A sample application form for a proctored exam with email templates of instructions for both students and external proctors.

1. Proctored
Exam
Information
for
Earth
Science
online
A
proctored
exam
is
an
exam
that
is
overseen
by
an
impartial
individual
(called
a
proctor)
who
monitors
or
supervises
the
student
while
he
or
she
is
taking
an
exam.
The
proctor
ensures
the
security
and
integrity
of
the
examination
process.
You
have
two
options
for
arranging
your
proctored
exams
for
Earth
Science
online.
Select
the
option
that
works
BEST
FOR
YOU.
If
you
live
in
or
around
Madison,
you
will
be
able
to
schedule
an
exam
with
your
instructor.
If
you
do
not
live
in
Madison
or
are
unable
to
schedule
your
exam
with
your
instructor,
you
will
need
to
find
an
approved
proctor.
Each
option
is
discussed
in
detail
below:
Option
1:
Schedule
your
exams
at
Madison
College
If
you
are
able
to
come
to
the
Truax
campus
during
the
scheduled
testing
times,
your
instructor
will
be
available
to
administer
your
exam.
For
each
of
the
exams,
you
will
need
to
select
a
testing
time
to
take
your
exam.
While
most
students
complete
their
exams
in
45-­‐60
minutes,
it
is
recommended
that
you
schedule
at
least
1.5
hours
to
complete
your
exam.
Your
instructor
is
available
to
administer
the
exams
at
the
following
times:
Exam
Covers
Material
from
Testing
Dates
and
Times
Exam
1
weeks
1
–
7
Exam
2
weeks
8
–
16
th
Wednesday,
March
7 ,
9
AM
-­‐11:00
AM
th
Wednesday,
March
7 ,
5:00
–
7:00
PM
th
Wednesday,
May
16 ,
9
AM
-­‐11
AM
th
Wednesday,
May
16 ,
5:00
-­‐
7:00
PM
Please
select
one
day
and
time
interval
to
take
each
exam
and
complete
the
Proctored
Exam
Application
Form
located
in
the
Exam
Information
folder.
This
form
must
be
submitted
by
Friday
January
20,
2012.
Your
instructor
will
send
you
an
email
to
confirm
your
scheduled
exam
times.
NOTE:
Failure
on
the
part
of
the
student
to
schedule
the
exam
will
result
in
a
failing
grade
on
the
exam
in
question.
Option
2:
Schedule
your
exams
with
an
approved
proctor
If
you
are
unable
to
come
to
the
Truax
campus
during
the
scheduled
testing
times,
it
is
your
responsibility
to
locate
an
approved
proctor
to
administer
your
exams
to
you.
Your
instructor
will
need
to
review
the
individual’s
contact
information
and
qualifications
to
determine
whether
they
meet
the
criteria
for
approval.
Who
can
be
approved
to
serve
as
a
proctor?
An
acceptable
proctor
is
someone
with
no
conflict
of
interest
in
upholding
Madison
College’s
Student
Code
of
Conduct
(LINK).
Relatives,
friends,
spouses,
neighbors,
and
co-­‐workers
are
NOT
acceptable
proctors.
A
proctor
candidate
may
be
from
one
of
the
following
categories:
 Educational
administrator
or
librarian
at
a
community
college,
university,
or
high
school
 Librarian
at
a
public
library
 Military
Education
Officer
 College,
university,
or
private
testing
center

2.
What
technology
must
the
proctor
have?
Due
to
the
nature
of
this
course
and
the
exams,
the
proctor
must
have:
 a
valid,
work
email
address
and
telephone
number
 Internet
access
for
the
proctor
and
student
during
the
examination
What
are
the
proctor’s
responsibilities?
 The
proctor
must
ensure
that
all
necessary
technologies
are
available
and
working.
 Only
the
proctor
may
handle
the
actual
exam
prior
to
and
following
its
completion.
 No
copies
of
the
exam
other
than
the
copy
used
for
test-­‐taking
are
to
be
made
at
any
time.
 No
person
other
than
the
proctor
and
the
student
may
view
the
exam.
 The
student
may
have
access
to
the
exam
only
during
the
time
period
allowed
by
the
instructor.
