AIMST University Examination Rules & Regulations

A. INTRODUCTION

The AIMST University Examination Rules and Regulations have been formulated with a view to putting into place a credible and efficient system for the conduct of examinations.
These rules and regulations, covering the different aspects of the examination process, are
to ensure the smooth and orderly conduct of the examinations as well as to safeguard the
security and integrity of all AIMST University examinations.

All staff are required to familiarise themselves with these rules and regulations to enable
them to carry out their duties and responsibilities as examiners and invigilators
effectively.

These rules and regulations may be amended by the Senate as deemed necessary from
time to time.


B. GENERAL INFORMATION

  1. Examination Venue
    Examinations shall be held at examination halls as specified in the Examination
    Time Table, prepared by the Examinations Division and displayed on
    Faculty/Centre and Examinations Division notice boards. Examinations division
    is responsible for the handling bookings of exam hall. Handling of keys
    arrangement of chairs and maintenance of exam hall are the responsibility for the
    maintenance division.
  2. Invigilation Regulations
    Invigilators shall be appointed by the Vice-Chancellor to supervise the candidates
    for the duration of the examination. The number of Invigilators for each
    examination hall is to be determined by the Examinations Division. Examination
    Assistants may be appointed by the Examinations Officer to assist the Invigilators
    and their main duties are to help distribute examination books and papers and
    specific authorised materials, as directed by the Invigilator at the start of the
    examination and to collect the unused answer books and specific authorised
    materials at the end of the examination.At the start, one answer book shall be given to each candidate. After that a
    supplementary answer book shall be given to a candidate upon request. Only
    answer books of the colour which has been determined by the Examinations
    Division for a particular examination shall be used.
  3. Identification
    Officers permitted to enter the examination hall are as follows:

    • a) Chief Invigilator (Green Tag)
    • b) Invigilator(s) on duty (Yellow Tag)
    • c) Head of Department / Examiner(s) in charge (Blue Tag)
    • d) Examination Assistant(s) (Red Tag)

    Identification tags shall be provided by the Examinations Division and must be
    worn along with the staff identity card at all times at the examination hall.

  4. Reference File
    A reference file containing the following shall be prepared and made available at
    each examination hall by the Examinations Division.

    • a) Examination Time Table.
    • b) Invigilation Time Table.
    • c) Examination Rules and Regulations Booklet.
    • d) Sample of Examination Registration Slip and Attendance Slip
    • e) Form for verification of candidate’s identity (RE/007)
  5. Question Papers
    The Chief Invigilator shall collect the appropriate bundle of question papers
    contained in sealed envelopes from the Examinations Officer at the Examinations
    Division thirty minutes (30 minutes) before the start of the examination by
    signing the Receipt of Question Papers Form (RE / 005). Every bundle must
    contain the following information on the envelope:-

    • a) Details of the examination paper.
    • b) Total number of candidates registered to take the examination.
    • c) Examination venue and seat numbers, if any, as may be allocated by the
      Examinations Division.
    • d) Name(s) of Examiner(s).
    • e) Names of Chief Invigilator and Invigilators.
    • f) Special examination materials that are to be provided for the examination
      concerned.
  6. Answer Books
    At the end of the examination the Chief Invigilator with the help of the
    Invigilator(s) shall count and confirm that the total number of answer books
    collected tally with the total number of candidates who sat for the examination.The Chief Invigilator shall hand over the answer books to the staff member from
    the Faculty / Centre concerned upon him/her presenting the Letter of
    Authorisation (RE/004) from the Dean / Director. The Chief Invigilator shall
    forward the Letter of Authorisation to the Examinations Division together with
    the Chief Invigilator’s Report Form (RE/002). The Chief Invigilator shall hand
    over any uncollected answer books to the Examinations Officer in the
    Examinations Division, who shall acknowledge the receipt of the same.The uncollected answer books can be subsequently retrieved from the
    Examinations Officer in the Examinations Division by the appointed
    representative of the Dean / Director by producing the Letter of Authorisation
    (RE/004).
  7. Seating Arrangements
    All examination desks shall be numbered. Candidates are required to sit at the
    desks allocated to them by the Examinations Division, unless otherwise the case.
  8. Medical Services
    If any medical treatment is required while the examination is in progress, the
    Chief Invigilator / Invigilator on duty must immediately contact the Examinations
    Officer.
  9. Miscellaneous Materials / Stationery Provided
    The following materials shall be provided at each examination hall by the
    Examinations Division:-

    • a) Pen and pencil
    • b) Paper clips
    • c) Pair of Scissors
    • d) Wall clock
    • e) Stapler and staples
    • f) Thread
    • g) String
  10. Additional Information
    Additional information may be obtained from the Examinations Officer. The
    Registrar and Vice-Chancellor are also available to provide advice on any
    problems.


