Proctoring Guide

Everything from how to get the equpiment to how to get paid. Explore this page to learn the ins and outs of proctoring

MONEY MONEY MONEY

GET PAID

To be paid as a proctoring TA, the following requirements must be met:

  • If you have another job elsewhere on campus, you must email Amanda Martinez. If you do not notify her prior to the end of the month, you will not be paid for your work that month. You may only work 20 hours per week with university jobs and adjustments may be necessary to complete your compensation.
  • If you have never worked on campus (either with another job or a former proctor TA, or are receiving a stipend), you must fill out payroll paperwork within the first two weeks of the month.  This may need to be repeated yearly.
  • You must fill out the Acknowledgement Form each semester in order to be paid.
  • You must notify the Coordinating TA of any errors in your recorded hours 3 days prior to the last Friday of the month by 5pm, or the Coordinating TA cannot be held responsible for errors in time reported. Hours will be reported to payroll on the last Friday of the month and will not be changed. A running total will be kept in the Hours Log, linked on the home page, and will be updated as completed attendance sheets are received.
  • Exams held on or after the last Friday of the month will be rolled into the reported counts for the following month. Ex: If the 26th is the last Friday of January, exams held on the 26-31st will be reported in February’s totals.

Thank you so much for your cooperation!

The Important stuff

How much proctors make:

$10/hr

Due to a change in funding resources, this amount has changed from years previous.  Contact me with questions. 

 

The Details

How It Works

Start Here

  1. Read this guide
  2. Fill out the Proctoring Acknowledgements form (or you won’t get paid)
  3. Sign up for as many non-conflicting proctoring spots as you’d like
  4. Follow instructions below for what to do during exams
  5. At the end of the month, confirm hours with Coordinating TA
  6. Get paid and be happy

During Exams

Professors fill out a request form and have one of three options regarding their exams:

  1. Video coverage with the possibility of requesting upload
  2. Video pseudo-recording, i.e. the video will never be uploaded. The cameras merely act as a threat to deter cheating.
  3. No video coverage

Scroll down to see the specifics for each type.

Equipment Check Out

  1. Pick up the video recording equipment from the Biology Office and fill out the check-out form.
  2. Make sure video equipment is in good working order and is not damaged. If there is clear damage to any piece of equipment, take a replacement. Please notify the Coordinating TA. If there is not an immediate replacement for a damaged item, proceed without. If there is not an immediate replacement for a damaged tripod, take the other recording materials and set them up on a table or other flat surface in the room.
  3. Proceed to take the items to the exam room and set-up according to professor instructions.

Equipment Check In

  1. Return all items to the Biology office, making sure everything is neatly packaged.
  2. Make note in the binder of any technical problems or damage.
  3. Plug in the video recorder and extra batteries to charge. Pull memory cards for requested video upload, or erase them.
  4. Fill out the remainder of the check-out form.
  5. Turn in attendance sheet [link to download or online form] to the Coordinating TA or leave with recording equipment.
  6. Email the Coordinating TA with any questions or concerns.

Exams are Weird

Different Recording Needs Mean Different To-Dos

Some professors will want their exams recorded and uploaded. But, because this takes *a lot* of time, it’s best to only upload when it’s needed. In the case that an instructor doesn’t need their footage uploaded, follow the instructions for “pseudo” or non-recording. By taking the extra few minutes to wipe unneeded footage, it helps decrease admin work for us!

