{"id":502,"date":"2020-03-16T20:48:00","date_gmt":"2020-03-17T00:48:00","guid":{"rendered":"https:\/\/ctl.cedarville.edu\/wp\/?p=502"},"modified":"2024-07-11T20:20:29","modified_gmt":"2024-07-12T00:20:29","slug":"using-google-forms-for-proctor-registration","status":"publish","type":"post","link":"https:\/\/ctl.cedarville.edu\/wp\/using-google-forms-for-proctor-registration\/","title":{"rendered":"Using Google Forms for Proctor Registration"},"content":{"rendered":"Reading Time: <\/span> 3<\/span> minutes<\/span><\/span>\n

With our sudden pivot to online learning, you may have an upcoming exam where you want to assign proctors. You\u2019ll need to collect some information (e.g., email addresses so you can send proctoring information), and Google Forms is an easy and organized way to collect that data. Dr. McClain created a Google form for this purpose and shared it with the CTL.<\/p>\n\n\n\n

\"Screenshot
Sample Google Form to collect information about exam proctors<\/em><\/figcaption><\/figure>\n\n\n\n

We’re going to look at how to create the form, add items, preview the form, share the form with your students, view responses, and send information to proctors. <\/p>\n\n\n\n

Creating the form and adding items<\/h2>\n\n\n\n

This form is simple to create \u2013 it\u2019s four short-answer questions plus some directions. Let\u2019s walk through the process.<\/p>\n\n\n\n

    \n
  1. Go to Google Forms<\/a><\/li>\n\n\n\n
  2. Under \u201cStart a new form,\u201d click \u201cblank\u201d (the kind of template you\u2019re choosing)<\/li>\n\n\n\n
  3. Give your form a title. If you are going to be using proctoring in multiple classes, giving each form a unique title is helpful (e.g., \u201cCTL-1000 Exam 2 Proctor Registration)<\/li>\n\n\n\n
  4. Add in whatever directions you want to include.\u00a0<\/li>\n\n\n\n
  5. The first \u201cquestion shell\u201d is already present. Type in the prompt: Email address.
    Google is smart, so it recognizes that you want this to be a short answer question and automatically adjusts the question type.\u00a0<\/li>\n\n\n\n
  6. Set the item to be required by sliding the toggle at the bottom right of this form item.<\/li>\n\n\n\n
  7. Create a new item by clicking the \u201cadd question\u201d button in the toolbar (the plus inside a circle).\u00a0<\/li>\n\n\n\n
  8. Give the next item a name and slide the toggle to require it.\u00a0<\/li>\n\n\n\n
  9. Repeat for each of the items in the form.\u00a0<\/li>\n<\/ol>\n\n\n\n

    You aren\u2019t limited to just those four items for this form \u2013 you can add whatever other items you want or need. <\/p>\n\n\n\n

    Previewing the form<\/h2>\n\n\n\n

    If you want to check on your form and see how it will appear to those who will fill it out, you can use the \u201cpreview\u201d feature built into Google Forms. In the top menu of the form, click the \u201ceye\u201d outline near the \u201cSend\u201d button. The form preview will open in a new tab. To keep editing the form, just click back over to your other tab. <\/p>\n\n\n\n

    Sharing the form<\/h2>\n\n\n\n

    When you have your form exactly as you want it, click the \u201cSend\u201d button. Check the box for \u201ccollect email addresses\u201d so that you can keep track of which students have submitted proctor information. <\/p>\n\n\n\n

    You then have options for sending the form: email, a link, or an embed code. We recommend using the link option (and clicking the checkbox for \u201cshorten URL\u201d). You can paste that link into an email or a Canvas Announcement to send the form to your students.<\/p>\n\n\n\n

    Viewing responses<\/h2>\n\n\n\n

    To view your students\u2019 responses, click the \u201cResponses\u201d tab at the top of the form. Google Forms will display the responses on that page, but you\u2019ll want to click the icon for Google Sheets. Leave the \u201ccreate a new spreadsheet\u201d option selected and click \u201ccreate.\u201d <\/p>\n\n\n\n

