Exams in front of a Proctor
If you reside more than 100 kilometers away from the Québec campus or from a Université Laval exam centre, you may take your exam under the supervision of a proctor. Simply follow the procedure below.
1. Selecting your exam site
No matter where you choose to take your supervised exam, you must specify it in your exam records and respect the fixed deadlines.
You will be reminded to register in a timely manner through monPortail.
2. Make sure that you receive an email from the Teaching Support Service
The Service de soutien à l’enseignement (SSE, Teaching and Learning Center) will send you an email once you have registered to take your exam with a proctor. This email will be sent to your @ulaval.ca address and will include the following information:
- the confirmed date and time of your exam (taking into account time difference if need be)
- the link to the proctoring form to be filled and submitted as soon as possible.
Should SSE identify a time conflict between two of your exams, we will contact you by email so that you may act quickly to resolve the issue.
3. Finding your proctor
Start your search at the beginning of the semester. In some cases, finding a proctor may require several exchanges and be time-consuming.
To make the process easier and faster:
- send the supervised exam documentation to the selected person
- let the person know that he or she must agree to supervise your exam on the date and time set by SSE (SSE/system/files/public/examens-avec-une-personne-repondante/repondants-procedures-an.pdf)
- confirm the proctor’s availability for the dates and times set by SSE before sending us the filled proctor form
The proctor must comply with one of the following criteria:
- be a member of a graduate education institution (university) teaching staff
- be a member of a graduate education institution (university) administrative staff
- be employed by a Canada Office abroad
- be employed by an established private exam centre, affiliated with an education institution or with the Canadian armed Forces
- be a ranked officer of the Canadian Armed Forces but not your supervisor, direct superior or a colleague
- be employed by a public library that provides proctoring services to graduate education institutions
- supervising your practicum within an established college or university program
- supervising your research
- the proctor must also:
- be able to communicate in writing in French or English
- have an email address associated to his or her name and affiliated with ones’ institution. No exam will be sent to a generic address of the «home@» or «information@» type, nor to and address associated to a server such as Yahoo, Gmail, Hotmail, or other
- be able to print the blank exam upon reception
- be able to scan the exam paper, the draft and all related documents, as well as email them, no later than the day following the exam (no more than 24 hours after the exam)
SSE reserves the right to demand proof of identity and employment status of your proctor, and make additional verifications if need be.
- Friend
- Family member
- Neighbour
- Colleague
- Supervisor, superior
- ULaval student
- Student from another education institution, unless the person is being paid by an established exam centre
- Any person residing at the same address than yours
4. Filling and submitting the proctor’s form
Fill the proctor’s form included in your exam records and submit it at least three (3) weeks prior to exam date. All fields must be filled.
To ensure remote exam integrity, SSE reserves the right to reject a proctor.
SSE will communicate with the proctor to share the proctoring procedure and terms. For information purposes, you will receive a true copy of this message.
SSE will advise you and ask you to submit the name of another proctor, as soon as possible.
Should you be unable to find a proctor that meets eligibility requirements, please contact SSE as soon as possible, at sse.repondant@ulaval.ca, to obtain searching tips about finding a proctor.
A proctor who does not meet all eligibility requirements could still be accepted should SSE deem circumstances exceptional. SSE must believe that there is no potential conflict of interest between you and the proctor, and that said proctor will comply with the procedure and terms of exam proctoring.
Proctoring fees
Most proctors, including those affiliated with an education institution that provides proctoring services, do charge fees. All exam proctoring costs are the responsibility of the student. For your information, please note that proctoring fees of CAN$100 to $150 per three-hour exam are quite common.