What is a Proctor?

A proctor is a person who supervises or monitors students during an exam. A proctor will have a set of duties to perform before, during and after the exam they are supervising.

Who can proctor an exam?

A proctor must not be related to the student and there should be no relationship between the proctor and the student that could call into question the impartiality of the proctor (e.g. spouse, family member, relative, business partner, personal tutor, boyfriend, girlfriend, relationship partner, etc.). Typically, acceptable proctors include teachers in the community, librarians, community leaders, etc. All proctors must be approved by the Sun West Distance Learning Centre. Proctors should have basic computer skills (ability to email and scan documents) and have access to a reliable internet connection.

What are some general exam writing protocols?

It is strictly forbidden for students to view any part of the exam prior to the agreed upon writing time. Students must never have access to or be given the passwords for an online exam. Students must never have any copies of the exam in any format prior to and after the exam. Students’ personal computers/laptops should not be used to write online exams. Students are not permitted to take, keep, copy, scan or record any part of the exam. Exams must be completed in one sitting.

What are the responsibilities of a proctor?

In general, proctors will arrange a suitable location to supervise the exam. They will be present for and be in close enough proximity to ensure the exam writing protocols are followed. Then collect and return the student exams – and all scrap paper used for note taking – to the instructor upon completion of the exam.

If the exams are paper based, the proctor must have access to a printer to print the exam. If the exam is online, the proctor must have the appropriate computer equipment, a reliable internet connection, and make sure they have sightlines to the computer screen.


How can I apply to be a proctor?

Proctors can apply to be a “approved proctor” by complete our online Application Form.Proctors will have to consult with the student ahead of time to complete the form. Proctor Applications may be referred to our Proctor Committee for approval.


Cheating


What do I do if I think a student is cheating?

If you suspect a student of cheating or being academically dishonest:

  • Continue to discreetly observe the student and make certain your suspicion is correct.
  • Inform the student of the violation and, if necessary, remove any prohibited items immediately from the student.
  • Document the violation with as much detail as possible in the comment section of the Proctor Declaration Sheet (provided by the teacher). Include how much of the exam was completed prior to the discovery of the violation.

What constitutes cheating?

Cheating or Academic dishonesty typically results from the use of items other than those specified by the teacher during the exam (i.e., programmable calculator, cell phone, notes, textbook, etc.).

If a student uses any prohibited and/or hidden documents, attempts to record the exam in any way or any other irregularities that you find suspicious – remove the items immediately and make a note of the infraction on the Proctor Declaration Sheet (provided by the teacher).


What do I do with the course materials, like textbooks, the student leaves behind?

It is not the job of the proctor to return any course materials to the DLC. Please remind the student to send back any materials they are finished with back to the DLC.

If you have any questions, please contact the course instructor directly at 306-252-1000.


Questions During The Exam


What if a student has a question during the exam?

If a student requires clarification of a question on the exam, instruct the student to attempt the question to the best of their understanding. Have the student write any concerns about the question on the exam. Also, note the student’s concern on the Proctor Declaration Sheet (provided by the teacher).

Am I allowed to help the student if they have a question?

You are not. If a student requires clarification of a question on the exam, instruct the student to attempt the question to the best of their understanding. Have the student write any concerns about the question on the exam. Also, note the student’s concern on the Proctor Declaration Sheet (provided by the teacher).


Exams


How do I send and receive exams to and from the teacher?

If the exam is paper based proctors will be expected to print, scan and email the exam back to the teacher. The scanning can be done on most printers. If not, there are many scanner apps for phones that will allow you to take a picture of the exam and email it from your phone. If the exam is online, you will be sent a link and a password to the exam prior to the start of the exam.

What do I do with the original exam once I have scanned and emailed it to the course teacher?

Once the course teacher has confirmed they have received the exam and it is readable, they will give you further instructions on what to do with the original exam and any pictures you may have taken with a scanner app.


Can I share the link and password to the online exam with the student I am proctoring for?

No. Students should never see or know the password to the online exam.