Guidelines and Procedures for Proctored Exams 
Taken by Students Outside of Illinois

When a UIS online student needs to take an exam, he or she will be required to make arrangements in advance for the exam to be proctored (supervised).

Illinois students may take their exams at one of 40 student support centers participating in the Illinois Virtual Campus. A listing of these sites is available at http://www.ivc.illinois.edu/student/proctoring.asp. Illinois students may also arrange with their instructor for other proctoring sites.

Student living outside Illinois but in the United States may find Educational Testing Services helpful. To locate a testing service in the United States, the U.S. Territories, Canada, or Puerto Rico, try the National College Testing Association.

The following procedures cover out-of-state students. This document contains the procedures for arranging, administering, sitting for, and returning a proctored exam. Questions on the policy or procedures for proctored exams may be directed to the Center for Teaching and Learning, University of Illinois at Springfield, 217.206.6503, or by e-mail at ctl@uis.edu

Approval
The student is responsible for securing an approved institution and proctor for the exam. In general, a telephone call to one or two of the sites listed below to request proctoring will be sufficient. After making these arrangements, the student is required to submit a Proctored Exam Request Form, which must be completed and returned to the course instructor 2 weeks before the desired exam date. This form is available online at http://otel.uis.edu/Portal/teachers/proctoredexams/requestform.htm.

The form may be printed from the website and mailed or faxed to the instructor. When the instructor receives this form, he or she will verify that the student is eligible to take the exam, approve the arranged site and proctor, and send a copy to the Center for Teaching and Learning. Note: The instructor should confirm the student’s contact with the proctor via e-mail, telephone or mail.

Approved sites for exams 

Accredited institutions of higher learning 
Offices of the regional superintendent of schools 
Offices of the superintendent of public or parochial school districts 
Academic or public libraries 
Educational offices of the United States Armed Services

Note: Other sites may be proposed to the instructor if none of the above are available.

Approved proctors for exams 

Exam center personnel of accredited institutions of higher learning 
Regional superintendent office personnel 
Superintendent of public or parochial school districts personnel 
Head librarian at major public libraries 
Dean, academic department head, extension or correspondence administrator, registrar, librarian or official testing administrator of an accredited college or university.

Note: Other proctors may be proposed to the instructor if none of the above are available.

Preparing to Mail an Exam  
When the exam site and proctor have been approved, the instructor prepares the exam materials to send to the proctor and takes them to the UIS Center for Teaching and Learning, BRK 460. The exam, exam materials and the Proctored Exam Instructions, when enclosed in a preprinted exam envelope, form the exam packet. 

The steps for preparing and sending the exam packet are: 
1. In the CTL, fill out the Proctored Examination Envelope. Include all information requested. 
2. Specify on the 4-part Proctored Exam Instructions the course number, course title, student’s name, time limit, and materials, if any, the student may use during the exam. 
    a. Proctored Exam Instructions distribution 
        i. Copy 1- instructor 
        ii. Copy 2 - student after completion of exam 
        iii. Copy 3 - returned to the CTL with the completed exam packet 
        iv. Copy 4 - retained by the proctor 
3. CTL staff will mail the exam packet, answer sheet/exam booklet, the copies of the Proctored Exam Instructions, a copy of the Proctor’s Quick Reference, and a pre-addressed, postage-paid envelope (for returning the completed exam and all materials) to the approved proctor.

The Exam

Student
The student reports to the exam site on the arranged day and time, bringing photo identification. Students are not allowed to have any notes, textbooks, reference materials or manuscripts while taking the exam unless specified in the Proctored Exam Instructions. Coats, backpacks and other personal belongings must be left at the door.

The student will have the amount of time specified on the exam envelope to complete the exam, as well as an appropriate level of comfort and quiet to complete the exam. At the conclusion of the exam time, the student returns all testing materials to the proctor, and both sign the Proctored Exam Instructions. The signatures indicate that all exam conditions have been met including the instructor’s directions, appropriate exam conditions, and controlled testing. A copy of the signed Proctored Exam Instructions will be given to the student. The student is responsible for any financial obligation to the proctor or exam site.

Proctor
The proctor checks that the exam is being given prior to the date indicated by the instructor on the exam packet. If the exam is scheduled to be given past the date indicated on the envelope, the proctor should contact the instructor to verify that the exam may still be given or receive new instructions/materials. The exam packet is to remain sealed or securely contained until the time appointed for the exam. When the student arrives for the exam, the proctor will verify the student’s identity by checking a driver’s license or other form of photo identification. The ID number and name on the outside of the exam envelope should match those on the student’s ID. Once the student’s identity is established, the proctor will open the exam packet and conduct the exam according to the Proctored Exam Instructions. Time allotted for the exam must be enforced and an appropriate testing environment maintained.

At the conclusion of the exam time, the student returns all testing materials to the proctor, and both sign the Proctored Exam Instructions. The signatures indicate that all exam conditions have been met including the instructor’s directions, appropriate exam conditions, and controlled testing. A copy of the signed Proctored Exam Instructions will be given to the student. The student is responsible for any financial obligation to the proctor or exam site.

Concluding the Exam
The proctor and student will sign the Proctored Exam Instructions in each other’s presence indicating the exam was given in an appropriate setting and in accordance with the Proctored Exam Instructions. The proctor keeps one copy, gives one copy to the student, and returns one copy to UIS with the exam questions, any exam materials, and the student’s answer sheet/exam booklet. A pre-addressed, postage-paid envelope is provided for this.

Rescheduling or Canceling the Exam

If the Exam Is Cancelled or Rescheduled 
Should an exam need to be rescheduled, every effort should be made to notify all parties involved in the exam process, i.e. the instructor, the proctor and the student. If the rescheduled date is before the date specified on the Proctored Exam Instructions, the proctor and student may make arrangements without contacting the instructor. Only the instructor can give permission to reschedule the exam past the date specified or cancel the exam.

If a student does not take an exam, it must be returned, along with all materials, to the instructor in the pre-addressed, postage-paid envelope included in the exam packet.

Specified Date Passes
Exams must be given prior to the date specified by the instructor on the Proctored Exam Instructions.

Proctor Fails to Report to Administer Exam
In the event a proctor fails to report to administer and exam at the agreed upon place, date, and time, the student should immediately contact the course instructor.