Exams and Proctors

Welcome to Online Learning Courses 

With any examination, students are responsible for knowing the date, time, and location of their formal examinations. You can access and print your personal formal examination schedule through Banner Self-Service. Please note that while the schedule is accurate at the time of viewing or printing, it may be revised without prior notice. It is therefore your responsibility to ensure that you have the most up-to-date examination schedule.

Proctoring Services:

Students who are registered in an online learning course, not a hybrid or on-campus course, who live 100 km or more from campus and need to write a midterm or final examination must arrange for exam invigilation. It is the student's responsibility to make these arrangements and complete the Proctor Request Form. If you require a proctor for your online learning course, please complete the Proctor Request Form located on this page or contact your course instructor by email.

 

Do I need a proctor?

Students who are:

• registered in an online course;
• living 100 km or more from the Saint Mary's University campus; and
• required to write a midterm or final examination in person

must arrange to have their examination supervised by an approved proctor.

 

Students Taking Both Online and On-Campus Courses

Students who are taking both online and on-campus courses during the same term are expected to be available to write their examinations 
Proctoring arrangements apply to eligible online courses and do not normally apply to hybrid or on-campus courses.

 

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Finding an Approved Proctor

Students are responsible for identifying a suitable proctor who meets Saint Mary's University requirements.

Submitting the name of a proposed proctor does not mean that the individual has been approved. Saint Mary's University will review the proposed proctor's eligibility before examination arrangements are finalized.

 

Students Within Canada

Whenever possible, students should use:

• Proctoring or examination services offered by a recognized post-secondary institution; or
• An established professional examination or proctoring service.

Where a post-secondary institution does not have a dedicated proctoring service, a university or college faculty member may be considered.

If these options are not reasonably available, another appropriate education professional, such as a secondary school principal or teacher, may be considered. Individuals who are not responsible for academic supervision or examination invigilation are not eligible to serve as proctors. SMU no longer accept professional individuals who are employed as librarians, accountants, lawyers, doctors, or other professionals outside of an educational institution as a proctor  

Approval must be received in advance.

 

Students Outside Canada

• Students outside Canada should normally arrange for their examination to be proctored through a recognized post-secondary institution.
• If an appropriate post-secondary option is not reasonably available, another suitable educational institution or qualified invigilator may be considered. Approval must be received in advance.

 

Who Cannot Serve as a Proctor?

A proctor must be impartial and must not have a personal, family, employment, academic, or other relationship with the student that could create an actual or perceived conflict of interest.

Individuals who would not normally be approved include:

• Family members or relatives
• Friends
• Classmates or other students
• Co-workers
• Immediate supervisors
• Coaches
• Anyone with another personal relationship that could create a conflict of interest

Saint Mary's University reserves the right to decline a proposed proctor who does not meet the University's requirements.

 

In-Person Supervision Is Required

• The approved proctor must be physically present in the same room as the student for the full duration of the examination.
• The proctor is responsible for directly supervising the examination environment and ensuring that the examination is completed according to the instructions provided by Saint Mary's University and the course instructor.
• An external proctor cannot supervise the student virtually or remotely.

 

Submit Your Proctor Request

• Students are responsible for completing the Proctor Request Form and providing complete and accurate information about their proposed proctor.
• You must submit your proposed proctor information no later than two weeks before your scheduled examination.
• Whenever possible, students are strongly encouraged to submit their information at least one month before the examination.

 

Requests Submitted Less Than Two Weeks Before an Exam

Proctor requests submitted less than two weeks before the scheduled examination will be denied.

This deadline is necessary to allow sufficient time to:

• Review the proposed proctor's eligibility
• Contact and verify the proposed proctor
• Address any questions or concerns
• Confirm the examination arrangements
• Arrange for the secure delivery of examination materials

Students should not assume that a proctor has been approved until confirmation has been received.

 

What Information Will I Need?

When completing the Proctor Request Form, you will be asked to provide information about yourself, your course, examination, and proposed proctor. This may include:

• Your name and student number
• Course name and number
• Course instructor
• Examination date and time
• Proposed proctor's full name
• Proctor's professional title
• Institution or organization
• Institutional or professional email address
• Telephone number
• Address and location where the examination will be written

Additional information may be requested if required to verify the proposed proctor.

 

What Happens After I Submit the Form?

