Faculty Guidelines for DSPS Test Proctoring

Dear Faculty,

The Disability Services & Programs for Students (DSPS) Test Center is available to provide support and/or proctoring services. Review our list of updated proctoring services and recommended guidelines below.

ONGOING REMINDER FOR ALL EXAMS:

Check your DSPS Faculty Portal for a comprehensive list of student accommodation letters prior to each test date.

If you have any questions about how to implement an accommodation other than extended time in an online environment, please contact us at dsps@sbcc.edu.

Consider providing DSPS students with test details such as:

  • What does the test consist of?
  • How will it be proctored? 
  • What are the expected start/end times? Any other applicable deadlines?
  • What will be the class test duration?*

 *This is important so students can verify whether or not their time has been extended on the day of the test/quiz.

DSPS will be providing both remote and in-person proctoring services. Specific criteria apply to coordinate each service, so please read the following guidelines carefully. Ideally students will be accommodated in their respective course learning modalities. Exceptions are anticipated, and should they occur, you will be notified by our department faculty. Should you have questions about how to best accommodate a student please contact our office.

LIMITED DSPS IN-PERSON PROCTORING (for courses that meet in-person)

DSPS offers limited in-person proctoring services for students whose courses meet in-person. This service is available the following days/times only:

Monday: 9 a.m. - 4 p.m.
Tuesday: 9 a.m. - 4 p.m.
Wednesday: 9 a.m. - 6 p.m.*
Thursday: 9 a.m. - 4 p.m.

Students wishing to initiate a request for in-person proctoring at the DSPS Test Center should complete the following form at least 5 days in advance of the requested test date 

DSPS In-Person Proctoring Request
(for courses that meet in person)
*Requests must be initiated at least 5 days in advance
*Requests for finals week Dec. 12-16 should be initiated before December 5

DSPS staff will manually process the request during regular business hours. You will receive an automated email reminder with a link to your DSPS Faculty Online Services Portal 5 days prior to the exam date. Please review/approve the request, submit your proctoring instructions and upload a copy of the test, or if applicable,  instructions for accessing the test online. This must be completed no later than midnight before the student’s test appointment.

Finals week is December 12 -16. Submit all DSPS test requests before December 5, 2022. In person proctors will be available for students whose courses meet in person over extended hours M, T, R from 9:00am - 5:00pm and W from 9:00am - 6:00pm. Remote Proctors via Zoom will be available M-R from 8:30am - 5:30pm and F 8:30am - 2:00pm. If you have questions call us at 805.730.4164 or email us to dsps@sbcc.edu.


DSPS REMOTE TEST PROCTORING VIA ZOOM

This service is available the following days/times:

  • Monday - Thursday 8:30am - 5:30pm
  • Friday 8:30am - 2:00pm

DSPS can provide remote proctoring services via Zoom when:

  • The test will be proctored for all the other students in the class.
    • *Note that if the class will not be supervised, DSPS students are entitled to take the test with accommodations unsupervised, as well 
  • The student requires scribe or reader accommodations
  • You have been informed by the DSPS department that your current proctoring method does not meet the student’s disability based needs
  • You or the student have a time conflict. If you have a time conflict, please email your student and copy dsps-testbooking@pipeline.sbcc.edu to begin the arrangements.

DSPS Remote Proctor Request Form
*Requests must be sent to DSPS by the instructor at least 48 hours in advance

Important: To allow DSPS to proctor a test in lieu of Proctorio, please make the exam flexible on Canvas and provide DSPS with the password to bypass Proctorio.

For more information and instructions on how to request or reply to a request for DSPS Remote Proctor, please review the Faculty Instructions for DSPS Remote Proctor Requests. For your reference, here are the Student Instructions for DSPS Remote (Zoom) Test Taking.

THE FOLLOWING ARE BEST PRACTICES THAT SHOULD BE CONSIDERED REGARDLESS OF TEST MODALITIES:


BEFORE THE TEST/QUIZ
  • Students are being advised to send you a courtesy reminder about their test accommodations requests. The reminders may be to: extend their time on the online testing platform or to confirm their in-person or DSPS remote test request. Please note that these are courtesy reminders, and not required for the accommodation to be provided.  
  • For online tests, make sure all DSPS students' test time has been adjusted according to the accommodation letter as soon as your test is published. Also, be sure that the ‘Available’ time for the test matches or exceeds each DSPS student’s full extended test time.
  • Learn how to set up extra time in Canvas here or in this short video tutorial
  • Plan to confirm test proctoring instructions and/or provide a copy of the test via your DSPS Online Faculty Portal at least 24 hrs prior to the test date.

THE DAY OF THE TEST/QUIZ: Be Available! 
  • DSPS students are being advised to contact you and DSPS immediately, should there be issues with the test settings BEFORE they attempt the test/quiz. Make yourself readily available in case you need to be contacted to make time setting corrections. Depending on your reply turnaround time, flexibility with test due dates may be required.
  • DSPS Proctors may contact you with questions on behalf of the student, please reply as soon as possible to ensure students get an equitable testing experience.
  • Please have a compensatory plan in place to accommodate students that start their test and discover that their extended time has not been granted. 


*IMPORTANT NOTICE*

Please be aware that when employees use personal mobile phones for work purposes, there is always a possibility that, as a result of litigation, relevant work-related phone contents may be subpoenaed. Should that occur, the phone could be inspected by a third party to identify work-related information relevant to the subpoena. Email can be obtained without inspecting a mobile phone, but texts and records of incoming and outgoing calls may require phone inspection.

MEDICAL BREAK ACCOMMODATIONS FOR ONLINE TESTS

In an online testing environment this accommodation can be provided by way of additional extended time. DSPS suggests you begin by adding one increment of 15 minutes to a student’s test time. This is in addition to the extension you provided based on their accommodation letter (e.g., 1.5x, 2x). Students are encouraged to touch base with their instructors to determine if more than one 15 minute break will be needed depending on the duration of the test and the nature of the disability. Additional breaks can be considered and added to the total time allotted for the online test.

MEMORY AID ACCOMMODATIONS FOR ONLINE TESTS

Students and faculty may need to coordinate this accommodation remotely. For tests proctored by DSPS via Zoom, students will create a digital copy of the memory aid (word document, or scanned PDF). The final digital copy of the memory aid should be collected by the instructor to send to dsps-testbooking@pipeline.sbcc.edu no later than 48 hours prior to the test date. The memory aid will be shared with the student at check-in via pipeline email. The student will be asked to download their memory aid for use during the test. For tests proctored by DSPS in-person, a copy of the final memory aid may be uploaded along with the test via your DSPS Online Faculty Portal. 

If you need any additional support, do not hesitate to contact us via email to dsps@sbcc.edu or call us at (805) 730-4164. Provide us with your name, contact information and availability. During the campus closure we are holding meetings over the phone, via Zoom, or Google Chat; let us know your preference.  

We are here to support you in accommodating our DSPS Students.