ProctorU Course Setup: Assessment Directive Form (ADF)

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NOTE: Instructional Designers and Instructional Design Assistants using the ProctorU scheduling system are only responsible for the tasks listed on these pages. All other ProctorU-related requests should be sent to CITL-ProctorU@illinois.edu.

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The Assessment Directive Form (ADF) for ProctorU is just a spreadsheet that calls for basic information about the course number, title, exam name, password, date and time the exam period opens and closes, etc. The information contained in the ADF serves as the course-specific set of guidelines ProctorU proctors use when proctoring exams.

Sending the Assessment Directive Form (ADF) to citl-proctoru@illinois.edu and the Instructor

If you have a course with a ProctorU exam option, you will need to complete the ADF and e-mail it to citl-proctoru@illinois.edu and the instructor at least five business days before exam takers are to begin scheduling appointments. CITL uses the ADF to handle ProctorU scheduling, as a backup record, and for tracking purposes. The instructor needs a copy of the Assessment Directive Form because it contains information (passwords, special instructions, dates/times, etc.) he/she needs to send to a third party proctor if a student has chosen a third party off-campus proctor other than ProctorU.

Please also place a copy of your completed ADF in the ProctorU folder: \\citl-share\Workspaces\Instructional Strategy\ProctorU using the following naming convention: adf_[course rubric & number]_[sp/su/fa][2-digit year].xls.

Sample Message to Instructor:

When you send the e-mail message and completed ADF attachment, you should let instructors know why you are sending them this proctoring information and what they should do with it. Here is some boilerplate language:

"Dear [Instructor],

The attached Assessment Directive Form contains information about your proctored exam. In the event that you are contacted by a student in your class who has elected to take the exam with an off-campus proctor other than ProctorU, you will receive an e-mail attachment from your student containing a Third Party Proctor Request Form with contact information for your student's off-campus proctor. When this happens, you will need to e-mail the proctor the Assessment Directive Form as it contains information (passwords, special instructions, dates/times, etc.) that the third party proctor will need to proctor the exam for your student."

Sample Instructor Message to Third-Party Proctor

Dear [Proctor],

Thank you for proctoring [Student Name] for the upcoming [class rubric & number] exam. Please find attached an assessment directive form which includes specific details concerning the exam. One important detail in this attachment is the password that you will need to enter into the course website when the student attempts to access the exam. Let me know if you have any questions. You can contact me before, during, or after the exam at [telephone number].

Sincerely,

[Instructor Name]

Notes on Completing the Assessment Directive Form

• Exam naming: The exam name you submit will be what students see when they use the dropdown list to schedule an exam, so please make sure it corresponds to the exam name in your course syllabus.
• Proctor password: This is the password the proctor will need to give to the student to unlock the exam at exam time. Please use a "proctor password" for your exam. In Moodle, in the exam settings, under "Security," use the "Require password" feature to create a password. In Compass, under "Security Properties," use the "Proctor password" option to create a password. Be sure to indicate this password on the assessment directive form.
• Special instructions: Use the "Special Instructions" area to indicate any special instructions the proctor should be aware of (e.g., open/closed book, calculators/notes allowed, etc.).
• Exam start and end dates/times: If you want the exam to run for a full day, just indicate the same day in the exam opening and closing dates/times column. The ProctorU scheduling system automatically adjusts for students' different time zones, so you can just give the times in Central Time. Start and End times refer to the first and last times (respectively) that a student may select to begin their exam. As of July 1, 2013, exams may be scheduled 24/7.
• Exam windows: If you have 50 or more students, try to schedule a larger window than the actual exam time (e.g., a 24-hour window for a 3-hour exam). If you have a course with more than 200 students, you may wish to schedule a 48-hour window. If scheduling for a short window (e.g. a 4-hour window for a 1- or 2-hour exam), please specify an estimate of how many students will be taking the exam so that ProctorU can appropriately prepare staffing.

In addition to submitting the Assessment Directive Form, please make sure your course syllabus includes the ProctorU syllabus language.