Examinations

• CoE (Controller of Examinations): The CoE and his office will ensure proper conduct and smooth operations of all the centralised examinations (Mid-term and End-term) The Controller of Examinations shall be the Principal Officer for conducting all examination of the University and for declaring their results. He shall work directly under the supervision, direction and control of the Vice Chancellor.

Roles and Responsibilities

• Make all necessary arrangements for free, fair, smooth, orderly and timely conduct of the all examinations of the University including entrance examinations and declaration of their results;
• Prepare and announce in advance the scheme and calendar of examinations in consultation with the concerned Deans/ Principal/ Director of the School College/ Institution;
• Appoint paper setters, examiners, tabulators/collators, moderators, observers, flying squads, etc. with the approval of the Vice-Chancellor;
• Decide the examination centres and appoint centres superintendents with the prior approval of the Vice-Chancellor;
• Arrange inspection of examination centres by the flying squad and observers with the prior approval of the Vice-Chancellor;
• Arrange for printing of question papers and other material related to Examination with the approval of the Vice- Chancellor and to maintain secrecy;
• Co-ordinate with Principals / Director of College I Institution / School and Heads of Departments with regard to conduct of examinations:
• Arrange for proper assessment of candidates appearing for examinations and accordingly process for timely declaration of results and distribution of the mark sheets/Grade cards;
• Notify results of examinations to the concerned College / Institution / School;
• Maintain a data base of student' performance in examinations;
• Forward names of candidates to the Registrar for conferment of degrees, diplomas, certificates, etc. except honorary degrees:
• Act as custodian of all records related to conduct of examinations and declaration of results;
• Postpone or cancel examinations with the prior approval of the Vice Chancellor in the event of malpractices or if the circumstances so warrant, and to take or recommend disciplinary action, as the case may be, or recommend initiation of any civil or criminal proceedings against any person or a group of persons or a College/ Institution/School alleged to have committed such malpractices;
• Recommend disciplinary action, where necessary, against candidates, paper setters, examiners, moderators or any other persons connected with examinations and found guilty of malpractices in relation to the examinations;
• Prepare the annual report of the Examination conducted by the University and present it before the Board of Examination for consideration;
• Review and evaluate, from time to time, results of the University examinations and forward reports thereon to the Vice-Chancellor;
• Take necessary steps for continuous examination reforms so as to keep updating the existing Ordinances relating to University examinations and to propose new Ordinances in this regard;
• Counter-sign and approve various TA/DA and remuneration bills in respect of the examiner, supervisor, invigilator, paper setter, tabulator/collator, moderator, observer and any other person appointed for the purpose of confidential works related to the conduct of examinations;
• Prepare and maintain accounts for secrecy funds, get the same checked and counter-signed from the concerned Authority and keep permanent records for all such confidential transactions or accounts;
• Prepare and maintain minutes of meetings of the Board of Examinations and other Committees constituted by it;
• Ensure that decisions taken by the Authorities of the University and Committees constituted by them with regard to the examination system arc promptly implemented;
• Superintend the task of all subordinate employees and to distribute work among them with the prior approval of the Vice- Chancellor;
• To exercise disciplinary control over all employees in the examination section; and
• Exercise such other powers and perform such other duties as assigned to him by the Vice-Chancellor and other Authorities of the University from time to time.

• The Deputy Controller of Examination: The Deputy Controller of Examination shall assist the Controller of Examination in managing the Administration and Management of the examination process. The CoE will assign/delegate responsibilities to the deputy CoE as required. The Deputy Controller of Examination will report to the CoE and shall act as a Controller of Examination in his absence.

• Centre Superintendent: The CoE will nominate senior faculty members as Centre Superintendents. They shall be responsible for overseeing an orderly and fair conduct of examination at the designated centre, ensuring the integrity and smooth execution of the examination process.

