Frequently Asked Questions

As an exam-taker, you need the following:

1) A primary device for Brightspace and BBB chat, such as a laptop/desktop;

2) A secondary device with a webcam and a microphone (built-in or external), such as a cell phone/tablet;

3) Mozilla Firefox, Google Chrome, Edge 2018 and higher, or Safari browser (please keep in mind that Internet Explorer is not supported by BigBlueButton);

4) High-speed Internet.

You will work in Brightspace, while BigBlueButton will be running in the background. Please make sure to check BigBlueButton tab regularly for announcements. Alternatively, you may choose to split your screen in such a way that Brightspace takes up most of the space, while the BigBlueButton window of a much smaller size is in the corner. Just move the e-Proctoring session tab to a new browser window and resize it as you find convenient. If someone contacts you in BBB, a red circle will appear on the person icon (left side bar toggle) in the BBB tab . This may help you notice any chat messages as they come in.

Ask your course instructor about the alternative modes of assessment that are available.

Please take a screenshot of an error (if you receive any). If this happens while you are not actually writing an exam, submit an exam support request, with the screenshot attached, and the necessary assistance will be provided to you. If the examination is in progress, inform your proctor and continue the session as usual (if the problem is with the microphone, log in with Listen only). After the exam is over, submit an exam support request with the screenshot attached, and the support team will get in touch with you to troubleshoot the problem before future sessions.

This strategy is fine and you don’t need to turn off your cell phone even if it is not used for e-Proctoring. Leave it in plain view.

You can test access, as well as the webcam, the screen sharing, and the microphone, on BigBlueButton’s website. If you are unable to access the website, you may need to configure Carleton’s Virtual Private Network (VPN). Please make sure to set up VPN prior to exam day. If you are unable to see or hear yourself, please take a screenshot of the error that you receive (if any) and submit an exam support request with the screenshot attached – the necessary assistance will be provided to you.

Yes, you will. In that case, please be prepared to show a government-issued photo ID for the authentication (e.g., a driver’s license, a provincial photo card, or a passport).

Yes, you can use scrap paper during the exam if it is authorized by your instructor. It is important, however, to show both sides of the sheets to the proctor to verify they are blank to start with. Use good judgment and follow the instructions when the proctor asks you to show your environment. You may be required to destroy used scrap paper in view of the proctor after the exam.

Use a place with good Internet connectivity, low noise, and good lighting. Ensure there is no one around you. Keep your phone off for the entire duration of the exam unless you use it for Zoom If you have a roommate who is taking the same exam, please find a different location to write yours.

If your household member walks into the room during the assessment with an unrelated to exam question, don’t worry. Politely remind them you’re taking an exam and they need to leave you alone until the exam is completed.

Refresh the page or click on the BBB activity link to join again.

If you need to leave your computer’s vicinity with the intention of returning (e.g., to take a washroom break), you are required to let your proctor know beforehand. Please notify them through the chat and wait for their confirmation (similar to the face-to-face procedures). You are not permitted to leave the e-Proctoring session until all students in your course have digitally signed in, which is typically 45 minutes after the start of the exam.

Please reach out to the Examination Emergency Support team:

Exam-Related Emergency Toll-Free Call Line: 1-877-557-2930 (Canada & USA)

Outside Canada/US Exam Emergency: +1-613-518-2601

Non-Urgent Exam Related Issues: Submit an Exam Support Request

The Emergency Support line operates during the Final Exam and Deferred Exam periods during hours when exam are scheduled. During the teaching semester the support line operates during the exam hours of courses who have opted for one of the McIntyre Exam Centre’s exam services.

By email.

Upon completion of your exam, you are required to show the submission page to your proctor via screen sharing or video. Please wait for their confirmation before leaving the e-Proctoring session. We kindly ask you to be patient as your proctor may be signing out other students at the same time.

The same policies for in-person assessments apply to online exams, so no headphones should be worn. Please maintain the same environment as if you were writing in an exam hall.

The use of virtual background or background blur is prohibited for e-Proctoring. Please select ‘x’ (None) for “Virtual background settings”:

Use a place with good Internet connectivity, low noise, and good lighting. Ensure there is no one around you. Keep your phone off for the entire duration of the exam unless you use it for Zoom. If you have a roommate who is taking the same exam, please find a different location to write yours.

