Online exam invigilation

UOW will be invigilating (supervising) some online exams using the learning integrity browser tool Proctorio. On this page, you will find important information about how Proctorio will be used and how to prepare for your invigilated exam.

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.

Q&A with Professor Theo Farrell

UOW Commerce student, Grace, sits down with Deputy Vice Chancellor (Academic and Student Life), Professor Theo Farrell, to ask the most common questions from students about the use of Proctorio to supervise online exams at UOW.

[0:04] Grace: Hi, my name is Grace and I'm a commerce student here at UOW. Today I'm joined by the Deputy Vice Chancellor of Academic and Student Life Professor Theo Farrell to help address some of the questions students have about UOW's move to online exams and the use of the invigilation tool Proctorio.

Theo, thank you for joining me today.

[0:24] Professor Farrell: Oh, thanks Grace, it's great to have this discussion

[0:27] Grace: Could we start with a bit of an overview of UOW's move to online exams and why it is happening.

[0:32] Professor Farrell: It all starts with COVID and the COVID pandemic two years ago forced us to move everything online and so many students have been on that journey with us. But even before COVID, the University is constantly looking to evolve in our learning and teaching practices to offer the best possible experience for students, and digital transformation is a key part of that. I mean we're seeing, in all parts of our lives we're seeing digital transformation, which improves the experience you know for you in all parts of your lives as customers and citizens. And so it's natural that, of course, universities want to digitally transform and so what we've had in the last two years is the convergence of this long-standing, and over many years move towards ever greater digital transformation combined with COVID requiring us to move everything online, and so our exams have been online actually for the last two years, what's different now is that we're introducing a new technology, Proctorio, a new invitation tool that's going to enable us to improve our use of online exams.

What we're doing is happening right across the sector, so in fact many universities already started this last year introducing online proctoring tools. And of course, you know we are still living with COVID. So, although it's great to see all these classes back on campus it's so wonderful and we are able to you know have people take classes on campus, we still have to be prepared for the possibility that there could be a future, some kind of COVID variant or outbreak that means that we can't have students gathering in large numbers. And so, it's necessary for us to maintain online exams.

[2:14] Now there's going to be a number of you know important benefits actually for students with continuing online exams and with us and introducing Proctorio:

  • Students won't need to travel to campus to take exams, which they haven't had to do for the last two years.
  • Students will be able to take exams in comfortable environments in their homes rather than big drafty exam halls.
  • We have many students who are still overseas but taking courses with us and, of course, we have to be able to enable them to take exams.
  • Students will be able to access immediate support and answer to questions if they encounter any problems exams through the online exams and support and
  • Lastly of course by introducing Proctorio, it means that we can continue to use exams in a way that satisfies the requirements for accreditation and professional bodies.

So, there are actually lots of benefits here for students

[3:04] Grace: Theo this is a new way of setting exams for many of us students, can you tell me how Proctorio works?

 

[3:10] Professor Farrell: So Proctorio is an online in invigilation or online supervision tool and it works by integrating in the Moodle quiz function. So, it operates as an extension on the web browser and so what this means, and it's really important, is that the Proctorio tool has no access to a student's operating system on their computer, has no access to the student's files. Instead, what it does is it records the exam activity, and those recordings are sent to UOW authorised and trained invigilators, and they review activity that's been flagged as irregular.

Also, what's quite important is that Proctorio does not give live access for anyone to view the exam activity, which is what happened last year when we were using Zoom invigilation.

[4:02] Grace: One of the big themes I’m hearing from students is about their privacy and data. Can you tell me how UOW will be protecting the privacy of students during their online exams?

[4:11] Professor Farrell: That that was a top priority for us. When we started on this journey to identify and select an online invigilation tool, there was a number of considerations, which are called user requirements, and data protection, protection of student data and privacy was our top concern.

So, we assembled a group of staff and students who looked at various options for proctoring tools and we actually chose Proctorio because it offered us the best protection for student privacy and data. And then we conducted a number of trials over the last two years, a number of pilots, including in exam sessions, so in the summer exam session we also did pilots and so we've been able to trial and identify any remaining concerns we have.