Roles and Responsibilities

The Centre of Superintendent shall ensure the following:

• The Centre Superintendent on receipt of question paper packets shall verify that they are properly sealed and that the title of the paper mentioned on the packets matches with the paper scheduled for the day. Discrepancy, if any, may be reported to the CoE immediately.
• Answer booklets shall be collected and arranged program wise, course wise and section wise, in ascending order of roll numbers.
• Subject wise absentee statement shall be prepared and submitted to the representative of examination division along with the answer booklets.
• All the unused question papers along with question paper envelopes are to be returned to the examination division along with the answer booklets.
• There shall be proper record of used and unused answer booklets date wise. The unused answer booklets shall be kept in safe custody and in no circumstance be in the reach of the candidates for their misuse. After the conclusion of the examination the balance answer booklets shall be returned to the exam division.
• The attendance of candidates should be properly recorded by the concerned invigilator and counter signed by the Centre Superintendent.
• In case of UFM, ensure that proper procedure is followed in terms of filling the required report by the invigilator, collecting the incriminating material if any and forward the same to the CoE.
• To ensure that no students is allowed entry to the examination hall before 15 minutes from the start of the scheduled examination.
• To ensure all invigilators perform their duty with all alertness for smooth and fair conduct of examinations and check the use of unfair means during examination.
• Entry without ID card is not permissible. In case any candidate is without the ID, the Centre Superintendent is authorized to permit him/her only for that shift.
• No change in the question paper however trivial can be announced directly by the faculty or invigilators without bringing it to the notice of the controller of examination/centre superintendent/in-charge.
• The Centre Superintendent shall depute flying squad among the list of invigilators.
• The Centre Superintendent should ensure that no person is permitted in an examination room during an examination except the students concerned, invigilators and the persons authorized to do so by the competent authority.

• Flying Squads: A team of Senior Faculty Members will be designated by the CoE to ensure the smooth conduct of exams as well as prevent and detect unfair practices.

Roles and Responsibilities

• To ensure that no unauthorized person is appearing in the examination. For this purpose, the members of the flying squad shall check the random attendance of the genuine candidates which is the primary duty of the invigilators assigned in each room.
• To ensure that no books, calculators, mobile phones or any other material except writing board and writing material i.e. pen, pencil etc. is being carried by candidates into the examination hall.
• To ensure that no student takes recourse to any unfair means and possesses any unauthorized paper or material with him/her. The members of the squad will also have the authority to inspect and search any person/candidate in the event of suspicion. Female member of the flying squad is only authorized to search a girl student.
• The members of the flying squad shall also observe the conduct of the invigilators and other functionaries deployed for the examination duty to ensure that no one helps any candidate directly or indirectly. Any violation should be brought to the notice of the Centre Superintendent and the CoE.
• The members of the flying squad must also check that no unauthorized person is moving about or present in the premises of the examination centre. In case of suspicion the identity of such person should immediately be checked and in case of unauthorized person is having been spotted necessary action be initiated.

• Invigilators: An invigilator shall be a faculty/staff responsible for overseeing the conduct of an examination according to established rules and regulations.

Roles and Responsibilities

Their primary duties of the invigilators include the following:

• Invigilators shall prepare the examination room by arranging seating, distributing exam papers, and ensuring that all necessary materials are provided.
• Invigilators shall verify the identity of each candidate to prevent impersonation and ensure that only registered individuals take the examination.
• In genuine cases, Late entry of the student to the examination hall may be permitted by the centre superintend up to 20 minutes after the commencement of the exam.
• Invigilators shall brief candidates on the rules and regulations of the exam, such as start and end times, permitted and non-permitted materials, and any specific instructions.
• Throughout the exam, invigilators must supervise candidates to prevent cheating or misconduct. This includes monitoring for unauthorized communication, use of prohibited materials, or any behaviour that may compromise the integrity of the exam.
• Invigilators must respond to any queries or concerns raised by candidates during the exam and handle any disruptions or emergencies that may occur.
• Invigilators must check that the entries on the cover page of the answer booklet have been correctly made and ensure that the attendance sheet has been signed by the student after correctly filling his/her Roll number and ERP number.
• Invigilators shall arrange the answer booklets subject wise and roll number wise before their submission to the examination branch through the Centre Superintendent.
• Invigilators shall prepare the absentee statement clearly indicating the students absent in a particular paper.
• The invigilator shall collect the answer-booklets, arrange them in serial order and deposit the same with the faculty authorized by the Centre Superintendent.
• In case any student is found to have indulged in use of unfair means in the examination room the invigilator shall immediately issue a new answer booklet by writing UFM across on the title page of the original booklet. All other formalities of getting the forms filled shall be done at the end of the exam of that session to minimize disturbance. In case of UFM, the invigilator must be report to CoE Office on priority.
• The invigilator shall adopt correct procedures in case a candidate falls ill, is distressed or behaves in a way perceived to be misconduct and liaison with the examination control room as necessary.