C. RESPONSIBILITIES AND DUTIES OF INVIGILATORS

  1. General Information.
    All invigilators on duty are responsible to the Vice-Chancellor for the smooth
    running of the examination at the examination hall allocated to them.The Chief Invigilator / Invigilators must ensure that the examination is conducted
    in an orderly manner at all times, and the candidates are supervised sufficiently at
    all times during the examination. They are required to submit complete reports
    should there be any accident or exceptional incident at the examination venue. All
    cases of copying / cheating in the examination must be reported by the Chief
    Invigilator and he/she is not authorised to settle any such case using his own
    judgment.Invigilators must not bring in personal work or reading material to be done when
    invigilation is in progress.Invigilators MUST REGULARLY inspect each and every one of the candidate,
    the exam table and its surrounding while the examination is in progress.
    Whereas the Registrar’s office is always available to provide assistance, the main
    responsibility rests with the Chief Invigilator in charge of the examination hall to
    coordinate and enforce all rules and regulations and actions taken during the
    examination.All invigilators must ensure that they do not invigilate any exams in which their
    relatives are sitting for.
  2. Responsibilities of the Chief Invigilator.
    The responsibilities of the Chief Invigilator are as follows:-

    • a) Responsible for overall supervision at the examination hall.
    • b) Collect from the Examinations Officer at the Examinations Division the
      relevant examination papers 30 minutes before the start of the examination
      by signing Form RE/005 and ensure that the seal is not broken or
      tempered with, before the envelope is opened in the presence of the other
      Invigilators.
    • c) In the case of a mistake in the examination paper, the Chief Invigilator
      will make an announcement to the candidates as soon as the matter has
      been discussed with the examiner.
    • d) Responsible for distribution of examination papers and giving relevant
      instructions to Invigilators. The Chief Invigilator should remain at his
      station at the examination venue throughout the examination to ensure the
      Invigilators can get in touch with him / her as and when necessary.
    • e) Manage any incident (e.g. misbehaviour, candidate arriving late, copying,
      illness etc.) that may occur while the examination is in progress.
    • f) Receive from the Invigilators attendance slips that have been filled and the
      list of candidates taking the examination which has been checked with
      regard to each examination paper and submit them to the Examinations
      Officer or his representative at the Examinations Division at the end of the
      examination.
    • g) Hand over all counted answer books that have not been collected from the
      examination hall to the Examinations Officer in the Examinations
      Division. The Examinations Officer shall confirm the receipt of the
      answer books.
    • h) If the total number of answer books collected does not tally with the total
      number of candidates who sat the examination, the Chief Invigilator must
      report this matter to the Examinations officer.
    • i) Must submit the report on the conduct of the examination, using the Chief
      Invigilator’s Report Form (RE/002). The report form shall be forwarded to
      the Vice-Chancellor through the Examinations Officer.
    • j) Carry out other duties related to the examination as directed by the Vice-
      Chancellor.
    • k) The Chief Invigilator shall assist in invigilation when necessary. Apart
      from that, he is also required to make periodic inspections at the
      examination halls of which he/she is in charge.
  3. Duties and Responsibilities of Invigilators.
    For each examination there must be at least ONE male and ONE female
    invigilator.The duties of Invigilators on duty at each examination hall include the following:-

