Proctoring Policy

Proctoring exams and tests is a service which extends beyond the normal scope of Library business.  However, the Board of Trustees of the St. Joseph/Maud Preston Palenske Memorial Library recognizes that distance learning is becoming more prevalent and, as such, there is a need within our community for proctoring services.  

Residents and non-residents whose accounts are in good standing with the St. Joseph/Maud Preston Palenske Memorial Library are eligible for this service.   Any outstanding library fines and fees must be paid in full before proctoring services are scheduled.   If any non-sufficient check fees have ever been assessed on a patron’s account the patron will no longer be eligible to schedule proctoring sessions at the Library.

There is a non-refundable charge of $35 per test for residents of St. Joseph City or St. Joseph Township; $50 for non-residents.   Payment is due at the time the appointment is made.  Proctoring exams often requires changes to the Library’s normal staff schedules.  As such, students are allowed to reschedule a proctoring appointment one time before the test charge is forfeited.  If for any reason a student does not reschedule prior to their proctoring appointment or does not appear for an appointment, all fees paid will be forfeited. Should the student need to make a new appointment all applicable fees must be paid again.

If a completed test is not submitted online, tests can be returned via U.S. mail or fax.  Accommodations cannot be made for special handling requirements for returning tests.  In the event that mail or fax services are utilized for test submission, student must provide a prepaid envelope addressed to the testing institution or pay the standard Library fax fee.

Proctoring services will be scheduled by appointment only and will be subject to the availability of authorized staff, space, and necessary equipment.  Appointments must be scheduled no less than 7 days before the desired test date.  While the Library will do its best to meet the scheduling needs of the student, the Library will determine date and time for appointments.  Regular library activities will take precedence over proctoring services.

Testing may be cancelled or postponed if the testing materials are not received in time, require clarification, incur any expense, or otherwise exceed the Library’s ability to comply with the institution’s requirements. 

Appointments will be scheduled only during regular library hours.  No exam may start before the Library opens for business.  Examinations must be scheduled such that students have sufficient time to complete all exam requirements at least 15 minutes before the Library closes.


• The student will be required to present a valid picture I.D. at the time of the exam.
• The Library will meet the testing institution’s requirements wherever possible.  Direct, continuous in-room supervision will not be provided, but proctors may check on the student periodically.  If the organization requesting the exam requires constant supervision while proctoring, the responsibility falls on the student to find proctoring services elsewhere that can accommodate that requirement.  Librarians will not sign a proctoring verification that attests to more than the staff member has been able to do.
• The Library cannot proctor exams that require the installation of special software or the modification of existing computer settings.
• The Library does not guarantee that a quiet study room will be provided.
• Proctors will enforce any time limits that are placed on the exam. 
• The use of cell phones or visiting with others is prohibited. 
• Prior contact between the testing institution and the proctor is required so that credibility and testing requirements can be verified.
• Librarians cannot proctor exams that students bring in themselves.
• The St. Joseph/Maud Preston Palenske Memorial Library will not be responsible for any delayed tests, nor for any completed tests once they leave the library’s possession and have been mailed back to the educational institution.
• The Library will not be responsible for tests that are interrupted by Library emergencies, power failures, or computer hardware or software failures.
• The Library reserves the right to substitute a proctor in the event of the original proctor’s absence.

Responsibilities of the test taker:
• Fill out the Application for Proctoring Service form and return it to the Circulation Desk at the Library.  A librarian will then contact you to make an appointment to meet to complete the necessary paperwork your school requires and to collect the appropriate proctoring fee.
• Your school may have specific requirements for proctoring.  Check with the proctor to make sure the Library can meet all of the requirements.
• Call prior to your test to make sure the test or login information has arrived.  The proctor does not contact you when the exam arrives.
• Determine how your test will be returned to the testing institution and come prepared with either a prepaid envelope or fax fees if needed.
• Arrive promptly at the agreed upon time prepared with the items required for taking the test.  Items can include picture I.D., money, pens/pencils, and calculator.  Only items listed in the instructions will be allowed in the test area.   You are responsible for securing personal items before the test begins.
• Exams not taken by the date on which they were to be completed are either discarded or returned.