Add a new proctored exam request for an individual student.
What you need to know
The Proctored Exams Portal can access the type(s) of accommodation for which a student has been approved. This means that when your student adds their accommodations to MyUI, that information is shared with the Proctored Exams Portal. Whether the proctored exams in your online section are completed by students online or on paper, there are some important points to know about managing exams for students with exam accommodations. The type of accommodation affects the testing location:
- Extended time and/or reduced distraction: Extended time and reduced distraction can be accommodated by the test center and by the virtual proctor. These accommodations do not require a separate proctored exam request for the individual student unless they will complete the exam on a different day. If the student will test on another day, please treat these as a make-up exam and make a separate proctored exam request.
- Other accommodations: If a student in your section needs to use adaptive technology for online exams and your students can complete exams using Honorlock, you will need to schedule an appointment for the student to test at SDS. Use of adaptive equipment and other similar accommodations can only be provided by the Student Disability Services test center. Your online exam that uses Honorlock will require slight modifications to allow the student access while at SDS. Please contact doe-exams for assistance. Once modifications are made to the exam, your student will be able to test under the supervision of proctors at SDS.
If your student has extended time and/or reduced distraction and plans to test at the on-campus test center during the exam window, the Proctored Exams Portal will review the approved exam window and only allow your student to schedule for blocks of time and locations which match the accommodations. This applies to exams that will be completed either online or on paper at an on-campus test center. In this instance, you will not need to create a separate proctored exam request for the individual student.
If your student has extended time and/or reduced distraction and plans to test using the virtual proctor, you will not need to create a separate proctored exam request for the individual student. Distance and Online Education staff can view any extended time needed and add that to the virtual proctor. You are also able to add extended time to the virtual proctor.
Step-by-step directions
Accommodations that can only be provided by Student Disability Services (for example the use of adaptive equipment) will require a separate proctored exam request from the rest of the class. This is because your student will need access to unique resources during the exam. Visit Student Disability Services to learn more about accommodation types.
To manage this student's proctored exam, you will need to add a new proctored exam request for the student in the Proctored Exams Portal. Only the student to whom the exam request is assigned will be able to view the request in the portal. Once the exam request is "Schedule Ready", the student can enter the portal, review the available start time(s) at the appropriate test center, and select a time. Visit the Proctored Exams Portal User Guide for more details.
Use the instructions below to add a new proctored exam request for an individual student or for multiple individuals with accommodations in your online section(s).
- Proctored Exams Portal. If the portal is not visible in the left menu bar, add the Proctored Exams Portal to ICON.
- Clone. If you already have a proctored exam request in the portal for the exam in question, it may be easier to copy and then edit what you have already built rather than using the directions below to start from scratch.
- New Exam. Click on the gold button in the upper right corner of the portal.
- Exam Name. Enter the exam name.
- Exam Section. Will be pre-populated. However, if you have multiple sections in one ICON site, indicate the section or section(s) with which you want to associate the exam. You may also choose "All Combined Sections" to indicate that the exam could be assigned to an individual in any of the sections in your ICON site.
- Audience. Select "Individual" to indicate a single student or small group of students will need proctoring. Depending on your section, it may appear as the only option in this drop-down menu.
- Exam Medium. Select "Paper", "ICON", or "Other Online" from the drop-down menu. If your exam is completed online and requires a password to open, please be sure to add the exam password to the "Proctor Instructions" field. If your online exam is completed in ICON Quizzes, visit this page for adding extended time to a student's online exam. NOTE: Respondus Lockdown Browser, often used in ICON Quizzes, is not compatible with most adaptive technology.
- Delivery Method. Select "Iowa City Test Center Only" for students to test at a campus test center. Campus test centers include both our North Campus test center and the SDS test center.
- Window Start. Click in the box for a pop-up calendar to appear. Choose a start date, then select the earliest date and time you want to allow the student to schedule the exam and click on "Ok."
- Window End. Click in the box for a pop-up calendar to appear. Choose an end date, then select the latest date and time you want the student to finish the exam and click on "Ok." If your student has extended time accommodations, you will need to set a window that is inclusive of total exam duration + extended time. Best practice is to allow the student a 24-hour period to schedule the exam. This allows the student to start at a time that fits best in with their schedule on the given day.
- Duration. Enter the amount of time allowed for the student to complete the exam without any accommodations for extended time. Any extended time will be calculated by the portal when you save the proctored exam request. The exam duration + extended time directly affects the scheduling options a student has in the portal. The narrower the exam window the fewer options the student has when scheduling. Keep in mind that even though you do not need to add accommodations for extended time in the portal, extended time does need to be added to the exam in the Quizzes page of ICON. Visit this page to learn to add extended time to a student's online exam.
- Exam Source. Select "New." However, you may see other options in this drop-down menu.
- Exam File. For paper exams, click on the upload button and add either your PDF or Word doc version of the exam the student should complete. Be sure to mark the exam file as "Active." "Active" files print for students. "Inactive" files will not be printed for students. Completed paper exams will be scanned and returned digitally through the portal. If your exam is completed online, there is no need to upload a paper copy. You may also complete this step later.
- Materials Allowed. By default, no materials are allowed. Click on the gold plus (+) button to add any materials that the student may use during the exam. Some examples include scratch paper, Gradescope bubble sheets, calculators, or notes.
- Proctor Instructions. You can use this field to add information like passwords for online exams, where or how proctors should access the online exam, unique proctor instructions, or if you plan to personally pick up completed exams from the test center. Depending on the exam type, you may or may not have this field available to you.
- Student Instructions. You can use this field to add information about the exam for the student to review before they schedule. This information will not be available to the student when they arrive at the test center as it is only found in the portal. Depending on the exam type, you may or may not have this field available to you.
- View Students. To assign a student to your proctored exam request, click the View Students button. In the pop-up window that appears, click the gold plus (+) to bring up a list of the students in that section. Select the desired student. If the student has accommodations, those will now appear and any additional time needed will be calculated automatically into the available scheduling options. If you have multiple students allowed to complete the exam within the same exam window, same exam duration, and with the same materials allowed, those students can be added one at a time to the same request. If there are differences in the exam window, exam duration, or materials allowed, please add separate requests for each student. You may also complete this step later.
- Save or Submit. After you assign a student to the proctored exam request, press Submit to finish your request. If you would like to wait until later to assign the student, then scroll to the bottom of the window and click Save.