EXAM CELL

EXAM CELL OBJECTIVES

• To carry out internal examinations efficiently.
• Schedule the regular and improvement Exams.
• Publish Results on time.
• Provide a proper mechanism to handle the internal grievances.
• Record maintenance.

EXAM CELL EXECUTION

For the smooth functioning of Exam cell all the works are managed and monitored using ICT. College Examination Coordinator manages a Google class room under the mail id iae@santhigiricollege.com and posts various documents and assignments to DECs. The Principal, Academic coordinators and Department Examination coordinators can access this Google classroom. Templates of various Documents are uploaded in Google ClassRoom that is managed by CEC. Department Examination Coordinators use their own examination cell mail id for accessing this Google class room and collect the documents from various faculties.

EXAM CELL EXECUTION

INTERNAL EXAMINATION PROCEDURE

Step 1: During the commencement of each semester CEC in consolation with Principal and HODs prepares a schedule for the Examination for the various courses.

Step 2: Department Examination Coordinator (DEC) publish this examination schedule (time table) of each class in the Department 12 days prior to the commencement of the examination and tutors will publish this schedule in each class notice board.

Step 3: CEC creates an assignment for the Question Paper uploading at least 10 days before the examination and DEC collects question paper from the subject teachers through exam cell mail and uploads in CECs Class Room at least 7 days before the examination. All the question papers of a class should be uploaded as a single PDF File. Along with this the time table also should be uploaded. NB- Question paper and time table templates are available in CEC’s Class room.

Step 4: The CEC will take the printout of question papers and keep these question papers in the principal’s office.

Step 5: The CEC will publish the Seating Arrangements and faulty requirement (for invigilation) to the principal and HOD’s 3 days prior to the examination and the same should be forwarded to the DEC.

Step 6: HOD’s will prepare the invigilation duty at least 2 days before the commencement of the examination and the same will be forwarded to the CEC and published in the department notice board.

Step 7: The DEC collects the Question Papers from the principal’s office every morning of the examination and distributes the question papers to various exam Halls.

Step 8: Department Exam coordinator should maintain a register to record the examination duties and for the distribution answer scripts.

Step 9: After the examination the invigilators should handover the written answer scripts and unused answer scripts to Department Exam Cell Members.

DOCUMENTS TO BE KEPT BY THE DEPARTMENT

• Internal Examination Register

These are the list of documents that should be kept by the DEC in the Department Internal Examination Register

1. Time Table
2. Exam Duty Log
3. Answer Sheet dispatch Log
4. Internal Summary Sheet
• Form A2 and B2.
• Improvement Examination Documents.

EXAM TIME MANAGEMENT

1. All the invigilators should enter in the exam hall 10 minutes before the commencement of the examination and students should enter the exam hall 5 minutes before the commencement of examination.
2. All the internal examinations will start at 10:45.The maximum time allotted for the internal examination is 2 Hrs and students can leave from the exam hall only after 12:15.
3. All the model/ Improvement examination will start at 9:30. The maximum time allotted for this examination is 3 Hrs and students can leave from the exam hall only after 11:45.

INTERNAL EXAMINATION INVIGILATION DUTY

1. If any class is having an internal examination, each subject teacher will be assigned with one examination duty (2 Hrs) for the respective classes.
2. HOD’s should publish the duty list at least 3 days prior to examination in order to avoid clashes.

MALPRACTICES IN INTERNAL EXAMINATIONS

If any student is found with any malpractice that will be immediately reported to the Principal and that day’s exam will be canceled. They will be permitted to write remaining exams only after bringing their parents to the college, pay a fine of Rs.500 and should write an apology letter to the principal. Fine receipts and apology letters are kept by CEC for the documentation purposes.

PUBLICATION OF RESULTS INTERNAL EXAM

Step 1: The subject Teachers should collect the written answer scripts from the Department Exam Cell Members and it should be recorded in the answer sheet dispatch log.

Step 2: The subject Teachers should verify and distribute the answer scripts to students on or before 10th day, after the completion of internal exams.

Step 3:The Subject Teachers should forward the internal mark along with the attendance status to the tutors [For Calculating the attendance consider the attendance up to the last working day before the commencement of examination]

Step 4: The tutors should forward the softcopy and the hard copy of the internal exam mark sheet in the prescribed format to the principal and the DEC on or before 11th day, after the completion of internal exams.

Step 5: The CEC will create the assignment for the internal mark uploading and DEC should upload the class mark sheet and the internal summary sheet through Google class room on or before 12th day, after the completion of internal exams.

IMPROVEMENT EXAMINATION PROCEDURE

1. Interested students can improve their subject internals by attending improvement examination.
2. Subject Teachers should publish intermediate internals [Form A2] of their subjects 5 days before the commencement of Improvement Examination.
3. DEC’s shall prepare Improvement Examination Time tables in consultation with the HOD and Tutors.
4. The fee for improvement examination is Rs 25/- for each Subject and students should pay that amount in the office.
5. Students can collect the internal improvement request form the tutors or from the college reprographic center.
6. The internal request form should be duly signed by the subject teachers, Office staff and the tutor.
7. Students should return the filled internal improvement application form along with the fee receipt to the tutor.
8. Tutors shall prepare an attendance sheet of students those who are applying for the improvement examination and shall handover the attendance sheet, internal improvement application form, fee receipts to DEC.
9. The Question paper pattern of Improvement examination is similar to university question pattern and it’s a 3 Hr examination.
10. DEC’s shall collect the Improvement Examination Question Paper from the Subject teachers at least 3 days before the commencement of improvement Examination and forward the question papers to CEC.
11. The CEC will take the adequate printouts and handover the copies to the DECs

SUBJECT REMEDIAL CLASSES

1. Students who scored less than 60% Marks in the subject internal exams (IAE1+ IAE2/Model) in the mark scheme and scoring a grade point less than 2 for the subjects in the grade scheme should be required to attend those subjects’ remedial classes.
2. Subject teachers shall publish the list of students for remedial at least 5 days before the commencement of remedial.
3. Tutors shall publish the time table for remedial 3 days before the commencement of remedial in consultation with HOD and Subject Teachers.
4. The attendance of remedials should be recorded in the Log Book.

