Academic

Examination Rules

Galgotias University Examination Regulations

Applicability

These regulations shall apply to all programmes leading to Bachelor’s/Master’s Degrees and Under-Graduate/Post-Graduate Diplomas following semester system (other than programmes for which separate Regulation is notified).

1.0 Definitions

1.1 An Academic Year is a period of nearly 12 months devoted to completion of requirements specified in the Scheme of Teaching and the related examinations.

1.2 Semester System - a programme wherein each academic year is apportioned into two semesters.

1.3 Course means a component of the academic programme, carrying a distinctive code no. and specific credits assigned to it.

1.4 External examiner shall mean an examiner who is not in the employment of the University.

1.5 CAT - Continuous Assessment Test.

1.6 SEE - Semester End Examination.

1.7 UEC - University Examination Committee.

1.8 COE - Controller of Examinations.

2.0 Scheduling of Examination for various programmes

The University shall hold examinations for all such academic programmes as are approved by the Academic Council and as it may notify from time to time for awarding Bachelor’s/ Master’s Degrees, Under-Graduate/Post-Graduate Diplomas, as the case may be, as per the prescribed Schemes of Teaching & Examinations and Syllabi approved by the Academic Council.

3.0 Eligibility to appear in the examination

Examinations of the University shall be open to regular students who have undergone a course of study in the University, for a period specified for that programme of study in the Scheme of Teaching & Examination and Syllabi.

Provided that the Academic Council may allow any other category of candidates to take the University Examination for any specified academic programme subject to the fulfillment of such conditions as may be laid down by the Academic Council from time to time.

Provided further that a student may be debarred from appearing in the semester-end examination in terms of Clause 8 of these Regulations or any other Regulation in force of the University.

4.0 Programme Content & Duration

4.1 A Bachelor's/Master's degrees programme shall comprise of a number of courses and/or other components as specified in the Scheme of Teaching & Examination and Syllabi of the concerned programme, as are approved by the Academic Council. Each course shall be assigned a weightage in terms of specified credits.

4.2 The minimum period required for completion of a programme shall be the programme duration as specified in the Scheme of Teaching & Examination and Syllabi for the concerned programme.

4.3 The maximum permissible period for completing a programme for which the prescribed programme duration is n semesters, shall be (n + 4) semesters for the programmes of the duration of three years or more than three years and (n + 2) semester for the programmes of the duration of two or less than two years. All the programme requirements shall have to be completed in (n + 4) / (n + 2) semesters, as the case may be.

4.4 Audit Courses

(i.) A student may be allowed to “audit” a course which is not included in the Scheme of Teaching & Examination, or one of the elective courses in the Scheme of Teaching & Examination and Syllabi, which the student is not opting for as a credit course.

(ii.) The University may ask a student to audit one or more courses, so as to make up any pre-requisite deficiency.

(iii.) Such audited course(s) shall be shown in the final Grade Card under a distinct head of “Audited Course(s)” provided the attendance requirement of the course is duly certified to have been met by the concerned teacher(s). However, a student shall neither be entitled to any credits for such course(s), nor these shall be considered for the purposes of declaration of results

5.0Semester

5.1 An academic year shall be apportioned into two semesters. Each of the two semesters shall be of a working duration of about 21 weeks. There shall be a break of about 1 week after the first semester and a vacation of approximately 4 weeks after the second semester of an academic year. The Academic Calendar shall be notified by the University each year, before the start of the Academic Year.

5.2 Academic break-up of the semesters devoted to instructional work shall be as below:

Imparting of instructions and/or laboratory work 17 Weeks
Semester-end Examination, including Practical / Laboratory Examination 04 Weeks

6.0 Academic Programme Committee

6.1 Each School of Studies of the University will have an Academic Programme Committee.

6.2 (i) In the case of Schools of Studies, all the teachers of a School of Studies shall constitute the Academic Programme Committee of which the Dean of the School shall act as Chairman. This Committee shall coordinate the implementation of the courses for optimum utilisation of resources and shall also take care of the coordination of the School’s programmes with the other programmes run by the different Schools of the University.

(ii) The Committee shall coordinate the implementation of the academic programme to include timely coverage of the courses (syllabus) and uniformity in internal assessment/class tests. The Committee shall also assist in preparation of model question papers, if required, prepare guidelines for practical examinations and suggest names for panels of examiners. The Committee may also suggest any modifications in the syllabus, undertake comprehensive review of syllabi, or draw up draft syllabi for new courses.

6.3 The Academic Programme Committees shall perform such other tasks as are assigned to it by the Board of Studies of the concerned School.

6.4 The Academic Programme Committee shall meet as and when required but at least once every semester. The Chairman of the Committee will convene the meetings.

7.0 Examination Fees

7.1 University shall notify the fees payable by the students for various examinations, after the same is approved by the competent authority. A student who has not paid the prescribed fees by the prescribed date shall not ordinarily be eligible to appear in the examination. The Vice-Chancellor may at his discretion, in certain cases of genuine hardship, grant extension in the last date of payment of fees. The result of such students shall, however, be withheld till such time all the dues are cleared.

8.0 Attendance

A student is expected to maintain full attendance in all courses. Considering the fact that a student may be absent due to ill-health or some family emergency, he/she is permitted to maintain a minimum attendance of 85% without producing any proof for the absence. For leave of absence between 85% and 75% of attendance, the student must inform the School in advance and seek permission for absence. The Dean on the recommendation of the Program Chair, will forward such cases to the Proctor’s Office for a final decision. In case of medical exigencies, the student/ parent should inform the Proctor immediately with proof from the doctor and obtain the consent within a week, starting from the day of absence. Any leave (of absence) without the consent of the Dean will be treated as unauthorized absence. It will not be provided with any concession for fulfilling the requirement of a minimum of 85% attendance. Students taking leave with the consent of Dean up to 25% (i.e. maintaining a minimum of 75% attendance in each course) will be permitted to write the CAT/ SEE. The standard Leave Form may be used to obtain the prior consent of the Proctor.

Only those students who are nominated/ sponsored by the University to represent in various forums like seminars/ conferences/ workshops/ competitions or taking part in co-curricular/ extra-curricular / placement related activities will be given ‘On Duty (OD)’ credit provided the student applies in writing for such a leave in advance and obtains sanction from the concerned Dean through respective faculty coordinators.

Students who do not meet the requirement of 85% attendance will be notified by the school. Dean of the school will have the right to recommend removal of their names from such list based on the leave and OD forms collected earlier. Any claim by a student who has not obtained prior consent of the Dean concerned for absence between 75% and 85% of attendance will not be accepted at a later date and such claims will be rejected by the Dean of the School.

The following table indicates the minimum requirement of attendance by as student
Attendance eligibility criteria for Period of calculation of absence Minimum percentage of attendance required Minimum percentage of attendance required with the consent of Proctor
CAT-I From 1st Instructional day to 2 days before the start of CAT-I exams 85% 75%
CAT-II From 1st Instructional day to 2 days before the start of CAT-II exams 85% 75%
SEE (Theory & Lab, Separately) From 1st Instructional day to the Last Instructional Day (inclusive) 85% 75%

In case of attendance falling marginally below 75% due to reasons listed below, the Proctor may bring such cases, along with valid and adequate evidence, to the notice of the Dean for relaxation from the minimum 75% condition stated above.

