Proctor Responsibilities

The most important obligation our proctors have is to maintain and safeguard DWRL equipment and facilities. We have costly insurance that requires due diligence on our part, and proctors are absolutely essential to keeping equipment safe. You will need to memorize the door alarm code and use it to keep DWRL facilities secure at all times.
Fill out the DWRL Security and Scheduling sheet.
- Because of security requirements, you’ll need to choose (and remember) your PIC (personal identification code), which the UTPD uses to confirm your access to the DWRL. If you ever accidentally set off a door alarm, you must call UTPD (471-4441) and give them your PIC to let them know the Labs are secure.
- Your UT ID card will be coded as a door key to DWRL facilities using the ID number you provide on the DWRL Security and Scheduling sheet. If you replace your ID, you’ll need to contact the Systems Analyst at support@support.cwrl.utexas.edu to get your new ID re-coded to our doors.
Cleaning is an important part of maintaining the DWRL facilities. As a proctor, you are responsible for making sure classrooms are kept neat and clean. This includes regular whiteboard wipe-downs, dusting tables and machines, getting classroom supplies from the FAC 8 office when needed, and picking up trash. Report larger problems (spills, burnt-out light bulbs, etc.) to the OTRS system at support@support.cwrl.utexas.edu.

It is very important to be available for instructor questions and to neaten classrooms in between classes.
When problems arise, instructors should ask proctors for help. Familiarize yourself with the lab equipment and proctoring guidelines on the
DWRL web site in order to answer their questions.
Proctors should ask other proctors and ADs when they have questions. If that doesn’t work for a technical issue, ask the system’s administrator. If ADs cannot answer an administrative question, ask the Program Coordinator.
If you have persistent problems regarding your working environment or other instructors/staffers you are encouraged to speak with the ADs. Their job descriptions include helping you be effective proctors and lab-classroom instructors. You may also speak with the Program Coordinator at any time.
Use the OTRS support ticket system (support@support.cwrl.utexas.edu) to report any problems, technical issues, or maintenance issues you encounter during your proctor shift, or even thoughts for improvement.

Complete assigned tasks and collegial duties—this includes being on time, keeping responsibilities prioritized (i.e., no office hours during shifts), cleaning, maintaining equipment by alerting the system’s administrator to concerns or problems, keeping equipment safe from students with food and drink, keeping students from abusing printing privileges, staying alert to comings and goings.
Be early. When you are thoughtless by being late, you negatively affect your fellow proctors.
Key codes to door alarms and computer logins—never give out passwords or key codes to non-DWRL staffers.
Learn the DWRL's web sites and email lists—they are essential sources of information and means of communication.

Scheduling is very complex: please be cooperative!
You will need to provide scheduling conflicts for the Program Coordinator to take into account as she creates the proctoring schedule.
Restrict your scheduling conflicts to ongoing, required responsibilities and commitments that affect your availability for staffing. Do not list personal appointments, office hours, or dissertation writing as conflicts. Do not list one-time conflicts that occur after the first two weeks of class.
If we schedule you on a day that you’d rather not come to campus, please remember that being a DWRL staffer is a job and a responsibility. While we will do everything we can to accommodate your preferences, sometimes conflicts are inevitable.
Once your shifts are assigned to you, they are your responsibility. Ask for a shift swap by e-mailing cwrl-staff@cwrl.utexas.edu (this is a list that includes all current proctors). Notify the Program Coordinator when you’ve successfully set up a shift swap.