Frequently Asked Questions

What is online proctoring and why is UNE trialling this in some exams?

‘Proctoring’ is another word for exam supervision.  A number of companies worldwide offer this service and UNE is working with ProctorU.

ProctorU is a live online proctoring service that allows you to take your exam from the comfort of your home.  This means that a real person will supervise your exam in real time via your webcam. Using your computer’s webcam, microphone and speakers, you will be able to communicate with your proctor as they guide you through the process of proving your identity, ensuring you are working under exam conditions and logging you in to start your exam.  There is also a webchat facility to communicate with the proctor.  The proctor is able to assist you with any technical issues or problems with the exam. Once you start your exam, their presence will not be obvious but they will continue to monitor you and the applications on your computer.

UNE is an online university and we want to provide you with the flexibility and options that an online platform brings, while retaining the integrity of a supervised exam.  There are a number of benefits this technology could provide to students, academic staff and to the university.  Benefits include having much more flexibility in when exams can be held, reducing our carbon footprint, being able to offer rich media in exam questions and removing the issues involved with marking handwritten work.

We are excited about the benefits to students which include the possibility of choosing your own exam start time (within the specific exam availability window) and removing the need to travel to an exam venue.  We hope this will make your university study much more accessible and make it easier to balance your work, family and study commitments.

At the moment, only a very small number of units are included in the pilot of this technology in Trimester 2, 2017.  We hope to learn from the pilot and if it provides the benefits we expect, we plan to implement this more widely in trimesters to come.

To get a feel for how an exam is supervised online, check out this video https://vimeo.com/129576577#t=105s

I want to sit my exam online. How do I get started?

You will need a webcam, speakers, microphone (often this is built into the webcam), a reliable internet connection and a suitable space where you won’t be interrupted.

On the day of your exam you will need official photo ID, and a small mirror to show the webcam that your screen does not have any notes attached.

Your Moodle site for the unit included in this trail has an ‘Exam Information’ tile with information and links to test your equipment and internet speed, create your ProctorU profile, and register for our ‘Try-It-Out’ exam.  This should only take 30 minutes of your time in total though you will need to book your ‘Try-It-Out’ exam at least 72 hours before you sit it.  This practice exam does not have any unit related questions and is simply a chance for you to get a feel for how it works and to make sure you have everything in place.

The practice exam is intended to give you enough information to decide whether or not you want to sit your exam online.

If you do want to sit the exam online, please be sure to let us know via the registration tool on the ‘Exam Information’ tile in your Moodle site as early as you can and by 15th September so we can manage the logistics.

  • Do you have the gear you need? Check here https://www.proctoru.com/tech-requirements/
  • Check your computer setup and internet bandwidth here https://test-it-out.proctoru.com/
  • Create your ProctorU profile by clicking on the link in the ‘Exam Information’ tile in your Moodle site
    • If you use a preferred name in Moodle, make sure the name you use in your ProctorU profile is the legal name that appears on your official photo ID.
    • If asked to select an institution, be sure to select "UNE - Australia"
  • Register for the ‘Try-It-Out’ exam by clicking on ‘Schedule New Session’ in the ProctorU interface
  • Log in for your ‘Try-It-Out’ exam to see how it works and get a feel for it before you decide if you want to sit your real exam online
  • Let us know asap and by 15th September if you want to sit your real exam online via the link in the ‘Exam Information’ tile in your Moodle site
  • We will send further instructions to those who opt in

If you are considering using a computer owned by a library or your workplace, you need to test this equipment first.  Some public and workplace computers do not allow you to install software or updates and this may prevent you from accessing your exam online.  We highly recommend taking the ‘Try-It-Out’ exam on the equipment you intend to use to work out any issues before the day of your real exam.

Can I sit all of my exams online now?

No, not yet.  Only a small number of units are included in the pilot of this technology.  If everything goes as expected, we hope to implement this more widely in future trimesters.

How do I prepare my space to provide ‘exam conditions’?

You will need to provide ‘exam conditions’ in the space you choose to sit your exam in.  This means conditions very similar to what you would expect in an exam centre.

You need to be in a well-lit room, with no other people present (including children) and no interruptions.  We suggest that you let your friends and family know that you are sitting your exam and require a private quiet space for the duration.  Put a sign on your door asking people to come back later and turn your voicemail on.

Your workspace should be free of papers, books and sticky notes and your walls should be clear of any documents or materials which may be relevant to the exam.   Remove anything on your desk that is not related to your exam.

Your mobile phone, smart watch or other devices should be turned off or put away.  You are not permitted to wear headphones.

As you will not be able to leave the view of the webcam, you should attend to any pets, arrange for children to be cared for away from your exam space, have a snack, a drink of water and a toilet break before you start your exam.