The Proctor may permit the student to write the CAT/SEE after reviewing the justification submitted by the student for absenteeism. Names of students who are allowed relaxation from the minimum 75% attendance criteria will be displayed on the School notice board before the commencement of CAT/ SEE for informational purposes only.

List of students who are debarred from writing exams in each course will be forwarded by the Proctor’s office to the respective schools for information to students at least a day before the commencement of CAT and in case of SEE on the next day following the last instructional day.

9.0 Syllabi and Scheme of Examination

Weightage of a course
The overall weightage of a course in the Syllabi and Scheme of Teaching & Examination shall be determined in terms of credits assigned to the course.

Component of evaluation
The evaluation of students in a course shall have the following components unless specifically stated otherwise in the Scheme of Teaching & Examination and Syllabi:

Type of Evaluation Max. marks for which the exam is conducted Marks in previous column are converted to
CAT-I 50 marks 15 marks
CAT-II 50 marks 15 marks
3 Quizzes Each quiz will be conducted for a minimum of 20 marks 15 marks
(5 marks from each quiz)
Assignment In the form of a report, seminar, presentation, quiz, experiment, GD, etc. as defined in the course syllabus/ course plan 5 marks
SEE (Theory without a lab component) 100 marks 50 marks
Total 100 marks
A. Theory Courses  
  (a) Semester-end examination 50%
  (b) CAT – I & CAT – II 30%
  (c) Continuous evaluation by the teacher 20%
B. Practical/ Laboratory Courses  
  (a) Semester-end examination 50%
  (b) Continuous evaluation by the teachers 50%
C. Dissertation/ Thesis  
  (a) Assessment By External Examiner 60%
  (b) Assessment by Internal Examiner 40%

For any other component of a programme not covered by the above, the weightage shall be as prescribed by the Board of Studies/ or the statutory body, as applicable, with the approval of the Vice-Chancellor.

For dissertation/thesis for Master’s degree programmes, wherever specified in the syllabus, the evaluation shall be done and marks awarded by a Committee comprising of an internal examiner, who will ordinarily be the supervisor, and one or more external examiners. The internal examiner shall award marks out of 40%, and the external examiner(s) out of 60%. The examiners shall be appointed by the Vice-Chancellor, out of a panel of three or more names suggested by the Deans of the Schools.

9.1 Paper Setting

The paper setters appointed by the Controller of Examination, out of the approved panel shall set the question papers, using the Model Test Papers wherever applicable, as a guide. Course code and course name of the paper should be the same as mentioned in the syllabus. The question paper shall be set out of the entire syllabus of a course.

Instructions for the question paper setters

Paper setters will appreciate that question papers are key tools in assessing candidates’ knowledge & their learning process. The following guidelines need to be followed with regard to setting of question papers.

9.2 Moderation of Question Papers

The moderators shall observe the following guidelines.

9.3 Examination Grievance Committee

In case of any written representation / grievance received from the students regarding the question papers, within three working days after completion of the particular examination, the same shall be considered by the Examinations Grievance Committee to be constituted by the Vice Chancellor. The Vice Chancellor shall take appropriate decision on the recommendations of the Students Grievance Committee, before the declaration of result(s) of the said examination.

The detailed process is as per Annexure -I

9.4 Conduct of Internal Examinations

COE’s office will prepare the examination schedule, student seating plan, etc. and provide all logistic help to various Schools and COE office will supervise the conduct of examinations.

After the CAT examinations, the answer booklets will be distributed by the concerned Dean office to the respective faculty member for evaluation.

9.5 Conduct of Practical Examination

General guidelines for conduct of practical examination

9.6 Conduct of Semester-End Examinations

Provided that the Vice-Chancellor may, at his discretion, delegate his authority for approval of examiners.

The recommendations for names of examiners shall be obtained from the concerned Boards of Studies through their respective Chairman. Where there is an exigency and the Board of Studies cannot meet, the Chairman, Board of Studies may recommend the names, stating clearly why the meeting of Board Studies could not be convened.

In emergent situations, where, for some reason the recommendations cannot be obtained from the Board of Studies/Programme Coordination Committee as stipulated above, recommendations may be obtained from one of the Deans nominated by the Vice-Chancellor.

The Controller of Examinations shall be authorized to add one or more names in the panel of examiners received by him from Boards of Studies /authorized Dean before the list is submitted to the Vice-Chancellor for approval.

After receipt of the question paper(s) from the paper setter, the same shall be moderated by the moderator(s) to be appointed subject wise by the Controller of Examination with the approval of Vice Chancellor. Controller of Examination shall ensure that minimum of two question papers duly moderated in each subject are available in the question paper bank.

9.7 Evaluation and Preparation of Results

Evaluation
After the exam, the answer booklets will be arranged enrollment number wise and program wise, sealed in a cloth bag and delivered to the evaluation in charge. The evaluation team will be assisted by support staff to allot same code numbers to all the parts of each answer booklet and then remove part IV thereof. A flap will cover the part I of the booklet. The answer booklets will then be given to the evaluator who will not know the identity of the students while evaluating the answer booklets. By the time evaluation is completed, part IV will be scanned and edited. Scrutiny of evaluated answer books will be done by another person to see that all the answers or parts thereof have been evaluated and marks have been correctly carried over and totaled. Besides, a senior faculty will be deputed from each School by the Dean/HOD concerned to ensure uniformity in the evaluation of answer booklets.

Preparation of Result
After evaluation and scrutiny, part III is also removed separated and got scanned by the COE office. Details of parts III and IV get matched with the help of bar codes. Entry of awards of internal marks and marks of practical exam is made simultaneously. Decisions of the grievances committee on the complaints against the question papers will be incorporated.

9.8 Grading Formula

The scores of internal and external assessments are added for conversion into a Letter Grade as follows:

S = Superior 10 Points
A = Excellent 9 Points
B = Good 8 Points
C = Fair 7 Points
D = Pass 6 Points
E = Marginal Pass 5 Points; and
F = Failed 0 Points

The final marks are converted into letter grades using the scheme described here. Letter grades are used to normalise the effects of inherent uncertainties and subjectivity in the purely marks based assessment system such as difficulty level of the question papers set by different examiners or the strictness/leniency in grading the answer script that also varies from teacher-to-teacher. In such a scheme by which the students are bracketed or bunched in 7 categories mentioned above as opposed to being differentiated on a 100 marks scale. In order to earn full credits of a particular course, a student must secure a minimum of 30% marks in the Semester End Examination and 40% marks in the course. Students earning less than 40% marks after adding the internal and external marks will receive an F grade in the course. Students who are debarred from appearing in the Semester End Examination due to attendance will also be awarded an F grade. Students earning 90% or more marks in the internal plus the Semester End Examination will be awarded an S grade in the course. Once the F grades and S grades are awarded, the remainder of the students will be awarded letter grades according to the following scheme:

If number of remainder students is N then:

The values of Xi will depend on the level of the course (first, second, third and fourth year, Post-graduate course etc. and the type of course, for example a required fundamental course that is a pre-requisite for several subsequent courses in the curriculum, or an elective, or a research or project based course). These values, that will serve only as guidelines will be fixed by the faculty Course Coordinator with assistance from the Program Chair and the Dean of the School and final approval from the Vice-Chancellor. The values may be adjusted to account for any aberrations that become apparent due to factors such as small class size, or an outstanding class of students, or an exceptionally weak class etc. If the marks of multiple students lie at the cut-off for a grade, then all shall receive the higher of the two grades. For example, if N is 100 and X1 is 10%, then 10 students should be awarded an A grade. However, if only 9 students have 82 marks or higher and four students have secured 81, then all 13 students will receive an A grade.

