Online exam invigilation

UOW invigilates (supervises) some online exams using Proctorio, a learning integrity tool. On this page you will find information about Proctorio and how to prepare for your online invigilated exam.

Proctorio video tutorial

Test your technology here

Access your Moodle subject site and find your exam activity. Ignore the secure exam proctor link if you see it and click on your exam activity link if you do not have Proctorio installed.  Already, you will see this alert click on the ‘Click here’ link which will take you through the steps to install the Proctorio extension. Click this link, you will then be taken to the Chrome web store.  Click the ‘Add to Chrome’ button, then click ‘Add extension’ this will add the Proctorio extension to your browser. You can ignore this alert to ‘Turn on sync’. You should then be taken back to your Moodle site automatically, but if not, you can close these two tabs and reload your Moodle site if it did not do it for you. If you see an alert about a password you can ignore this message, Proctorio will handle this password protection for you automatically. When you are ready to begin click the ‘Attempt quiz’ button before your quiz timer begins.  Proctorio will do some verification steps.  Proctorio will remind you here to disconnect any secondary monitors as you must only have one monitor connected to do your exam.  Proctorio will flag any issues here in this ‘yellow alert’ area. After you have dealt with any critical issues, click ‘Continue’ you will now need to grant permission to Chrome to use your camera and microphone.  You must click allow for the camera and for the microphone, then Proctorio will ask for permission to record your screen.  You must click the screen preview on this alert only then can you click the share button - be careful not to skip this step and accidentally click ‘Cancel’.  Make sure you do not click the stop sharing button at the bottom of your screen but you can click the ‘Hide’ link to hide this alert.  Don’t worry if Proctorio seems to wait here, it is just doing some background processing. Once this is done you will see a webcam preview screen, if this is working click ‘Next’. You will now need to hold up your student ID card to the camera. Proctorio should automatically detect and record it within the green borders.  If it cannot automatically detect it after a time it will ask you to manually capture it. Make sure you can see it or retake it if need be, or click ‘Next’.  Now click begin camera test if Proctorio cannot detect your face it will ask you to re-test and remove any face coverings or check your lighting and re-test if this continually fails. A Proctorio support chat will appear to help you get through this step. You may now begin your exam. This will start the exam timer and when in your exam, you will see these Proctorio quiz tools, if your subject allows it you may have an option here to use a calculator.  If so this can be opened, moved or closed as needed.  The live chat option is for Proctorio help staff for Proctorio issues. If you require help from UOW staff during your exam you should use our usual UOW support channels or phone numbers rather than this live chat.  These Proctorio quiz tools can be hidden or collapsed if you find them distracting.  You may now complete your exam. If at some point you are rejected by Proctorio from your exam you can re-login to your exam and continue where you left off, but you will need to redo the verification steps. If you need to upload any PDFs or scans of manual working out, you can upload files through the file upload options as needed. Do not use the browser forward and back buttons to navigate your exam. Use the links within the exam activity. When complete be sure to submit all and finish on your exam as needed. After you have completely finished your exam, if you want to remove Proctorio you can click the extensions icon then select the three dots near Proctorio and select ‘Remove from Chrome’. Then click remove Proctorio. This is now removed from your browser.

Important:  Students with online exams using Proctorio must complete this practice quiz well before your scheduled exam, to test your technology and allow yourself and UOW to make alternative arrangements if you need them.

Preparing for your online invigilated exam

Complete your practice quiz

You must complete this Test Your Technology practice exam in advance of your scheduled exam, to test your technology and allow yourself and UOW to make alternative arrangements if you need them.

This practice exam ensures that your hardware, software, and internet connection are adequate.

