Conduct of Univ - Exam Analysis

DHANALAKSHMI SRINIVASAN
COLLEGE OF ENGINEERING
COIMBATORE
QUALITY PROCEDURE CONDUCT OF UNIVERSITY EXAMS,
RESULT ANALYSIS AND FOLLOWUP ACTIONS
PURPOSE
To define the procedures for planning, organizing and conducting
University theory examinations, practical examinations, analysis of University
examination results and follow up actions taken based on the analysis.
RESPONSIBILITY
Principal & Chief Superintendent, Dean (Academic), Vice Principal,
HoDs, Laboratory / Workshop in-charges, student coordinator/tutor and all
teaching staff
PROCEDURES
Conduct of University Theory Examinations
Students Applications for University Theory Examinations
 The University sends the application in the form of softcopy to the
college, which is received by the principal. These applications are verified
by class coordinator and handed over to the exam cell.
 These applications are issued to all students well in advance. The filled up
application forms are returned to the exam cell in-charge by the class
coordinator.
 The principal approves these application forms.
 The Exam cell in-charge sends these forms to the University along with
the demand draft for the examination fees.
 The Exam cell in-charge collects the hall tickets through COE web portal
in soft copy (PDF format) at least five days before the commencement of
the exam.
Examination schedule
 The University finalizes the detailed schedule of the University
theory/practical exam for all the branches.
Prepared by: Approved by:

COIMBATORE
 A copy of this schedule is sent to all colleges well in advance of the exam
so that the college is able to notify the same early.
 Copies of the exam schedule received by the Principal are displayed
prominently in the main notice board of the college.
Planning and Organizing of Examination
 Hall tickets received from the University are issued to the students through
the HoDs two days before the examination.
 The Principal and the exam cell in-charge finalize the number of slots for
the whole period of the University exam.
 While deciding the slots and period, it is ensured that these do not in
anyway violate the University programme and prevailing rules.
 As per the University rules Principal automatically becomes the Chief
Superintendent and is the ultimate authority as far as the conduct of exam
is concerned in the college or the Principal will nominate a senior faculty
as Chief Superintendent.
 University appoints an external Anna University representative and if the
number of students exceeds 1000 an Additional internal Chief
Superintendent is also appointed by the Principal from among the staff and
this need not have the approval of University.
 The Chief Superintendent decides the following:
1. The number of invigilators required for each session at the rate of
one invigilator for 25 students, as per the University norm.
2. Internal invigilators and External invigilators are appointed as per
university norms.
3. Number of administrative staff required and nomination of these
staff with work are allotted to each of them.
4. Seating arrangements for all sessions.

COIMBATORE
o The administrative staff assigned with examination duty checks with the
concerned teaching staff about the requirement of tables, charts, graphs or
any other specific items for the respective subjects.
o Information is passed on to the staff assigned with the exam duty about the
time & session (F.N / A.N).
o Sufficient staff are placed as stand by invigilators for each session, to
ensure that even if some invigilators go on leave / absent themselves all
the examination halls are provided with sufficient number of invigilators.
o When invigilators are chosen for particular hall it is ensured that they do
not supervise the halls where the students take up examination which is
either taught by them or relevant to their discipline.
Conduct of Examinations
 The Exam cell in-charge involved in conducting the examination prepares
a detailed list of students hall-wise, subject-wise with register number for
all sessions.
 The administrative staff mark serial numbers on the desks as decided with
printed sticker / chalk piece in each hall. In addition, a notice board is
kept prominently with the following details neatly and legibly written.
1. Date of exam
2. Session
3. Subject code
4. No of candidates and their register numbers allotted in the
hall with serial number.
o Facsimile signature of Chief Superintendent is affixed on the required
quantity of main answer books by the exam cell in-charge for conducting
the exams.

