Why this exists

When a remote-proctored exam involves a student who tests in a separate room as a disability accommodation, connecting both rooms to the same Zoom session can inadvertently expose that student's identity and accommodation status to peers in the main room (via classroom monitors or the participant list). This procedure prevents that exposure while keeping remote proctoring practical.

When it applies

Multi-campus or remote-proctored exams where (a) the instructor or proctor is not in the room at CMU-SV, and (b) one or more students with accommodations are testing in a separate room from the main exam.

What the instructor does

  1. Set up a second Zoom session for the accommodation room. The instructor creates the session and shares the meeting link with AV at av@sv.cmu.edu at least 4 business days before the exam. The notification should include: course, exam date and time, main exam room, accommodation room(s), and the names of the proctors who will join Zoom.

    If the instructor is unable to create the second session, AV will create it and share the meeting link with the instructor—the same 4-business-day notice still applies.

  2. During the exam, join both Zoom sessions simultaneously from the proctor's device (Zoom supports this).

Setting up the second Zoom session:

  • Create it in your CMU Zoom account: sign in at cmu.zoom.us and schedule it there (not in a personal or departmental Zoom account).
  • Schedule it for the full exam window and ensure no other meeting on your account overlaps it.
  • Use these settings:
    • Registration not required
    • Disable “Require authentication to join”
    • Passcode with numbers only
    • Under Options, enable “Allow participants to join anytime”
  • Add sv-zoom-1@andrew.cmu.edu as an Alternative Host so AV can start and manage the session.
  • Before exam day, confirm the Zoom setting “Join different meetings simultaneously on desktop” is turned on in your Zoom web settings (Settings → In Meeting, Basic). CMU does not lock it, but it may be off on your account; without it you cannot proctor both rooms from one device.
  • Send the link to av@sv.cmu.edu with the details above. If any of this is unfamiliar, ask AV to create the session for you (4 business days’ notice still applies).

What AV does

  1. Maintains and distributes this procedure document. AV shares the procedure with instructors scheduling remote exams so they are aware of (a) the instructor's responsibility to implement approved disability accommodations during their exam, and (b) what to do and how to do it—i.e., set up the second Zoom session (or request AV's help with at least 4 business days' notice).
  2. Configures the accommodation room hardware to join only session #2—keeping the two sessions isolated, with no cross-feed to the main exam room.
  3. Sets up and tests the configuration before the exam start time.

If AV does not receive advance notice

AV requires at least 4 business days' notice to properly connect rooms for exams. If unforeseen circumstances prevent a 4-day notice, please contact AV Services and the Office of Disability Resources (ODR) immediately at vhuston@andrew.cmu.edu or steven.rosenberg@west.cmu.edu. Please note: If a room connection is required last-minute, AV can implement a standard Zoom session. However, this quick configuration risks making the accommodated student visible to peers in the main room, so please be aware that AV will notify Disability Resources of all late setup requests.

Questions/contacts

 

Version 3.1
Reviewed and approved by the CMU Office of Disability Resources, July 9, 2026 (v3); setup instructions added September 14, 2026
Maintained by CMU-SV AV Services (av@sv.cmu.edu)