Managing Proctored Sessions

Proctored sessions allow you to supervise assessments in controlled environments, ensuring assessment integrity and security. Proctors can monitor multiple users taking assessments simultaneously.

Understanding Proctored Sessions

What Are Proctored Sessions?

Proctored sessions are supervised testing environments where:

• A proctor oversees assessment administration
• Users join sessions using enrollment codes
• Sessions can be scheduled for specific times
• All activity is monitored and recorded

When to Use Proctoring

Use proctored sessions for:

• High-stakes assessments
• Certification exams
• State-mandated testing
• Professional development evaluations
• Any assessment requiring supervision

Creating Proctored Sessions

Requires proctor role

Setting Up a Session

1. Navigate to Learn → Proctored Sessions
2. Click New Session
3. Enter session details:
   • Session Name - Descriptive name for the session
   • Assessment - Select the assessment to proctor
   • Proctor - Assign the supervising proctor
   • Enrollment Code - Create or auto-generate access code
   • Session Date/Time - Schedule when session occurs
   • Duration - Maximum time allowed for session
4. Configure session settings:
   • Auto-enroll - Allow users to join with enrollment code
   • Maximum Users - Set participant limit
   • Late Entry - Allow joining after start time
5. Click Create Session

Session Configuration Options

Enrollment Settings:

• Manual Enrollment - Add specific users to the session
• Auto Enrollment - Users join using enrollment code
• Hybrid - Combine both enrollment methods

Timing Controls:

• Scheduled Start - Session begins at specified time
• Flexible Start - Proctor controls when session begins
• Time Limits - Individual or session-wide time limits

Security Options:

• Browser Lockdown - Restrict browser functionality
• Screen Monitoring - Track user screens during assessment
• Identity Verification - Require ID confirmation

Managing Session Participants

Adding Users to Sessions

Manual Addition:

1. Open the proctored session
2. Click Add Users
3. Select users from your organization
4. Choose enrollment options:
   • Send email invitations
   • Provide enrollment codes
   • Set individual time limits
5. Click Add Selected Users

Bulk Import:

1. Click Import Users
2. Download the template file
3. Fill in user information
4. Upload completed file
5. Review and confirm additions

User Status Management

Monitor participant status:

• Invited - User has been added but not joined
• Waiting - User has joined but session not started
• In Session - User is actively taking assessment
• Complete - User has finished assessment
• Disconnected - User lost connection during session

Proctor Dashboard and Controls

Starting a Session

1. Navigate to your assigned proctored session
2. Review participant list and session settings
3. Click Start Session when ready
4. Monitor the proctor dashboard for real-time updates

Dashboard Features

Participant Overview:

• Live participant count
• Status of each user (waiting, active, complete)
• Progress indicators for each assessment
• Time remaining for each participant

Session Controls:

• Pause/resume individual participants
• Send messages to all or individual users
• Extend time limits as needed
• Handle technical issues

Monitoring Tools:

• Real-time activity feeds
• Screen sharing views (if enabled)
• Alert notifications for suspicious activity
• Chat communication with participants

Monitoring Test Progress

Real-Time Tracking

The proctor dashboard provides:

• Active Users - Who is currently taking assessments
• Progress Bars - Completion percentage for each user
• Time Tracking - Elapsed and remaining time
• Status Updates - Real-time activity notifications

Assessment Analytics

Monitor key metrics:

• Participation Rate - Users who joined vs. invited
• Completion Rate - Users who finished vs. started
• Average Time - Time taken across all participants
• Score Distribution - Performance overview

Progress Indicators

Track individual progress:

• Questions answered vs. total questions
• Time spent on each section
• Number of attempts per question
• Flagged questions for review

Handling Technical Issues

Common Issues and Solutions

Connection Problems:

1. Check user’s internet stability
2. Refresh browser or restart application
3. Switch to backup device if available
4. Use phone hotspot as alternative connection

Browser Issues:

1. Clear browser cache and cookies
2. Disable browser extensions
3. Use supported browser (Chrome, Firefox, Safari)
4. Enable required browser permissions

Assessment Access Problems:

1. Verify enrollment code accuracy
2. Check session status (not expired/cancelled)
3. Confirm user permissions and assignments
4. Reset user session if needed

Emergency Procedures

System Outage:

1. Document affected users and progress
2. Pause session for all participants
3. Communicate with technical support
4. Reschedule session if necessary
5. Preserve partial progress data

Individual User Issues:

1. Use proctor chat to communicate with user
2. Extend time limit if technical delays occurred
3. Allow session restart from last saved point
4. Document issue for session records

Session Communication

Messaging Features

Broadcast Messages:

• Send announcements to all participants
• Provide time warnings and updates
• Share important instructions during session

Individual Communication:

• Private chat with specific users
• Provide technical support
• Address individual concerns

Communication Best Practices

1. Pre-session - Send clear instructions and requirements
2. During session - Provide regular time updates
3. Technical issues - Respond promptly to user concerns
4. Post-session - Confirm completion and next steps

Session Completion and Results

Ending a Session

1. Monitor all participants for completion
2. Handle any remaining technical issues
3. Allow grace time for final submissions
4. Click End Session when all participants finish
5. Generate session summary report

Results Processing

After session completion:

• Automatic Scoring - Objective questions scored immediately
• Manual Review - Essay questions require proctor scoring
• Result Distribution - Scores sent to participants and administrators
• Certificate Generation - Automated for passing scores

Session Documentation

Maintain records of:

• Participant attendance and completion
• Technical issues encountered
• Time extensions granted
• Communication logs
• Final assessment results

Best Practices for Proctoring

Pre-Session Preparation

1. Test Technology - Verify all systems work properly
2. Communicate Requirements - Send clear instructions to participants
3. Prepare Materials - Have contact information and procedures ready
4. Set Expectations - Explain rules and consequences clearly

During Session Management

1. Monitor Actively - Stay engaged with dashboard throughout session
2. Respond Quickly - Address technical issues promptly
3. Document Issues - Keep detailed records of problems
4. Maintain Fairness - Apply rules consistently to all participants

Post-Session Follow-up

1. Review Results - Check for any anomalies or issues
2. Process Appeals - Handle any technical issue claims
3. Generate Reports - Document session outcomes
4. Improve Processes - Note lessons learned for future sessions

Proctored sessions ensure assessment integrity while providing the flexibility to accommodate various testing scenarios and requirements in your professional development programs.