Examination System in Academic Empowerment...The Examination Department will prepare schedule of...
Transcript of Examination System in Academic Empowerment...The Examination Department will prepare schedule of...
Examination System
in
Academic Empowerment
at
MIT World Peace University, Pune-38
Submitted by
Controller of Examination
Examination Department,
MIT-WPU, Pune-38
June 2018
[Version-2.0]
Contents
1 Introduction 4
2 List of Electives 4
3 Pre-Registration 4
4 Registration 4
5 Conduction of Examination by Instructor 5
5.1 Examination Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
5.2 Question Paper Prepared by Instructor . . . . . . . . . . . . . . . . . . . . . 5
5.2.1 Paper manuscript Storage . . . . . . . . . . . . . . . . . . . . . . . . 5
5.3 Question Paper Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
5.4 Conduction of Examination . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6 Post-Examination work 8
6.1 Central Assessment Program (CAP) . . . . . . . . . . . . . . . . . . . . . . 8
6.2 Result Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
7 Academic Audit 10
8 Conclusion 10
A Appendix: 11
A.1 Format for Pre-Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
A.2 Format for Mark list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
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Student R
egistration
Student P
reregistration
List of E
lectives
Eligible Students
List of Students for
Examination
Question paper desired
number of copies
Question paper prepared
by In
structor
List of Subjects
No. of Students
CoE
Result C
ompilation and
Declaration
Instructor in Exam Hall
Invigilators
Answersheets collected,
sealed and handed over to
CoE
Answersheets evaluation
with
in 4 days in CAP as
scheduled by CoE
Answersheets shown to students
by In
structor at specified date
and tim
e as scheduled by CoE
Mark list (Aw
ard list)
prepared by Instructor
Unfair means cases
Date sheet and seating
arrangem
ent
Exam
Day
Questi
on Pape
r copies
Mark list submission within
a week time after Exam date
Start
End
Faculty Center Incharge
CAP Incharge
Examination Flow
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1 Introduction
The following explains Examination system under Academic Empowerment (AE). The amend-
ments in Examination Ordinances thereof shall be enforced after approval of Notification for
Academic Empowerment document. Please refer Examination Flow Diagram on Page 3.
2 List of Electives
The bucket of list of electives will be offered to students by respective Faculties. The list shall
be offered after approval from Board of Studies (BoS). The program-wise list of electives will
ensure pre-registration of students for a particular elective at least a week before start of the
trimester.
3 Pre-Registration
This process takes place before actual student registration on ERP. The pre-registration only
ensures that all students are selecting the electives of their choice. Priority wise, the pre-
registration is done only for electives. In the event of a student failing to do pre-registration,
he/she is not able to register on ERP and shall not be able to participate in the subsequent
processes. The students shall register for the course and electives alloted to them in Pre-
registration. The format for pre-registration is included in appendix-1. The respective
faculties are requested to use the same for pre-registration.
4 Registration
The ERP based registration of students ensures core subject selection and verification of
personal and contact details of eligible students. The registration also ensures allotment of
elective subjects. The registered student list will be sent to the concerned school for needful.
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5 Conduction of Examination by Instructor
Under Academic Empowerment, the subject teacher (instructor) is empowered to conduct
examination with following procedure:
5.1 Examination Scheduling
The Examination Department will prepare schedule of examination (date sheet) for the
particular program based on registered number of students. The schedule will be handed
over to Faculty wise Center In-charge for seating arrangements. The Center In-charge will
be responsible for conduction of examination in a particular center.
5.2 Question Paper Prepared by Instructor
Based on subjects opted by students in the class, the instructor will prepare a question
paper manuscript. The program head will ensure the quality of question paper manuscript
as well as coverage of syllabus. The manuscript, with endorsement of program head, will
be handed over to Examination Department four days prior to the schedule of examination.
If an instructor fails to submit question paper manuscript before four days prior, the said
examination will be rescheduled with the permission of VC on recommendation of Provost.
5.2.1 Paper manuscript Storage
Following care has to be taken during submission of Question paper for the storage in Ex-
amination Department:
1. The question paper manuscript will be sealed separately and signed by subject instruc-
tor.
2. The manuscripts will be stored in double locking steel storage. This storage is sealed
and signed by custodian.
3. The Storage is under 24 hours surveillance with three day and night vision cameras.
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5.3 Question Paper Printing
As per the number of students appearing for particular examination, photocopies of question
papers may be photocopied in the department or help from COE office taken. During this
work, in COE office, following security measures are taken:
1. The mobile phone and other such electronics communication devices of instructor,
duplicator machine operator as well as printing in-charge person are kept in locked
cupboard during printing and sealing operation of question papers. This will avoid
leaking of question paper using electronic gadgets such as sharing photo (image) of
question paper on social media etc.
2. After recording digits on duplicator machine counter, duplication (printing) work is
started under supervision of Dy. COE. The required number of copies are printed and
entire procedure is strictly observed.
3. The printed question papers are sealed in bank grade security envelopes in front of Dy.
COE.
4. After sealing, the security envelopes are endorsed by custodian and Dy. COE for
ensuring seal.
5. The sealed security envelopes containing question papers will be handed over to Center
In-charge with his received signature on the day of Examination.
6. Instructor setting up the paper shall remain present on the day of examination as one
of the Invigilators.
The similar security measures are expected at departmental level during question paper
printing.
