Remote Proctoring FAQ
The University of Regina has recently purchased a licence to the Proctortrack remote proctoring platform, which provides a system for verifying identity, and monitoring timed remotely delivered exams administered via UR Courses. This remote proctoring option allows University of Regina students to continue with remote learning in the current environment. This remote proctoring tool will be only used for invigilating exams and investigating suspected academic misconduct cases.
What is remote proctoring?
Remote proctoring is digital monitoring which allows students to write remotely delivered exams in an environment intended to maintain academic integrity. Students provide identification and are then monitored virtually.
What is Proctortrack?
Proctortrack is a remote proctoring tool that is integrated into UR Courses and provides for student identity verification and the monitoring of students while taking examinations remotely.
How does Proctortrack work?
Students undergo an onboarding process that confirms their ID using their U of R student card, and live image captured via a webcam. This process also confirms that the student's hardware and software works, and downloads the same Proctortrack software used in subsequent exams. Please note that confirmation of the student ID may take up to 8 hours.
The first step of a remotely proctored exam is the verification of the student's ID by comparison of their facial features and ID provided during the onboarding process.
The Proctortrack software then ensures that only software permitted by the instructor is running on the student's computer. The Proctortrack software will not let the student proceed with the exam until all unauthorized software programs have been closed.
During the exam, the Proctortrack software records what is shown by the student's webcam, and also what happens on the student's computer screen, including all software that is running.
When the exam is finished, the information is uploaded securely to Proctortrack servers in Canada (protected by Canadian privacy laws) and the student may choose to uninstall the Proctortrack software.
Instructors may then review the recorded information as needed.
Is the use of Proctortrack mandatory?
If a course instructor decides to use the Proctortrack platform to invigilate a remotely delivered course exam, students taking the exam are required to use this platform.
Students are strongly advised to complete the Student Onboarding quiz for the Proctortrack platform as early as possible in the semester in order to make sure that they meet the technical requirements.
Will I have to pay to use Proctortrack?
No. There are no costs to students for the use of Proctortrack.
What information does a student have to provide to use Proctortrack?
Student Onboarding requires student photo identification, a facial scan via webcam, and acceptance of Proctortrack’s terms of service. Students are strongly encouraged to use their U of R Student Identification Card (government-issued photo ID can be used as an alternate if necessary).
What personal information is collected by Proctortrack?
Information temporarily and securely stored by Proctortrack includes first and last name, institution name, student number, student image, real-time video and audio recording, and recording of the student’s computer screen during a proctored exam.
What if I do not have a U of R Student ID Card?
Students can request a Student ID Card online through UR Self-Service (Student Services Menu – Student Records). For a new card, a digital copy of your photo will be required. If you already have a photo on file, a replacement card can be ordered.
How does Proctortrack verify identity and track progress?
When starting a proctored exam, visual identification of the student is undertaken, along with presentation of the student’s photo ID for confirmation. While taking a proctored exam Proctortrack records audio, video, and on screen activity. Upon completion of the exam, students will stop the recording process and may choose to remove the Proctortrack software from their computer system.
How will my information be used?
Student information collected by Proctortrack will be used by course instructors for the purposes of identity verification and exam proctoring. Video records created by Proctortrack will be accessible, when required, by the instructor of the course and shared as necessary with Investigating Deans for assessment of possible academic integrity infractions. More information on the University of Regina’s expectations and processes related to academic integrity can be found in the U of R’s Undergraduate and Graduate Calendars.
Where can I find more information about Proctortrack and how the University will use Proctortrack?
Proctortrack website: https://www.proctortrack.com/
For further information, visit the University website on remote learning: https://www.uregina.ca/remote-learning
Protection of Personal Information Questions
What steps is Proctortrack taking to protect students’ privacy?
What steps is the University of Regina taking to protect students’ privacy when using Proctortrack?
How is data transferred to and from Proctortrack?
All data in transit between student users and the servers used by Proctortrack is encrypted using industry standard technologies including SSL/TLS to prevent disclosure by unauthorized parties.
How is the data stored by Proctortrack and for how long?
Data is transferred to Proctortrack's secure servers located in Canada, encrypted, and stored there for 180 days before being deleted. Data used for identity verification (through Onboarding) is retained on Proctortrack’s servers for 365 days.
What steps can I take to protect my privacy when using Proctortrack?
Use your University of Regina Student Identification card as your photo ID for Student Onboarding and identity verification.
Be aware of what may be viewed by your webcam and, when possible, position the webcam to avoid recording pictures, documents or other objects containing personal images or information.
Advise others in your residence that you will be taking an exam that will be recorded and to avoid entering the examination area or discussing sensitive topics within range of the computer microphone.
