How to Find a Proctor for Approval
If you are not located in Washington or would like to use a new on-site proctor, you are required to follow steps one through four outlined below.
1. Proctor Qualifications
To supervise an exam as a proctor, the individual must be willing to execute the duties listed under Proctor Responsibilities. All exams must be taken at the place of business that coordinates with the position qualifying the proctor as a WSU approved proctor. Exams cannot be taken at a personal residence.
On-site proctors must be acting in an official capacity at their place of business in one of the following positions:
- Full time staff member of a WSU Extension Office
- Professional staff member of a public or private educational tutoring or testing center
- Dean, Department Chairperson, or Registrar of a public or private college or university
- Librarian (city, county, public or private school, etc.)
- Public or private school Superintendent, Principal, Registrar, or Counselor (Note: K-12 administrative staff may not proctor when their school is not in session)
- Judge of a court of law
- United States Armed Forces Educational Services Officer
- Field Commander (active duty military) assigned with ESO duties
Note that the following may NOT serve as proctors:
- Teachers and professors, unless they are acting in one of the capacities listed above.
- Relatives, no matter what their position.
- Employers and coworkers. (Proctors who are employed by the same organization are acceptable, providing they do not work directly with you.)
- K-12 administrative staff may not proctor when their school is not in session
U.S. residents: You may be able to locate an on-site proctor through the National College Testing Association (NCTA).
International proctors must be able to read and speak English, and are held to the same requirements as U.S. proctors, acting in an official capacity at their place of business.
2. Proctor Responsibilities
All exams must be taken at the place of business that coordinates with the position qualifying the proctor as a WSU approved proctor. Exams cannot be taken at a personal residence.
To supervise an exam as a proctor, the individual must be willing to execute the following duties listed below.
- After receiving the exam, check to be sure it is the correct exam.
- Understand what outside materials the test allows (laptop/computer, calculator, notes, text, disability accommodation).
- Understand what disability accommodations, if any, are allowed. If you have questions about any testing accommodations, please use the contact information listed on the student’s accommodation form to get your questions answered before the student arrives to take the exam.
- Strictly enforce all requirements and conditions associated with the exam.
- Secure the exam packet until the exam appointment.
- Be available during the whole exam appointment. All exams must be monitored during the duration of the exam. At no time can the student be out of the proctor’s view.
- Provide a quiet area and a table top for taking the exam—and, in the case of an online proctored exam, a computer with Internet access for the full exam time of up to 300 minutes (students may not provide the computer for the exam).
- Identify the student by photo ID.
- Make sure purses, backpacks, hats, cell phones, personal laptops, and notebooks (unless approved) are not taken into the test room.
- Make sure other individuals do not enter the testing area, unless they are approved in advance as part of a disability accommodation.
- Make sure that children do not enter the testing area (students are responsible for arranging for child care and personal matters before to the exam).
- Once the exam begins, monitor that the student does not leave the testing area for any reason until the exam is complete; the exam will be considered complete once the student leaves the room. If the student leaves the testing area before the exam is completed, the proctor must notate this, and notify GCPS upon exam completion.
- For online exams, monitor the student’s screen for the duration of the exam; students are not allowed to open any programs or websites unless indicated in the exam notes.
- For paper-based exams, note the begin and end time; date and sign the Certification of Supervised Exam form on the proctor’s instruction memo.
- Collect the completed exam material from the student. Students cannot retain any exam materials.
- For paper-based exams, handle the return mailing or emailing of the exam and any additional work, including the Certification of Supervised Exam and Exam Cover Letter forms. If an exam must be returned by any type of express mail, students are responsible for any expense incurred but the proctor must handle the actual “mailing” of the exam.
In addition, the proctor should note the following:
- No assistance from computers, electronic devices, persons, references, books or notes are allowed unless otherwise specified.
- Exam is not to be passed on to another proctor without permission from WSU Global Campus.
- Exam questions are not to be retained by the student.
- A postage paid return envelope is provided in the exam packet for paper-based exams sent via FedEx or USPS. Students requesting special handling of the exams must provide the mailer and postage but the proctor must handle the actual return mailing.
If you live in Washington, you may find a proctor near you from our list of Approved Proctoring Locations in Washington. Even if you find a proctor from our list, you are required to follow steps three and four outlined below.
3. Contact the Proctor
When you contact the proctor, be sure to ask:
- What is the cost, and what are the payment options?
- What are the testing hours?
- Is an appointment required?
- Is there ample and free parking nearby?
- If you have an online exam:
- Does the proctor supervise online exams?
- If so, does the proctor have reliable high-speed Web access that meets the technical requirements of the Blackboard Learn learning management system?
- Can the proctor supervise an online exam for the full exam time listed in your syllabus?
- If your request is within ten business days or less of your proposed exam date, confirm with the proctor that exams or online exam passwords can be accepted via email.
- If you need rush return of your exam by email, confirm with the proctor that exams can be scanned and emailed to GCPS. Note: You must have permission from GCPS.
- If you have a disability that requires an accommodation during the exam, does the proctor have the ability to accommodate your needs? Go to For Students Disability Accommodations.
If the proctor has not supervised an exam for you in the past, you will also need the following information to submit to GCPS for approval:
- Proctor’s first and last name
- Proctor’s work title
- Company or school, and department
- Complete business or work address (we will not accept PO boxes)
- Proctor’s work email address (we will not accept personal email addresses, i.e., @gmail.com, @yahoo.com, etc.)
- Proctor’s work phone number
*Note: Scheduling with the Proctor
- Depending on your proctor’s scheduling policies, you may be able to schedule the exam before completing the Request Process with Global Campus Proctoring Services.
- Be aware, if you scheduled the exam with your proctor and they are not approved by GCPS you are responsible for canceling your proctored exam and locating a new proctor for approval.
- If your proctor requires the exam materials before allowing you to schedule, please complete Step 4 (Request your Proctor and Exam Materials).