This article will explain what you need to do on Synap to set up a Proctored exam. If you do not have access to a Proctor environment please contact your account manager.
Synap Set Up Required
To set up a Proctored Exam on Synap, you must use the Exams module. It is not possible to Proctor an Assignment or Collection. Refer to these articles for steps on how to create an Exam
Along with giving your Exam a name (we recommend including the date it will be sat here, eg: Chemistry Exam - 20th September 2021) the first step to creating an exam is to assign it to a User Group, so make sure you have one set up in advance. If the group already has users in, they will have an Exam link generated once the Exam is scheduled. However, it doesn't have to have users in at this stage, you can create and schedule the Exam first and then any users who are added to the Exam's User Group will have an Exam link created when they are added.
As with most User Groups on Synap we recommend naming it so it can be clearly identified as sitting the relevant exam (eg: Chemistry Exam - 20th September 2021)
Whilst the Users will have an Exam link generated once they are added to the Exam group / the Exam is scheduled, they should not receive this link immediately, they should only be able to access a Proctored exam once they have completed their Proctor set up. Therefore it is key to remember when creating an Exam you want to be Proctored, that the 'Automate Email' tick box should NOT be checked (it is unchecked by default). For this reason you should also have the Exams page turned off for Students.
Automate Email tick box unchecked
Exam Page Turned off for Students
Exam Timer Settings
The length of time a student has to complete the Exam should be defined on Synap as opposed to Proctor. Refer to this article for details on Exam timer settings, particularly if you are using an Exam with Sections - Exam Timer Settings
Scheduling the Exam
The date and time you schedule on Synap should match with the date and time you specify on Proctor. You can check which time zone you are in via your Account page, accessed via the Profile button in the bottom left hand corner of the screen. Proctor will display your time zone as 'UTC' plus or minus hours, make sure this matches with the time zone on Synap to ensure everything lines up.
Once you are happy with the Scheduling for your Exam you can click the 'Schedule Exam' button, bear in mind you cannot change any of the Exam settings after this so double check everything before hand.
If you have users in the User Group you will now see their details (including Exam links) on the Users page. If there are a lot of users in the group this may take a while to fully update. If it takes longer than 10 minutes to complete please contact support via the blue chat widget in the bottom right hand corner of the page.
Your next step is to Export the details of the users to upload to Proctor, click the 'Export to CSV' link to do this. You will be emailed a file with the data on, again the more users the longer this will take.
We recommend doing this once you are confident no more students are going to be added or removed from the exam to ensure the right users get access.
Once you open the file you will see something like this, it may vary slightly depending on the device and operating system you use.
To match this format to the one required on Proctor, remove columns A, E, F and G and change the heading of column D to 'Individual Information'
The Individual Information column is what will appear in the Individual Information column on Proctor and is what the user will use to actually access the Exam on Synap after completing the Proctor set up on the day of the Exam. At a minimum you will need the link in that column but you can also include other information like username and password.
If you do want to add usernames and passwords, we recommend formatting with html text so it appears clearly to the user. You can use the below as a template:
Exam link: <a href="https://wills.synap.ac/exam-hall/juBDBkUZ7I" target="_blank">https://demo.synap.ac/exam-hall/juBcAkUZ3I</a></p>
You can use a '=CONCATENATE' formulae on Google Sheets or Excel to do this in bulk ('export to csv' once you've created the new list). You will need to have pre-generated to user's passwords to do this as you will need to know the users password's. There is more information on generating users in this article - Generating Users
If you need help with html formatting for other information in the Individual Information section please contact your account manager.
You now have all you need to set your Exam on Proctor. Please refer to their help docs for detailed instructions on the Proctor side - How to Create an Exam