Do I need photo ID?

Yes, and it is not possible to gain access to your online exam without official photo ID.  UNE photo ID cards, License or Passport are acceptable forms of ID.

Your ID will be checked to ensure the name matches the name on your ProctorU profile and your Moodle account.

If you have recently changed your legal name, or if we know you by a preferred name and your ID does not match the name we have for you, please contact the Online Supervised Exams Project Team by replying to the email invitation we sent to your UNE email account or via AskUNE https://askune.custhelp.com/app/ask

Why can’t I leave the view of the webcam?

For integrity reasons, the exam supervisors ensure that students are not accessing unauthorised materials during the exam.  For this reason, students may not leave the view of the webcam.

Please ensure that you have all allowed materials you will require (eg ID card, mirror, calculator, and allowed notes or texts, drink of water or medication required) in your workspace before you start.  The supervisor will check these.

We recommend that you turn the oven off, put the cat out and take a toilet break before you start your exam. Please note that you will not be able to attend to children during your exam so you may need to make arrangements for children to be cared for away from your exam space.

Any absences from the view of the webcam will be reported to UNE as an incident for investigation under possible Academic Misconduct procedures.

Do I still have to attend the pen/paper exam at my exam centre?

No, please don’t sit the pen/paper exam if you completed your exam online.

While we don’t expect any problems and we have already tested the technology thoroughly, this is a trial so if things don’t go as planned or you just decide it’s not for you, your paper exam will still be in place at your usual exam centre.  If you advise us that you will sit your exam online, we will not expect you to attend your exam centre.  Please advise the project team directly if you decide to opt out of the online exam or have any issues on the day.

What if I can’t or don’t want to sit my exam online?

No worries, just go to your normal pen/paper exam according to the exam timetable and venue information which appears at http://my.une.edu.au/ (My Examinations Details).

You are invited to opt-in to the pilot if you wish, but there is no obligation to do so.

What are the system requirements to use ProctorU?

You will need to use a laptop or desktop computer which meets the technical requirements.  Mobile devices, tablets, iPads and phones are not supported at the moment.

View the technical requirements here https://www.proctoru.com/tech-requirements/

The following are currently not supported

  • Google Chromebooks
  • Android tablets (Nexus 7, etc.)
  • iOS tablets (iPad, iPad mini, etc.)
  • Linux operating systems
  • Microsoft Surface RT

Note: We do not proctor computers running virtual machines. If you are running a virtual machine when you come in, you will be asked to close your virtual machine and boot into your actual operating system to take your test.

You can check your web cam and microphone setup and internet bandwidth here https://test-it-out.proctoru.com/

If you are considering using a computer owned by a library or your workplace, you need to test this equipment first.  Some public and workplace computers do not allow you to install software or updates and this may prevent you from accessing your exam online.  We highly recommend taking the ‘Try-It-Out’ exam on the equipment you intend to use to work out any issues before the day of your real exam.

How can I tell if my internet speed is fast enough?

You will need an internet connection which supports at least

  • Minimum Download Speed of 0.768 Mbps (recommended 1.5 Mbps)
  • Minimum Upload Speed of 0.384 Mbps (recommended 1 Mbps)

You can check your computer setup and internet bandwidth here https://test-it-out.proctoru.com/

We recommend that you test your internet speed at the same time of day that you are planning to sit your exam, as it can vary.

Plan to use a wired connection as wireless connections can be a little less reliable.

Also, be aware that if you have an internet access plan where your speed slows once you consume your monthly quota, this may create issues for you.  You should speak to your internet service provider if you think this may be an issue for you.

What if I don’t have a webcam?

You will need to buy or borrow a webcam if you would like to sit your supervised exam online.

We recommend a webcam with 1280×720 resolution and built-in microphone.  These are fairly inexpensive online or from a local retailer. If you want to take part, organise your webcam early so you don’t miss out.

Why do I need audio to sit my exam?

You will need a microphone (these are built into many webcams) and speakers.  You won’t be allowed to wear headphones during the exam so your speakers will either need to be external or built into your computer. Make sure the sound is turned up enough for you to hear the supervisor.  The microphone is an important aspect of ensuring the integrity of the exam and to prevent or detect students who may be attempting to cheat. Having audio also makes it easier for your supervisor to communicate with you and assist you during the authentication and login process or in case of any technical issues.

Can I use a tablet or mobile device, or virtual machine to take my exam?

Mobile devices, tablets, iPads and phones are not supported at the moment.  You will need to use a laptop or desktop computer which meets the technical requirements

https://www.proctoru.com/tech-requirements/

The following are currently not supported

  • Google Chromebooks
  • Android tablets (Nexus 7, etc.)
  • iOS tablets (iPad, iPad mini, etc.)
  • Linux operating systems
  • Microsoft Surface RT

Note: We do not proctor computers running virtual machines. If you are running a virtual machine when you come in, you will be asked to close your virtual machine and boot into your actual operating system to take your test.

