Proctored Testing Administered Through Bama By Distance Testing Services

Bama By Distance Testing Services is available to schedule and administer proctored exams for all OL and OLM classes facilitated by the College of Continuing Studies. We will gather your exam information, set up your students’ scheduling options, review and provide a report on any academic misconduct issues and troubleshoot system problems.

Options for Proctored Testing

Your students will have three options for proctored testing administered by Bama By Distance Testing Services:

  • Online using Examity
  • Off-campus scheduled through SmarterProctoring
  • On-campus in the Bama By Distance Testing Services office

Please Note – Preregistration SACSCOC Requirement

myBama – Preregistration
Responsible party: Instructor
All classes requiring proctored exams must have the SACSCOC-required note in myBama before a class is opened for registration: “This course requires proctored exams. Charges may be incurred for proctoring services depending upon the location/method selected by the student.” Your college/department registrar can set this up for you each term.

For Faculty - Notes

Examity has four options for online proctoring for you to choose from:

  1. Automated Standard
  2. Automated Premium
  3. Live Standard
  4. Live Premium

These options are explained in detail in the Addendum.

Cost for Proctoring With Examity

Fees students will pay for the four Examity options can be found here. This is based on the exam time limit, not how long it takes a student to finish the exam.

Important Note: Students must schedule their exam at least 24 hours in advance for the “Live” options. If they do not, they will be charged a $5.00 late scheduling fee by Examity.

How to Offer Proctored Exams With Examity

Below are the steps for offering proctored exams with Examity, requesting the services of Bama By Distance Testing Services and setting up your exams for proctoring.

Step 1 – Set Up Exams in Blackboard for Our Online Option, Examity

Responsible party: Instructor

Instructors must have their exams set up in Blackboard in order for them to be automatically pulled into the Examity system. Examity pulls all exam settings (and any updates you may make to exam settings in Blackboard) into their system nightly. This applies to your exam even if you are requiring students to upload their work or scratch paper; see item 3 below for more on how to handle paper exams or exams with a paper/scratch sheet component.

Online Exams – If your exam is completely online (the test and answering system is in Blackboard and no paper needs to be submitted to the instructor for grading purposes), the Examity system is set up to handle this like our testing center. A student will (1) log in to their Examity account, (2) meet with their proctor if you choose the live option or begin their test after identification confirmation in the automated option, (3) navigate to their test in Blackboard and (4) take their exam. The review process of the exam session is outlined based on the option you choose.

Step 2 – Set Up Test Options in Blackboard for Examity Exams

Responsible party: Instructor

If you already have your exams set up, please be sure that your Test Options are correct in order for Examity to pull your exam information into their scheduling system. You can access your Test Options by selecting the menu link beside your exam name and choosing “Edit the Test Options.”

Edit the test options

All of the settings below must be enabled in order for Examity to pull your exams into their system for scheduling and so your students are not able to access their exam before the start date:

  1. Make sure the exam is set as “available to students.” Students will not be able to open the exam, but they will be able to see dates of the exam, the exam name and any instructions you may have entered.
    Test Availability
  2. Have the test open in a new window:
    Open test in new window
  3. Make sure you have entered your exam duration time (in minutes) and the time frame in which the test will be open for students to take the exam (Display After and Display Until dates and times).For Faculty - Notes

Step 3 – Paper Exams

Responsible party: Instructor and Tech Support

You must select the Live Premium option in order to give paper exams with Examity. If you are offering an exam that will require a student to upload scratch paper or their work after the exam, the Bama By Distance Online Tech Support team will have to set up that option in your class. They can be reached at https://itas.ua.edu/about-us/technical-support.

This option will require you to have your test questions in Blackboard for students to be viewed as an online exam. Bama By Distance Online Tech Support will also need to add a link to your class that will allow a student to upload their scratch paper/work to Blackboard for you to view/download after it has been submitted. In order to upload their work, a student must have a document scanner or a mobile device capable of taking photographs and sending to their computer. They will also need to have PDF-creation software on their computer to convert any image files to a PDF prior to uploading. Adobe Creative Cloud can do this and is free for UA students, faculty and staff. It can be accessed on the UA OIT website here: https://oit.ua.edu/software/adobe-creative-cloud.

