Using Proctortrack for remote exam proctoring

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Using Proctortrack for Remote Exam Proctoring

Proctortrack is a remote proctoring tool that leverages automation and AI to provide proctoring in conjunction with your Moodle quiz.

What are the criteria for using Proctortrack for exams?

For Summer 2020 and Fall 2020, Proctortrack is available for (a) any course that has a final exam during the designated exam periods in S1, S2, SU and FA of 2020 and/or (b) courses or programs that have a requirement for proctored tests or exams by an accreditation body or professional association

How does it work?

Proctortrack works in conjunction with your Moodle quiz, offering an additional layer of services for your exams that allows you to ensure the integrity of an online examination and assessment process, through verification of the identity of the student taking an exam as well as other optional criteria. Proctortrack also allows accommodations to be provided for a student or group of students. Decisions about academic integrity remain with the course instructor who has access to all the proctoring data collected for the exam.

An overview of steps to take to set up an exam using Proctortrack

1.

Set up a short quiz in Moodle that you will use for onboarding your students to ProctortrackIt just needs to be one or two questions long. When ready click the Proctortrack checkbox in the quiz settings. When you access the Proctortrack dashboard for the quiz make this an Onboarding quiz. This must happen a few days before your exam and serves two purposes. It gives students the opportunity to make sure everything is working correctly during low-pressure circumstancesgiving students time to make any changes to their system well before the first exam. It also adds students to the course listing so individual accommodations can be applied as required for the actual exam quiz. 

2.

Create your exam as usual using the Moodle quiz feature and then enable the Proctortrack checkbox found in the quiz settings. Once Proctortrack is enabled you can select options for your exam such as allowing books or calculators to be used, allowing for notetaking, prohibiting copy/paste, or whitelisting desktop applications.  

3.

Using the class listing in Proctortrack you can also set up specific options for students that need an accommodation. Note that accommodations cannot be created for individual students until their onboarding has been completed. Also note that accommodations for extra time are set in the Moodle quiz, not in Proctortrack. 

4.

Students will take the test or exam 

5.

Once a test session is processed, which can take up to 72 hours, instructors have the opportunity to review any flagged sessions. Once the instructor has reviewed test attempts, they can approve the testing sessions and comfortably release grades to students through the Moodle gradebook. 

FAQ's

It is a remote proctoring tool that leverages automation and AI to provide proctoring in online testing environments. 

For Summer 2020 and Fall 2020, Proctortrack is available for (a) any course that has a final exam during the designated exam periods in S1, S2, SU and FA of 2020 and/or (b) courses or programs that have a requirement for proctored tests or exams by an accreditation body or professional association

When do I inform students that I will be using Proctortrack for online examination? 

For those courses that require a proctored online examination, note that Senate Executive has approved changes to the core required information that must be included in course outlines to disclose to students if the evaluation scheme includes an online proctored exam: https://secretariat.info.yorku.ca/files/May-6-Communication.pdf?x39162 

Do students need to complete the Proctortrack Onboarding Quiz? 

Yes. In order to use Proctortrack during final exam, students are required to complete the Proctortrack Onboarding Quiz a few days prior to their exam. 

The onboarding process gives students the opportunity to make sure everything is working correctly during low-pressure circumstances.  It also gives students time to make any changes to their system well before the first exam.     

Instructor will advise students when the Onboarding Quiz is set up for them to complete. 

What is the minimum operating system (OS) requirements to run Proctortrack? 

Minimum OS requirements are listed at https://www.proctortrack.com/tech-requirements/. 

What browsers are compatible with Proctortrack? 

Chrome and Firefox are the recommended browsers. While Proctortrack will work with other browsers, the user experience is far superior in Chrome.   

Will Proctortrack work on an iPad, tablet or mobile device? 

No, an exam has to be taken on a desktop or laptop.  

How does Protortrack operate in Moodle? 

Proctortrack is connected to York’s instance of Moodle and students will complete their exams in Moodle. Course instructors will be able to permit access to specified websites and applications that are required during the exam. 

Does Proctortrack require administrative privileges to install? 

No. 

What happens if my device crashes or freezes during an exam? 

Students can restart the computer and Proctortrack will either continue from where it left off, or the student will need to restart the test flow from Moodle. It depends on how long it took to restart the computer. 

Who do I contact for Proctortrack support at York?  

Once your Moodle quiz is ready, if you need assistance with Proctortrack setup or configuration for your exam you can contact Proctortrack support at york.support@verificient.com, your local technical support unit, or Learning Technology Services at lts@yorku.ca or via AskIT@yorku.ca.

Is it possible to toggle between French and English on demand?  

Students can choose their preferred language in the Proctortrack application on demand.  

Can students be required to use a second camera during examination? 

No. The second camera option is not currently supported in Proctortrack. York University has also advised students it will not require a room scan through Proctortrack. 

What personal data is collected?  

Student face scan, photo ID, name, email, proctoring video, desktop screenshots, process logs, devices connected to the computer, and other proctoring data are collected. The complete list is present in Protortrack’s privacy policy.  York University will not require a room scan or knuckle scan through Proctortrack, refer to York’s Privacy section below. As an instructor, ensure that the room scan or knuckle scan is not enabled for the exam. 

Who owns the data that is collected?  

The institution  owns the data.

Where are Proctortrack’s servers physically located?

Proctortrack production servers for Canada-based institutions are located in Canada. Proctortrack staging/QA servers are located in the US.  

