EXAMINATION OF STUDENTS FOR SUBJECTS THAT HAVE … · 2020. 3. 19. · The examination of students...

„GRIGORE T. POPA” UNIVERSITY OF MEDICINE AND PHARMACY OF IAȘI

OPERATING PROCEDURE EXAMINATION OF STUDENTS FOR SUBJECTS

THAT HAVE MULTIPLE-CHOICE EXAMS

CODE: PL-81

Edition : 2

Revision : 1

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WARNING: The use, full or partial reproduction of this documentation without the written consent of

„GRIGORE T. POPA” University of Medicine and Pharmacy of IASI represents a violation of copyright

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EXAMINATION OF STUDENTS FOR

SUBJECTS THAT HAVE

MULTIPLE-CHOICE EXAMS

CODE: PL-81




CODE: PL-81

Edition : 2

Revision : 1

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INDICATORUL EDIŢIILOR ŞI REVIZIILOR

Edition:

Revision:

Submission date:

Chapter/ Subchapter and revised

page no.

Type of revision:

Modified Added Removed

Ed.1 Rev1/19.05.2015 Cap.1./p.6 X

Ch.2./p.6 X

Ch.3./p.6 X X X

Ch.5./p.7-13 X X X

Ch.6./p.13 X

Ed.1 Rev2/07.12.2015 Ch.3./p.6 X X

Ch.5.1./p.7 X

Ch.5.2./p.7-8 X

Ch.5.3./p.8-9 X X X

Ch.5.4./p.9-10 X X X

Ch.5.5./p.11-12 X X X

Ch.7./p.14 X

Ed2.Rev0/27.09.2016 Ch.3./p.6 X

Ch.5.1.b/p.7 X

Ch.5.4./p.9 X

Ed2.Rev1/ Ch.2./p.6 X

Ch.3./p.6 X

Ch.5.1./p.7 X X X

Ch.5.3.1./p.8 X X X

Ch.5.3.2./p.8 X X

Ch.5.5./p.12 X X X

Ch.5.6./p.13 X X X




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TABLE OF CONTENTS

Chapter Name

0

TABLE OF CONTENTS

1

Objective

2

Field of application

3

Reference documents

4

Definitions and abbreviations

5

Procedure description

6

Responsibilities

7

Records and annexes




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1. OBJECTIVE

The procedure describes how students are examined in the 1st-5

th year. The examination of

students with multiple choice exams ensures equality regarding examination and achieves the

examination of all students who have covered the theoretical and practical aspects of a subject,

immediately after the end of said semester or study year.

2. FIELD OFAPPLICATION

The procedure is applied to subjects within all the faculties which use this examination

system at the proposal of the Council Office of each Faculty and approved in a vote by the

Teachers’ Council of each Faculty, as well as in the Senate of the “Grigore T. Popa”

University of Medicine and Pharmacy of Iasi.

3. REFERENCE DOCUMENTS

SR EN ISO 9000: 2015 - Quality management systems. Fundamental principles and

vocabulary.

SR EN ISO 9001: 2015 - Quality management systems. Requirements.

SR EN ISO 9004: 2010 - Quality management systems. Guidelines for performance

improvement.

Order of the Minister of Public Finance 400/2015 – including standards for

internal/managerial control for public authorities, with all subsequent updates

Law of National Education no.1 /2011, with all subsequent updates

Law on the Status of the teaching staff no.128/1997, with all subsequent changes and

additions.

Emergency ordinance no.75/2005 on ensuring education quality, with all subsequent changes

and updates.

Law no. 288/2004 on organizing university studies

Order of the Minister of Education no.3235/10.02.2005 on organizing the cycle of

undergraduate studies

Order of the Minister of Education no.3928/21.04.2005 on ensuring the quality of educational

services in higher education institutions

"Grigore T. Popa" University of Medicine and Pharmacy of Iaşi Charter

Regulation of undergraduate studies

4. DEFINITIONS AND ABBREVIATIONS

QMS – quality management system

OP – operating procedure

R – Rector

VR – Vice-rector




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5. PROCEDURE DESCRIPTION

5.1. Requirements to sit the exam

a. Attendance at courses and practical work tasks/internships

The requirements for students to sit the exam are established in compliance to the Regulation

of undergraduate studies in force. The student’s attendance at the teaching activity (courses

and practical classes/internships/seminars) is recorded weekly by the teaching staff on the

platform e-learning and can be accessed by each student individually. The platform e-learning

also records when the student is not attending the course, but this does not influence whether

the student can sit neither the exam nor their final grade. The attendance for practical

classes/internships/seminars is mandatory; exceeding the number of admitted uncompensated

absences leads to the impossibility of sitting the exam.

b. Compensating absences

At the beginning of each study year or semester (for the subjects held during that semester),

each subject will announce the method of compensating absences at practical

classes/internships/seminars.

