Remote proctoring in SST

Remote proctoring, or invigilation, allows the University to offer a method of combining the benefits of online testing whilst ensuring a high level of academic integrity.

Who this applies to and deadlines

Remotely proctored examinations are primarily available as an alternative to on-campus examinations for SST international students who are currently studying remotely from abroad and have informed the School by completing the request form. If you are unsure if this applies to you please contact your School.

Professional Law students using remote proctoring should see the information provided directly by your school as some aspects may differ.

What remote proctoring is and how it will work

Remote proctoring is a method of invigilating exams remotely.

It allows the University to offer a method of combining the benefits of online testing whilst ensuring a high level of academic integrity.

We use a platform from Janison Insights and monitoring takes place using automated proctoring software, ProctorTrack.

Before the beginning of the exam period, you will be invited to ‘onboard’ where you will verify your identity. Prior to each exam you will complete a security check and will then be monitored throughout your exam. Any unusual activity is flagged and reviewed to ensure the utmost security. This allows us to offer you the benefits of remote exams and confidence that your work is fairly rewarded.

Monitoring will depend on the requirements set for your particular exam. In general, these may include:

  • The video feed from a webcam – if you do not have one, please see our FAQs on devices
  • Desktop monitoring of software, webpages or documents open during the exam

In order to sit remote examinations, you will need to share some personal information and it is important that you understand how we will protect the privacy and security of this information. Please read the privacy notice for further information.

Onboarding

The onboarding process confirms your identity which is then used to verify your identity during your exams. It also provides an opportunity for you to familiarise yourself with the system and make sure everything is working correctly prior to your exam(s).

If you are eligible for remote proctoring you will receive an invitation to onboard with instructions about what to do and information of who to contact if you have any questions.

Please follow the Step-by-step Onboarding Guide.

Please note that Proctortrack by default does not blacklist applications that are commonly used for accessibility. Please contact the Exams Team before your exam if you have specific software needs.

What to expect on exam day

ProctorTrack is used alongside your exam on Moodle. Sitting your exam on Moodle will remain the same, with the exception that you start ProctorTrack before opening the exam, and then close it after submitting your work.

  1. Open ProctorTrack
  2. Complete the pre-test checks. You will then be directed to Moodle
  3. Complete your exam and submit to Moodle
  4. Close ProctorTrack

Please see the Joining Instructions for a detailed guide of the steps you need to take to sit your exams using ProctorTrack.

FAQs

Find answers to some frequently asked questions about the proctoring process.

What ID can I use?

Your identity will be checked as part of onboarding and during pre-test checks on the day of your exam(s) to replace the ID check that would happen in-person. Please ensure you have a valid ID and use the same ID throughout your onboarding and exam(s).

Your ID must contain your full name and a photo of yourself on the same side. The name on the ID should match the name you are registered with at the University and should be in English.

Valid ID includes your City ID card or a valid official photo ID document such as driving licence (provisional or full), passport or national identity card.

If you don’t have ID that meet these requirements, please contact exams@city.ac.uk for advice.

What device can I use?

The below are the prerequisites / minimum requirements* for proctoring:

Hardware

A desktop of laptop computer, either:

  • PC (Windows 7+)
  • Mac (macOS Sierra 10.12+)

A web video camera (webcam) with:

  • Resolution of 800x600
  • A working microphone

Processor/RAM:

  • Windows: Dual-core 2.4Ghz CPU, 4GB RAM
  • MacOS: Intel Processor, 4 GB RAM or better

Free disk space: 1GB+

Software

  • Browser: Chrome 70+ or Firefox 69+ (You can download Chrome from Google)
  • Javascript: Enabled
  • 3rd Party cookies: Enabled
  • HTML5: Enabled
  • Screen resolution: 1024 x 768px

Internet

A cable modem, DSL or better connection, with speeds of at least:

  • Download: 300kbps
  • Upload: 250kbps

You can run a speed test to check your speed

*If you don’t have access to devices that meet these requirements, contact exams@city.ac.uk for advice.

*If your device meets these requirements but you experience technical difficulties, contact exams@city.ac.uk.

My onboarding failed, what do I do?

If your onboarding was rejected, you will be notified by the system advising the reason it couldn’t complete.