If you require that students cannot keep their scratch paper/work or the scanned/photographed documents they uploaded to Blackboard, the proctor will monitor the student deleting the documents from their computer and devices and destroying the paper copy. These special instructions to the proctor and students will need to be added to the survey we send to you at the beginning of the semester.

Step 4 – Request That Bama By Distance Testing Services Administer the Scheduling of Your Exams

Responsible party: Bama By Distance Testing Services in consultation with Instructor

Bama By Distance Testing Services will reach out to all instructors whose courses have the SACSCOC-required note in myBama at the beginning of each term to confirm they would like to have their proctored test scheduling administered by our office.

Once this is confirmed, each faculty member is sent a survey via email in which they can enter all relevant test information Bama By Distance Testing Services needs to set up proctored tests in our scheduling systems, such as exam dates and times, exam duration, any allowable items, special instructions to the proctor and/or students, etc.

Step 5 – Adding the Proctored Exams Link and Information to Your Blackboard Class

Responsible party: Bama By Distance Testing Services

The Bama By Distance Testing Services staff will add the “Proctored Exams” link to the navigation menu on the left side of your course. In this link, students will have the option to choose their mode of exam proctoring (online, on-campus or off-campus) and will be given detailed instructions on how to schedule their online exams.

For Faculty - Notes

Step 6 – Passwords for Your Exams

Responsible party: Bama By Distance Testing Services

Bama By Distance Testing Services will add passwords to each of your exams and it will be the same password whether your student chooses online, on-campus or off-campus proctoring. You will be able to view the exam password in Blackboard, but your students will not. Please avoid making any password changes in Blackboard. If a change is needed, contact our office so we can make the change in Blackboard and all of our scheduling systems.

Step 7 – How Students Access Examity and Schedule Their Exams

Responsible party: Students

For the Examity option, students will select the Examity link at the bottom of the page of the Online Proctoring folder. In our directions in this folder, we encourage students to set up their student account with Examity and test their computer using Examity’s system checker prior to their first exam. We reiterate this in an email sent to them at the beginning of the term and on our website.

No matter which Examity option you choose for proctoring, all students are required to have a webcam (external or internal are acceptable).

Examity button

Students will select this link and see any proctored exams that are available for them to schedule. Many distance learning students schedule their exams well in advance due to work and family obligations, so it is recommended that you have your exams set up in Blackboard at the beginning of each term. For this same reason it is also highly recommended that you allow, at minimum, 2-3 days for students to choose from for taking their tests.

SmarterProctoring is a scheduling tool that allows students to search for a vetted and approved proctor in their area or submit a proctor to be vetted and approved. All proctors must be approved by the Bama By Distance Testing Services office.

Who can be approved as a proctoring site or proctor?

  • Employee at a two- or four-year college testing services center.
  • Employee at an education center or tutoring center, such as Sylvan Learning Center.
  • An approved public library with a currently employed librarian.
  • High school principal, adviser or teacher (UA Early College students only).
  • Commissioned officer (0-1 and above), senior NCO (E-7 and above), or an education center at the soldier’s installation (active duty soldiers only). 

If students wish to submit a proctor for approval, we request that they do this at least 5-7 business days in advance of their exam to allow the proctor time to set up their account in SmarterProctoring and to go through the Bama By Distance Testing Services vetting process. We verify all proctors and talk to them personally to make sure they understand all rules and expectations for testing a UA student before they are approved.

Cost for Proctoring With an Off-Campus Proctor

The price for an off-campus proctor is set by the proctor and agreed upon by the student before they test. Prices for proctoring usually range from $0 to $65 depending on the site and proctor chosen by the student and the length of time allowed for the test.