Example 1

Suppose in a first year Physics course 1000 students appear in the SEE examination and it is determined that X1= 10%, X2=20%, X3=40%, X4=20% and X5=10%. After all the internal and SEE examination marks are added, 200 students receive an F and another 50 receive an S grade. Then it follows that N= 750. Hence, the number of students receiving the various grades should be:

The figure below shows the grade distribution graphically and it nicely captures the normal distribution of grades commonly encountered in lower division courses in Sciences (particularly in Physics) and in Mathematics with an additional smaller peek in the number of F grades

Example 2

Let us assume that there is a batch of 20 students in Applied Psychology who are taking a 3rd year course. Everybody in that class receives more than 40% marks in internal and external exams as well as more than 50% aggregate. Thus, no one receives an F grade. Let us then assume that 5 out of 20 students get 90% or more and therefore must be awarded an S grade. Next, if X1= 10%, X2=20%, X3=40%, X4=20% and X5=10%, the distribution of grades might look as follows:

The two examples show that the scheme has considerable flexibility in adapting to the various types of distributions encountered among the marks obtained by students. Scrutiny of the result will be done to check any mistake and then after removing errors if any.

9.9 Grading System and Rating of Performance

The level of students academic performance as the aggregate of continuous evaluation and end term examination shall be reflected by letter grades on a ten point scale according to the connotation as displayed in Table A.

Table - A
Letter Grade Grade Point Remarks
S 10 Pass in the course Performance Grades
A 9 Pass in the course
B 8 Pass in the course
C 7 Pass in the course
D 6 Pass in the course
E 5 Pass in the course
F Zero Failed in the course by not securing the minimum marks required
DE Zero Debarred from writing the SEE due to lack of attendance
WH Zero Acts of indiscipline till the decision is arrived
AB Zero Absent in SEE

a) General Guidelines for Award of Grades are

b) Conversion of numerical marks into letter grades

Table - B
Grade Qualitative Value of Grade Minimum Percentage of marks for letter Grade for PG & UG Programmes
S Outstanding Above 95
A Excellent 85-94
B Very Good 75-84
C Good 65-74
D Above Average 55-64
E Average 50-54
F Fail Less than or equal to 49
SGPA=   Where
∑CiPi Ci = Course Credit of the course of a semester
∑Ci Pi = grades Point earned by student
  i = 1,2,3… n, represents the number of course passed in a semester.

Cumulative Grade Points Average (CGPA)

CGPA=   Where
∑CiPi Ci = Course Credit of the course of a semester
∑Ci Pi = grades Point earned by student
  i = 1,2,3…. m, represents the number of course passed till that semester

As example of these calculations is given below

I Semester
Course Code Associated Course Units Credits Grade Awarded Credits earned Grade Point Point Secured
(1) (2) (3) (4) (5) (6)
MAL 101 4 E 4 5 20
CSL 102 4 E 4 5 20
PHP 103 4 A 4 9 36
PHL 104 4 B 3 8 24
MEL 105 4 F 0 0 00
AML 106 4 E 4 5 20
Total 24   19   120
SGPA = Points secured in the semester (120)
Credits Units in Course appeared (23)

*CGPA is not applicable in first semester

II Semester
Course Code Associated Course credits Grades Awarded Credits earned Points Earned Points Earned
(1) (2) (3) (4) (5) (6)
MAL 201 5 S 5 10 50
EEL 202 5 C 5 7 35
CYL 203 5 E 5 5 20
CYP 204 4 A 4 9 36
MEL 205 4 B 4 8 32
AML 206 5 C 5 7 35
HUL 207 3 F 0 0 00
Total 31   28 46 208
SGPA = Points secured in II semester (208) = 6.71
Credits Units of courses appeared in II semester (31)
CGPA = Cumulative points secured in all passed course in I & II Semester (328) = 6.07
umulative Associated Credits Units in I & II semester (54)

c) Minimum Academic Requirements:

CGPA EQUIVALENT DIVISION
8.5 and above First class with Distinction
6.5 but less than 8.5 First Division
5.0 but less 6.5 Second Division

Result Moderation Board
Moderation Board shall be headed by the Vice Chancellor. The Pro Vice-Chancellors, Deans of Schools concerned and Controller of Examinations will be its members. Rough analysis of the result will be put up before the Moderation Board. Based on the decisions of the moderation committee, final result will be declared.

Grade Cards
Grade Cards of the students who have appeared in the Semester End Examination will be printed with scanned photograph of the student. The students who re-appear and clear their back papers will be issued Grade Cards showing marks obtained in the back paper and the marks obtained in the papers passed earlier so they do not have to presednt two separate Grade Cards for same Semester when they go out for a job or higher studies in India or abroad.

10.0 Re-Evaluation

The detailed process of re-evaluation of answer sheets is as per Annexure –IV

11.0 Criteria for Passing and Promotion

1. A student shall be eligible for provisional promotion to the next academic year of study provided he/she has earned total 60% or more credits after rounding off to the next higher integer on the basis of the results of a particular academic year and in addition, he/she earns SGPA 5.0 or more over the entire academic year. A student failing to satisfy this requirement shall have to repeat the entire academic year including the courses in which he/she has earned full credit.

2. A student shall not be promoted to the third academic year of the program if he/she has not earned full credits of all the courses of first academic year, and, in addition satisfied the requirement under 1 above.

3. A student shall not be promoted to the fourth academic year of the program if he/she has not earned full credits of all the courses of second academic year, and, in addition satisfied the requirement under 1 above.

4. To earn full credits of a particular course, a student must secure a minimum of 30% marks in the Semester End Examination and 40% marks in the course.

5. A student who has to reappear in a semester end-term examination in terms of clause 11.1 above shall be examined as per the syllabus which will be in operation during the subsequent semester(s). However, in case the student(s) claimed that there are major modifications in the syllabus which is in operation as compared to the syllabus which was applicable at the time of his/her joining the concerned programme and the Dean of the School/ Chairman so certifies, the examination may be held in accordance with the old syllabus, provided such request shall be submitted to Controller of Examination at least 3 weeks prior to commencement of semester end-term examination.

