Sample Email for a Zoom Proctored Exam

Feel free to customize this sample/template for a message to students about their Zoom proctored exam session.  This message could be shared by announcement, by email, or by posting in the course.  Remember that the actual test link and Zoom session link should be included in your Blackboard course content.

Sample Email

Dear Students,

The midterm test will start at 0900 CST on October 15th, 2020. The midterm test contributes 30% of your total course grade and covers the materials from Week 1 to Week 8.

This is a closed-book test that will be taken in Blackboard and proctored in Zoom.

Test logistics

• At least 15 minutes prior to the start of the test, navigate to our Blackboard course site and join the Zoom meeting titled ‘Midterm test Zoom Meeting’ through Blackboard > Module 8.
• Once you click the Midterm test Zoom Meeting link, you will be directed to open the meeting in the Zoom Application in a web browser. Your name in the Zoom application must match your name in Blackboard.
• Depending on the configuration of the session and the time you join, you may see a message indicating that the room is waiting for the host, that the meeting starts at a specific time, or that you are in a waiting room. You will be allowed into the room no later than 10 minute prior to the start of the test time.
• You may access the test link in Blackboard while waiting for the session to start. The test link is secured with a password that will be supplied to you by your instructor/test proctor once the session has begun and introductory material has been shared.

Ground Rules

• You are not allowed to refer to any notes, textbooks or Internet resources during the test.
• Do not open or use additional tabs, windows, software, or other resources on your PC beyond the browser tab needed to take your test.
• Your workspace should be clear of all unauthorized items including those listed above, any other devices, including cell phones, tablets, or secondary computers.
• You should take the test in a quiet, isolated and well-lit place.
• You should have a reliable Internet connection when taking the test. No extra time will be granted due to any technical issues.
• You should not communicate with anyone by any means during the test except the instructor/test proctor by the Chat function in Zoom.
• If you have inquiries during the test, you should contact the instructor through the Chat function in Zoom.
• If for any reason you are disconnected from the Zoom session, stop working on the test, reconnect and communicate by Chat with the instructor/test proctor to explain what happened.
• Inform the instructor/TA via the Chat function if you need a toilet break and will be away from the webcam during the test. You must seek approval from the instructor/TA before leaving your seat.
• You will be given a score of zero if plagiarism is found.
• You are not allowed to leave the Zoom meeting until you are dismissed.

Configuration in Zoom for Live Proctoring

• You must connect to Zoom using a PC or Mac computer with a functional webcam and microphone.
• Webcam must be turned ON and placed in a proper position, showing your face and the real background.
• Turn ON the microphone, it may be muted and unmuted by the instructor/TA during the test.
• Your name in Zoom must be the official name (i.e. same as the name on your student ID).
• Turn ON the speaker during the test to receive announcements/instructions from the instructor/TA.
• You must not use any virtual backgrounds or other visual effects.
• Points will be deducted for not following these rules.

Process of the Live Proctoring

• You will be proctored by the instructor/TA through your webcam in Zoom during the test.
• Have your student ID on the desk as you will be instructed to show the ID to the instructor/TA for identity check.
• Test announcements will be made verbally through the Zoom meeting; be sure the speaker is ON.
• During the test, you may be asked by the instructor/TA to present your student ID to the webcam for another identity check.
• Some students may be asked to move their webcam around to ensure the environment is proper for the test.
• When you are ready to submit the test, you will inform the instructor/proctor by Chat that you have submitted the test, the instructor/proctor will verify your submission and dismiss you from the session. Do not leave the session until you are dismissed.

Key reminders for submitting test in Blackboard Test

• This test is timed, you will have 120 minutes from the time the password is given to complete and submit the test.
• You can still upload the test to the Blackboard Assignments for another 15 minutes after the end time, however, 20% will be deducted for late submission (e.g., if you scored 30/50 in Part 1, you will only receive 24/50 if you submit Part 1 later than the specified end time).
• Make sure the assignment is submitted to Blackboard Assignments on time. Drafted assignments will not be graded.
• During the test, you should contact me through the Chat function in Zoom for any inquiries or contact me at 815-753-xxxx in case of an emergency. 

To get yourself familiarized with the test logistics, we are conducting a required test dry-run on October 8th, 2020 at PM. Details of the dry-run will be provided later.

Please let me know if you have any questions or concerns,

<Instructor name>

Adapted with permission from Good practice for conducting live proctored online exams using Zoom from Center for Education Innovation, The Hong Kong University of Science and Technology.