So, we've done a really comprehensive piece of work around data privacy because that's actually a top concern for us. In order to be completely transparent, we've put the Proctorio Privacy Impact assessment online, it's on the UOW online exams website so everyone can go on that and can see in quite considerable detail the measures we've taken through our policies, through the tool that we adopted and the other measures to protect student data.

[5:26] Grace: Some students are concerned that Proctorio acts like malware, does it? And some students are also concerned that Proctorio tracks their eye movements, does it do that either?

 

[5:37] Professor Farrell: Those are totally fair concerns but it’s absolutely not malware. So, it's an extension on a Chrome or Microsoft Edge browser, it doesn't have access to students the operating system on students’ computers, doesn't have access to their files. What it does is, during an exam, it monitors if the student is using websites in the middle of an exam and if they're not approved websites then that would be flagged as an irregularity. It monitors your face, so it doesn't monitor your eyes, it just monitors the presence of a face and so if you're away from the computer or you face away for a sustained period of time, you know if you face away completely, then that would be flagged as an irregularity. But if you're just like you know pondering a question and you glance out of window or whatever or you look aside because you're deep in thought, that's absolutely fine that wouldn't be flagged. The point here is, even if you say look away from the computer, that doesn't automatically mean it's going to be flagged as something where you may have been cheating, absolutely not. All it does is it flags, where there's quite a lot of irregularity, it flags it as something that one of our the UOW authorised and trained invigilators will look at and make a human judgment. So, you know, it's really important students don't get too anxious around eye movement and it's important students realise that, you know, our number one concern is protecting student privacy and data and so we would never adopt a tool that would allow, that would enable the tool or anyone else to get access to students’ files and operation system.

[7:13] Grace: and what about room scanning?

[7:14] Professor Farrell: Some online proctoring tools have room scanning as part of the function our use Proctorio doesn't have room scanning. So Proctorio will not be scanning your room. So just to be clear:

  • We're not going to have anyone watching you take your exams
  • We're not going to be tracking your eye movements, and
  • We're not going to have the tool scanning your room

Again, this is all about protecting student privacy, which for us is a top priority.

 

[7:37] Grace: What about students who need reasonable adjustments for their exams, will online exams be fair for them?

 

 [7:42] Professor Farrell: A really important question Grace, and so for the last two years of course, we've been doing online exams and we've been supporting students who require reasonable adjustments in order to be able to take their exams fairly. Now, Proctorio might introduce some additional support that's required we're completely prepared for that and so what we say to students who need reasonable adjustments for their exams is please contact their Disability Liaison Support Officer and we work out a plan, to ensure that they're supported. If that means that we have to provide for some students the possibility to take the exams on campus, with in-person invigilation, then we're going to do that. So, we're absolutely going to ensure that everyone has all the support they need to take their exams in a fair way.

 

[8:36] Grace: Many students live in shared accommodation or with family, so what happens if someone's housemate or family member makes a noise and interrupts their exam, will they be flagged or penalised?

[8:46] Professor Farrell: So, they absolutely won't be penalised. Obviously, it's ideal if people can take an exam in a quiet place and so we obviously encourage people to try and find a quiet place to take an exam, but sometimes that's not possible or as you say sometimes a family member barges in or whatever. So, that could be flagged isn't it as an irregular event, but the key thing to realise is that, even if it is flagged, it will be reviewed by one of the UOW trained invigilators and so they'll be able to see if someone's barged in or the dog has certainly jumped up in the desk, and so that people shouldn't be worried if that happens they should just continue the exam you know not being concerned about that.

 

[9:31] Grace: What should a student do if they don't have access to the right equipment or workspace to sit their online exam at home?

[9:38] Professor Farrell: Okay, so this would be someone say:

  • Who hasn't got access to great wi-fi, or
  • They don't have a suitable space for the exam, or
  • They don't have a webcam or microphone in their computer, or
  • They might not even have a right computer for an exam

In all those cases, what we encourage is for students to get in touch with our exams team. So, there's a link on our exams website and they can fill out a form, which basically says ‘this is the support I need’, and a member of the exams team will be in touch to support them.

[10:10] Grace: What happens if I’m flagged for irregularities in my exam?

