PROCTOR



SETUP AND LOGIN:


  • Proctor to ensure they have access to a laptop or desktop device with a Chrome (75+) and/or Firefox (75+) browser installed.


  • Proctor should carry out proctoring from a quiet place with no distractions.


  • Proctor should check and ensure that they have a steady speed of 10 Mbps and their environment does not have any disturbances/distractions which might impair the ability to monitor the session.


  • At the scheduled time, the proctor has to login to the Talview Proview proctoring application using the username and password shared with them earlier. Proctor should change the password regularly from a security viewpoint.


  • On login, the proctor has to ensure that their camera is turned off and their chat window is opened and ready for use.


  • Proctor should log in at least 30 minutes before a proctoring session starts.

This will be intimated at the time of every new engagement.



WORKFLOW:


  • Invitation/Notification:


The candidates as well as the Proctor will receive the invitation email once the session has been scheduled by the Admin. 


Once the proctor clicks the link to join, he will be redirected to the login page(If the proctor is already logged in, will be taken to the session page).




The candidate will be taken to the session once he clicks on the link to join the session.





  • Verification:


The candidate and the Proctor should join the session 30 minutes prior to the time for which the session is scheduled.

The candidates after joining the session should follow the normal Proview assessment pre-checks(hardware, ID card, Environment check) and should wait for the Proctor to review the same and approve it to proceed with the session. 


The below image shows the candidate screen after completion of the pre-checks.



The Proctor once after getting into the session page, will be able to see the list of candidates in the session and the verification pending candidate count(who all have completed the pre-checks and awaiting approval)





The proctor then has to validate the photo, ID card, and 360-degree environment check uploaded by the candidates one by one. 

Once the details are validated, the proctor can approve the same if it is matching and satisfactory by the norms. Or the Proctor can notify the candidate with a note if the details are not matching or satisfactory.




Then the proctor has the candidates sorted in three categories with respect to the pre-checks, Approval pending(The candidates whose validation is not done by the proctor), Reattempting(The candidate whose first attempt of pre-checks is done, but not satisfactory and needs to be re-done), and Approved.



The time remaining for the exam to start will be displayed on top right of the page and once the exam time has started and any candidate reviews are pending, the proctor will be notified the same and get an option to either allow or terminate the candidate for the exam. But that has to be done based on the instructions provided by the Admin. 





  • Test window:


Once the test has started, all the candidates joined for the same will be visible to the proctor. 



On the right end of the screen, all the critical events/flags will be displayed under ‘Alert logs’. And the same will be mentioned along with the candidate name for whom the flags are generated.


The candidates visible to the proctor on the main screen will not be a live video feed of each candidate but the screenshot of the candidate clicked in an interval of 1 second. And the same will be updated each second. 


Once any particular candidate has been selected by clicking the candidate feed in the main screen, the respective candidate’s screen sharing and the live video and audio feed will be visible. Here, all the flags for the selected candidate will be displayed on the right end of the screen.



If any incorrect event flagged or any critical event has been missed, the same can be suspended(by giving a valid reason), added, or edited by the Proctor.




There is an option to chat with the candidate and the chat can only be initiated by the proctor. This has to be used to warn the candidate for any malpractice attempt.



If the candidate is not adhering to the warnings or the instructions provided, the Proctor has the option/access to terminate the candidate from the test.


Also, once the session is over, the proctor can see the report for all the candidates attended the session (Flags generated automatically or manually added and the proview index score) and make changes if necessary.








ASSESSMENT MONITORING:


AI-enabled flag validation:




  • During the assessment process, the proctor will monitor the candidate

through the audio+video+screen share feeds.


  • Proctor will also be alerted on-screen of various flags that are activated

on the AI-based auto-proctor application based on the candidate’s actions.


a. On getting alerted, the proctor must immediately view the video feed of that candidate and validate if the flag is correct or incorrect. Status of the flag to be changed/suspended, if it is incorrect, appropriately with the relevant comment/reason being Chosen.


b. If the flag is correct and is part of the critical flag list, the proctor may be needed to immediately warn the candidate that the exam will be invalidated.

c. If the flag is part of the “ high priority” list, the candidate will be provided warnings and asked not to repeat as per SoP for the Exam.


d. In case a number of “ low” flags are being raised, candidates will be warned that such action could impact the validity of the assessment.


e. If the flag is false, proctor to make an entry in the “Comment”

    section against the flag and suspend the flag.


f. No other communication apart from flag violations to be made between proctor and candidate.




Manual flagging:




  • Apart from validating the AI-enabled flags, the proctor is also expected to do

the following:


1. Keep viewing the frequent refresh images of the candidates being proctored in a tiled view and on noticing anything suspicious ( multiple people seen in the screen, candidate missing from screen, lighting or background change), to click on that tile – when a unitary live video view of that candidate would be available-and view the test taker behavior ( including playing back) and confirm if there was a violation or not. All violations to be added to the manual flag list available on the proctor interface for a candidate.


2. Go into the unitary video views of candidates at frequent intervals (will be defined as customer wise) to ensure that all candidates are viewed through the unitary view at least once every 10 minutes.


  • During the manual flagging and validations, the following definitions and flags

will be checked for and noted by the proctor.