For Recorded Exams

Lead TA

  • Responsible for picking up video equipment (recorder, memory card, tripod)
    • Please note that these are only available during normal office hours. If you will have a late exam, you must come during the day to pick up the supplies. If you have an early exam, you must come the day prior.
    • You are responsible for the safety and care of all items as soon as they leave the office.
    • Should have at least two recording equipment sets per exam. Note: there are some exam conflicts. In these cases, as noted on the sign-up, you will only need 1.
      • Recording sets consist of 1 charged video recorder, a tripod, a memory card (and backup), and a backup battery.
  • Arrive no less than 15 minutes before the exam start time. Note: this time is factored in on the sign-up.
  • Assist professor with exam set up.
  • Set up and place video recording equipment in appropriate locations.
  • During exam, make sure the recording equipment is working properly and is covering the entire room. Continuously visually monitor the room for cheating and be an active presence. Do not use your phone. In the case of suspicious behavior, adjust cameras to clearly monitor the student(s).
  • After the exam, neatly re-package equipment and return to Biology office.
    • Place batteries in charging bank for next use. If it is after office hours and there is no exam the following morning for any class, you may wait to charge the recorder until the office opens the next day.
      • If it is after office hours and there IS an exam the following morning, you are responsible for charging the recorder and communicating with the subsequent lead TA for any hand-off. Please be sure the next TA properly documents their check-out, or you could be responsible for any damages.
        • If Amanda is not in her office, notify the Coordinating TA and Tam, and leave them with another Bio admin personnel (Sandy, Kathy). In some cases, Sandy may unlock Tam’s office for you to return the supplies.
      • If a professor requests the exam footage be uploaded, pull the memory cards from the recorders and put in an envelope with a note including the professor’s name, class, and exam time(s). Please also note this on the equipment check-in page and email the Coordinating TA.
      • If the exam footage is not requested for upload, erase the memory card.

Co-TAs

  • Arrive no less than 15 minutes before the exam start time.
  • Assist professor with exam set up.
  • Assist lead TA with video equipment set up.
  • During exam, make sure the recording equipment is working properly and is covering the entire room. Continuously visually monitor the room for cheating and be an active presence. In the case of suspicious behavior, adjust cameras to clearly monitor the student(s).Co-TA

All TAs

  • Sign an attendance sheet with the professor. That sheet must be returned to the Coordinating TA (either directly or leave with the recording equipment) before payroll is submitted or payment is forfeited. It is your responsibility to ensure the sheet is turned in promptly.
  • Upon missing two commitments unexcused, you will forfeit the privilege of proctoring for the remainder of the semester. If you lose this privilege more than once, you will be permanently barred from proctoring.
    • If you need to remove your name from a commitment, you must contact the professor AND the Coordinating TA.
    • If you remove your name less than 1 week prior to the exam, you are responsible for finding a replacement if your absence leaves an opening in the non-bonus position.
  • Read and understand the updates to the payment cycle (above)

For Pseudo-Recorded or Non-Recorded Exams

  • Arrive no less than 15 minutes before the exam start time. Note: this time is factored in on the sign-up.
  • Assist professor with exam set up.
  • Continuously visually monitor the room for cheating and be an active presence. Do not be on your cell phones for personal use. In the case of suspicious behavior, alert the professor and follow instructions. This may require you to use your cell phone to capture video evidence.
  • Sign an attendance sheet with the professor. That sheet must be returned to the Coordinating TA (either directly or leave with the recording equipment) before payroll is submitted or payment is forfeited. It is your responsibility to ensure the sheet is turned in promptly.
    • Upon missing two commitments unexcused, you will forfeit the privilege of proctoring for the remainder of the semester. If you lose this privilege more than once, you will be permanently barred from proctoring.
      • If you need to remove your name from a commitment, you must contact the professor AND the Coordinating TA.
      • If you remove your name less than 1 week prior to the exam, you are responsible for finding a replacement if your absence leaves an opening in the non-bonus position.
  • Erase the memory card at the end of the exam.
  • Read and understand the updates to the payment cycle (above)

Equipment

How to get it and put it back

Check Out
  1. Fill out the Check Out Form in the binder.
  2. Open video camera case and open the screen on the left-hand side. At the bottom of the inside panel of the camera, there is switch to open the memory card chamber. Check to be sure there is a memory card loaded. If not, and you cannot find one, record this in the check-out form. Put the camera back in the case and take all items to the exam location.
  3. On the right-hand side of the camera there is switch that will open the battery compartment. It is on the same side as the hand strap. Ensure there is a battery in the compartment. Also, turn the camera on and check battery levels. If possible, grab an extra battery from another camera if the display shows less than 75% charged.