All the information captured will be saved on your computer inside the CoMaS folder. It will be sent securely to a server located at Carleton University. The transmission and storage of information follows Carleton’s privacy and security policies.

Yes, they are saved in the CoMaS folder on your desktop. There is a folder for each exam and test activity you do. There is a folder inside each activity called Screens that stores the screenshots and webcams shots and another one called Logs that keeps the log reports. Please remember that you should not delete or move these files while the exam is in progress. You can delete them after the exam is done.

Run the application again as soon as you know it has crashed. If it asks to replace the folder, click on “Yes and continue”. However, if it does not work despite your best efforts, leave it and attend to your exam. After the exam is over, submit an exam support request (please specify your course, operating system and version and include screenshots of the error) to let us know what happened. We will include your explanations in the report we provide to your course instructor.

CoMaS continues to gather information even without an Internet connection, so you should not close the application during the exam. When the connection is established again, it will send all the gathered information to the server automatically.

If you encounter any technical issues, please submit an exam support request for e-Proctoring subject via (please specify your course, operating system and version and include screenshots of the error).

Scheduling and Examination Services will be running drop-in sessions where we can help troubleshoot installation issues. Please check the events sections for any upcoming drop-in sessions.

CoMaS will be running in the background so after logging in. You do not need to take any further actions and can start your exam in Brightspace.

CoMaS has been vetted by Carleton’s Information Security and Privacy Offices. However, if you are still concerned, ask your course instructor, well before your exam whether alternative modes of assessment are available to you.

This strategy is fine, and you do not need to turn off your cell phone even if it is not used for e-Proctoring. Leave it in plain view. Please let your instructor know that you are using your phone as a hotspot.

Use a place with good Internet connectivity, low noise, and good lighting. Ensure there is no one around you. Keep your phone off for the entire duration of the exam unless you use it for an Internet hotspot. If you have a roommate who is taking the same exam, please find a different location to write your exam.

If your household member walks into the room during the assessment with an unrelated to exam question, don’t worry. Politely remind them you’re taking an exam and you cannot talk until the exam is completed. If you have a roommate who is taking the same exam, please find a different location to write yours. 

A webcam is mandatory for CoMaS. If you are unable to meet the technical requirement for e-Proctoring please discuss this issue with your course instructor, well before your exam date.

Students may use a break for washroom (i.e., Washroom Break), scanning and printing documents (i.e., Scanning documents), some technical issue related to laptop/desktop (i.e., Technical break), some house-related work (i.e., Personal emergency), or break specific to a PMC exam accommodation (i.e., Accommodation break). The steps you need to take for a break. 

• Go to the webcam page, which opens at the launch of CoMaS. Select the correct break that best describes your situation, or write a description in the last two boxes provided. If Webcam page is closed then open page again through desktop/comas/course_name/Exam/tools/webcam .  
• After you have selected or typed in the reason for your break, please click OK to the pop-up alert.  
•  Please ensure that you uncheck the tick mark when you are back from break; otherwise, you will be considered on break, creating suspicion and possibly getting flagged. 

2GB of storage space is required to use CoMaS. Sufficient space is required to ensure CoMaS can generate and save local copies of your screenshots throughout the exam. 

Please clear 2GB of drive space to run CoMaS successfully. Sufficient space is required to ensure CoMaS can generate and save local copies of your screenshots throughout the exam. 

Please make sure your browser has given permission to the camera. Please copy the webcam page link and paste it in alternate browser like Chrome, Opera, Safari, or Edge. Another option is to launch the webcam page manually via the webcam button on the CoMas home page and ensure it is always active during your exam and not obscured by any other windows or files.  

Please use the native Camera application on your computer and split your screen in such a way that exam takes up most of the screen space, while the camera application of a smaller size is in the corner. Ensure the webcam view is always visible during your exam and not obscured by any other windows or files 

With the new macOS Sequoia update, screen recording permissions are only valid for one month. This means you must check and grant screen recording permissions before each exam.

Data in the system: Scheduling and Examination Services e-Proctoring team and Professor Tony White (for CoMaS).

