SWGTC Proctoring Policy
Approved methods for completing proctored events
There are four methods for completing the required scheduled/proctored event. These methods, listed in order of preference are:
A. Students who live within reasonable commute distance (50 miles) of a Southwest Georgia Technical College (SWGTC) campus:
1. are encouraged to contact their instructor to schedule a time with that instructor to come on campus to complete their proctored event; or
2. may submit a Proctor Scheduling Request Form to schedule an appointment with the SWGTC Library.
B. Students who live outside of reasonable commute distance (more than 50 miles) from a SWGTC campus:
1. are encouraged to submit a Proctor Scheduling Request Form to schedule their event at any of our pre-approved proctoring partner facilities; or
2. as a last resort in situations where a student has no access to a pre-approved proctoring partner facility, they may submit a Proctor Approval Form to complete their event in a proctored setting at an alternative location according to the steps outlined in the SWGTC Proctor Procedures.
Proctored event notices and communication
Students will be provided prior notice of the SWGTC proctoring requirement via the SWGTC website, catalog, and in all online course syllabi. Online course syllabi will include the due date of and any special instructions for students related to the completion of the proctored event, but will not allow student access to event related materials prior to the scheduled date and time of the event.
Students are required to submit any Proctor Scheduling Request Forms or Proctor Approval Forms at least two weeks in advance of the desired date of their proctored event. This prior notice is required in order to allow for processing of the requests. Submission of the required forms will be done electronically via online application when-ever possible. If for any reason the online submission application is not available, a completed PDF form will be available which students can download, complete, and submit via e-mail to firstname.lastname@example.org. Students with disabilities or requiring special testing accommodations should include this information when contacting their instructor so that they can help coordinate these needs.
Except when a student calls their instructor directly for the purpose of scheduling a proctored event with that instructor, all communication concerning proctored events must be conducted via online forms or approved SWGTC e-mail. Approved e-mail accounts for this communication include ONLY the following:
- for Students - the Learning Management System (LMS) embedded e-mail or SWGTC-provided student e-mail account,
- for all faculty and adjuncts - the official southwestgatech.edu e-mail account, and
- for proctors - official government or corporate e-mail accounts (No free, internet-based e-mail accounts such as Yahoo or Gmail will be accepted).
Provision of proctoring services by SWGTC
The SWGTC Library will provide exam proctoring services for students who are taking online courses. SWGTC will proctor exams or other assignments, at no charge, on any SWGTC campus for any student of any TCSG College. SWGTC may also engage in inter-institutional agreements to provide proctoring services. Many academic institutions provide these services free or at a low cost, for which students will be responsible.
Finding a qualified proctor
For assistance finding a proctor, students can contact a guidance counselor, an academic advisor, or the dean of students or registrar’s office at a nearby college, university, public secondary school, or local testing center. The Consortium of College Testing Centers is an organization that has testing centers across the country and abroad that provide proctoring services to distance students near their homes. Centers are located in 44 states and Canada. Any fees incurred are the student’s responsibility.
Proctor and site qualifications
Students choosing to utilize an alternative proctoring solution are responsible for finding a qualified proctor to administer each event, and for submitting the required approval form for each event. The proctor must meet the following criteria:
- be a teacher, professor, librarian (or full-time library staff member), or administrator in a nearby public secondary school, college, university, library, or testing center, or
- a commissioned officer whose rank is higher than the student's own (for students in the military only), or
- a corporate education director.
- Proctors cannot be family members, friends, or co-workers.
Students must confirm that their proctor and/or the event site have the following:
- a business e-mail address (Exam materials are not sent to proctors who do not have a business e-mail address.),
- a quiet, appropriately lit, and furnished location in which to complete the exam or assignment,
- an available computer with reliable access to the Internet,
- the ability to download files (some exams may require downloaded components) ,
- a printer with the ability to print PDF documents,
- and access to a fax machine or scanner (for returning completed documents to SWGTC).
Access to proctored event materials
In order to facilitate proper access to proctored event materials (exams and/or assignment documents and instructions) and to limit potential misuse of the materials, they will not be made available to the student prior to the scheduled proctored event. Such materials will either be sent exclusively and directly to the approved proctor, or if provided via the online LMS will be password protected. Access to the materials will be provided to the approved proctor via e-mail by noon on the business-day prior to the scheduled event.
Proctored event scheduling and completion
Students must complete events no later than the date specified by the instructor in the course syllabus or provided by the instructor in a subsequent communication. If proctored event due dates are changed after the start of a term to dates not pre-stated in the course syllabus, the subsequent notification must be documented in approved e-mail or via recorded announcement sent via the LMS.
Events given online are completed upon submission, but if the event is on paper, the proctor will collect the student's paper once it has been completed. Proctors are responsible for returning all provided materials following the detailed instructions provided by the instructor within one business-day following completion of the event.
Retention of proctored event documentation
In accordance with TCSG and GVTC records retention policies, all records related to the submission and approval of proctored events shall be maintained for a period of one year after course completion for uncontested grade results, or until resolved for contested grade results, whichever is longer.
The Distance Education Coordinator has overall responsibility for ensuring this policy is implemented.
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