Exam Security and Cheating Prevention: A Guide for Invigilators January 2011 Danielle C. Istl, LL.M. Academic Integrity Officer

Overview Your role Cheating on tests Senate Policy E3 Examinations – before, during, and after Challenges you may face When an offence has occurred FAQ / Q & A

When proctoring exams you are... a role model upon whom others rely in a position of trust privy to confidential information in a position of responsibility

Cheating on Tests* How to do it How to detect it How to prevent it * Gregory J. Cizek, (Lawrence Erlbaum Associates, Inc., Publishers)

Some cheating methods “Taylor’s Troubles” (Tarling, 1985, cited in Cizek) Forbidden materials: notes, phones, etc. Copying “formation” Bathroom breaks Circumventing the testing process  Tampering after the fact  Leaving paper(s) behind  Not turning in the test  Impersonation  Info from previous test taker  Access to exam / text bank / manual in advance

Prevention Key: diligent invigilation Armstrong & Miller: Exam Hall Sketch 1

Exam security before writing Exams should not be saved on computers in your office: only at home or on the Univ. J Drive. Encrypt exams. Exams should not be kept in your office at any time. Ideally, make-up exams should not be the same. Verify medical notes where a student is seeking a make-up exam. Have students sign a confidentiality or honesty statement.

Senate Policy E3: the finer points Setting up the room Admitting students While the exam is in progress (challenges) Student conduct during the exam Emergency procedures Ending the exam Appendix A: Guidelines to Control Cheating

Setting up the room Arrive 15 minutes early. Initial blank answer books (ideally). Set out exam papers and answer books.  Why this may be problematic  Preferable if have numbers or names already on the exams

Admitting students 5 minutes before exam begins Or earlier if time needed to verify authorized materials Check ID upon entry If no UW picture ID, no admission Cannot leave room without permission 30 minute rule  Can’t leave in first 30 minutes  Can’t enter after first 30 minutes

Challenges You May Face

Meet Ted, a new proctor

Ted’s First Dilemma THE TENSE TEST TAKER The Scene: Erie Hall The Time: Midterms in October

Ce teste est difficile! I’ll ask that proctor who knows a bunch of languages to give me this answer. Il est vraiment intelligent... et il aime aider les etudiants.

What has Ted done wrong? A. He failed to help the struggling student. B. He approached the student during the exam. C. He spoke to the student in French. D. He ate french fries. E. Nothing. (Ted is a good guy!!)

Fine!! Je vais trouver quelqu’un d’autre pour m’aider, you loser!

RRRRRRRRR !!!!!!

What should Ted do now? A. Call the Dean immediately! B. Nothing, because it’s between the student and the other proctor. C. Check the student’s test for signs of assistance. D. Talk to the professor.

While the exam is in progress Examination books (para ) Signature list / ID cards (1.3.2) Role of invigilator (1.3.3)  Actively assist  Checking ID / having students sign in  Circulating around the room  Devote complete attention to the task  Ensure students’ needs are promptly met  Find out what professor wants re assisting students with substantive questions

Student conduct during the exam Present Uwin ID Abide by any special instructions (e.g., seating) No receiving / giving assistance No removing staples All communication in language of instruction No unauthorized aids  Professor/proctors need to be explicit

Student conduct contd. All electronic devices off and stored  How to verify Backpacks and other articles away from desk  Risk of theft / what to do? No eating; water/soft drinks okay Raise hand to leave Must be accompanied by proctor => washroom Can write a note to report cheating

Ted’s Second Dilemma THE ONLOOKERS The Scene: The Education Gym The Time: Final Exams in December

Ted sees this girl consulting a book she pulled out of her bag. Ted sees this guy looking at his neighbour’s paper. Neither student is writing the exam Ted is proctoring.

What should Ted do? A. Stare the students down. B. Find another proctor to assist. C. Take the students’ exams and send them out. D. Announce that two people have been caught cheating. E. Take the book from the girl and move the guy. F. Write down the students’ names and numbers. G. Nothing. They’re not Ted’s students.

If you suspect or detect cheating Make a detailed record Get another witness if you can Take exam & provide another Move the student Avoid distracting others Collect all evidence Report it

What to do if you’re uncertain Consult the appropriate policy. Speak to the professor for whom you are working. Contact the Dept. Head or Associate Dean. Seek advice from the AIO. BEST PRACTICE: Know in advance what to do.

What Not to Do Think “It’s no big deal.” Remain silent. Decide “It’s not worth it.” Assist a student in cheating. Take chances.

