Add a new proctored exam request for an individual student.

What you need to know

If your student has a make-up exam to complete from a prior semester, they should contact you first to discuss possible makeup date/time options. A student must complete any required unfinished work, which can include exams, to convert a grade of Incomplete. The unfinished work which must be completed and deadlines for completion vary from college to college. You are encouraged to closely review the Incomplete policies for your college.

Please keep in mind that Midterms and Final Exam weeks are the busiest weeks of the year at our on campus test center. We do not recommend allowing make-up exams during these time periods. If you choose to have your student complete a make-up exam from a previous semester during the current semester's Midterm or Final Exam weeks, we recommend allowing your student flexibility in scheduling the exam appointment.

Whether your exam is paper or online, the first step is to add a proctored exam request to the Proctored Exams Portal in the prior semester's ICON site. Once the request is created, please notify Exam Services staff via email. 

ICON sites from previous semesters have a default closing date at the end of that term. This default means that students will no longer have access to assessments in the closed ICON site. If the make-up exam is online,  Exam Services staff can help to extend the term dates so that your student can take the online test.

Students do not have access to the Proctored Exams Portal in any ICON sites from previous semesters, even after semester closing dates have been adjusted. Once you have entered the proctored exam request, let your student know that Exam Services staff will need to assist with scheduling. Your student should contact us soon as possible after the proctored exam request is submitted.

Step-by-step directions: Make-up exam from a prior semester

  1. Proctored Exams Portal. If the portal is not visible in the left menu bar of the ICON site where the missed exam occurred, add the Proctored Exams Portal to ICON.
  2. Manage. Click the Manage button next to the original proctored exam request for the whole class.
  3. Clone. From the menu that appears, select Clone to make a copy of the original exam request.
  4. Exam Name. Adjust the title of the copied proctored exam request, e.g., add the student’s last name.
  5. Exam Section. Do not change the exam section.
  6. Audience. Change the audience from all students to individual.
  7. Exam Medium. Do not change the exam medium.
  8. Delivery Method. Select "Iowa City Test Center Only" for students to test at an campus test center. Campus test centers include both our North Campus test center and the SDS test center and also include our satellite test center during Finals Week.
  9. Window Start/Window End. Adjust the start/end dates and times as necessary for the make-up exam. Be sure to lengthen the window sufficiently if a student has extended time accommodations.
  10. Duration. If necessary, adjust the number of minutes the student needs to finish the exam excluding any SDS accommodations for extra time. If the exam is online, keep in mind that even though you do not need to add accommodations for extended time to the exam duration 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.
  11. Exam Source. Do not change the exam source.
  12. Exam File. Do not change the exam file.
  13. Materials Allowed. Update any materials allowed if necessary.
  14. 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. 
  15. Student Instructions. Do not add information to this field. It will not be visible to students.
  16. 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 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 to the same exam 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.
  17. 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 on the Save button to save for later.
  18. Email. Contact your student via email to let them know that you have added a proctored exam request to the portal in the previous semester's ICON site. You should also inform them that because the portal will not allow students to schedule in previous semesters, they will need to contact Exam Services for assistance.

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Picking up a 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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