[10:15] Professor Farrell: I think the first thing to realise is that you won't know about it. So, you're not going to get a big red warning sign on the computer saying ‘flagged for irregularities’ because what's really important for us is that we want students to take their exam uninterrupted. If there is an activity that's flagged as an irregularity, you know it will be reviewed in due course by one of the UOW authorised and trained invigilators. So, you know you don't need to worry. We want students to go to the exam, have the confidence to take the exam knowing they're well prepared and they're not going to be interrupted during the exam.

[10:49] Grace: So, what is the main piece of advice for students doing online exams using Proctorio?

[10:54] Professor Farrell: The key thing that we really are encouraging students to do is to take the test your technology practice run. So, there's a link on our website and this is the test that's going to basically test if:

  • Your hardware the computer is up to taking the exam
  • You've got the correct web browser so you can load the extension. It will enable you to practice loading the extension and if you if you elect to leave the extension on for the period of exam period then it's on already.
  • It's going to test your wi-fi connectivity

So, we've looked into this quite a lot and we know that this is the key thing that's going to really enable a successful exam experience for students is if they do the test your technology exercise beforehand. So please, please do that.

 

[11:40] Grace: Well, thank you Professor Farrell for your time today, this has been really helpful. Was there anything else that you would like to add on the topic?

[11:46] Professor Farrell: Well, what I would add is we hope everyone is very successful in their exams and their assessments, we're really rooting for student success, and that includes yourself, good luck in your exams. I think Proctorio is going to enable us to offer a great experience to students, the ability to take exams in comfortable familiar environments, it's going to enable us to meet the requirements of accrediting and professional bodies to assure you know high-quality examinations, and I want students to be assured that we are really focused on the question of student privacy and data protection – that's been our top concern from day one and this. You know, we're going to be learning lessons of course after this session, but we've put a lot of work to ensuring that this will be the best possible experience for students, so thank you.

Invigilation is the term used to describe the process of exam supervision. UOW will be invigilating subjects which require this as part of their core assessment and/or accreditation requirement.

With exams being held online, it’s important that invigilation requirements are upheld in an online environment, to allow students to meet accreditation requirements and progress in their course.

Online exam invigilation also offers a number of important benefits for students in the current environment:

  • Reduces the need for students to travel to campus just to sit an exam
  • Ability for students to take their exams in a familiar, comfortable environment
  • Immediate access to support and answers to questions via support chat
  • Flexibility to respond to changes in public health orders

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.

Students’ safety, privacy and data during online exams is a fundamental priority. UOW has published the Proctorio Privacy Impact Assessment Report. This report outlines 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.

We have put together frequently asked questions (FAQs) about exam invigilation and Proctorio which you can find below. If you have any further questions, please don’t hesitate to contact the UOW Exams Team via exams@uow.edu.au.

If you have a Proctorio invigilated exam, you will be notified and receive confirmation and instructions via SOLSmail in the lead-up to your exam period.

Proctorio Practice Exam

You must complete this 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.

Completing this practice exam will greatly reduce your risk of experiencing technical issues or other disruptions during your scheduled exam. The quiz walks you through how to add the Proctorio extension to your web browser and complete the exam pre-checks, reducing any stress for you on the day. 

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 help, check out the instructional video below.

Pre-checks before your exam

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.

ID checking process

 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 cannot 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.

Students with Reasonable Adjustments (RA)

Any provisions which can be reasonably accommodated will be provided. There may be some aspects of your RA document that will need to be adjusted for the online exam environment and this will be discussed with you. If you have concerns about your individual RA document please contact your disability liaison officer.

If you have provisions in your RA that cannot be adequately accommodated under Proctorio, UOW may organise some alternate arrangements for you and might include organising a place on campus for you to come and take your exam with an in-person supervisor.

 

UOW has carefully reviewed the claims made on the online petition. We understand the concerns some students may have about the use of Proctorio. However, the claims in this petition are wrong. Below we explain in detail why this is so.

If you have signed this petition and want to be informed with accurate information regarding online exams. Please read the responses below and the information on this website.

 “Why is UOW now making exams online via Proctorio?”

  • 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 face-to-face practical 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.

“When we sit for an exam, we should be responsible for completing the exam on our own and without assistance.”

We have always had exams that are invigilated. Proctorio enables us to do so in an online environment. Universities have invigilated exams because:

  • We are required to ensure academic integrity of closed-book exams.
  • Accreditation requirements for many courses reinforce this.
  • The Australian universities regulator (TEQSA) and accreditation bodies gave Australian universities flexibility with online exams in 2020 in response to the urgency of the pandemic. But now, we are expected to have robust invigilation of online closed book exams.

