Proctorio Student Guide

Proctorio is an online remote proctoring tool that allows you to complete a monitored quiz or exam in Canvas. In place of a physical person in the room with you when you complete the assessment, instructors typically have Proctorio record your webcam, microphone, screen, and any keyboard activity or websites you visit during the assessment.Instructors set what behaviours they want flagged as unusual activities by Proctorio’s algorithms. Flags are automatically added to your recordings based on those settings. Instructors and/or teaching assistants review the recordings to determine whether any flagged activity constitutes actual misconduct or is just algorithms noting a harmless variance in the recording.

Proctorio is FIPPA compliant (i.e., it follows provincial privacy policy) and your recordings and data are stored securely in Canada. The encrypted recordings are retained for two years before they are deleted.

What will I use it for?

Your instructor may have you use Proctorio to make sure an online proctored quiz or exam is fair for everyone, using one or a combination of checks:

  • Requiring identity verification and a scan of your room before the assessment
  • Recording your video, audio, screen, and/or keyboard activity during the assessment
  • Restricting what you can do on your computer during the assessment (e.g., no printing, copying, accessing other websites)

What you need to know about Proctorio

  • Proctorio is used to make sure the remote exam experience is fair for everyone. If you engage with the exam honestly, you do not need to worry about the recording, even if something unexpected happens.
  • Proctorio only runs when you’re in an exam in your Chrome browser (you will see a shield icon in the browser address bar when it’s active). There is no separate program collecting your data and no data collection once you leave your exam. You can uninstall Proctorio when you are done by going to the Proctorio Chrome extension page and clicking Remove from Chrome.
  • Proctorio recordings are stored in Canada in accordance with Section 26(c) of FIPPA. The encrypted recordings are retained for two years before they are deleted. If you have any questions or concerns about the privacy of your data, you can contact Paul Hancock (UBC Legal Counsel, Information and Privacy) at paul.hancock@ubc.ca.
  • No person is watching you during the recording and only your instructors and/or teaching assistants will review the recordings afterward. The Proctorio tool’s role is limited to: a) providing temporary data storage for your video in Canada and b) running its automated algorithms to flag any moments in your video for review.
  • An automated flag on your recording does not mean your instructors and/or teaching assistants will assume you cheated or that you will receive a grade deduction. Human interpretation of the flags is essential; instructors/teaching assistants make the final call.

What do I need to use Proctorio?

A computer with the Chrome browser

Proctorio must be used on a desktop or laptop computer (mobile devices will not work), with the latest Chrome web browser and Proctorio Chrome extension installed.

Note that Proctorio can be used on Windows, Mac, Linux, and Chrome Operating Systems. You can view other minimum technical requirements on Proctorio’s site, if you are concerned about your computer meeting them.

Audio/visual equipment

Proctorio requires a webcam and microphone built in or attached to your computer.

Exam requirements

You will need a photo identification (e.g., UBCcard) and access to a private, quiet, well-lit exam location with a reliable Internet connection.

Tips

  • If you’re having trouble meeting requirements, tell your instructor. You can also contact an advisor, if you have financial barriers to meeting requirements, or ask for accommodations if you can’t meet requirements due to a disability.
  • Find a clear photo identification you can use for the exam to prove your identity. On exam day, it’s also best if you match your appearance (as best you can) with the chosen ID. Proctorio will try to verify a rough match.

How do I use Proctorio?

You will first install the Proctorio Chrome extension, then prepare for and take your Proctorio quiz or exam.

Click any bar below to find instructions and tips for using Proctorio.

Install Proctorio in Chrome

  1. In Chrome, go to the Proctorio Chrome extension page.
  2. Click Add to Chrome.
  3. In the pop-up asking “Add Proctorio?”, click Add Extension.

Tips

  • Make sure you're using the latest version of Chrome, if you have trouble installing.

