Faculty Senate Resolution on Proctoring

Approved by the Faculty Senate May 2021

WHEREAS the COVID-19 pandemic catalyzed a shift to online, remote learning beginning in Spring 2020 which increased the use of third-party remote proctoring software at Palomar College to facilitate classroom assessment activities, and

WHEREAS test and academic integrity is a priority, and

WHEREAS other methods of assessment (such as authentic assessment) exist that can both assess student learning and reduce the possibility of cheating, and

WHEREAS a number of educational institutions around the country have restricted or banned the use of third-party remote proctoring software and the CCC Chancellor’s Office will no longer fund the use of third-party remote proctoring software, which has an annual cost of more than $18,000, and

WHEREAS the use of third-party remote proctoring software can be an invasion of student privacy; can increase anxiety and negatively impact student performance on assessments; places technological and equipment demands on students that have financial impacts; and is an inequitable assessment solution as research shows it disproportionately and negatively impacts BILPOC students, students with certain physical or psychiatric disabilities/limitations, students performing childcare duties during the time of assessment, and others, and

WHEREAS Palomar College’s Associated Student Government has shared student concerns about the use of third-party remote proctoring software.

BE IT RESOLVED that the Faculty Senate discourages the use of third-party remote proctoring software which includes synchronous or asynchronous video recording (other than for the purposes of verifying test-taker identities) that does not follow current camera policies established for other software use (such as Zoom) , recording of biometric data, recording of private student spaces, or collection of any other private data by third-party providers in Palomar College courses, and

RESOLVED that the Distance Education committee will investigate software alternatives that are equitable for students but also maintain test and academic integrity, and

RESOLVED that the Faculty Senate will provide faculty with recommendations and guidelines for the limited use of third-party remote proctoring software that can help reduce inequities and negative impacts for students, as well as alternatives such as utilizing authentic assessments, and

RESOLVED that the Faculty Senate requires that faculty using third-party remote proctoring software within the limited scope outlined in the forthcoming guidelines accommodate students who cannot or do not meet the technical requirements for using the third-party remote proctoring software, and

RESOLVED that the Faculty Senate will advocate for an on-campus, in-person testing location that follows established safety standards and support online, live proctoring solutions that are equitable, and

RESOLVED that the Faculty Senate calls on the Palomar Community College District to consider ways in which it can address student equity during remote test-taking, and

RESOLVED that the Faculty Senate will ensure that any remaining or future ATRC training on the use of third-party remote proctoring software will include the Faculty Senate guidelines for appropriate usage, and

RESOLVED that this resolution shall be shared with Palomar College’s Associated Student Government, Palomar College’s Academic Technology Resources Center, Academic Senate for California Community Colleges, and the Chancellor’s Office.

Update to Proctoring- Email from VPI on 1/23/25

Dear Faculty,

This email outlines updates to Palomar College's proctoring policies based on current service usage and practices observed at comparable institutions.

Key Updates

Face-to-Face Proctoring

Reserved primarily for self-paced math courses or special circumstances requiring in-person oversight.

Available through the Math and Science Learning Center.

Online Proctoring

Managed by STAR Tutoring Services for non-DRC students.

Faculty handle their own proctoring and monitoring unless there are extenuating circumstances.

Extenuating circumstances to get accommodations:

Medical emergency, including accident, serious illness, or non-elective surgery for themselves or a member of their immediate family.

Personal emergency or hardship situation such as assault or domestic violence, loss of job or job transfer, family or child-care dependency crisis, or death of an immediate family member.

Refer to Title V – for extenuating circumstances

Services for DRC Students

DRC continues to handle both face-to-face and online proctoring exclusively for DRC students.

Comparison with Other Colleges

Mira Costa College:

Does not offer general online proctoring.

A note to students that exams must be taken at a testing center for specific high-level courses. Uses NCTA (National College Testing Association) for students outside the region.

Mesa College:

Online proctoring limited to Math & Science for non-DSPS students.

Proctoring requests require validation of extenuating circumstances.

Faculty primarily manage their own proctoring.

98% of proctoring services are for DSPS students

Grossmont College:

No online proctoring provided; faculty oversee their own testing.

Face-to-face proctoring only for Accessibility Resource Center students.

Southwestern College:

Offers face-to-face proctoring primarily for DSS students or emergencies.

No proctoring available for entire classes due to regulatory and labor concerns.

Next Steps

To ensure alignment with equity, faculty are encouraged to:

Primarily manage their own proctoring and monitoring unless there are extenuating circumstances.

Explore alternative assessment methods that may reduce the need for proctoring while maintaining academic integrity.

