Dental College of Georgia at Augusta University  7/17/2018 

ExamSoft® Standard Operating Procedures

What Is ExamSoft®?

ExamSoft® is a secure testing solution that is used for high-stakes exams. This software enables secure testing on student computers 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 laptop can be used. The client (application) used for testing students is Examplify.

Gaining Access

Students:
Each student must a) have a personal laptop computer that meets the Dental College of Georgia recommended guidelines and b) maintain a personal license with ExamSoft that must be renewed on an annual basis.

Laptop computer requirement: Students whose laptop computers fail to meet the recommended guidelines will not be allowed to sit for exams. Loaner computers are only available on a limited basis and for technical emergencies. Students who have repeated technical problems at testing sessions will be required to repair or replace their computer before they may sit for future exams. A penalty will be applied to the score of any make-up examination that is required due a student’s failure to comply with the laptop requirement.

ExamSoft License fee: this license fee is included in the educational fees associated with registration and tuition. After purchasing their license, students are assisted in downloading software to their laptops and trained in methods of access and use of the ExamSoft software by the Instructional Systems Analyst for the DCG (Shante' Perrin). 

ExamSoft User Profile: On each student laptop, a separate user profile must be created that is to be used solely for ExamSoft testing purposes. The purpose of this separate user profile is to reduce examination download times and to minimize the effects of other network programs that can interfere with the testing process.

Faculty & Staff:
The Instructional Systems Analyst for the DCG (Shante' Perrin) will grant access to faculty and staff users of ExamSoft®. Users of ExamSoft® will need to attend training before access is granted. ExamSoft® training is currently a requirement for all faculty teaching first, second and third year students. To schedule a training session please contact Shante' Perrin via email at sperrin1@augusta.edu .  

PRE-EXAM PROTOCOL:

Building an Exam

Building an ExamSoft® examination requires planning and time. It is recommended that instructors begin creating exams at least 7 business days prior to the day of the test. All questions in ExamSoft® are entered in a repository called the item database. Questions will need to be entered into the Item Database and then posted to ExamSoft®. It will be left to each individual department as to how questions are entered into the Item Database. Administrative staff may assist with entering questions into the Item Database. However, the quality and accuracy of all test questions is the responsibility of course faculty.

Process for Building Exams

Step 1. Course faculty will identify questions they would like to have on exams and enter them into the Item Database.

Step 2. Course faculty will create exam files and preview exams for errors before posting the exam to the class. It is important that faculty preview the exam on the computer through SoftTest and view the exam as students will see it before the exam is posted for downloading.

Step 3. To reduce cheating during testing sessions, faculty are expected to scramble or randomize question and/or answer sequencing within their examinations prior to posting the examination. Faculty’s ExamSoft training will include information on randomization of question sequence.

Step 4. Course faculty will post the finished exam to students after verifying that the exam is acceptable for use.

Posting & Downloading Exams

Faculty will post exams as available for download 48 business hours before the exam day. Faculty should email the class to notify them of the exam posting as soon as the exam has been posted. Students must download exam files during this 48-business hour, pre-examination download period. Students who are unable to download exam files or who experience technical difficulties must contact the course director, as well as instructional support (Shante' Perrin) immediately. Students with downloading or technical complications who do not contact the course director and Ms. Triana at least 8 hours in advance of the scheduled exam will not be given additional testing time to compensate for time lost due to their technical problem.

Students who have a prearranged, excused absence for the day of the exam should not download the exam, and should schedule a make-up exam date with the course director.

Students who have downloaded the exam, but then are sick the day of the exam should not try to access the exam at the scheduled test time. They should schedule a make-up exam date with the course director.

IT Support During Testing Sessions

IT support during testing sessions is provided by Shante' Perrin. Faculty or their designee must inform Shante' at least two business days in advance of all testing sessions in order to ensure her availability. Ms. Triana must be informed of ExamSoft testing sessions by email or calendar appointment to sperrin1@augusta.edu. In the event that Shante' is not available, faculty should call Instructional Support (706-721-4000) and request standby IT support.  It is recommended that faculty prepare 3-4 paper copies of the exam to have on hand in case technical problems result in extended delays for individual students.

