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SWGTC Proctoring Procedure

Purpose
In order to comply with accreditation requirements for the validation of student identity for all online courses, all students enrolled in online courses are required to have at least one proctored event (a major exam or assignment).  These procedures are intended to facilitate the fair and impartial application of the Southwest Georgia Technical College (SWGTC) Proctoring Policy.

SWGTC takes the protection of student identities seriously.  It is our policy to strictly follow Family Educational Rights and Privacy Act (FERPA) guidelines with regards to protection of student information.  In the application of this Proctoring Procedure, faculty, staff, and outside proctors are reminded to closely guard the information provided by students.  [Please refer to FERPA Guidelines for additional details.]  Since it is necessary to verify student identity by checking a government-issued Driver’s License or Photo ID, any personally identifiable information obtained in pursuit of this identity verification must be handled with extreme care in order to prevent its unlawful access or misuse.  Any costs associated with obtaining the verification requirements of the Proctored Examination will be the responsibility of the student.

It is important to note that while SWGTC does NOT charge a fee to proctor any student taking classes from a TCSG college, some proctoring facilities do charge.  In the event a student chooses to be proctored at a facility which charges a fee, that fee must be paid by the student.  SWGTC will make every reasonable effort to identify fee-charging proctoring facilities and will list the advertised fee along with any other details available when listing pre-approved facilities in an effort to assist students in avoiding such fees.


Proctoring approval form submission
It is the student’s responsibility to find a qualified proctor (see the SWGTC Proctoring Policy) with whom they can arranged a date, time, and location to complete their proctored event requirement. Once a suitable proctor has been selected by the student, they must complete and submit a Proctor Scheduling Request Form or Proctor Approval Request Form for each event (even if they use the same proctor).  Completed forms must be submitted via online form.  If for any reason the student does not have access to the online form, they may download, completed, and sent a PDF form via approved e-mail to gvtc@southwestgatech.edu.  Forms must be submitted no later than two weeks prior to the desired event date.  Students who do not submit the required forms, or who submit their forms late, may forfeit the opportunity to take their examinations and will be subject to the instructor’s make-up policies.
Students, instructors, and proctors will receive an e-mail confirmation upon receipt of the form. If confirmation is not received within one business day, students should send e-mail to the Distance Education Coordinator at gvtc@southwestgatech.edu for assistance.


Proctored event review approval
There are four methods for completing the required proctored event.  The review and approval procedures for each method are as follows:

1. Students who live within reasonable commute distance (50 miles) of a SWGTC campus:

a. When students contact their instructor to schedule a time to complete their proctored event, it is the sole responsibility of that instructor to ensure that the time, setting, and materials used for the proctored event are appropriate and acceptable for all parties concerned.  No additional review, approval, or notifications are required.

b. When students submit a Proctor Scheduling Request Form to schedule an appointment with someone other than their instructor (such as the SWGTC Library), the request will be forwarded via approved e-mail directly to the email address on file for the requested proctor and a copy sent to the identified instructor.  No additional review or approval is required.  The instructor will be required to send detailed instructions to the email address on file for the requested per the Proctored event notices and communication instructions below.

2. Students who live outside of reasonable commute distance (more than 50 miles) from a SWGTC campus:

a. When students submit a Proctor Scheduling Request Form to schedule an appointment with any of our pre-approved proctoring partner facilities, the request will be forwarded via approved e-mail directly to e-mail address on file for the selected proctor and a copy sent to the identified instructor.  No additional review or approval is required.  The instructor will be required to send detailed instructions via approved e-mail to the e-mail address on file for the facility per the Proctored event notices and communication instructions below.

b. When students submit a Proctor Approval Request Forms to complete their events in proctored settings at an alternative location, a review of all submitted forms will be conducted by the Distance Education Coordinator or their designee. 

1. The review process is intended to verify that the requested proctor is qualified, and that the requested location for the proctoring event is appropriate.  The Distance Education Coordinator or their designee will take appropriate steps to verify that the proctor qualifications are satisfied.

2. In the event that a requested proctor or event location does not meet the established guidelines, the request will be rejected, and the student, proctor, and instructor will be notified via approved e-mail.  The notification e-mail will include an explanation of why the request is being rejected and instructions for resubmission once the discrepancy is resolved. 

3. When the proctored event request meets all the specified requirements and has been approved, students, proctors, and instructors will be notified via approved e-mail.

4.The instructor will be required to send detailed instructions via approved e-mail to the address provided on the approval form for the proctor per the Proctored event notices and communication instructions below.

Proctored event notices and communication

 


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.  If proctored event arrangements are made with the instructor via phone, it is the instructor’s responsibility to send the student a verification of the event via approved e-mail.


The initial notification sent to the Distance Education Coordinator (or their designee), students, instructors, and proctors upon receipt of an electronic scheduling or approval request form will include the following information:

1. Student name

2. Student ID number

3. Course number (CRN)

4. Instructor’s name

5. Requested event date and time

6. Student e-mail address (SWGTC-provided student e-mail account)

7. Student’s daytime/primary phone number

8. Selected or requested proctoring facility

9. If the requested proctoring facility is not on the pre-approved list, then the notice will also include the following:

a. Name of requested proctor

b. Mailing address of the proctoring facility

c. Mailing address of the proctor

d. E-mail address of the proctor

e.Proctor’s daytime/primary phone number

 

Proctored event approval notifications for events requiring prior approval by the Distance Education Coordinator will be sent via approved e-mail, including the following:

1. the verified event details specified above,

2. a copy of the Preliminary Proctor Instructions, and

3. a copy of the Academic Honesty Disclosure Form.

 

Following notification of an approved/scheduled proctoring event, instructors are responsible for sending detailed instructions to the proctor (and student if desired) regarding the exam or assignment to be proctored.  This notification must be sent via approved e-mail no later than noon one business-day prior to the proctored event. The Detailed Proctor Instructions sent to proctors by the instructor will include the following:

1. If the event is to be administered online;

a. a link to the online materials, and

b. login instructions.

2. If the event is not to be administered online;

a. event materials (exams or assignment instructions) in printable PDF format. 

3. For all events (online or not);

a. whether or not the event is to be timed, and if so, the amount of time to be allotted,

b. whether or not the student is allowed to use any notes or other reference materials during the event, and if so, a list of what materials are allowed,

c. any additional detailed instructions the instructor deems appropriate for the event,

d. and detailed instructions for the return of any materials (such as notes, scratch paper, or printed materials).

Responsibility
The Distance Education Coordinator has overall responsibility for ensuring this procedure is implemented.

 

References
SWGTC Proctoring Policy
SWGTC Proctor Scheduling Request Forms
SWGTC Proctor Approval Form
Preliminary Proctor Instructions
Academic Honesty Disclosure Form
SWGTC Preapproved Proctoring Sites

Adopted: 11-30-10

Revised: 07-31-12; 05-27-2014

 


 

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