Exam generated data: Course instructor, and the Associate Dean in the case of an alleged Academic Integrity Allegation.

The system requires authentication in order to access the data. Accounts require a strong password that is consistent with Carleton University password rules. As well, there is restricted physical access to the server, data in transfer is protected through encryption, and data at rest is stored on encrypted drives.

The server is located on campus in Herzberg Building, accessible through physical access controls. The machine hosting the data is behind both the Carleton firewall and a secondary device. The data is backed automatically on locally-attached, encrypted storage. The university is responsible for its management.

The data will be kept for a period of time consistent with Carleton’s exam-record keeping (Carleton University Retention Schedule – refer to TEA-02 for examinations).

On primary storage, all data can be removed by simple file system manipulation. Primary storage is solid state drive. Secondary storage is mechanical hard drive. Multi-pass erase will remove data.

CoMaS does not look at network traffic and does not probe devices with which you communicate. It does not record any information from your browser history, cache, or cookies or any internet connections. 

CoMaS monitors file activity in two forms:

1. All open files are detected. No access to those files is attempted. Open files of certain types are logged.
2. All file activity within the CoMaS folder and subfolders is monitored. All file creation, deletion and modification is monitored within this folder and its subfolders.

CoMaS uses RESTful interactions for all communications.

In transit:

Protocols used are HTTPS and WSS. No data is sent unencrypted. POST requests are used to hide parameters and their values.

At rest:

Disks support low level encryption. Sensitive information uses file-level AES encryption.

Carleton University is performing a data protection risk assessment, but the software has not undergone an independent third-party information security audit.

For the security assessment, we are using the National Institute of Standards and Technology (NIST) Risk Management framework (SP800-53) methodology. This is the same level of assessment of security controls that the federal government uses for its information.

Yes, it is available as of release 0.7.5.

The university is the entity responsible/liable given that there are no third party service providers or processors involved in the process.

CoMaS only monitors activity after you run the application and it is successfully logged in. While monitoring, CoMaS does these tasks: 

1. Screenshots and snapshots of the webcam are taken at a random interval and transmitted securely to the server. This information is also available locally on your computer in the CoMaS folder.  
2. It records if a snapshot or file, inside the CoMaS folder, has been deleted or modified while the application is running. (If CoMaS stops working during the exam and you need to run it again, overwriting and replacing the folder is permitted)
3. It will record if a network connection is lost.  
4. If you have a document open or modify a document (pdf, doc, docx, txt, xls, xlsx, ppt, pptx, py, java, html, htm) while running CoMaS, it will record the name and path of that document and name of the application that opened or modified it. It will not look at the content of any file including the open ones.  
5. It does not record or look inside any of your files and documents (except for the files inside the CoMaS folder which are generated on the desktop each time you log in). 
6. It does not record any information from your browser history, cache, or cookies. 
7. It does not look at network traffic and does not probe devices with which you communicate. 
8. It does not record what applications you are running (however, if that application modifies a document of the mentioned types, it will record the path and name of the file and name of the application). Again, it will not read the content of any files. 

If you’ve received approval for an off-campus deferral exam, it’s not necessary for you to apply for distance exam service. More information about your deferred off-campus exam will be provided once the deferred exam schedule is released, or at least 5 business days before your scheduled exam. Please consult the deferred exam page for details on the deferred exam period.

No, the distance exam approval for your finals does not carry over to the deferred exam. You need to apply again for a deferred off-campus exam through the Registrar’s Office. Please submit your deferred off-campus exam request here and be sure to select off-campus.

You will receive confirmation or additional information about your off-campus deferred exam location and related details approximately five days prior to the exam date. For more information, please refer to the deferred exam page or contact Distance Exam Team via email.

Yes. If you are approved for a deferred Off-campus/Distance exam, you will still need to pay the fee, even if you were charged for the original exam and didn’t attend. Make sure to inform the Distance Exam Team about any changes to your exam plans, such as deferring or canceling. You must notify them by email if you can’t attend or need to adjust your arrangements. If you don’t, the full fee will still be charged to your account.

No, you cannot request to write a deferred final exam online if the original exam was in-person. Deferred exams follow the same format as the original. If the final exam was held online, the deferred exam will also be online. If it was on campus (either paper-based or digital), the deferred exam will be held on campus or at a nearby post-secondary institution in the city you mentioned in your application. This ensures a consistent exam environment and fairness for all students.