If students have absences at internships/practical classes/seminars, they can compensate up to

30% of the total number of internships/practical classes/seminars until the beginning of the

exam session at latest. Skipped classes can be compensated only based on a certificate issued

following the approval of the Dean/Vice-dean of the Faculty and under the guidance of the

head teacher of the group to which the student belongs, or of another teacher, with the consent

of the course holder or the group assistant. The skipped classes cannot be compensated during

the exam session or holidays. Absences exceeding the limit of 30% of the teaching activity

leads to the impossibility of sitting the exam until those have been compensated. Students who

exceed the limit of 30% absences at practical classes/internships/seminars will have to

compensate for the skipped classes: (1) in the following semester of the same study year

(granted the class is held in the following semester), with other study groups, only with the

approval of the head teacher of the group with whom the student retakes the class, or (2) in the

following study year, under the conditions of retaking the credited class with a fee. If the

absences are justified by medical reasons, emergencies or any other reasons considered

legitimate, compensating the classes shall be done without fees under the approval of the

teaching activity coordinator and of the Dean.

c. Mandatory attendance at the tests meant to check the notions taught during the

semester

The student is obliged to participate at colloquiums/tests meant to check the notions taught

during the semester, which will be granted a grade that counts for the final grade of the

semester/year.




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5.2. Scheduling exams

The exams are scheduled to take place between 8.00 and 20.00. No examination can be held

later than 20.00, no matter the method used for examination.

During the exam sessions, as well as for modular programs, the exams are settled to take place

during the entire week, including Saturdays and Sundays.

The credited exams are scheduled to take place only during days with no current teaching

activity for the students to be examined and their examiners.

The date, time and place for exams shall be announced for each subject at least one week

before the beginning of the exam sessions for fulltime programs. The date of the exam is

settled and announced with one week before the end of the module for modular programs.

The scheduling and the place of the examinations are communicated in writing to the Dean of

the Faculty by the coordinators of the teaching activity and by the head of the year, who

reports the date of the examination for the subjects and the signature of the teacher. After its

announcement, the schedule becomes mandatory and cannot be changed without the written

approval of the Dean.

During the exam session, each subject must provide at least two options for choosing the exam

date, except for the multiple-choice exams which are settled by the Dean office. Exam dates

shall be announced for each subject, while the multiple-choice exams shall be announced on

the university’s website.

A student cannot sit more than one exam in the same day.

In exceptional cases, the student who, for objective reasons, cannot attend the examination

according to the schedule with his group may request the head teacher of the course to

reschedule the examination with another group, in the same exam session.

5.3. Registration for exams

Registering for exams (semester/year/credited exam) is conditioned by the attendance at

internships/practical classes/seminars and at the tests meant to check the notions taught during

the semester of the year.

5.3.1. For the exams held during the exam sessions, the list of students who do not fulfill the

examination conditions, stipulated at 5.1., will be sent by the coordinator of teaching activity

to the Dean of the Faculty two days prior to the exam in order to verify the payment of the

study fees. The Secretariat will send the list of students unable to sit the exam due to not

paying the study fee or due to failure to fulfill the conditions of sitting the examination to the

Communications Centre of the “Grigore T. Popa” University of Medicine and Pharmacy of

Iaşi, with a view to the student’s distribution in amphitheaters.

5.3.2. Registration for exams is different for those who sit a credited exam. Registration is

done at the subject secretary, with a certificate issued by the Dean of the Faculty regarding

the payment of the credited examination fee. The coordinator of the teaching activity will

verify that the students registered for the credited examination fulfill the conditions of sitting

the exam (attending the practical activities and getting at least the minimum grade of 5 during

the year), in accordance with the Regulation of undergraduate studies in force. The teaching




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activity coordinator will send the list of students registered for the credited exam, if the list

has more than 10 students, to the Communications Centre of the “Grigore T. Popa”

University of Medicine and Pharmacy of Iaşi, with a view to their distribution in the

examination room, and will announce the Chief Administrator of the Faculty, for the purpose

of allocating the examination rooms. If the number of registered students is lower than 10, the

credited exam shall take place in the office of the respective subject.

