Getting Started Guide for Exam Proctors

Table of Contents

SUMADI Live Portal is a web based portal, accessible through any browser, which allows Exam Proctors to login, enter a supervision session, and initiate the onboarding and invigilation of multiple Test Takers, depending on the established ratio.

A ratio tells us how many Test Takers are in relation to any Exam Proctor at a given time. For example, an Exam Proctor can actively monitor and intervene with three (6) students at a time, which would place the ratio 1:6, or one to six.

First login

As first time SUMADI Live Portal user, your institution must request registration for your account. Once your user is generated, a temporary password will be sent via email with the link to login.

Upon first launch, SUMADI Live Portal, each Exam Proctor must enter their credentials and change their passwords to the desired combination.

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Sample image of new Exam Proctor user account email.

When clicking on the Login to Live Proctoring button, you will be redirected to the SUMADI Live Portal. Here you’ll enter both credentials provided in the email.

After login with the temporary password, the portal will request a new user generated and familiar combination. The password has certain requirements, please take a moment to familiarize with the password.

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Provide new password as an Exam Proctor

Your institution may opt in to request for Multi-Factor Authentication (MFA) for enhanced security. If desired, the institution may request MFA; the recommended options for use are Microsoft Authenticator or Google Authenticator. This is an optional setting.

SUMADI Live Portal User Interface

You’ve made it to SUMADI Live Portal!

Once here, you’ll be prompted to enable your microphone and webcam. Sumadi requests this as part of the initial configuration, so setup and forget. These settings are always accessible from the settings option in the top right corner.

Once the devices have been allowed to be used by the site, setup is complete. These settings can be modified as required and/or adjusted for better device setup in the future. As soon as either the microphone and the webcam are configured, a small preview shall appear or button to test your settings.

Simple User Interface

Sumadi has a horizontal layout, allowing to review as much in a single page. The elements of its layout are displayed in the image below.

The elements marked are:

1. Menu bar: All available pages are here. The starting point is in the Supervisions page, where an Exam Proctor will review their available sessions. Exam Proctors can use the logout option in the menu bar to end their session.

2. Session card: each available session with it information and supervision status of the Exam Proctor. Most Exam Proctors will only review one (1) session card and supervision, since it’s continuous and allows them to join and end their sessions depending on the scheduled Test Takers. Important information is displayed. Further detail will be shown below.

3. Settings button: this gear icon will allow the Exam Proctor to change settings for their microphone and webcam devices on their computer.

Session Card Detail

As mentioned before, the Session Cards are an important part of any Exam Proctors status and pending reviews. Below is the detail of what each card detail provides.

Session Cards display the status for the sessions available per Exam Proctor. The initial state when an Exam Proctor has not started a session is NOT STARTED. For each card the ratio can be seen, the title of the session and the option buttons below.

Upon starting the first session, the Card will also display additional information regarding the assigned Test Takers and if the session is allowing for more assigning to occur.

Below is a more comprehensive view on the Session Card:

1. Session Status: This indicator displays the current status for the Session. You can think of the different statuses as a living card, which only changes statuses to indicate for each particular Exam Proctor the state of their sessions.

   1. NOT STARTED: nothing to worry about. The session for your user has not been started so no supervision rooms have been assigned to you.

   2. IN PROGRESS: ready to supervise. You’ve started the session and are in progress of reviewing Test Takers. In this status, Exam Proctors are assigned Test Takers as soon as a seat open from their Supported Ratio. Exam Proctors shall only keep their sessions IN PROGRESS while they will actively invigilate their Test Takers.

   3. PAUSE ASSIGNATION: When an Exam Proctor selects this status, the Supervision Room will no longer receive Test Takers to be assigned, this doesn’t mean the Test Takers that are already in the session will be expelled.

2. Supported Ratio: Displays the established number of Test Takers in relation to each Exam Proctor for this supervision room. These are basically the amount of total seats that at any time an Exam Proctor may actively supervise. When a Test Taker submits their exam and the Exam Proctor marks them as complete, this seat gets released and is ready to be assigned a new Test Taker.

3. Session title and date: Description of the Supervision Room and the last started date and time for the Supervision Room.

4. Assignation Status: Describes the status that the Exam Proctor has in relation to the assigning of Test Takers in queue. Depending on the status, the Exam Proctor will be available or unavailable to the automatic assigning of Test Takers part of the queue.

   1. AVAILABLE: marks the current Exam Proctor’s session as OPEN to receiving Test Takers from the queue as long as they have available seats based on their Supported Ratio.

   2. UNAVAILABLE: marks the current Exam Proctor’s session as CLOSED to receiving Test Takers from the queue.

5. Assigned Takers: For each Test Taker assigned, this displays the total amount of occupied seats. This can’t be greater than the Supported Ratio configured.

6. Resume Session: This button allows the Exam Proctor to rejoin their Session and Supervision Rooms.

7. View Report: All evidence gathered and reporting is available in the View Report page. Clicking this button opens a new window and allows to search and Explore the different types of evidence and flagging SUMADI AI has detected.