• The proposed proctor will be reviewed to determine whether they meet Saint Mary's University requirements.
• The proctor may be contacted directly to verify their identity, professional role, availability, and ability to meet the University's examination requirements.
• If the proposed proctor is approved, examination arrangements will be finalized.
• If the proposed proctor is not approved, the student will be required to identify another eligible proctor.

Do not make final arrangements or assume that your examination can proceed at the proposed location until your proctor has been approved.

 

Changing Your Proctor or Examination Arrangements

• If your approved proctor changes, you must submit a new Proctor Request Form. The new proctor must be reviewed and approved before the examination can proceed.
• Students must write examinations at the officially scheduled date and time unless an alternative arrangement has been formally approved.
• If you need to request a change to the examination date or time, contact your course instructor as soon as possible.
• Changes involving a formally scheduled final examination may require additional University approval.
• A change to an examination date may also require the submission of a new Proctor Request Form.

 

Student Responsibilities

• Confirming that they are eligible for external proctoring
• Identifying an appropriate proposed proctor
• Submitting the Proctor Request Form within the required timeframe
• Ensuring the information submitted is complete and accurate
• Responding promptly to requests for additional information
• Presenting appropriate identification at the examination
• Following all examination instructions
• Using only materials and resources authorized by the course instructor
• Complying with Saint Mary's University academic integrity requirements
• Paying any fees charged by an external institution or proctoring service
• Paying any applicable costs associated with returning examination materials to Saint Mary's University

 

Proctor Responsibilities

• Verifying the student's identity
• Being physically present in the same room as the student throughout the examination
• Providing an appropriate and secure examination environment
• Ensuring the examination begins and ends at the authorized times
• Following all instructions provided by Saint Mary's University and the course instructor
• Ensuring the student has access only to authorized materials and resources
• Maintaining the confidentiality and security of examination materials
• Supervising the student throughout the examination
• Reporting any irregularities or concerns
• Completing any required invigilation documentation
• Securely returning or submitting the completed examination according to the instructions provided
• The proctor must not provide assistance with examination content or leave the student unsupervised while the examination is being written.

 

Electronic Devices and Permitted Materials

• Students may use only those materials and devices specifically authorized by the course instructor.
• Unless explicitly permitted for the examination, students should not have access to unauthorized electronic devices or communication tools during the examination.
• The proctor will receive information regarding any materials or resources that the student is permitted to use.

 

Examination Materials and Courier Costs

• Where physical examination materials must be sent to an approved external proctor, Saint Mary's University will arrange for the examination to be securely delivered to the proctor.
• Students are responsible for any applicable costs associated with returning completed examination materials to Saint Mary's University, as well as any fees charged by the external proctor or testing institution.
• Students should discuss potential fees with the proposed proctor or institution before making arrangements.

 

If Something Unexpected Happens

• If an unexpected situation occurs before or during the examination that may affect the student's ability to complete the examination as scheduled, the student or proctor should contact the course instructor and the Centre for Excellence in Teaching and Learning (CETL) as soon as possible.
• The proctor should document and report any examination irregularities or circumstances that may have affected the administration of the examination.
• Students and proctors should not independently change the examination date, time, duration, permitted materials, or other examination conditions without authorization.

 

Academic Accommodations

• Students who require academic accommodations for tests or examinations should follow the processes established by the Fred Smithers Centre for Student Accessibility.
• Approved academic accommodations remain separate from the external proctor approval process. Students should ensure that required arrangements are made sufficiently in advance of the examination.

 

Questions?

For questions about external examination proctoring or the Proctor Request Form, contact the:

Centre for Excellence in Teaching and Learning (CETL)
Saint Mary's University
Email: proctor@smu.ca
Phone: 902-420-5491
Hours: Monday-Friday, 8:30 a.m. - 4:00 p.m. Atlantic Time

 

Ready to Submit Your Proctor?

Before submitting the form, please make sure that:

• You are eligible to use an external proctor.
• Your proposed proctor meets Saint Mary's University requirements.
• Your proctor can be physically present with you throughout the examination.
• You have confirmed the examination date and time.
• You are submitting the request at least two weeks before the examination.

Please note:   This form is only to be filled out by students who are registered in an online learnings courses who is a student at Saint Mary's University. 

[Complete the Proctor Request Form]
 

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