Responsible Office: Teaching & Learning  |  Effective Date: 8/6/2026

1. Purpose

This procedure establishes appropriate limits and safeguards for the use of LockDown Browser and virtual proctoring technologies. These tools may support academic integrity in limited circumstances, but their use must be balanced with student privacy, accessibility, technology access, and an equitable testing experience.

The availability of these tools does not authorize their routine use in courses.

2. Scope

This procedure applies to all faculty members and course sections using a college-supported LockDown Browser, virtual proctoring service, or similar secure-testing technology.

3. Definitions

• LockDown Browser: Software that restricts a student’s ability to access other applications, websites, printing, screen-capture tools, or computer functions while completing an online assessment.
• Virtual Proctoring: Technology that uses a webcam, microphone, screen recording, identity verification, automated monitoring, artificial intelligence, or a live remote proctor to observe or record a student during an assessment.
• High-Stakes Exam: For purposes of this procedure, a high-stakes exam is limited to:
  • A midterm examination;
  • A final examination; or
  • An examination required for an external credential, license, certification, accreditation requirement, or similar formal qualification.
  Note: Routine tests, unit exams, quizzes, practice activities, homework, and other regular course assessments are not considered high-stakes exams under this procedure.

4. Permitted Use and Frequency Limit

LockDown Browser and virtual proctoring (if/when available) may only be required for high-stakes exams as defined in this procedure.

No more than two assessments in a single course section during one semester or instructional term may require LockDown Browser, virtual proctoring, or a combination of the two.

This is a combined limit. It does not permit two uses of LockDown Browser plus two uses of virtual proctoring. If both technologies are used for the same exam, that exam counts as one of the two permitted assessments.

Faculty members are encouraged to use less restrictive methods of assessment whenever those methods can reasonably meet the instructional need.

5. Additional Approval for Virtual Proctoring

Virtual Proctoring Availability: Catawba Valley Community College does not currently license, support, or permit the use of virtual proctoring tools. Faculty may not require virtual proctoring for any course assessment at this time. If virtual proctoring tools are implemented in the future, all use must comply with the approval and administrative requirements detailed below.

Virtual proctoring may not be required without prior approval from the appropriate dean or a designated academic administrator.

The faculty member’s request must identify:

• The course and section;
• The exam for which virtual proctoring is requested;
• The date or testing window;
• The reason virtual proctoring is necessary;
• Why a less intrusive testing method would not adequately meet the instructional need;
• The percentage or weight of the exam within the course grade;
• The virtual proctoring features that will be enabled; and
• The planned practice test, student instructions, technical support information, and available testing alternatives.

Approval applies only to the specific exam, course section, and semester identified in the request. Approval does not carry forward to future semesters or other course sections.

6. Student Notice

When LockDown Browser or virtual proctoring will be required, the requirement must be clearly disclosed in the course syllabus.

The syllabus notice must identify:

• Which exam or exams will require the technology;
• The technology and equipment students will need;
• Whether a webcam, microphone, identification, room scan, screen recording, or other monitoring feature will be used;
• General expectations for the testing environment;
• How students can request an accommodation or approved testing alternative; and
• Where students can obtain technical assistance.

Faculty members must also provide students with a reminder and complete testing instructions before each affected exam. Notice should be provided early enough for students to address technology, accessibility, scheduling, or testing-location concerns before the exam begins.

Virtual proctoring may not be added after the semester begins unless an unexpected and documented need arises, the appropriate administrator approves the change, and students receive a reasonable testing alternative.

7. Practice Test and Technical Support

Before the first required virtually proctored exam, students must be provided with a practice test using the same technology and essential settings planned for the graded exam.

The practice test must:

• Be available with enough time for students to identify and resolve technical problems;
• Carry no grade or only a nominal completion grade;
• Allow students to test their computer, webcam, microphone, internet connection, and required software; and
• Include instructions for obtaining technical support.

A student who reports a documented technical problem must be given a reasonable opportunity to resolve the issue or complete the exam through an approved alternative. Technical failure alone must not be treated as evidence of academic misconduct.

8. Accessibility and Reasonable Alternatives

Faculty members must follow all approved student accommodations and work with the appropriate college offices when a testing technology creates an accessibility barrier.

A reasonable alternative testing arrangement must be considered when a student:

• Has an approved accommodation;
• Cannot access the required equipment or reliable internet service;
• Experiences a documented technical incompatibility;
• Cannot reasonably meet the required testing-environment conditions; or
• Raises a legitimate privacy, accessibility, or personal-safety concern.

An approved alternative may include testing through an authorized college testing location, in-person proctoring, an accessible assessment format, or another method approved by the faculty member and appropriate administrator.

An alternative arrangement should preserve the academic standards and security of the original exam. A student must not be penalized solely for using an approved accommodation or testing alternative.

9. Review of Proctoring Flags

Automated flags, recordings, behavior scores, identity warnings, or other alerts produced by virtual proctoring software are not, by themselves, proof of academic misconduct.

Before beginning an academic-integrity action, the faculty member must:

• Personally review the relevant recording, flag, or supporting information;
• Consider whether the alert may have resulted from normal behavior, an accessibility need, a technology problem, or an environmental interruption;
• Give the student an appropriate opportunity to provide context or an explanation; and
• Follow the college’s established academic-integrity procedures.

Academic-integrity decisions may not be delegated solely to a software system, automated score, or third-party proctoring provider.

10. Prohibited Uses

LockDown Browser and virtual proctoring may not be used:

• For more than two assessments in a course section during a semester or instructional term;
• For routine quizzes, unit tests, homework, attendance verification, or low-stakes activities;
• Without the required syllabus disclosure and advance instructions;
• As a replacement for approved disability accommodations;
• For virtual proctoring without prior administrative approval;
• When a less intrusive method can reasonably meet the same instructional need;
• To make an automatic finding of academic misconduct; or
• With monitoring features that are unnecessary for the approved assessment.

Faculty members may not require students to purchase an unsupported proctoring product or personally pay an unexpected proctoring charge unless the requirement and cost were disclosed through the college’s approved course-material process before registration.

11. Faculty Responsibilities

Faculty members using an approved secure-testing technology are responsible for:

• Confirming that the assessment qualifies under this procedure;
• Staying within the twice-per-course-section limit;
• Obtaining required approval for virtual proctoring;
• Providing timely and accurate student notice;
• Offering the required practice test and support information using LockDown Browser only;
• Applying approved accommodations and alternatives;
• Using only the monitoring features necessary for the exam;
• Protecting student information in accordance with college requirements;
• Reviewing all relevant evidence before initiating an academic-integrity action; and
• Reporting significant or repeated technical, accessibility, or privacy concerns to the appropriate administrator.

12. Administrative Oversight

Deans or designated administrators are responsible for reviewing virtual-proctoring requests, monitoring consistent application of this procedure, and addressing repeated concerns within their areas.

Teaching & Learning may review usage information to confirm compliance, identify accessibility or equity concerns, evaluate the effectiveness of approved tools, and determine whether additional limits or safeguards are necessary.

13. Exceptions

Exceptions to the frequency limit or other requirements of this procedure are not permitted for faculty preference or convenience.

A limited exception may be considered only when an external licensing, accreditation, credentialing, or legal requirement specifically requires additional secured or proctored examinations. Any exception must be documented and approved in writing by the Vice President of Teaching & Learning/Chief Academic Officer before the additional exam is administered.