The final forms of examination are: written exam/oral exam, practical exam and the grade

granted for in-class assessment during the year. The grades obtained in each of the

examination forms must be at least 5 (without rounding) in order to pass the exam. Passing the

exam is subject to obtaining a minimum grade of 5.

The distribution of students in examination rooms shall be announced on the website of

„Grigore T. Popa” University of Medicine and Pharmacy of Iasi 24 hours prior to sitting the

multiple-choice exam.

5.4. The examination.

a. Year assessment

The assessment during the year is quantified by the weighted average between attendance

(10%), student behavior (10%), interactivity (15%) and knowledge evaluation (65%). In order

to sit the practical exam, the student must obtain the minimum grade of 5 (five) during the

year.

b. Practical examination

The practical examination is scheduled by mutual agreement between the students and the

teaching staff holding the course or practical activity. The exam scheduling is done for each

group. No individual programming is allowed. The practical exam shall take place in the last

week of the semester or during the exam session (in agreement with the students). During one

examination day, only a number of groups that do not negatively influence the quality of the

evaluation act can be scheduled, depending on the capacity of the room and the number of

teachers. The course holders, together with the coordinator of teaching activity, in agreement

with the students, are obliged to establish the maximum number of groups that can be

examined in one day.

The student can sit the practical exam for only one subject in one day.

The practical examinations are carried out under the guidance of a commission made up of

two to three teachers, the head teacher of the course being part of the committee. The teachers

who carried out the practical classes/clinical internships/ seminars are obliged to participate in

the exams. The examination commission is established by the coordinator of teaching activity.

Regardless of the form of assessment used, the examination of all students in a subject must be

uniform. An evaluation scale for the practical test is displayed at the office of each subject.

The responsibility of ensuring the uniformity of the examination, the draft and the display of

the scale rests with the coordinator of teaching activity.




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For oral exams, the student is given some time to think as well as time to respond, depending

on the established exam methodology.

Practical exams that involve examining a patient shall be conducted in the presence of the

teacher. The practical presentation of the clinical case shall follow the appropriate procedure.

Committee members may ask questions to clarify the student's knowledge.

After completing the practical exam, the course holders shall display the score/grade obtained

within maximum 24 hours after the exam, on the e-learning platform and at the subject office.

The exams shall be conducted in Romanian, English or French respectively in the case of

series taught in these languages.

For modular subjects, the examination is held in the presence of a commission to ensure

the uniformity and impartiality of the examination. The commission will consist of teachers

from each module. To pass the practical exam, the student must obtain the minimum grade

of 5.

c. Multiple-choice exam

The subjects who hold multiple-choice examinations, the number of items corresponding to

each test/subject, as well as the subjects whose form of examination is colloquium, are found

in:

Annex 1 – for the Faculty of Medicine

Annex 2 – for the Faculty of Dental Medicine

Annex 3 – for the Faculty of Pharmacy

The subjects which hold multiple-choice examinations/colloquiums and the number of items

corresponding to each test/subject for each Faculty are updated at the beginning of the

academic year, depending on the changes in the curricula, if any.

Students are obliged to attend the examination at the time and place established according to

the schedule displayed on the university’s website and at the subject office, wearing a decent

outfit corresponding to the student status of the “Grigore T. Popa” University of Medicine and

Pharmacy of Iasi. If the students do not meet these conditions, they will not be admitted to the

exam and will be declared absent.

For the written multiple-choice exams, the students are assigned in the examination room

according to the decision of the teachers who supervise the examination. Failure to follow the

decisions of the supervising teachers leads to the removal of the student from the examination

room and the failure to pass the exam.

Students will come to the examination with their student IDs up to date stamped by the

Secretariat of the Faculty (or with a temporary certificate from the Dean) and their identity

card (or passport). Upon entering the examination room, students are identified by the

supervisors with these documents. If the student does not meet these conditions, they will not

be accepted in the examination room and is declared absent.

The substitution of a person for the exam represents fraud and is punished by the expulsion of

both the student who was substituted and the student who substituted. The supervising

teachers and the coordinator of the teaching activity are obliged to report these situations to




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the Dean within 24 hours, in order to punish those guilty. If such an incident is not reported

and the substitution of a person is later demonstrated, the responsible teachers shall be

proposed for disciplinary sanction.

Bags, outerwear and mobile phones are stored in the places specified by the supervising

teacher and not in the vicinity of the students. Mobile phones must be turned off upon entering

the examination room and must remain turned off for the duration of the examination, being

turned on again only after leaving the room where the examination took place.

