WHAT IS PROCTORU?
ProctorU is a service that monitors you while you’re taking your exams online to ensure academic integrity, help keep an even playing field with all students,and to help you be successful. Using this service allows you to take the exam from your homeor other remote location.
WHY IS WATERLOO USING PROCTORU?
We are committed to providing students the opportunity to complete courses during the pandemic while maintaining a high quality of education,academic integrity, and the health, safety and well-being of our community.Online proctoring through ProctorU is being offered for select courses to ensure a fair and level playing field for all students, and in cases where monitored invigilation is required by an accrediting body.
HOW DOES IT WORK?
- Using either Chrome or Firefox, you will create an account atProctorUand download theChrome extensionor theFirefox extension.
- We are using ProctorU's Review+ level of invigilation which includes a live proctor to get you started. After you start the exam the proctor will disconnect, but will be accessible through the Chat if you need assistance during the exam.
- Review the details provided by your instructor with respect to duration and permitted aids.
- When you are ready to start your exam, make sure you are in a private room and your desk, monitor and walls are clear. Books, bags and phones shouldbe removed.
- Reboot your computer and make sure all applications and windows are closed except ProctorU.
- Login to your account atProctorU, choose the correct exam and ensure the ProctorU extension is enabled. After you hit the Start the exam button, an automated system will walk you through the initial steps to launch your exam; it will also ask you to download a temporary applet called LogMeIn Rescue to connect with the proctor. This could take 8-10 minutes, but will not take any time away from the time allowed for your exam. The applet will be automatically uninstalled when you disconnect from the system after your exam.
- Wait for the live Proctor to connect with you, it could take a few minutes. If the status shows "waiting" don't re-download the applet or try to re-run it as this will put you at the end of the queue. The proctor will request a scan of your workspace, review the rules of your exam, and enter the password to start your exam.
- You will need to showa photo WatCard to verify your identity. If you do not have a photo WatCard, you may use government-issuedphoto ID. If you are unable to show a WatCard of government-issued photo IDduring your exam, please contact your instructor in advance. The pictures taken of this ID are removed from the ProctorU system 7 days after the exam. The live proctor will check your ID, and any discrepancies will be flagged for your instructor to review later. We do not use facial recognition to check your image against outside sources.
- Then the proctor will release control and disconnect. If you need assistance during the exam, use the live chat feature to reconnect with a proctor.
- If you experience any technical issues during the start-up process, ProctorU staff will work with you via chat or phone until the problem is resolved. In extreme cases when you cannot connect due to technical problemsyou should contact your instructor.
HOW DO I CREATE AN ACCOUNT AT PROCTORU?
If this is your first time using ProctorU, you will need to create anaccount
- Pleaseuse your uWaterloo email addressandyourpreferred nameas entered in QUEST.
- Be sure to select thetime zone where you will be writing your test. If you don’t know your time zone, perform an internet search with search term “time zone” for websites that will help you to determine your time zone.
- Once your account is created, you will receive an email with a link to verifyyour account.Once you click on the link, you will be redirected to the ProctorU website where your account will be verified, and you will then be able to schedule your exam.
WHAT DOES IT COST?
Late Scheduling
There is no fee to use the service if you schedule your exam at least 72 hours before the start of your exam window.
If you schedule your exam between 72 hours and 24 hours before the start you will be assessed a $20 fee by Waterloo.
No exams can be scheduled in the 24 hours immediately before the start of your exam window or after the start window begins.
Rescheduling
If you wish to reschedule your exam, please emailextendedlearning@uwaterloo.cawith the preferred date and time within the exam window. There is no fee to reschedule if you contact us at least 72 hours before the start of your exam window.
You will be assessed a $20 fee to reschedule your exam if your request is received in the 72 hours before the start of the exam window.
No exams can be rescheduled in the 24 hours immediately before the start of your exam window, or once the start window begins, unless there are extenuating circ*mstancesand it has been approved by your instructor.
DO I NEED A SPECIAL SETUP TO TAKE THE EXAM?
- Students must be alone in the room for the duration of the exam. It is your responsibility to notify others that they should not enter the room during your exam.
- Your desk and immediate exam writing area must be cleared of books, papers, and other items that might compromise the integrity of the exam writing.
- Devices (e.g., phones, tablets, internet-connected watches, etc.) must be removed from the space or placed at a distance from the immediate exam-writing space. If required for two-factor authentication they must be placed at a distance after you are authenticated.
- Only one monitor will be allowed.
- Headsets and earbuds are not allowed.
- You should test your system through your ProctorU account in advance to eliminate technical issues.