Ensure you close the Proctortrack application after submitting your examination in UR Courses.
Upon completion of the exam, consider acting on the option to uninstall the Proctortrack application from your computer system.
Is Proctortrack access to my computer terminated after the exam?
Once you press the "end" button, Proctortrack can no longer collect session data. You may close Proctortrack by pressing "QUIT APP" to save Proctortrack for use with later tests or click "UNINSTALL" to remove Proctortrack from your computer system. (You will be prompted to reinstall Protoctortrak prior to taking future eProctored exams.)
What information on my computer can Proctortrack access?
Proctortrack can only access session data. It does not access any personal files or financial information stored on your computer.
Does Proctortrack collect or store my personal financial information?
No. University of Regina students are not providing any payments to Proctortrack, so there is no collection of personal financial information.
I am worried that certain behaviours may result in a finding of academic misconduct. For example, what if I tend to look up when I’m thinking, or fidget when I’m stressed?
Certain behaviours may be identified by Proctortrack for instructor review, However, instructors will normally first note unexpected or unusual examination responses prior to reviewing video for additional information. Suspicious examination behaviours will not, in isolation, result in a finding of academic misconduct. More information on the University of Regina’s expectations and processes related to academic integrity can be found in the Undergraduate and Graduate Calendars.
Does Proctortrack determine academic misconduct?
No. As with other tools used to assist with the administration of academic integrity Proctortrack merely provides and organizes information. Any determination of suspected academic misconduct lies with the Investigating Deans and all regular processes used by the University to adjudicate matters of academic misconduct remain.
What if I have a disability and require accommodation?
If you require academic accommodations as the result of a permanent or temporary disability you need to register online with the Centre for Student Accessibility ( https://www.uregina.ca/student/accessibility/ )
What are the technical requirements for taking an online proctored exam?
- Computer with Windows operating system version 7 or higher
- OR MacOS version 10.12 El Capitan or higher
- OR Chromebook version 80 or higher
- Processor/Memory: PC – Dual core 2.4 Ghz CPU with minimum 4GB RAM
- OR MAC – Intel/AMD processor with minimum 4GB RAM
- Web browser: Mozilla Firefox v20.0 or higher
- OR Google Chrome v25.0 or higher
- Webcam with camera resolution 800x600 or better
- Internet connection: Cable Modem, DLS or better with minimum 300kbps download, 250kbps upload
What should I do if I do not have adequate technology (ie webcam, microphone or appropriate internet connection)?
Computer requirements are similar to what is required for online learning, using UR Courses and Zoom. You will need a computer with a webcam, and a stable internet connection. In the event that a student cannot access the necessary computer equipment to take a proctored exam, they can contact the IT Support Centre at email@example.com to determine if any solutions are available.
Exam Procedural Questions
Exam Procedural Questions
How do I access Proctortrack?
Proctortrack is set up in UR Courses. When you access a proctored quiz/exam in UR Courses, it will open the Proctortrack dashboard where you will see a link to the exam.
What is Onboarding?
Each student must have profile setup in Proctortrack, prior to taking an exam. Student Onboarding records the student’s face and profile, and photo ID, to verify identity. This must be completed by all students for each class using Proctortrack, however once the initial Student Onboarding is complete subsequent Student Onboarding is very quick.
How long does it take to Onboard?
Student Onboarding is typically completed in approximately 15 minutes, however we suggest you set aside 30 minutes to complete the process for the first time. While the results from the Student Onboarding are available within 8 hours, we recommend you perform the Student Onboarding exercise early in the semester to allow as much time as possible to resolve any issues that may arise.
Do I have to download software?
When you begin an online exam through Proctortrack, you will be prompted to install software. At the end of the exam, it will ask if you wish to uninstall the software or have it remain for the next time you take a proctored exam.
What should I do if I have technological issues with Proctortrack during an exam?
Contact the Proctortrack 24/7 live-chat support in the Proctortrack application. You may also phone Proctortrack at +1(844) 753-2020.
Students may also contact the IT Support Centre to request assistance and should advise their instructor if they encounter any technical issues while taking a proctored exam.
What should I do if I need to ask my professor a question during an exam over Proctortrack?
Your instructor will let you know the best way to contact them during the exam.
What should I do if I need to leave my computer during an exam (ie use the washroom, attend to an emergency)?
Use the washroom prior to beginning your test and avoid using the washroom whenever possible for the duration of your writing time. If you must leave your computer for any reason communicate the situation to your instructor and announce to the webcam your intentions so they may be recorded for later reference if needed. Keep in mind that consulting external resources during the exam is strictly prohibited. It is our expectation that all students abide by the principles of academic honesty.
Acknowledgments: University of Western Ontario, York University