Revision# 1.0
Prepared By: sub committee appointed by Quality Assuarance Committee
Date Prepared: January, 2016

Effective Date: August 2019
Revised By: Sub committee appointed by IQAC
Date Revised: March 2019

Approved By: IQAC/ FB
Date Approved: 437th FB August 2019

All examination activities (where relevant) must be conducted so as to ensure confidentiality.

Procedures for Examinations

1. Senate of the University
2. Faculty Board
3. Dean of the Faculty
4. Heads of Departments
5. Academic Staff members
6. AR/ SAR/ DR Science
7. AR/ SAR/ DR Examination
8. Students

Activity 1: Preparation for conducting examinations

1.1 AR/ SAR/ DR prepares Academic Calendar with examination period under the supervision of Dean before commencement of the academic year to obtain Faculty Board approval.

1.2 AR/ SAR/ DR prepares the draft examinations time table by mid of the semester.

1.3 Dean sends to Department Heads for feedback.

1.4 Dean finalizes the examinations time table.

1.5 AR/ SAR/ DR circulates the examinations time table among the members of the faculty and AR/ SAR/ DR Examinations

1.6 Dean with the approval of the faculty board set the dead line for marking.

1.7 AR/ SAR/ DR prepares the lists of Supervisors and Invigilators upon consultation with academic staff for approval by the Dean.

1.8 The Dean circulates guidelines among the supervisors and instructs invigilators of their responsibilities at a special meeting.

Activity 2: Preparation of examination papers

2.1 Head of the Department shall compile the list of examiners, coordinators and moderators in consultation with the academic staff members, preferably at a Departmental Meeting.

2.2 Head of the department shall forward the examiners list to the AR/ SAR/ DR to be tabled at the faculty board meeting for approval.

2.3 The Head of Department shall inform the academic staff members the deadline for the submission of questions and the model answers to the coordinator (or to Head).

2.4 Academic staff members shall formulate questions according to guideline and prepare model answers and submit to the coordinator on or before the deadline.

2.5 Coordinator shall compile the question paper and model answers and hand over to the head on or before the deadline.

2.6 Head of the department shall send the question paper together with model answers to the moderator together with lesson plan and exam moderation form.

2.7 Head of the department gets the moderated question paper together with comments/ suggestions and handover the question paper to the coordinator for final editing.

2.8 Coordinator shall discuss the moderator’s comments with the relevant academic staff members and shall incorporate the changes agreed upon.

2.9 Coordinator shall prepare the final version of the question paper and hand over the question paper with other relevant instructions/ details to the head.

2.10 Head of the department shall send the question paper and other relevant instructions/ details to the AR/ SAR/ DR of the Examinations Branch of the University.

Activity 3: Printing of examination papers

3.1 AR/ SAR/ DR of examinations shall make the required number of copies of the question paper packet (with other instructions if any), seal and label the paper packet.

3.2 AR/ SAR/ DR of examinations shall hand over the sealed paper packet together with the relevant instructions to the designated supervisor on the day of the examination.

Activity 4: Conducting examinations

4.1 Supervisor of the examination shall conduct the examinations according to the rules and regulations of the Faculty/ University.

4.2 Supervisor shall hand over the answer scripts and other relevant documents in a sealed packet to the AR/ SAR/ DR Examinations.

Activity 5: Marking answer scripts

5.1 AR/ SAR/ DR Examinations shall send the sealed packet of answer scripts to the relevant Head of Department.

5.2 Head of the department shall hand over the sealed packet of answer scripts to the coordinator or relevant academic staff member/s for marking.

5.3 Academic staff members shall mark the answer scripts and submit the marks and marked answer scripts to the Head of the department or to the coordinator.

5.4 Head of the department or the coordinator shall hand over the marked answer scripts to the second examiner for marking.

5.5 Second examiner shall mark the answer scripts and submit marks to the coordinator or Head of department on or before the deadline.

5.6 Head of Department, coordinator and relevant examiners shall meet and make changes/ adjustments (if any) and prepare the list of marks to be sent to AR/ SAR/ DR Examinations.

Activity 6: Release of results

6.1 The Head calls for a pre-board meeting to finalize the provisional results.

6.2 Coordinator shall upload the marks to the SIS.

6.3 Head of the department releases provisional results allowing adequate time for students to apply for re-checking.

6.4 The Head of the Department send hard copies of the results to the AR/ SAR/ DR Examination incorporating changes if any, on/ or before the deadline

6.5 AR/ SAR/ DR examinations inform Dean, Heads of departments and academic staff members, and the date of the Results Board Meeting.

6.6 Dean, Head of department, coordinators, academic staff members AR/ SAR/ DR Examination shall attend the Results Board meeting to finalize the results.

6.7 AR/ SAR/ DR Examination shall release results of examinations and submit results for approval by the Senate of the University.

Note:

In the rare occasion where changes to the released marks are needed, this can be accommodated by the coordinator submitting the relevant form with the justification through Head of Department / Dean of the Faculty to the Vice Chancellor.