Rules and Responsibilities of Proctoring Examinations
Examinations are stressful experience for students. Students’ anxiety during the examinations is often more severe than the proctors can appreciate. For this reason, all efforts should be made to make the examination experience as relaxing as it can be, and avoid any attempts that might inadvertently heighten an already tense environment. The following guidelines should prove useful in reducing the level of anxiety (See Exam Proctoring Handbook).
- Reaching out to students seeking assistance
- Engaging students that might be wondering through non-verbal means
- Avoiding any form of confrontation with students
- Speaking with low and relaxing tone of voice
- Monitoring movements without attracting attention of the students
- Wearing a smile, and yet maintaining a serious attitude
- Following common sense in forming judgments
Proctoring of Examinations
The overriding responsibility of the Office of Academic Integrity (OAI) in the proctoring phase of examinations is “quality control.” This responsibility is discharged through overseeing the proctoring functions and monitoring proctoring activities to ensure compliance with Abu Dhabi University’s Academic Integrity Policy. In addition, the Office of Academic Integrity (OAI) will arrange for proctors from external sources (or Abu Dhabi University staff) to remedy the shortfalls of proctors that might exist at academic units.
For the purposes of accountability, academic units coordinate their proctoring activities through the Office of Academic Integrity (OAI) who remains the single direct point of contact between the academic units and proctors at both campuses. To that end, and for the purpose of ensuring effective operation, proctoring needs of all academic units shall be coordinated through the Office of Academic Integrity (OAI), including:
- Scheduling of proctoring assignments
- Selecting and retaining proctors (both external and internal)
- Providing necessary information and other support to proctors
- Undertaking all other necessary activities to ensure effective and efficient proctoring functions and activities
Typically, examinations at Abu Dhabi University involve three types of proctors who have “joint and several” responsibility for ensuring the integrity of the examination process.
- Proctor – is the person or persons responsible for monitoring exam-taking activities to ensure compliance with applicable rules and procedures.
- Head proctor – is the person in-charge of the examination room and all the proctoring activities related to an examination.
- Roving proctor – is the person representing colleges and responsible for all examinations in any given examination time slot. The roving proctor is responsible for overall compliance with applicable policies and procedures to ensure effective and efficient administration of the examinations with utmost integrity, in accordance with applicable Abu Dhabi University policies.
Responsibilities of the Proctors -- The responsibilities of the proctors are divided into three phases of pre-examination, during examination, and post-examination. While detailed responsibility for each of the phases are provided in the Exam Proctoring Handbook, the overall objective of each phases is as follows.
- Pre-examination -- The smooth and efficient start of any examination session sets the tone for the rest of the session. Thus, the objective of the pre-examination duties is to ensure examinations start without glitches and to minimize the possibility of last minute surprises.
- During-examination -- The most important objectives of this phase of proctoring are prevention of conducts in violation of rules of academic integrity, deterrence of behavior leading to violation of rules of academic integrity, and detection of acts of violation of the rules of academic integrity. The continuous vigilance and engagement of proctors in this phase is a necessary condition to achieve the above objectives. While detection of violation of the rules of academic integrity is sometimes inevitable, proctors ought to be extremely focused on measures that prevent or deter violations.
- Post-examination -- The objective of this phase of proctoring is to finish the examination on time, orderly, and securing the completed examination sheets (lab in the lab-based examinations). Delivering the completed exams to the representative of the college or the roving proctors, preparing and signing any necessary reports, and making the room ready for the next exam are the other important objectives of this phase.
