Remote Online ProctoringBEST PRACTICES

Introduction Amanda Jayakeerthi – President/CEO of ExamRoom.AI Vinod Jayakeerthi – Managing Principal of ExamRoom.AI What is ExamRoom?

ExamRoom is a web-based remote proctoring platform Providing remote proctoring for all exam levels

Remote proctor for computer and paper-pencil based exams

Provide live and AI proctoring

Who is ExamRoom? Developed as an in-house solution for Prov, Inc. (a test

delivery/development company) Prov, Inc. had difficulty finding a vendor to meet our

needs ExamRoom grew by word-of-mouth and was created as

its own entity

Understanding What Services

You Need –Full Integration

• Before speaking with remote proctoring vendors, have an idea of the process flow you prefer for your candidates

• Do you want full integration with your testing platform and/or Data Base and the remote proctoring vendor?

• With full integration, candidates/students will access the exam portal from a single sign-on point, usually within an LMS (Learning Management System) or client website

• Full integration allows for automated transfer of candidate/student information from the client to the remote proctoring vendor

• Most vendors will require First/Last Name, email, phone number, name and duration of exam, any access codes or passwords required

• Full integrations can take a couple weeks or months based on the vendor and if they are already integrated with that specific platform

• Integration will usually occur through APIs or LTIs

Understanding What Services

You Need -Partial or No

Integration

Do you prefer partial or no integration? Based on the vendor, you can either supply the

information manually through a bulk import Usually via Excel or Google Spreadsheets

The vendor may have a portal to enter the information manually

By supplying the exam URL (and any required passwords) The candidate can create an account on the

vendor’s site and select and/or schedule the exam themselves

Will the candidates be able to schedule their own exam? Or will the organization choose the day and time for the exam? Prescheduled vs. self scheduled

Proctor to Candidate

Ratios

Some vendors will proctor 25 or more candidates to a single proctor

With some vendors you can request a 1:1 ratio, but be prepared to pay a higher fee for the service

Essentially, the lower the proctoring rate the better: This allows for a more efficient and proper

monitoring of the candidates When speaking with vendors, be realistic about

your volume in the event the remote proctoring vendor needs to ramp up to support the volume

In the event of a ramp up, contract periods or requirements may change due to the incurred costs of the vendor

Identity Verification

and Environment

Scan

While checking in the candidate, all vendors follow the same protocol with slight variations: Scan of picture ID and face

Some provide voice and typing DNA verifications

Some vendors will require candidates to answer a few security questions

Room scans are performed to secure the area, checking for:

Prohibited items and prohibited people

Ensure that there are no books, references, or items to aid or cheat during the exam

There are no additional devices or monitors, wired connected and Bluetooth

Additional tools Some vendors, possibly at a cost, will provide candidates with

special cameras to allow for a fuller view from the webcam

Vendors may provide an app or device to provide an additional stream to see the candidate from multiple angles

Process for Technical

Issues During the Exam

When testing over the internet, there are bound to be issues with internet connections, Wi-Fi, and the physical device

Are the candidates required to download anything and is support provided for download assistance?

It is important to discuss with vendors their policy in getting candidates reconnected to their exam: Do they provide technical support on hand?

Is there a charge for technical support?

How do the candidates reach out for assistance?

Chat, phone, email, or does the tech support reach out first

How long will they try to work with the candidate to get connected to the exam and finish?

If the candidate is not able to connect to the exam, what is the process?

Do they reschedule the exam for the candidate?

If so, what is their policy?

Does the vendor notify you? Or;

Do they require the candidate to reach out to their exam sponsor?

Does the vendor provide a link for candidates to test their systems in advance?

Benefits of Live vs. AI

Proctoring

While AI is on the rise, how comprehensive and accurate is it? AI can detect basic situations like switching tabs, multiple

people, movement, sound

Cannot read facial features or behavior changes

Some clients prefer AI based on a large volume of exams being administered and may opt for an auto check-in method This when a candidate will provide the information with

out being directed by a live person

AI proctoring is usually less expensive due to less resources required

Vendors will provide the option of a professional review

After completion of the exams, the vendor will assign proctors to review the videos

Most vendors will require 48-72 hours to provide any reports as needed (based on the volume)

Does the vendor allow for manual review and access to video reports?

Benefits of Live vs. AI

Proctoring

With a live proctor, the proctor can detect behavioral changes in the candidate Based on eye and body movement Lip movement

Live proctors can catch suspicious behavior when it happens, as opposed to after the fact

Live proctors are on hand to assist candidates with technical issues or provide guidance on accessing the exam Entering passwords, profile information, ensuring

payment is made as needed (based on the testing platform)

Does the vendor support client proctoring?

Cost and Fees

Vendors will give the cost for each proctored exam session Based on the duration of the exam Will apply fees for any additional features

Check with the vendor if they charge and of the following fees: Maintenance Annual Integration fees Processing fees Customer (for candidates and clients) fees Any additional or hidden fees

Be sure to ask if they charge extra for ADA requirements (ex. when time must be added)

Accreditation Compliance

Make sure the vendor is compliant and can provide documentation for your accreditation body

Make sure the vendor provides services for candidates that qualify for ADA accommodations And can produce a VPAT or similar document

Exam Integrity

Speak with your potential vendors about the services and features they provide for exam security and integrity

What features or process are put in place to detect or deter candidates from stealing exam content?

How is cheating detected? What are the steps taken when cheating is

suspected? While all vendors have a process when cheating

is detected, make sure they adhere to yourprocess (for example): If you want the proctor to stop the test

immediately, or; Contact your point person (before cancelling) if

there is an issue

Conclusion In conclusion, it is important to know what services and features are most important for your exams

Make sure the vendor adheres to your policies and proctoring rules

Vendors should be able to answer or provide information to accreditation bodies and ADA requirements

Make sure that you partner with a company who will provide candidate support before, during, and after the exam

Consider the type of proctoring AI vs live person: Would you rather have the incident stopped right away

or is it acceptable that potential cheating be addressed afterwards?

Thank you for your time!