    You’ll then see all the responses displayed on a spreadsheet. This makes it easy to sort the information or copy pieces out (like proctor email addresses). <\/p>\n\n\n\n

    Sending information to proctors<\/h2>\n\n\n\n

    The Google Sheet containing the responses allows you to easily copy and paste the proctor email addresses into Gmail so you can send them information. Highlight the cells that have the email addresses and copy them (either by using a keyboard shortcut or right-clicking and selecting \u201ccopy\u201d). <\/p>\n\n\n\n

    Go to your email and create a new email. For privacy reasons, you will want to blind carbon copy (bcc) all of the proctors. Paste their email addresses into the bcc field, and enter your own email in the \u201cto\u201d field (you can\u2019t send an email without at least one visible recipient). <\/p>\n\n\n\n

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    Reading Time: <\/span> 3<\/span> minutes<\/span><\/span>With our sudden pivot to online learning, you may have an upcoming exam where you want to assign proctors. You\u2019ll need to collect some information (e.g., email addresses so you can send proctoring information), and Google Forms is an easy and organized way to collect that data. Dr. McClain created a Google form for this purpose and shared it with the CTL. We’re going to look at how to create the form, add items, preview the form, share the form with your students, view responses, and send information to proctors. Creating the form and adding items This form is simple to create \u2013 it\u2019s four short-answer questions plus some directions. Let\u2019s walk through the process. You aren\u2019t limited to just those four items for this form \u2013 you can add whatever other items you want or need.  Previewing the form If you want to check on your form and see how it will appear to those who will fill it out, you can use the \u201cpreview\u201d feature built into Google Forms. In the top menu of the form, click the \u201ceye\u201d outline near the \u201cSend\u201d button. The form preview will open in a new tab. To keep editing the form, just click back over to your other tab.  Sharing the form When you have your form exactly as you want it, click the \u201cSend\u201d button. Check the box for \u201ccollect email addresses\u201d so that you can keep track of which students have submitted proctor information.  You then have options for sending the form: email, a link, or an embed code. We recommend using the link option (and clicking the checkbox for \u201cshorten URL\u201d). You can paste that link into an email or a Canvas Announcement to send the form to your students. Viewing responses To view your students\u2019 responses, click the \u201cResponses\u201d tab at the top of the form. Google Forms will display the responses on that page, but you\u2019ll want to click the icon for Google Sheets. Leave the \u201ccreate a new spreadsheet\u201d option selected and click \u201ccreate.\u201d  You’ll then see all the responses displayed on a spreadsheet. This makes it easy to sort the information or copy pieces out (like proctor email addresses). Sending information to proctors The Google Sheet containing the responses allows you to easily copy and paste the proctor email addresses into Gmail so you can send them information. Highlight the cells that have the email addresses and copy them (either by using a keyboard shortcut or right-clicking and selecting \u201ccopy\u201d).  Go to your email and create a new email. For privacy reasons, you will want to blind carbon copy (bcc) all of the proctors. Paste their email addresses into the bcc field, and enter your own email in the \u201cto\u201d field (you can\u2019t send an email without at least one visible recipient).  Want to never miss a post? Subscribe here!<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[7,5],"tags":[18],"class_list":["post-502","post","type-post","status-publish","format-standard","hentry","category-educational-tools","category-teaching-learning","tag-proctor-exams"],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/posts\/502","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/comments?post=502"}],"version-history":[{"count":2,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/posts\/502\/revisions"}],"predecessor-version":[{"id":1760,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/posts\/502\/revisions\/1760"}],"wp:attachment":[{"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/media?parent=502"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/categories?post=502"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/ctl.cedarville.edu\/wp\/wp-json\/wp\/v2\/tags?post=502"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}