During the exam, students have no right to hold their mobile phones or other electronic

devices that allow interpersonal communication or data consultation. During examination,

communication between students is forbidden.

Students must have all the required stationery to pass the exam. Any request or question can

only be addressed aloud and only with the permission of the teachers who supervise the exam.

After the multiple-choice exam, the coordinator of the teaching activity is obliged to send to

the IT Department the correct solution (the thesis graded with the maximum of 10) in order to

correct the theses and to display the results obtained within 24 hours after the correction.

This is in accordance with the number of questions, namely:

- 90 items – 2 hours 20 min

- 75 items – 2 hours

- 60 items – 1 hour 30 min

- 50 items – 1 hour 15 min

- 30 items – 1 hour

5.5. Calculation of the final grade

For calculating the final grade, the following percentage components A, B, C are taken into

account, as follows:

A. In-class assessment for the semester/year represents 10% of the final grade.

The assessment during the year is quantified by the weighted average between attendance

(10%), student behavior (10%), interactivity (15%) and knowledge evaluation (65%). In order

to sit the practical exam, the student must obtain a minimum grade of 5 (five) during the year.

The attendance of the students, the compensation of the practical classes and all the grades

obtained during the semester will be mentioned by each teacher of the group in the group

register, specific to each subject, as well as on the e-Learning platform.

This grade is announced to the student during the last practical class of the semester, and their

assessment can be seen throughout the semester and at the end of it on the e-Learning

platform.

Group registers, specific to each subject, are kept compulsory by the course holder for a

minimum of 3 years.




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B. Oral practical exam – represents 40% of the final grade for the fundamental or

preclinical subjects, as well as for clinical subjects

1. Fundamental or preclinical subjects

- card with 3 items with a sole topic, displayed at the subject office

- the grade represents the arithmetic mean (with one decimal place), resulting from the grades

obtained for each of the 3 items

- the grade will be announced to the student at the end of the practical exam and will be

displayed at the subject office, as well as on the e-Learning platform

2. Clinical subjects

- the grade represents the weighted average of two grades:

- the clinical case – 25% (the selection of the case is made by drawing lots)

- interpretation of a analysis/para clinical analysis report, etc. (according to a sole topic,

displayed at the subject office) – 15%

- the grade will be announced to the student at the end of the practical exam

For both the fundamental or preclinical subjects, as well as for the clinical subjects, the

practical exam is eliminatory (the minimum grade is 5) and it conditions sitting the next exam;

the examination is carried out under the guidance of a commission made up of 2-3 teachers (at

the proposal of the teaching activity coordinator), out of which the titular teacher of the series

and the head teacher of the group must be part of.

C. Written exam – represents 50% of the final grade

The multiple-choice exam will cover the whole subject included in analytical program of the

subject, according to the unique bibliography of the study discipline, displayed and announced

to the students in the first 30 days from the beginning of the semester.

The level of difficulty of the questions will be the following:

- 40% items with low degree of difficulty

- 40% items with medium degree of difficulty

- 20% items with high degree of difficulty

The number of questions must be divisible by 900.

The total score on the number of questions selected will be: item number X score for each

item = 900 points; the rest of 100 points are granted ex officio.

All students of the year will take the multiple-choice exam under the same conditions.

All grades will be public (at the subject office and on the e-Learning platform).

The coordinator of teaching activity, together with the course holders, will proceed to draft

the number of questions provided in the annex of this procedure, for the respective discipline,

making sure that they are correct and respect the displayed bibliography.

On the day of the examination, at least two hours before the exam, the coordinator of a

teacher activity or a teacher appointed by them will go to the Typography of "Grigore T.

Popa" University of Medicine and Pharmacy Iași with the questions, where 4 variants of the

exam subject shall be made and printed.




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The examination room supervisor will arrive at the Printing Office 30 minutes before the

exam to pick up the envelope containing the booklets with tests, the nominal theses and the list

of students who can sit the exam.

After the students are assigned to the examination room, the supervisory committee will

distribute the booklet with tests and the nominal theses; the student is obliged to check if the

received version of the booklet with tests corresponds to the variant of the nominal thesis. In

case of inconsistencies, the student will report this to the supervisory committee.

The examination room supervisor will write on the blackboard the start and end time of the

exam.

At the end of the exam, the students will submit the thesis and the booklet with tests to the

supervisory committee and will sign on the attendance list. After all theses have been

submitted, the head of the room fills out the paper accompanying documents (no. theses

completed, no. theses not completed, no. theses canceled, no. students absent, etc.) and shall

submit them in maximum 30 minutes at the IT department for proofreading.