If you are considering using a computer owned by a library or your workplace, you need to test this equipment first.  Some public and workplace computers do not allow you to install software or updates and this may prevent you from accessing your exam online.  We highly recommend taking the ‘Try-It-Out’ exam on the equipment you intend to use to work out any issues before the day of your real exam.

Do I have to do my exam at home or can I do my exam in a public space such as a library?

You don’t have to do your exam at home, but you will need to provide exam conditions wherever you choose to take it.  This means you may not have any other people in the room, and you should not be interrupted.   A private study room in a library would be fine, but a public space in a library, coffee shop or airport would not be suitable.

If you are considering using a computer owned by a library or your workplace, you need to test this equipment first.  Some public and workplace computers do not allow you to install software or updates and this may prevent you from accessing your exam online.  We highly recommend taking the ‘Try-It-Out’ exam on the equipment you intend to use to work out any issues before the day of your real exam.

How much does it cost?

Your online supervised exams are arranged free of charge, though in some cases a small fee may be charged if you do register less than 72 hours prior to your exam.

A late change to your nominated exam venue for a pen/paper exam will incur a $50 late fee.

What is an exam availability window?

UNE will set an open and close time for the exam and this may vary for each unit, though most will be open for 24 hours.  You will need to select your personal start time within that window of time, and register for this session at least 72 hours before the exam starts.  We recommend registering your session as early as possible to give you the most options when selecting your preferred start time.

During the pilot phase, the online supervised exam may be held on a different day to the pen/paper exam to allow you to attend the pen/paper exam should anything unforeseen issues arise with the online exam.

What happens if I miss my exam session?

If the exam availability window is still open, it may be possible to reschedule your start time at a slightly later time.  Login to your ProctorU account and start a chat with a proctor who may be able to assist you in rescheduling your exam.

If you have missed it completely, then it would be viewed in the same way as not attending a pen/paper exam and no marks are awarded.  If you have evidence of reasonable grounds for not being able to attend your exam, you may be eligible to apply for a special exam. http://www.une.edu.au/__data/assets/pdf_file/0004/13549/app-special-examination.pdf

What happens if I register late?

The exam will only be available for a limited time.  You need to register for your exam session at least 72 hours before the exam start time. You may not be able to select a session if you leave it too late or additional fees may apply.  Log into your ProctorU account to check if self-service is still available or access the webchat with ProctorU help desk representatives for assistance.

Alternatively you may contact the Online Supervised Exams Project Team via AskUNE or by responding to the emailed invitation.

What happens on the day of my exam?

You need to log into your ProctorU account prior to the exam start time where you will see a countdown until the time of your exam.  Click the blue "Go" button that says "Connect To Your Proctor Now." Once on the proctoring page, follow the steps on the right side of the page.

It takes a minute or two for a proctor to connect.  Once connected they will check your ID, check the applications and hardware running on your computer, ask you to move the webcam around your entire workspace to ensure all is in order and direct you to your exam.  You may be asked to type a passage of text to collect information on your typing style which will be used to authenticate you in later exams.  The exam will be in Moodle, so you will log in to Moodle using your usual username and password.

Once you start your exam, their presence will not be obvious but they will continue to monitor you and the applications on your computer.

You will need to alert them when you have finished your exam so they can ensure your work is submitted and you are logged out correctly.

To ensure any technical issues are sorted out before your exam, make sure you have checked your hardware, internet connection and sat the ‘Try-It-Out’ exam beforehand

  • Do you have the gear you need? Check here https://www.proctoru.com/tech-requirements/
  • Check your computer setup and internet bandwidth here https://test-it-out.proctoru.com/
  • Create your ProctorU profile by clicking on the link in the ‘Exam Information’ tile in your Moodle site
    • If you use a preferred name in Moodle, make sure the name you use in your ProctorU profile is the legal name that appears on your official photo ID.
    • If asked to select an institution, be sure to select "UNE - Australia"
  • Register for the ‘Try-It-Out’ exam by clicking on ‘Schedule New Session’ in the ProctorU interface
  • Log in for your ‘Try-It-Out’ exam to see how it works and get a feel for it before you decide if you want to sit your real exam online
  • Let us know asap and by 15th September if you want to sit your real exam online via the link in the ‘Exam Information’ tile in your Moodle site
  • We will send further instructions to those who opt in
What if something goes wrong during the exam?

ProctorU are able to assist with any technical issue you may experience with your webcam, audio and your connection to ProctorU.  They can delay the start of your exam or reschedule it while they help to resolve any issues, as long as there is still enough time within the exam availability window.