COIMBATORE
o The required number of main answer books is bundled separately for each
hall along with tables, charts, graphs, threads required and also attendance
sheet.
o The Chief Superintendent receives the envelope containing the question
papers for the day from the University personnel in person two hours
before the start of the exam.
o The envelopes containing the question papers for the session are brought
to the exam office by the chief Superintendent in presence of external
superintendent 30 minutes before the start of the exam.
 The invigilators commence admitting the students into the hall 10 minutes
before the start of the exam, after checking the hall ticket, Identification
card and ensuring that there is no material in students’ possession.
 The invigilators ensure as per the University rules all students should
leave their study materials, book bags, cell phones, wallets etc, outside the
exam hall.
 The students are guided and made to sit in their assigned seats only.
 The main answer books are issued first to the students and the question
papers are issued at the strike of the bell.
 The students are allowed into the hall up to 30 minutes after the start of
the exam.
 The invigilators arrange the answer books received from the students in
the order of register numbers and check for its tally with the total number
of answer book and the total number of students writing the examination
in that hall.
 The student writes his / her register number on the space allotted on the
front page of the main answer book.

COIMBATORE
 The invigilators check the following at the time of taking the signature of
the student in the attendance sheet.
1. Hall ticket
2. Identification card
3. Register number
4. Subject code, date of examination sessions & subject name written on the
booklet.
o The student writes the register number on the question paper and the
invigilator ensures that the entry of register number on the question paper
is correct.
o After ensuring all the above aspects, the invigilator initials the main
answer book in the space allotted.
o The administrative staff collects the unused question papers / main answer
books and attendance sheets from all halls thirty minutes after the start of
the exam and brings them to the exam cell.
o The tables / charts / graphs are issued to students on oral request only
when it is to be used for answering compulsory questions.
o The invigilators ensure that no malpractice occurs during the exam.
o In case of any malpractice, the additional chief superintendent or chief
superintendent is informed immediately through any of the administrative
staff-conducting exam in the immediate vicinity and appropriate action is
taken against the erring student as per University norms.
o Students writing the regular/arrear paper are allowed to leave the hall only
at the end of the exam, whereas students writing the arrears papers are
allowed to leave the hall 45 minutes after the commencement of the exam.

COIMBATORE
o Before the student leaves the hall, the invigilator checks the register
number and the number of pages and the entry on the first page of the
main answer book for their correctness.
o The invigilators arrange the answer books received from the students in
order of register numbers and check for its tally for the total number of
answer books and the total number of students writing the examination in
that hall.
o The administrative staff writes the register numbers of the students who
have absented for that slot on the university answer book cover. Also the
subject code, subject date, session, absentees is recorded on the answer
sheet covers and obtains the signature of the Chief Superintendent.
1. Answer books collected from students arranged subject-wise in the order of
register number.
2. Answer book covers with details written on and signed by Chief
Supervisor.
3. Unused additional answer books.
4. Unused additional answer book sheets.
5. Unused tables / graphs, charts if any.
Packing and Dispatch of Answer books
o The answer papers are finally checked, put in covers earmarked and
signature and sealed in the presence of Anna University Representative
and Chief Superintendent.
o These answer paper covers are kept ready to handover to the zonal office
person who come to college and collect the same on the day of exam
itself.

COIMBATORE
Faculty for Evaluation

 A faculty becomes eligible for the evaluation of University theory paper
only if faculty has atleast five years of teaching experience in that subject.
 University decides the staff for evaluation and list of the same is available
in the web portal.
 The University sends intimation with all information to the faculty
selected as evaluators through staff mail.
 The University shortlists the faculty for evaluation based on the consent
and information contained in the web portal.
 This information is sent to the concerned faculty at least one week before
the evaluation period.
 The selected faculty makes necessary alternate arrangement for handling
of classes in college during the period and submits OD form approved by
the HoD and Principal.
 The concerned faculty ensures his / her presence in the evaluation center
as per the schedule and completes the work as per the university exam
paper evaluation procedure.
Communication of Results
o The University sends a softcopy of the exam results to the respective
colleges through web portal; exam cell in charge downloads the result
copy and hands it over to the concerned HoD.
o The University prepares individual mark sheet and sends them to the
respective colleges through the designated staff of the college.
o The student tutor intimates about the performance in the university
examination in the standard format.
Conduct of University Practical Examination