After the correction, the IT department will send to the coordinator of the teaching activity/the

designated teacher the grades from the multiple-choice exam and it shall automatically submit

these notes on the e-Learning platform. The course holders are obliged to check the

correctness of this automatic submission.

After the completion of the correction, the coordinator of teaching activity or a teacher

appointed by then is obliged to take the theses from the IT department within 24 hours and

archive them to the subject according to the archival nomenclature.

To pass the exam, the final average must be at least the minimum 5.00.

Only for grades over 5.00 will the rounding be done in favor of the student. Thus, for the

grades 5.00-5.49 it will be recorded in the centralized register and in the student report card

the grade 5, for 5.50-6.00 the grade 6, etc., while 4.00-4.99 means 4.00. So only for grades

over 5.00 will it be taken into account at the rounding of the grade that in the interval .00 – .49

the rounding is done to the lower value (e.g.: 7.33 means 7.00) and for the interval .50 – .99

the rounding is done to the higher value (e.g.: 7.52 means 8.00).

The grades obtained in each of the 3 sections will be written in the activity registers of

students on the e-learning platform, corresponding to each teaching series, printed and signed

by all evaluators. One copy is submitted to the Dean and the second is kept by the course

holder.

The exam results are recorded in the report card, in maximum 3 working days from sitting the

exam/displaying the grades.

5.6. Recording the grades

The assessment of the student's knowledge is achieved by granting grades (from 1 to 10) and

qualifications (in accordance with the marking in the European Union) in accordance with the

Regulation of undergraduate studies in force at the "Grigore T. Popa" University of Medicine

and Pharmacy of Iasi.

The score for a study discipline is calculated, only if the grade is at least 5, as follows:




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No. points = grade x No. credits allocated to the subject

The final grade of the examination is registered on the e-learning platform, in the student’s

report card and in the examination register, under the signature of all the members of the

examination committee.

The completed and signed register is submitted only by the teachers designated for the subject

to the Secretariat of the Faculty at the latest in the first 2 working days after the exam session

(including on the last day of the session), after sitting a module exam or an exam with

transferable credits. The secretary of the year shall take over the documents only if they are

completed correctly and have the signature of all the teachers in the examination committee.

The coordinator of the teaching activity is directly responsible for the security of sending the

register to the Dean or for displaying the results by completing the corresponding fields in the

e-learning platform, being obliged to respect the procedure for recording the results.

6. RESPONSIBILITIES

ACTIVITIES

RESPONSIBILITIES

COURSE

HOLDER

TEACHING

ACTIVITY

COORDINATOR TEACHERS

TEACHING

AID STAFF

1. Recording attendance and grades during the semester/year X X

2. Practical exam: supervising students, conducting the exam X X

3. Practical exam: examining students X X 4. The basis of the questions for the multiple-choice exam X X

5. Supervising students during the multiple-choice exam X X 6. Submitting the correct solution (the thesis graded with the

maximum of 10) X X

7. Calculating the final grade X

8. Recording the final grade on the e-learning platform X X

9. Submitting the examination register to the Dean office X

10. Scheduling the credited exams X

7. ANNEXES AND RECORDS

No.

Crt. Record name Code Drafted: Approved:

Copies

no. Displayed:

Storage

time (years)

Storage

place

Archiving

time (years)

1

Examination register

FP07-05

E-learning

platform and

the Dean office

CO 2 2

3

10

Subject

office Dean

office

Acc. AN

2

Attendance register

- e-learning

platform

Course

holder 1 1 3

Subject

office Acc. AN

3 Practical exam subject

list -

Teaching activity

coordinator

Teaching activity

coordinator

1 1 3 Subject

office Acc. AN

4 The basis of the

questions for the multiple-choice exam

- Subject office BC 1 1 3

Subject

office Dean

Acc. AN




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office

5 Test of knowledge

during the semester - Course holder

Teaching

activity coordinator

1 1 3 Subject

office Acc. AN

6 Exam sheet - IT Department BC 1 1 1 Subject

office Acc. AN

Legend:

CO- Council Office

AN – Archival Nomenclature

Annex 1 – Subjects which hold multiple-choice examinations/colloquiums, number of items

corresponding to each test/subject for the Faculty of Medicine


corresponding to each test/subject for the Faculty of Dental Medicine


corresponding to each test/subject for the Faculty of Pharmacy

EXAMINATION OF STUDENTS FOR SUBJECTS THAT HAVE … · 2020. 3. 19. · The examination of students...

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