5.4 Conduction of Examination
The Center In-charge and subject instructor are responsible to conduct examination in
his/her respective center with following security measures to avoid any mis-conduction:
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1. The instruction manuals shall be pasted on door/ glass panels of each exam class room.
2. Students shall be informed to read/refer to this manual before they enter into the class.
3. Email will be sent by Examination Department one week prior to commencement of ex-
amination mentioning awareness program to be conducted by Center In- charge/Internal
senior supervisor.
4. It also includes list of instructions to be followed which is self-explanatory.
5. Instructor as a supervisor in examination hall, shall make announcements in the class
about instructions to be followed by the candidate.
6. Instructor shall verify hall tickets/ID Cards/ writing pads of the students to ensure
that no specific subject related information is written on hall ticket/ID cards/writing
pads.
7. One squad will be appointed by Examination Department which includes Dean (Aca-
demics), Dean of respective Faculty, HoD of core subject and one female external
faculty member so as to check the candidates. These squad members shall visit all
examination halls, one by one, and may verify the pockets as well as pouches of can-
didates if need be.
8. One round will be also taken by Deputy Controller during each exam session class to
class.
9. The Center In-charge shall hand over copy of unfair means cases (if any) to Exami-
nation Department with documented evidences such as hand written or printed chits
owned by the student, printout of books or study material, copy of document/web-
page, material in case of copying from cell phone, smart watch or any other electronic
device.
10. A copy of model answer book with distribution of marks stepwise shall be displayed on
notice board by Instructor at the end of examination of that respective subject/course.
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6 Post-Examination work
The paper assessment is a major activity in post-examination work. It will be desirable to
finish the evaluation within 3-5 days of conduct of examination of particular paper. It will
be conducted in Central Assessment Program (CAP) center which will be strictly monitored
by Examination Department. The CAP center is fitted with six CCTV day and night vision
cameras for additional security. Following are post-examination activities:
6.1 Central Assessment Program (CAP)
The objectives of CAP are:
A. Declaring the results in the shortest possible time,
B. Increasing the reliability of the results,
C. Maintaining uniformity and consistency in the assessment,
D. Increasing accuracy and efficiency in the declaration of results and
E. Creating confidence amongst the students about the assessment system.
The CAP starts on the day of the examination. The acknowledgment of answer sheet
submitted at CAP is given to the respective examination centers with note if any. The CAP
is conducted with support of Examination Department and Faculty for which examination
was conducted with following security guidelines:
1. CAP shall be conducted as per the rules and regulations set by the University.
2. The CAP officer shall mark absenteeism with the help of invigilator report.
3. Answer sheet evaluation has to start from the day of commencement of CAP and must
be completed within FOUR working days.
4. The entry of marks in Excel sheet must be completed within the above period in the
given format.
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5. The CAP in-charge will hand over the assessed answer sheets to the co-ordinating
instructor as per published schedule. The Examination Department will convey the
schedule and venue for showing the answer sheets to students. The answer sheets will
be handed over to co-ordinating instructor after submitting draft mark list.
6. After showing the answer sheets to students, the instructor shall submit the final signed
mark list and answer sheets to CAP in-charge as per schedule given. The format for
mark list is included in appendix-2. If instructor fails to submit final mark list and
answer sheets within two days, the draft mark list submitted earlier will be considered
as final.
7. Utmost care will be taken at CAP and Examination Department to complete the
external exam marks entry in ERP with physical verification of marks on final mark
list and answer sheets.
6.2 Result Process
After CAP, the result declaration activity is completed with following processes:
1. Entering the Internal Marks in ERP system is the responsibility of the concerned
Faculty. Internal marks entry system is opened/made available on the next day of end
of examination of that subject. In no case any delay will be accepted for submission
of final mark list.
2. The Examination Department will carry out the process of importing the Internal
Marks into Internal Assessment Module of ERP.
3. The Normalization, Conversion and locking of marks process can now be carried out
separately by the ERP coordinators with the consent from the Dean / Director. This
process starts from next day after marks entry completion is informed by COE. The
ERP coordinator will get TWO working days to complete this process.
4. After normalization, the ERP coordinator will carry out the process of verification of
total marks and Grades, subject wise and program wise. The ERP coordinator has
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to nominate subject faculty names for each subject marks & grades verification for
double checking. The ERP coordinator will then lock the system with the consent of
the Dean/Principal and IT Team after the verification is completed. This also has to
be further informed/communicated to the COE.
5. The COE can now do the final result processing and broadcasting of the results on the
student portal or on their Email-Id. The Result Day has to be within Ten days from
the last date of the examination.
6. After the above processes are completed by the CAP and ERP co-ordinator, the result
can now be printed by the COE through mark sheet printing, within next 5 working
days.
7 Academic Audit
In order to continuously improve the academic standard, the Question papers shall be audited
by a team of experts (outside University) and shall be assisted by COE and concerned HOD.
It is expected that besides problem solving ability, the Question paper should judge the
design ability and creativity of the students. It should help in evaluating the intellectual
progress, performance with standardization.
8 Conclusion
The highest level of security procedures are adopted and practiced in Examination Depart-
ment for Academic Empowerment. The regular internal as well as external audit ensures
security and safety of question papers and leak proof system. The audit for answer sheets
will improve security level for answer-sheets as well as quality of result. Although there
are many security measures imposed for examination system, the integrity of staff members
involved in examination processes will be the biggest Academic Empowerment.
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