Each online faculty member is responsible for administering the exam(s) in a face-to-face
setting. This gives students in the area a chance to take the exam in a classroom
setting. Faculty members are responsible for arranging the time, day and location
for the exam(s) and informing the students of this information. If a student has
a work or class conflict or lives outside of the area and cannot take the exam during
the face-to-face time, he or she will need to locate a proctor. The following policy
provides guidance for proctoring.
Reason for Policy/Purpose
This policy is required for the effective communication of procedures regarding proctoring
Who Needs to Know This Policy
All members of The University of Southern Mississippi community.
Website Address for this Policy
EXAMINATION BY PROCTOR
For questions concerning The University of Southern Mississippi online class proctored
exams, please contact the proctor and training specialist in the Office of Online
Learning on the Hattiesburg campus. Even though there is a proctor specialist located
on the Gulf Coast campus, all exam(s) or password and instructions are sent to the
proctor and training specialist in Hattiesburg at email@example.com.
Linda Bass, Proctor & Training Specialist
International Center, room 301
118 College Drive, Box 9649
Hattiesburg, MS 39406-9649
Gulf Park Campus
University of Southern Mississippi
Gulf Coast Library, room 210
730 East Beach Blvd.
Long Beach, MS 39560
- Proctoring Information to Students – faculty members must provide necessary proctoring information to students including
exam dates and on-campus testing information. Faculty should also provide the link
to the “Student Responsibilities” section on this page (http://eduprod.usm.edu/lec/proctoring – see “Student Responsibilities”) where information regarding deadlines for submitting
an application is located. The information is also provided in the University wide
Blackboard template in 9.1. At the faculty member’s discretion, he/she may periodically
remind students about their proctoring requirements.
- First Date for Proctored Exams – No proctored exams are to be scheduled or required before the third (3rd) week of the class during fall and spring semesters and before the second (2nd) week for summer semester. This time period is needed for students
to submit their applications for examination by proctor, and for the proctor and training
specialist to identify and approve proctors, send all appropriate exam information,
and schedule examination dates.
- Deadline for Exam Documents and Dates to Proctor & Training Specialist – Beginning spring 2013 semester, the Office of Online Learning (LEC) proctoring services
will no longer accept paper-based exams. LEC offers assistance in the process of
creating exams and setting up proctor passwords in Blackboard. If you need assistance,
please contact Mary Bruder at 601.266.4552. All instructors must submit a password/instruction
document(s) for each online exam(s) no later that the tenth (10th) working day of
the semester. The password/instruction document should include the date(s) the exam
is to be given, time allotted to take the exam, navigation to the exam and any instructions
as to what students may have with them during the exam. If you would like a sample
document, one can be provided to you by the proctor and training specialist.
- On-campus Students – Instructors should designate a date, time, and classroom location for their exam to
be offered on-campus, and advise their students of this information. Students at a distance may opt to take the exam at that date and location, instead
of through a proctor. LEC will provide proctoring services for on-campus or local
students in the case of an emergency or if a class or work schedule conflicts with
the time the exam is scheduled. These students will be charged a $10 processing fee
and are subject to the late fee if applicable. This same service is offered for our
Southern Miss Gulf Coast students at the Gulf Park Campus in Long Beach, MS.
- At a Distance Students – Students who are at a distance are responsible for locating an appropriate proctor.
All distance students will submit their application to the proctor & training specialist
in LEC for approval and processing.
- Students Who Require Disability Accommodations – It is the responsibility of the faculty member to provide modified instructions for
students with disability accommodations. These accommodations must be met when students
are taking an exam for an online class whether it is paper-based or via Blackboard
1. Primary Responsibility – it is the primary responsibility of the individual taking the course to obtain
a proctor, as required, and to accurately communicate this information to the Proctor
& Training Specialist in the Office of Online Learning in a timely manner, using the
appropriate application which is located at the end of this document.