 The
proctor
must
follow
the
instructor’s
requirements
for
administering
the
exam.
These
may
include
a
time
limit,
specific
allowable
equipment,
etc.
How
do
I
complete
and
submit
the
Proctored
Exam
Application?
1. Download
a
copy
of
the
Proctored
Exam
Application
from
the
Exam
Information
folder
in
Blackboard.
2. Complete
the
form,
making
sure
to
include
all
of
the
proctor’s
information
on
the
form.
Check
the
spelling
of
your
proctor’s
name
and
email
address.
3. Submit
the
completed
Proctored
Exam
Application
in
the
Exam
Information
folder.
The
application
must
be
submitted
by
Friday
January
20,
2012.
4. Your
instructor
will
send
you
an
email
after
the
application
has
been
reviewed
and
approved.
How
do
I
schedule
my
exams?
1. Once
your
proctor
has
been
approved
by
your
instructor,
you
will
need
to
schedule
your
testing
appointments
with
your
proctor.
2. For
each
exam,
your
instructor
has
provided
a
testing
window.
You
must
schedule
your
testing
appointment
with
your
proctor
during
this
window.
The
testing
windows
for
each
exam
are
as
follows:
Exam
Covers
Material
from
Exam
Window
Exam
1
weeks
1
–
7
March
7,
7AM
–
8PM
Exam
2
weeks
8
–
16
May
16,
7AM
–
8PM
3. NOTE:
Failure
on
the
part
of
the
student
to
assume
these
responsibilities
will
result
in
a
failing
grade
on
the
exam
in
question.

3. Proctored Exam Application
STUDENT INFORMATION:
Provide contact information so your instructor can contact you regarding questions and updates with the proctored exams.
This information will be kept confidential.
Name:
Madison College Email Address:
Daytime Phone:
Evening Phone:
A proctored exam is an exam that is overseen by an impartial individual (called a proctor) who monitors or supervises the
student while he or she is taking an exam. The proctor ensures the security and integrity of the examination process.
You have two options for arranging your proctored exams for Earth Science online. Select the option that works BEST
FOR YOU. If you live in or around Madison, you will be able to schedule your exams with your instructor. If you do not live
in Madison or are unable to schedule your exam with your instructor, you will need to find an approved proctor. Read
through each option below and select the one that works best for you:
OPTION 1: Schedule your exams at Madison College
Select this option if you are able to come to the Truax campus during the scheduled testing times. If you select this
option, your instructor will act as your proctor. For each of the exams, select a test time to take your exam. While most
students complete their exams in 45-60 minutes, you may want to schedule at least 1.5 hours to complete your exam.
You can come to the exam at any point in the exam window as long as you are able to complete your exam BEFORE
the end of the exam time. Please select the exam time from the list below for each exam.
EXAM 1 - Select a time to take your exam:
Wednesday, March 7th, 9:00 AM - 11:00 AM
Wednesday, March 7th, 5:00 - 7:00 PM
EXAM 2 - Select a time to take your exam:
Wednesday, May 16th, 9:00 AM - 11:00 AM
Wednesday, May 16th, 5:00 - 7:00 PM
OPTION 2: Schedule your exams with an Approved Proctor
Select this option if you are unable to come to the Truax campus during the scheduled testing times. If you select this
option, it is your responsibility to locate an appropriate proctor. Your instructor will need to review the individual's
qualifications to determine if they meet the criteria for approval. You need to read through the Proctor Requirements
before completing this form.
Proctor's Full Name:
Type of Proctor:
Select one
Proctor's Organization:
Organization's Address:
Proctor's Work Phone Number:
Proctor's Work Email Address:
STUDENT SIGNATURE:
By signing this form electronically, I agree to the following: (1) to locate an approved proctor or testing center for my course exams,
(2) to set up an appointment for my course exams according to the published dates; (3) to notify my instructor at least 3 days prior to
the scheduled exam if I need to reschedule my appointment.

4. Email
Template
for
student
coming
to
campus
for
Proctored
Exam
Hello,
You
are
scheduled
to
take
your
first
proctored
exam
for
General
Geology
on
Monday,
October
24
between
10
AM
and
12
PM.
