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Testing Center Policy and Procedures

The Office of Medical Informatics manages the online Testing Center (TC) consisting of 93 seats in room CG-28 and an additional 70 seats in the adjoining room CG-22 for a total of 164 seats. The TC is used extensively by the Colleges of Medicine, Dentistry, Nursing, and others throughout the academic year. In order to ensure comfort, safety, and security all users must abide by the following policies and procedures:

Food and drink are NOT allowed in the TC at any time!

This rule applies equally to students, proctors, faculty, and staff.

Containers with screw-on, leak-proof tops may be left on the shelves during an exam. All other liquid containers must be discarded in the hallway trash receptacle. The head proctor has the discretion to allow “cough drops” or other comfort measures for a student who is in obvious distress. Otherwise there are no exceptions, including gum and candy.

Scheduling

The schedule is finalized toward the end of each semester for the following semester. Contact April-Lane Derfinyak (april2@ufl.edu or 273-8579) to schedule the room(s). The TC calendar is available at: http://medinfo.ufl.edu/cgi-bin/ecal.cgi?testing. The two TC rooms may be scheduled independently or together depending on need.

Special Needs

Course directors should notify the TC staff if a student requires special accommodations such as extra time to take the exam. Students requesting accommodations must contact both the ADA Office and the course director(s) involved prior to each exam. Students should not attempt to negotiate accommodations with the TC staff directly.

There are three scenarios for accommodated exam administration: 1) When rooms in the Harrell Center are available, students will take their exams there. 2) If the Harrell Center is not available, up to six students will be seated together in room CG-58. 3) If the prescribed accommodations are incompatible with the options above, the student will take their exam on paper in the ADA office on main campus.

Test Materials

Contact Gene Cornwall (cornwall@ufl.edu or 273-5116) for instructions on how to submit your test materials. To ensure adequate time to preview and correct your exam, you must submit your materials AT LEAST TWO FULL BUSINESS DAYS PRIOR to the scheduled test date! Graphics and other media are welcome, but please be aware that these may require additional preparation time. Scratch paper and pencils are provided by the proctors. It is the course director’s responsibility to provide adequate copies of any additional handout materials.

Preview and Confirmation

Once your materials are online, Mr. Cornwall or another staff member will contact you with instructions to preview your exam. This is your opportunity to check for errors and give final confirmation. We strongly recommend you preview your exam before it is presented to students in the TC! Otherwise your students will see any typos or errors that you failed to correct.

Time Allotment

We recommend that you plan 75 to 90 seconds per multiple choice question (a maximum of 60 questions in 90 minutes). This is similar to the time allotted for national licensure exams. No testing session will last more than 90 minutes. Exams with more than 60-70 questions must be subdivided into “books” for testing in two or more sessions (with 15 minute breaks in between). The TC staff has the prerogative to break long examinations into books to meet these requirements.

Proctors

The Head Proctor is in control of the facility and exam administration. There should be at least one Direct Observation Proctor for each room. Each college is responsible for their proctors and must either provide them or contract with the testing center to hire the pool of proctors that we have.

Guidelines for Proctoring

With less than ten students in the room, the executive proctor will be in charge of the room(s) and starting the exam(s), but may hand over responsibility to direct observation proctors for the remainder of the time. This includes ADA/makeup exams given in alternate locations.

With ten or more students in a room, the executive proctor should remain in the testing area until all students are finished.

For any large exam in CG-28/23, there should be at least one direct observation proctor in each room who circulates while students are taking their exam(s). When available, there should be two proctors per room for large exams, in addition to the head proctor for a total of five.

Assistance During Exams

Once an examination session begins, all personnel should refrain from conversing with examinees. This includes clarification or interpretation of exam questions. Students who have specific issues or challenges should write these down on their scratch paper or use the online comment system during the exam. The head proctor has the discretion to provide critical information over the public address system when this is necessary for smooth exam administration.

Secure Review Sessions

Course directors may wish to schedule secure review sessions after their tests have been scored. During a secure review, students may view the test form(s) and compare their answers with the preferred responses. Review is limited to wrong answers only by default. Students are not allowed to take notes or remove test materials. If faculty are present during the review they have some discretion with regard to students talking and moving around the room. These sessions may be less formal, but basic decorum is expected at all times! When faculty are not present the review will be conducted as if it were an exam (students remain seated and no conversation). This also applies when faculty arrive late or leave early.

Room Access

The Head Proctor will open the room(s) and allow students to enter a few minutes before the start of each session. A proctor must be present when students are in the facility. The rooms are to remain locked when not in use.

Hallway Noise

At times students will congregate in the hallway outside the TC. Medical and dental students are strongly encouraged to wait in their respective MDLs. Those waiting outside the TC should refrain from loud conversation and other disruptive behavior. Be courteous to those who may be taking exams nearby!

Students who do not comply with the above may be asked by the staff to wait outside in the covered area between the Communicore and HPNP building. Students who refuse to comply with these requests will be reported to their respective Deans for disciplinary action.

Seating Chart

Students are assigned to specific numbered stations at random. The seating chart is given to the proctor and posted near the doors for each test. Upon entering, students should quickly find their station number and be seated.

Start and Stop Times

Each exam session (aka “book”) has a prearranged start time and duration. For example, an exam might be scheduled to start at 8am and last for 60 minutes. The stop time is adjusted dynamically based on the actual start time. In the example above, if the first student logs in at 8:05, the stop time is automatically set to 9:05. A computerized warning is given when five minutes remain.

Disruptions

From time to time a testing session is disrupted by unforeseen events (power failure, fire drill, etc.). When this occurs, students are encouraged to click on the Pause button near the top of the screen. This locks their station until testing can resume. The Head Proctor will also lock the entire exam to prevent submissions during the disruption.

No Reentry

Students are NOT allowed to reenter the TC once they leave a session.This means that students are generally not allowed to visit the bathroom and return to an exam session in progress. The proctor has the discretion to allow reentry on a case by case basis for personal emergencies or illness, but this should be a rare occurrence. If a student does leave prematurely, they should click Pause to lock their station.

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 Head Proctor.

Absences

All absences (whether excused or unexcused) will be noted and reported to the course director and other appropriate staff.

Handouts

Students are routinely given scratch paper and two pencils during a testing session. Scratch paper is imprinted with the student’s name and station number for tracking. All materials and scratch paper must be turned in to the proctors at the end of the test. Students are not allowed to retain written notes or remove test materials.

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.”

Anomaly Tracking

The TC 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 COM administration and corrective action will be taken as needed.

Security and Cheating

The TC was designed to make testing as smooth, secure, and fair as possible. Several physical, technical and procedural security factors are in place, including both video and computer surveillance. Anomalous behavior and other evidence of cheating will be investigated, and reported to the course director and other appropriate authorities.

Personal Electronics

We strongly discourage bringing electronic devices into the TC. Mobile phones and pagers must be turned OFF for the duration of each test session. PDAs, iPods and similar devices, including “databank” watches, are not allowed at any time. Calculators may be allowed at the discretion of the course director or proctor. An on-screen, software calculator is available at every station. Use of ANY other electronic device during an exam will be considered evidence of cheating!

Book Bags, Purses and Hats

Students are not allowed to have bags or other materials at their stations. We strongly encourage students with personal lockers to leave book bags, backpacks, and purses there. All bags brought into the TC must be left on the shelves provided near the doors. This also applies to non-religious head coverings.

Noise

No talking or other communication is allowed once a testing session begins. Devices that make noise, such as watches, must be silenced or left outside the room.