Students who are eligible to reappear in an examination shall have to apply to the Controller of Examinations through the School concerned to be allowed to reappear in an examination and pay the fees prescribed by the University.

All such students who fail to get promoted to next academic year for the reason of deficiency in required credits as stated here in above will automatically be declared to have taken academic break to reappear in such examinations of previous semesters in which the student has failed, so as to obtain sufficient credits to be promoted to the next academic year.

Only two academic breaks are permissible for those students whose programme duration is three years or more than three years and for less than three years programmes, only one academic break is permissible for the completion of the academic programme/course. In no situation a student will be allowed to take more than prescribed number of breaks, for any reason whatsoever, including for the reasons of detention for shortage of attendance or deficiency of credits during the whole term of completion of the course/programme. A student who has exhausted two academic breaks and a further occasion arises for him or her to take academic break because of non promotion or detention, in such cases the admission of such student would automatically stand cancelled right at the time such an occasion of more than two academic breaks arises.

12.0 Use of Unfair Means

All cases regarding reported use of Unfair Means in the examination shall be placed before a Standing Unfair Means Committee/s for decision in individual cases, and recommending penalties, if any. The actions deemed as “Use of Unfair Means” shall be as specified in the rules approved by the Academic Council.

12.1 Procedure for dealing with cases of suspected/alleged/reported use of unfair means as approved by the Academic Council is as per Annexure –V.

13.0 Award Of Degree/Diploma

13.1 A student shall be awarded a degree/diploma if:

14. Additional Learning – Honours

Students who are academically talented can devote extra time in each semester by taking additional course load right beyond their 3rd semester. These additional credits acquired in his/ her own major Programme discipline entitle a student to receive ‘Honours’ credentials. All departments offering various Programmes will offer honours option in their disciplines, and will prescribe what set of course and / or projects is necessary for earning honour credentials in that discipline. Such courses can span across several Programme. Students who wish to acquire an ‘honours’ credential need to carry out manual / online registration with a detailed plan of study. A student accumulates credits by registering for the required courses, and if the requirements for ‘Honours’ are met within the prescribed minimum time limit of the Programme, the ‘Honours’ will be awarded along with the Degree. Also, the student should have a minimum average CGPA of 7.50 in the ‘Honours’ courses registered to become eligible for the ‘Honours’ award. If necessary, the student may use option of registering the failed ‘Honours’ course again in a subsequent semester to raise the CGPA to the required level.

A student must complete a minimum of five theory / lab embedded courses, each having 3 or 4 credits, of which at least one course should have a lab component, to become eligible for ‘Honours’. No relaxation in the maximum number of credits will be given to students opting for ‘Honours’. In case a student withdraws from the ‘Honours’ registration in the middle of the programme, the ‘Honours’ courses successfully completed will be converted to “Audit’ courses and indicated accordingly in subsequent Grade Sheets and Consolidated Marks Sheet. Students have to pay extra for all the courses registered for ‘Honours’. Honours award will be mentioned in the Degree Certificate as “Bachelor of Technology in (specialization) with Honours”. This fact will also be reflected in the Consolidated Marks Sheet under a separate heading ‘Honours’ with similar details shown for other credited courses and the CGPA for ‘Honours’ will be indicated at the end of the list of courses under ‘Honours’. The grades obtained in the courses credited towards the ‘Honours’ award are not counted and shall have no influence on the CGPA of the ‘Programme’ the student has registered.

14.0 Decisions as per guidelines approved by Academic Council

Subject to the provisions of the Act, the Statutes and the Regulations such administrative issues as disorderly conduct in examinations, other malpractices, dates for submission of examination forms, issue of duplicate degrees/diplomas, instructions to examiners, superintendents, invigilators, their remuneration and any other matter connected with the conduct of examinations will be dealt with as per the relevant guidelines approved by the Academic Council.

15.0 Interpretation of Rules

Notwithstanding anything stated in this Regulation, for any unforeseen issues arising, and not covered by this Regulation, or in the event of differences of interpretation, the Vice-Chancellor may take a decision, after obtaining if necessary the opinion/advice of a Committee consisting of any or all the Deans of the Schools. The decision of the Vice-Chancellor shall be final.

16.0 Periodicity for Preservation / Weed out of old records

Rules regarding Periodicity for Preservation/Weed out of Old Record Related to Examinations are as per Annexure –VI.

Annexure – I

Process for dealing with Grievances of the Students

The following process shall be observed:

Annexure – II

Semester End Examination Process

Semester End Examination

a. Vice Chancellor will appoint a Chairman and Co-Chairman of University Examination Committee (UEC) who will recommend the name of 8-10 faculty members to VC for appointment as Exam. Committee. This committee will supervise the university SEE examination.

b. The COE will ask for the curriculum structure of various programmes from different Schools along with name of two external and two internal paper setters for each course along with approved Syllabus and Model Question papers.

c. After the approval of the names of External Examiner by Vice-Chancellor, COE will send the letters along with the required format, syllabus and model question paper to the paper setters for the timely preparation of question papers.

d. COE will hand over the received question paper School wise and programme wise to UEC.

e. VC will approve the name of moderators suggested by Deans of the Schools.

f. UEC will take care of moderation and formatting of question papers.

g. Before the SEE the UEC will print the required question papers and pack them as per the need of the SEE.

h. COE will prepare and publish the SEE Schedule (Theory and lab embedded) in consultation with UEC and Deans of Schools.

i. COE will prepare the students list, seating plan, attendance list etc

j. For the conduct of SEE, Vice-Chancellor will appoint a Dean/Senior Professor as Centre Superintendent and other members as Assistant / Floor Superintendant on the recommendation of UEC.

k. COE will prepare the invigilation duty Chart of the faculty members.

l. Vice-Chancellor will appoint Flying Squad on the recommendation of UEC,

m. COE will provide all the logistical support to Centre Superintendent for the smooth conduct of Examination.

n. COE will communicate to the external lab examiners after receiving of the name from various Schools.

o. COE will also arrange funds from University finance office for paper setters and external lab examiners.

p. During the SEE all invigilators /staff members involved in examination will report to the Centre Superintendent.

q. One Week before the start of SEE all Schools will provide the list of debarred students to the Chief Proctor in the prescribed format only.

r. The Chief Proctor will examine the cases of relaxation of attendance after receiving the required documents and certificates from the concerned students through Deans and provide the list of the same for display as well as for examination purpose to CS and COE at least two days before SEE. The debarred students / guardians should be informed regarding their status through SMS/E-Mail /Websim

s. On the day of the Examination, The Centre Superintendent will supervise all the activity of examination and UEC will provide the required question papers to Centre Superintendent in sealed envelopes.

t. Centre Superintendent will hand over the answer scripts to COE who, after coding, will issue the same to concerned faculty members for evaluation.

