Proctoring

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Thousand Oaks Library Exam Proctoring Guidelines for Students

The Thousand Oaks Library offers proctoring of examinations from a variety of institutions as a service to the community. Requirements and details of the process differ somewhat among various testing institutions, but this outline should serve as a general guide to the process.

  1. When a student needs to be proctored, he or she should call Judi Bumstead at 805-381-7325, or email her at jbumstead@tolibrary.org to begin the process.
  2. Judi will ask the student for his/her email address so that she can send the student the following information for the school/institution: Proctor name, title, address, email, phone number, and fax number.

    Judi Bumstead
    Sr. Library Assistant
    Thousand Oaks Library
    1401 East Janss Road, Thousand Oaks, CA 91362

    jbumstead@tolibrary.org
    phone: 805-381-7325
    fax: 805-373-68583

  3. The student is responsible for sending the above information to his/her school/institution.
  4. After the school has received this information, there are several different scenarios: The school/professor may call the proctor. Usually they will email the proctor with any additional questions or proctoring instructions. The proctor may be asked to fi ll out a form to return to the school.
  5. Once the proctor has been approved by the school to administer the test, the school will send the proctor the test materials, either by mail, FedEx or email.
  6. As soon as the test materials are received, the proctor will call the student to let him/her know the test has arrived.
  7. Once the exam has arrived, the test can be scheduled. Tests are proctored between the hours of 8:30 a.m. and 4:30 p.m., Monday - Thursday, and 7:30 - 10:00 a.m. on Friday. The test must be completed by 4:30 p.m. Monday - Thursday and by 10:00a.m. on Friday. Please make this appointment as soon as possible, as the proctor’s
    availability is not guaranteed and the conference room where the tests are administered must also be available. Schedule the test at least one week in advance. We cannot guarantee that a certain day or time will be available. Often tests are proctored only one day a week. Planning ahead is extremely important.
  8. Please note: If the student is taking an online exam, he/she must provide his/her own laptop. The Library will provide a cable to connect the laptop to the port. Note that wireless connections may not work due to time limitations imposed by the Library. The student will be allowed to establish contact with the testing institution and enter the necessary ID codes. The password that was provided by the school will be entered by the proctor on the computer. If the school will not allow the student to use his/her own computer, please let the proctor know ASAP so that she can reserve one of the Library laptops for the student.
  9. When the student arrives, the proctor will request a photo-ID to verify identity. The proctor will explain or read the general requirements to the student, such as materials allowed or banned during the examination (e.g. notes, books, calculator, etc.), and that use of cell phones, pagers, etc. will result in the exam being voided immediately. The student will be asked to examine, read, sign and date any documents necessary, including the answer sheet if used. The proctor will explain the time limits allowed for the exam.
  10. The student must bring their student I.D. number to the proctoring sessions. Most schools require this information on their tests.
  11. The proctor is usually required to remain in the room with the student while the exam is in progress to ensure that the rules set by the testing institution are followed.
  12. On completion of the exam or the time allowed for the exam if not completed, all materials will be collected – the answer sheet, exam, and course evaluation if provided (the evaluation is generally voluntary.) The proctor will sign the proctor certificate and provide any additional information requested (the form and format will differ among testing institutions – for example, BYU uses part of the ScanTron sheet for this purpose.
  13. Payment of the examination fee is due at this time (see Proctoring Fees below) and can be paid by cash or check made out to the “City of Thousand Oaks.” Please note that if there are any complications with the test administration, such as the professor providing the wrong password, the student will be responsible for paying for any time involved. A receipt will be given to the student for the payment. It is tax deductible.
  14. If the exam is to be sent by FedEx, the proctor will call FedEx to schedule a pick up. The FedEx package must be prepaid and addressed by the student or school.
  15. The student or the school must provide a self-addressed stamped folder/package/envelope to return the exam. The Library will not send the exam without prepaid postage and addressed folder/package/envelope.
  16. The proctor will place the requested materials in the return folder/package/envelope, seal and mail it shortly after the test is completed.
  17. Cancellation of a proctoring reservation is the responsibility of the student. Failure to notify the library of a cancellation will affect future proctoring privileges. Cancellation must be 48 hours in advance. In extreme circumstances, the Library reserves the right, with 48 hours notice, to cancel or change a proctoring appointment.

Proctoring fees:
1st hour = $50
All or part of any additional hour = $25