They have also been provided with contact details for UNE staff who can assist with issues related to Moodle or the exam itself, though their availability may be limited after hours. If something does go wrong which cannot be resolved, ProctorU will escalate an incident and the details will be notified to UNE.   We will then apply our usual processes such as special consideration to assist in resolving the issue. http://www.une.edu.au/__data/assets/pdf_file/0007/10222/app-special-consideration.pdf

During the pilot in Trimester 2, your paper exam will be in place for you in case of problems, though we do not expect that you will sit the exam in both modes.

What if I have a special need or disability?

If you have registered with the Special Needs Office and have a Study Access Plan in place which includes exam adjustments, and you wish to sit your exam online, please contact the Online Supervised Exams Project Team via AskUNE.  Or you can simply reply to the emailed invitation we sent to you and your response will come to us.  Depending on your adjustments, we hope to cater to your exam using the online platform.  If you use assistive technology, we will need to work with you to assess how you can access your exam online.  Taking advantage of the ‘Try-It-Out’ exam will give you a better idea of how this will work.

Does my lecturer still mark my exam?

Yes, your exam will still be marked by your UNE lecturer and your results will be provided in the same way and at the same time as students who sat the pen/paper exam.

What’s to stop people cheating in the exam?

Just like in a traditional pen and paper exam, there are a number of integrity measures to ensure students identity on entry to the exam, as well as making sure that the access of unauthorised materials or communication with others does not occur.

Using your webcam, microphone and audio, as well as a web chat facility, you will be able to communicate freely with your exam supervisor.  You will be able to see their face on your screen, but during your exam they will freeze their image so they do not distract you.

Firstly, you will need to show the supervisor (via the webcam) your official photo ID.  As well as this, facial recognition and typing style biometrics are used to verify your identity for the current and any future exams. A photo is taken of you and stored along with information about your exam session such as log in times, any technical issues etc.

The exam supervisor or ‘proctor’ will ask for access to view your computer remotely and will check that you do not have any cloned or duplicated devices and that you are not running any unauthorised software.  The supervisor will ask you to show them your surroundings and immediate workspace via the web cam.  You will need to be able to move your webcam around to show them this.  If your webcam is built in to your screen, you will also need a mirror to show them that the edges of your screen are clear of any notes etc.

The proctor will ask you to remove any unauthorised materials, mobile phones, and other people from your workspace before you can start.

Once your exam is started, the proctor will continue to monitor your face, your audio and your computer for the duration.  They will also be able to assist you with any technical issues you may experience in getting your webcam working or accessing your exam.

Leaving the view of the webcam during the exam, or reading the questions aloud will not be permitted.

If the proctor notices any aberrant behaviour or issues, they will escalate an incident report with details to UNE which may include photos, contents of the chat log and session log and possibly video footage.  This will then be investigated under usual UNE procedures, in the same way that an incident report from a pen/paper exam is investigated.

What about my privacy?

ProctorU is dedicated to keeping test-taker data secure during all aspects of business. Test-taker directory information is collected over a secure connection and stored for internal use only. ProctorU are TRUSTe certified.

A photo of you is captured and stored each time you sit an online exam with ProctorU.  This photo, and a sample of your typing style is used to verify your identity in current and future exams.  In case of suspected breaches of exam conditions, footage of your exam session may be captured and referred to a UNE administrator for investigation.  Session logs and chat logs are retained and may be viewed by designated UNE staff in suspected breaches of exam conditions or where an issue prevented you from completing your exam.

All information and images are used only for the purpose of administering and managing your exams, and are only accessible only by a limited number of authorised staff.

ProctorU’s privacy policy can be accessed here https://www.proctoru.com/privacy-policy/

Who can I contact if I have additional questions?

Contact the Online Supervised Exams Project Team by replying to the email invitation we sent to your UNE email account or via AskUNE https://askune.custhelp.com/app/ask

Where can I get assistance with a technical issue?

ProctorU can assist you with technical issues regarding your webcam and audio setup, setting up your ProctorU profile or scheduling a session or any other issue directly related to sitting your exam under their supervision.

You can click on the ‘Have Questions’ button within your ProctorU profile, or you can click on the ‘Need Support? Chat Now’ button on the bottom right of the screen at https://www.proctoru.com/

If you have questions around providing exam conditions in your own space, providing your photo ID, adjustments in exams for special needs or just general questions please do not hesitate to contact the Online Supervised Exams Project Team by replying to the email invitation we sent to your UNE email account or via AskUNE https://askune.custhelp.com/app/ask

Should you require more general IT assistance, you can access information and contact the UNE IT Service Desk via http://www.une.edu.au/current-students/support/it-services