    • a) Report to the Chief Invigilator at the Examination Venue at least 30
      minutes before the start of the examination.
    • b) Receive from the Chief Invigilator examination papers that have been
      assigned, together with the list of candidates registered for the
      examination, and distribute the question papers as required. The
      distribution of question papers must be carried out by the Invigilator(s).
    • c) Instruct the Examination Assistants on duty to place the examination
      books / papers and other materials needed for the examination on the
      candidates’ desks.
    • d) Signal candidates to enter the examination hall 10 minutes before the start
      of the examination.
    • e) Give permission for candidates to leave or enter the examination hall and
      check candidates to ensure that no unauthorised materials are brought into
      the examination hall.
    • f) Collect the attendance slips that have been completed by the candidates
      and check the attendance for the examination papers allotted to them.
    • g) Submit the attendance slips that have been completed and the list of
      candidates entered for the examination for each paper to the Chief
      Invigilator to be forwarded to the Examinations Officer and report the
      candidates absent to the Chief Invigilator.
    • h) Supervise the candidates with care for the duration of the examination.
    • i) Exercise close supervision of any candidate allowed to leave the
      examination hall. A candidate requesting to go to the wash room must be
      accompanied by an Examination Assistant or the Invigilator of the same sex in
      person. Invigilator will check that the candidate has not concealed any written
      material on his or her clothing (e.g. By asking the candidate to empty the
      pockets).The candidate may be given a body check, if there is any ground for
      suspicion of malafide.
    • j) Report to the Chief Invigilator if a candidate falls sick, or is found to be
      cheating or copying or breaking any of the examination rules and
      regulations.
    • k) Ensure that the candidates promptly stop writing at the end of the
      examination.
    • l) Instruct all candidates to remain seated in their places until all the answer
      books are tied up and are collected.
    • m) Assist the Chief Invigilator to count the answer books.
    • n) Check and ensure that candidates do not take away from the examination
      hall any answer book / papers or other examination materials.
    • o) Give instructions and make announcements to candidates as and when
      required.
    • p) Confirm the identity of candidates who have not brought their Identity
      Cards (I.C.) as well as their Examination Registration Slips which latter
      contains their Index Numbers provided by the Examinations Division. If
      there is any ambiguity, check the matter with the Examinations Officer by
      using the Verification of Candidate’s Identity Form (RE / 007).
    • q) Carry out all the duties and responsibilities as instructed by the Chief
      Invigilator.
  4. Stand-By Invigilators
    The stand-by Invigilators who have been appointed by the Vice-Chancellor may
    be called upon to carry out the duties as a Chief Invigilator / Invigilator on the day
    and time scheduled to meet with any eventuality. The stand-by Invigilator is
    required to contact the Examinations Division at least 45 minutes before the
    scheduled time to inform the contact telephone number where he/she may be
    contacted immediately, if required.
  5. IMPORTANT NOTES
    • I. Removal of Answer Books from the Examination Hall.
      If a candidate leaves the examination hall taking along the answer books
      and then returns to submit them, the Chief Invigilator can not hand over
      the answer books to the examiner but must hand them separately to the
      Examinations Officer for further investigation.
    • II. Falling Sick
      If a candidate falls sick during the examination, but however, manages to
      complete the examination, this matter shall be taken into account by the
      examiner, provided that the candidate has been examined by the AIMST
      doctor and the medical report is submitted to the Examinations Officer
      within a period of 48 hours of the conduct of the examination. The
      Examinations Division shall inform the relevant Faculty / Centre of the
      matter, as soon as possible.
    • III. Cancellation or Postponement of Examination
      If a situation arises which in the view of the Chief Invigilator merits the
      examination be cancelled or postponed, the Chief Invigilator must contact
      the assistant registrar (exams)/registrar/ deputy vice chancellor (academic
      affairs)/Vice-Chancellor through the Examinations Officer.
    • IV. Unfair Treatment
      If an Invigilator for an examination is of the view that during the
      examination a candidate has been subjected to any unfairness, he / she
      may report the matter to the Vice-Chancellor through the Chief Invigilator
      and the Examinations Officer.

