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Office of Academic Affairs 
Student Employment
Some students with disabilities may qualify for additional time to complete
exams, may need to have the exam read aloud or may be eligible to use
a word processor for the exam. Proctors are used to supervise all exams
that take place outside the regular classroom setting to protect the
integrity of the exam conditions and to ensure academic honesty. Occasionally,
a proctor may be asked to serve as reader or scribe for a test.
Proctor Qualifications
- Minimum cumulative GPA of 3.0
- Cannot be enrolled in course being tested
Students who are interested in working as proctors should contact
the Office of Academic Affairs. Qualified students will be given a Work
Assignment Form and information about the payroll process which must
be completed each academic year. Once the payroll process is complete,
the students will be added to the ‘service providers’ list so they will
receive all emails regarding proctoring opportunities.
Proctor Responsibilities
- Read e-mail daily to keep current on exam announcements and
updates.
- Check your schedule to be certain that you have sufficient time
to cover the test prior to volunteering for the assignment. While
most tests are completed within a 2 hour block, some mid-term tests
may require additional time. If the student tells us that it is
a ‘mid-term’, we will include that information on the service request.
Proctors should not rush the student.
- Arrive at the test location 5-10 minutes prior to the scheduled
exam time.
- Pick up the exam from the Circulation Desk and obtain the key
to the designated study room for the exam. If a word processor is
needed, the test will be assigned to Library 311 or designated area
with a computer. If the test is scheduled in a location other than
the library, you will be instructed where to meet the student.
- NOTE: If the test has not been delivered to the library, and
the test is being given at the same time that the class is taking
the test, you & the student should go to the class location to pick
up a copy of the test, and then return to the library for the test.
In that case, be sure to ask the instructor where he/she would like
the completed test to be returned.
- Collect any books/class materials not authorized to be used
for the exam. NOTE: The Service Request Form should list any special
instructions for the test. If that section of the form is blank,
the student cannot use any books, notes, etc.
- Maintain a calm, non-threatening manner with the student. Unless
you have been asked to be a test reader or scribe, you should bring
a book or course work to do while you are proctoring. Try to be
as quiet and ‘invisible’ as possible so the student is not distracted
by your presence.
- Return the completed test according to the instructions given
by the instructor on the Service Request Form. If that information
is not provided, return the test to the Circulation Desk, where
it will be held in a locked file for the instructor to pickup. Proctors
are expected to return the completed test immediately following
the test. This is very important to protect the integrity of the
test and to insure that it arrives safely back to the instructor.
- In an extraordinary circumstance, if you find that you must
leave before a student has finished a test, you should go to the
Circulation Desk and ask them to call our office so we can fill
in as the proctor for the remainder of the test. If necessary, a
representative from Circulation may fill in as the proctor.
- NOTE: All non-standard exam procedures (arriving late, concerns
about academic dishonesty, etc.) should be documented in writing
by the proctor and reported to the Coordinator of Disability Services
immediately following the exam. For exams after 4 p.m., send e-mail
to chogan@sjfc.edu
Proctor/Reader
If a test reader is noted on the email notification and on the Service
Request Form, you will be required to read aloud the test questions.
Be sure to check the envelope when you pick up the test, to make certain
that there are 2 copies of the exam. If 2 copies have not been provided,
borrow the copicard from the Circulation Desk and make a 2nd copy of
the exam before going to the test location.
You should read the questions as stated. You
may repeat the question at the student’s request and you may
substitute a word as a form of explanation. You may not coach
the student toward an answer to any question.
At the conclusion of the test, place both copies of the exam in the
envelope and return as noted on the Service Request Form.
Scribe
Occasionally, a student may need a scribe for a test. As
a scribe, you will write or type verbatim what the student dictates.
You should read the information back to the student and make any changes
that the student requests. If you are unsure of spelling/punctuation,
ask the student for clarification. As a scribe, you are not responsible
for organizing or outlining the students’ thoughts into final form.
A scribe may also be needed to fill-in a scantron answer sheet. You
may wish to use scrap paper before completing the actual form. Be sure
to have the student review the final form.
Test Cancellation
If a test is cancelled we will notify you by phone and e-mail.
If you report for a proctoring assignment and the student doesn’t
show up, you should wait 20 minutes beyond the scheduled start time
and then notify the Circulation staff and OAA. You will be paid for
30 minutes to compensate for the inconvenience. Be sure to mark that
time on your bi-weekly timesheet.
Proctors are paid from the time the exam begins until they have
returned the completed test to the designated location. Hours should
be rounded to the nearest half-hour.
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