2. Locating a Testing Site – Though we have a long listing of testing centers in Mississippi, it is impossible
to have such listings for sites all over the world. Securing a testing site will depend
upon one’s location.
- The standard approach to obtaining a testing site is to locate the nearest community
college, college or university. Make a contact with a testing office on the campus
and request that they proctor the exam. Other possibilities when colleges or universities
may not be available, is to contact the local superintendent of education’s office,
a public library or an educational testing/tutoring facility.
- Students on military installations may contact the education or testing officer. If
on a ship at sea, the ship’s captain or known education officer would be the point
- Persons in a foreign country and unassociated with the military may contact the U.S.
Embassy to seek proctor assistance or locate a local university or college.
- Instructors should designate a date, time, and classroom location for their exam to
be offered on-campus, and advise their students of this information. It is the responsibility
of the student to follow up with the instructor if this information is not published
within Blackboard. Students at a distance may opt to take the exam at that date and
location, instead of through a proctor. The Proctor & Training Specialist will provide
proctoring services for on-campus or local students in the case of an emergency or
if a class or work schedule conflicts with the time the exam is scheduled. These students
will be charged a $10 proctoring fee and are subject to the late fee if applicable.
3. Application for Examination by Proctor – Students must first read the Examination by Proctor, Student Responsibility section
before they may access the “Application for Examination by Proctor.”
- Download and print out a copy of the “Application for Examination by Proctor” after
having read the student responsibility section.
- Students should complete the personal information required on the form.
- Ask the testing supervisor (at the testing site the student has located) to complete
the proctor information on the form or students may complete this portion themselves.
Please note that exam information will not be sent to a person’s email address.
- Fax the form to the Proctor & Training Specialist as indicated on the bottom of the
application or scan the application and attach to an email.
- Students may schedule up to three (3) exams per course on an “Application for Examination
4. Deadline for “Application for Examination by Proctor” to Proctor & Training Specialist
– The Proctor & Training Specialist should receive a student’s completed “Application
for Examination by Proctor” as early as possible. However, it MUST reach the Proctor & Training Specialist seven (7) working days (fall and spring semesters)
and five (5) working days (summer semester) prior to the scheduled examination date.
This will assure there is ample time to process the application and to forward exam
and materials to the approved proctor. We will not be able to accommodate proctor requests within 48 working hours or less
of the scheduled exam date and time.
5. Fees Associated with a Proctored Exam – all students, regardless of location, will be charged the $10 proctoring fee. This
fee is charged to the student account at the beginning of the next semester. If students
prefer to pay in-person, they may do so with a check, cash, or money order.
- If students use a testing center, there may be separate proctor fees associated with
that particular site. In this case, it is the student’s responsibility to pay those
- When the “Application for Examination by Proctor” is received after the stated deadline
(See “Student Responsibility”, item 4), students will pay a $40 late fee in addition
to the $10 proctoring fee.
THE OFFICE OF ONLINE LEARNING RESPONSIBILITIES
- Requests for proctors tendered by students using the “Application for Examination
by Proctor” for the Hattiesburg campus or non-Southern Miss site will be processed
by the Proctor & Training Specialist located within The Office of Online Learning.
Requests for proctors tendered by students using the “Application for Examination
by Proctor” for the Gulf Coast Campus will be processed by the proctoring specialist
located on the Gulf Coast.
- The proctor specialist will verify identification and authenticity of the proctor
then forward the exam information.
- Processing fees will be posted to student accounts at the beginning of the next semester.
- When LEC receives the completed paper-based exam(s) and the proctor verification from
the proctor (including Gulf Coast), a record will be made of its receipt. The instructor
will then be notified his/her exam(s) are ready to be picked up in LEC.
The Director of Online Learning is responsible for the review of this policy every
four years (or whenever circumstances require immediate review).
Application for Examination by Proctor
Amendments: Month, Day, Year – summary of changes
01/31/12: Formatted for Institutional Policies website.
02/19/13: Formatted in template. Minor editing of punctuation and usage throughout.