Accepting an invitation to proctor

You will receive an email from the instructor or exam coordinator inviting you to proctor the exam session.

1. Click Accept invitation in the email.

2. If you do not have a Crowdmark account, you will be directed to the Sign up page on Crowdmark. After completing the sign up process, you will be directed to the session page.

   If you already have a Crowdmark account, you will be prompted to sign in. After signing in, you will be directed to the session page.

You can now access Crowdmark and the session anytime by signing in to https://app.crowdmark.com/sign-in. After signing in, you can access the session again by clicking the Session ID in the My Sessions table.

The session page

After you have signed in, you will see the session page with the following sections.

• A Welcome section containing an introduction and any notes and instructions that the instructor or coordinator has provided.
• A sidebar on the right containing:
  
  • Session details: Date, time, location, and number of students. Click on the rolodex icon to see the list of students and their information.
  • Status: Click on the status to see your past activity with timestamps.
  • Contact info: For any questions you may have about the process (if available).
• Steps to administer the exam: Download and print booklets, Administer the examination, and Scan and save the uploaded booklets to your computer.

Administering the exam

1. Download and print booklets

You can download booklets for all students at once (a single PDF file with all of the booklet pages) or download each student’s booklet separately (a single booklet per PDF file). Click the Download button to save the booklet(s) to your computer. Print the booklets before the exam session will take place.

2. Administer the exam

Hand the booklets out to the students. Once the exam is over, collect the completed booklets.

3. Scan and save the uploaded booklets to your computer.

Remove staples from the exam booklets, ensuring that the QR codes in the upper corners are not cut off. For best practices and suggested scanner settings, see Scanning assessments. Ensure that pages are scanned as PDF or JPG files.

After the pages are scanned and stored on your computer, click Upload completed booklets. Select your scanned file(s) to upload. You will see the Upload history table fill up with pages. In the upper right corner you will see the number of booklets uploaded so far. Click this number to see which pages have not yet been uploaded.

If any “Undetectable QR” errors appear, click the Fix button to manually associate the page with the QR code information (the UUID) written in the top corner of the page.

Note: The front page of each booklet with student information (without the QR code) is for your information only and does not need to be uploaded. If the page is uploaded, you will see the error “Undetectable QR” until all other pages are uploaded. The error can be ignored.

How to locate the UUID:

If some students will be writing an exam remotely (with accessibility services or in a distance education scenario, for example), you can enable the remote session feature within an existing assessment. This feature provides a proctor with the resources to administer the exam and upload student work to Crowdmark. Creating a session and inviting a proctor will enable them to:

• Sign in to Crowdmark
• View the session details (date, location, participating students)
• Download a QR-coded exam booklet for each student (a page is added to each booklet with the student and course information)
• Scan and upload completed exam booklets to Crowdmark

You will be able to track the proctor’s progress as they complete these tasks. Since each student is assigned to a specific booklet, there is no need to match the proctored assessments to students after the pages are uploaded.

Enabling remote exam sessions

Remote sessions need to be enabled per-assessment.

1. Navigate to your assessment’s dashboard.
2. Click Assessment settings.
3. Click the Enable remote exam sessions toggle. A Sessions link will appear in the sidebar. This is where you can set up a remote session.

Creating a remote session

After the remote sessions feature is enabled, you may create a session.

1. Click Sessions in the sidebar. The sessions table will appear.

   

2. Click Add session. A window with setup options will appear.

   

3. Enter the Date and time your session will take place (if it doesn’t have a set date, you may choose a date range). Enter the Location (optional).

4. Click Add session. The Session details page will appear.

5. Under the Students section, click Add students.

6. Enter the name or email addresses of one of the students who will participate in the session. As you type, Crowdmark will narrow down the class list. Select the correct student.

7. Repeat for each student, then click Update to add the students.

Inviting a proctor

Once your session has been created and has students, you can invite the proctor to administer the exam.

1. Ensure that the session details page is open. Under the Proctor section, click Invite a proctor.

   

2. Enter the proctor’s email address, a note with any additional instructions you would like to include (optional), and your contact information (optional).

   

3. Click Invite proctor. An email will be sent to the proctor inviting them to sign in to Crowdmark to access the session details.

What will the proctor see?

• The invitation email will include a button for the proctor to accept the invitation and view the session page. If the proctor doesn’t have a Crowdmark account, they will be prompted to sign up before accepting the invitation.

  

• After accepting the invitation, the proctor will be directed to the session page.

  Note: You can also access this page by navigating to the assessment’s Sessions page, then clicking the proctor’s name in the “View as proctor” column.

• Each booklet the proctor downloads will have a QR code on each page (like normal Crowdmark exam booklets), but the booklet will be assigned and matched to a specific student. Crowdmark will add a page to the beginning of each booklet with student and course information to ensure that proctors distribute booklets to the correct students:

• There is a link to documentation for proctors in the right sidebar of the session page: Proctoring a remote exam session.