Note: if you have an early exam, you will need to pick up the equipment the day prior and store the equipment until the exam. You will be responsible for the safety of the equipment as soon as it leaves the office.

Camera Operations
  1. Open the screen on the camera and press and hold the power button on the inside panel until the light on the back of the camera shows red.
  2. Check a few menu (button on inside panel of camera) features before beginning to record:
    • Anti-shake: on
    • Setup > Date Setup: ensure it reads today’s date and time
    • Setup > Auto Power: Off
    • Setup > Sound Effect: Off (you will likely have already become irritated with the incessant beeping)
    • Everything else should be on “Auto”
  3. Ensure there is a blue video camera icon in the top left of the display. If not, press the “Mode” button on the back of the camera. Note: there is some lag until the display changes.
  4. To zoom in or out, use the toggle switch at the top of the camera. This is one reason it is so important to make sure all adjustments are tight; otherwise, as you manipulate the features while recording, the camera will move.
  5. To record, press the long oval button with a dot in the middle at the back of the camera.
  6. To erase the memory card, select the “Play” button, then Menu > Delete All > Yes.
Set Up
  1. At the exam location, open the tripod case, remove the tripod, and open the legs on a stable surface.
  2. To attach the camera, remove it from the case and release the lever at the back of the tripod head that says “FREE LOOK” by pulling it back towards you. This will remove the black plastic insert that holds two silver pins. These pins fit into the bottom of the camera, orienting the smaller, smooth pin towards the camera lens at the front. On the bottom of this plate is a silver screw that should be tightened. Ensure the plate is parallel with the camera to alleviate adjustments later on.
  3. You can adjust the following on the tripod:
    • Legs: there are two sets of clasps at the bottom of the tripod to extend the height with two adjustments. Be sure to depress the clamps to secure the legs in place.
    • Height of camera: there is a lever at the base of the tripod head that will unfold and rotate to crank the neck of the tripod up or down.
    • Camera swivel: loosen and tighten the knob on the side of the tripod head to permit and stop left-right movement
    • Camera verticalness: you should not likely need this feature. There is a black plastic screw on the other side of the tripod head from the swivel-knob that will secure the camera at 180 degrees (horizontal) or 90 degrees (vertical).
    • Camera tilt: the handle projecting perpendicularly to the tripod head can be screwed tighter or looser to permit tilt of the camera. If the camera needs to be higher, it is better practice to lengthen the legs or neck, rather than tilting the camera up. There is a level inserted beneath the black camera plate on the tripod head; ensure the bubble is in the center section.
Take Down
  1. Remove memory cards that have been requested for upload, or erase the cards.
  2. Power the camera down by holding the power button until the display turns black.
  3. Remove from the tripod camera plate and place camera back in case.
  4. Reattach the camera plate and slightly loosen all adjustment knobs on the tripod head.
  5. Collapse all leg extensions, ensuring to close the clamps again. Rotate neck all the way down.
  6. Rotate the tripod head down so that the tilt handle is flush against the legs.
  7. Place back in case. The zipper should close easily. If not, you may not have closed the legs all the way down or the tilt handle could not be flush.
Check In
  1. Fill out the Check In Form in the binder.
  2. On the backside of the camera there is a rubber flap that reads “USB / AV”. You can lift the elastic band on the case to access.
  3. Plug in the camera to charge in the Bio Office.
  4. Be sure to report any damages or functionality problems using the form on the Proctoring Exam webpage. You will be responsible for any damages not reported.

Note: if you have a late exam, you will need to drop of the equipment the next business day and store the equipment until then. You will be responsible for the safety of the equipment until it returns to the office. You will also be responsible for ensuring that the camera is returned fully charged.