Once your location is approved for an off-campus deferred final exam, it cannot be changed. You will write your exam at a post-secondary institution near the city you selected or within 160 km of your location, unless the distance team advises otherwise.

Late requests to write a deferred final exam off-campus or at a distance will not be accepted.

Late applications may be considered but can result in the application being declined. If approved, a $25 late application fee applies. Applications received less than TWO WEEKS prior to the scheduled exam will not be processed.

If you’ve already missed the deadline, please email the Distance Exams office for guidance.

Most distance exams are taken online and supervised using CoMaS. However, if a student faces serious challenges that make online writing impossible, such as technology limitations or an exam format that doesn’t work well online, we will arrange for them to write at a post-secondary institution or an exam centre with a proctor.

CoMaS invite/details are sent to students who are approved to write at a distance, one week before their exam start time. If on the 5th day before your exam start time and you have not received any details regarding your CoMaS invite, please contact OnlineExams. You can find more details about our e-proctoring tool by clicking CoMaS.

Distance students must assume that they will write on the same date as the on-campus students, however, the start time may be adjusted due to time zones, exam center availability etc.

Students within 160km of campus are not eligible for this service.

Students who wish to cancel their distance exam application can do so by emailing DistanceExams. Cancellations received more than 7 days before the scheduled exam date will be cancelled without charge. Cancellation requests received within 7 days of the scheduled exam date will have a cancellation fee of $25 applied to their account.

All date changes must be approved in writing by the Professor and submitted to the Distance Exam. You can also refer to the Registrar’s Office website for more details on deferral Defer an Exam – Registrar’s Office (carleton.ca). If you decide to apply for a deferred exam, remember to inform the distance exam team to cancel your original distance exam request. This will ensure you are not charged for the exams.

PMC Students should ensure that they have registered with the Paul Menton Centre in order to receive distance exam accommodations.  Students that do not register with the PMC prior to the distance exam application deadline may not be eligible for distance exam services.

PMC students should also note on their Distance Exam Application that they are a PMC student.

As a uOttawa student studying at Carleton University on exchange, you may be wondering how to pay your fees. It’s important to note that the distance exam fee will be added to your Carleton student account at the end of the term. We recommend that you regularly check your account balance to ensure that you are aware of any fees you may owe. If you have any further questions or concerns about paying your fees, you can contact Student Accounts at student_accounts@carleton.ca.

Students should contact Distance Exams with any further questions.

Please note, if you no longer intend to take an exam via distance service, no longer need this service, or have dropped the course, you must email Distance Exams to cancel your application. Failure to notify will result in the full distance exam service fee being charged to your student account.

To log in to Comas and set up the session properly, you’ll need to run Comas as an administrator. On a Windows system, you can right-click on the app and choose “Run as administrator.” If you’re using a Mac, once you log into Comas, you will be prompted to enter your Apple ID to obtain administrator permissions.

In the Hybrid mode, access is restricted to only approved websites during the examination. All non-approved sites are temporarily inaccessible. For certain exam settings where CoMaS is the required submission method, a Word or Excel file will automatically pop up in a File Explorer/Finder window when you initiate CoMaS. You should provide your answers in this file.

For in-person exams, camera may not be required. However, for online or distance exams, use of camera is mandatory. This is applicable for both the standard CoMaS and Hybrid

Kindly reach out to onlineexams, and they will assist in checking and confirming your setup.

Once you’ve initiated the Hybrid CoMaS, a Word or Excel file will automatically pop up in your File Explorer or Finder. This is where you’ll provide your answers. You can also access this from the CoMaS Exam webpage. Please ensure you do not save this file in a different location or make copies of it.

Unfortunately, the hybrid mode doesn’t save any screenshots on the student’s device. For setup verification, please contact Onlineexams

No, you can’t utilize Office 365 online for the exam. You’ll need to have MS Word, MS Excel, and other relevant applications installed beforehand.

After finishing your writing, make sure to save the files and close Comas. Properly saving and closing Comas is important to ensure the files are uploaded correctly.

