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Submitting Exams & Materials

USU E-Learning Testing Services is committed to the highest standard of academic integrity. The online materials & testing system (MATS) has been designed to assist students in finding certified proctors and testing locations and securely distributing course material as well as exam access codes to proctors and testing centers around the state of Utah. This service is for all USU students.

Steps to submitting existing Canvas exams for proctoring

Exams given in testing centers must have a valid start date, end date, and time limit before students will be allowed to schedule their exam. Proctored online exams also require supplemental data (proctor notes, allowed materials, & student notes) to be entered.

  1. Log into MATS.
  2. Select the course from the Courses Teaching dashboard.
  3. Select Add Exam.
    • If the exam exists in Canvas, you can select Import from Canvas to bring in some of the required information.
  4. Complete the form.

Please include all necessary information: the date(s) the exam should be available to students, the exam file (if paper), the password (if online), allowed materials (scratch paper, what type of calculators, etc.), and time limit. Please also make sure to provide the e-mail address you would like materials sent back to when they are completed. Students should also be advised to put their name on all pages of submitted material. This will reduce confusion if scanned pages are separated. Exam and Material information can also be sent to distribution@usu.edu

A note on calculators: Please be specific about what type of calculator students are allowed to use. If they are allowed a programmable/graphing calculator, we will clear the memory completely before the exam. If you wish to allow them to use a calculator program you must expressly specify this beforehand. We will only allow the use of TI-Nspire calculators in test mode, if a programmable/graphing calculator is allowed.

  • For testing center exams (available over multiple days) and/or online exam information & passwords for proctors worldwide we require 2 days advance notice.
  • The Respondus Lock-Down browser is not supported by all testing centers and cannot be used for online exams.
  • Materials can only be posted to active courses for the current semester and to a specific course number. This means that exam information must be submitted every semester and cannot be rolled over from a previous semester even if you are teaching the exact same class that has been copied over in Canvas.

No-Test Days Policy

A five-day period designated as "no-test" days precedes final examinations. During this time, no major examinations, including final examinations will be given in order that students may concentrate on classwork, the completion of special assignments, writing projects, and other preparation for duly scheduled final examinations. Approved exceptions include: final papers, weekly chapter quizzes, quizzes, projects, and examinations associated with a lab that does not meet during final examinations.

Finals Week

During finals week there is a high demand placed on the testing centers, especially in Logan. Finals week is reserved for final exams only. All non-final exams, such as chapter or unit quizzes, should be completed before finals week.To ensure students have the opportunity for a positive testing experience, please consider the following:

  • Allow multiple days for students to complete their exam. Please don’t only have the exam open for one day. We have a small testing center and it is very difficult to administer and exam to all of the students in a class in one day when we have such a high demand from other classes.
  • In Logan, priority is given to large enrollment classes. If your class has less than 50 enrollments, please give your final in the classroom. Canvas exams can be given using Proctorio, our online virtual proctoring system.  
  • Please only schedule final exams during finals week. Do not make other types of exams due during the week of finals. If you have a class in which students can turn exams at any time during the semester, please require that their exams be due at the end of the week prior to finals week.
  • Encourage your students to make an appointment early to take the final exam. It would be a good idea for students to schedule their finals two weeks before the exam is due. Students can schedule their exams for most USU centers online at http://proctor.usu.edu/
  • Upload your exam information into MATS as soon as possible (http://proctor.usu.edu). If we do not have exam information we cannot administer the test and will not be able to schedule appointments for your students.
  • Allow multiple days for students to complete their exam. Please don’t only have the exam open for one day. Most testing centers are small and it is very difficult to administer exams to all of the students in a class in one day when we have such a high demand from other classes.
  • Do not allow multiple attempts on final exams. Due to the high demand, students will have greater difficulty reserving multiple exam times. 
  • Consider allowing shorter exam times.  Many professors will allow students 3 hours to take an exam when it only takes the student an hour to finish. This means we have a reserved seat in the testing center with no one to fill it. If you know your students don’t need the amount of time you give them to take the exam please consider shortening your exam time so that we have the space to get all of your students in during finals week.  

How materials are returned

The standard exam return method is for centers to scan and email PDFs to the instructor within 24 hours of an exam. Material information can also be sent to distribution@usu.edu. Physical copies can also be mailed to Regional Campus faculty through campus mail at the request of the instructor. Logan faculty should collect exam materials in-person from the Testing Center.

Proctors and employees at the centers cannot grade materials or assist with anything that can affect a student's grade.

Centers store hard copies of all materials for 1 semester after the course has ended. Older materials are destroyed.

Things to Remember

      • Send documents in .docx or PDF files (file names cannot have symbols: #, $, etc).
      • Messages cannot be emailed directly to site facilitators or proctors. Facilitators/proctors receive posted materials in MATS.
      • Facilitators and employees at the sites cannot grade materials.
      • Graded materials cannot be posted to MATS (to return these materials to student they need to be sanned/emailed back to the sites).
      • The Respondus Lock-Down browser is not supported by all testing centers and cannot be used for online exams.
      • IVC Concurrent Enrollment courses cannot have materials posted to MATS (as most facilitators for these courses are not USU employees). The instructor will need to gather emails from the high school facilitators and email any printed class materials to them.
      • Exam materials must be posted 2 business days before the exam begins.
      • Exams given in Testing Centers must span at least 2 days or more to accomodate students.
      • Paper or Non-Canvas exams can be submitted through MATS or emailing distribution@usu.edu.
      • Scantron exams are not supported. Contact the IT Service Desk - (435) 797-HELP for information on Scantron Grading services. You may also contact CIDI - (435) 797-9506 for assistance converting exams to an online format.

We have a responsibility to create a secure environment, to treat all students equally, to follow national standards, and to support testing for all classes. Instructors unwilling to comply with these policies are not required to use testing services. Instructors may request a formal review of policies they consider unreasonable.

Contact:

Material Distribution
(435) 797-1130
distribution@usu.edu

Exams & Testing Services
855-834-2370
distance.testing@usu.edu