How to Offer Exams Off-Campus With SmarterProctoring

Step 1 – Set Up Exams in Blackboard for SmarterProctoring

Responsible party: Instructor

Unlike Examity, SmarterProctoring is not directly integrated with Blackboard, therefore the Bama By Distance Testing Services office will set up all exam scheduling in the system for you. If you require any changes to your exam dates, times, etc., you will need to email us at testing@ccs.ua.edu.

Online Exams – If your exam is completely online (the test and answering system is in Blackboard and no paper is needed to be submitted to the instructor for grading purposes), the SmarterProctoring system is set up to handle this much like Examity and our testing center. On the day of their scheduled exam the student will (1) travel to their proctoring location, (2) meet with their approved proctor and (3) take their exam on a computer at the proctoring location, unless you give your students permission to use their own computer (this must be outlined in the test permissions you submit in the survey to Bama By Distance Testing Services at the beginning of the term).

Step 2 – Set Up Test Options in Blackboard for SmarterProctoring Exams

Responsible party: Instructor

If you already have your exams set up, please be sure that your Test Options are correct. You can access your test options by selecting the menu link beside your exam name and choosing “Edit the Test Options.”

Edit the test options

  1. Make sure the exam is set as “available to students.” Students will not be able to open the exam, but they will be able to see dates of the exam, the exam name and any instructions you may have entered.
    Test Availability
  2. Have the test open in a new window:
    Open test in new window
  3. Make sure you have entered your exam duration time (in minutes) and the time frame in which the test will be open for students to take the exam (Display After and Display Until dates and times).
    Set time

Step 3 – Paper Exams

Responsible party: Instructor and Tech Support

There are two options for you to give paper exams with SmarterProctoring.

Option 1

If you are offering an exam that will require a student to upload scratch paper/work after the exam, the Bama By Distance Online Tech Support team will have to set up that option in your class. They can be reached at https://itas.ua.edu/about-us/technical-support. This option will require you to have your test questions in Blackboard for students to view. Bama By Distance Online Tech Support will also need to add a link to your class that will allow a student to upload their scratch paper/work to Blackboard for you to view/download after it has been submitted.

In order to upload their work, the proctoring location must have a document scanner or the student must use a mobile device capable of taking photographs and sending to a computer. The computer at the testing location will also need to have PDF-creation software on their computer to convert any image files to a PDF prior to uploading. If this is not available on the computer the student uses at the testing location, they will need permission from the instructor to use their own computer to upload the exam. Adobe Creative Cloud can do this and is free for UA students, faculty and staff. It can be accessed on the UA OIT website here: https://oit.ua.edu/software/adobe-creative-cloud.

If you require that students cannot keep a copy of their scratch paper/work or the scanned/photographed documents they uploaded to Blackboard, the proctor will monitor the student deleting the documents from their computer and devices and destroying the paper copy. These special instructions to the proctor and students will need to be added to the survey we send to you at the beginning of the semester.

Option 2

If you are offering an exam that will require a student to mail in their scratch paper/work after the exam, you will need to inform Bama By Distance Testing Services, as this must be outlined in the test permissions you submit in the survey to Bama By Distance Testing Services at the beginning of the term. This option will require you to have your test questions in Blackboard for students to view. The student will be responsible for providing the proctor with a stamped envelope addressed to the instructor. The proctor will be responsible for putting the exam information in the mail for the student.

Step 4 – Request That Bama By Distance Testing Services Administer the Scheduling of Your Exams

Responsible party: Bama By Distance Testing Services in consultation with Instructor

Bama By Distance Testing Services will reach out to all instructors whose courses have the SACSCOC-required note in myBama at the beginning of each term to confirm they would like to have their proctored test scheduling administered by our office.

Once this is confirmed, each faculty member is sent a survey via email in which they can enter all relevant test information Bama By Distance Testing Services needs to set up proctored tests in our scheduling systems, such as exam dates and times, exam duration, any allowable items, special instructions to the proctor and/or students, etc.

Step 5 – Adding the Proctored Exams Link and Information to Your Blackboard Class

Responsible party: Bama By Distance Testing Services

The Bama By Distance Testing Services staff will add the “Proctored Exams” link to the navigation menu on the left side of your course. In this link, students will have the option to choose their mode of exam proctoring (online, on-campus or off-campus) and will be given detailed instructions on how to schedule their online exams.

