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Proctor Responsibilities

​ Thank you for agreeing to serve as a proctor for a CMU student. The following information will provide you with CMU’s proctoring processes and your responsibilities as a proctor.

You’ve been designated as a proctor, now what?

As a proctor, it is your responsibility to oversee the student who has designated you while they take their required exams and to help ensure academic integrity. Each course with proctored exams will have specific instructions that will be provided to you prior to the student arriving for their scheduled exam time.

Outlined below are the duties and responsibilities a proctor must adhere to when proctoring exams for Central Michigan University.

Designating a proctor

  • Once a student has contacted you and obtained your consent to be their proctor, it is the student’s responsibility to submit a Proctor Designation Form to CMU Online. You will need to provide the following information to the student before they can fill out this form:
    • Your name
    • Title/position
    • Phone number
    • E-mail address affiliated with your organization (a personal e-mail address is not acceptable)
    • Institution you are affiliated with
    • Institution address
    • City, state, and zip code
  • If you are approved as a proctor, you will then receive an e-mail containing an Exam Instruction Sheet from CMU Online (cmu.online.proctor@cmich.edu). This e-mail provides exam information, instructions, and exam passcodes.
  • The student will be notified that their proctor has been approved.
  • The student will then contact you to schedule an exam appointment.

Preparing for the first exam appointment

  • Once the student schedules an appointment with you, please make sure that you have received the exam materials from CMU Online.
    • If you have not, check your Junk or Spam Folder to see if the materials are there.
    • If the exam materials are not in either of those folders, contact CMU Online at 989-774-4461 or by e-mail at cmu.online.proctor@cmich.edu and the appropriate materials will be forwarded to you.
  • Thoroughly read the exam instructions before the student arrives, paying special attention to the materials that are permitted during the exam. If a calculator is allowed on the exam​, please ensure the correct type of calculator is being used by the student.
  • The area where the student will be testing must be an appropriate testing environment that is:
    • Quiet
    • Free from distractions and traffic
    • Equipped with reliable computer(s) and Internet (not a wireless connection)

What to do when the student arrives for their exam:

  • Confirm the student’s identity by checking their photo identification.
  • Ask the student to leave with you any prohibited belongings (cell phones, any electronic devices, keys that may have flash drives attached, notes, books, purses, backpacks, etc.). It is recommended that you have the student store these personal items in their vehicle rather than you take responsibility for them.
  • Let the student know what they are allowed to have while taking the exam. Permitted materials, if any, will be listed on the Exam Instruction Sheet e-mailed to you.
  • Seat the student at the testing computer.
  • The student will log in to Blackboard (Blackboard.cmich.edu). (NOTE: A small percentage of exams will be accessed from a web site that is not Blackboard. If this is the case, it will be specified in the exam instructions.)
  • Once in Blackboard, the student will click on their course and locate the exam.
  • Once they press “Begin” on the exam, you will need to enter the provided passcode. Please do not allow student to see the passcode. Once the passcode is entered, the student then begins the exam.
  • If the passcode does not work, try re-entering it to see if it was typed incorrectly and make sure the “Caps Lock” is off. If it still does not work, contact one of the following:
    • Help Desk at 989-774-3662
    • CMU Online at 989-774-4461
  • The student should be informed that upon completion of the exam they should NOT shut down the proctor's computer and simply log off the Blackboard website. Regardless of whether there is a suspicion of the student engaging in cheating or not, the proctor should check the web history on the computer the student used to take their exam. IF during the time the student was taking their exam, there is access to any other websites except Blackboard - those websites and that history ledger, needs to be downloaded, saved as evidence of an academic integrity violation having taken place, and shared with/transmitted to CMU Online via e-mail immediately upon discovery. The proctor is not to question or confront the student about their discovery; however, they are to make the student aware at the start of their exam taking session that such "exploration" will take place.

NOTE: Before contacting the Help Desk or CMU Online, be prepared with the student’s name, student I.D. number, course, course reference number, or EPN, and exam number or title.