u. UEC will take care of any issue during the examination about the misprinting /out of syllabus / incomplete question(s) etc. In case of any discrepancy, for e.g., out of syllabus question the students are advised to attempt the questions as per the manuscript and submit an application to Dean of the Concerned School who will ask the course coordinator to submit a report about the students application. Subsequently the Dean will submit the report of such cases along with the students’ grievances and faculty reports to UEC. UEC will ask the COE to send the student grievances and Dean’s report to the paper setters for their comments. The reports of paper setters will be put before the Examination Grievance Committee. This committee will submit the final consolidated report on all the grievances regarding complaints about the question papers along with their comments to VC for final decision (as per Annexure - I).

v. After the SEE extra copies of the question papers to be maintained at three levels (a) Library, (b) Schools & (c) COE office

w. The manuscripts of the unused sets of question papers will be handed over by UCE to COE for safe keeping.

x. Deans of the School concern will appoint a head examiner for courses in which two or more examiners are evaluating the answer sheets. The examiners will said 10% answer sheets after evaluation to the head examiner who will inspect the same and issue special guidelines for evaluation to the examiner. The examiners shall fellow they said guidelines for maintaining uniformity in evaluation.

y. The COE office will open the bundle in the presence of the examiner, count the examiner shall deposit the bundles of evaluated answer sheets in the office of the answer sheets, see that all the answer have been marked, marks have been correctly transferred on to the part B & C of the OMR Sheet and then issue a receipt to the examiner.

Removal of OMR Sheet from the answer script will be done by COE office only.

COE will compile the programme wise result after duly verifying the data and present to VC for final approval.

COE will declare the result within 30 days after getting the approval of Vice Chancellor.

COE will accept the application of re-evaluation/re-checking (along with the prescribed fees) after the declaration of result within 15 days. Student may apply, within two weeks from the date of the declaration of the result, for re-checking of the examination script(s) of any specific course(s) on the payment of prescribed fees. Rechecking shall mean verifying whether all the questions and their parts have been duly marked as per the question paper, and the totaling of marks. In the event of a discrepancy being found, the same shall be rectified through appropriate changes in the result as well as marks-sheet of the concerned semester-end examination.

Annexure - III

Guidelines for the Centre Superintendents and the Supervisory staff and instructions for the candidates

1. The Centre Superintendent will be fully responsible for maintaining the confidentiality of the documents related to the examination. Normally Centre Superintendent shall be of the rank of Professor. However, in exceptional circumstances, the faculty of the rank Reader/Associate Professor could be assigned the duty of Centre Superintendent. The Centre Superintendent shall be appointed by the Vice Chancellor on the recommendation of the COE and the appointment would be on rotational basis as far as possible amongst the senior faculty in the university.

2. The Centre Superintendent shall be in-charge of the centre and would be responsible for the smooth and fair conduct of the examination at the centre.

3. Centre superintendent shall

For smooth conduct of examination, officers shall be deputed as per the following scheme:

Sl. No. Student Strength Centre Superintendent Assistant Centre Superintendent
1 Up to 300 1 1
2 301-600 1 2
3 601-900 1 3

4. In case additional invigilators are required, the Centre Superintendent will ensure the availability from other colleges of the University, through their Principals. For this proper information with requirement be sent in advance to concerned departments/colleges.

5. Safe custody of question papers once handed over to the Centre Superintendent will be his responsibility. He should keep them under lock and key with full secrecy & security.

6. Centre Superintendent on receipt of question paper packets shall verify that they are properly sealed and that title of the paper mentioned on packets matches with the paper scheduled for the day. Discrepancy, if any, may be reported to the exam division immediately.

7. Centre Superintendent shall ensure entry of candidates to the exam hall only 15 minutes before the scheduled time of the examination.

8. Candidates and invigilators are not allowed to use /carry mobiles in the examination hall.

9. It is to be ensured that all invigilators perform their duty with all alertness for smooth and fair conduct of examination and check the use of unfair means during examination of any type.

10. Entry without admit card is not permissible. In case any candidate is without admit card, Centre Superintendent is authorized to issue duplicate admit card on payment of Rs.50/- as fine. In case he/she does not possess money at that time then after due verification he/she can be allowed temporarily on undertaking that the fine shall be deposited by him/her in the next paper.

11. Late entry up to 30 minutes is permissible in the examination hall, beyond which up to another 30 minute permission can be granted by Centre superintendent on justified reasons.

12. Sufficient provision for drinking water is to be made.

13. Before starting the examination, there must be a proper warning and announcement to the fact that use of unfair means is prohibited and any one found guilty / using such means would be punished as per university rules. Printing material to this effect shall also be prominently displayed at different places in the examination centre.

14. Answer books must be collected and arranged program and course wise in ascending order of roll numbers.

15. If a candidate leaves the examination centre without handing over his / her answer book to the invigilator than an FIR against him / her be lodged in a nearby police station. The name, address, roll no. and description of paper shall be furnished in the F.I.R. This information may be sent to examination division thereafter.

16. The answer books are to be bundled in such a way that bundles must not carry more than 60 answer books. In case of optional paper, please bundle the answer books stream wise.

17. The answer books from the examination centre will be deposited in the examination division by the center superintendent the same day.

18. Subject wise absentee statement shall be prepared and submitted to the representative of examination division along with the answer books.

19. All the unused question papers along with question paper envelopes are to be returned to the examination division along with the answer books.

20. There shall be proper record of used and unused answer books date wise .The unused answer books shall be kept in safe custody and in no circumstance be in the reach of the candidates for their misuse. After the termination of examination balance answer books shall be returned to exam division.

21. The attendance of candidates should be properly recorded by the concerned invigilator and counter signed by the centre superintendent.

22. In case of UFM, both student & invigilator must sign on every piece of recovered incriminating material.

23. The Centre Superintendent and Invigilators should assist the flying squad deputed for ensuring and reporting about the smooth and fair conduct of the examination in performing their duties.

24. No person will be allowed in an examination room during an examination except the students concerned, invigilators at the persons authorized to do so by the competent authority.

25. No change in the question paper however trivial can be announced directly by the faculty or invigilators without bring in it to the notice of the controller of examination / centre superintendent / in-charge.

26. Grievances against the question paper if any shall be submitted by the student at the end of the examination to their respective Deans / HODs for onward transmission to the Controller of Examination with their comments for consideration and decision of the Grievances Committee.

Instructions for Invigilators

1. Invigilators are required to report at the control room at least 30 minutes before the scheduled time of examination.

2. Entry of the students to the examination hall is to be permitted on production of valid Hall Ticket.

3. Students shall not be allowed to carry prohibited items such as books, written papers, mobile phones, electronic gadgets or any other type of incriminating material at the examination venue.

4. Before the commencement of the examination the invigilator shall see to the satisfactory arrangement of examination table and seats. He shall take care to seat the candidates in such a way as to render all communication between them impossible.

5. Answer books shall be distributed 10(ten) minutes before the start of examination.

6. Students are asked to read and follow instructions printed on the answer booklet and check the answer booklet for number of pages and for its condition before writing.

7. Exchange or borrowing of pen, pencil, eraser, scale, calculator, etc. during examination is prohibited. In emergent situations these may be permitted through the invigilator only.