Reach out to Kelly Falcone, Instructional Designer, to explore alternative assessment methods and assistance with learning how to proctor online exams.

Questions or Feedback

If you have any immediate concerns, please share them with your dean so that they can bring them to the VPI/Deans meeting on Tuesday morning. We value your input and encourage you to share any concerns or suggestions regarding these updates.

Thank you for your attention and commitment to upholding academic standards.

Update to Proctoring and FAQs- Email from VPI 1/29/25

Good afternoon,

As we have been receiving a lot of questions around proctoring services, I wanted to share some of the frequently asked questions with the answers to a wider audience as there may be others that have the same questions.

Spring 2025 Proctoring Services

Frequently Asked Questions

Online Proctoring (synchronous and asynchronous):

I teach a fully online class, and I used Palomar online proctoring services during the fall 2024 semester. Can I continue using online proctoring services for spring 2025 as I did in fall 2024?

Answer: Due to the late nature of this change, yes, with a new requirement: instructors must proctor at least one test session per exam per class. If students are unable to attend your scheduled proctoring session, you can work with Palomar Online Proctoring Services (POPS) to set up online proctoring for those students unable to attend your proctored session. (Please see the Title V information [below] for extenuating circumstances.)

How many faculty at Palomar College utilized online proctoring services during Fall 2024?

Answer: There were 7 faculty utilizing online proctoring services. Online proctoring expenses are currently paid through the tutoring staffing budget and this expense for Fall 2024 equated to 32.3% of the tutoring budget for the academic year.

I don’t know how to set up a proctoring session for my online class. Can someone help?

Answer: Yes. Alex Cuatok, Interim Tutoring Services Manager, (acuatok@palomar.edu) is available to meet with you to show you how to set up proctoring sessions in Zoom and use of Sign Up Genius.

Is it true that Palomar previously online proctoring provided one-on-one online proctoring?

Answer: No. One proctor typically supervises up to 5 students per time slot. Each student is assigned to a room to avoid distractions from other students. Proctor moves from 1 room to another room to observe each student (between 1 to 2 minutes per student). If a proctor notices misbehavior, the student is warned, and the warning is documented. During midterms and final exams, each time slot increases to 10 to 15 (due to multiple classes at the same time).

What are the responsibilities of online proctors during exams?

Answer:

Monitor student behavior via webcam

Ensuring compliance with exam rules

Address technical issues

Document any suspicious activities

Maintain exam security

Verify student identities

Why can't I find online proctoring information on the website?

Answer: Palomar Online Proctoring Services is available on the website. If you are one of the seven who used online proctoring last semester, Alex Cuatok will contact you directly about arrangements for students who cannot attend your scheduled sessions. The process has remained unchanged from last semester.

Face-to-Face Proctoring:

I teach a partially online class (hybrid). Can I still use face-to-face proctoring services?

Answer: If you teach a class with a face-to-face component, the expectation is that you will proctor the exams for your class during the on- campus class session or during office hours (as you deem appropriate). If an individual student needs to make up an exam or if there are extenuating circumstances (see Title V information below), please contact MSLC for face-to-face proctoring.

I teach an asynchronous online class. I have students that want to come to campus to take their exam. Can I use face-to-face proctoring services for an online class?

Answer: No. Face-to-face proctoring at the MSLC is reserved for the self-paced math classes, make-up exams, or students with extenuating circumstances (see Title V information below).

I teach an online class. Can I require students to come to campus to take their exam?

Answer: No. Fully online courses cannot require a face-to-face on campus exam. If you want your students to take an exam on campus, your course must be scheduled as a partially online class (not just stated in the class notes). Since the on-campus class would be considered class time, you are expected to proctor your own exams.

General Information:

Other local community colleges offer proctoring services. How do Palomar's proctoring services compare to other local community colleges?

Answer: Research (contacting individuals at each college) shows that while MiraCosta, San Diego Mesa, Grossmont, and Southwestern offer face-to-face proctoring, none provide comprehensive online proctoring for all online courses.

I am concerned about academic integrity. For my online class, I am already using various assessment methods (projects, papers, presentations). How can I maintain academic integrity without online proctoring?

Answer:

Some Resources

Cheating, Assessment Alignment and Authentic Assessments

Strategies to Reduce Cheating in Online Courses

@One Assessment in Digital Learning Course

University of Washington Authentic Assessment Guide and Examples

Design open-book exams that test higher-order thinking

Implement randomized question banks, beyond the publisher test banks

Set time limits appropriate to question complexity

Create unique questions requiring original thought

Structure assessments to minimize collaboration opportunities

Contact Kelly Falcone, Instructional Designer, (kfalcone@palomar.edu) for additional support and training opportunities.