D. EXAMINATION PROCEDURES

  1. Basic Arrangements
    The Chief Invigilator arrives at the examination hall 30 minutes before to ensure
    that the place is ready for conducting the examination and he gives the
    instructions that are required to the Invigilators and Examination Assistants. It is
    to be assumed that the Chief Invigilator and Invigilators have familiarised
    themselves with the logistics of the examination hall. Before the start of each
    examination session, the Examinations Division with the help of invigilators will
    confirm that all toilets are inspected, to ensure that there are no materials and
    notes which may have been concealed by candidates.
  2. Collection of Examination Papers and Stationery
    The Chief Invigilator collects the question papers from the Examinations Officer
    in the Examinations Division 30 minutes before the scheduled start of the
    examination.
  3. Distribution of Examination Papers and Stationery
    The Chief Invigilator checks the packages of sealed question papers to ensure that
    the seal is not broken or tampered with. The Chief Invigilator opens the sealed
    packages in the presence of all the Invigilators. After the question papers have
    been checked, they are distributed to the Invigilators who will place them face
    down on each examination desk. This must be supervised carefully as some
    examination desks may be located close to glass windows. The extra question
    papers must be kept inside the original envelope. In addition to that an attendance
    slip, one answer book, and other authorised stationery / materials required for an
    examination, must be placed on each examination desk.
  4. Entry of Candidates
    Invigilators and Examination Assistants take their position at the entry doors
    allocated to them 10 minutes before the start of the examination. The Chief
    Invigilator / Invigilator gives the signal to allow the candidates to enter the
    examination hall. Candidates are not permitted to bring in books, papers,
    photographs or other unauthorised materials. Candidates are also not permitted to
    bring into the examination hall bags, purses, pencil boxes, geometrical boxes and
    other containers. These materials must be left outside the examination hall.
    Calculators (if authorised) may be brought in without their casing.Mobile phones are not permitted into the examination hall. Candidates are
    permitted to bring with them only approved stationary and writing materials.
    Candidates are permitted to enter the examination hall one by one after showing
    their Examination Registration Slips. Those who do not posses their examination
    slips are referred to the Chief Invigilator who will check the eligibility of the
    candidates concerned with the Examinations Officer. The candidate may be
    allowed to proceed with the examination until and unless advised otherwise, after
    verification with the Examinations Officer.
  5. Upon Entry into the Examination Hall
    Each candidate takes his / her seat at the examination desk as allocated and proceeds to:

    • a) Fill up the Attendance Slip and place it at the right hand corner of the
      desk.
    • b) Place the Identity Card (I. C.), AIMST I.D. and Examination Registration
      Slip on top of the completed Attendance Slip.
    • c) Read the examination paper only after being given permission to do so by
      the Chief Invigilator / Invigilator.
  6. Before the Start of the Examination
    The Invigilator assigned to an examination hall reads the following announcement
    as soon as all candidates have taken their places.“If any candidate has brought into the examination hall any unauthorized printed
    or written materials or mobile phone, you are required to stand up at your place
    and hand the materials and / or mobile phone to the Invigilator. I have been
    directed to inform you that I am required to report to the Vice-Chancellor the
    name of any candidate who is found to copy / cheat or attempts to copy / cheat.
    The candidate whose name is submitted to the Vice-Chancellor will be subjected
    to disciplinary action at the discretion of AIMST.”The Invigilator also reminds the candidates regarding other instructions that they
    must follow during the examination and also the instructions on the cover of the
    answer book. Upon the scheduled time for the start of the examination, the Chief
    Invigilator / Invigilator announces the start of the examination and fixes the time
    that the examination will end.
  7. After the Examination has Started.
    • a) Checking of Identity and Examination Eligibility.
      The Invigilators check the identity and eligibility of the candidates by comparing /
      ensuring:

      • i. The appearance of each candidate matches with the photograph on the I.C.
        / AIMST I.D.
      • ii. The I. C. number written on the Examination Registration Slip tallies with
        the number on the I. C.
      • iii. The signature on the Examination Registration Slip matches that on the
        Attendance Slip.
      • iv. The Examination Registration Slip shows the student’s eligibility to sit for
        the examination in that particular course concerned.
    • b) Checking Attendance
      Invigilators