8. No student should be permitted to leave the examination hall during the first 30 minutes and last 15 minutes of the examination. No student shall be allowed to leave the examination hall before half the time is over. Those who want to leave the examination hall after half the time is over and before the last 30 minutes should be asked to submit their question paper along with the answer booklet.

9. Invigilators must check that the entries on the cover page of the answer booklet have been correctly made and ensure that attendance sheet has been signed by the student after correctly filling the his/her enrolment number.

10. In case of any doubt in the question paper no advice should be given by the invigilator and matter shall be reported to the centre superintendent for clarification.

11. Invigilator will not leave the examination hall during the examination. In emergency, one invigilator can be permitted by the centre superintendent by deploying another invigilator in his/her absence.

12. Answer booklets should be arranged subject and enrolment number wise before their submission to the examination branch through the centre superintendent.

13. Absentee statement should clearly indicate the students absent in a particular paper by encircling A in the column of signature.

14. No supplementary sheet will be provided for solving the question paper. Rough work can be carried out on the right hand side margin or at the end of the answer booklet.

15. In UFM cases, every page of the recovered material must be signed by the detector and countersigned by the centre superintendent.

16. Invigilators are not allowed to carry or use mobile phones in the examination hall.

17. During the course of examination, the invigilator is expected to move about the place of their duty and not to engage themselves in study or conversation.

18. During the course of examination, the invigilator is expected to move about the place of their duty and not to engage themselves in study or conversation.

19. All invigilators should try to familiarize themselves with the Guidelines and rules governing the Conduct of Examinations before the commencement of the examination.

20. As soon as the time allotted has expired, Invigilator shall collect the answer-books, have them arranged in serial order and deposit the same with the faculty authorized by the Centre Superintendent.

21. Each invigilator will count the number of answer booklets issued to the students in his/her room, head count the number of students actually present and then tally the same with the attendance chart and the total number of answer booklets got issued from the Centre Superintendent.

22. Invigilators should bear in mind that examination can be very stressful for students and can occasionally provoke unreasonable or extreme behavior. Situation should be dealt with in a sympathetic and supportive manner which minimizes any adverse effect on other students and maintains sanctity of the examination.

23. No person will be allowed in an examination room during an examination except the students concerned, invigilators at the persons authorized to do so by the competent authority.

24. No change in the question paper however trivial can be announced directly by the faculty or invigilators without bring in it to the notice of the controller of examination / centre superintendent / in-charge.

25. Grievances against the question paper if any shall be submitted by the student at the end of the examination to their respective Deans / HODs for onward transmission to the Controller of Examination with their comments for consideration and decision of the Grievances Committee.

The responsibilities of Invigilators also include

Invigilators must therefore, ensure that the examinations are conducted in a fair and appropriate manner.

Instructions for the Candidates

Candidate must observe the following:

1. Enter examination hall 15 minutes before the scheduled time. Students coming 30 minutes after the commencement of the examination will not be permitted to enter the examination hall or to write the exam.

2. Occupy the assigned seats only.

3. All the students must carry their University Identity Card and Hall Ticket along with them. Without I-card and Hall Ticket, no student will be permitted to enter the Exam Hall.

4. Read all instructions carefully written on the answer book & complete all entries of the cover page carefully. It is the responsibility of the student to fill all the particulars in the answer-booklet correctly.

5. Mobile phone/electric gadget is prohibited in the examination hall.

6. Do not bring any other material which may directly or indirectly amount to use of unfair means in the examination.

7. Bring your own pen, pencil, eraser, general or scientific calculator (if permitted), scale & other materials required for the examination.

8. Behave decently & cooperate with the invigilator(s) or members of flying squad in performing their duties.

9. University search squad has all rights to thorough search before & in between the examination including clothes, socks & shoes etc.

10. Murmuring or talking with fellow students comes under UFM rules.

11. Leave the examination hall after due permission of invigilator.

12. Do not write your name, request to examiner, and any mark of identity inside the answer book. If found, it amounts of using UFM.

13. Every question is to be started from a new page, answered even if space has been left in the end of previous answer.

14. Serial Nos. of questions be written as given in the question paper while answering particular question.

15. Calculation etc. can be done in the answer book itself. No separate sheet will be given for the same. Cancelled portion will not be marked by the evaluator.

16. Write on both sides of the answer book. No Supplementary sheet will be provided under any circumstances. Students are required to enter the correct answer booklet number against their name in the attendance sheet.

17. No student shall loiter around stairs, verandah and in front of the Exam Hall, after the commencement of the examination.

18. Students are not allowed to leave the Examination hall before half of the time is over. After this, they are allowed only with permission of the invigilator.

19. Students are allowed to carry only writing instruments, University Identity card, Hall Ticket and board along with them into the examination hall.

20. Malpractice is a serious offence and strict action will be taken against those indulging in the same.

21. Writing anything on the desks or walls of the Exam Hall/Room is also considered as malpractice.

22. Writing anything on the question paper except Name and Enrol. No. will also be treated as malpractice.

23. Carrying programmable calculators, electronic gadgets, mobile phones & books into the examination hall is also considered as malpractice.

24. Any other activity hindering the smooth conduct of the exam will be dealt with as per University norms.

25. If a candidate is caught using UFM, he/she will be provided a new answer book to continue his/her examination. Candidates need not repeat answers which he/she had already answered in the first answer book. Evaluator will mark both answer books. But the result will be declared after the decision of the examination committee.

Annexure – IV

Re-evaluation and Rechecking Rules

1. A candidate for the examination in theory papers except in the Project-Reports; Dissertations; Practical Answer-Books; CAT-1, CAT-2; assignments; Viva-Voce reports and where the answer-books of an examination are evaluated by double examiners will be allowed to have the answer-books in theory papers re-evaluated. The candidate shall have to apply on the prescribed Form accompanied by the original Marks sheets and the re-evaluation fee of Rs.1000/-per answer-book within 20 days of the date of publication of the result/gazette/notification or within 15 days of the date of dispatch of Grade Cards by the University office as indicated on the Grade Card whichever is later. Candidates can also submit their re-evaluation forms after the expiry of above mentioned time- limit up to next 7 days with a additional late fee of Rs.500/-. After that no re-evaluation form shall be accepted.

2. The re-evaluation of answer- book(s) shall not be allowed on any count whatsoever after 6 month of declaration of result. In case an application is rejected being time barred or being inadmissible; 50% of the amount paid will be refunded. In case the result/marks of the candidate is/are revised on re-checking before re- evaluation and the candidate is not interested in re-evaluation then full fee will be refunded. In case the answer-book(s) is lost or is damaged/destroyed within 6 month of the date of the declaration of result due to any reasons and it is not possible to get it re-evaluated; the candidate shall have the option either to get refund of full re-evaluation fee or to re-appear in the subsequent examination in the paper(s). No examination fee shall be charged from a candidate who opts for re-examination under this clause.