• Continuous Evaluation Component: These evaluations components shall be distributed throughout the Semester/Trimester to monitor the students’ progress. These assessments shall provide regular feedback to the students and encourage them to develop consistent study plans. Continuous Evaluation components may include the following as per the requirement of the course:
  • Quiz
  • Assignment
  • Mid-term
  • Lab Assessment
  • Mini Project/Field Project
  • Case analysis and Presentation
  • Any other relevant component as per the requirement

Further, specific evaluation methods and instruments shall apply to courses with Industrial/Summer Training, Thesis, Seminars and Dissertations. Refer to the program catalog document for the details.

• End-term Evaluation Component: The End-term examination shall be comprehensive and will cover the entire course. While each course will have End-term Examination, a course with theory and practical shall have End-term Lab Assessment and End-term Theory Assessment. The Academic Schools/Departments/Colleges shall decide the actual distribution of weightage of individual component of a course, the weightage given to End-term examination should not be more than 40 percent and not less than 30 percent. Similarly, the weightage of Mid-term shall be fixed by the school ensuring the total weightage of components other than Mid-term and End-term exams is not less than 40 percent of the total evaluation components. The applicable evaluation components shall be enumerated in the Program Catalog.

• Assessment Design, Development, and Implementation: The Course Instructor/ Course Coordinator/Head of the Department shall design the assessment components such that these effectively measure students understanding and skills related to both the learning outcomes and course objectives. While designing the assessment, the following shall be considered.
• Ensure that each assessment directly relates to specific course outcomes.
• Incorporate various types of assessments to accommodate different learning styles and needs.
• Design assessments that reflect real world applications of the course material encouraging practical and critical thinking skills.
• Clearly communicate to the students the purpose, expectations and evaluation criteria for each assessment.
• Ensure that the assessments are unbiased and accessible to all students.

Further, the Question Papers for Mid-term and End-term Exams shall be framed by the Course Coordinator in consultation with all Course Instructors. While creating the question papers it shall be ensured that they are aligned with Bloom’s Taxonomy and address various cognitive levels namely viz. Remembering, Understanding, Applying, Analysing, Evaluating and Creating. Also, clear grading rubrics must be provided so that there is complete transparency in marking. The question papers must also include details instructions to guide the students. These question papers shall be reviewed by the Moderation Committee of the respective departments before sending them to the CoE Office.

Assessment Schedule and Communication

The schedule of assessments for Continuous Evaluation components (excluding Mid-term Exam) shall be decided by the Course Instructor/Coordinator at the beginning of the academic term as per the broad guidelines given in the Academic Calendar of the University. This schedule must be communicated to the students as part of the lesson plan shared with them on the commencement of new semester/trimester. The course coordinator/instructor shall ensure that all necessary resources and facilities are available at the time of evaluation and adequate supervision is done to maintain the integrity of the assessment process. Further, for continuous evaluation components like assignments, case studies etc. clear specific submission deadlines must be followed. The students must be apprised clearly by the Course Instructors on the penalties for late submission of assignments, projects etc. However, under special circumstances extensions may be granted.

The detailed scheduling for Mid-term and End-term Exam shall be done by the CoE office as per the dates given in the Academic Calendar. This schedule must be published well in advance on official University channels such as website, notice board and email. If any changes take place in the published schedule, it shall be ensured that a timely update is sent to all concerned students.

Return of Graded Assessment Work

The graded assessments for Continuous Evaluation Components (Excluding Mid-term and End-term Exam) shall be returned to the students promptly so as to provide them with timely feedback. The students must be encouraged to review their graded work and seek clarifications, if any.