You will need the following to complete your Proctorio invigilated Moodle exam:

  1. Computer with internet access: see Proctorio system requirements for further details. Only one monitor/display is permitted. 
  2. Webcam: minimal 320x240 VGA resolution, internal or external.
  3. Microphone: You need an internal microphone from your laptop or a stand-alone external microphone (internal or external, no virtual microphone). The use of headphones or earphones (in-ear monitor) with a microphone is prohibited.
  4. Compatible Browser: Google Chrome or Microsoft Edge
  5. ID: UOW student card, UOW College student card, Passport or Australian Driver Licence (Note: If you are using a passport or Australian driver's license, the name and photo need to be clearly visible to be captured by the webcam. However other personal details such as licence/passport numbers, date of birth, addresses and card numbers should be covered/masked so these details are not visible and cannot be captured by the webcam.
  6. A quiet place to complete your exam

For further help, see the above video.

Work through the checklist

You can find a more detailed checklist on preparing for your final exams here.

Proctorio has a very low bandwidth requirement: 0.092 - 0.244 Mbps. This is well below ADSL1  speeds and should not impact significantly on your internet.

Students who don’t have access to Wi-Fi, a place to study, a computer, or who don’t have a webcam/microphone and have an online invigilated exam may be able to request equipment or seek other IT support.

If you are unable to sit your exams at home (e.g. you do not have an adequate workspace), please complete the Request for Support in Exams Form as soon as possible prior to your exam.

Students with Access Plans can expect that their individual circumstances will be taken into account during the invigilation of their online exam. UOW Exam Invigilators are aware of any provisions a student has within an Access Plan (for example, the need to take multiple breaks, the use of Assistive Technology or the display of involuntary behaviours). These actions are taken into consideration when reviewing a student’s exam sitting and students should not be concerned that they will be inadvertently flagged for misconduct because of those actions.

If you would like to discuss your specific circumstances, please contact the Student Accessibility and Inclusion team.

If you have a condition that may impact your ability to sit an exam, regardless if it is online or on campus, please contact the Student Accessibility and Inclusion team as soon as possible.

Try to avoid shared spaces and instead find a private, quiet space to sit your exam away from others. The Proctorio tool does record audio through your computer’s microphone during your exam and may pick up background noise from others. It is important to inform those within recording range that you are undertaking an exam to ensure they are aware a recording is in progress.

If you’re concerned that your environment is not suitable to sit an exam, please complete the special exam arrangements form as soon as possible prior to your exam.

If you cannot avoid this situation, and you do not wish to, or cannot arrange an alternative exam sitting arrangement, there will not be any issues with the invigilation of your exam sitting. When reviewing your exam sitting, our UOW Exam invigilators will take into consideration the use of any shared spaces and activities that occur.

Remember to also follow the other advice outlined on this page and our general FAQs page.

During your exam

Your exam timetable in SOLS will include instructions on how to access each exam. Most exams will be hosted online on the subject’s Moodle site. If you have any questions about accessing exams, please contact your Subject Coordinator.

When you're ready to take the invigilated exam, you will need to use a Chrome (or Edge) browser and download the Proctorio Chrome extension. This only needs to be done once if using the same computer. The Proctorio extension is only active when taking a Moodle Quiz set with Proctorio. The Proctorio 'shield icon' in Chrome changes from grey to green when it is active. The extension is not active before or after an exam.

Proctorio performs a check to make sure that the internet connection, webcam, microphone, and screen recording are set up correctly. Proctorio also checks whether your computer has sufficient freely available internal memory.

Pre-checks are done before the exam time (quiz duration) starts. Your Subject Coordinator will have allocated extra time to conduct these pre-checks. Your exam duration time does not begin until these pre-checks are completed.

Permitted materials for each exam will be listed on your personalised exam timetable. Items permitted are determined by the Subject Coordinator for the examination. If an item is not listed as a permitted item on your personalised exam timetable in SOLS, you should NOT be accessing the item as this provides you with an unfair advantage. Examples of unauthorised materials include, but are not limited to, smart watches, unauthorised calculators, online materials, smart phones and headphones.

