- Student Guides
- CoMaS FAQs
- CoMaS Privacy and Security
- BigBlueButton (BBB)
- e-Proctoring Events
- e-Proctoring Instructional Videos
As Carleton University continues to provide online examinations because of the COVID-19 pandemic, we want to ensure that academic integrity of our programs continues to be upheld. Most of our course instructors have re-designed their courses and/or assessments to address academic integrity concerns.
Approximately 6% of courses have opted for an e-proctoring solution for the 2020-21 academic year. Those instructors who wanted e-proctoring were assigned one of two solutions, depending on the specifics of their course. The two software platforms, CoMaS and BigBlueButton, both of which were developed at Carleton, have been used at Carleton for many years and are not intrusive AI-powered software or supplied by external service providers, but are ones with a focus on support, transparency and flexibility.
We remain committed to continuing to provide information about these e-proctoring systems to our students. The privacy and security of any student data remains Carleton’s top concern and both platforms have undergone security and privacy reviews by Carleton’s Information Security and Privacy Offices respectively.
Any student who has concerns about using one of these systems should discuss their concerns with their course instructors, well before their exam, to see if alternative modes of assessment are available.
Should you still have questions after reading the following FAQs and discussing your concerns with your instructor, please submit an exam support request. Please include your course code and exam date when submitting your request.
Students who are in financial need and require technology to meet the minimum requirements to access e-proctoring should email covidinfo@carleton.ca from your Carleton email (cMail) account and ensure to include your student number, program and year of study. Students will be directed to the appropriate application form to request financial assistance.
Student Guides
CoMaS FAQs
- CoMaS cannot find my webcam?
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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
- What should I do if “Picture-in-Picture” mode is not supported?
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Please note Firefox does not support “Picture-in-Picture” mode. Please copy the link and use it in alternate browser like Chrome, Opera, Safari, or Edge. Another option is to launch the webcam page manually via the local file: desktop/comas/course_name/Exam/tools/webcam and ensure it is always visible during your exam and not obscured by any other windows or files.
- What should I do upon receiving a “Low Drive Space” notification while running CoMaS?
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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.
- What is minimum memory / storage space required to run CoMaS?
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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.
- What if I need to take a break during my exam? (CoMaS)
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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.
- Is a webcam mandatory?
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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.
- My relatives/housemate entered my room while I was writing my exam.
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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.
- Is there an ideal location to take the exam? What if I have a roommate?
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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.
- I do not have Internet. Can I use my cell phone as a hotspot?
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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.
- What if I have privacy concerns regarding sharing my webcam or screen?
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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.
- How do I use my computer for both writing the exam and e-Proctoring with CoMaS?
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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.
- Who can I contact if there is a problem setting up CoMaS?
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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.
- I have lost my Internet connection during my exam. Do I need to run CoMaS again when my connection recovers?
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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.
- What if CoMaS crashes or stops working during the e-Proctoring session?
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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.
- Can I see the screenshots and webcam shots and other information gathered?
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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.
- How is my information transferred and stored?
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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.
CoMaS Privacy and Security
- What information does CoMaS gather?
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CoMaS only monitors activity after you run the application and it is successfully logged in. While monitoring, CoMaS does these tasks:
- 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.
- 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)
- It will record if a network connection is lost.
- 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.
- 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).
- It does not record any information from your browser history, cache, or cookies.
- It does not look at network traffic and does not probe devices with which you communicate.
- 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.
- Who is liable for the misuse, leakage or theft of student information?
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The university is the entity responsible/liable given that there are no third party service providers or processors involved in the process.
- Is there a strong cryptographic hash available with the application download to verify its integrity?
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Yes, it is available as of release 0.7.5.
- Has CoMaS undergone an Independent Security Assessment?
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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.
- What is the method of encrypting the data? How is it ensured that the data is encrypted at all times including in transit and at rest?
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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.
- What specific files and folders does CoMaS have access to?
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CoMaS monitors file activity in two forms:
- All open files are detected. No access to those files is attempted. Open files of certain types are logged.
- 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.
- What are the types of network activity that are logged by CoMaS?
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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.
- How is it ensured that all data is permanently deleted, including in backups?
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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.
- How long is student data being stored?
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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).
- Where is student information being stored?
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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.
- What safeguards are in place to mitigate unauthorized access to this data?
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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.
- Who are the specific organizations, groups, or individuals who have access to the data?
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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.
BigBlueButton (BBB)
- May I use virtual background or blur for the video?
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The use of virtual background or background blur is prohibited for e-Proctoring. Please select ‘x’ (None) for “Virtual background settings”:
- Can I wear headphones during the exam?
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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.
- I have completed the exam and submitted my answers. What should I do now?
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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.
- I’ve lost my Internet connection during the exam and no longer have access to BBB.
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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.
- What if I need to take a break during my exam? (BBB)
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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.
- I have dropped off the BBB room during the e-Proctoring session.
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Refresh the page or click on the BBB activity link to join again.
- My parent/housemate entered my room while I was writing my exam.
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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.
- Is there an ideal location to take the exam? What if I have a roommate? (BBB)
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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 BigBlueButton. If you have a roommate who is taking the same exam, please find a different location to write yours.
- May I use scrap paper?
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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.
- I lost my student ID or don’t have one. Will I still be able to participate?
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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).
- I will be taking my exam from a country where access to BigBlueButton may be blocked by a firewall. What should I do?
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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.
- I don’t have internet and must use my cell phone as a hotspot.
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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.
- My echo test has failed/webcam is not working.
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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.
- What if I have privacy concerns regarding sharing my image through the webcam?
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Ask your course instructor about the alternative modes of assessment that are available.
- I do not meet the technical requirement for e-Proctoring, what should I do?
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Please inform the instructor about the current situation while copying onlineexams@carleton.ca. In addition, students who are in financial need and require technology to meet the minimum requirements to access e-Proctoring may be eligible for the University bursary program. Kindly send an email to covidinfo@carleton.ca from your Carleton email (cMail) account to explore this option. Please ensure to include your student number, program and year of study. You will be directed to the appropriate application form to request financial assistance.
- How do I use my computer for both Brightspace and e-Proctoring?
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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.
- What do I need to participate in the e-Proctoring session?
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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.
e-Proctoring Events
There are no upcoming events scheduled at this time.
e-Proctoring Instructional Videos
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