Policy for proctoring at the Test center

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Examination Proctoring Rules and Procedures

Purpose

The purpose of this policy is to establish consistent procedures for the secure, fair, and professional administration of examinations at Xavier University School of Medicine.

All faculty members, course chairs, system chairs, course directors, staff members, and other individuals assigned to examination proctoring are expected to follow these procedures.

The University considers examination integrity an essential component of academic and professional conduct. Any suspected violation of examination rules must be appropriately documented and reported.

1. Proctor Staffing

For major examinations, including Integrated Quizzes (IQs), Comprehensive Quizzes (CQs), NBME examinations, and other significant assessments the Proctor Ratio should be at least 1 proctor for every 20 to 25 examinees.

Additional proctors may be assigned depending on:

  • Number of students
  • Examination room size
  • Seating arrangement
  • Nature of the examination
  • Security requirements
  • Previous examination-security concerns

The Lead Proctor is responsible for coordinating the examination and ensuring that all applicable examination procedures are followed.

2. Responsibilities Before the Examination

Proctors should arrive sufficiently early to prepare the examination room.

Before students begin the examination, proctors should:

  • Inspect the examination room.
  • Ensure appropriate seating and spacing between students whenever possible.
  • Ensure desks and surrounding areas are free of unauthorized materials.
  • Confirm that examination computers, laptops, software, or other equipment are functioning appropriately.
  • Confirm that students are seated in their assigned locations, where applicable.
  • Verify student identification when required.
  • Ensure personal belongings are placed in the designated area.
  • Ensure unauthorized electronic devices are switched off and stored away.
  • Review any examination-specific instructions provided by the Course Chair, System Chair, Course Director, or administration.

3. Prohibited Items and Materials

Unless specifically authorized for a particular examination, students may not possess or access:

  • Cell phones or communication devices
  • Smartwatches or wearable electronic devices
  • Earbuds, headphones, or Bluetooth devices
  • Notes, books, papers, or study materials
  • Tablets or additional computers
  • Recording devices
  • Bags, backpacks, purses, or similar personal belongings at the examination workstation
  • Any other unauthorized material or device

Electronic devices must be completely switched off and stored in the designated area before the examination begins.

Any permitted examination materials must be specifically authorized in advance.

4. Communication of Examination Rules to Students

For every examination, the System Chair, Course Chair, or Course Director responsible for the examination must include the University's examination rules and academic misconduct expectations when communicating the:

  • Examination date
  • Examination time
  • Examination location
  • Reporting instructions
  • Other examination-related information

These instructions must be sent for every examination, even when similar instructions have previously been communicated.

The communication should remind students that:

  • Academic dishonesty and cheating in any form are strictly prohibited.
  • Students may not use or possess unauthorized notes, electronic devices, communication devices, smartwatches, earbuds, or other prohibited materials.
  • Students may not communicate with another student during the examination.
  • Students may not view, attempt to view, copy, or obtain another student's examination responses.
  • Students may not share or obtain unauthorized examination information.
  • Students may not photograph, record, reproduce, or distribute examination content.
  • Any suspected academic misconduct may result in immediate termination of the student's examination and removal from the examination room.
  • Academic misconduct will be formally reported and handled according to University policies and disciplinary procedures.
  • Serious violations may result in significant academic consequences, including dismissal where permitted under University policy.

The standard University-approved examination instructions should be used consistently.

5. Active Proctoring During the Examination

Proctors must actively supervise students throughout the examination.

Proctors should:

  • Remain alert and attentive.
  • Continuously observe student activity.
  • Periodically walk throughout the examination room.
  • Avoid unnecessary conversations with other proctors.
  • Avoid prolonged use of personal phones, laptops, or other devices.
  • Avoid activities that may distract from examination monitoring.
  • Ensure that no section of the room remains continuously unsupervised.

Proctors should not remain seated in one location throughout the entire examination unless required for a specific administrative or technical purpose.

6. Student Conduct During the Examination

During an examination, students must:

  • Follow all instructions provided by the proctors.
  • Remain at their assigned workstation unless permission is given to leave.
  • Communicate only with a proctor.
  • Avoid communication with other students.
  • Keep their attention on their own examination.
  • Keep unauthorized materials and devices stored away.
  • Follow all applicable examination-security procedures.

Students requiring assistance must raise their hand and wait for a proctor.

Proctors may clarify administrative or technical instructions but should not interpret examination questions or provide information that could influence a student's answer unless specifically authorized.

7. Suspected Cheating or Academic Misconduct

If a proctor observes behavior that may constitute cheating or academic misconduct, the proctor should act promptly and professionally.

The following procedure should generally be followed:

  1. Notify the Lead Proctor immediately.
  2. Avoid a prolonged confrontation or argument with the student.
  3. Record the student's name, seat number or location, and the approximate time of the incident.
  4. Document exactly what was observed.
  5. Identify and, where appropriate and permitted, secure any unauthorized materials or devices.
  6. If the violation represents a clear or serious examination-security concern, the examination may be stopped.
  7. The student may be instructed to leave the examination room.
  8. Preserve relevant evidence.
  9. Complete an Examination Incident Report immediately following the examination.
  10. Submit the report and supporting documentation to the Deans and CAO.