Note: exam permissions can include the use of a mobile phone to photograph documents for upload as part of your exam submission. UOW Exam Invigilators will be aware of such permissions and will factor them into post-exam reviews. 

 You will receive detailed instructions before your exam.

  1. After you passed the 'System Diagnostic Test', you will be asked to hold your UOW Student ID Card (or other approved photo ID) in front of your webcam for a scan. If you do not have a UOW student card you can use your UOW College Student ID card, passport or Australian driver licence. Note: If you are using a passport or Australian driver's license, the name and photo need to be clearly visible to be captured by the webcam. However other personal details such as licence/passport numbers, date of birth, addresses and card numbers should be covered/masked so these details are not visible and cannont be captured by the webcam.
  2. Hold your card in-front of the webcam so that the photo, initial(s), last name, and student numbers are clearly visible.
  3. The program will scan your card and take a picture of it.
  4. If the information is not easy to read, retake the picture using the 'Re-take' button or use the 'click here' button.
  5. Examples of unclear pictures include pictures that are: overexposed, underexposed, too close, too far away, out of focus, and/or contain reflections.
  6. The UOW Exams Team will check and confirm the image captures of all the exam takers. If there are any issues, you may be contacted shortly after your exam.

Your ID information is stored in an encrypted cloud server in Australia that only UOW can access.

Proctorio does not use any form of biometric analysis however it does complete some image processing to determine it has captured a sufficient photo of your ID and face.

Proctorio does not verify you and your identity, it only detects whether there is a clear image of your face and your ID picture. UOW Exam Invigilators will review all ID checks after the exam is complete. If you look noticeably different from your ID photo, or have undergone an identity change and haven’t updated your personal details with UOW, please visit this page.

You can also obtain an updated Student ID card at Student Central, so please ensure you update your personal details before you sit for your exam. This will ensure our Exam Invigilators have access to your latest personal details.

A female exam invigilator will be present at all exam venues and will discreetly conduct ID checks in a private space on campus close to the exam venue.

If your exams are online, you can conduct your ID check in your own private space by revealing full face just for the ID checking process. You have the option to request a female invigilator to confirm your identity and view full face images for ID checking purposes. If you would like to request this, please contact exams@uow.edu.au 

You can still commence your exam late, however you will not be permitted to commence your exam 30 minutes after the scheduled exam time and you will not be given extra time to compensate for starting late.

If you are completing an online invigilated exam additional time may be granted for late entry into the exam, only if there is evidence of technical issues and we can verify that you were actively trying to gain access to your exam at the scheduled start time.

If you experience any technical difficulties, contact the Exam Support team for advice as soon as practicable (before, during or after your exam) via the details below:

If you call the Exam Support team for assistance or are waiting for a response, please be reassured that our support staff will be able to respond to your needs.

There is no need to inform your Subject Coordinator if you are experiencing any technical difficulties, the Exam Support team provide each Subject Coordinator with this information.

You can also refer to our UOW Troubleshooting For Proctorio Exams Guide (PDF) for self-help.

If the technical trouble cannot be resolved, you should submit a remote exam issues report within 24 hours of the incident.

Headphones are not permitted unless you have an Access Plan that specifies their use. If you are relying on headphones to act as a microphone, you will need to inform UOW Exams team in advance for the purposes of invigilation.  

Foam earplugs can be used if you have considerable background noise in your space. However, we do encourage students to come forward prior to their exam if they feel their own space or environment is not suitable to an exam setting. Should students still want to take their exam where there is continuous background noise, it will be flagged by Proctorio as an irregularity during the exam and our UOW invigilators will discern that irregularity in their reviews.

We strongly recommend that students go to the bathroom and take care of anything which may require their attention before the exam start time.

If you do need to use the bathroom or leave your desk for another urgent reason during the exam, the period you are away from your desk will be flagged as a potential irregularity for review. Before you leave your room and move away from your device, you can speak to your device camera "having a bathroom break". This will assist invigilators with the review.