Proctored Exams

Step 6 – Passwords for Your Exams

Responsible party: Bama By Distance Testing Services

Bama By Distance Testing Services will add passwords to each of your exams and it will be the same password whether your student chooses online, on-campus or off-campus proctoring. You will be able to view the exam password in Blackboard, but your students will not. Please avoid making any password changes in Blackboard. If a change is needed, contact our office so we can make the change in Blackboard and all of our scheduling systems.

Step 7 – How Students Access SmarterProctoring and Schedule Their Exams

Responsible party: Students

For the SmarterProctoring option, students will select the SmarterProctoring link at the bottom of the page of the Off-Campus Proctoring folder.

In our directions in the folder, we encourage students to set up their student account with SmarterProctoring and find a proctor in the system at least 3-4 days before they are scheduled to take their exam. We reiterate this in an email sent to them at the beginning of the term and on our website.

Schedule exam

RegisterBlast is our on-campus test scheduling tool, integrated with SmarterProctoring. Therefore when Bama By Distance Testing Services sets up your exam scheduling in the SmarterProctoring system, it will also be set for RegisterBlast. As with SmarterProctoring, if you require any changes to your exam dates, times, etc., you will need to email us at testing@ccs.ua.edu.

Cost for Proctoring in the Bama By Distance Testing Services Office

There is no cost for UA students testing in our office.

How to Offer Exams for On-Campus Option

Step 1 – Set Up Exams in Blackboard for Our On-Campus Option

Responsible party: Instructor

Unlike Examity, SmarterProctoring is not directly integrated with Blackboard, therefore the Bama By Distance Testing Services office will set up all exam scheduling in the system for you. If you require any changes to your exam dates, times, etc., you will need to email us at testing@ccs.ua.edu. 

Online Exams – If your exam is completely online (the test and answering system is in Blackboard and no paper needs to be submitted to the instructor for grading purposes), the exam should be set up the same as for Examity and SmarterProctoring.

Paper Exams – Due to safety measures in place due to COVID-19, the on-campus Bama By Distance Testing Services office will not be administering paper exams for Fall 2020. Whether this option will be available for Spring 2021 has yet to be determined.

Step 2 – Set Up Test Options in Blackboard for SmarterProctoring Exams

Responsible party: Instructor

If you already have your exams set up, please be sure that your Test Options are correct. You can access your test options by selecting the menu link beside your exam name and choosing “Edit the Test Options.”

Edit the test options

  1. Make sure the exam is set as “available to students.” Students will not be able to open the exam, but they will be able to see dates of the exam, the exam name and any instructions you may have entered.
    Test Availability
  2. Have the test open in a new window:
    Open test in new window
  3. Make sure you have entered your exam duration time (in minutes) and the time frame in which the test will be open for students to take the exam (Display After and Display Until dates and times).
    Set time

Step 3 – Paper Exams

Responsible party: Instructor and Tech Support

If you are offering an exam that will require a student to submit scratch paper/work after the exam, you must have your test questions in Blackboard for students to view and this must be outlined in the test permissions you submit in the survey to Bama By Distance Testing Services at the beginning of the term. The Bama By Distance Testing Services office will collect the paperwork after the student has completed their exam, scan the documents, and send you a link to view the submitted coursework. If you need the hard copy of the paperwork, you will need to let our office know in the initial survey we send at the beginning of the term and we will place the work in Intercampus mail and send to you.

PLEASE NOTE: Due to safety measures in place due to COVID-19, the on-campus Bama By Distance Testing Services office will not be administering paper exams for Fall 2020. Whether this option will be available for Spring 2021 has yet to be determined.

Step 4 – Request That Bama By Distance Testing Services Administer the Scheduling of Your Exam

Responsible party: Bama By Distance Testing Services in consultation with Instructor

Bama By Distance Testing Services will reach out to all instructors whose courses have the SACSCOC-required note in myBama at the beginning of each term to confirm they would like to have their proctored test scheduling administered by our office.