The
exam
will
be
held
in
room
141A
on
the
Truax
campus
(3550
Anderson
Street,
Madison
WI
53704).
Exam
Information:
The
exam
takes
most
students
an
hour
to
complete.
You
must
arrive
during
the
proctored
exam
with
enough
time
to
complete
your
exam.
All
exams
will
be
collected
at
the
end
of
the
proctored
exam
time
slot,
so
make
sure
you
arrive
to
the
room
with
enough
time
to
complete
your
exam.
You
are
allowed
ONE
sheet
of
notes
on
ONE
side
of
an
8.5x11
inch
sheet
of
paper.
This
note
sheet
will
be
collected
at
the
end
of
the
exam
by
your
proctor.
You
will
also
need
to
bring
a
pencil
to
the
exam.
The
exam
will
consist
of
85
multiple
choice
questions
and
5
short
essay
questions.
If
you
have
any
questions
about
the
exam,
please
don’t
hesitate
to
contact
me!
Jennifer
-­‐
Hello,
You
are
scheduled
to
take
your
first
proctored
exam
for
General
Geology
on
Monday,
October
24
between
5
PM
and
7
PM.
The
exam
will
be
held
in
room
238
on
the
Truax
campus
(3550
Anderson
Street,
Madison
WI
53704).
Exam
Information:
The
exam
takes
most
students
an
hour
to
complete.
You
must
arrive
during
the
proctored
exam
with
enough
time
to
complete
your
exam.
All
exams
will
be
collected
at
the
end
of
the
proctored
exam
time
slot,
so
make
sure
you
arrive
to
the
room
with
enough
time
to
complete
your
exam.
You
are
allowed
ONE
sheet
of
notes
on
ONE
side
of
an
8.5x11
inch
sheet
of
paper.
This
note
sheet
will
be
collected
at
the
end
of
the
exam
by
your
proctor.
You
will
also
need
to
bring
a
pencil
to
the
exam.
The
exam
will
consist
of
85
multiple
choice
questions
and
5
short
essay
questions.

5.
If
you
have
any
questions
about
the
exam,
please
don’t
hesitate
to
contact
me!
Jennifer
-­‐
Hi,
I
still
do
not
know
when
you
will
be
taking
your
exam.
The
form
you
submitted
did
not
save
your
exam
time
selections.
Please
let
me
know
when
to
expect
you
at
the
exam.
Here
is
the
basic
information:
EXAM
TIMES:
Monday,
October
24
between
10
AM
and
12
PM
in
room
141A.
Monday,
October
24
between
5-­‐7PM
in
room
238.
The
exam
will
be
held
on
the
Truax
campus
(3550
Anderson
Street,
Madison
WI
53704).
Exam
Information:
The
exam
takes
most
students
an
hour
to
complete.
You
must
arrive
during
the
proctored
exam
with
enough
time
to
complete
your
exam.
All
exams
will
be
collected
at
the
end
of
the
proctored
exam
time
slot,
so
make
sure
you
arrive
to
the
room
with
enough
time
to
complete
your
exam.
You
are
allowed
ONE
sheet
of
notes
on
ONE
side
of
an
8.5x11
inch
sheet
of
paper.
This
note
sheet
will
be
collected
at
the
end
of
the
exam
by
your
proctor.
You
will
also
need
to
bring
a
pencil
to
the
exam.
The
exam
will
consist
of
85
multiple
choice
questions
and
5
short
essay
questions.
If
you
have
any
questions
about
the
exam,
please
don’t
hesitate
to
contact
me!
Jennifer
-­‐

6. SAMPLE
EMAIL
TEMPLATE
regarding
Proctored
Exam
–
Sent
out
one
week
(or
more)
prior
to
the
exam
To
Student:
Valerie,
I
just
wanted
to
follow
up
with
you
on
your
first
proctored
exam
for
Earth
Science
online.
By
now,
you
should
have
scheduled
an
appointment
to
take
your
exam
with
PROCTOR
NAME
at
the
PRCOTOR
LOCATION
for
a
time
between
February
17
and
February
19.
