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Zoom Proctoring

If you choose to use the campus-supported video conferencing tool Zoom for closed-book, timed exams that require an extra level of monitoring not supported by proctoring tools, consider the guidelines for the two options below:

  • Live Group Proctoring

  • Self-Recorded Individual Exams

Note that the balance between the three key values of academic integrity, privacy, and equity will vary based on the options selected. You will need to provide alternative options for students who cannot meet the expectations presented by this method of proctoring.

 

Live Group Proctoring

If your exam requires that all students must take the exam synchronously, you will need to schedule separate zoom meetings for your students to join in small groups. This will allow you, your IAs, or an academic integrity proctor to monitor the students' exam sessions via video and audio feed.

Note that students will see each other in the zoom meeting; the smaller the group, the better. Students also should not be asked to share their exam screens in the proctored zoom session. This is most suitable for paper-based timed exams in which students must complete their exam in a handwritten form.

 

Guidelines

For Instructors

  • Split class into separate zoom meetings (not breakout rooms)
  • Email the students the instructions
  • Invite students to different Zoom meetings (easiest to do this alphabetically)
    Have a separate room for students that require accommodations. Email these students to see if they are okay with being in the same Zoom room.
    • Last name A-F:  (Give the first Zoom meeting id)
    • Last name G-M: (Give a second Zoom meeting id)
    • Last name N-Z:  (Give a third Zoom meeting id)
Depending on your class size and number of IAs or proctors, consider dividing the class into additional, more manageable meeting rooms.
  • Assign one IA per Zoom meeting ID. Use the IAs meeting room so they can be the host of the meeting
  • Email IAs the Exam instructions to read beforehand (so all students get the same information)
    • All exam policies such as length of test, bathroom breaks, etc
  • Have IAs check UCSD IDs before the test starts
    • Be sure to give IAs a list of students in their Zoom meeting room
    • Allocate at least 30 minutes at the start of the session to check student IDs
  • Have IAs use the list of students to write down any proctoring concerns next to the student's name. This information can be relayed to the AI Office if necessary

For IAs

  • Turn off the private chat setting. Students should only be permitted to chat with the host.
    Click on Chat in lower toolbar, click the ellipse (...) icon on the right side (by where you can type.)   You can then change: "Participants can chat with" to "host only"
  • Check IDs:
    • Make sure you have a list of the students assigned to your zoom meeting
    • Mute all participants (go to Manage Participants in lower toolbar)
    • Select Speaker View (upper right corner).  This way, when students speak, they will move to full screen. You need this to check IDs
    • Call out a student’s name
    • Have students unmute themselves and say “here” when you call their name (then they will come to full screen). Ask them to cover their PID when showing their ID to you (to protect their privacy)
    • After you go through the list, ask if anyone’s name was not called 
  • During the exam:
    • Mute yourself when the exam begins
    • Use both “speaker view” and “tile view”
    • Tell students to use the private “chat” to communicate with you 
    • When either you or students talk, the entire class can hear
  • If you are concerned while proctoring, send a private chat to the student. If they do not see your chat, unmute yourself and say, “[student name], please check your chat,” and then re-mute yourself. Write down the timestamp and what you saw. You can move the student to a breakout room with only that student in the room

For Students

Before the exam:

  • Technical requirements: Computer or phone with a webcam, Speakers, Microphone
  • Software: zoom.ucsd.edu

Notify your instructor ahead of time if you cannot meet these requirements or need an alternative format.

At the time of the exam:
  • Have your phone/computer plugged into a power source
  • Log into Zoom through UCSD Single-Sign-On. 
    • Launch the Zoom application on your computer.
    • Click “Sign in with SSO.”
    • Under company domain, enter “ucsd”.zoom.us
    • You will be redirected to UCSD’s single sign on portal. Enter your credentials here. After logging in on this page, your Zoom application should log in automatically.
    • Click on your profile image in the top right corner. If you are properly signed in, the drop-down menu will say “LICENSED”. If your drop-down menu says “BASIC”, you are incorrectly logged in.
  • Click Join + to enter the meeting ID provided to you by your instructor.
  • Have your UC San Diego ID available to show IA. Please cover your PID with your finger when you show your ID
  • When the IA calls your name, unmute yourself and say “hello!” to the IA

Be sure to speak after you unmute yourself. Talking brings you forward on the IA’s Zoom which makes it so the IA can see you and your ID clearly.

