We understand that, as educators, your primary focus is preparing candidates for their exams. However, it’s equally important to think about candidates’ overall experience with e-assessments. Navigating an online platform, managing proctoring, and handling technical details can sometimes feel overwhelming, especially on the day of exams when stress is already at a peak. With your guidance, these challenges can become much more manageable.
By helping candidates prepare for the exam content and the practical aspects of the e-assessment process, you can ensure they feel confident, comfortable, and focused when exam day arrives. This guide offers practical advice you can share with your candidates—from setting up their space and understanding proctoring to using accessibility features and getting familiar with the platform. By passing along these tips, you’ll help reduce stress and set them up for success.
Preparing the Physical and Digital Space
One of the most overlooked aspects of preparing for an e-assessment is helping candidates set up their physical and digital spaces. Encourage candidates to create environments that support focus and minimise distractions. Whether they are taking the exam from home or in a quiet room at work, setting up the right environment can make a significant difference in their performance.
Choose the right space
Ideally, they should select a quiet, well-lit room where they won’t be disturbed. You can remind them to inform others in the household or workspace about the exam and ask for privacy during the session. A “do not disturb” sign on the door can be helpful to prevent unexpected interruptions.
Clean their space
Candidates should clear away any unnecessary items from their exam space, particularly those that might cause distractions or noise. Proctors may also flag certain items if they appear to be unauthorised aids. Emphasise the importance of a clean and tidy workspace to avoid any complications.
Prepare their device
Advise them to update their systems well in advance of exam day. This includes installing necessary software updates, ensuring their browsers are current, and clearing their cache. Closing unnecessary applications and tabs is also important, as background programs can slow down the device’s performance during the test.
Test their internet connection
Candidates should connect directly via an Ethernet cable for a more stable connection. If relying on Wi-Fi, encourage them to ensure it’s strong and consistent. If needed, candidates may want to ask others in the household or workspace to limit heavy internet use during the exam period to avoid bandwidth issues.
Cirrus Top Tips
💡 Encourage candidates to create a “tech essentials” checklist: They should include items like a spare charger, backup internet source (like a mobile hotspot), and an alternative device in case their primary device malfunctions.
💡 Promote the importance of a backup plan: Candidates should know the procedure for handling a dropped internet connection. Some platforms allow exam pauses for technical issues.
💡 Advise taking breaks during preparation: Encourage candidates to set up their study environment the day before the exam and take mental breaks during their practice sessions to avoid burnout.
Tips for Proctored Exams
Proctored exams require candidates to prepare not only their environment but also their behaviour during exams. Proctoring adds an extra layer of scrutiny so educators can help candidates understand what to expect and how to avoid any unnecessary issues.
Advise candidates to organise their room appropriately
Proctors, whether human or AI, will scan the area visible through the candidate’s webcam. They’ll look for anything suspicious that could indicate cheating, such as extra monitors, unauthorised devices, or notes. Recommend that candidates remove any clutter from their workspace, especially on the desk and surrounding area. Items like headphones, papers, or books should be out of sight unless they are explicitly allowed. Additionally, the room should be well-lit so that the proctor can clearly see the candidate’s face and hands.
Be familiar with what proctors consider dishonesty
In order to properly prepare your students, keep in mind these top 10 behaviours that proctors are more likely to flag during an exam:
1. Looking away from the screen
Proctors or AI systems may flag candidates who frequently look away from the screen or seem to be focusing on something off-camera. This could indicate the candidate is referencing unauthorised materials.
2. Leaving the room or moving out of frame
If candidates leave their seat or move out of the webcam’s view during the exam, this can be flagged as an attempt to access help or materials outside of the proctor’s view.
3. Use of unauthorised devices
Using a phone, tablet, or any other electronic device not permitted during the exam is a major red flag. Even having these devices visible can lead to suspicion.
4. Unusual hand movements or gestures
If a candidate is frequently moving their hands off-screen, it can be flagged as suspicious, as it might suggest they are interacting with unauthorised materials, such as notes.
5. Background Noise or Voices
Hearing other voices or noises in the background may suggest that someone is assisting the candidate. Proctors expect a quiet environment with minimal noise.
6. Using unauthorised materials
Any visible books, papers, or notes not allowed by the exam guidelines will be flagged, especially if candidates appear to reference them during the test.
7. Frequent switching between tabs
If the exam platform detects that a candidate is frequently navigating away from the exam screen, this is flagged as potential cheating, as they may be looking up answers online.
8. Suspicious eye movements
Repeatedly looking down, to the side, or in any direction other than the screen can suggest that the candidate is consulting something off-camera, like notes or a second monitor.
9. Unstable internet connection
If a candidate frequently disconnects or experiences significant lag, it might raise suspicion that they are intentionally interrupting the exam to consult with someone or access external help.
10. Unusual Behaviour
General nervousness, fidgeting, or acting in a manner that seems unnatural or erratic can raise suspicion, especially if the candidate appears overly concerned with the proctoring system rather than the exam itself.
Know the proctoring rules ahead of time
Some platforms allow specific aids like calculators or scratch paper, while others don’t. Make sure candidates understand what is permitted and what isn’t. Trying to use unauthorised materials, even unknowingly, could result in disqualification. Encourage candidates to review the guidelines well in advance or ask their exam provider for clarification if needed.
