Navigating Challenges of the In-Person Proctored Exam

Nearly 1,000 test centers in over 120 countries report a 96% candidate satisfaction rate for on-site supervision (KTN, 2023). They achieve a 96% post-exam satisfaction rate (KTN, 2023). Yet hosting a smooth in person proctored exam still challenges even seasoned administrators. You face security gaps, logistical snags, and privacy concerns each exam cycle.

A clear, structured approach helps you minimize risks, streamline check-in, and deliver a fair, positive experience for every test-taker. If you need a refresher on the fundamentals, see our guide to proctored exams.

Identify Security Risks

Before your first candidate arrives, map out the potential threats to exam integrity. Common challenges include:

• Unauthorized materials – calculators, notes, or mobile devices concealed at desks or under clothing
• Impersonation – a stand-in candidate taking the test on someone else’s behalf
• Collusion – two or more test-takers sharing answers in real time
• Environmental distractions – noise, technical glitches, or power interruptions

Balancing strict monitoring with a welcoming atmosphere can feel tricky. You want clear rules without making candidates anxious. Many institutions find that visible proctor presence alone deters 60–70% of misconduct (National College Testing Association, 2022). Good news, most of these risks are predictable once you understand how students might try to bypass controls.

Establish Check-in Protocols

Reliable identity and workspace checks set the tone for a secure session. Aim to standardize each step so your team and candidates know exactly what to expect.

• Arrive early – require candidates to show up at least 30 minutes before the start time
• ID verification – accept only government-issued photo identification, compare signature or photo, then store a timestamped record
• Workspace scan – request a 360-degree video or proctor walkthrough of the desk area to confirm no unauthorized materials (if privacy concerns arise, see can an exam be proctored without you knowing)
• Materials check – provide a clear list of allowed items, such as approved calculators or reference sheets
• Exam distribution – hand out test booklets or login credentials only after all checks are complete

Consistency here reduces confusion and cutoffs. NCARB’s procedure, for example, pairs signature comparison with a room scan before each appointment (NCARB, 2024). You’ll find that a smooth check-in process makes proctors’ jobs easier and eases candidate anxiety.

Equip Proctors and Centers

Your staff and venue design are the backbone of in-person proctoring. Invest time in both to boost exam quality and candidate confidence.

Train Proctors

• Observation techniques – teach proctors to scan rows systematically, looking for signaling devices or repeated eye movements toward neighbors
• Intervention guidelines – define when to ask a candidate to pause or step aside (for instance, after two uncorrected warnings)
• Communication scripts – provide standard language for instructions, reminders, and issue resolution

Prepare Test Centers

• Seating layout – place desks or workstations at least six feet apart to limit visual sharing
• Lighting and acoustics – ensure uniform, glare-free light and clear announcements over a PA system (if used)
• Clock visibility – mount at least two wall clocks in each room so no one has to guess remaining time
• Tech backup – have spare laptops, chargers, and an on-call IT technician to handle connectivity or hardware hiccups

Equipping proctors and spaces helps you maintain fairness without stifling candidate focus. You’ll also reduce last-minute scrambles that erode confidence on exam day.

Review Exam Outcomes

A robust post-exam process closes the loop on security and continuous improvement. Use these methods to validate results and refine your approach.

Recording Review

Many proctoring platforms record video and screen activity for later inspection. A recording of in-person or remotely proctored exams can serve as corroborating evidence in misconduct cases (Research Institute for Testing Security, 2023). For more on when and how exams get recorded, check do proctored exam record you.

Data Forensics

Advanced psychometric analysis flags irregular answer patterns, unusually fast completion times, or score spikes beyond expected norms. NCARB uses these techniques to detect inconsistencies across test forms (NCARB, 2024).

Feedback and Adjustments

• Candidate surveys – ask about clarity of instructions, comfort level, and perceived fairness
• Proctor debriefs – gather insights on candidate behavior, procedural bottlenecks, or rule ambiguities
• Policy tweaks – update your check-in script, seating plan, or monitoring intensity based on real-world data

Over time, you’ll build a cycle of evidence and action that elevates exam integrity and candidate experience in parallel.

Quick Recap and Next Steps

• Identify security risks, from unauthorized materials to impersonation.
• Establish consistent, transparent check-in protocols.
• Equip proctors with training and optimize your test center layout.
• Review recordings, run data forensics, and gather feedback for continuous improvement.

Pick one area to strengthen first—perhaps refining your ID checks or boosting proctor training—and watch your next exam session run more smoothly. You’ve got this, and each small change adds up to greater confidence in your results.