Faculty Guidelines

WHAT STUDENTS SHOULD KNOW

Faculty should inform students that they must:

• Bring a valid photo ID when they come to Testing Services to take any test.
• Know their student ID number.
• Know their course name, course number and the name of their instructor.
• Know their MyGCC/Canvas login information (username and password).
• Know their user names and password for other testing sites.

Exam pass sample

View the GCC exam pass sample.

Please encourage students to use an exam pass with pre-filled information.

Electronic devices

Students are not allowed to use any electronic devices (including cell phones, calculators, smart watches, smart glasses, and fitness wristbands), or any device capable of accessing the Internet.

• All prohibited electronic devices must be turned off after authenticating and stored with personal items in a locker before students are allowed to test.
• Students are recommended to keep their belongings in their vehicles.

Provided devices

Testing Services provides scantrons, scratch paper, pens, pencils, and calculators. Students may not use personal items (calculator, pens, pencils, etc.) unless the instructor indicates its authorization on the Test Cover-sheet. All testing materials and scratch paper are collected along with the exam. If the instructor does not select the “Shred Scratch Paper” box on the Test Cover-sheet, all scratch paper will be saved until the end of the semester and then discarded.

Arriving early

Faculty should remind students to arrive early and check the Testing Services website for our regular and special hours of operation as well as other testing information, so they can:

• Complete their test before the testing center closes.
• Adhere to Testing Services guidelines of being inside the testing center at least 1 hour and 15 minutes before closing for any academic test.
• Take any make-up tests before finals week.

Paper-based test

Students who take a paper-based test may only take their designated test once.

Online tests

Students who take online tests and experience computer, Canvas, or other technical issues should contact their instructor regarding the problem.

Student assistance

Test proctors will attempt to resolve any technical issues.

Carrying test

Students are not allowed to transport tests, exams materials, or Test Cover-sheets to or from the testing center.

WHAT INSTRUCTORS SHOULD KNOW PRIOR TO TESTING

Testing expiration date

Testing Services staff abide by the test expiration date indicated by the instructor on the Test Cover-sheet.

Instructors may contact Testing Services via email, in-person, or over the phone to extend or change a test expiration date.

If a test deadline is changed more than twice, the course instructor must submit a new Test Cover-sheet.

E-Books

The Lockdown Browser interferes with e-Books. Please note that students may potentially access the Internet and other external sources when not in the Lockdown Browser.

Students cannot use a personal laptop or tablet to access their e-Books. They must use one of the computers in the testing center

For e-Book testing requests, please contact a testing center supervisor, either [lyezierski@germanna.edu FAC,  swilkins@germanna.edu LGC at your home campus or the Testing Services manager(blevere@germanna.edu).

Homework

Testing centers do not accept homework. Students should email homework to their instructors or hand-deliver it to their instructor’s office.

Printers

A printer is only available at the proctor station. Documents printed by students in the testing centers are collected unless noted on the Test Cover-sheet.

Denying test

Testing Services reserves the right to deny a test if it is not possible to accommodate an instructor’s test requirements.

Inclement weather

If an instructor needs to place a campus-based exam in the testing center due to inclement weather, please email your request along with the Test Cover-sheet directly to the testing center supervisor at the campus of your choice: either lyezierski@germanna.edu (FAC) or swilkins@germanna.edu (LGC). The supervisor will notify the instructor within 24 hours after the college reopens (Monday to Friday) with a confirmation or notification of necessary adjustments.

For campus-based testing requests resulting from inclement weather, please note:

• Testing Services requires 1 to 2 business days to process the exam request.
• The exam must be available to students for at least five (5) business days.
• Students should avoid coming to the testing centers in groups, as we may not be able to accommodate them.
• Testing Services reserves the right to deny any test request that it cannot accommodate.

Testing accommodations

Please contact a testing center supervisor or the Testing Services manager at blevere@germanna.edu, at least one week in advance for any special testing requests. Testing Services may not be able to accommodate some requests.

