Video-proctoring Exams: COVID-19 Response

As the COVID-19 outbreak expands, Aquifer is committed to helping you meet the challenges of providing quality education for your medical students in this evolving situation. As you may be aware, Aquifer is offering access to 146 cases, WISE-MD, and WISE-OnCall to our subscribing schools at no additional charge through June 30, 2020 (COVID-19 Special Response). Additionally, we recognize that many schools must now administer examinations outside of a classroom environment. 

Aquifer is offering subscribing schools already enrolled in our exam programs the option to provide video-proctored exams at least through April 30, 2020. Video-proctored exams will be provided by request only.


Frequently Asked Questions

1. You must specifically request for an exam to be video-proctored.

  • Schedule your exam at least two weeks in advance via the usual procedure that you use for proctored exams – except you will now need to select the new option for “video-proctored exams” when you submit your request.
  • If you already have an exam that you need rescheduled, please e-mail [email protected] as soon as possible. We will do our best to accomodate you. 

2. Days or weeks prior to the exam, your clerkship will need to set up video-conferencing which your students will access via their phones for the duration of the exam.

  • Your clerkship is responsible for coordinating video-conferencing via Zoom or another platform of your choice that your students will log into during the exam on their phones and which will record them for the duration of the exam. 

3. Confirm that the appropriate students have been rostered.

  • As a nonprofit organization, our staff is small and our resources are limited in certain areas. It is important that you confirm the appropriate students have been rostered, because we may not be able to accommodate last-minute roster changes.

4. Send your students instructions at least five business days before the exam.

  • When you roster students for an exam, Aquifer will email you instructions to send your students. Your students must confirm they have set up their computers and their phones at least two business days prior to the exam, so please send them the instructions with ample time to do so.

5. At the time you have designated for your students to initiate the exam, your clerkship will need to send your students the login to access their exam. 

  • Your clerkship staff should double-check the rostering ahead of time and be available at that time to help students if they encounter issues due to rostering.

6. During the exam, your clerkship staff must  be available to ensure students are rostered appropriately and to monitor video-proctoring throughout the exam.

    • Throughout the exam, record the video-conferencing session and monitor your students for any aberrant behavior.
    • Report any concerns to Aquifer.

1. You must specifically request for an exam to be video-proctored.

  • Schedule your exam at least two weeks in advance via the usual procedure that you use for proctored exams – except you will now need to select the new option for “video-proctored exams” when you submit your request. 

2. Days to weeks prior to the exam, your clerkship will need to set up video-conferencing which your students will access via their phones for the duration of the exam.

  • Your clerkship is responsible for coordinating video-conferencing via Zoom or another platform of your choice that your students will log into during the exam on their phones and which will record them for the duration of the exam. 

3. Confirm that the appropriate students have been rostered.

  • As a nonprofit organization, our staff is small and our resources are limited in certain areas. It is important that you confirm the appropriate students have been rostered, because last-minute roster changes are taxing to our staff and might be beyond our capabilities.

4. Send your students instructions at least five business days before the exam.

  • When you roster students for an exam, Aquifer will email you instructions to send your students. Your students must confirm they have set up their computers and their phones at least two business days prior to the exam, so please send them the instructions with ample time to do so.

5. During the exam, your clerkship staff must be available to ensure students are rostered appropriately and to monitor video-proctoring throughout the exam.

  • Your clerkship staff will need to log into the exam system, initiate, and manage the exam using the proctoring dashboard they already use for proctored exams. All students will need to start at the same time, and your clerkship staff will need to be available for the duration of the exam to pause and restart the exam if any students encounter Internet issues. 
  • Throughout the exam, record the video-conferencing session and monitor your students for any aberrant behavior.
  • Report any concerns to Aquifer.

Prior to the exam, your clerkship will set up video-conferencing, via Zoom or other similar platform, and your students will download the video-conferencing platform on their phones.

During the exam, students will log in to the video-conferencing platform on their phones and place the camera so that it shows them and the area surrounding their workstation. Students should keep the microphone  on, so as to alert the proctor to any conversation with persons off camera.

During the exam, the proctor will monitor students’ behavior and make notes of any aberrant activity, including student name, time, and details of the activity. At any time during the exam, the proctor can request that the student scan the room with the camera on their phone.

The video-conferencing proctor will record the entirety of the exam session and save the recording in a secure location, so that administrators can access it post-exam and evaluate any noted discrepancies on the recording. 

Yes, each cohort must continue to take the exam as a group synchronously, at a given scheduled time.

Once you have rostered students for a video-proctored exam, we will email you exam set-up instructions to share with your students. Students must inform Aquifer they have completed the exam set-up on their device and set up their phones for video monitoring at least two business days prior to taking the exam, or they will not have access to the exam.

Students will have the standard amount of time to complete the exam. The timing varies depending on which Aquifer exam they are taking. 

If one of your students contacts you because they have encountered a technical issue with the exam, have them do the following:

For Family Medicine, Pediatrics, or Radiology:

  1. Consult Exam Troubleshooting
  2. Then, if needed, call the Aquifer Assessment Helpline at (603) 277-2060 or email [email protected]
    • The Helpline is staffed 8am-8pm ET.
    • If you receive a voicemail, leave a name and number, someone will return your call as soon as possible. 
    • Please note that as a nonprofit organization, our staff is small and therefore we are limited in the amount of personalized support we can offer. 

For Internal Medicine:

  1. Pause the student’s exam, consult your proctor’s instructions to troubleshoot, and restart the exam when the issue has been resolved. 
  2. If your students are not able to reach you, they may call Aquifer Exam Support at (603) 277-2060.

There will be no change to this. Results will be processed and submitted to your institution within two business days. Aquifer does not share results directly with students.