3. All entries in the application for re-evaluation should be complete and correct in all respects. If the form is not complete in all respects or is not accompanied by full fee and the original Grade Card, it is liable to be rejected. No change in the entries once made by the candidate shall be allowed after the receipt of the application by the University office. Ignorance of the title/code of any paper/option shall not be accepted as a plea for wrong entry in the application. In case a subject consists of more than one paper and the candidate has not indicated the paper; he/she wishes to be re-evaluated or has paid the prescribed fee of Rs.1000/- or more but less than the fee prescribed for all the paper (s) indicated by him/her; the paper(s) in which the candidate has secured lowest marks will be got re-evaluated to the extent of multiplies of the prescribed fee. Late procurement of Application Form shall not be entertained as a plea for its late submission in any case.

4. Where the original evaluation of the paper was done by the examiner concerned on the basis of the instructions issued by the paper-setter a copy of such instructions will be sent to the re-evaluator(s). While sending the answer-books for re-evaluation, the title covers of the same will be folded with fevicol/gum stapled and strips of black or brown papers will be pasted over the marks inside to conceal these so that the re-evaluator(s) may do independent marking on separate award lists question-wise.

5. Increase/decrease of marks due to re-evaluation of answer-book(s) will be taken into account to the extent that if the increase of marks due to re-evaluation of answer-books is up to 20% of the maximum marks of the paper or even if the decrease of marks due to re-evaluation of answer-books is upto 20% of the maximum marks of the paper, full marks may be taken into consideration subject to clause (f) of the rules. Provided that if the marks are increased due to re-evaluation of answer-books by more than 20% of the maximum marks of the paper and also if the marks are decreased due to re-evaluation of answer-books by more than 20% of the maximum marks of the paper, the Answer-Book(s) will be sent to the second re-evaluator. Average of the two higher awards given by the Re-evaluators/Examiner will be taken into consideration but the candidate will be allowed minimum pass marks if any of the three examiners (including the two re-evaluators) awards minimum pass marks or more than pass marks. Fractional mark if any shall be rounded to next full mark.

6. Decrease in marks due to re-evaluation will be taken into account. The result/marks of a candidate will be revised on the basis of re-evaluation score above only if the score increases/decreases by 3% or more of the maximum marks allotted to the concerned paper or if on re-evaluation the character of the result changes. (Character means ‘Fail’ to re-appear or ‘Fail’ to ‘Pass’ or Re-appear’ to ‘Pass’.)

7. If, consequent upon re-evaluation of Answer-book(s), one or more candidates secure marks more than the marks of original candidate securing first class firs position in the Merit List, they will also be eligible for award of Gold Medal. However, the Medal already awarded to the original candidate will not be withdrawn.

8. A candidate will be permitted to see his re-evaluated answer-book(s) for identification only, if his application along with a fee of Rs.100/- per answer-book reaches the University within 15 days of the date of communication of the re-evaluated result to him.

9. If as a result of re-evaluation a candidate passes the examination or is placed in compartment, he shall, if otherwise eligible, be allowed to join the next higher class within 15 working days from the dispatch of his marks sheet of re-evaluation without late fee subject to the condition that no such admission shall be allowed after 30th September of the year in any case by any institution whatsoever the circumstances may be. His attendance shall be counted from the date of admission. No extra chance will be allowed for clearing the Re-appear in lieu of any chance which a candidate might have missed before declaration of the result of re-evaluation.

10. A candidate shall be allowed to withdraw his application for re-evaluation for one or more paper(s) only if his award(s) from the re-evaluator has not been received for that paper(s) in the University office. No refund of fee shall be allowed in such a case.

11. The Re-evaluation result as declared by the University will be binding. If a candidate who has failed or earned re-appear in paper(s) and has applied for re-evaluation but his result of re-evaluation is not declared before the next examination and he appears in next examination in the paper(s) in which he had failed, the better of the two scores–‘Re-appear score’ or ‘Re-evaluation score’ would be taken into account. Result of such candidates for the next examination will remain withheld till the result of re-evaluation is declared or three months after receipt of application for re-evaluation whichever is earlier. However, if a candidate has appeared in a subsequent examination in anticipation of the declaration of his re-evaluation result and has withdrawn his application before receipt of award(s) in the University Office from the re-evaluator(s), no refund of fee shall be allowed.

12. The candidates shall plan their future programme of taking examination in accordance with their original result already communicated by the Examination Branch till it is actually superseded by the re-evaluation result. The University does not undertake the responsibility of any consequences arising out of the delay in completion of the process of re-evaluation and declaration of result. The University shall also not be liable to pay any compensation/damages, etc. if the re-evaluation result of any candidate is delayed or some mistake/ discrepancy are found in the original evaluation/re-evaluation of answer-book(s).

13. The remuneration for re-evaluation of answer-books for the Under-graduate/Post- graduate examinations shall be the same as prescribed by the university from time to time.

Re-checking rules

A student may apply on the prescribed form for re-checking of answer-book(s) in Theory papers of an examination taken by him/her within 20 days of the date of declaration of result along with prescribed fee @ Rs. 500/- per answer-book; and a photocopy of Grade Card. After the expiry of the above period no request for re-checking shall be entertained.

Annexure – V

Process and regulations for Unfair Means Standard operating procedure for dealing with cases of unfair means:-

A candidate found guilty of any of the following offences shall be deemed to have used unfair means and his/her examination result shall be withheld. The Standing committee appointed by the university shall after giving a personal hearing recommend the penalty, if any, to be imposed on the candidate. If the candidate fails to turn up before the committee for personal hearing, the committee shall be entitled to decide the case on basis of record and recommend penalty, if any, to be imposed without giving any further opportunity of hearing.

(a) Offences during the examination which amount to use of unfair means

(b) Procedure for booking of cases of use of Unfair Means at the examination centre

7. Documents required to be sent in UFM cases

All cases of UFM should be recorded in the prescribed form for reporting UFM cases as given in Annexure - A. The form shall be accompanied by the following documents:

8. Submission of Unfair means cases

A separate sealed cover should be sent to the office of Controller of Examination along with the prescribed Performa in each case booked daily under UFM with a covering Performa.

List of penalties for different types offences under UFM

Category of offence Offence(s) Penalty  
I Recovered material not related to the subject or found writing something on the question paper, which is not the answer to the questions being asked on his question paper. Issue of warning not to repeat the same.
II Relevant material written by the candidate on any part of body, wall, door of the room, table or desk Cancellation of the concerned paper
OR
Related matter found in the form of book, manuscript, pages of books, clothes, scale, handkerchief, writing pad, geometry box, etc,
OR
Possession of any message, mutual conversation by words of mouth or gestures,
OR
The recovered material is related to the subject, but not used.
OR
The candidate is showing his Answer Sheet to the other candidate to copy from his Answer Sheet
OR
The candidate is copying from the Answer Sheet of another candidate
OR
Carrying  mobile phone, ear phone, pager, scientific calculator other than where explicitly allowed, laser pen or other electronic device in the examination hall
OR
Writing by the candidate even after the stipulated time is over despite being reminded by the invigilator repeatedly not to do so.
OR
Keeping cash in the answer book, write request in form of letter or disclosing his identity by writing his/her name/roll number etc. in the answer book
OR
Recovered matter is related with subject and is being used.
OR
Recovered material is copied on the Answer Sheet before distribution of question paper.
OR
Candidate is caught with a material which is he has chewed or swallowed or torn into pieces and the candidate refuses to sign the documents and also misbehave with the invigilation staff
OR
Replacement of Answer Sheet, exchange of Answer Sheet with other student, addition of extra pages in the Answer Sheet, smuggling of Answer Sheet/pages,
OR
Caught using unfair means for more than once in a particular semester or yearly examination or during the whole duration of the program
V Manhandling with staff on duty or creating disturbance in the examination hall/centre.   Cancellation of entire examination and further debarring for one year
VI Ran away with Answer Sheet from examination hall. OR Impersonation Cancellation of entire examination and further debarring the candidate for two years.
VII Two times UFM   Three times UFM Cancellation of semester Expulsion from the University