If you are still concerned about academic integrity, please reach out to Faculty Senate to continue the conversation.

Extenuating Circumstances

California Code of Regulations, Title V, Section 55024 https://www.law.cornell.edu/regulations/california/5-CCR-55024 is specifically used to address extenuating circumstances in relation to course withdrawals and grade changes.

This section is also commonly used as well for taking exams if a student is impacted by extenuating circumstances.

Here is a list of extenuating circumstances that align with Title V:

Serious Illness or Injury: A student who is physically unable to attend an exam due to illness, injury, or hospitalization may be granted accommodation or rescheduling.

Mental Health Crises: Acute mental health conditions such as anxiety, depression, or stress-related disorders may be considered, especially if they interfere with exam performance.

Family Emergencies: Situations like the death or critical illness of a close family member may be accepted as legitimate extenuating circumstances that prevent a student from attending exams or completing required coursework.

Religious Holidays or Observances: If a student’s exam coincides with an important religious observance, accommodation or rescheduling might be considered, depending on institutional policy.

Natural Disasters or Emergency Situations: Events like earthquakes, fires, floods, or other large-scale emergencies can disrupt a student’s ability to take an exam, and this may be recognized as an extenuating circumstance.

Accidents or Transportation Issues: Significant transportation issues, such as car accidents or other disruptions, particularly in remote or difficult-to-access locations, may be considered if they prevent a student from reaching an exam.

Unforeseen Circumstances: Any other unexpected and unavoidable situation—like being involved in a legal issue, being a victim of a crime, or facing sudden personal hardship—might also qualify as an extenuating circumstance, depending on the specific policies of the institution.

Update to Proctoring and Outcome of Proctoring TownHalls- Email from VPI 5/1/25

Dear Faculty,

Over the course of the spring 2025 semester, the Proctoring and Academic Integrity subcommittee of the Faculty Senate has been reviewing concerns around academic integrity and proctoring. The group held two town hall meetings where concerns and feedback were collected from faculty. The proposed solutions fit into the following categories:

Palomar Online Proctoring Service

Proctoring Technology

Academic Integrity

Authentic Assessment Support

As Faculty Senate and the District will need time to review and select potential technology options, these options will be assessed over the next academic year.

Support Options for the 2025-2026 Academic Year (including Summer 2025):

Face-to-Face Proctoring

Can be used if the course is listed as partially online and the appropriate class notes are included in the schedule and syllabus.

May be used for self-paced math courses within the Math and Science Learning Center.

May be used to administer face to face proctoring on a small scale for students with conflicts and emergencies within the Math and Science Learning Center.

Online Proctoring

To utilize this type of proctoring, Faculty must proctor at least one online proctoring session for each exam and require/request students to attend at that time. The dates and times need to be listed in the class notes within the class schedule and syllabus.

Any students that are unable to attend during the time listed by the faculty member or that miss the session due to extenuating circumstances may schedule an online proctoring session through our Palomar Online Proctoring Service managed by STAR Tutoring Services for non-DRC students.

Services for DRC Students

DRC continues to handle both face-to-face and online proctoring exclusively for DRC students.

ATRC is an excellent resource for faculty who would like more information regarding how to effectively proctor their exams online. For example, see their webpage on how to use Zoom All Screens Mode for proctoring. We will request that ATRC provide online proctoring session training for faculty during flex week and the fall semester.

For faculty that are interested in exploring alternative assessment methods consider reaching out to our Instructional Designer, Professor Kelly Falcone.

Next Steps

Over the 2025-26 academic year, Faculty Senate and Instructional Services will work together to:

Ensure there are faculty trainings related to online proctoring, authentic/alternative assessment methods, and academic integrity.

Explore how Palomar Online Proctoring Services can be done in a more efficient and effective manner.

Review academic integrity policies and procedures.

Explore and assess proctoring technologies available to determine whether the College should purchase and implement one of these products.

We know that this has been a stressful semester for many due to concerns about proctoring and academic integrity. We are hoping that this email provides some guidance for the next academic year and allays some concerns about proctoring and academic integrity. We value your input and encourage you to share any concerns or suggestions regarding these updates.

Thank you for your attention and commitment to upholding academic standards.

Tips for Proctoring Online Exams Using Zoom

The Palomar ATRC has created guidance to help faculty use Zoom to proctor exams.

Review: How do I use the Zoom All Screens Mode for proctoring

Schedule an appointment with ATRC for further support and guidance on using Zoom for proctoring exams.

Tips for Reducing Cheating Online

For ideas on ways we can address and try to reduce cheating, please review: Tip: Cheating, Assessment Alignment, and Authentic Assessments