Add a new proctored exam request for an individual student.

What you need to know

Extended time and reduced distraction are the most common accommodations provided at the North Campus Test Center. All seats at the North Campus Test Center are considered reduced distraction by Student Disability Services (SDS).  Accommodations that can be fulfilled at the North Campus test center are listed on the student Letter of Accommodation (LOA) without an asterisk. 

Some student accommodations, denoted by an asterisk on the student LOA, need to be fulfilled at the SDS test center. These types of accommodations include use of adaptive equipment, scribes, and more. Visit the following page for more details about the different types of accommodations: https://sds.studentlife.uiowa.edu/accommodations

SDS accommodations that students have elected to use in your section display in the Proctored Exams Portal. If you are unable to fulfill your student's accommodations in the classroom, use the Proctored Exams Portal in ICON to arrange for the student to complete their exam(s) at a test center. 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 test center (based on their accommodations), 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 in-person section(s). 

Step-by-step directions

  1. Proctored Exams Portal. If the portal is not visible in the left menu bar, add the Proctored Exams Portal to ICON.
  2. 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. Stop here and scroll to the bottom of the page to learn more.
  3. New Exam. Click on the gold button in the upper right corner of the portal.
  4. Exam Name. Enter the exam name.
  5. 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.
  6. 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.
  7. 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.
  8. Delivery Method. Select "Iowa City Test Center Only" for students to test at an on-campus test center. On-campus test centers include both our North Campus test center and the SDS test center.
  9. 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."
  10. 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.
  11. 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.
  12. Exam Source. Select "New." However, you may see other options in this drop-down menu. 
  13. 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.
  14. 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, scantrons, calculators, or notes.
  15. 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.
  16. 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.
  17. 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.
  18. Save or Submit. After you assign a student to the proctored exam request, press Save 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 on the blue Submit button to finish your request.

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Cloning an exam

Cloning a proctored exam request means making an almost exact copy of an exam request. If you already have an exam request in the Proctored Exams Portal, you can reduce your work by cloning the request and then, editing only the details that differ. 

Let's say, in the portal, you have a proctored exam request for a student, who we will call Student A. Student A has accommodations for extended time. Student A has already scheduled a time to take the first exam at the test center. Now, let's say you have another student, who we will call Student B. Student B was recently approved for accommodations but is unable to take the exam at the same time as the rest of the class. To simplify your work in the portal for Student B, you can clone (copy) the proctored exam request for Student A. When you open the cloned request, you will note that in the copy all details have been copied over except for Student A's information and accommodations. You can easily revise the exam window, the student exam is assigned to, and anything else which may be different.

The example above is one of many ways you can use cloning to cut down on the work in the Proctored Exams Portal. To clone an exam request:

  1. Open the Proctored Exams Portal.
  2. Locate the proctored exam request that you wish to copy.
  3. Click the blue Manage button.
  4. Select Clone.
  5. Edit the proctored request that has been cloned and save.

Picking up the completed paper exams

By default, completed paper exams are scanned at the test center and digitally uploaded to the Proctored Exams Portal. To retrieve a scanned copy of a completed paper exam, click on the blue Manage button and select Scheduled Students. Click on the "View" link in the Uploaded File column and a PDF of the completed exam will open in a new window. For security reasons, completed exams cannot be sent via campus mail. If you plan to stop by the test center and pick up the hard copy of the completed exam, please indicate that in your proctored exam request.

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For other questions about the Proctored Exams Portal, call 319-467-4628 or email doe-proctor@uiowa.edu.

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