Off Campus Exam Request Checklist

Students:

Prior to filling in this form, ensure that your proctor meets our Proctor Guidelines as outlined on page 2 of this form.

This form is a checklist/tool that you can use to collect all of the necessary information needed for the online form, Request to Write Exam Off Campus, found on the distance learner resources website: http://www.bcit.ca/distance/learnersupport/resources.shtml

All fields are considered required on the online form, except those listed as optional.

Feel free to print this checklist and allow your proctor to complete it, and return it to you. If your proctor has not invigilated an exam for you before, you should also provide the proctor with page 2, The Proctor Guidelines. Proctor Name (first, last)

Proctor’s Professional Association

Professional Registration Number * optional but recommended

Organization/Hospital/Employer

Department * optional but recommended if being mailed to a hospital

Street Address (full mailing address, ie. suite #)

Street Address * optional – for long addresses

City

Province

Postal Code

Email

Phone Number

Student Name: ___________________________________________________________

Course # (ie. BHSC 7601): ___________________________________________________________

Course Name: ___________________________________________________________

Exam type (ie. midterm, final, quiz, challenge): ______________________________________________

Guidelines for Choosing a Proctor 1. The proctor must be a licensed professional such as an educator, faith leader, librarian, nurse, health technologist, doctor, police

officer, accountant or court official. A qualified proctor can also be found by contacting your local college, public library or high school. The professional association registration number of the proctor should be indicated on the Request to Write Exam Off Campus form (if applicable).

If you are not described above, you may still be considered eligible to be a proctor if you meet the requirements for a specific program, i.e. WorkSafe BC Safety Officer for Occupational Health and Safety courses.

2. The proctor may not be a student in the same course or program, a relative, a friend or reside at the same address as the student.

3. Exams must not be written in the private residence of the proctor or student.

Guidelines for the Proctor Security of the exam and the exam writing procedure is of major importance to BCIT, therefore, the following procedures are required:

1. The proctor must provide their complete information to the student(s) as indicated on the ‘Off Campus Exam Request Checklist’. The student(s) will use this information to complete an online form to request the exam. The request should be submitted four (4) weeks prior to the requested exam date, to ensure there is enough time to mail paper-based exams out to the proctor. The student will be able to inform the proctor whether the exam is paper-based or online. Once the student has submitted the online request, both the proctor and the student will receive email confirmation from BCIT.

2. Do not hesitate to contact the Program Assistant immediately should the exam package(s) not arrive 5 days prior to the scheduled exam date. Often student’s do not give BCIT enough notice and therefore, cannot guarantee arrival of the exam for the requested date. Students in this situation will need to reschedule their exam date. The only restriction to this flexibility is the Final Exam, which must be written on or before the last date of term.

3. The student(s) should be provided a quiet location to write the exam and be supervised at all times. Students writing the same exam must be physically separated at least 3 feet and preferably not be seated at the same table. A clock must be clearly visible to students in the room.

4. The student(s) must present photo ID and sign the Proctor's Report upon receipt of the examination.

5. The exam package is not to be opened until all students have received their exam package and upon the instruction of the proctor.

6. Students must not use course materials, notes, electronic recording devices, cell phones, textbooks, dictionaries etc. unless specified in the exam cover sheet. These items should be restricted from the examination room.

7. Students are to be made aware of their time limits at one-hour intervals in accordance to the allotted time for the specific exam. Students should be allowed 5 minutes to read their Examination Rules.

8. Proctors must not attempt to clarify exam questions. If the student(s) have any questions, they should be encouraged to answer in accordance with what they perceive the question to be. The student(s) can make note of any questions directly on the exam package.

9. Students must return their completed exams and answer sheets or exam booklets at the end of the allotted time. Should a student not return the exam within the allotted time, the proctor must make note of this and/or any other unusual occurrences on the Proctor's Report.

10. Once the exam is completed, the Proctor must fill out the Proctor's Report. Enclose the completed exam, answer sheet and/or exam booklet, and Proctor's Report in the envelope provided and mail immediately.

11. Mailing of the exam package is the responsibility of the Proctor. BCIT recommends Registered Mail or a courier service to ensure prompt and safe delivery of the exam package. Mailing costs are the responsibility of the student.

DO NOT GIVE THE WRITTEN EXAM TO THE STUDENT TO MAIL!

12. Return all unwritten exam packages immediately to BCIT addressed to: Program Assistant (Name) & Course Number British Columbia Institute of Technology School of Health Sciences, Health PTS 3700 Willingdon Avenue Burnaby, BC CANADA V5G 3H2

A BCIT School of Health Sciences Policy