Proctoring duties during the exam

  • While the student is taking their exam, it is your responsibility to ensure to the best of your ability that cheating does not occur. Although you are not expected to sit and watch the student for the entire exam, it is important that the student is consistently monitored. While you are monitoring the student, look for red flags such as:
    • Additional browsers open on the computer besides their exam
    • Prohibited hidden documents
    • Wandering eyes
    • Use of prohibited electronic devices
    • Recording (in any fashion) of the exam questions and/or answers by the student – this is strictly prohibited.
  • After the student has completed their exam, collect any scrap paper that was used and dispose of it.
  • On the provided Exam Instruction Sheet, log your name and the date the exam was taken.

Proctoring duties after the exam

  • After the student has completed all of their exams or the term has ended, please destroy the Exam Instruction Sheet

What to do if a student cheats:

As a proctor, it is your responsibility to ensure a secure testing environment is provided and academic integrity is upheld. Remember, as a proctor, your allegiance is not to the student but to the academic process.

If you observe a student cheating on their exam and/or utilizing outside resources, you should do the following:

  • Observe the student in an unobtrusive manner to confirm your suspicion.
  • Collect evidence of the academic dishonesty.

Use of personal items on exam

  • If the student is caught using tangible items such as a textbook, notes, a cell phone or a calculator, inform the student that these items are not permitted during the exam and remove the items from the student.
  • Document what the item was (e.g. programmable calculator, cell phone, notes, etc.).
  • Photocopy or photograph any materials such as a cover of a book or notes the student was found using.

Use of outside websites/web tools

  • If the student is found accessing websites outside of Blackboard that are not allowed, the proctor shall secure the evidence of the violation and report their findings IMMEDIATELY to CMU Online. The discovery of the violation should not be brought to the students' attention by the proctor; it is the responsibility of CMU to communicate with the student based on the evidence provided by the proctor to support the allegation brought forth.
    NOTE: There are a few exams in which a student is allowed to go to an outside website. If this is acceptable, those websites will be listed on the Exam Instruction Sheet.
  • The use of unauthorized web tools could include a messaging platform such as e-mail, instant messaging or a calculator.
  • Upon completion of the exam, the student should be instructed NOT to shut down the proctor's computer and to just log off the Blackboard website. Regardless if there is a suspicion of the student engaging in cheating, the proctor should check the web history on the computer the student used to take their exam. IF during the time the student was taking their exam, there is access to any other websites except Blackboard - those websites and that history ledger, needs to be downloaded, saved as evidence of an academic integrity violation having taken place, and shared with/transmitted to CMU Online via e-mail immediately upon discovery. As noted above, the proctor is not to question or confront the student about their discovery; however, they are to make the student aware at the start of their exam taking session that such "exploration" will take place.

What to do with information once it is collected:

  • Provide a detailed description of the events to CMU Online along with collected evidence (e.g. photocopies of notes, description of items used, websites accessed, etc.). Please provide the following information as well:
    1. Date and time exam was taken
    2. Student name and ID #
    3. Course designator (e.g. ENG 101, PSY 100)
    4. Exam #
  • Immediately e-mail the information to CMU Online at cmu.online.proctor@cmich.edu .

Possible issues and how to resolve them:

Question: What should I do if the student’s exam is not appearing in Blackboard?

Answer: First, have the student check within their online course to ensure that the exam should in fact be open. If it should be open and it is not, contact the Help Desk at 989-774-3662 or CMU Online at 989-774-4461. If the student cannot wait for the exam to be opened, have them send an e-mail to their instructor, and reschedule the exam for a different time.

Question: What should I do if the computer shuts down/logs the student off/crashes during the exam?

Answer: First, try to log the student back into Blackboard and resume the exam. If that does not work, contact the Help Desk at 989-774-3662 or CMU Online at 989-774-4461 to have the exam reset.

Question: What should I do if the passcode doesn’t work?

Answer: If the passcode does not work, try re-entering it to see if it was typed incorrectly and make sure the “Caps Lock” is off. If it still does not work, you can contact the Help Desk at 989-774-3662 or CMU Online at 989-774-4461 to have the proper passcode entered.