Student Resources

Western Remote Proctoring Privacy Information

Student Guide to Proctortrack

Please review the Student Guide to Proctortrack for information on:

Quick reminder for final exams using Proctortrack

  1. You must access your Proctortrack assessment through the Proctortrack tool on your OWL class site.
  2. No candidate may leave the examination during the first thirty minutes of the examination. As such, you must wait to submit your exam in OWL and upload your Proctortrack video until the first thirty minutes of the examination is up.
  3. Candidates arriving later than thirty minutes after the commencement of the examination will not be allowed to write the examination. If you arrive within the first thirty minutes but experience technical difficulties, such as downloading, uploading or connecting Proctortrack, you must reach out to Western Exam Chat Support for support and a record of your technical difficulties. You can access Western support through the Western Exam Chat Support tool in OWL.

Video demonstrations

FAQ

Remote proctoring is typically a software program that creates an overlay on a device's screen, blocking the viewing of unapproved programs on the device. It also uses the device's camera to verify the student's identity and monitor that no outside assistance is provided.

Remote proctoring helps ensure that academic integrity is protected by preventing unauthorized aids, which ultimately creates a more equal playing field for students' grades and preserves the integrity of Western degrees.

Western recommends the use of remote proctoring for online assessments, but instructors have the final say regarding whether remote proctoring will be used. Instructors determine whether the course content and assessment formats require the use of remote proctoring. For example, a multiple-choice exam would likely require remote proctoring to prevent cheating, while an open book essay-style exam would likely have little need for remote proctoring. As such, students may find that in some departments, remote proctoring is used heavily and in others, remote proctoring is often not utilized. Instructors should be the first touchpoint for students who wish to discuss any questions regarding the testing methodology.

Remote Proctoring at Western has introduced Proctortrack levels 1, 2, and 3, which have different levels of security associated with them. What level each assessment requires is determined by the instructor.

In addition to verifying students' identities and blocking prohibited programs, if something unusual appears on camera while a student is writing, the video recording is flagged for instructors to review after the assessment. Instructors will later view the video capture to determine whether an academic offense has occurred. In many cases, flags are found to be harmless, such as a pet entering the room, and are cleared by instructors. If an academic offense is suspected, instructors will reach out to you to follow up.

Western recognizes the importance of student involvement and representation, so cooperated with student leadership to choose remote proctoring software.

One student from USC, one student from SOGS, and one student Senator came together as the Remote Proctoring Selection Advisory Committee to consider various remote proctoring solutions. The committee recommended the primary use of Proctortrack and Proctorio as a backup option. Western followed through with Proctorio and Proctortrack, ultimately continuing solely with Proctortrack after Proctorio was found unable to integrate with Western's Learning Management System (Sakai a.k.a. "OWL").

Exam Central in partnership with WTS and the Centre for Teaching and Learning have begun compiling a portfolio of academic solutions for assessments (eg. Gradescope, OWL) that give even greater choice to instructors. Proctortrack will remain one of those solutions.

Implementing a proctoring solution comparable to ProctorTrack at this time would require vast effort, training, and resources that is better spent expanding the variety of other products that are already in use on campus that can be used as an alternative to Proctortrack.

Proctortrack may not access any data when not in use. Proctortrack may access certain data as explained below while the program is running.

Before the assessment:

For identity verification, Proctortrack collects a student's name, student number, email address, phone number (for tech support purposes), a photograph of their Western ONECard, and a photograph/face scan directly from the student.

Proctortrack completes a system check to assess the computer's list of connected devices to verify whether there are any applications which the instructor may have chosen to prohibit, such as virtual webcams, external displays, multiple keyboards, or virtual machines.

Instructors cannot view nor have access to the system check, but rather will be notified if any unauthorized aids have been detected.

During the assessment:

Proctortrack records audio and video of the student writing the assessment. When Proctortrack is in use and the blue frame is shown on screen, Proctortrack has access to desktop screenshots, web camera, microphone, process logs, and keystrokes. These actions do not require administrative permissions on the device.

After the assessment:

Assessment data needed to maintain academic integrity will be transferred to Proctortrack's secure servers, kept within Canada, to be processed and delivered back to your instructor for review. All data will be automatically deleted 90 days after the assessment unless further investigation is required.

You can request for your data to be deleted in less than 90 days if the professor no longer requires it for academic integrity purposes by reaching out to Exam Central at examcentral@uwo.ca or via Western Chat. You will get a confirmation email back that confirms deletion.

Western and Proctortrack commits to safeguard student information and continually implements new functionality that further enhances data security and privacy.

Western will continue to ensure that all remote proctoring data is stored in Canada, agreement terms are in place that protect against unauthorized use and disclosure of student data, all student data is kept confidential, and data cannot be collected, used, or disclosed except as necessary for providing the remote proctoring services.

Proctortrack does not:
  • Access personal files or any other processes not required for the purposes of the exam.
  • Monitor your web browsing history.
  • View or read personal files on your computer.

There are different versions of Proctortrack available for instructors to choose. For some versions, including Level 3 Pro, Proctortrack needs to be installed to be used - a web version of this level is currently in development. After completing and submitting your assessment you may uninstall it if you wish, however, there is no need to do so. If you choose not to uninstall, please be aware that depending on the device you are using and its age, Proctortrack may not auto-update, so you may wish to check for updates when using the program after a long period of time unused.