Prepare for Proctorio quizzes and exams

  • Get your setup ready in advance. Make sure you can meet the technical requirements and have a good place to take the exam. Your location needs a reliable Internet connection and should not have anything visible that you don’t want to show on camera. If you’re in a tight living situation, ask your housemates to read a book quietly, watch a movie with headphones, nap, go for a walk, or run errands to give you space during exam time.
  • Complete the practice round ahead of time or ask for one to be set up. This allows you to try out the experience and test the technical requirements before the stakes are high.
  • Know what restrictions your instructor has set around what actions are or aren’t allowed on your computer during the exam. Ask about washroom breaks, using scratch paper, or any other concerns you have.

Tips

  • Expect the unexpected: Sometimes things will happen outside your control when taking an exam online, especially when you may not be in a space alone. Calmly explain any interruptions to the camera, and trust your instructor or invigilator will work with you to understand what happened.
  • Remember that Proctorio’s algorithms flag your recordings, but a person reviews those flags. Instructors and teaching assistants will quickly see if you were doing something normal like adjusting your position or there was loud noise in the background.

Take a Proctorio quiz or exam

  1. Open Chrome, and log out of your Google account, if you are logged in.
  2. Log in to your Canvas course. Click the title of the quiz you want to take. In the quiz name, it will typically say “(Remotely Proctored)”.
  3. Click Take Quiz.
    • Your quiz will not require an access code. If you get an error message that an access code is required, see the troubleshooting section below.
  4. Proctorio’s “Before you begin” guide will appear. If you get a warning message, follow the instructions to clear the warning message. Otherwise, click Start exam pre-checks.
  5. You will go through a series of system diagnostic tests to make sure everything is working properly. When you pass a test, click Next.
  6. Depending on the settings that your instructor enables, you may be asked to verify your webcam/microphone and/or hold up your photo identification. Follow the instructions.
  7. The Proctorio Exam Agreement will appear. Click I accept, begin the exam now.
    • If you have questions about accepting, contact your instructor first.
  8. If your instructor enables it, you may need to rotate your webcam 360 degrees to do a full room scan before you start answering questions. If your webcam is fixed to your computer, you can use a mirror to show your surroundings.
  9. Once you start, please do not refresh your browser, use browser buttons, or navigate away from the questions until the exam has been submitted.
    • If you get bumped out of the exam, remain calm. Follow the steps in the troubleshooting section below.

Tips

  • Canvas will always call your assessment a “quiz”, whether instructors assign a quiz or exam.
  • Before you begin, it’s best if you prepare your computer for the exam:
    • Close all other tabs in Chrome and all computer applications including those that start up automatically like Skype and Dropbox.
    • Temporarily disable any antivirus software.
    • Silence notifications on your computer. This includes iMessage, Slack, or any program that pops up messages. If possible, put your computer in “Do Not Disturb” mode (Mac) / use “Focus Assist” (Windows).
  • If you have trouble verifying your webcam and/or microphone, you may need to check permissions by following the instructions to check the webcam/microphone permissions in Chrome.
  • If Proctorio says it will record your location, don’t be alarmed. This means instructors have asked it to record the approximate city you are in, based on where your computer is connected (i.e., your IP address).
  • Don’t hesitate to contact your instructor or teaching assistant, if you encounter technical difficulties. Everyone wants to support you in removing roadblocks as soon as possible, so you can get back to learning!

Troubleshoot an access code prompt in Proctorio

Your quiz will not require an access code. If you get a message that an access code is required:

  1. Check that you are using the latest Chrome browser.
  2. Remove the Proctorio Chrome extension by going to the Proctorio Chrome extension page and clicking Remove from Chrome.
  3. Clear your Chrome browser history and cache.
  4. Quit Chrome and re-open it.
  5. Re-install the Proctorio Chrome extension by going back to the Proctorio Chrome extension page and clicking Add to Chrome.
  6. Start the quiz again.

