ExamSoft Standard Operating Procedure
The University of Florida College of Veterinary Medicine uses ExamSoft for taking examinations on computers. ExamSoft is a secure testing solution that is used for high stakes exams. This software enables secure testing on student computers by blocking access to programs, files and internet usage during the test. ExamSoft is not dependent on an internet connection while testing, which allows it to be used almost anywhere a device can be used. The client (vendor) used for testing students is SofTest.
Downloading the Software
Each student must have a personal laptop, iPad or Surface Pro that meets the minimum system requirements listed on examsoft.com/UFVetMed. Students will receive an email from ExamSoft with instructions on how to download, install and register the SofTest software on their devices prior to the day of exams.
Students will download the exams 48 hours prior to the exam. The exam is password protected so students will not be able to enter until the day of the exam in class. The password will be provided at the beginning of the exam by the proctor.
IT Assistance during Exam Sessions
IT assistance will be provided by the proctor or exam manager at the time of the test. If troubleshooting takes longer than five minutes the student should be given a loaner iPad or paper exam.
Exam – Day Procedures
Students must bring to the exam:
- Laptop, iPad, Surface Pro 1, 2, or 3
- Power Cord, if needed
- Pencil or Pen to use on the Scratch Paper. (The scratch paper will be provided by the instructor or proctor.)
The day of the exam it is important to follow key procedures to insure your test remains secure.
- All students must turn off all electronic devices other than their device used for testing and remove all belonging from their area. Bandwidth is limited and students will need this to successfully upload their exams.
- The head proctor will be present 15 minutes before the start of each exam session. All absences (whether excused or unexcused) will be noted and reported to the course coordinator and other appropriate staff.
- Students will be given the password to the exam and start the exam at the direction of the instructor or proctor. No talking or other communication is allowed once a testing session begins. Devices that make noise, must be silenced or left outside the room.
- Students must communicate with the proctor if they have to use the restroom. The student will hide the exam by clicking Actions > Hide Exam which is located in top menu. This option does not pause the timer of the exam so students must be aware before taking restroom break.
- Each exam session has a prearranged duration. A computerized warning is given when 5 minutes remain.
- Once an exam begins, all personnel should refrain from conversing with examinees and each other. This includes clarification or interpretation of exam questions. Students should note questions about the examination or errors in test questions on scratch paper provided and turn this in after completing the exam. The head proctor has the discretion to provide critical information to the class when necessary to ensure smooth exam administration.
- In the event of a malfunction on an exam-taker’s computer that cannot be resolved quickly, a paper copy of the exam will be made available to the student.
- Before each student can leave the testing area, the proctor will verify that the student’s answer file has been uploaded by having the exam takers show their green check confirmation window.
- Students MUST turn in their scratch paper before leaving examination.
Under normal circumstances, there is NO provision to give extra time to students who arrive late. Extensions or alternate testing times are possible for special situations, contact the Exam Manager and your faculty member.
From time to time a testing session may be disrupted by unforeseen events such as fire alarms and power failures. When this occurs, students are to turn off their laptops and iPads. This stops the clock and locks their testing station until the exam can resume. The Head Proctor will provide the students with a resume code to restart the exam.
In order to use ExamSoft for the post-exam review, the option must be selected before the exam manager post the assessment. No changes can be made to an assessment after students have downloaded and began the exam.
During the secure-review students will not be allowed to use any other electronic devices other than their laptop or iPad.
Examinees are bound by the University of Florida Honor Code summarized by the following statement:
“On my honor, I have neither given nor received unauthorized aid during this examination.”
PDAs, IPods, Google glasses and similar devices, including “databank” watches, etc. are not allowed at any time. Calculators may be allowed at the discretion of the course director. Use of ANY other electronic devices during an exam will be considered cheating.
The testing staff use an electronic system to track anomalies of all types, including suspected cheating and violations of the procedures outlined in this document. This information is periodically shared with OSI and corrective action will be taken as needed.
Releasing Final Grades
Students may be provided the initial raw score of each exam immediately upon completion of the exam at the discretion of the course coordinator. The initial scores released upon completion of the exam are not representative of the final score, which will be released by the course coordinator after reviewing the exam item analysis. The final scores for an exam will be posted within two weeks on Canvas or whenever the course coordinator has released the final grades.
Students who are unable to attend class the day of the exam for reasons consistent with an excused absence must not download the exam file prior to the scheduled exam date. Students must schedule an exam make-up date with the course coordinator well in advance of the exam date. Students who download the exam file prior to the exam day and then do not attend the exam due illness or emergency must not attempt to access the exam. Students must contact their curriculum coordinator and Khalid Snowden (firstname.lastname@example.org) to schedule a make-up examination.
Testing Accommodations in ExamSoft
The only accommodation the college can provide via ExamSoft is additional time. It is the responsibility of students who require testing accommodations to meet with a learning specialist from Disability Resource Center. After the student has obtained a letter from the DRC specialist, the student must submit the accommodation letter to the course coordinator and to Melissa Cox (email@example.com) in the Office for Students and Instruction.
All electronic exams will be proctored by an OSI proctor. The proctors have the right to verify the identity of any student, communicate absences to the exam manager and to enforce testing protocols and housekeeping rules. If student refuse to comply with rules, the proctor should take down the student name, ask them to leave the room, then communicate immediately with the exam manager as he will bring forth the issue to the associate dean for students and instruction and course faculty.
Who’s My Support?
Faculty, staff and students may contact Khalid Snowden.