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Seton Hall University

Exam Proctoring Procedure

Purpose

To ensure that students with disabilities receive equitable access to exams through approved accommodations, while maintaining academic integrity in accordance with Seton Hall University policies.

Scope

This process applies to Disability Support Services (DSS) staff involved in the proctoring of exams for students with approved accommodations at Seton Hall University.

1. Exam Administration Responsibilities

1.1 Responsibilities of DSS

  • Provide a secure, distraction-reduced testing environment.
  • Implement only accommodations approved through the interactive process with DSS.
  • Coordinate exam logistics with faculty, including secure delivery and return of exams.
  • Ensure all exams are administered during approved times and under specified conditions.
  • Maintain confidentiality of student records and testing content.
  • Notify faculty of any suspected academic misconduct.

1.2 Responsibilities of Students

  • Submit exam accommodation requests at least four academic or class days before the test via the Alternative Testing form in the AIM system.
  • Communicate scheduling needs in a timely manner.
  • Follow DSS and university rules for test-taking behavior.
    • Bring only approved materials into the testing area such as:
    • Exam Materials
    • Writing Utensil
    • Laptop (if permitted)
    • Calculator (If permitted)
    • Water (If permitted)
    • Any other materials expressly permitted by the professor administering the exam.

1.3 Responsibilities of Faculty

  • Discuss and agree upon test accommodations with students in a timely manner.
  • Submit exams and proctoring instructions at least 24 hours prior to the scheduled exam.
  • Clearly identify time limits, permitted materials, and any specific instructions.
  • Notify DSS of any suspected academic misconduct.

2.  Academic Integrity Guidelines

2.1 Security Measures

  • All personal items (e.g., bags, smartwatches, phones, hoodies, jackets, hats) must be stored outside the testing area or away from the access of the testing student.
  • Testing spaces are monitored by cameras and/or staff.
  • Students are seated to prevent collaboration or access to unauthorized materials.
  • DSS staff regularly check testing spaces during exams.

2.2 Handling Academic Misconduct

If a staff member suspects a violation of academic integrity:

  • Allow the student to complete the exam unless behavior is disruptive.
  • Document the incident, including date, time, observations, and any evidence.
  • Secure any unauthorized materials.
  • Submit an incident report to the Professor
  • Professor is contacted following exam completion with notification of the incident. The professor will be provided with all available evidence including any video recording, unauthorized materials secured by staff, and written observations by staff.

2.3 Documentation and Records

  • Maintain logs of exam start/end times, accommodations used, and staff notes.
  • Retain surveillance footage or photos if available, in accordance with institutional privacy guidelines.

3. Best Practices

3.1 Staff Training

  • Train proctors and student employees in disability accommodations and FERPA.
  • Conduct mock proctoring sessions and case studies of misconduct scenarios.
  • Emphasize equitable treatment and avoiding assumptions about disability or intent.

3.2 Communication Protocols

  • Use standardized forms and secure portals for exam requests and returns.
  • Clearly post procedures for students and faculty on the DSS website.
  • Establish a point-of-contact for urgent issues during exam administration.

3.3 Testing Environment

  • Ensure lighting, ventilation, and furniture support a comfortable testing experience.
  • Minimize auditory and visual distractions.
  • Provide assistive technology as needed (e.g., screen readers, speech-to-text tools).

3.4 Accommodation Fidelity

  • Ensure only approved accommodations are used (e.g., extended time, breaks, assistive technology).
  • Do not alter accommodations without written consent from the appropriate disability services administrator.