COIMBATORE
Preparation of students for University Practical Examination

o The preparation starts with the scrutiny in advance whether any student is
to complete the entire lab / workshop programmes as per the University
Syllabus.
o If any student is lagging behind, the student shall be allowed to complete
the experiments during the time allotted for the repeat Lab / Workshop
classes, as per the schedule prepared for such purposes.
o Model practical examination is conducted as per the lab during the last
week of the class work for the semester. The model lab/ workshop exams
are conducted in the same pattern as that of university examination.
o It is insisted that all the experiments / exercises, observations and record
notebooks are corrected by the lab / workshop in-charge before the
students appear for the model examination.
o The lab in-charge sets the question paper and conducts the model
examination.
o On the day of model examination, the students are asked to submit the
record notebook first and then are allowed to attend the practical model
examination.
o The student signs the attendance sheet and picks up a question paper at
random from the set of question papers set.
o The student collects the answer sheet, graphs, charts required for the
experiment / exercise.
o The student prepares the aim, apparatus required, tabular columns, circuit
diagrams, procedure for the specific experiment / exercise and gets
approval from the lab / workshop in-charge.
o The student starts the experiment / exercise, notes down the required
readings, completes the operations as per the procedure.

COIMBATORE
o The student completes the calculations, graphs etc and submits the answer
sheets along with the graphs, charts and work pieces as the case may be to
the lab / workshop in-charge.
o Students who fail in the model practical exam have to repeat the model
exam, on the same day or immediately after as directed by the lab-in-
charge / HoD.
o The lab / workshop in-charge evaluates the answer sheets immediately and
informs the student his / her scores.
o Only for those students who pass the model examination, the lab in-charge
signs bonafide certificate in the record book.
Practical Examination Planning
o The University sends the schedule of timetable framed for conducting the
University practical examination.
o The HoDs prepare the individual department timetable for the lab exam
after consultation with the principal.
o The number of sessions is decided based on the number of students who
can be accommodated per session and the total number of students
appearing for the exams.
o For labs / workshops which are under the control of other departments, the
HoDs organizes a joint meeting and prepare the timetable.
o This joint meeting ensures that there is no overlapping in the practical
exam programme either student-wise or subject-wise.
o The Principal and HoDs also decide who shall be internal examiners for
the entire Lab / workshop programme.
o The eligibility criterion for a faculty to be considered as an internal
examiner is minimum of three year of teaching experience.
o HoDs should get the timetable approved from the Principal.

COIMBATORE
o A copy of the proposed timetable, with Lab / workshop name, number of

sessions, register numbers of students for all session’s names of internal
examiners appointed is entered in the web portal.
 After receiving the proposed timetable, the controller of examination
appoints the external examiners and sends back the approved timetable to
the college.
 A copy of the approved timetable is exhibited on the notice board
prominently for the information of the students.
Organizing of Practical Examination
 The internal examiner based on the overall lab / workshops program
decides the experiments for the lab / workshop exam.
 The lab / workshop in-charge checks the equipment / tools and the entire
system to be provided for the exam and ensures that everything is
functioning properly.
o The internal examiner prepares the question papers with the consultation
of external examiner.
o The internal examiner decides the number of skilled assistants required
and the other specific staff for such assistance and informs the same to the
concerned HoD at least a week in advance.
o The internal examiner obtains the following complete set of forms and
stationery required for conducting the University exam atleast 2 days in
advance from the examination cell.
1. Attendance sheet
2. Answer sheet covers
3. Covers for Mark statement

COIMBATORE
o The information about the external examiner posted for the college by
University is received by the principal and sent to the HoDs and to the
internal examiner for information and noting.
Conduct of University Practical Exam
o If the external examiner appointed by the University fails to turn up, the
exam cell in-charge intimates the Zonal office and appoints an external
examiner preferably from nearby college which comes under the same
Zone.
o The University as an emergency basis approves this appointment and
during the period, the exam programmes proceed under the supervision of
the internal examiner, chief superintendent and concerned HoDs.
o Students are allowed to enter the lab / workshop one by one in the order of
register numbers for that session.
o A student submits the record book on entering the lab / workshop and
signs the attendance sheet.
o The question paper is picked by the student from a set of questions papers
arranged in a random order.
o Students are strictly instructed to come in time and 30 minutes grace time
is allowed, but without any compensation for the time lost due to the late
arrival at the final stage of the experiment.
o Answer sheets, graphs, charts are readily issued to students depending
upon the experiments to be continued.
o The breakup of marks, pass mark etc., is posted on board for the
information of the students.
o Students prepare the following for the specific experiment / exercises that
are chosen and get the approval from one of the examiners.
1. Aim
2. Apparatus required