At
this
time,
I
need
to
know
the
date
you
are
planning
on
taking
your
exam.
I
will
be
making
arrangements
with
PROCTOR
NAME
to
get
a
copy
of
the
exam
to
her.
If
you
have
any
questions
about
the
exam,
please
let
me
know
ASAP!
Jennifer
To
Proctor:
You
will
be
giving
a
proctored
exam
to
STUDENT
NAME
for
my
Earth
Science
online
class
sometime
between
February
17
and
February
19.
The
student
should
have
contacted
you
to
set
up
an
appointment
to
take
their
exam.
If
they
have
not,
please
let
me
know
ASAP.
Next,
I
need
you
to
read
through
the
two
testing
options
and
decide
which
test
format
best
suits
your
office.
The
requirements
for
each
option
will
be
explained.
Option
#1:
Paper
Exam
How
it
works:
The
day
before
the
exam,
I
will
send
you
an
email
that
will
contain
a
PDF
of
the
exam.
You
will
need
to
print
out
the
exam
for
the
student
prior
to
their
scheduled
exam
time.
The
exam
will
take
approximately
one
hour
to
complete.
If
the
student
needs
additional
time,
they
are
allowed
as
much
time
as
they
need.
The
student
will
be
allowed
one
sheet
of
notes
while
they
take
the
exam.
They
cannot
use
any
other
items,
including
additional
notes,
books,
calculators,
headphones,
computers,
or
any
other
electronic
devices
while
they
complete
the
exam.
The
student
will
write
their
answers
directly
onto
the
exam
and
return
the
entire
exam
to
you
when
they
are
finished.
You
will
then
need
to
fax
the
entire
exam
(with
the
answers)
to
me
at
608-­‐246-­‐6475.
I
would
like
you
to
keep
the
student’s
completed
exam
in
a
secured
location
until
I
contact
you
to
destroy
it.
This
option
requires
a
fax
machine
be
available.
Option
#2:
Electronic
Exam
How
it
works:
The
exam
will
be
administered
through
our
Blackboard
course.
The
exam
will
take
approximately
one
hour
to
complete.
If
the
student
needs
additional
time,
they
are
allowed
as
much
time
as
they
need.
The
student
will
be
allowed
one
sheet
of
notes
while
they
take
the
exam.
They
cannot
use
any
other
items,
including
additional
notes,
books,
calculators,
headphones,
computers,
or
any
other
electronic
devices
while
they
complete
the
exam.
The
student
will
need
access
to
a
computer
to
take
the
exam.
The
exam
will
be
set
up
in
the
Earth
Science
online
blackboard
course.
The
exam
will

7. be
password
protected,
so
I
will
be
sending
you
the
password
by
email
the
day
before
the
exam.
You
will
give
the
password
to
the
student
when
they
arrive
to
take
the
exam
and
are
set
up
at
a
computer.
The
Blackboard
course
will
log
the
start
and
finish
time
for
the
exam.
While
the
student
is
completing
the
exam,
you
will
need
to
occasionally
check
that
they
are
not
accessing
websites
or
material
other
than
the
electronic
exam.
This
option
requires
a
computer
be
available
for
the
student.
Please
take
a
moment
to
choose
the
option
that
best
suites
your
testing
situation.
The
exam
will
be
the
same
regardless
of
how
it
is
administered.
Once
you
make
your
choice,
please
send
me
an
email
to
let
me
know
which
option
you
prefer
and
whether
or
not
the
student
has
made
their
testing
appointment.
Finally,
if
you
have
any
questions
about
the
testing
process,
please
let
me
know!
Thank
you,
Jennifer

8. Proctored
Exam
Instruction
Templates
for
Proctors
and
Students
taking
Proctored
Exams:
Electronic
Exam:
This
email
contains
information
for
the
proctored
exam
you
will
be
administering
for
STUDENT
on
DATE.
The
exam
will
be
an
electronic
exam
administered
through
the
Blackboard
course
used
at
Madison
College.
I
have
listed
out
what
I
expect
to
happen
during
the
exam:
1. The
student
will
check
in
with
you
prior
to
the
exam.
