Proctoring Procedures

Taft College- Faculty Proctoring Procedure

Test proctoring is a service provided by the Taft College Testing Center to assist faculty and students in administering distance education, make-up, and special accommodation tests. We also accept completed homework assignments and return graded work to students.

Although we strive to excel at this, overwrites are inevitable. In order to minimize overwrites, errors, or delays, we respectfully request all policies and procedures be followed.

Submitting a Test for Proctoring

• FILE CABINETS: Each TC instructor has a file located in the Testing Center’s faculty file cabinets.  You may place tests that need proctored and/or other materials you want your students to have. Within your file you will find a “completed work” folder where all completed tests and homework assignments will be placed to await pickup by the instructor. There is also a “Graded Work” file for all graded work and tests for students to pick up.
• SUBMITTING THE EXAM: As an instructor you can put your exam in your folder to be proctored or send the test electronically. Due to copying limitations, we ask that an adequate number of copies to cover all students taking tests be provided by the instructor.
• EMAIL EXAM: Those who prefer to send their test electronically please submit your electronic test to tctestcenter@taftcollege.edu.

Complete Test Instruction Form

• TEST INSTRUCTION FORM: All tests submitted to us for proctoring must be accompanied by a “Test Instruction Form” completed by the instructor. This form includes specific details about how the test is to be proctored such as the length of time allowed for taking the test, if the student may use their notes or textbook, etc. Tests received without this form will not be administered and will be returned to the instructor. Test instruction forms are available in the Testing Center, or an electronic version of the form can be emailed to you upon request. This form is critical in the proctoring process; without it, the Test Center will have no idea of the parameters of the exam.
• Only one test instruction form is necessary if the same instructions apply to the entire class and /or will remain the same for all exams.
• Ideally, we would request the name or names of the students who are to take the exam be on the test instruction form.
• If your instructions have multiple parts please articulate and/or explain them the best that you can. The more information, the better.

Picking up completed tests/assignments

• EXAM PICK UP: Instructors are responsible for picking up all completed tests and homework. Graded tests and graded homework are to be placed in the “graded work” folder located in their file for their students to pick up if they so choose. All unclaimed graded work will be removed from the cabinets and placed in storage at the end of the semester. We will retain this work for one additional semester and if it is still unclaimed by the students then it will be shredded.
• To help ease file congestion please remove all untaken tests from your file once the test deadline has passed and/or at the end of each semester.
• Please remember to check your “completed work” folder often especially during the last week of the semester and again before submitting grades. Everyone is very busy during this time and it is easy to forget to check for last minute student work.
• MAIL RESULTS BACK: Instructors can also request that all of their completed tests and homework be mailed to them weekly. Mail outs go out every Monday during the semester and every day during the last two weeks of the semester if necessary.

Testing Log

• THE LOG: The proctoring staff keeps a log of every test that is proctored in the facility. This log includes the student’s name, instructor’s name, course name, the test the student is taking (Ch. 1, Unit III, Midterm, etc.), the test start time, the test end time, and the initials of the staff person responsible for giving the test as well as collecting the completed test. All tests are date and time-stamped when completed, and upon request by the instructor (see test instruction form) will be stamped when the student begins the test. Faculty is free to examine the testing log at any time.

Distance Education Adjunct Faculty

• Distance education adjunct faculty that do not visit the Taft College campus can submit their tests for proctoring via email along with an electronic version of the completed Test Instruction Form. They can also request that all of their completed tests and homework be mailed to them weekly. Mail outs go out every Monday during the semester and every day during the last two weeks of the semester if necessary.
• To make mailing arrangements please contact the Testing Center at 661- 763-7783, send an email to tctestcenter@taftcollege.edu, or fax us at 661-763-7749.

Additional Information

• NOISE LEVEL: The Testing Center will make every effort to ensure that the testing environment is ideal while students are taking their test; however, if distractions become a problem we have private rooms (upon availability) for student’s convenience.
• ACADEMIC HONESTY:  If a proctoring staff member suspects that a student is cheating on a test, they will make every possible effort to positively confirm their suspicions before confronting the student. At which time they will confiscate the item (cheat sheet, cell phone, etc.) but allow the student to finish the test while the staff member attempts to contact the instructor. If the instructor is unavailable, the staff member will complete an incident report explaining the details of the situation and attach it to the completed test. The instructor can then decide how to handle the situation.
• VIDEO SURVEILLANCE:  In order to deter cheating the Testing Center is equipped with a surveillance system. There are signs throughout the center and on the tables announcing this practice.

If you have any questions or concerns regarding the Testing Center policies, please feel free to contact Joe’ll Chaidez -Testing Coordinator/ Assessment Specialist, at 661-763-7962 or by email at jchaidez@taftcollege.edu.