Testing Protocols

ExamSoft

The University of Florida College of Veterinary Medicine uses ExamSoft for taking computer-based exams. ExamSoft is a secure testing solution that is used for high stakes exams. This software enables secure testing on electronic devices 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) application used for testing students is Examplify.

Device Requirements

Each student must have a personal iPad that meets the minimum system requirements listed by the College of Veterinary Medicine on examsoft.com/UFVetMed.

iPad Requirements:

  • Hardware Recommendations = iPad 3+, iPad Air+, iPad Mini+ and iPad Pro
  • Operating System = iOS 10, iOS 11, and iOS 12 (Only genuine versions of iOS are supported)
  • 500 MB of free space required to commence an exam
  • iPad must not be Jailbroken
  • Internet connection for Download, Registration, Exam Download and Upload
  • In order to take an exam using an iPad, your institution must first enable iPad support

Please be aware that products in the technology world are constantly changing. Therefore, this requirement is evolving and will continue to evolve. You can expect it to change as the power, price and quality of computers change and as the needs of students in the college change. We make every effort to minimize the impact of changes in this requirement on our students.

Downloading the Software

Students will receive an email from ExamSoft with instructions on how to download, install and register the Examplify application on their devices prior to the first of day of orientation. Students must ensure their iPads are malware-free. Students will be notified of ExamSoft software updates throughout the year. It is the students’ responsibility to install these updates prior to the next scheduled examination.

Downloading 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 Coordinator at the time of the test. If troubleshooting takes longer than 5 minutes the student should be given a loaner iPad or paper exam.

Exam – Day Procedures

Students must bring to the exam:

  • iPad
  • 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.

  1. 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.
  2. The 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.
  3. 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.
  4. 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 Proctor has the discretion to provide critical information to the class when necessary to ensure smooth exam administration.
  5. In the event of a malfunction on an exam-taker’s device that cannot be resolved quickly, a paper copy of the exam will be made available to the student.
  6. 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.
  7. Students MUST turn in their scratch paper before leaving examination.

Students are NOT allowed to re-enter the testing room once they leave. This means students are generally not allowed to visit the bathroom and return to an exam session in progress. The Proctor has the discretion to allow re-entry on a case-by-case basis for personal emergencies or illness but this should be a rare occurrence. Students must communicate with the proctor before leaving the testing room. If the exam is still in progress the student will ‘hide’ the exam by clicking Actions > Hide Exam which is located in the top menu. This option does not pause the timer of the exam so students must be aware before taking restroom break.

Late Arrivals

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 Coordinator and your faculty member.

Disruptions

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 testing device. This stops the clock and locks their testing station until the exam can resume. The Proctor will provide the students with a resume code to restart the exam.

Post-Exam Review

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 iPad.

Honor Code

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 exam 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 the Office for Academic and Student Affairs (ASA) and corrective action will be taken as needed.

Releasing Final Grades

The final scores for an exam will be posted to e-Learning (Canvas) by the course coordinator.

Make-up Exams

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 should try to schedule an exam make-up date 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 to illness or emergency must not attempt to access the exam. Students must fill out an Absence Request Form to request a make-up exam.

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 (DRC). After the student has obtained a letter from the DRC specialist, the student must submit the accommodation letter to the course coordinator and to the Curriculum Coordinator – Melissa Cox (melissacox@ufl.edu) in ASA.

Proctoring Exams

All electronic exams will be proctored by an ASA proctor. The Proctors have the right to verify the identity of any student, communicate absences to the Exam Coordinator 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 Coordinator as she will bring forth the issue to the associate dean in ASA and course faculty.

Who’s My Support?

Faculty and students may contact the Exam Coordinator – Alexis Jenkins (alexisjenkins@ufl.edu) or visit the Exam Support Team in ASA.