MEM Ashore: Navy Shore-Based Examination Procedures

Designated individuals who meet criteria as listed in the Student/Proctor Information Sheet may proctor all examinations for the MEM Ashore Program.  Students should review the procedures specified in the student/proctor information sheet to complete and send the Proctor Request Form.

Old Dominion University will mail all exams to the designated proctor once the student's Proctor Request Form is received. Completed forms must be mailed or faxed to Old Dominion University. The mailing address and fax number are listed below and on the Proctor Request Form .

Student Guidelines and Responsibilities:

• Identify an accredited institution of higher education or military installation in your vicinity and obtain permission from a representative of that organization to provide proctoring services. Authorized proctors include faculty members, employees at college/university testing centers, or employees at military education centers.
• Print out the the Proctor Request Form and complete the form with the selected representative of the proctoring organization.
• Completed proctor forms must be received by Military Distance Learning Programs before exams for each course can be sent to a proctor. Forms can be faxed to 757-683-3106 or 683-3176.
• Once Proctor Forms are recieved by Military Distance Learning Programs, exams will be forwarded to proctors by trackable UPS or Priority U.S. Mail.  A student survey will accompany each exam package. Students should complete the survey and return it to the University, using the attached prepaid envelope.
• Clarify with instructors the testing date/time and make an appointment with the authorized proctor to take each required test. Students will need to present picture identification prior to testing.
• Provide an addressed pre-paid return envelope to the proctor. All materials sent by the proctor to the University must have tracking capability, whether by UPS, FedEx, or other carrier. If a student requests rapid delivery, the student is responsible for providing the proctor with an addressed pre-paid overnight-delivery envelope. Tests must be mailed by the proctor only, never the student, to the following address:

Kim Sibson, Programs Manager
EMSE Dept ATTN: MEM EXAMS
Old Dominion University, Room 242-F Kaufman Hall
Norfolk, Virginia 23529-0248

• Students are responsible for any administrative costs that may be required by the proctoring institution.

Proctor Guidelines and Responsibilities:
Exam proctors are entrusted with maintaining the high standards that Old Dominion University has established for the administration of exams. Relatives or other students will not be approved as a proctor. The following procedures should aid in the administrative process. Exam security is of utmost importance at all times. Proctors are responsible for safeguarding all exam materials placed in their care.

• Students will contact the proctor to arrange a time and location to take each test to be proctored. Exams and a student survey will be mailed to the proctor from Military Distance Learning Programs once the Proctor Request Form is received.
• Proctors should read all instructions carefully and ensure directions are clear prior to test administration. Call or email Dr. William Gideon, Military Distance Learning Programs, at 800-968-2638, 757-683-6105 or wgideon@odu.edu if there are any questions. Provide instructions to the student before distribution of  test materials.
• Request photo identification from the student, and make a copy to attach to exam materials.
• After the student has begun, look at him/her regularly to ensure that he/she is following the instructor's procedures. (E.g., if the exam is open book/notes, students may use those items; if there is to be no use of books/notes, students should have only the exam on their desks; etc.). Please be respectful of the student's need for quiet while taking the exam, and minimize disturbances to the maximum extent possible. Student surveys should be completed after the exams.
• When students at Old Dominion University enroll in coursework they are bound by an honor pledge to".....refrain from any form or academic dishonesty or deception, such as cheating or plagiarism." If you suspect a student is in violation of this pledge, you should inform Dr. William Gideon (wgideon@odu.edu) Military Distance Learning Programs. He will put you in contact with the instructor for that course. At that point, procedures established for Honor Code violations will be followed.

At the end of the exam period, please collect all materials that are to be returned to for grading, make a copy for your files, in the event they are lost in the mail. Do not make a copy for the student, unless the instructor has given permission for this. Place all exam materials and the student survey in the mailing envelope provided by the student, and mail as soon as possible to Old Dominion University.

If you have any questions or problems concerning the exams, please contact Dr. William Gideon (wgideon@odu.edu), 800-968-2638 or 757-683-6105.

• Proctor Requestion Form