You may reach out to examcentral@uwo.ca or Western Chat at any time to discuss remote proctoring and privacy concerns. We would be happy to hear from you!

Western requires using the Western ONECard for identity verification purposes. If your Western ONECard is lost, other forms of government issued identification are acceptable while you are in contact with Student Central to receive a new one.

Phone usage during the exam is prohibited. At the end of the assessment, you may take a picture of your assessment with your phone to upload to OWL, if necessary. If for medical accommodation purposes you need your phone, please reach out to examcentral@uwo.ca or Western Chat to discuss.

No, so please make sure you locate your ID before the exam starts or reach out to Student Central for a Western One card. If you have questions on the day of, reach out to Western Chat.

No. Please reach out to Western Chat for any troubleshooting of passwords.

Onboarding is a practice quiz that is not marked and is used to confirm Proctortrack's compatibility with your computer. Completing your onboarding before beginning your assessment is important to avoid troubleshooting during the assessment.

Yes, it is best to onboard once per course so that your professor can confirm you are test ready. This also applies if you require assessment accommodations, so that they can be applied to your settings.

Onboarding is a practice quiz that is not marked and is used to confirm Proctortrack's compatibility with your computer. Completing your onboarding before beginning your assessment on any new device is important to avoid troubleshooting during the assessment.

You will receive an email from no-reply@verificient.com letting you know if something needs attention. If you want to check by yourself, go to the Proctortrack tab in your OWL assessment and click on "Onboarding Quiz" to check the results.

You can write the assessment without onboarding if you weren't able to complete it successfully. The onboarding tab should contain your results, but if your onboarding was rejected, you will be emailed. If you are still experiencing issues, reach out to Western Chat and we would be happy to assist you.

The Accommodated Exams team in the Office of the Registrar work closely with your professor to ensure that your accommodations are applied for you. If you do not see your total time on screen matching your accommodations, reach out to Western Chat so that we can investigate.

A flag is an anomaly of the rules as set by the professor. Some assessments may have more or less restrictions placed on them based on the type of assessment. We recommend that if you need to do anything that may cause a flag that you first announce what you are doing to the camera, which will help the instructor to determine the intent and clear your flag. You may also wish to send an email to the instructor after the assessment to let them know what you did and why.

If you are flagged, the video will be accessed by your instructor for review to determine whether an academic offence is suspected. In many cases, flags are found to be harmless, such as a pet entering the room, and are cleared by the instructor. If an academic offence is suspected, the instructor will follow up with you.

No, you may not have others in the room with you, just like an in-person exam. It's important that you have your own space with stable internet. If you live in a shared living situation, try to find a space where you can be alone.

Yes. Speaking aloud to the camera clarifying that the animal is a support animal will expedite the instructor disregarding any potential flags. You may do so before the exam or during.

It is best to ensure that your computer is plugged in before you start. If you have forgotten and your battery is dying, you may go get your cord. It is best to speak aloud to the camera when you get the cord to explain what you are doing, so that the instructor can more easily determine that the flag can be disregarded.

Absolutely! It is best to speak aloud to the camera saying that you are taking a moment to go to the washroom. This will help the instructor determine why the video was flagged and expedite the instructor disregarding it. If you have any questions about this after your assessment, please reach out to Western Chat for help and advice on how to navigate the situation.

You must use a desktop or laptop computer. Proctortrack does not currently support tablets.

Absolutely! Go to the bottom right-hand corner of your screen and click on "Western Chat" We're here to help!

Proctortrack will block any communication programs on your device, but you can reach out to Western Chat on the bottom right-hand corner of your screen, and we will reach out to your professor to ask your question.

We will communicate on your behalf to instructors, but it is up to your instructor whether and in what manner answers to questions about the exam may be communicated. For any question you are concerned about, write your assumptions or interpretations of your question and explain why you answered the way you did. Your instructor will be able to take it into account while marking your exam.

Reach out to Western Chat and we will work with you to resolve the issue.

The camera should show your room and surroundings. Make sure to have a workspace where you can sit far enough back from the camera to show both your face and your workspace.

Reach out to Western Chat who will ask you to check the following: Are you using Chrome as your internet browser (recommended)? Have you cleared your cache? Keep Proctortrack running; we will send you the assessment URL.

Your answers are stored safely on OWL. Click on the Proctortrack tab. If it asks you to "connect," then your assessment has been uploaded.

During regular business hours and anytime an assessment is running.

Exams are scheduled with students writing up until 10p.m., no later. If you are asked to write past 10p.m. please reach out to Western Chat so we can help mitigate the situation.

Your instructor will let you know how long your exam is, and you will see a timer when you are writing your exam. If you see a discrepancy between the timer and your instructors' provided duration, reach out to Western Chat so we can investigate.

If technical issues cause you to start your exam late, Western Chat can account for the troubleshooting time by providing up to a half hour buffer for technical issues. If you experience issues that require more than half an hour to solve, Exam Chat Support will reach out to your instructor to discuss further options.

The Exam Central team is always happy to provide information or support. Contact Western Chat or email examcentral@uwo.ca.