“Proctorio acts very similarly to malware; it requires access to your camera, filesystem, scans all applications you have open, tracks your eye movements and can flag you as suspected of cheating". 

  • 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 or Edge browser extension that can be easily disabled or removed completely when not required.
  • 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
  • Exam session recordings collected by the Proctorio tool are directly encrypted by the web browser and placed in a secure server that only authorised and trained UOW staff can access. Proctorio staff cannot access any UOW exam data.
  • UOW has chosen the Proctorio functions that meet our high privacy standards and has additional UOW privacy requirements.
  • UOW has elected not to use some of the features that Proctorio provides in order to meet our privacy standards.
  • Proctorio cannot access a user’s web cam and microphone until the user explicitly grants the browser permission to access them for the duration of an online exam session.
  • Proctorio simply detects the presence of a face interacting with the exam window to ensure test takers are not looking away from their exam for an extended period and UOW invigilators have access to encrypted reports after the exam has concluded.
  • Proctorio provides data in the form of irregularity reports that trained UOW invigilators review after the exam. Only exam reports with a high-irregularity rating will be reviewed.

“Proctorio has been shown to be inherently racist, and Struggles with dark skin.”   

  • 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 able to detect the face of any user.
  • Issues may occur where high levels of backlighting made facial detection difficult.

“Students would be happy with any ordinary alternative, such as joining a meeting room on Zoom with your webcam and microphone on where there is an examination supervisor to monitor students.”

  • UOW used Zoom as an invigilation method last year. 
  • There were major concerns from students centred around individuals watching students throughout their entire exam.
  • UOW engaged in robust processes in selecting a provider with clear criteria for privacy 
  • UOW’s application of Proctorio means that it has been implemented with more robust integrity than other exam platforms, such as Zoom, which is not an exam learning platform 

“Installing this software violates basic human rights and is not acceptable”

  • UOW is committed to protecting the privacy of individual’s personal information as required by law
  • For further information about UOW’s commitment to privacy, please visit our privacy webpage 

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.

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.

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.

Students’ safety, privacy and data during online exams are a fundamental priority. 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.

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.

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.

Preparing for your exam

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

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 special exam arrangements form as soon as possible prior to your exam.

Any provisions which can be reasonably accommodated will be provided. There may be some aspects of your RA document that will need to be adjusted for the online exam environment and this will be discussed with you. If you have concerns about your individual RA document please contact your disability liaison officer.

If you have provisions in your RA that cannot be adequately accommodated under Proctorio, UOW may organise some alternate arrangements for you and might include organising a place on campus for you to come and take your exam with an in-person supervisor.

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.

 

For example if undertaking your examination in a house shared with housemates and guests advise them of the examination and consider including a sign on your room advising a recorded examination 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 in the FAQ above.

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.

Students must not have access to any unauthorised materials that might provide them with an unfair advantage, including but not limited to electronic devices, smart watches, unauthorised calculators, online materials, smart phones and headphones, books, notes or other reference materials not specifically permitted by the Subject Coordinator for that examination. Permitted materials for each exam will be listed on your personalised exam timetable. 

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.

You can conduct your ID check in your own private space by revealing full face just for the ID checking process. Just like previous ID checks that occurred on-campus, students can request that only female invigilators confirm their identities 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 an online exam late, but you will not be given extra time to compensate for starting late.

If you are completing an online invigilated exam please have your ID (UOW student card, UOW College student card, Australian Driver Licence or passport) with you for the ID checks at the beginning of the exam. 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.

If you experience any technical difficulties, contact the Exam Support team for advice as soon as practicable 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.

You must complete the Proctorio practice exam to become familiar with the technology before your actual exam. This will greatly minimise the risks of experiencing any technical difficulties.

Headphones are not permitted unless you have a Reasonable Adjustment 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.

If you need to leave during a timed remote online exam due to illness and are unable to complete it, you may be able to apply for academic consideration to undertake a deferred exam.

However, if you become ill during an exam but complete and submit it, you are no longer eligible to apply for academic consideration. In this instance, you must contact your Subject Coordinator after the exam to discuss your options.

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 the 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.