Live Online Proctoring Using ZOOM    

• The considerations for using live proctoring via Zoom depends on what type exam is being given and the types of questions on the exam, such as multiple choice or short answer. 
• Faculty and students will have to adapt to the live proctoring via Zoom exam format. 
• Collect information from other faculty who have attempted live proctoring via Zoom and then modify course-specific processes. 
• It is recommended for those interested in using live proctoring via Zoom to join a colleague’s proctored session to see how it works in real-time.
• Complete a practice proctoring session via Zoom with students to ensure the process works well. 

• Teaching Assistants (TAs) are essential to the process for proctoring and grading. 
  • Suggestion: Ask TAs to complete the exam at least 24 hours ahead of the actual exam in a simulated environment to reveal any outstanding issues. 
• Check-in process needs to be efficient. 
  • Suggestion: Require students to enter the Zoom session at least 30 minutes ahead of the exam start window. 
  • Use student roster from Howdy and maximize thumbnail size on the screen to ensure students identity.   
• Create a process for checking student scratch paper (if allowed during the exam). 
  • Suggestion: Allow two pieces of blank scratch paper; have students hold paper in each hand and flip around; review in groups of 10. 
  • Suggestion: Require students to submit photos of their scratch paper once the exam is complete as a submission to an Assignment in Canvas. 
• Handle student questions via chat and/or the Breakout Room feature in Zoom (but disable to one-to-one chat so students cannot communicate with each other). 
• To avoid Zoombombing during the live proctoring via Zoom, use the Registration feature and Only Authenticated Users Can Join feature in Zoom when setting up Zoom meeting link.

• Well-defined and articulated learning objectives are important because they: provide students with a clear purpose to focus their learning efforts and direct and guide faculty assessment strategies. It is critical to ensure that students receiving credit for achieving learning outcomes is earned by the student – which can be achieved through live proctoring. 
• Live proctored exams are one way students can ensure they receive credit for their exams and coursework. 
• Live proctoring via Zoom can be implemented as a deterrent to cheating. 
• Utilize the Canvas Test Information feature within an attempt during a specific time window to verify test submission. 

• Schedule the exam proctoring Zoom session at least 30 minutes before the exam and ends at least 30 minutes after the exam is complete to address any technical difficulties that may arise.
• Evaluate each technology chosen to be implemented into the exam proctoring process to mirror a student’s experience and overcome any technical issues before they arise.

1. Request each proctor (if not the instructor) to schedule a Zoom session that begins at least 30 minutes before the exam and ends at least 30 minutes after the exam is complete to fix any technical difficulties that may arise with the following settings: ​

• Registration
  • Required (select no if opting for only authenticated users can join)
• Meeting Password
  • Assign a password or allow ZOOM to automatically generate one
• Video
  • Host: ON
  • Participant: ON
• Meeting Options
  • DISABLE enable join before host
  • ENABLE Mute Participants upon Entry
  • ENABLE Waiting Room
  • ENABLE Only authenticated users can join - select TAMU NetID from the drop-down
  • ENABLE Record the meeting – Either locally on your computer or on the Cloud (Cloud recording may not be available immediately)
  • Alternative hosts (if necessary): enter the email of anyone that would need access to the proctoring session as a proctor (additional TA, faculty, support staff, etc).

2. Identify and assign proctors to groups of 48 students. Depending on the proctors’ computer specifications, groups may be less than 48. Instructors will need to verify with all proctors prior to the examination. Some computers only support 25 participants per screen in Gallery View.

• Share the registration link with students
• Students will register for their exam session using the provided link. Registration will provide them email confirmation of a unique user link that will be accessed in order to join the exam proctoring session. 

• Students will use the laptop/desktop webcam enabled video to connect with ZOOM. If students do not have a laptop/desktop with a built-in webcam, they may access ZOOM via a smartphone device. 
• Students should understand that they will be monitored and recorded and their face should be visible at all times, in addition to proctoring rules set by the instructor.

Using two devices adds an extra layer of security during higher stakes testing. This option provides for a better viewing angle for the workspace (desk, computer, etc.) and prevents students from using the smartphone itself during the exam. 
  
This solution would require:  

• A device such as a laptop or desktop computer for the Canvas exam. 
• A device such as a smartphone or tablet for the exam proctoring session via Zoom.

• Proctors starts the meeting and will be responsible for:  
  • Chat: Change the chat settings to be Participants can chat with Host only.  
  • Record: Record the meeting (either locally or cloud)
  • Manage Participants: Admit students one-by-one from the Waiting room to validate their identities. Mute their mics if necessary. 
• Proctors will then authenticate using either TAMU student ID and/or the class roster from Howdy. 
• Proctors state exam session expectations to students including process for asking questions, finishing the exam, and what is allowed or not allowed in the session.  

• Students login to Canvas, Google Classroom, or preferred method of assessment to access exam, after they have been authenticated and instructed by the Proctor to begin. 
• Proctors can click on the individual student’s video to expand their view, and switch from Gallery View to Speaker View as needed. 
• If a problem arises during the exam, Proctors can chat with the student and/or move them to a Breakout Room as to not disturb the other students

• When students have finished their exam, they will notify proctor so they can confirm exam submission and dismiss. 
• Once all students have completed, and the exam session is over, proctor will dismiss students, end the recording and end the session.

• It is recommended that faculty add verbiage to exam guidelines that are distributed to students ahead of the exam to disclose that the faculty member/TA will be recording the proctored exams. 
• This information should be repeated at the start of the exam once the recording has been turned on. 
• Additionally, when students register for the exam via Zoom, faculty may add a disclaimer that the session will be recorded.  
• If the students are recorded and they can be identified, the portion that shows the student(s) are considered to be an educational record under FERPA.  
• Only the instructor and/or TAs should have access to the recording. 
• Recordings should be retained for one year from the date of the exam. 

Any class recordings that include students are considered education records and thereby subject to FERPA. Recordings that show students may only be kept and used by the instructor of record for the current class and section in which the student participates. These recordings may not be used in subsequent semesters and, under record retention policy, should be retained for one year after the course completion.