ID verification can be another stumbling block
Many proctoring systems require candidates to show a valid, government-issued ID before they begin. Encourage candidates to have their ID ready in advance, making sure it’s clearly legible. If the platform accepts only specific types of IDs, inform candidates to avoid delays or issues at the start of the exam.
Help candidates prepare for possible technical issues
Even with preparation, tech issues can occur—whether it’s a frozen webcam, a muted microphone, or a glitch in the platform. Equip candidates with troubleshooting tips, such as refreshing their browser, restarting their computer, or switching to another device if necessary.
Encourage candidates to practice being on camera
For those not used to it, taking an exam while being recorded can feel uncomfortable. Candidates might be unaware that excessive fidgeting or looking around the room can trigger alerts in the proctoring system. Suggest they do a few trial runs where they sit in front of their webcam for an extended period of time, maintaining proper posture and avoiding excessive movement. Being comfortable with the idea of being observed will help them stay focused during the actual exam.
Offer tips on time management
Proctored exams may have strict timing requirements. Encourage candidates to allocate their time wisely, ensuring they have enough for each exam section without rushing. If the platform allows, they should also review flagged questions towards the end.
Cirrus Top Tips
💡 Suggest using masking tape to mark boundaries: Candidates can place tape on their desk or floor to mark where their equipment and materials should stay during the exam.
💡 Encourage them to pre-arrange a no-interruption policy: Candidates should inform others around them about the exam time and set boundaries for that period.
💡 Recommend using a sticky note to remind candidates to stay focused on the camera: This subtle reminder can help candidates avoid unnecessary proctor alerts due to shifting attention.
💡 If possible, arrange a proctor simulation: Some platforms offer a mock proctored test, allowing candidates to get comfortable with what will be monitored.
Get to Know the Accessibility Features
E-assessment platforms should offer accessibility features to accommodate candidates with disabilities or neurodivergent conditions. As an educator, you can help ensure candidates know how to use these features effectively, which could significantly improve their exam performance.
Encourage candidates to explore the platform’s settings
Many platforms offer features like text resizing, colour contrast adjustments, or screen readers. Candidates struggling with reading small text or focusing on bright screens can adjust these settings to make the experience more comfortable. Encourage them to tailor these features well before the exam so they can focus on the content without distraction.
Request accommodations well in advance
Many exam providers offer support like extended time, extra breaks, or alternate formats for questions. However, these accommodations often require pre-approval, so it’s important to encourage candidates to start this process early. Assist them in contacting the exam provider or institution to discuss available options.
Test accessibility features before the actual exam day
If they’ve requested accommodations or plan to use tools like a screen reader, it’s crucial to check that everything works properly. Advise candidates to run through a mock exam to ensure the tools function as expected. The last thing they need is to discover technical difficulties on exam day.
Cirrus Top Tips
💡 Ensure candidates have their accommodation documentation on hand: This can be useful if any issues arise during the exam.
💡 Suggest blue light filters or glasses: These can reduce eye strain for neurodivergent candidates who may be sensitive to screen glare.
💡 Recommend setting up custom keyboard shortcuts: If the platform allows, candidates can create shortcuts for navigating the exam, which can save time and reduce stress.
💡 Encourage early testing of assistive technology: Candidates using screen readers or other tools should test their compatibility with the platform at least a week before the exam.
Testing the Platform Before Exam Day
Beyond physical setup and proctoring, it’s essential for candidates to be familiar with the e-assessment platform itself. Encourage them not to wait until exam day to log in for the first time.
Take advantage of practice exams or tutorials
Many platforms provide sample tests or walkthroughs that can help candidates get comfortable with the interface. Suggest that candidates take these practice runs seriously, even if they consider themselves tech-savvy. Every platform has its quirks; learning them during a practice session can save valuable time during the real test.
Make sure candidates know the rules and time limits
Each exam will have a different format, so candidates should understand whether they’ll have timed questions or an overall time limit. Inform candidates of the importance of reviewing these details so they can plan their time wisely.
Recommend running a system check before exam day
Even if candidates have updated their software and tested their internet, they should run one final check before the test. This ensures their device still meets system requirements and that everything, including microphones and webcams, is working. This is also a good time to remind candidates to review their environment for any changes that might affect their focus.
Cirrus Top Tips
💡 Encourage candidates to test different browsers. Installing a backup browser can save them if their primary browser slows down or crashes.
💡 Advise candidates to time themselves with practice exams. This helps build pacing strategies for the real test and ensures they manage their time effectively.
💡 Suggest checking for last-minute software updates. Sometimes updates are released unexpectedly, and candidates should ensure their system is current before starting the exam.
💡 Promote creating an exam-day checklist. Include tasks like logging in early, checking tech, and ensuring the exam space is ready.
As educators, preparing candidates for e-assessments goes beyond ensuring they know the exam content. By guiding them in setting up the right environment, familiarising them with proctoring procedures, utilising accessibility features, and getting to know the platform, you can help them approach their exams with confidence and focus. Encourage candidates to prepare holistically so they are equipped to succeed not just intellectually, but logistically as well.
