GUIDELINES FOR THE PREPARATION AND CONDUCT OF SEMESTER EXAMINATIONS

Guidelines for the Preparation and Conduct of Semester Examinations
At the meeting held by the DVC with members of Examination Committee and all Departmental Examination Officers (DEOs) on Thursday 1st March, 2018, the following decisions were made with respect to the conduct of Examinations in the University.

  • Preparation and Eligibility to seat for the Semester Examinations 
    1. The percentage attendance for each student should be computed four weeks before the commencement of the semester examinations and the list of students who have met the minimum of 75% physical attendance should be displayed on the notice board in the department.
    2. Hence lecturers must ensure that students’ physical presence at every lecture is taken. 
    1. The student must obtain a clearance from the bursary for having completed the payment of his /her tuition fees for that semester.
    2. For each course to be examined, 
    3. The HOD shall forward to the Examination centre four weeks before the commencement of the semester examinations (a) the list of courses to be examined in his/her department and (b) the list of students who are eligible to seat for the examinations in each of these courses.

The list is to assist the Committee in the preparation for the examination especially in the production of examination Time-Table and allocation of examination venues.

  • Preparation and Submission of Examination Papers.
    1. The lecturer/examiner shall prepare and submit the draft copy of the examination paper to his/her head of department for vetting and approval before a final copy of the examination paper is produced. This must be done at least two weeks before the examination.
    2. Any modifications by the head of department should be implemented by the lecturer in consultation with the head of department.
    3. Any paper/electronic copies of the draft and final question papers must be disposed of carefully and confidentially or kept securely until the examination has been taken. iv. The lecturer/examiner shall be responsible for the production of adequate number of copies for the examination (i.e. the number of eligible students plus six (6) extra copies).
    4. The lecturer/examiner shall enclose copies of this question paper in an envelope, signed and sealed by him/her and then deliver the envelope directly (not by proxy) to his/her head of department.
    5. The envelope containing examination papers must have written on it (a) the course code and course title, (b) the date, time and venue(s) of the examination, (c) the number of copies of the examination paper in the envelope, and (d) the name(s) of the lecturer(s)/examiner(s).
    6. The head of department shall deliver the sealed envelope to the examination center 24 hours before the date of the examination. viii. The Examination Committee must maintain a log book of the exam papers received from the head of departments
    1. All examination papers are confidential documents and must be treated as such.
    2. For each course to be examined: 
  • Examination Period
    1. Examiners must be contactable at all times while the examination is taking place or have someone who has full knowledge of the course and is able to provide advice and answer queries from the students.
    2. Invigilators must be present at the examination venues to which they have been assigned 30 minutes before the commencement of the examinations and until all answer scripts have been collected from students and packaged for onward submission to the examination centre.
    3. Invigilators are responsible for ensuring that students complete the attendance register before the end of the examination.
    4. Invigilators shall distribute question papers and answer scripts before the start of each examination.
    5. At the end of the examination the invigilator shall collect the answer scripts from the students and check that the number of students that sat for the examination (as shown in the attendance register) corresponds to the number of answer scripts collected.
    6. The answer scripts collected and the attendance list shall be packaged into an envelope and forwarded to the Examination centre.
    7. At the time scheduled for the start of the examination, the Chief Invigilator shall:
      • ensure that students are in possession of the correct question papers; 
      • ask students to study carefully the instructions on the question papers; 
      • make all other necessary announcements.
    8. Candidates wishing to make a temporary withdrawal from the examination venue for personal reasons must, if allowed, be accompanied by an invigilator or by a person authorised by the Chief Invigilator.
    9. Invigilators are expected to focus solely on their task of invigilation during the period of the examination.
    10. No student shall be permitted to leave the examination venue until after 30 minutes from the start of the examination.
    11. Similarly, no student shall be allowed into the examination venue 30 minutes after the start of the examination.
    12. No unauthorised person shall be allowed into the venue of the examination while examinations are in progress.
    13. The Invigilators must desist from acts or conducts that may interfere with a student’s concentration, and if possible take steps to remedy any distractions that are within the control of the invigilators. 
    14. Students are only permitted to take the following items to their examination desk:
      • Student Identity Card
      • Small plastic bottles of water;
      • Essential writing materials;
      • Calculators, provided that they are not allowed in the examination and that they conform with the regulation;
      • Smart Wristwatches or technology enabled devices are not allowed to be used during the period of examinations. 
    15. Invigilators are to position themselves strategically in the examination venue in order to invigilate effectively. 
    16. Invigilators are to move around the examination venue regularly, whilst being mindful not to create unnecessary distractions for the students. 
    17. Chief Invigilators are to ensure that any consultation required with other invigilators/ examiners is conducted quickly and quietly. 
    18. If an invigilator suspects that a student is cheating in an examination, he/she should report the matter to the Chief Invigilator immediately, who, in turn, should follow the laid down procedure for reporting such cases 
    19. In the case where a candidate complains of feeling unwell in an examination venue, the Chief Invigilator should call the examination centre for necessary action. 

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