      • i. Collect the Attendance Slip from each table.
      • ii. Arrange the Attendance Slips in order of the Index Numbers.
      • iii. Tick each Index Number in the list of candidates registered for the
        examination and check the number of candidates who are present, the
        number of candidates who are absent, the total number of candidates who
        are registered for the examination, record the number of candidates absent
        and submit the Attendance Slips and the list of candidates registered for
        the examination to the Chief Invigilator, after a final check has been done
        for every paper being examined in the hall.
    • c) Supervision
      Invigilators must be constantly on the vigil to ensure the smooth running of the
      examination.
    • d) Peaceful Atmosphere
      It is important that a peaceful and calm atmosphere is maintained in the
      examination hall for the entire duration of the examination.
  8. Before the End of the Examination
    The Invigilator in charge of the examination hall announces to the candidates the
    time 15 minutes before the end of the examination and instructs them to stop
    writing when the time is up. Before stopping the examination, the Invigilator
    reminds the candidates to ensure that their Index Numbers are written on all their
    answer books / papers and tells them to tie up the answer books / papers in
    accordance with the different sections or tie them all up together as required and
    continue to be seated at their places until all the answer books have been
    collected. When the “Stop Writing” announcement is made, Invigilators must
    ensure that all candidates stop writing immediately and ensure that every
    candidate submits his/her answer books.
    If it is found that there are candidates who still continue to write after it has been
    announced that the examination has ended, the Invigilator concerned is authorised
    to strike out the portion of the answer that was written after the “Stop Writing”
    announcement was made, so that portion of the answer is not evaluated by the
    examiner later.
    At the same time, the Invigilators / Examination Assistants must take up their
    positions at the exit doors to ensure no candidate leaves the examination hall
    carrying out materials other than their personal writing instruments and question
    paper.
  9.  After the End of the Examination
    Invigilators who have been assigned duties to supervise the examination halls
    report to the Chief Invigilator and hand over the answer books collected from
    each of their halls. After this, they assist the Chief Invigilator to count and tally
    the answer books with the number of candidates who took the particular
    examination. The Chief Invigilator fills out the Chief Invigilator’s Report Form
    (RE/002) and packs the answer books securely, before handing them over to the
    authorised person upon presentation of the Letter of Authorisation (RE / 004)
    signed by the Dean / Director. The unclaimed answer books are handed over to
    the Examinations Officer on duty in the Examinations Division, who will then
    acknowledge the receipt of the answer books from the Chief Invigilator.

E. EXAMINATION RULES AND REGULATIONS

  1. Entry of candidates into the examination hall is only with the Examination
    Registration Slip.
  2. No candidate who turns up later than half an hour (30 minutes) will be permitted
    to enter the examination hall.
  3. Candidates must conduct themselves in accordance with the directions /
    instructions that are given by the Invigilators and Chief Invigilator.
  4. Candidates cannot tear pages from the answer books or write on the torn pages.
    Additional answer books / papers will be supplied to candidates upon request.
  5. Candidates are not permitted to take out any answer books / papers from the
    examination hall.
  6. Candidates are not permitted to smoke during the examination.
  7. Candidates are not permitted to bring mobile phones into the examination hall.
  8. Candidates are not permitted to bring in books, papers, documents or pictures into
    the examination hall. If a candidate brings in unauthorised materials into the
    examination hall, he / she must hand over these to the Invigilator. Candidates who
    fail to do so after being given the reminder through an announcement by the Chief
    Invigilator / Invigilator are deemed to have broken the examination rules and
    regulations.
  9. Communication either orally or by other means between candidates is not
    permitted during the examination. If a candidate wishes to communicate with any
    Invigilator he/she must raise his/her hand.
  10. Candidates are not permitted to leave the examination hall during the first half
    hour or the last 30 minutes before the end of the examination.
  11. An extension of time is not given to any candidate under any circumstance.
  12. Candidates who fall sick during the examination must contact the Invigilator on
    duty in the examination hall who in turn will report to the Chief Invigilator.
  13. A letter confirming illness or any other special reasons for being absent from any
    examination paper must be submitted to the Examinations Officer before the
    examination or within 48 hours after the end of the examination.
  14. Letters confirming illnesses which are issued either by the AIMST Health Clinic,
    a panel doctor of AIMST, General Hospital or any Government doctor will be
    accepted.