EXAM PROTOCOL: Exam – Day Procedures

During the day of the exam it is important to follow key procedures to ensure your test remains secure:

1. All students should be asked to turn off all electronic devices other than their laptop and remove all belonging from their area.
2. Students will be given the password to the exam and start the exam at the direction of the instructor. It is recommended that faculty post the test password and any test instructions, information, on the projection screen or whiteboard to avoid the need for repeating information.
3. IT problems encountered during the exam should be addressed outside the classroom to reduce the disturbance caused to the rest of the class. In the event of a malfunction on an exam-taker’s computer that cannot be resolved quickly, there are two backup options that are available:
   1. Option A: Student will take the test on backup laptops provided by the school. Shante' Perrin will distribute laptops during the day of the test to exam-takers who are unable to use their own devices. Exam-takers will need to return laptops immediately after completion of the exam.
   2. Option B: Students will be given a paper copy of the exam. Paper copies will be hand graded by course instructors.
4. Students should note questions about the examination or errors in test questions on the scratch paper provided and turn this in after completing the exam.

Scratch paper provided for students should include a signed Honor Code Pledge.  Students must turn in their scratch paper with a signed Honor Code pledge before leaving the examination.

5. Before each student leaves the proctor will verify that the student’s answer file has been uploaded by having the exam takers show their green confirmation window on their laptop or by checking the download/upload list for the exam.. 

TEST SCORES, FINAL GRADES & POST- EXAM REVIEW

Test Scores

At the discretion of the professor, students will be given the initial raw score of each exam immediately upon completion of the exam. The initial scores released upon completion of the exam are not representative of the final score, which will be released by the course faculty after all exams have been graded.

Releasing Final Grades

Final scores for an exam should be released to students within five days after the exam has been taken by all of the students, including all make-up exams. Course instructors can modify or adjust exam scores using the Soft Score web application. Once final grades have been determined course instructors will release final grades to students. Any review of exams conducted after the release of final grades should follow this Dental College of Georgia Policy for Review of ExamSoft® Examinations:

Post-Exam Review

A uniform method of post-exam review shall be practiced by course faculty for all ExamSoft examinations:

As soon as possible following recording of all students’ grades for the examination, course faculty should offer students the opportunity to review the examination and answer key. For the post-exam review, (a) hard copy (ies) of the exam and answer key should be posted in a secure location that can be proctored or monitored by the faculty or their designee. Students are NOT permitted to bring paper, pens/pencils, laptops, cell phones or other recording devices to the examination review. All student belongings must be placed outside the review area. Faculty should inform students prior to the review session whether they will or will not allow students to ask questions during the review period. Discussion of the examination outside of the examination review is prohibited unless otherwise specified by the faculty. Recording questions, answers or notes or transmitting examination information in any format is an Honor Code violation subject to dismissal. All students are expected to monitor themselves as well as their peers.

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 must schedule an exam make-up date with the course faculty well in advance of the exam date. Course faculty will re-release the exam to the student on the day of the make-up for download and testing.

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 contact the course faculty to schedule a make-up examination. Course faculty will re- release the exam to the student on the day of the make-up for download and testing.

Testing Accommodations in ExamSoft:

Students who require testing accommodations including additional time and quiet space for test administration must receive proper consideration. It is the responsibility of the student to inform faculty of their need for testing accommodations and to provide information to the Associate Dean for Student Affairs regarding the nature of these accommodations. The course faculty must consult with the office of student affairs and/or the office of academic affairs to schedule the student’s exam time around other classes without requiring the student to miss other classes. Exam proctoring should be done by the course department whenever possible, but can be arranged with Student Affairs when necessary. Course faculty must provide a hard copy of the exam to the exam proctor in the event of technical problems occurring during the exam which cannot be resolved by the student and the proctor.