Emergency Procedures Fire alarms / Evacuation  Inform candidates  Collect valuables (if safe to do so)  Inform students: EXAM CONDITIONS REMAIN IN FORCE  Make notes of any problematic behaviour Medical issues Outcome  Report to Dean  Professor determines whether exam results acceptable  Dean determines whether exam to be rescheduled

Ending the exam 15 minute / 5 minute announcements All writing ends when end of exam called  Penalty: downward adjustment of grade In seats until all exams collected All answer books must be numbered Sign out, if required “Exam Q paper belongs to the candidate unless otherwise stated” When all students gone, check room

Guidelines to Control Cheating  See Appendix A Technological Challenges  “Cheating on Tests” – YouTube videos online  Pen Scanner (IRISPen)  Wireless ear implants  Texting, cell phones, smartphones, etc.

Ted’s Third Dilemma THE TAKE HOME EXAM The Scene: Leddy Library The Time: Second last day of exams

I don’t think that’s right. I know a better place we can look. Why go to all that trouble? This looks terrific. Let’s use it. Here’s the answer to Question #2 right here.

What should Ted have done? A. Gone to this session. B. Approached the students. C. Followed the students surreptitiously throughout the library. D. Given them a few ideas. It’s not a formal exam (and Ted’s a nice guy)! E. He was right to do nothing. Ever heard of collaborative learning?

Ted’s Fourth Dilemma THE MULTIPLE-CHOICE MISFIT The Scene: Outside Dillon Hall The Time: April after an exam

Ted!! Over here!! It’s Maria! Do you have a second? I’ve got a favour to ask you. Hi Maria!

It’s just a few answers on the multiple choice final. It’s the only way I can keep my scholarship. If I lose it, my parents will kill me and I’ll have to drop out of school! C’mon. No one will know. I’ll even pay you if you want. Okay, okay. But just this once.

What could happen to Ted? A. Nothing. No one will ever know. B. Maria might go out with him. C. Ted could be suspended. D. Ted could be expelled. E. Ted could lose his proctor job. F. Ted could spend the rest of his life making Scantron sheets.

STUDENT EMPLOYEE GA, TA, or Proctor Your Dual Role

Students’ Obligation Under Bylaw 31 To refrain from engaging in “actions that demonstrate a lack of integrity defined as a lack of adherence to this University’s bylaws and policies...”

True Story: Case #08/09-12 GA proctoring exam Evidence of misconduct: talking to and signaling answers to student At least one other GA saw it Student witness writing exam reported it Other GA reluctantly reported it when asked Disciplinary process (undefended) Two-year suspension / lost GA job

FAQ What if I report the misconduct and the professor does not do anything? What if a student challenges what I tell him/her to do? What about retaliation from fellow proctors if I report a proctor? What if I don’t have the time to get involved in a misconduct case? What if I am proctoring in the Student Disability Services office?

Other exam-related procedures in Policy E3 Students wearing facial scarves  Appendix B Pre-approved prayer time during an exam  Paragraph 4.8

Ted’s Final Dilemma Exam Security or “Where are the exams?” The Scene: Everywhere (unfortunately) The Time: Day of the exam in April

1. Picks up exams 8. …who delivers them to the head GA Gives exams to Joe to finish marking … 2. Stops for lunch.3. Writes his own exam. 6. Has to leave for work.5. Falls asleep. 4. Goes home to mark for awhile who delivers them to the professor.

After the exam Preserve the integrity of the exam. NEVER leave exams unattended. Remain on campus in a secure place. Maintain continuity of possession. Do not provide access to the exams to anyone.

Grading quizzes/exams Put yourself in the students’ shoes. Set aside adequate time. Do not delegate the task without the professor’s permission. Speak to the professor if you encounter problems or have questions. Do not share the papers with anyone.

When an offence has occurred 4.After further investigation, the AIO will either (1) dismiss the complaint, (2) return it to the Associate Dean for sanctioning, (3) forward it the Vice-Provost for sanctioning, or (4) refer it to a Judicial Panel for a hearing.. 3.The Associate Dean will meet with the student and either dismiss the complaint or send it to the AIO for further investigation. 2.The professor may file a complaint with the Senate Secretariat and the complaint will be sent to the Associate Dean. 1.You must report the misconduct to the professor who may meet with the student.

What may be required of you Write a detailed statement of everything you know/witnessed. Meet with the AIO upon request. Prepare to give evidence at a hearing, if necessary. This is all part of your job.

Why is all of this important? maintains academic integrity on campus sends a strong message:  “We care about academic integrity.” builds trust and confidence strengthens the value of all UW degrees lends credibility to your role in the teaching and learning process

How to Reach Me Office: 201/203 Assumption Univ. Bldg. Phone: ext Web: G.A.s and T.A.s link “Information for Students” link “Information for Faculty” link

One more ?? Armstrong & Miller: Exam Hall Sketch 2

THE END. GOOD LUCK! HAVE A SUCCESSFUL YEAR!