PUBLICATION OF FINAL INTERNALS

1. Class tutors should publish consolidated subject final internals [Form B2] at least 2 days before the commencement of the university examination and display the internal hard copy in the department notice board after obtaining signatures from the subject teachers, HOD and Principal.
2. The hard copy of consolidated semester internals should be prepared by the Class Tutors in the same subject order specified in the university website and should submit it to the principal.
3. Tutors should enter the consolidated internals [after the principal confirmation of internal Marks] in the university website and should forward the internals to the principal through the university website.
4. The Principal along with CEC will verify the internal forwarded by the tutors and submit those internals to the university
5. Class tutors should forward the softcopy of Form A1 and B2 to the DEC and DEC should upload this document to the Class Room of CEC. The hardcopy of the consolidated internals should be duly signed by the Principal, HOD and class tutor.
6. The Hard Copies of the Form A1 and B2 should be kept by the CEC and DEC for the documentation purposes.

INSTRUCTIONS TO CANDIDATES-INTERNAL EXAMINATION

1. All the candidates should enter in the exam hall at least 5 minutes before the commencement of examination.
2. The Invigilator can excuse a delay of 30 minutes and admit the candidates in the exam hall those who are having any satisfactory reason.
3. Candidates are not permitted to carry books/notes/papers to the exam hall.
4. Candidates should not write anything on the question paper except the name and roll number.
5. Candidates are not permitted to speak or communicate in any manner to fellow candidates.
6. Exchange of writing material, mathematical instruments etc. is strictly prohibited.
7. Candidates are not allowed to carry any additional answer booklets from the exam hall after the examination. If any Rough work is there it should do in the exam sheet itself and the rough sheet should be attached to the main answer book.
8. Candidates will not be permitted to leave the examination hall until one and a half hour in the case of internal examination and in model or improvement examination students can leave only after 2 hrs and 15 minutes.
9. If the candidate wants anything, they can request to the invigilator.
10. Every candidate must sign the attendance sheet against his/her name.
11. A candidate who disobeys the instructions issued by the invigilators or is found to adopt unfair means is liable to be instantly expelled from the exam hall and should be reported to the Principal and CEC for further action.

INSTRUCTIONS TO INVIGILATORS-INTERNAL EXAMINATION

• All the invigilators should report to the examination hall 10 minutes before the commencement of the exam.
• The Invigilator can excuse a delay of 30 minutes and admit the candidates in the exam hall who are having any satisfactory reason.
• Invigilators should not carry any reading material / mobile phones during supervision.
• They should not allow the students to leave the hall for the first one and half hour in the case of internal examination and in model or improvement examination students can leave only after 2 hrs and 15 minutes.
• They have to collect the answer sheets immediately after the exam and handover the same to the Department Exam Coordinator
• If a student is found adopting unfair means, the answer sheet of the concerned student should be collected and the matter should be immediately reported to the Principal and CEC for further action.

INSTRUCTIONS TO DEC

1. DEC should manage the exam cell mail and coordinate all the exam related activities of the department.
2. DEC should upload the various documents to the CECs ClassRoom.
3. DEC should collect various Exam related documents like Question papers, Mark lists from the subject faculties/Class tutors and should forward the documents to CEC.
4. DEC Should document various exam related documents as hardcopy in the examination file and soft copies should upload to the CECs classRoom.
5. The DEC should Collect the Question Papers from the principal’s office every day morning of the examination
6. DEC should arrange an adequate number of answer booklets, threads, attendance sheets etc. in the trays/cover.
7. DEC should forward the Examination schedule, Class room allotment to the department.
8. DEC should ensure that the Invigilators and question papers reach the classes 10 minutes before the commencement of exam/test.
9. If a student is found adopting unfair means, the matter needs to be reported to the Chief examination controller and forwarded to the Principal for further action.

MODE OF EXECUTION IN ONLINE EXAMINATION ACADEMIC YEAR 2020 – 2021.

In the academic year 2020-2021 through google class room we are conducting the examination. A Class room is created by the class tutor for the academic and examination purposes, all the faculties and students of that class are the members of that class room.

Questions will be forwarded to class WhatApp group / Class room at the starting of the examination and the teachers should create Assignment in classroom for Answer sheet uploading.

Maximum time for the examination and the answer sheet uploading is 2 hrs for internal exams and 3 hrs for model and improvement examinations. Due to bad weather or network issues if any students failed to upload within the allotted time, students can take a maximum of 15 minutes more for uploading

If students fail to upload within 15 minutes 10% of the mark should be deducted from the marks obtained. Beyond 30 minutes after the exams [i.e after 2 hours and 30 Minutes for internal and 3 hours and 30 Minutes for model and improvement] file submissions are not allowed.

Students who are facing any uploading issue through google classroom in this allotted time, can contact the subject teacher and can choose alternative options like email/ Whatsapp.

Students should write the answers in the same sized paper and write their name and roll number on the first page. Margins and page numbers are mandatory in all pages. After the exams students should upload the scanned copy of the answer sheet as a single file in the google classroom.

Faculties should complete verification of answer sheets within 15 days after the completion of their examination and should publish the marks to students through classroom.