Managing Proctored Sessions

Proctored sessions allow you to supervise assessments in controlled environments, ensuring assessment integrity and security. Proctors can monitor multiple users taking assessments simultaneously.

Understanding Proctored Sessions

What Are Proctored Sessions?

Proctored sessions are supervised testing environments where:

• A proctor oversees assessment administration
• Users join sessions using enrollment codes
• Sessions are scheduled for a specific availability window
• All activity is monitored by the assigned proctor

When to Use Proctoring

Use proctored sessions for:

• High-stakes assessments
• Certification exams
• State-mandated testing
• Professional development evaluations
• Any assessment requiring supervision

Creating Proctored Sessions

Requires proctor role

Setting Up a Session

1. Navigate to eLearn → Proctored Sessions
2. Click New Session
3. Enter session details:
   • Proctor — Assign the supervising proctor (defaults to you if you have the proctor role)
   • Available On — Date and time the session opens (defaults to the current hour)
   • Duration — Length of the session in hours; sets the expiration time (maximum 24 hours after availability)
4. Click Create Session

When the session is created, the assigned proctor receives an email notification (unless you are the proctor yourself).

Session Timing

Sessions have two key timestamps:

• Available On — When participants can begin joining
• Expires On — Calculated automatically from the duration you enter; must be within 24 hours of the availability time

A proctor cannot be double-booked: the system prevents scheduling overlapping sessions for the same proctor.

Auto-Behavior Settings

The following behaviors are configured at the tenant level and applied automatically when a session is created or updated. You cannot change them per session:

• Auto Enroll — Whether an enrollment code is generated so participants can self-enroll
• Auto Start — Whether the session starts automatically when the availability time is reached (on the scheduled date)
• Auto Complete — Whether the session is automatically marked complete
• Auto Certify — Whether certificates are issued automatically on completion

When auto enroll is enabled, the system generates a unique 4-character enrollment code (letters A–Z and digits 1–9, excluding O) for the session.

Session Statuses

Session-Level Statuses

Status	Meaning
Pending	Session created, not yet started
Started	Session is active; participants can take assessments
Complete	Session has ended
Expired	Session passed its expiration time without completing

Sessions are sorted in the list by status: Started → Pending → Expired → Complete.

Participant-Level Statuses

Status	Meaning
Enrolled	User has been added but not yet joined
Waiting	User has joined but session has not started
In Session	User is actively taking the assessment
Session Complete	User has finished the assessment
Session Expired	Session expired while user was enrolled

Starting a Session

A session can be started when all of the following are true:

• The proctor has acknowledged the proctor agreement (proctor_acknowledged_on is set)
• The session status is Pending
• Today’s date matches the session’s Available On date

If auto start is enabled at the tenant level, the session starts automatically when these conditions are met.

To start a session manually:

1. Navigate to your assigned proctored session
2. Review participant list and session settings
3. Click Start Session

Managing Session Participants

Adding Users to Sessions

Participants are drawn from users in your organization (and descendant organizations) who are assigned to content that requires proctoring. A proctor only sees users they have access to through their organization assignments.

To add users manually:

1. Open the proctored session
2. Select users from the available users list
3. Save the session

Users can also self-enroll using the session’s enrollment code, if auto enroll is enabled.

Note: A user cannot be enrolled in two overlapping sessions. The system prevents double-enrollment automatically.

Proctor Dashboard and Controls

Dashboard Features

Participant Overview:

• Live participant count
• Status of each user (enrolled, waiting, in session, complete, expired)

Session Controls:

• Start the session
• Delete the session (while permitted)

Session Completion and Results

Ending a Session

Sessions end when:

• The session status is set to Complete (manually or via auto complete)
• The session reaches its Expires On time without completing (status becomes Expired)

Results Processing

After session completion:

• Automatic Scoring — Objective questions are scored immediately
• Certificate Generation — Issued automatically for qualifying participants if auto certify is enabled at the tenant level

Exporting Session Data

Administrators can export proctored session data using the Export function available on the sessions list.

Reseller Access

Reseller administrators can view proctored sessions for individual proctors across tenants, including session history and status, from the reseller dashboard.

If cross-tenant proctoring is enabled for your reseller account, proctors can be assigned to sessions across multiple tenants within the same reseller.

Best Practices for Proctoring

Pre-Session Preparation

1. Verify proctor acknowledgment — Proctors must complete the proctor agreement before they can start a session
2. Confirm timing — Set the availability window carefully; sessions expire within 24 hours of opening
3. Communicate enrollment codes — If auto enroll is on, share the code with participants in advance
4. Check for conflicts — The system prevents double-booking, but plan schedules proactively

During Session Management

1. Monitor participant statuses — Track who is enrolled, waiting, in session, or complete
2. Respond quickly — Address technical issues promptly to minimize disruption
3. Document issues — Keep notes on any problems for post-session follow-up

Post-Session Follow-up

1. Review completion statuses — Confirm all participants are marked complete or accounted for
2. Export results — Use the export function to generate session records
3. Review certificates — Confirm auto-certification ran correctly if enabled