During the exam:

  • Keep your video webcam ON for the duration of the exam.
  • Keep yourself muted unless otherwise directed by the instructor/TA/proctor.
  • Use the hand-raise cue in the Participants panel to signal if you have a question.
  • Always uphold integrity, and follow the guidelines established by your instructor.

 

Self-Recorded Individual Exams

All students record themselves individually completing the exam. This may be suitable for paper or handwritten exams or online exams administered through Canvas. Students then need to upload their videos to a separate Canvas assignment for instructor review.

Guidelines

For Instructors

  • Set up a Canvas Quiz (for students to complete the exam)
    • Create your exam questions using the Canvas Quiz question types.
    • See how to create a quiz.
    • Configure your quiz settings
  • Set up a Canvas Assignment (for students to submit their video)
    • Create the Canvas assignment 
      • Include instructions for students to embed their proctoring video using the “More External Tools > Embed Kaltura Media” button in the text editor
      • Set “Submission Type” to “Online, Text Entry”

canvas assignment submission type set to online text entry

  • Communicate with students (send the instructions below)
  • Review the videos (Use Speedgrader to view each student’s video.)
  • Remind students to delete their videos . Students retain ownership of their videos in Kaltura My Media. To protect your students’ privacy rights, you can ask your students to delete their own videos after you have reviewed them to verify integrity.
    • Student’s recordings are hosted in two locations: Zoom Cloud and Kaltura My Media.
      • Zoom Cloud recordings expire after 30 days and are automatically deleted. Videos in My Media will be retained until deleted by the video owner. 
    • After you have viewed all student videos, graded exams, and verified integrity, advise students to delete their videos in their My Media library. This can be done at the end of the grading period or at the end of the course - use an appropriate timeframe for your grading and integrity verification process.
    • Send steps on how to delete videos below. Once the student has deleted their video, you will no longer have access to view their video. However, the assignment will retain a history of submission in the grade column. Do not delete the assignment.

For Students

  • Log into Zoom through UCSD Single-Sign-On. 
    • Launch the Zoom application on your computer.
    • Click “Sign in with SSO.”
    • Under company domain, enter “ucsd”.zoom.us
    • You will be redirected to UCSD’s single sign on portal. Enter your credentials here. After logging in on this page, your Zoom application should log in automatically.
    • Click on your profile image in the top right corner. If you are properly signed in, the drop-down menu will say “LICENSED”. If your drop-down menu says “BASIC”, you are incorrectly logged in.
  • Once you are correctly logged in, test that you can properly record a video clip to the cloud. Try to do this in advance so that you are not panicking to accomplish this before a test starts.
    • Launch a new meeting.
    • Enable your video camera, microphone, and screen sharing.
    • When enabling screen sharing, select the screen you will be conducting your exam on. Close other windows and programs you will not be using or sharing.
    • Record your meeting to the cloud.
  • Take your exam. Once you have finished, end the Zoom meeting. 
    • You will receive an email, confirming your recording has completed rendering. 
    • Follow the link in the email and download the clip to your computer. Your video will also automatically load to your My Media library in Canvas after it has processed in the Kaltura system (this may take 1-2 hours after you get the email from Zoom).
  • Locate your video in Canvas My Media. 
    • Log into the Canvas course your exam was in, and navigate to My Media in the left-hand course menu.
    • Verify that your video has automatically uploaded.
      If you don’t see it, you can upload your video:
      • Click Add New and Media Upload.
      • Upload the Zoom video you downloaded, and select Save
  • Submit your Video for review. 
    • Navigate to your proctoring assignment in the Canvas.
    • Click Submit Assignment. In the text editor, click More External Tools and select Embed Kaltura Media.
    • Select the proper clip and submit the assignment.image that shows clicking the blue V icon in the Canvas editor will reveal the "Embed Kaltura Media" option in a drop down menu
  • Your instructor will review your video and notify you when you can delete your video from the Kaltura Media library.
    • Navigate to My Media in your left-hand course menu.
    • Locate your recorded video clip.
    • Click the trash icon to delete. icon of a trash can
    • You will see a notice to confirm. Click Delete to permanently delete your video.delete confirmation notice that states "are you sure you want to permanently delete this item from your media library?"

Recommendations created in collaboration with EdTech, Multimedia Services, and Melissa Famulari, Senior Teaching Professor in Economics.