Proctors should document facts and direct observations rather than assumptions regarding the student's intentions.

8. Examination Incident Reporting

Any suspected academic misconduct or significant examination irregularity must be formally documented.

The incident report should include, whenever applicable:

  • Student name
  • Student ID
  • Course/system
  • Examination name
  • Date and time
  • Examination room
  • Seat location
  • Names of proctors present
  • Detailed description of the observed behavior
  • Actions taken by the proctor
  • Materials or devices involved
  • Witnesses
  • Supporting evidence
  • Relevant surveillance information

9. Restroom and Examination Breaks

Students may leave the examination room only according to the rules applicable to the specific examination.

When a student is permitted to leave:

  • The break should be documented where required.
  • The student must not access a phone, smartwatch, notes, books, bags, or other unauthorized materials.
  • Communication with other students regarding the examination is prohibited.
  • Students should return promptly to the examination room.

A student leaving the room without authorization may be reported as an examination irregularity.

For examinations governed by external testing rules, such as NBME examinations, the applicable external testing procedures must also be followed.

10. Technical Problems During the Examination

If a technical issue occurs:

  • The student should immediately notify a proctor.
  • The proctor should document the time and nature of the problem.
  • Appropriate IT or examination personnel should be contacted.
  • The student should not independently attempt to access unauthorized applications, websites, devices, or materials.
  • Any examination time adjustment must follow the applicable examination procedure.

Technical interruptions should be documented when they could affect the integrity or fairness of the examination.

11. Completion of the Examination

Before leaving the examination room, students must:

  • Properly submit or finalize their examination.
  • Return any University-provided materials.
  • Follow the Lead Proctor's instructions.
  • Leave the examination area quietly.

Students who finish early must not communicate with students who are still testing.

Students must not discuss examination content in or immediately around the examination area while other students are still completing the examination.

12. Examination Materials and Security

Proctors and faculty are responsible for protecting examination materials.

Examination materials must not be:

  • Left unattended.
  • Shared with unauthorized persons.
  • Photographed or reproduced without authorization.
  • Distributed outside approved examination procedures.
  • Discussed with students before or during the examination.
  • Retained by students unless specifically permitted.

Printed examination materials and scratch paper should be collected before students leave when required.

13. Surveillance and Camera Monitoring

Where surveillance cameras are installed in examination areas, they may be used as an additional examination-security measure.

Camera surveillance does not replace active proctoring.

Proctors remain responsible for direct observation of the examination room.

Where possible, surveillance systems should provide appropriate coverage of:

  • Student seating areas
  • Student workstations
  • Rear and side areas of the room
  • Areas that may otherwise have limited visibility

Any surveillance recordings related to suspected examination misconduct should be preserved and accessed only by authorized University personnel.

14. Confidentiality

All examination incidents and academic misconduct investigations must be treated as confidential.

Faculty, staff, and proctors must not discuss:

  • Student identities
  • Allegations
  • Examination irregularities
  • Surveillance recordings
  • Evidence
  • Academic records
  • Disciplinary proceedings

with other students or unauthorized individuals.

Information should be shared only with University personnel who have a legitimate educational or administrative need to know.

15. Professional Conduct of Proctors

Proctors are expected to maintain professional behavior throughout the examination.

Proctors should:

  • Treat all students consistently.
  • Avoid unnecessary conversation.
  • Avoid distracting activities.
  • Maintain neutrality.
  • Avoid discussing examination questions.
  • Avoid discussing individual students in the examination room.
  • Avoid making accusations in front of other students whenever possible.
  • Maintain confidentiality.
  • Follow established University procedures.

Any examination-security concern should be handled calmly, professionally, and consistently.

16. Enforcement of Examination Rules

The University expects strict and consistent enforcement of examination rules.

Any suspected cheating, unauthorized assistance, unauthorized use of electronic devices, possession of prohibited materials, or other examination-security violation must be documented and reported.

Proctors must not:

  • Ignore observed misconduct.
  • Informally resolve a serious academic misconduct incident.
  • Negotiate with a student regarding whether an incident will be reported.
  • Promise a particular disciplinary outcome.
  • Discuss potential disciplinary outcomes with other students.

The responsibility of the proctor is to identify, stop where appropriate, document, preserve evidence, and report the suspected violation.

The determination of academic misconduct and any resulting disciplinary action will be made through the appropriate University process.

17. Responsibility of Course and System Chair

System Chairs, Course Chairs, and Course Directors are responsible for ensuring that:

  • Students receive examination instructions in advance.
  • Academic misconduct rules accompany examination communications.
  • Examination materials are secured.
  • Any reported irregularities are appropriately forwarded for review.

18. Compliance

All faculty members and staff assigned to examination administration or proctoring are expected to comply with this policy.

Failure to follow examination-security procedures may compromise examination integrity and should be reported to the appropriate academic administration.

The University may modify proctoring arrangements, staffing, surveillance, seating, technology, or other examination-security procedures as necessary to maintain the integrity of its assessment process.

Effective Date: 29 September 2026

Approved By: Chief Academic Officer

Policy Owner: Dean of Basic Sciences