I. Policy
II. USG Guidance
III. Faculty/Academic Program Responsibility and Process for Instituting and Using Remote ProctoringIV. Student Responsibility and Process for Using Remote Proctoring
V. University Responsibility
VI. Conclusion
VII. Approval
Appendix A: Respondus Monitor
Appendix B: Sample Syllabus Statement
Appendix C: Student Guidance on Using Respondus Monitor Effectively
Appendix D: On-Site Test Options
Appendix E: Respondus Consent Form
Appendix F: Respondus Monitor Data Privacy Overview

I. Policy

The University recognizes the need to ensure the academic integrity of remote-proctored exams and has developed this policy to govern their administration. This policy outlines procedures for the consistent practice in the administration of remote-proctored tests for faculty/academic programs, students, and the institution.

Before opting to use a proctored-examination, faculty/academic programs should consider appropriate alternatives first, including the use of low-stakes examinations and assessments rather than high-stakes online examinations.

However, if faculty/academic programs consider that a proctored examination is pedagogically necessary, VSU’s preferred practice is that students should not have to pay extra fees for their examinations. With that aim in mind, VSU has purchased a remote proctoring platform (see Appendix A) to facilitate online testing, and VSU’s Office of Testing has some limited availability to allow online students to be tested onsite in the office [Online Class Proctor Request Form]. If faculty choose other options that require student payment, the of 2008 (HEOA) requires transparency in college tuition and fees for consumers, meaning that this additional fee must be noted in the required materials listing at the time which students register for the course.

[return to beginning]

II. USG Guidance

The University System of Georgia’s guidelines inform the basis of VSU’s policy.

  1. Standardized Institutional Policy: The University shall develop and enforce a standardized, written institutional policy that ensures remote-proctored tests are administered in a consistent manner. The policy shall outline the roles and responsibilities of the involved parties, including the instructor, student, and proctor, and shall ensure that the administration of remote- proctored exams aligns with University policies.
  2. Obtaining Written Consent: At the start of each semester, students must provide written consent for room scans and all other facets of the remote-proctoring process. The consent shall be obtained through a form that outlines the process in detail and the student's right to request on-site test options.
  3. On-Site Test Options: The University shall arrange for on-site test options for students who are unwilling to consent to the terms of the remote-proctoring process. The on-site test options shall be administered in a manner that ensures the same level of academic integrity as remote- proctored exams.
  4. Syllabus Disclosure: The syllabus for any course in which remote test-taking is an option shall expressly describe the remote-proctoring process, including any pre-test review of the test setting. The syllabus shall also include information about the student's right to request on-site test options and the process for obtaining such options.
  5. Confidentiality: To ensure the confidentiality of the student's information and data, no other students shall view the scans as they are being performed. The University shall ensure that only appropriate school personnel have access to video and other data captured during proctored online exams.
  6. Privacy Protection: To the extent possible, the University shall discontinue the use of any remote proctoring measure that involves recording a student in their residence. This policy shall be evaluated regularly to ensure the protection of students' privacy.
  7. Privacy Controls: The University shall review available privacy controls with the remote proctoring software provider to ensure that the privacy of student data is protected. The University shall use only software that ensures the confidentiality and privacy of the student's information and data.
[return to beginning]

III. Faculty/Academic Program Responsibility and Process for Instituting and Using Remote Proctoring

In preparing courses, faculty/academic programs must alert students that remote proctoring will be used in the class and provide instruction on its appropriate use:

Prior to the start of each term

  • Include any extra costs in the list of required materials that students can access before they register for classes.
  • Draft a syllabus statement (see Appendix B) indicating that remote proctoring will be used and outlining the software and hardware that students will need. The statement should detail any pre-testing that will occur as well as the student’s right to request an on-site test option. The statement should also include a protocol for emergency situations.
  • Arrange for students to be provided with a copy of “Student Guidance” (Appendix C)
  • Create a consent form (see Appendix E)
  • Be prepared to work with students to arrange on-site test options for students who do not have the appropriate equipment or who do not consent to the use of remote proctoring (Appendix D).
  • Create and schedule a practice test
  • Verify that the remote proctoring tool has been activated in the course.

First week of class

  • Review the process for remote proctoring in class and ensure that students complete the Consent quiz and the Practice Quiz located inside the BlazeView course shell (Appendix E).

Early in the course

  • Conduct a test run to ensure that students are able to correctly use any needed software or schedule time as needed.

During testing

  • If contacted by a student, first verify that remote proctoring tool is activated in the course.
[return to beginning]

IV. Student Responsibility and Process for Using Remote Proctoring

Students must do the following:

  • Review course policies and procedures for the use of remote proctoring, ensuring that the equipment available is able to support the remote system.
  • Complete the required online consent in the first week, either indicating agreement to the remote proctoring or a preference for an on-site test option.
  • Review the Student Guidance (Appendix C)
    • If on-site proctoring needs to be scheduled, do so early in accordance with the schedule indicated in the class syllabus.
  • If difficulties arise while taking the proctored test, follow the protocols outlined in the course syllabus.
[return to beginning]

V. University Responsibility

The offices of eLearning and Information Technology shall review available privacy controls with the remote proctoring software provider to ensure that the privacy of student data is protected according to VSU’s Information Security Guidelines. The University shall use only software that ensures the confidentiality and privacy of the student's information and data (Appendix F). The Center for Excellence in Learning and Teaching (CELT) will provide digital resources for faculty on proctored exam alternatives [Digital Resources on Teaching] and also provide consultations if requested.

[return to beginning]

VI. Conclusion

The University is committed to ensuring the academic integrity of remote-proctored exams while respecting the privacy and confidentiality of its students. This policy shall be regularly reviewed and updated to ensure the protection of the students' rights and interests.

[return to beginning]

VII. Approval

Developed by Remote Proctoring Taskforce: Spring 2023
Provided to Deans’ Council for feedback: Summer 2023
Provided to Deans, Directors, and Department Heads for feedback: Summer 2023
Submitted to Faculty Senate: Fall 2023
Approved by Faculty Senate: February 15, 2024
Approved by University President: March 19, 2024

[return to beginning]

Appendix A: Respondus Monitor

Appendix B: Sample Syllabus Statement

Appendix C: Student Guidance on Using Respondus Monitor Effectively

Appendix D: On-Site Test Options

Appendix E: Respondus Consent Form

Appendix F: Respondus Monitor Data Privacy Overview 

[return to beginning]