Aggrieved by the decision of the Standing Committee on Unfair Means Cases, a candidate may make a representation addressed to the vice-chancellor along with the prescribed fee for reconsideration of his case. The vice-chancellor may refer the matter to the Appellate Committee to be constituted for the purpose for reconsideration. The decision of the Appellate Committee once approved by the vice-chancellor shall be final and binding on the candidate.

Important Notes

1. The fact that a particular roll no. was booked as UMC should be recorded daily in the attendance sheet as well as in the statement for dispatch of Answer Sheet to the Controller of Examination.

2. Candidates found using any of the UFM are not to be debarred from appearing in the remaining papers.

3. Candidates can be physically searched by the Centre Superintendent / Invigilators /Member of the team of Observers deputed by Examination Division before or during the examination at any time except that a female candidate should be searched by a female member only.

4. Normally when a candidate goes out to toilet the invigilators must ensure that the Answer Sheet and Question Paper of the candidate has been left behind on his seat in the examination hall. He/she should fill the Students Movement Record while going out.

5. At the end of the examination no candidate should be allowed to leave the room till all the scripts are collected, counted and found correct. If a candidate forces his way out with the answer script, the complete statement explaining the circumstances under which the candidate has left with the script should be made out. In no case this provision should be used to cover up the loss of Answer Sheet. The statement should also contain the time of the incident and details of the case as to how the candidate took away the Answer Sheet as also efforts made to recover the Answer Sheet.

6. In respect of the cases detected by the members of the team of Observers, the Centre Superintendent should forward the same to the Examination Division after giving an opportunity to the candidate concerned to give his explanation. For these cases also requisite Performa should be used.

7. Proper procedure must be followed while reporting the UFM cases.

Annexure – VI

Rules regarding Periodicity for Preservation/Weed out of Old Record Related to Examinations

A) Record which shall be preserved permanently

Sl. No Particulars
1 Stock Register
2 Register of Furniture & Assets
3 Legal cases regarding examinations
4 Files related to policy matters related to examinations
5 Important orders & circulars related to examination
6 Ordinance & Rules status regarding evaluation of students performance
7 Result sheet/ Tabulation register
8 1. Bill files relating to Award of Scholarships, Medals and Prizes. 2. Bill files relating to Award of Scholarships, Medals and Prizes      of foreign bodies / countries 3. Files relating to institution of Scholarships/Medals/Prizes and      rules and Regulation etc.
9 Official copies of syllabus for the courses
10 Files regarding supply of statistics to UGC, NCTE, AICTE, DCI/ MCI etc, regarding number of students appeared, passed at university examinations
11 Issue of Provisional Certificates – counterfoils
12 Relaxation by the Vice Chancellor regarding examination or the case not covered under any provision of the ordinances
13 Grant of exemptions for qualifying the subject
14 Stock Register of degree certificates, other certificates and mark-sheets (Examinations)

B) Record which shall be preserved for specific periods as indicated against each

Sl. No. PARTICULARS Period
1. Budget Files 10 years
2 Contingent Bills for payments to Examiners, Evaluators & Paper Setters. 3 years
3 Bills and vouchers of purchase of answer books/ OMR sheets etc 5 years
4 Reply to Parliament/Assembly questions 2 years
5 Diary and Dispatch Register & Peon Books 3 years
6 Leave application files, leave register of staff and attendance register of staff 3 years
7 Original Question papers and proof thereof (End Term) 6 months after declaration of result
8 Award List of Examination For major examination(including awards for Practical/Dissertation/Project/Industrial Training etc.) and Internal Award List & Attendance sheet 2 years after the declaration  of result of final semester /year
9 Appointment of Examiners 1.Files –correspondence 2.Acceptance-forms 1 year
10 Appointment of Moderators for Questions Papers   1 year
11 Conduct of Examinations: 1. Used Answer sheets, Challans, Dispatch memos, seating plans and other papers related to conduct of Term End Examinations. 2. Part-III and Part-IV of Answer-sheets. 1 year from date of declaration of result
12 Re-checking of results, correspondence, applications and corrected scripts 1 year
13 Answer books of results  revised due to scrutiny 1 year
14 Student’s grievance regarding examination of results– correspondence etc. / decisions. 2 years
15 Supply of Marks: 1.Files of correspondence 2.Applications 3.Counterfoils 2 years
16 Convocation 1. Annual files regarding correspondence etc. 2.Special Convocation – files regarding correspondence etc. 2 years
17 Examination conducted on behalf of other authorities 1 year
18 Files relating to unfair means cases 1 year after the period of Punishment
19 Miscellaneous correspondence files 2 years
20 Correspondence with Principals / Directors to the examinations 1 year
21 Records of examination fee received 3 years
22 Applications for Reappear / Repeat Exams 6 months after the declaration of the results
23 Fixation of Examination Centers 1 year
24 Appointment of Superintendents, Dy. Superintendents, Invigilators for university examinations & Appointment of amanuensis (writers) 1 year
25 Issue of examination admit cards to students 1 year
26 Special permission to take examination 1 year
27 Files relating to attendance of students detained/debarred 1 year
28 Record of purchase of degree papers 2 years
29 Fixation of rates of remuneration of paper setters, evaluators and board of examiners 2 years after revision
30 Printing of question papers correspondence and settlement of bills (End Term) 1 year
31 Question papers / test booklets (used & unused) of entrance test, reports of the University representative/Observers and other persons authorized to supervise examination centre and other papers etc, related to conduct of CET 1 Year after declaration of CET result
32 Grant of honorarium to officers/staff and outsiders for examination 2 Years
33 Preparation of Gold Medals & Prizes to meritorious students 2 Years
34 Result of Common Entrance Tests 1 Year
35 OMR answer sheet & attendance sheet (related to CET) 1 Year
36 Material in respect of Minor/Practical Examinations/Project Reports/Dissertation to be retained after declaration of results:  
  1.     Answer scripts of minor/practical examinations and project reports/practical files 1 Year
  2.     Dissertation 1 Year & may sent to central library
  3.     Internal/External examiners' details 1 Year
  4.     Weeding out of used Answer sheets 1 Year

 

 

 

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