The use of Proctorio by UOW invigilators will not compromise the fairness of our exams. It will help mirror invigilation that has previously occurred during an on-campus exam setting. UOW’s trained invigilators will use the data reports to identify potential irregularities but will not flag them as suspected misconduct until there is clear evidence that a student has gained an unfair advantage, this is in line with procedural fairness and the principles of natural justice that would apply to any allegations of possible misconduct. We will continue to follow long-established and robust UOW Academic academic misconduct procedures with our online exams, including those exams using Proctorio.

Online (Moodle and Proctorio) exams

If you cannot sit or complete your exam due to illness or another extenuating circumstance, ensure that you apply for Academic Consideration before your online exam starts or prior to completing it. Remember, once you complete your online exam, you can no longer apply for Academic Consideration. In this instance, you must contact your Subject Coordinator after the exam to discuss your options.

If your Academic Consideration application is approved by your Subject Coordinator, you may be able to undertake a deferred exam in the scheduled deferred exam period. Please make sure you are available during the Supplementary and Deferred exam period relevant to your session.

On-campus exams

If you cannot sit your exam due to illness or another extenuating circumstance, ensure that you apply for Academic Considerationbefore your exam. If you fall ill during an exam you MUST advise the exam supervisor before leaving the exam venue. In this case, you can apply for Academic Considerationafter your on-campus exam.

If your Academic Consideration application is approved by your Subject Coordinator, you may be able to undertake a deferred exam in the scheduled deferred exam period. Please make sure you are available during the Supplementary and Deferred exam period relevant to your session.

If you’re ejected from your exam due to an internet disconnection or some other technical issue, Proctorio will temporarily log you out of your Moodle exam, but the Moodle exam attempt remains in progress for its original duration. When your technical issue is resolved, you can re-enter the Moodle quiz attempt following completing the Proctorio check-in. 

If you cannot redo your Proctorio check-in, or quickly re-enter your Moodle exam, contact the IMTS helpline on +61 4221 3000 or live chat immediately.

After your exam

Because you uploaded your workings out you did on paper on an electronic document, UOW has a copy and will not require yours. Students are not allowed to share their workings out with anyone else and should destroy their copies. 

Proctorio is designed to prevent misconduct such as cheating, collusion, fraud and fabrication. At the end of the exam, automated reports are generated for each student with a rating based on how many irregularities were flagged. An irregularity will depend on the conditions for the exam, but might include things like:

  • Opening a new search window or tab
  • Searching for a websiteor accessing resources that are not approved as part of the exam conditions
  • Another person in the room with you
  • Using a mobile phone

Flagged irregularities from Proctorio will not lead to automatic penalties.

The UOW Exam Invigilators will review Proctorio reports with high irregularity ratings and determine whether any flagged behaviour does not meet UOW’s expectation for academic integrityExam invigilators are aware of each exam’s permitted materials and design and will take these elements into account when reviewing the irregularity reports. For example, accessing lecture notes in an open book exam would not be considered potential misconduct as accessing resources are an approved part of the exam conditions. 

Depending on the type and extent of the unusual activity, flagged incidents may be investigated under UOW’s academic misconduct procedures, in the same way that an incident report from a paper exam is investigated. Students will be contacted and have an opportunity to respond to any potential incidents of misconduct prior to any outcomes occurring. Proctorio recordings of students sitting their exam are also a good source of evidence to defend a student who needs to explain unexpected circumstances occurring during their exam (e.g. a fire alarm). 

You can find the legend of grades, publication dates of results and information about how to request the review of a mark or grade on our exams and results webpage.

About Proctorio

Proctorio is an online invigilation tool that integrates with our Moodle quiz environment and works within your browser via the Proctorio extension. This extension allows elements of your activity to be recorded while sitting the exam.

Proctorio is only installed within supported browsers and does not have access to your files or operating system. You may need to grant the browser extension temporary access to your webcam, microphone, and screen recording abilities while sitting the exam.