F. EXAMINATION INSTRUCTIONS FOR CANDIDATES

  1. Reading of Time Table
    Candidates must take careful note of the examination time table, including also
    for viva-voce, so that they do not make mistakes regarding the date, time, place
    and seating allocation for the papers they are registered for. Candidates are
    advised to always look at the notice boards for any changes in the examination
    time table. Changes, if any, will be printed on BLUE paper and displayed on the
    Examinations Division and Faculty/Centre notice boards. A mistake in reading
    the time table will under no circumstances be accepted as an excuse for being
    absent from an examination.
  2. Eligibility
    Candidates must arrive on time at the examination hall and ensure they bring
    along with them their I. C., AIMST I. D. and the Examination Registration Slip.
    The eligibility to sit for the examination is based on the Examination Registration
    Slip. Candidates who do not posses the Examination Registration Slip may be
    allowed to proceed with the examination while eligibility to sit for the
    examination is being verified with the Examinations Division. Should the
    Examinations Division confirm that a particular candidate is not eligible to sit for
    the examination, then the Chief Invigilator/Invigilator on duty shall ask the
    particular candidate to leave the examination hall.
  3. Entry Into The Examination Hall
    No candidate is permitted to enter the examination hall until the Invigilator on
    duty at the examination hall gives the signal to do so.
    Usually candidates are allowed to enter the examination hall ten minutes (10
    min.) before the start of an examination. Candidates must use the designated entry
    doors and proceed in an orderly manner.
    No candidate who arrives later than half an hour (30 min.) will be permitted to
    enter the examination hall.
  4. Attendance
    When seated candidates are required to:

    • a) Fill up the attendance slip and place it on the right hand corner of the
      table.
    • b) Place the I.C., AIMST I.D. and Examination Registration Slip on top of
      the completed Attendance Slip. The Attendance Slip will be collected by
      the Invigilator. Candidates must remember to take back their I.C., AIMST
      I.D. and Examination Registration Slip after these have been checked.
  5. Index Number
    Candidates must write the Index Number on all answer books / papers that they
    use. On the first answer book, the Index Number must be written in words and
    also written in figures e.g. one zero zero one (1001). On the subsequent answer
    books / papers the Index Number may be written using figures only, candidates
    are prohibited from writing their names on the answer books / papers.
  6. Omitting or Wrong Index Number
    Candidates who do not write their Index Number or write an incorrect Index
    Number on their answer books / papers, will not receive any marks.
  7. Answer Books
    Candidates are reminded to read carefully and understand all instructions printed
    on the cover of the answer book. All rough work must be written only in the
    answer book. Candidates are prohibited from tearing out pages from the answer
    books. Additional answer books / papers will be provided on request. All answer
    books and answer papers whether used or unused must be left in the examination
    hall. A candidate is not permitted under any circumstances to take out any answer
    book / paper from the examination hall.
  8. Examination Materials
    Books, papers, documents or pictures, except for materials authorised by the
    examiner are not permitted to be brought into the examination hall by any
    candidate. While in the examination hall, a candidate may receive from the
    Invigilators books, papers, documents, pictures or other materials which are
    permitted by the Dean on the advice of the examiner or Faculty Board.
  9. No Smoking
    Candidates are not permitted to smoke in the examination hall during the
    examination.
  10. No Mobile Phones
    Candidates are not permitted to bring mobile phones into the examination hall.
  11. Only Writing Equipment
    Candidates are permitted to bring into the examination hall pens, pencils and
    other writing materials but bags, purses, pencil boxes, geometry boxes or other
    containers are absolutely not allowed. Calculators may be brought in
    without their casings if permitted by the examiner.
  12. Communication in the Examination Hall
    Candidates are not permitted to communicate with each other during the
    examination, whether orally or by other means. If a candidate wishes to
    communicate with an Invigilator, he/she must raise his/her hand.
  13. Signal to Stop Writing
    The Chief Invigilator / Invigilator on duty will give a clear signal to mark the end
    of the examination. As soon as this signal is given, all candidates must stop
    writing.
  14. Collection of Answer Books
    Candidates are responsible for tying up their answer books and answer papers and
    must remain seated at their respective places until all the answer books / papers
    have been collected by the Chief Invigilator / Invigilator. The candidates will
    leave the examination hall when instructed to do so by the Chief Invigilator /
    Invigilator.
  15. Leaving the Examination Venue
    A candidate may leave the examination hall only after half an hour from the start
    of the examination. However, no candidate is permitted to leave the examination
    hall 30 minutes before the end of the examination.
  16. Falling Sick
    Candidates who fall sick while the examination is in progress must contact the
    Invigilator on duty at the examination hall as soon as possible.
  17. Enquiries
    All enquiries regarding examinations must be forwarded to the Examinations
    Officer.
  18. Absence
    Any candidate who is not able to sit for an examination for which he/she is
    registered must give reasons for his/her failure to attend the examination, in
    writing, to the Examinations Officer supported with a valid document, if any,
    within a period of 48 hours after the end of the examination for that paper. Failure
    to do so will amount to the candidate being failed in the paper.
  19. Copying / Cheating
    Copying / cheating or being in possession of materials not permitted to be brought
    into the examination hall during the examination, shall constitute a disciplinary
    offence and appropriate disciplinary action will be taken against any candidate,
    including suspension / dismissal from AIMST, in accordance with the AIMST
    Disciplinary Rules and Regulations for students.
  20. Absent for the Whole Examination
    A candidate who fails to attend the examination for all papers registered will be
    deemed to have failed the whole examination if he/she does not have a valid
    acceptable reason or without prior approval by the Faculty / Centre Board or the
    Senate.