You
need
to
check
their
ID
to
confirm
they
are
the
student
listed
above.
2. The
student
needs
to
have
access
to
a
computer
for
the
exam.
The
student
will
want
at
least
an
hour
to
complete
the
exam.
The
computer
needs
access
to
the
Internet.
The
exam
will
be
administered
through
our
course
site,
which
the
student
knows
how
to
use.
3. When
the
student
is
ready,
they
need
to
put
away
all
materials
(books,
phones,
calculators,
etc.).
The
student
is
allowed
ONE
sheet
of
notes
on
one
side
of
an
8.5x11
piece
of
paper.
The
student
is
also
allowed
a
scrap
piece
of
paper
and
pencil.
Please
collect
and
destroy
the
scrap
paper
after
the
exam
is
over.
4. After
checking
that
the
student
is
ready
and
has
their
note
sheet
out,
please
give
the
student
the
password
for
the
exam.
This
will
unlock
the
exam
and
allow
the
student
to
begin.
The
case-­‐
sensitive
password
for
the
exam
is:
pointloma
5. During
the
exam,
you
need
to
make
sure
that
the
student
is
not
cheating.
The
student
is
not
allowed
to
use
additional
notes
or
books
(except
for
the
one
sheet
of
notes).
The
student
is
not
allowed
to
use
the
Internet
to
look
up
answers
or
go
through
the
Blackboard
course.
The
only
webpage
they
should
be
using
is
the
exam.
6. The
exam
will
not
be
timed,
but
must
be
completed
in
one
sitting.
When
they
are
ready
to
submit
the
exam,
they
click
the
submit
button
in
the
exam
and
the
exam
will
be
stored
and
graded
later.
7. If
the
student
encounters
any
problems
with
the
exam,
please
record
the
issue
and
call
me
at
608-­‐246-­‐6277.
If
I
am
not
available
by
phone,
please
send
an
email.
If
I
am
unavailable,
please
call
our
HELP
DESK
at
608-­‐246-­‐6666
to
see
if
they
can
fix
the
technology
error.
If
neither
of
these
options
work,
the
student
can
leave
and
I
will
work
something
out
with
them
individually.
Please
let
me
know
if
you
have
any
questions
about
this
exam
or
testing
information.
Thanks!
Jennifer

9.
Paper
Exam:
I
am
attaching
the
PDF
of
the
exam
that
you
will
be
proctoring
for
STUDENT
on
DATE.
You
will
need
to
print
out
the
exam
before
the
student
arrives
to
take
the
exam.
The
exam
is
9
pages
long.
The
student
may
take
as
much
time
as
needed
to
complete
the
exam.
Please
tell
them
to
circle
the
correct
answer
and
write
all
of
their
answers
in
the
spaces
provided
on
the
exam.
I
have
listed
out
what
I
expect
to
happen
during
the
exam:
1. The
student
will
check
in
with
you
prior
to
the
exam.
You
need
to
check
their
ID
to
confirm
they
are
the
student
listed
above.
2. The
student
will
want
at
least
an
hour
to
complete
the
exam.
3. When
the
student
is
ready,
they
need
to
put
away
all
materials
(books,
phones,
calculators,
etc.).
The
student
is
allowed
ONE
sheet
of
notes
on
one
side
of
an
8.5x11
piece
of
paper.
The
student
is
also
allowed
a
scrap
piece
of
paper
and
pencil.
Please
collect
and
destroy
the
scrap
paper
after
the
exam
is
over.
4. After
checking
that
the
student
is
ready
and
has
their
note
sheet
out,
please
give
the
student
the
paper
exam.
5. During
the
exam,
you
need
to
make
sure
that
the
student
is
not
cheating.
The
student
is
not
allowed
to
use
additional
notes
or
books
(except
for
the
one
sheet
of
notes).
The
student
is
not
allowed
to
use
any
electronic
devices
(cell
phone,
head
phones,
etc.)
while
taking
the
exam.
6. The
exam
will
not
be
timed,
but
must
be
completed
in
one
sitting.
When
they
are
done,
please
collect
the
exam
from
the
student.
