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How to Complete the Proctoring Form and Save
it On Your Computer
In the accompanying video, we walk through how to complete the Proctoring Form from Blackboard and save
it on your computer. The Proctoring Form is located in the Testing Services Module of the Faculty Help area
on the Click for Help Tab in Blackboard. The form is designed to be as simple as possible. If you have
questions about completing the form, be sure to read the “Instructions for Completing Proctoring Form” link,
which is also located on the Click for Help Tab.
1. Open the form that you downloaded from the Click for Help tab in Microsoft Word. When you open
the form it may look a little funny – if it does, click the “View” menu and select “Edit View”.
If the form looks like this when you
open it, click the View menu and
select Edit View
2. The first text entry box should be highlighted. Simply type your text in the box and that will overwrite
the text included in the box. To move to the next box you can either press the tab key on your
keyboard or use your mouse.
Enter your personal information in the “Instructor Information” section of the form.
3. In the Course/Exam Information section, use your mouse to click the box to the left of the type of exam
this is – in this example, you’ll see we used the mouse to click the box to the left of Distance Education.
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You can also see in the example that we’ve filled in course information including the course number,
section and name as well as the exam name of the exam as it appears in Blackboard. If you’re unsure
of any of this information, it can be found inside of your course in Blackboard. Just open your course
and navigate to the first exam. We have the example used for the sample form shown here:
Notice the course information is in the upper left hand corner (red oval).
The exam title, exactly as it appears in Blackboard, is shown in the session title (black rectangle).
4. Also in the section under Course/Exam Information, choose the dates the exam is available for
students. If you need to assign alternate due dates to students, you can do that on the course roster.
In just a moment, we’ll show how to adjust exam settings for individual students in Blackboard.
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IMPORTANT! If a student can access the exam in Blackboard or another electronic system they will
be allowed to take the exam. The proctor will inform the student their instructor may not accept or
may penalize the student for late submissions. You can manage exam availability in Blackboard
through the Test Options. We’ll walk through how to do this below.
5. Complete the information in the Academic Exam Administration section for Distance Education, Make
Up and TOA exams ONLY. CAAP and Certification exams MUST use the vendor requirements for those
exams.
Note: If you have a student who requires an accommodation due to a disability, that should be
indicated on the course roster portion of the Proctoring Form which we’ll cover below.
Please provide EXACT information on location information. For instance, in the sample course we’ve
been working with, Exam 1 is located in Session 6 (top figure) so in the “Exam Location” section we’d
select Blackboard and enter Session > Exam 1 in the text field (bottom figure)
6. Most exams in Blackboard that are given in the Testing Center have a password. PLEASE DOUBLECHECK PASSWORD ACCURACY BEFORE YOU SUBMIT YOUR PROCTORING FORM.
To find the password for your exam, locate the Exam in Blackboard. Hover to the right hand side of the
exam, and click the drop down arrow. From the menu that appears, click “Edit the Test Options.”
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7. On the Edit the Test Options screen, scroll down to the section titled “Test Availability” and locate the
password box. If you want to change the password from the one that is provided (this is highly
recommended) then do that now. Scroll to the bottom or top of the screen and click Submit.
Enter the password shown in Blackboard in the Password field on the Proctoring Form.
8. Select any permitted materials or add any instructor notes in the next section.
If you have additional documents that students can use (such as formula sheets, etc.) you may include
those as attachments. Make sure to indicate that you are including attachments as well as the
filenames of those attachments in the area provided on the form.
9. In the return instructions section, select the manner in which you would like exams returned to you as
students complete them. If you do not need any information returned to you (i.e. you’ll receive
everything you need through Blackboard or another online learning system) simply leave this section
blank.
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10. You can now move on to the Roster/Student Notes. This only needs to be filled out for students
completing make-up exams, TOA, or for additional notes. For example, additional notes may include
ADA accommodations such as the amount of time or alternate due date for a particular student. Enter
the name of each student who will take this exam on a separate line.
Tip: You can easily see the list of your students and the C# in the Grade Center. In your Blackboard
course go to the Control Panel > Grade Center > Full Grade Center. The C# is listed in the Student ID
column. If you can’t see this column, click the Manage drop down menu in the grade center, select
Column Organization and then check the box in front of Student ID and click the Show/Hide button.
Click Submit to return to the Grade Center.
11. On the course roster, identify any student who needs an accommodation due to a disability, other
student specific testing information and/or alternate due dates. IMPORTANT: You must also provide
the accommodation or due date modification through the Test Options page in Blackboard.
To access the Test Options page, follow the instructions in number 6 above.
On the Edit the Test Options screen, scroll down to the section labeled “Test Availability Exceptions”.
Click the button labeled Add User or Group.
A separate window will open showing your class roster as well as any groups you have in the class.
Check the checkbox(es) in front of any student(s)/group(s) you need to assign an availability exception
– don’t worry – you’ll be able to assign different exceptions to each person/group you select. In this
example, we’re assigning two different exceptions to two students: Robert and Adam. This exam is 120
minutes long and currently has a deadline of March 4, 2016.
Robert needs extra time for his exam. He is permitted two times as long as the exam time limit so
enter 240 in the Timer section.
Adam needs to take the exam late as he had a family emergency that prevented him from taking the
exam on time. You can see below that we clicked the calendar icon under Availability and set the
“Until” date to March 11, 2016.
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You can edit, delete, or add additional availability exceptions at any time by returning to the Edit Test
Options screen in Blackboard.
Tip: If your exam is given through a third party system such as Pearson, Cengage or McGraw-Hill, please
see the specific Publisher’s resource page on Click for Help for more information about editing these
settings in those systems. If you need additional help, contact your Online Technology Coordinator.
12. Make sure that you have saved the form. You can now email the form and any attachments
Note: Proctoring forms, once completed, contain confidential information including student accommodations
for disabilities, exam passwords, and student ID numbers. NEVER save proctoring forms on a public network
drive.
Don’t forget – it’s always a good idea to download the most recent copy of the Proctoring Form from
the Click for Help tab in Blackboard! If you are unsure how to do this, please see the video and handout
on the Help button in the course menu of your Blackboard course or in the Testing Services module on
the Click for Help tab in Blackboard.
For more helpful videos and handouts on all things Blackboard and Online Learning, visit the Help
button on the course menu in every Blackboard class!