Troubleshooting getting bumped out of Proctorio

You may get bumped out of the exam temporarily, sometimes caused by losing your Internet connection or by instructors setting especially tight restrictions on what you are allowed to do on your computer. Try to remain calm.

  1. Attempt to re-enter the exam to pick up where you left off. Click the title of the quiz.
    • You can find your way back to the question you were on by checking the question list in the sidebar.
  2. If this doesn’t work, contact your instructor or teaching assistant and Proctorio. Together, they will make sure you can re-enter:

Troubleshoot issues with computer memory and Proctorio

If you see a warning message about insufficient RAM while attempting to use Proctorio, you can increase your computer’s available RAM by preventing unneeded applications from opening.

Using Mac

  1. Click the Apple menu > System Preferences, then double-click Users & Groups.
  2. Select your user account, then click Login Items at the top of the window.
  3. Select the application you want to prevent from opening automatically, then click the minus icon button below the list to remove it.

Using Windows

  1. Right-click the Start button, select Task Manager, then click the Startup tab. (If you don’t see the Startup tab, click More details.)
  2. Select the application you want to prevent from opening automatically, then click Disable.

Proctorio FAQ

Find UBC-specific answers to frequently asked questions by clicking any bar below.

Understanding how Proctorio works

  1. Instructors choose what Proctorio should record during your exam. This typically includes your webcam, microphone, screen, and any websites you visit (but never your bookmarks). Instructors may also restrict what you are allowed to do on your computer during the exam, like disabling printing, copying, or downloading or forcing the exam to take up the full screen. For closed-book exams, you will be prevented from accessing other websites.
  2. You take your exam with Proctorio. First, you will go through a series of system diagnostic tests to make sure everything is working properly for recording. If your instructor enables it, you may then need to hold up a photo identification and rotate your webcam 360 degrees to do a full room scan, before you start answering questions.
  3. During the exam, Proctorio records what instructors tell it to, but no one is watching this recording. You are the only one who can see what's being recorded. You can also hide the video display of yourself, so it doesn't distract you.
  4. After you finish the exam, Proctorio’s algorithms automatically look over your recordings. Instructors set what behaviours they want flagged as unusual activities. No matter the settings, something you've done will almost inevitably be flagged as "unusual". This is normal and no reason to worry (you won't even know it has happened).
  5. Instructors and/or teaching assistants review the recordings. This typically involves checking your room scan, photo identity, and scanning through your recordings. When Proctorio’s algorithms have flagged unusual activity, it will be indicated in red along the recording timeline, so the reviewer can see exactly what happened at that point.
  6. Instructors and/or teaching assistants determine whether any activity flagged by Proctorio's algorithms constitutes actual misconduct or requires following up with you. Proctorio's role is limited to suggesting areas of your recordings to review, and you are never penalized for any false flags. You will likely not need to explain anything and will simply receive your grade as you normally would.

Yes and no. During an exam, Proctorio does not track anything. After an exam, Proctorio’s algorithms automatically look over your recordings. Instructors set what behaviours Proctorio’s algorithms should flag as unusual activities, which may include eye movement. No matter the settings, something you've done will almost inevitably be flagged as "unusual". This is normal and no reason to worry (you won't even know it has happened).

Remember that instructors and/or teaching assistants will review the recordings to determine whether any activity flagged by Proctorio's algorithms constitutes actual misconduct or requires following up with you. You will likely not need to explain anything and will simply receive your grade as you normally would.

Typically, this will not occur. Nothing that happens in your physical space (e.g., background noises, body movements) will ever trigger Proctorio to bump you out of the exam. But if you lose your Internet connection or instructors have set especially tight restrictions on what you are allowed to do on your computer, you may get bumped out of the exam temporarily.

Remain calm. Attempt to re-enter the exam to pick up where you left off. If this doesn’t work, contact your instructor or teaching assistant and Proctorio at 1 866 948 9087. Together, they will make sure you can re-enter.

