Proctoring an exam means overseeing every phase of a test session, from verifying who’s sitting down to take it, to monitoring the room (or screen) while they work, to handling any problems that come up. Whether you’re proctoring in person or remotely, the core job is the same: protect the integrity of the test while giving test-takers a fair, distraction-free environment. Here’s how to do it well.
Prepare the Testing Space
A good exam session starts before any test-taker walks in. For an in-person exam, you need a quiet, well-lit room within easy supervisory distance of every seat. Remove or cover any posters, whiteboards, or reference materials on the walls that could give an unfair advantage. Arrange seating so you can see each person’s desk surface and screen (if applicable) without hovering directly over them. Make sure clocks are visible and working.
Check that all technology is functioning before the session. If you’re administering a computer-based test, log into the exam delivery software on each workstation, confirm internet connectivity, and verify that the correct exam is loaded. Have a plan for power outages or frozen screens, even if that plan is as simple as knowing who to call and having scratch paper ready for manual time-tracking.
Verify Every Test-Taker’s Identity
Before anyone starts an exam, confirm they are who they claim to be. The standard practice is to check at least one form of valid photo identification that also includes a signature. A driver’s license, passport, or school-issued ID card with a photo typically qualifies. Compare the name on the ID to the name on your roster, and compare the photo to the person standing in front of you.
Do this individually rather than in a rush at the door. If someone’s name doesn’t match your roster or they lack proper ID, follow your institution’s policy. In most cases, the person cannot sit for the exam until the discrepancy is resolved.
Brief Test-Takers on the Rules
Before unlocking the exam, clearly state the rules out loud. Cover these essentials:
- Approved materials: Specify exactly what’s allowed on the desk (calculator, pencil, blank scratch paper) and what isn’t (phones, smartwatches, notes, textbooks).
- Time limit: Announce when the exam begins, when it ends, and whether there will be a warning before time is called.
- Restroom and break policy: Explain whether breaks are permitted, and if so, whether the clock stops.
- Communication: Make clear that talking, whispering, or signaling to other test-takers is not allowed. If someone has a question, they should raise their hand and wait for you.
- Electronic devices: Instruct everyone to power off cell phones and place them in a bag or designated area. Cell phones are the most common tool students use to cheat on proctored exams.
Authorize and Start the Exam
For computer-based exams, the launch sequence typically follows a pattern: the test-taker logs in, verifies their personal information, and agrees to any nondisclosure or terms-of-use agreements. Once they signal they’re ready, you, as the proctor, review the information on screen, then enter your own proctor credentials to unlock the exam. Only after your authorization does the timed portion begin.
For paper-based exams, distribute test booklets face down and instruct everyone not to open them until you give the signal. Start timing from the moment you say “begin,” and note the exact start time on a board or sheet visible to the room.
Monitor Actively During the Session
Your primary job while the exam is in progress is to watch. Stay in the room or within a short distance of all test-takers for the entire session. Walk the room at irregular intervals rather than following a predictable pattern. Position yourself where you can see desk surfaces, screens, and hands without blocking anyone’s view of their own work.
Watch for behavioral red flags: frequent or prolonged glances away from the test, especially toward another person’s screen or paper. Unusual body movements like reaching into pockets or under the desk. Whispering or mouthing words. Eyes that repeatedly drift to a specific spot on the desk or lap. If a test-taker seems to be spending an unusually long time on a section compared to everyone else, that alone isn’t proof of anything, but it’s worth paying closer attention.
On computer-based exams, a locked browser prevents test-takers from opening other tabs or applications. If your exam software includes this feature, make sure it’s activated before the session starts. If you notice someone attempting to navigate away from the test window, that’s a significant red flag.
Handle Disruptions and Suspected Cheating
Not every disruption is cheating. A fire alarm, a medical issue, or a malfunctioning computer all require calm, immediate action. For technical problems, note the exact time the interruption occurred so you can adjust the test-taker’s remaining time. For emergencies that affect the whole room, stop the exam, note the time, secure all materials, and follow your institution’s emergency protocol.
If you suspect cheating, stay composed. Document exactly what you observed: the time, the test-taker’s name and seat number, and a factual description of the behavior. Avoid making accusations during the exam unless the behavior is so blatant that it requires immediate intervention, such as a test-taker openly using a phone. In that case, quietly approach the individual, confiscate the unauthorized material, and depending on your institution’s policy, either allow them to continue (with a note in your report) or terminate their session on the spot.
After the exam, submit an incident report promptly. Most testing organizations expect reports within 48 hours. Include the test-taker’s identifying information, a timeline of what happened, what you observed, and any evidence you collected. Stick to objective facts rather than interpretations.
Accommodate Test-Takers With Disabilities
Under the ADA, testing accommodations are changes to the standard environment that allow individuals with disabilities to demonstrate their actual ability rather than being measured on their impairment. Common accommodations include extended time, a distraction-free room, or assistive technology like screen-reading software.
If a test-taker has approved accommodations, you should receive documentation before the exam session. Your job is to implement them exactly as specified. If someone is approved for time-and-a-half, calculate the adjusted end time before the exam starts and note it separately. If they need a private room, have it set up and ready. If they use assistive technology, verify it’s installed and functioning during your pre-exam setup.
Two important rules to know: if a test-taker has documentation of receiving the same accommodation on a previous similar exam, that’s generally sufficient proof for the current one, and testing entities should not require them to jump through additional hoops. And you should never “flag” an accommodated score in a way that reveals the test-taker has a disability. Flagging policies that announce a disability to score recipients are prohibited under the ADA.
Proctoring a Remote Exam
Remote proctoring follows the same principles as in-person oversight but relies on technology to enforce them. If you’re setting up a remote proctored exam, test-takers will need specific hardware: a computer with a webcam and microphone, a stable internet connection, and often a smartphone positioned as a secondary camera to show a wider view of the room.
Before the exam, test-takers typically must perform a room scan. Using their webcam, they show a 360-degree view of their workspace, including the desk surface, to prove no unauthorized materials are present. They must be alone in a private room for the entire session, seated at a desk in a standard chair. Multiple monitors, wireless keyboards, headsets, and casting devices like Chromecast or Apple TV must be disconnected or removed.
Remote proctoring software usually includes several layers of monitoring: video recording of the test-taker’s face and workspace, screen recording to detect attempts to open other applications or paste questions into a search engine, and speech detection that can distinguish someone talking to another person (or a voice assistant) from background noise like a cough. As the proctor reviewing this footage, either live or after the fact, you’re looking for the same red flags you’d watch for in person: wandering eyes, talking, reaching for unauthorized materials, or attempts to access outside resources.
Close Out the Session
When time expires, announce it clearly and instruct everyone to stop working. For paper exams, collect all test booklets, answer sheets, and scratch paper. Count materials against your roster to make sure nothing is missing. For computer-based exams, confirm that each test-taker’s session has been properly submitted before they leave.
Secure all exam materials immediately. No test-taker should leave with any copy of the test, scratch paper with notes, or photographs of questions. If your institution requires you to log attendance, completion status, or any irregularities, do so before you leave the room while the details are still fresh. A brief written summary of the session, even when nothing went wrong, creates a useful record if questions arise later.