Proctoring an Avant Test with Video Communications Platforms

Proctoring with a Video-Communications Platform

Disclaimer: While this guide focuses on Zoom, you may also use other video communications platforms such as Google Meet or Skype to proctor Avant’s Assessments. Please note that we are unable to provide support for all of the above video conferencing software.

Zoom may be considered as an option for proctoring Avant’s assessments in some cases. A Zoom meeting can be created with breakout rooms that will allow multiple test-takers to be in an individual, private space (breakout room) where the test-taker can only interact with the Zoom proctor (also described as “host” in the Zoom documentation) while in the meeting. This setting will allow the meeting proctor to cycle through each breakout room to monitor each test-taker individually. The test-taker will be required to “screen share” during the meeting so the proctor can view the test-taker’s screen. The test-taker will also be required to allow camera access for Zoom on their device, enabling the proctor to monitor the test-taker while taking the test.

Districts or organizations should test this model in their own environment with their IT department to determine how many test-takers/breakout rooms the proctor is comfortable monitoring during one meeting.

If your team is unfamiliar with Zoom breakout rooms, here is a link to a Zoom breakout room tutorial video: https://youtu.be/jbPpdyn16sY

PRIOR TO TESTING

  • As Zoom continues to push out security and feature updates to their platform your team will want to ensure that all devices used during the Zoom meeting are utilizing the current version of Zoom.

  • Here is a link to a video from Zoom with multiple ways to update your Zoom client/app:

  • Schedule a Meeting. You will be required to schedule a meeting. You will want to set up the meeting with the following security measures in place to discourage any potential cheating.

    • Enable Waiting room and be sure it is passcode enabled (default setting)

    • Disable Proctor Video

    • Enable Participant video

    • Disable private chat

    • Mute participants upon entry

    • It is recommended that your team confirms any additional security measures or requirements are being met with the school’s IT department.

  • Email the meeting link to all test-takers. Your team may want to discuss following protocols in place at your organization in terms of protecting test-taker privacy. Please be aware all test-takers that are in the meeting will be able to view the participant naming convention they use.

IN THE ZOOM MEETING

  • Once the proctor has started the meeting, when test-taker participants are ready to join, the proctor has the option to admit them. It may be beneficial to admit them separately, which will allow the proctor to move the test-taker to their breakout room. This would allow for the test-taker to remain anonymous and not be viewed by any other test-taker.

  • Once the test-taker identification has been verified, the proctor will place the test-taker in a breakout room, and then the proctor will join the breakout room. The proctor will verify that the test-taker can hear them and will ask the test-taker to share their screen so the proctor can see the test-taker’s display. At this point the proctor should be able to view the test-taker’s screen and also view the test-taker via the device camera.

  • Here is a link to a video on how to review screen sharing in Zoom: https://youtu.be/YA6SGQlVmcA

  • At this point the proctor will ask the student to login into the STAMP test.

  • The proctor will repeat this process for all test-takers until they are all in their respective breakout rooms and have started the test.

  • If a test-taker has a question or an issue while in the breakout room, they can ask for assistance by selecting the “ask for help” button that will notify the proctor of the request.

PROCTOR LIMITATIONS IN ZOOM

Please take into consideration the following limitations using this method with Zoom

  • There is no continuous test-taker monitoring with this method. The proctor must cycle through each test-taker’s breakout room to visit and view each test-taker taking the test. The proctor will only have the ability to monitor the test-taker in the breakout room that the proctor is currently in.

  • The test-taker is not prevented from using an external monitor (2nd) monitor that potentially could have any content displayed while they are sharing the primary monitor in Zoom that will display the test. This can be disabled on the student’s device at the start of the test but could be enabled by the student while the proctor is not in the room and there would not be any notification to the proctor of this change.

  • If you are using the free “basic” version of Zoom, there will be a 40-minute time restriction on the meeting if you are proctoring more than one test-taker. If the test-taker is planning on completing the test and you have two or more test-takers in the meeting, you will need to use a licensed paid Zoom account to support more than one test-taker.

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