WHEN SUBMITTING A TEST REQUEST

Test cover sheet

Please fill in all applicable information before submitting your request. Submit a Test Cover-sheet to each campus where a test may be administered via email to FACTesting@germanna.edu; LGCTesting@germanna.edu, SCCTesting@germanna.edu, and/or DTCTesting@germanna.edu). Testing is limited at the Barbara J. Fried Center (Stafford) and Daniel Technology Center.

• Download fillable test cover sheet
• Download the PDF test cover sheet

Paper-based test

For paper-based tests faculty must:

• Complete and submit the latest version of the Test Cover-sheet for each test. (Use one Test Cover-sheet for multiple students taking the same test.)
• If five (5) or fewer students need to test, then include each of their names in the Student(s) Names box.
• Attach a copy of the class roster or a separate list of names if more than five (5) students are testing.
• Copies of emailed tests are printed in the testing centers.
• Hand-delivered tests must have enough tests for each student. (For example, if 15 students are taking the test, then 15 copies of the test must be provided. Each test must include the course name, course number, and instructor’s name.)

Canvas test

For Canvas tests faculty must:

• Complete and submit the latest Test Cover-sheet (available online)
• If five (5) students or less need to test, then include their names in the Student(s) Names box.
• Attach a copy of the class roster or a separate list of names if more than five (5) students are testing.

Make-up testing

• Please note this service is designed for faculty who require proctoring services for students who are absent from class on the day of a test.
• Due to limited resources, this service cannot be used for entire campus-based classes.
• Make-up tests are not administered during Finals Week. Exceptions include students with special needs or extenuating situations.
• Faculty must complete and submit the latest Test Cover-sheet.
• Faculty must attach a copy of the class roster if testing more than 5 students

Submitting test cover sheets

Faculty should submit the Test Cover-sheet, class roster or a list of students, and the test at least 1 to 2 business days before the start of the test (all tests, including make-up). Testing Services may not be able to accommodate your requests on short notice.

Distance learning/hybrid testing

Faculty should provide at least a one-week window for their students to take a Distance Learning/Hybrid test at Testing Services. Encourage students not to wait until the last day to test. Testing Services may not be able to accommodate your requests in a timely manner if less time is given.

Contact information

Faculty must include contact information, including a telephone number, and an office or room number on their Test Cover-sheet in the event problems occur testing. Otherwise, testing center staff may not be able to administer the test. Faculty contact information is not given to students.

Internet software

Faculty should contact Information Technology (IT) in advance for Internet software, special plugins or other testing configurations necessary for the administration of an exam.

WHEN PICKING UP TEST

Photo ID

Faculty must show their GCC ID or an unexpired government-issued photo ID when picking up tests

On-campus faculty

Faculty who teach on campus must retrieve their paper-based tests in-person. Non-local and out-of-state faculty should contact Testing Services to make other arrangements.

Scanning test

Testing center staff can scan paper tests and answer sheets, and email them directly to faculty. Please make a note of this request within the Additional Comments section on the Test Cover-sheet. Testing centers are unable to fax tests or testing materials.

Forwarding test materials

Testing Services can forward test materials to the appropriate office of the dean for mail and fax services.

Test pick up

Tests that need to be picked up can be routed to the instructor’s home campus when it is noted within the Additional Comments section of the Test Cover-sheet. These tests are sent via courier and can also be picked up at the testing center of your choosing.

• Please be aware that Testing Services is not responsible for issues with courier delivery.

Pick up deadline

Each semester, all tests should be picked up before final grades are due. If tests are not picked up on or before this date, they will be sent to your dean’s administrative assistant for disposal.

SPACE LIMITATIONS

Testing locations have space limitations for open book/open notes tests. Students should limit the volume of materials allowed to a reasonable amount and should avoid, if possible, bringing backpacks filled with unneeded materials.