WHAT HAPPENS IF MY PROCTOR HASN'T CONNECTED WITH ME OR I LOSE INTERNET?
If a proctor does not come on right away, do NOT leave the ProctorU site. If you leave the site YOU MAYLOSE YOUR EXAM APPOINTMENT TIME.
There are sometimes delays due to a large number of students logging on at the same time. If you have waited more than 30 minutes for a proctor, you may call ProctorU at 855-772-8678 (be sure to press the option for “test-taker”) or open your email (don’t close ProctorU) and send them a message at support@proctoru.com.
If internet connection is lost during your exam appointment, you can reconnect with ProctorU from your ProctorU account within 30 minutes.
You can also use the live chat feature.Enter "live agent" in the text box to bypass the automated responses and speak to a live person.
WHAT PERSONAL INFORMATION IS REQUIRED OR RECORDED?
ProctorU commits to limit the Personal Information collected to ProctorU Exam Dataand student’s name, image of photo ID, telephone number, username and password, and course/test, e-mail address, test submissions, screen captures (during proctoring session only), audio and video recordings captured of the exam environment during the proctoring session, and reasonable online cookies and tracking technologies solely to improve the student’s use of ProctorU’s website.
”ProctorUexam data” means all proctoring data collected by ProctorUregarding student users during a proctored exam or related identity verification session, and it shall includewebcam video/audio, desktop screenshots or video, process logs, and other hardware details of the computer used by each student user during test taking.
Exam data will be securely deleted from ProctorU's systems as per the schedule provided by Waterloo.
WHAT HAPPENS WHILE I AM TAKING THE TEST OR EXAM?
You will be monitored and recorded during your exam to make sure that no one has any unfair advantages while testing. The ProctorU solution may capture your video, audio, screen, and web surfing particulars to protect academic integrity.
During the testthe Artificial Intelligence (AI) system will flag potential issues which will be reviewed by a fully trained ProctorU employee afterwards to determine if they are actually an unapproved activity.Your instructor and/or authorized Waterloo employees will then be notified of any suspicious activities and will review video evidence of your session. At that time regularWaterloo processesand policies are in effect.
ONLINE PROCTORED EXAMS VS IN-PERSON EXAMS
In-person exams | ProctorU exams |
exams are synchronous, everyone writes at same time | exams are scheduled by you overa set time period and written privately |
must write in a particular room | write in any space, but it should be quiet and free of interruptions and other people |
must present photo WatCard or government issued photo ID | must present photo WatCard or government issued photo ID |
desk must be clear, no phones, bags, purses, hats or unpermitted aids | desk must be clear, no phones, bags, purses, hats or unpermitted aids |
drinks must be in a clear container, food is not allowed | drinks must be in a clear container, food is not allowed |
you are monitored by proctors throughout the exam | you are monitored by a proctor when you begin the exam, and then your exam is recorded without a proctor present |
proctors noting suspicious activities confirm with other proctors then flag to instructor, or head proctor, you may be photographed | recorded sessions are later scanned using artificial intelligence (no humans watch you write); potential breaches are ruled out/confirmed by ProctorU staff then communicated to instructor/CEL staff to be ruled out/confirmed |
exams can be stopped immediately in the event of a breach | exams are NOT stopped in the event of a breach; recordings are scanned later |
permission required for washroom breaks, must be accompanied by proctor | permission for washroom breaks isdetermined by the instructor in advance |
reports of confirmed breaches are forwarded to the Associate Dean by the instructor,Policy 71 investigation is launched | reports of confirmed breaches are forwarded to the Associate Dean by the instructor,Policy 71 investigation is launched |
WHAT ARE THE TECHNICAL REQUIREMENTS?
You will need a strong, stable internet connection, a microphone, speakers and a web camera, acomputer or laptop, but you cannot use a tablet, Chromebook or mobile device. You canreview all equipment and technology requirements on theEquipment Requirements Helppage.
Ensure you have downloaded and enabled the ProctorU extension before you begin. SeeProctorU ExtensionforChromeorFirefox.
WHAT IF I NEED SPECIAL ACCOMMODATIONS?
If you require special testing accommodations (ie additional time or screen readers), your instructor will have been advised of your needs by Accessibility Services and the proctor will be informed. You should also check with your Accommodation Consultant in advanceto see if youneed to adjust your accommodation plan.
WHAT ABOUT MY PRIVACY?
ProctorU implements a high standard of privacy and securityand Waterloo has reviewed this through a Privacy Impact Assessment of the use of personal information by ProctorUand a security review of the protections of the data.