You can easily uninstall Proctorio from Chrome after your exam by selecting the puzzle piece shaped ‘Extensions’ button at the top right of your browser, find the Proctorio extension and click on the more actions button to remove it.

UOW will be invigilating via the online learning integrity browser tool Proctorio. The use of online invigilation tools such as Proctorio is consistent with many other Australian universities. Proctorio is an online invigilation tool that integrates with our Moodle quiz environment and works within your browser via the Proctorio extension. This extension allows elements of your activity to be recorded while sitting an exam, it does not have access to your computer's operating system. Proctorio stores the recordings of your exam activity for review by authorised UOW staff to help ensure the academic integrity of the exam. These recordings are purged after the exam integrity review period. Proctorio does not give live access to anyone to view your activity in real-time while sitting the exam. 

Important information about Proctorio at UOW

  • Recordings collected by the Proctorio tool are directly encrypted by the web browser and placed in a server that only authorised and trained UOW staff are able to access.
  • No third parties will have access to or be provided with personal information.
  • Proctorio staff cannot access any UOW exam data.
  • Room scans will not be used in exams invigilated by Proctorio.
  • Proctorio will not have access to the operating system or any files from students' computers other than what students have explicitly granted permission to during their invigilated exam browser session.
  • Proctorio can determine the amount of keystrokes being pressed, but not which keys, or content of those keystrokes.
  • Students will contact UOW staff if they require assistance, they will not contact Proctorio.
  • Trained and authorised UOW invigilators check the exam recording and report, artificial intelligence is not used.
  • UOW will carry out a manual deletion process at the end of the exam appeal period of reports stored within Proctorio. Any report data stored by Proctorio will not exceed a maximum of 12 months and will be automatically deleted.

UOW recognises that some students may not have adequate access to equipment or a suitable environment to sit an online exam remotely. Students can contact UOW Exams via our online form to discuss their options including sitting their exams in one of UOW’s facilities.

Reasonable adjustment (RA) provisions will be provided and adjusted for the online exam environment using Proctorio. Each individual student’s RA will be taken into account when setting Proctorio against the exam environment. UOW also may organise some alternate arrangements for students with RA's where required, this may include organising a place on campus to take an exam with an in-person supervisor.

The University is changing its methods of assessment and reducing its reliance on exams as a method of assuring learning. The decision to use alternative assessments, including Proctorio, is not a cost-driven decision. The decision to use Proctorio is about quality of learning.

Other models of assessment are being utilised based on the subject assessment requirements including online unsupervised exams, online open-book exams, and a small number of on-campus exams.

Proctorio will not be applied to all online exams. Proctorio is being utilised for some end-of-session exams and for about 30% of those exams in Autumn session.

Privacy

UOW is committed to protecting the privacy of each individual’s personal and health information as required under various laws. In addition to these obligations, UOW is actively taking steps to comply with the principles of the Privacy Act 1988 (Cth), the European Union General Data Protection Regulation (GDPR) and other best practice privacy legislation in relation to UOW’s activities. For further information about UOW’s commitment to privacy, please visit our privacy webpage.

Proctorio was selected as the chosen tool for UOW’s online exam invigilation following a robust review process that considered security and privacy assessments. The privacy protections offered by Proctorio are one of the key reasons it was selected over other potential tools. In addition to the in-built protections offered by Proctorio, UOW has also implemented a number of measures to ensure the use of Proctorio meets our usual high standards of student data and privacy protection. Read more about these privacy measures here.

We have also published the Proctorio Privacy Impact Assessment Report (PDF), which outlines the reasons for choosing Proctorio over other providers and how student data will be managed in an online invigilated exam environment, as well as the various measures, processes and policies in place to ensure student privacy is protected.