COIMBATORE
3. Procedure
4. Formulae
5. Circuit Diagram
6. Tabulations
7. program
Students start the experiment and note down the required readings, complete
the operation as per the procedure.
o Students complete the calculations, graphs etc., and submit the answer
sheets along with the graphs / work pieces as the case may be to one of the
examiners for evaluation.
o The external examiner conducts the viva-voce for all the students and
records the marks scored in the sheets of break up of marks.
o The internal and external examiners sign the bonafide certificate in the
record notebook of all the students and records are assessed and
punctured.
o The students pickup the record note book before he / she leaves the lab /
workshop after completing the examination.
Evaluation of Practical Examination
o The examiners evaluate the answer sheets the same day and record the
break up of marks in the answer sheets.
o On the last day of the exams, the examiners enter the total marks in the
web portal against the register numbers of students and sign the mark
statement.
o The examiners put the answer sheets and mark statement in separate
covers seal then, and paste a sheet on top containing the details.
1. College
2. Lab/Workshop name
3. Date of examination

COIMBATORE
4. Name of the practical code

5. Number of students that actually attended
6. Absentees
7. Signature of the examiners
o The examiners complete the remuneration in TA / DA forms and submit
the same to the Exam cell along with the sealed answer sheet and the mark
statement covers.
o The exam cell in charge makes the payment towards remuneration and
TA / DA to the examiners on the day of the exams, after the claims are
thoroughly scrutinized.
o The answer sheet covers, OMR sheet covers remuneration and TA / DA
forms of all the departments are collected and dispatched to the University
by the Principal Office within 10 days after completion of the exams.
o The results of the practical exam after receiving the communication from
the University are informed to the students.
Result Analysis of University Examinations
Analysis of Results
o As soon as the University results are announced, the class in-charge for the
class collects a copy of the consolidated copy of result.
o The class coordinator does the analysis of the result as defined in the
following pattern.
1. Total failed & their percentage.
2. Number of failures subject-wise.
3. % of failures subject-wise.
4. Number of absentees.
5. List of failures with names classified according to the number
of subjects failed.
i.e., one subject, two subjects, three subjects & more than three subjects

COIMBATORE
o The class coordinator files the University Exam Result analysis after
approval from the Principal.
o Principal after scrutiny sends copy to student’s tutor.

o HoD prepares the list of students who have topped in the list in various
categories as defined in the eligibility clauses for various awards.
Action on average / below average students
o The student tutor calls those students who have failed in one or two
subjects and gives them guidance to clear arrears.
o Parents of a student who has failed in more than two subjects in the
university exam, is instructed to meet the HoD and faculty concerned.
o The student tutor arranges a meeting jointly with the HoD and faculty in-
charges concerned and a plan of action is made out to help the student to
clear the arrears. The decision of the meeting is minuted and the tutor
takes follow up action.
o During this meeting guidance is given to the concerned student to improve
the performance in the next exam.
o If the percentage of failures in a particular subject in the university exam
exceeds 25 %, the HoD requests the concerned staff to meet him within a
week and analyze the reason for the poor performance and also the action
to be taken in future to improve the performance.
o For each semester, the subject toppers are given merit certificates, medals
and cash awards signed by the HoD and Principal.

Conduct of Univ - Exam Analysis

Caricato da

Informazioni sul documento

Titolo originale

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Conduct of Univ - Exam Analysis

Caricato da

Copyright:

Formati disponibili

DHANALAKSHMI SRINIVASAN

Prepared by: Approved by:

Prepared by: Approved by:

Prepared by: Approved by:

Prepared by: Approved by:

Prepared by: Approved by:

Prepared by: Approved by:

Faculty for Evaluation

Conduct of University Practical Examination

Prepared by: Approved by:

Preparation of students for University Practical Examination

Prepared by: Approved by:

Prepared by: Approved by:

o A copy of the proposed timetable, with Lab / workshop name, number of

Prepared by: Approved by:

Prepared by: Approved by:

Prepared by: Approved by:

4. Name of the practical code

Prepared by: Approved by:

o Principal after scrutiny sends copy to student’s tutor.

Prepared by: Approved by:

Potrebbero piacerti anche