Waterloo ensures that processes adhere to allFreedom of Information and Protection of Privacy(FIPPA) guidelines. As part of this, Waterloo has a contract with ProctorU that limits the use of personal information by ProctorU to the purpose of providing the proctoring service. Please also visit ProctorU’sPrivacy Policypagewhich states “ProctorU does not use any test-taker’s personal information for any purpose other than for facilitating the proctoring of online exams.We never sell personal information to third parties."
CAN I TAKE A WASHROOM BREAK?
Brief washroom breaks are usually permitted and noted by the systemfor instructor review. However, it is recommended that you take any required breaks before the exam starts.
Normally students areexpected to remain in view of the webcam for the duration of the exam or until they have completed the exam.
DOES IT NEGATIVELY INTERFERE WITH MY COMPUTER?
ProctorU does not permanently impact your computer in any way. Their technicians are available to provide free basic troubleshooting for common tech issues that can occur during your sessionsuch as a slow connection or webcam issue. They canalso help reset your computer when your exam is complete. It is recommended that you delete or disable the browser extension after each exam is completed. The LogMeIn rescue applet used will automatically be removed when the session is terminated.
HOW IS ACADEMIC INTEGRITY MAINTAINED
- Departures from academic integrity are unacceptable. If you engage in behaviours that compromise the integrity of theexam, whether during the exam or after, you mayface sanctions ranging from a written warning, to a failure in the course, to a requirement to withdraw from the University, depending on the severity of the offence.
- The following are some examples of activities that are prohibited during an exam or exam window that constitute a departure from academic integrity:
- impersonating another student
- copying from another student
- making information available to another student about the exam questions or possible answers
- communicating with another person during an exam or about an exam during an exam window, or
- accessing unauthorized materials such assmart devices, websites, books, orunauthorized services, including online tutoring services.
- Each exam will have an authentication process to ensure that the academic integrity of the exam is maintained.
- Your instructor will make the final decisions on questions about academic integrity.
- ProctorUtrains each of theirproctors for more than 6 weeks and adds several layers of human oversight and supervision to every exam to remove AI flags on false incidents of misconduct that trained humans would easily recognize as harmless.
- Visit thestudent section of the Academic Integritysite for complete details.
WHAT HAPPENS AT THE END OF THE EXAM?
At the conclusion of the examyou should ensure you have submitted all exam materials and deleted any duplicates and/or cleared your device’s clipboard. Check in with the proctor to end the session. You can also request assistance to adjust any settings on your computer.
WHAT ABOUT POTENTIAL BIAS ISSUES WITH THE SOFTWARE?
The use of proctoring software and artificial intelligence can introduce several types of bias into the test-taking process. Knowing that, Waterloo has chosen a multi-pronged approach to minimize these issues as much as possible. No decisions are made by the software: alive proctor is there to beginthe exam and verify anyidentification, a live proctor also reviews any flags of suspicious activity after the exam is written, removing any that are normal behaviour, and finally any remaining flags are reviewed by the instructor or approved Waterloo staff.After that, Waterloo's normal academic integrity policies are followed.
WHAT AUTHORITY DOES WATERLOO HAVE TO USE PROCTORU?
The University of Waterloo processes information—including personal information recorded about identifiable individuals—under the authority of theUniversity of Waterloo Act. The information collected and used for online proctoring is related directly to and needed by the University for the purposes of administering online exams and maintaining the academic integrity of the exam process.
TheFreedom of Information and Protection of Privacy Act(FIPPA) permits universities to collect, use and disclose personal information necessary for the proper administration of the universities and their programs and services.
What if I have questions during the exam?
Questions about exam content cannot be answered by ProctorU during the exam session and instructors are encouraged to provide guidance in advance to students on how questions will be addressed. If your instructor wishes to take questions from students during the examthe proctor may relay any exam related questions to instructors in the fashion communicated by the instructor. Otherwise, students are encouraged to document any questions or concerns in the exam spacewhere possible.
Still have questions or concerns?
Additional test-taker information is provided on the ProctorU Test Taker Information site.
SeeWhat Happens During the Exam Launch Process? Waterloo is using the Review+ Proctored Launch, anddoes not use challenge questions during the log in process.
ProctorU provides live test-taker support. You can open a support ticket, or start a live chat with their support representatives, or call (855) 772-8678.
If you experience issues with LEARN, please send an email to learnhelp@uwaterloo.ca
Questions about personal information and privacy at the University or about our responsibilities under Freedom of Information and Protection of Privacy legislation, should be directed to the Privacy Officer atfippa@uwaterloo.ca.