The Evaluation of answer sheets for Mid-term and End-term Examination shall be completed within a soon after the examination, the deadline for which will be announce by CoE separately. The respective Course Coordinator/Instructors. The evaluated answer sheets must be shown to the examinees to ensure fairness and transparency in the grading process. The feedback must also be shared with the students to provide them an opportunity to understand their mistakes and learn from them.

Record Keeping

The documentation of all assessments and their grading should be maintained for future reference by the respective Course Coordinator/Instructor. These records should be included as a part of the course file submitted by the respective course coordinators at the end of each semester/trimester. Complete confidentiality shall be ensured of these records.

Marks and Grade Submission

All Course Coordinators/Course Instructors shall ensure that the submission of marks and grades are completed within the stipulated deadlines to ensure timely result declaration. In case of any delay due to unavoidable circumstances a request for extension may be sought from the Controller of Examination. All marks and grades must be submitted on the ERP portal as per the instructions issued by the CoE and the supporting documents such as attendance sheets etc. should also be submitted alongwith the marks. Complete confidentiality of all marks and grades must be ensured during the submission process and only authorized personnel must have access to marks and grade records.

Moderation of Grades

To ensure fairness, consistency and accuracy in the University Examination all grades submitted by the Course Coordinators on the ERP Portal shall be moderated by the Moderation Committee of the respective departments. Moderation will involve reviewing and rectifying any discrepancies in the grades submitted by the Course Coordinators and also ensuring that the grading suggested is not very harsh or lenient. The Moderation Committee must also share the feedback with the course coordinators such that it may help in the improvement of future assessments. If any changes are made during the moderation process, the Moderation Committee shall document and justify these changes.

Result Declaration

After updation of all marks and grades by the respective course coordinators, the CoE office shall compile the results ensuring accuracy. The compiled results shall be reviewed by the CoE and placed in the Board of Examination or to the Vice Chancellor for approval before result declaration. Once the results are approved, the registrar will issue a notification to students that the result have been published on the ERP portal of the University. Simultaneously the CoE will ensure that the results are available to the student on the ERP portal.

Appeals and Grievance Redressal

After the result declaration, students who believe that there has been an error or unfairness in their results, can submit an appeal. The process of submitting an appeal along with the deadline to submit the same will be notified by Registrar while announcing the result.

All appeals received will be examined by Grievance Redressal Committee which shall promptly and fairly address the grievances as per the University’s policy.

Record Keeping

• The Examination office shall maintain proper records of the following:
  • Student course registration details for the students who have to appear in exams.
  • Information related to Examination Schedules, Venues and Invigilators etc.
  • Student attendance for both Mid-term and End-term exams.
  • Marks, Grades and Assessments assigned to the students.
  • Unfair Means cases received and the decision taken on them.
  • Grievances received and their redressal.
  • Archive of completed exam papers and answer sheets.

The CoE office shall ensure that all records are stored securely to protect against unauthorized access as per the University’s Policy. The CoE office must also implement backups and recovery procedures to prevent data loss.

• The CoE office will prepare the Tabulation Register (TR) of the final results at the end of the Semester/Trimester. After taking due approval of the TR by the Vice Chancellor, the CoE office shall share the hard copy of the approved TR with the Registrar office for record keeping. Further, a copy of the approved TR must also be kept as a record in the CoE office.
• All answer sheets of the Mid-term Exams conducted must be retained for a minimum of One Year after the completion of the Mid-term. Further, all answer sheets of End-term Exam must be retained by the CoE office for atleast One Year after the graduation year of the respective students. All answer sheets and records must be disposed off securely in compliance with the University policy after the retention period.

Special Considerations for Disabled Students

DIT University is committed to provide an inclusive learning environment and equal opportunities to demonstrate academic abilities to the students with Specific Learning Disabilities (SLD). On the disclosure of SLD by a student to the University, an assessment shall be made to determine the specific needs and accommodations required by the student. In addition, the student with SLD shall be required to submit appropriate documentation for the verification of the disability. The concern student should submit such request at the time of admission or before the beginning of the academic session. Strict confidentiality shall be ensured of all documentation shared with the University.

The university will make all reasonable efforts to accommodate such special need of the students, which may include appropriate seating arrangement, adaptive technologies, additional time, assignment of a writer etc on a case-by-case basis.