Once
the
student
has
completed
the
exam,
please
scan
and
email
the
completed
exam
to
me
at
jlnielsen@madisoncollege.edu
OR
fax
the
completed
exam
to
me
at
608-­‐243-­‐4027.
If
there
is
a
problem
with
returning
the
exam
to
me,
please
contact
me
ASAP
so
we
can
make
arrangements
for
returning
the
exam.
Once
the
exam
is
faxed,
please
store
the
exam
in
a
safe
location.
Do
not
return
the
exam
to
the
student.
Please
send
me
an
email
to
confirm
that
you
have
received
the
exam.
Also,
please
let
me
know
if
there
are
any
questions
about
the
exam.
Thank
you
for
acting
as
a
proctor
for
STUDENT
NAME!
Jennifer
Instructions
for
Student
for
ELECTRONIC
EXAM:
This
email
contains
the
instructions
for
the
proctored
exam
you
will
taking
on
DATE.
The
exam
will
be
an
electronic
exam
administered
through
our
Blackboard
course.
I
have
listed
out
what
I
expect
to
happen
during
the
exam:
1. You
will
check
in
with
your
proctor
prior
to
the
exam.

10. 2. You
will
be
given
access
to
a
computer
during
the
exam.
You
should
schedule
at
least
an
hour
to
complete
the
exam.
3. When
you
are
ready,
you
need
to
put
away
all
materials
(books,
phones,
calculators,
etc.).
You
are
allowed
ONE
sheet
of
notes
on
one
side
of
an
8.5x11
piece
of
paper.
You
are
also
allowed
a
scrap
piece
of
paper
and
pencil.
Your
proctor
will
collect
and
destroy
the
scrap
paper
after
the
exam
is
over.
4. After
checking
that
you
are
ready,
your
proctor
will
give
you
the
password
for
the
exam.
This
will
unlock
the
exam
and
allow
you
to
begin.
The
password
is
case-­‐sensitive.
5. To
access
the
exam,
log
in
to
our
Blackboard
course.
Then,
click
on
the
Proctored
Exam
folder
that
is
listed
on
the
left
side
of
the
main
entry
page.
6. Do
not
start
the
exam
until
you
are
ready.
The
exam
will
not
be
timed,
but
must
be
completed
in
one
sitting.
When
you
are
ready
to
submit
the
exam,
click
the
submit
button
in
the
exam.
This
will
store
the
exam
until
it
is
graded.
7. If
you
encounter
any
problems
with
the
exam,
please
inform
your
proctor.
They
will
record
the
issue
and
call
me
to
get
help.
If
you
have
any
questions
about
how
the
proctored
exam
will
work,
please
let
me
know
ASAP!
Jennifer
Instructions
for
Student
for
PAPER
EXAM:
This
email
contains
the
instructions
for
the
proctored
exam
you
will
taking
on
DATE.
The
exam
will
be
a
paper
exam.
I
have
listed
out
what
I
expect
to
happen
during
the
exam:
1. You
will
check
in
with
your
proctor
prior
to
the
exam.
2. You
should
schedule
at
least
an
hour
to
complete
the
exam.
3. When
you
are
ready,
you
need
to
put
away
all
materials
(books,
phones,
calculators,
etc.).
You
are
allowed
ONE
sheet
of
notes
on
one
side
of
an
8.5x11
piece
of
paper.
You
are
also
allowed
a
scrap
piece
of
paper
and
pencil.
Your
proctor
will
collect
and
destroy
the
scrap
paper
after
the
exam
is
over.
4. After
checking
that
you
are
ready,
your
proctor
will
give
you
the
paper
exam.
5. You
will
write
your
answers
directly
onto
the
exam.
For
multiple
choice
answers,
you
will
circle
the
correct
answer.
For
written
questions,
you
will
write
in
the
space
provided.
6. The
exam
will
not
be
timed,
but
must
be
completed
in
one
sitting.
When
you
are
done,
return
the
exam
and
your
scrap
paper
to
your
proctor.
They
will
return
your
completed
exam
to
me.
If
you
have
any
questions
about
how
the
proctored
exam
will
work,
please
let
me
know
ASAP!
Jennifer