Can faculty members allow the use of other applications during an exam proctored using Proctortrack (I.e. a Word Processer, access to other websites)?  

Yes, Proctortrack can be configured to allow/whitelist external applications.   

How does Proctortrack handle bilingualism?  

Proctortrack application allows students to select their language of preference.  

Are instructors and TAs able to monitor exams sessions live?   

Not at this time.  

What settings are faculty able to set to configure in their exam environment?  

There are many aspects of proctoring that can be configured, e.g. what is allowed and what is not allowed. A complete list of configuration options is listed in the Proctortrack instructor manual.  

How does a course instructor know that a student has completed the exam?

Once a student completes an exam, instructors are advised of it being completed through Proctortrack notification. Instructors can then download the exam for assessment.

How long – on average – will it take students to complete the onboarding? 

Approximately 30 minutes. Students should complete onboarding a few days in advance of your actual exam. Follow the deadline stated by instructors.  

Is there a FAQ page I can direct students to?  

Yes,  student FAQ's can be found at https://registrar.yorku.ca/proctortrack-faq

Is there a live chat or other mechanism to get technical support during an exam? 

Yes. If students have any questions, contact Proctortrack support:  

Chat online: https://www.proctortrack.com/support/ 

Email: support@verificient.com or call 1-844-753-2020 

Is there a cost to students for using Proctortrack? 

No, there is no cost to students for using Proctortrack. 

What happens if a student becomes ill or incapacitated during an online proctored exam?

The student will advise you as soon as possible after the fact and provide any appropriate documentation  (if applicable)

Students with medical conditions and who are registered with Student Accessibility Services will have a notation on their letter of accommodation and might not need to provide documentation.

Do students have the choice of opting out of the Proctortrack exam? 

Instructors are required to inform the students about the use of proctored online examination in the course outlines. Senate Executive has approved changes to the core required information that must be included in course outlines to disclose to students if the evaluation scheme includes an online proctored exam: https://secretariat.info.yorku.ca/files/May-6-Communication.pdf?x39162 Please point students to this website in your statement - https://registrar.yorku.ca/online-exams. 

This disclosure will allow students to make decisions early whether to continue in the course. 

If an instructor has not included the use of a proctored exam in their course syllabus, they are encouraged to use the original evaluation method.  

How much bandwidth is required to complete an exam on Proctortrack? 

Proctortrack uploads data asynchronously, so it can work with low or unreliable networks. It requires 400Kbps for data upload in real time. 

What happens if students lose Internet connectivity while doing an exam?   

Proctortrack will continue to run and capture data. Once the exam is complete and internet connection resumes, Proctortrack will upload the captured data. If students are found to be violating exam rules during the time in which the internet is down, the session will still be flagged for violations. 

Does Proctortrack have Security and Privacy Impact Assessment documentation available?   

Proctortrack complies with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA). York University’s Counsel, Privacy and Information Security Offices also conducted extensive independent reviews of the Proctortrack service to ensure it meets York’s standards. All data will be held on Proctortrack Canadian servers.  

Does York University have policies on computing and information technology?  

Yes. Please refer to Senate Policy on Computing and Information Technology Facilities, 

https://secretariat-policies.info.yorku.ca/policies/computing-and-information-technology-facilities-senate-policy/ 

What types of Identification is required prior to taking the exam? 

You will be requested to show your face and YU-card to validate identity, per the same structure that occurs during an in-person exam.     

Should a student not have a YU-card,  government issued ID can be displayed to the camera, showing only the picture and name (all other information can be covered by you). You will not be asked invasive personal questions, such as your government-issued identifiers (e.g. social insurance number, passport number).  Access to this information is restricted to the instructor when they download the files and they will be securely stored on Proctortrack’s Canadian servers. 

York University will not require a room scan or knuckle scan through Proctortrack. As an instructor, ensure that the room scan or knuckle scan is not enabled for the exam. 

How long will information be stored on Proctortrack servers? 

Exam records will be retained on Proctortrack servers up to 365 days.  Records that have been flagged for potential academic breaches will be downloaded to York systems.  Access to confidential student information is governed by the Policy on Access to Student Records and Protection of Privacy (https://registrar.yorku.ca/privacy) to ensure  privacy is always protected.  

Do students have to accept Proctortrack’s terms of service before using the service? 

Yes. 

York University has done a thorough risk assessment. Proctortrack is a known and established company, that has been vetted by the government. We’re satisfied that all risks have been considered and mitigated as much as possible.  The language in Proctortrack’s Terms of Service is comparable to that found in a number of common applications and programs.  York’s Information Security Office has reviewed the different elements of this software and are confident moving forward with this online proctoring tool.  The software vendor and York will support students if they encounter any issues. 

How does Proctortrack work with assistive technologies? 

Proctortrack by default does not blacklist applications that are commonly used for accessibility. Proctortrack can be configured to allow specific applications to run during exams. Exam Accommodation follows the regular York University process. If you need academic accommodations, please contact your course instructor immediately.  

Academic accommodations are based on the specific individualized functional limitations a student experiences.  If you require academic accommodations as the result of a permanent or temporary disability you need to register with Student Accessibility Service. You will receive a formal Letter of Accommodation (LOA) which outlines RECOMMENDED accommodations.  If those accommodations are possible within the context of a course, they can be implemented immediately.   

In the case where recommended accommodations compromise the academic integrity of a course, connect with the student’s counsellor directly or by emailing sasinfor@yorku.ca so a discussion can take place with respect to what is appropriate.