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EXAMINATION INSTRUCTIONS STAFF MANUAL
(2019-2020)
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Contents
Purpose of This Manual 3
Structure of Examination cell 4
Objectives 5
Academic calendar 6
Responsibilities of members of
Examination cell 7
Pre Examination work and
activities 7
Conducting Examination 8
Post Examination work and activities
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1.
Purpose of this ManualThis manual’s main purpose is to give operational information about conduct of examination committee. It is hoped that the adoption of guidelines in the manual will provide a level of consistency in the exam practices that will ensure quality and adherence to university regulations.
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2.
Structure of Examination cellSchedules and Exam unit functions under the vice deanship of academic affairs. It consists of a Unit head, secretary and members for both male and female sections of the faculty.
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3.
ObjectivesI. Develop a set of standards to ensure that exams are conducted in a fair and organized manner.
II. Review and update all forms, practices, and logistical arrangements necessary for conducting exams, such as:
a. Coordination and collaboration with Assessment and Measurement Committee regarding Final Exams arrangements.
b. Ensure exams are synchronized with female section.
c. Ensuring the security of examinations and answer scripts.
d. Overseeing the safe conduct of examinations and assessments.
e. The duties and responsibilities of invigilators.
f. Ensure proper control and fairness of examination grading.
g. Dealing with students’ appeals in regards to examination.
III. Ensure the documentation and safe-keeping of exam papers and materials for future evaluation
IV. Ensure that the conduct of examination and assessment strategies are in accordance with the rules and regulations of the College of Dentistry – Majmaah University
V. Ensure additional support and supervise fair conduct of the Practical / Clinical exams (Practical exam and clinical exams are managed at the level of individual department, exam committee only supervises the exams)
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4.
Academic calendar:The exam unit is responsible for conducting four exams during one academic year.
Midterm 1stsemester – Usually conducted during the 7/ 8th week of academic year for the subjects which are ending in the first semester.
Mid year / final exam of 1st semester – Conducted at the end of first semester. Final exam for the subjects which end in the first semester and Mid-year exam for the subjects which will continue in the second semester.
Mid term 2nd semester - Usually conducted at during the 21st / 22nd week of academic year for the subjects which are ending in the second semester.
Final exams at the end of second semester.
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5.
Responsibilities of members of Examination cell(A) Unit Head –Responsible for all the activities of unit and smooth conduct of the examination. Coordination with the vice dean of academic affairs and college Dean in all matters related to the exam
(B) Unit secretary - The Examination Committee Secretary is responsible for ensuring comprehensive and accurate documentation is prepared for the examination committee and also responsible for preparing minutes of the meeting which provide a detailed and accurate record of the committee's proceedings.
(C)Members – Individual tasks will be delegated to all the members of exam unit by the unit head.
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Pre examination works and activities(A) List of Students appearing for exam
(B) Instructions for the students appearing for examination.
(C) Question papers:
Check question papers for:
Keys
Formatting
Approval from DED
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(D) Appointments, duties and responsibility of examiners
Schedule of exams and invigilators duty
Ensure printing and safety of question papers
Examination hall and seating arrangement
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Conducting examinations:(a) Specification of examination timings:
Examination timings will be decided by the examination committee before the commencement of specific exam.
(b) Duties of the invigilators during the examination:
The invigilators are advised to be very attentive during the exam, use of mobile phones should be as less as possible, in case the students are having any doubt or queries it has to be brought to the notice of the examination committee.
(c) Students absent for examination:
Any student absent for the examination must be broughtto the notice of Exam committee. The exam committee will forward the list of the students to the academic vice dean.
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(d) Students appearing late for examination:
Any student reporting late to the examination hall by 30 minutes will not be allowed to appear for the examination.
(d) Conduction of Re-examination:
Any reporting late to the examination hall canappear for re-examination which will be conducted in the beginning of the next semester as per the instructions of the college council.
(e) Misconduct and malpractice by students in examination:
Any sought of misconduct or malpractice by the students in the examination hall must be strictly brought to the notice of the exam committee and strict action will be taken against the particular student as per the rules and regulations of the university.
(f) Paper submission:
At least 15min before the completion of examination the invigilators must check the answer sheets of all the students to make sure the serial number and other required details are mentioned or not. The invigilators must also check that the students have signed the attendance paper before and after completion of the examination.
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Post examination work and activitiesa) At the end of the examination, the answer papers are collected and cross verified in front of concerned invigilators.
b) MCQ answer sheets (OMR sheets) are handed over to the concerned person who will correct the OMR sheet by optical mark reader.
c) SEQ answer sheets are given to course director for correction. Before receiving the answer sheet, the course director should sign in the outgoing answer paper register.
d) Within 3 days the course direct should bring the corrected answer paper to exam unit and he has to sign in the incoming register.
e) MCQ results are submitted to the exam units after correction by the concernedperson.
f) After approval from the exam unit head, copies of these results are given to course coordinator.
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g) Examination results are kept in the examination unit files. These file contains- final result of exam, one question paper, attendance list of students and invigilators, incoming and outgoing answer paper dairies.
h) Once the corrected papers are submitted, if the concerned faculty wants the paper again they must take the permission from the respective department head and also the head of the exam committee.
i) After the results are ready it has to be discussed with the concerned Head of the department and must be uploaded on the university website for the students to see.
12 Template for submission of Question papers to the Dental Education Department
PRE TEST ITEM SPECIFICATION
Subject Name: Subject Code:
PART II -SEQS SESSION CLO KPI PERCEPTIVE DIFFICULTY
1 2 3 4 5
EXAMINATION PART I
MCQS
SESSION CLO KPI PERCEPTIVE
DIFFICULTY
To be filled by DED
DI DsI NFD Remarks
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
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ASSESSMENT/REVIEW FORM
COURSE NAME AND CODE
WHICH EXAM ARE YOU PLANNING o FINAL EXAM
o MIDTERM o RETAKE EXAM TERM/SEMESTER AND YEAR
NUMBER OF STUDENTS o MALE
o FEMALE TOTAL NUMBER OF PRINT REQUIRED
ALLOTED TIME FOR EXAM
NUMBER OF QUESTIONS o MCQs
o SEQs EXAM CONTENT VALIDITY CHECK BY A SUBJECT
SPECIALIST
o YES o NO o AWAITED APPROVAL WITH COURSE COMMITTEE AND HOD
OBTAINED
o YES o NO o AWAITED
SIGNATURE OF COURSE CORDINATOR COURSE COMMITTEE HOD
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