Quality Matters



DEPC Exam/Assignment Scheduling and Cancellation

  • Instructors will schedule all semester exams/assignments with the DEPC by the end of week one of each semester. If their schedules change, they can send updates or modifications to the DEPC as soon as possible.

  • To schedule an exam/assignment time, students should call or stop by the DEPC at least one week in advance of their desired test date. Reservations are made on a first come, first served basis. The DEPC does not guarantee that students will be able to take the exam/assignment without a reservation.

  • Students needing an ADA accessible station or a desk for a written exam/assignment must request these accommodations when they schedule their appointment. Because of the limited number of these stations, the DEPC encourages students reserve these spots as early as possible.

  • Students who are late for a reserved exam/assignment time may forfeit their reserved space.

  • Students needing to set-up an off-campus proctoring session must follow the procedures explained on the Proctors page.

  • The DEPC asks students contact it if they cannot show for their scheduled appointment.

  • Students should contact their instructor concerning make-up exams. The DEPC cannot administer an exam/assignment outside of the available times set by the instructor.

  • Instructors will set a time limit for each exam/assignment, usually 50-120 minutes. Students should reserve a time that will allow them to complete the exam/assignment before the DEPC closes. Proctors will not extend operating hours to allow students to complete an exam/assignment. The DEPC will not schedule or begin exams/assignments within 45 minutes of closing.

DEPC for Instructors


Online Course Exams/Assignments

  • Instructors who require a test proctor for their course assessments must complete and submit the electronic DEPC Exam/Assignment Information form to the Coordinator of Distance Education and/or the DEPC IT Assistant.

  • The DEPC asks instructors to submit all requests by the end of week one of each semester in order to better coordinate scheduling. Instructors may send changes or updates to the DEPC as soon as possible. It prefers at least one week notice of any changes to a scheduled exam.

  • Written exam/assignment materials should be attached to the email request or delivered to the DEPC IT Assistantís mailbox. The test will be secured at the DEPC.

  • Electronic exams/assignments will be accessed via Cruiser or alternative learning management system used by the course. Where available, instructors must password protect the assessment and use the DEPC labís specific IP address to provide security. These options are available in the settings tab for assessments in Cruiser. Contact the Coordinator of Distance Education or the DEPC IT Assistant for assistance.

  • Instructors must indicate what help aids students can use, i.e., calculator, periodic table, etc. It will be assumed the test is closed book, no notes unless otherwise specified.

  • Many assessments will be uploaded in each courseís Cruiser assessment area for students to access from the DEPC. However, instructors can set up written assessments or provide a printed set of instructions for students to use to complete an online task. The DEPC requests instructors send all information concerning assessments at least two weeks before they are set to begin.

  • Any handouts to be used by students during testing should also be provided in an electronic format at this time.

  • The DEPC has limited seat availability at any given exam/assignment time, so instructors should emphasize the importance of scheduling an exam/assignment and not waiting till the last minute to take an exam/assignment to their students.

  • The DEPC recommends assessments be scheduled for no less than week but no longer than two weeks (to reduce the risk of cheating).

  • Faculty must notify the DEPC of any student needing a special test arrangement and/or provide alternative assessments for the student as soon as possible. This includes make-up exams.

  • Faculty must provide a roster of all online courses taking the scheduled exam/assignment. Students not on the roster will not be allowed to take an exam/assignment.

  • Faculty will handle all Academic Integrity issues that occur in the DEPC. Proctors will not stop students from completing exams (except when the time for the exam/assignment is over), but they will make notes of any incidents or suspicious behavior and send a report to the faculty member. Faculty must decide how to address the problem and follow SSCís Academic Integrity procedures.

  • Because no environment is 100% fail-safe, the DEPC encourages faculty to follow best practices when preparing exams to ensure academic integrity. Below is a list of common best practices for Distance Education proctored exams.

  • Students needing an off-campus proctor will submit the request for using an approved proctor form to the instructor. After verifying that the requested proctor has already been approved by the DEPC, the instructor can send exam/assignment instructions and materials to the proctor. Students must seek approval for new proctors and submit that form to the Distance Education Coordinator no more than two weeks before the exam is to be taken.

  • Sample syllabus description:

    • Distance Education Proctoring Lab (DEPC) and Online Exams/Assignments
      As a means to meet the increased demand that colleges verify the identity of students in online courses to ensure Academic integrity, Seminole State College requires online students complete 50% of the course grade in a proctored environment. The college has built the new Distance Education Proctoring Center to provide a quiet and secure environment for students to complete this 50% requirement. For those students unable to travel to campus, the distance education committee has created off-campus proctoring policies and procedures. These are available in the shared files section of your Cruiser class. Look for file "ssc_depc.pdf".

      Each online instructor will establish the specific exams and/or assignments that students must complete in person, either in the DEPC, with a faculty or staff member on SSCís campus, or at an off-site location with an approved proctor. Students should note the days these events are available and make arrangements to complete them on time. More details are available in the DEPC procedures file.


Proctored Exams Best Practices

  • Using the LMSís assessment tool, randomize questions and multiple-choice answers so that no individual student exam/assignment is the same.

  • Use the time feature to set a limit to how long students can take an exam/assignment.

  • Limit the number of times a student can attempt an exam/assignment.

  • Design the assessment so that students see only one question at a time. This not only helps them take the exam/assignment, but it also prevents copying and passing on of questions.

  • Limit the availability to take the exam/assignment to avoid students passing on text information to those taking it later. The DEPC recommends no exam/assignment last longer than 5 days. Another option may be to have two exams, A and B. The LMS allows instructors to specify which students can take an assessment, so half the class can be added to Exam/assignment A and the other to Exam/assignment B without them knowing there are two different exams.

  • Use more open-ended and essay questions, which make cheating more difficult.

  • Inform students of SSCís Academic Integrity policy and cover what constitutes cheating and plagiarism.

  • Include a DEPC Information section on the class syllabus with links to the DEPC web page.


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last updated August 2014