Key privacy features

  • The data collected by the Proctorio tool during student exams is directly encrypted in the browser and then sent encrypted to Proctorio's servers in Australia that only UOW can access. This covers the entire session, i.e: ID check, video, audio, and screen images.
  • Data captured by Proctorio is stored in Microsoft Azure (ISO-27001 certified) located in Australia and access is via the UOW Moodle instance. The data is double encrypted so that not even Proctorio can access it. 
  • Proctorio does not use any form of biometric analysis however it does complete some image processing to determine it has captured a sufficient photo of the student’s ID and face.
  • Proctorio does not utilise keystroke fingerprinting, however it does track keystroke usage. What this means is that Proctorio can determine the amount of keystrokes being pressed, but not which keys, or content of those keystrokes.
  • Proctorio works with encryption according to the zero-knowledge protocol, which means Proctorio has zero access to the encrypted data on its servers. Proctorio does not have the ability to decrypt the data.
  • Access to the data is only via encryption keys held by authorised UOW staff. The encryption keys are never shared with Proctorio.
  • Limited authorised UOW staff will access and view the data, strictly within established academic integrity processes.
  • Proctorio recordings and reports will be viewed by trained invigilators directly after exam sessions are complete to confirm student ID and to review video, audio and screen capture reports. If any irregularities are flagged in the reports and further investigation is warranted, the relevant data will be viewed. These reports do not imply suspected misconduct and are only one component of the evidence gathering process for exam invigilation.
  • Proctorio will not have access to the operating system or any files from students' computers other than what students have explicitly granted permission to during their invigilated exam browser session. (For example Proctorio can access performance metrics about a student’s computer such as how much RAM is available or how busy the CPU is to the extent they are available to the browser).
  • Proctorio also does not and cannot collect any un-encrypted personally identifying information on any user. Only limited authorised UOW staff can access and view the data for the purposes of academic integrity.
  • UOW will retain initial recordings and reports only for the period of time in which they may need to be reviewed to determine whether or not they will result in a misconduct report. This timeframe is in accordance with the exam appeal period.

For further information about UOW’s commitment to privacy, please visit our privacy webpage.

No. Only automated video, audio, and screen capture tools are used to record session data and auto-generate a report to UOW if there are irregularities flagged.

No. No one will be asking you to show your room or where your exam is being undertaken. At UOW Proctorio does not track eye movements.

No. Proctorio does not act like malware. Proctorio does not have access to a student’s computer file system, nor can it scan applications the user has open on their computer. Proctorio is a Chrome browser extension that can be easily disabled or removed completely when not required.

No, Proctorio does not have all capabilities listed in the pop up message. These are Chrome Web Store's umbrella categories and Proctorio, or any other extension for that matter, falls under them if it uses any of the elements that are included in the categories.

You can find out more about Proctorio’s browser permissions and settings for each category here.

The data collected by the Proctorio tool during student exams is directly encrypted in the browser and then sent encrypted to Proctorio's servers in Australia that only UOW can access. This covers the entire session, i.e: ID check, video, audio, and screen images.

UOW will carry out a manual deletion process at the end of the exam appeal period of reports stored within Proctorio. Any report data stored by Proctorio will not exceed a maximum of 12 months and will be automatically deleted.

No. Proctorio will not have access to the operating system or any data from your computer. Only what was captured during your invigilated exam browser session.

Exam session recordings collected by the Proctorio tool are directly encrypted by the web browser and placed in a server that only authorised and trained UOW staff are able to access. Proctorio staff cannot access any UOW exam data.

In rigorous UOW testing and pilots undertaken, no issues related to the skin colour of users have been detected. Proctorio will require adequate levels of lighting to be able to detect the face of any user. Issues may occur where high levels of backlighting made facial detection difficult.

Exam support

General enquiries

Email: exams@uow.edu.au

View our exam FAQs for self-help

Have an issue during an exam?

Call the Exam Support Hotline: 4221 3000
or
Chat online with our IT Support Staff

Want to report an issue following an exam? 

You can use the Remote Exam Issue form to report other issues to your subject coordinator that may need to be taken into consideration while marking your exam.