Events and Definitions:


1. Pre-exam check




I. ID Check:


a. Photo ID not validated:

  • ID photo is not provided or is blurry, too small, not positioned properly or does not include a picture.


II. 360-degree Environment Check:


a. Another computer present in the Room:

Another computer is present closeby when it should not be.

b. Covering the camera:

The student covers the camera intentionally.

c. Did not show allowed materials to the camera:

For any exams or exam rules exceptions where students are allowed items like a calculator or blank notepaper, and are required to show them to the camera before and/or after the exam and did not. All other materials, including reference material, unless expressly allowed by the exam body, should not be present in the room.

d. Deskphone connected:

  • If there is a desk phone or mobile phone closeby, the candidate should show it is disconnected or in flight mode as applicable.

e. Failed to erase/clean the whiteboard writing:

  • If there is a whiteboard around and if there is anything written if the student does not erase the whiteboard writing when instructed to.

f. Failed to show computer screen:

  • The student does not show the computer screen as instructed (i.e. Student does not use a mirror or external webcam to show their computer screen ( to detect any physical aids like post-its or sticky notes stuck onto the screen).

g. Other windows/tabs:

  • The test machine should have only the test window active. All other windows/tabs must be closed (not minimized). This should be checked and confirmed by the proctor.

h. Headsets:

  • There should not be any headphones, air pods, etc. that were mentioned in the rules as ‘not allowed’.

i. Camera View and Zoom:

  • The camera view should be such that the candidate is visible at all times and has the correct zoom. The proctor is expected to check this during onboarding and the test taker has to ensure it stays that same way throughout the duration of the test.

j. Improper Lighting:

  • The lighting within the room should be adequate to see everything clearly during the 360-degree view as well as during the test.

k. Environment Changes:

  • The student is no longer in the room or area where they completed the room scan or switched rooms during the exam.


l. Exam Environment view not confirmed:

  • Student attempts to show the environment but not to the extent that his/her work area is shown to be clear of materials that are not allowed. Also, the room itself may not have been clearly shown.



2. On the start of the test



I. Defined Rule violations for:


a. Browsing local computer:

  • The student is using any app other than the allowed list (in certain exams, apps like Word, Excel might be permitted). In some cases, a secure browser/kiosk mode will be activated, in which case this flag is redundant.

b. Browsing other websites:

  • Any other website or tab is open or is initiated.

c. Camera available throughout:

  • The camera should never be switched off or blocked throughout the exam.

d. Explicit Materials/Behavior:

  • Candidate indulging in activities which are improper from a test behavior perspective. Opening any websites with explicit content.

e. Lighting:

  • Lighting should remain good throughout the exam as was recorded during the 360 view.

f. Candidate focus on the screen:

  • The test takers should remain focused on the screen most of the time. If found looking away frequently while responding to a question, the proctor should warn the candidate to not look away from the field of view.

g. Person entering Room:

  • The exam room should not have anyone else present. Exceptions to this would be mothers with babies, children inadvertently entering the room and asked to leave, others passing through the room with no interaction, others in a multi-purpose environment such as a living-dining-kitchen area with no interaction with the student Exams in public areas such as Wi-Fi spots are not allowed unless specifically exempted by the organization. Any indication that they may be reading the exam to someone else will be flagged as “Suspicious”. Talking to anyone else in or out of the room will be flagged, with the lone exception to this being to ask someone who may have inadvertently entered the room to leave.

h. Using Instant messaging:

  • Skype, Hangouts, WhatsApp, etc.

i. Using a Calculator:

  • A calculator (online or the built-in computer calculator), unless expressly allowed by the exam body. In case the exam is delivered using the Secure browser, this ( Browser and using other apps) check may be omitted.

j. Explicit Materials/Behavior:

  • Candidate indulging in activities which are improper from a test behavior perspective.

k. Left the room:

  • The student gets up and leaves the viewing area of the Webcam.

l. Out of view of Camera:

  • Cannot see the student’s face or location they are looking at.

m. Talking aloud (talking to yourself):

  • Students are allowed to talk to themselves softly while reading out questions- will be flagged if clearly audible; any other speaking out will be flagged.

n. TV or Radio:

  • TV or radio is on in the exam taker’s area.

o. Using Another computer/device present in the room:

  • Students using the computer for anything at all will be flagged as "Suspicious".

p. Using the telephone:

  • Use of telephone for any purpose (except calling support or staff/school/teacher), regardless of the length of time will be flagged. Ripping any allowed material: Worksheets used to work out answers to questions or notepad on the screen ( if allowed) should be ripped or deleted at the end of the test. This has to be done in the view of the Proctor and on being instructed to do so at the end of the test.

q. Other (Explain): Violations not included in the above list

  • This list is subject to update based on common practices and requirements from exam bodies and academia.


II. Connection Issues


a. Lost internet connection:

  • Internet Connection is lost.

b. Technical Problem:

  • The user experienced a technical issue.


III. Question Theft Attempt


a. Screenshots:

  • Candidate attempting to take screenshots of the test or trying to do a print screen. It will be monitored manually by the proctor- the test taker opening another document to paste the copied material.(Automated alert for screenshots - feature coming soon )

b. Using a smartphone to click pictures:

  • Candidate using a mobile device to click a picture/perform a recording of the test screen.