Possible reasons for rejection are:

  • Missing or insufficient face scan
  • Missing or insufficient ID scan
  • Invalid ID
  • Insufficient environment lighting

You need to attempt the onboarding process again. You can do this up to five times. If you continue to experience problems, please contact exams@city.ac.uk for help.

If you do not complete the onboarding by the set deadline, you will not be able to take the exam.

I’ve missed the deadline for onboarding, what should I do?

Completing onboarding is a pre-requisite for sitting your exam. Contact exams@city.ac.uk immediately for advice.

What happens if I lose internet connectivity during an exam?

Monitoring will continue with no internet connection and will automatically upload when the connection is re-established. This means there is no break in security and your exam can continue with no interruption.

What do I do if I accidentally close ProctorTrack during the exam?

If ProctorTrack is closed for any reason during the exam you should follow the joining instructions again from the beginning and will be able to re-join the exam and recommence recording. When recording there will be a red line around your screen.

Any break in ProctorTrack will be referred for review. If any exams are taken without ProctorTrack recording, the work cannot be accepted.

Can I handwrite my answers and upload them to moodle?

You may handwrite your answers and use your phone to photograph them and upload your work to moodle at the end of the exam. You should take care to complete this swiftly and only have the phone in your vicinity to complete the task.

Mobile phones should not be used or within your vicinity during the exam. It should be left face down out of reach and ideally in another room.

All mobile phone use will be reviewed for suspicious behaviour.

My exam permits calculators, is there anything I need to do whilst using one?

If your exam permits calculators it must be a model accepted by the University for exams. Details of these modules can be found here in the ‘What you need’ section.

When using a calculator you should hold it up to the webcam at the start of your exam clearly showing the full calculator and it’s model number.

Can I take a break during the exam?

If necessary, you may take a short comfort break during the exam. Such breaks may be no longer than 5 minutes. The exam time will continue to run throughout any such breaks.

If you need to take a short comfort break, please ensure that you state your intention to do so directly into the webcam. Once you are ready to return to your assessment, please also state this directly into the webcam. This is purely for the purposes of the recording, do not expect a response.

When taking a break, you should remain, as far as possible, within the vicinity of the webcam such as when standing and stretching. Other than for the purposes of using the toilet, you should not leave the room in which you are taking the assessment at all.

If you are entitled to take additional breaks as part of your reasonable adjustments then the amount to which you are entitled will be included as additional time. For example, if you are entitled to an additional 10 mins per hour extra time and 5 mins per hour breaks, you will be given 15 mins per hour extra time.

You should then manage your breaks within the extra time you have. Please note that, in taking a break as part of your reasonable adjustments, you must still remain within the vicinity of your webcam except as set out above.

All time off camera will be reviewed.

What happens if suspicious behaviour is flagged during my exam?

ProctorTrack uses automation check that the person sitting the exam matches the ID, and to flag suspicious behaviours. You won’t be aware if any behaviour is flagged during the exam and should complete the exam as normal.

If any flags are raised by the system, they will be reviewed after the exam. They will be accepted if identified to not be a breach of regulations. If further investigation is required, it will be progressed within the Academic Integrity & Misconduct Policy.

Support

Live support will be available throughout the exam. If you encounter any technical issues please email exams@city.ac.uk. You must not use Outlook for any purpose other than for seeking technical assistance.

Once you have reported an issue we will respond as quickly as possible and the time of reporting will be logged to ensure that you do not lose time whilst we resolve it. Some issues can take longer than others to resolve, please be patient, if you’ve reported the issue you won’t lose any time.

Do not chase up a response or report the issue elsewhere, that only adds to the number of reports we’re receiving and delays our ability to respond quickly.

If your power cuts out temporarily during the exam do not panic. The recording will continue to be stored locally on your computer and will upload automatically once the internet connection is restored, provided you do not close the exam. You must therefore leave Proctortrack open at the end of the exam, until you have been able to submit your work. Please contact us at exams@city.ac.uk if your connection is not restored by the end of the exam.

If you have any issues within moodle during your exam, such as not being able to access the exam at the exam start time, or not having reasonable adjustment additional time added to your exam duration, please contact your school using the details they have provided.