Nothing. Proctorio only runs when you’re in an exam in your Chrome browser (you will see a shield icon in the browser address bar when it’s active). There is no separate program collecting your data and no data collection once you leave your exam.

For added peace of mind, you can uninstall Proctorio when you are done by going to the Proctorio Chrome extension page and clicking Remove from Chrome.

No one. Although the recordings are scanned by Proctorio's algorithms, the footage is only available to the appropriate users at UBC. No person at Proctorio can access the recordings or data, as they are stored using zero-knowledge encryption, meaning Proctorio does not have the key to decode the encryption.

Yes. All Proctorio encrypted recordings and data are stored in Canada by Microsoft Azure in accordance with Section 26(c) of FIPPA. The encrypted recordings are retained for two years before they are deleted. If you have any questions or concerns about the privacy of your data, you can contact Paul Hancock (UBC Legal Counsel, Information and Privacy) at paul.hancock@ubc.ca.

Preparing for Proctorio exams

To take a Proctorio exam, you must have:

Proctorio can be used on Windows, Mac, Linux, and Chrome Operating Systems. You can view the detailed minimum technical requirements on Proctorio's site.

  • Follow the advice for taking proctored exams on the Keep Learning site.
  • If you're having trouble meeting requirements for using Proctorio, tell your instructor. You can also explore financial support options, if you have financial barriers to meeting requirements, or request accommodations, if you can't meet requirements due to a disability.
  • Complete the practice round or ask for one to be set up, if your instructor does not provide it. This allows you to try out the experience and test the technical requirements before the stakes are high.
  • Find a clear photo identification you can use for the exam to prove your identity. On exam day, it’s also best if you match your appearance (as best you can) with the chosen identification, e.g., wearing or not wearing glasses, applying or not applying make-up, styling hair similarly. Proctorio will try to verify a rough match.
  • Know what restrictions your instructor has set around what actions are or aren’t allowed on your computer during the exam. Ask about washroom breaks, using scratch paper, or any other concerns you have.

The most important thing to know about Proctorio is that its algorithms flag your recordings, but a person reviews those flags. Instructors and teaching assistants will quickly see if you were doing something normal like adjusting your position or there was loud noise in the background. And they expect you to do the same things you naturally would in a long, in-person proctored exam (e.g., fidgeting, stretching, not looking directly at the exam the whole time).

Talk to your instructor ahead of time, if you're still concerned, or send an email later to express any concerns that came up during the exam. If the situation is related to a disability, ask for accommodations.

Typically, you will tell the camera you are taking a washroom break, and then you will have a set amount of time to return. Instructors should give you details on if or how this works in their specific course. Ask them if this is not provided.

Typically, you will show the camera any scratch paper before and after the exam. Instructors should give you details on if or how this works in their specific course. Ask them if this is not provided.

Where can I get more support with Proctorio?

Technical support

If you have trouble accessing Canvas, Chrome, or Proctorio:

If you have trouble setting up Proctorio:

If you have technical issues while taking a Proctorio
exam:

  • Let your instructor or teaching assistant know.
  • Contact Proctorio directly:
    1 866 948 9087 or support@proctorio.com
    Or, inside an active exam, access live chat by clicking the shield icon located in the Chrome browser address bar, then clicking Live Chat.

For questions related to the exam, including content covered, restrictions around washroom breaks and scratch paper, time limits, or availability dates, reach out to your instructors or teaching assistants.

For support with online learning:

Learn more

  • For more technical details, explore Proctorio’s support for test-takers page.
  • No one outside the appropriate users at UBC can see your recordings or data. Even people at Proctorio cannot access the recordings or data, as they are stored using zero-knowledge encryption, meaning Proctorio does not have the key to decode the encryption.
  • If you have questions or concerns about the privacy of your data, contact Paul Hancock (UBC Legal Counsel, Information and Privacy) at paul.hancock@ubc.ca.

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