If you move the files to a different location or save them to your device, you may encounter issues with saving your answers on Comas. This could lead to a loss of your data.

Use a place with good Internet connectivity, low noise, and good lighting. Ensure there is no one around you. Keep your phone off for the entire duration of the exam unless you use it for Zoom If you have a roommate who is taking the same exam, please find a different location to write yours.

The use of virtual background or background blur is prohibited for e-Proctoring. Please select ‘x’ (None) for “Virtual background settings”:

The same Policy for in-person assessments is applicable to online examinations, therefore, the use of headphones is not permitted. Please ensure that your environment mirrors that of a traditional exam room.

Upon completion of your exam, you are required to show the submission page to your proctor via screen sharing or video. Please wait for their confirmation before leaving the e-Proctoring session. We kindly ask you to be patient as your proctor may be signing out other students at the same time.

Please reach out to the Examination Emergency Support team:

Exam-Related Emergency Toll-Free Call Line: 1-877-557-2930 (Canada & USA)

Outside Canada/US Exam Emergency: +1-613-518-2601

Non-Urgent Exam Related Issues: Submit an Exam Support Request

The Emergency Support line operates during the Final Exam and Deferred Exam periods during hours when exams are scheduled. During the teaching semester the support line operates during the exam hours of courses who have opted for one of the McIntyre Exam Centre’s exam services.

By email.

If you need to leave your computer’s vicinity with the intention of returning (e.g., to take a washroom break), you are required to let your proctor know beforehand. Please notify them through the chat and wait for their confirmation (similar to the face-to-face procedures). You are not permitted to leave the e-Proctoring session until all students in your course have digitally signed in, which is typically 45 minutes after the start of the exam.

Please re-enter the meeting or use the Zoom activity link to reconnect. After reconnecting, please notify your proctor regarding what occurred.

In case a member of your household enters the room during the assessment and asks an unrelated question, there’s no need to worry. Kindly inform them that you are in the middle of an exam and request them to give you some privacy until the exam is finished.

Yes, you can use scrap paper during the exam if it is authorized by your instructor. It is important, however, to show both sides of the sheets to the proctor to verify they are blank to start with. Use good judgment and follow the instructions when the proctor asks you to show your environment. You may be required to destroy used scrap paper in view of the proctor after the exam.

Yes, you will. In that case, please be prepared to show a government-issued photo ID for the authentication (e.g., a driver’s license, a provincial photo card, or a passport).

You can test access, as well as the webcam, the screen sharing, and the microphone, on Zoom’s website. If you are unable to access the website, you may need to configure Carleton’s Virtual Private Network (VPN). Please make sure to set up VPN prior to exam day. If you are unable to see or hear yourself, please take a screenshot of the error that you receive (if any) and submit an exam support request with the screenshot attached – the necessary assistance will be provided to you.

Using your cell phone as a hotspot is a suitable solution. It is not necessary to turn off your cell phone, even if it is not being used for e-Proctoring. Please keep it visible at all times.

Please take a screenshot of an error (if you receive any). If this happens while you are not actually writing an exam, submit an exam support request, with the screenshot attached, and the necessary assistance will be provided to you. If the examination is in progress, inform your proctor and continue the session as usual (if the problem is with the microphone, log in with Listen only). After the exam is over, submit an exam support request with the screenshot attached, and the support team will get in touch with you to troubleshoot the problem before future sessions.

Ask your course instructor about the alternative modes of assessment that are available.

Please inform the instructor about the current situation while copying onlineexams@carleton.ca.

To use your computer for both Brightspace and e-Proctoring, you need to have Zoom running in the background while working in Brightspace. It is important to regularly check the Zoom application for any announcements. Another option is to split your screen, dedicating most of the space to Brightspace and keeping the Zoom app window smaller in one corner. You can easily move and resize the Zoom session window according to your convenience.

To participate in Zoom e-Proctoring session as an exam-taker, you will need the following:

• A primary device, such as a laptop or desktop, to access Brightspace and engage in Zoom chat.
• A secondary device, like a cell phone or tablet, equipped with a webcam and microphone (either built-in or external).
• The Zoom application installed on your devices.
• A reliable high-speed Internet connection.
• A quiet environment free from people or distractions.