Once this is confirmed, each faculty member is sent a survey via email in which they can enter all relevant test information Bama By Distance Testing Services needs to set up proctored tests in our scheduling systems, such as exam dates and times, exam duration, any allowable items, special instructions to the proctor and/or students, etc.

Step 5 – Adding the Proctored Exams Link and Information to Your Blackboard Class

Responsible party: Bama By Distance Testing Services

The Bama By Distance Testing Services staff will add the “Proctored Exams” link to the navigation menu on the left side of your course. In this link, students will have the option to choose their mode of exam proctoring (online, on-campus or off-campus) and will be given detailed instructions on how to schedule their online exams.

Proctored Exams

Step 6 – Passwords for Your Exams

Bama By Distance Testing Services will add passwords to each of your exams and it will be the same password whether your student chooses online, on-campus or off-campus proctoring. You will be able to view the exam password in Blackboard, but your students will not. Please avoid making any password changes in Blackboard. If a change is needed, contact our office so we can make the change in Blackboard and all of our scheduling systems.

Step 7 – How Students Access Scheduling for Their On-Campus Exams

For the on-campus option, students will select the SmarterProctoring link at the bottom of the page of the On-Campus Proctoring folder.

Schedule exam

In our directions in the folder, we encourage students to set up their account before their first exam. We reiterate this in an email sent to them at the beginning of the term and on our website. When they choose a proctor, they will select “The University of Alabama Bama By Distance Testing Center.” From there they will be directed to RegisterBlast to choose a date and time to test. Students are asked to schedule at least 48 hours in advance.

Making Changes to Your Proctored Test Schedule

If you require any changes to your exam dates, times, allowable items, etc., you will need to email us at testing@ccs.ua.edu. Our office will make these changes for you in all of our scheduling systems and in Blackboard.

Extensions

Bama By Distance Testing Services requires an email from the instructor in order to grant a student a date or time extension on their exam.

ODS Accommodations

Students that require testing accommodations must be registered with the Office of Disability Services through their ODS Online Portal. Once they have registered, the system will send an email to their instructor outlining their accommodation information. The instructor must then send any testing-related accommodations to Bama By Distance Testing Services so we can make modifications to all proctored testing systems and Blackboard. ODS Testing can be contacted at odstesting@ua.edu. 

Troubleshooting On-Campus, Off-Campus and Online Proctoring Issues

Should you or your students have any issues with the Examity or SmarterProctoring systems or with an off-campus proctor, please contact the Bama By Distance Testing Services office at testing@ccs.ua.edu. Our office is open Monday through Thursday from 8:30 a.m.–5:45 p.m. and Friday from 8:30 a.m. – 4:45 p.m. We will troubleshoot all issues and report our findings as quickly as possible. 

Reviews for Academic Misconduct

Examity

Regardless of your proctored exam option with Examity, the Bama By Distance Testing Services office reviews all reports of possible misconduct during a proctoring session. If there is evidence of academic misconduct, we will send a thorough investigation report to you along with detailed instructions on how you can review the incident yourself in Examity.

SmarterProctoring

If there is an instance of academic misconduct at an off-campus proctoring location scheduled through SmarterProctoring, those proctors are directed to contact Bama By Distance Testing Services to explain the issue and provide a written incident report. If there is evidence of academic misconduct, we will send a thorough investigation report to you.

On Campus in the Bama By Distance Testing Services Office

The Bama By Distance Testing Services office monitors all students through a camera system, a screen-sharing system, and with periodic walk-throughs of the testing lab to check for possible misconduct during a proctoring session. If there is evidence of academic misconduct, we will send a thorough investigation report to you along with detailed instructions on how you can view any supporting videos and photos.

Instructor/Departmental Review

The consequences of academic misconduct are the responsibility of the instructor and the academic department. The instructor should follow up with Bama By Distance Testing Services if a student is no longer allowed to use one or all of the testing options available due to the outcome of an academic misconduct incident.