G. INSTRUCTIONS TO DEANS AND EXAMINERS

List of the registered and eligible candidates must be submitted by the faculty / centre/
school, one month before the exams. The faculty / centre/ school is responsible to cross
check with CGES on the list of candidates registered in the exams before submitting to
exams division. Any alteration after submission must be immediately updated by the
faculty / centre / school.

As far as possible, the examiner of a particular question paper or the Head of Department
in the Faculty / Centre offering that particular paper, will be available to answer any
queries regarding the question paper.

However, in circumstances where this is not possible, the examiner for the paper is
required to be present at the examination venue at the start of the examination for at least
for 30 minutes to answer any queries that may arise.

The Dean / Director must sign the Letter of Authorisation (RE /004) for each examination
paper before the examination and issue it to the relevant person to enable the answer
books to be collected after the examination from the Chief Invigilator at the examination
hall or from the Examinations Officer in the Examinations Division.

H. INSTRUCTIONS TO EXAMINATION ASSISTANTS

  1. Responsibility
    Examination Assistants are responsible to the Examinations Officer.
  2. Duties
    Examination Assistants must carry out the following duties:

    • a) Distribute examination books / stationery and other authorised materials to
      candidates in the examination hall.
    • b) Assist the Chief Invigilator / Invigilators in admitting and supervising /
      checking candidates while leaving or entering the examination hall.
    • c) Assist the Invigilators to ensure candidates remain at their place until all
      answer books have been collected.
    • d) Bring to the attention of the Chief Invigilator / Invigilators any suspicious
      conduct of candidates and the breaching of any examination rules and
      regulations.
    • e) Carry out other examination related duties as directed by the Chief
      Invigilator / Invigilators.
  3. Reporting for Duty
    • a) Examination Assistants must report at the Examinations Division
      punctually one hour before the start of the examination to be informed
      about their place of duty and to receive other instructions.
    • b) Examination Assistants must be present at their respective examination
      halls at least 30 minutes before the start of the examination.
  4. Discipline
    • a) Examination Assistants must come neatly attired.
    • b) Examination Assistants must be alert and attentive at all times.
    • c) Examination Assistants must respond promptly to the needs of candidates
      in the examination hall.
  5. Identification
    As identification, Examination Assistants shall wear red tags with numbers
    which will be provided to them upon appointment. The Chief Invigilator will
    wear the green tag while the Invigilators will wear the yellow tag. Heads of
    Department / Officers / Staff will wear blue tags and their staff cards while at the
    examination hall.
  6. Rules for Provision of Stationery
    • A) Before the Start of the Examination
      • i. Ensure that all materials and items are sufficient and are available
        at the examination hall.
        a) Answer books / papers and attendance slips
        b) Pen and Pencil
        c) Paper clips
        d) A pair of scissors
        e) Wall clock
        f) Stapler & staples
        g) Thread
        h) String
      • ii. Assist the Chief Invigilator / Invigilators to carry the answer books
        / papers, attendance slips and other authorised materials from the
        Examinations Division to the examination hall.
      • iii. Place on each examination table one answer book, a piece of
        thread and attendance slip as instructed.
        iv. Distribute other authorised materials as instructed by the Chief
        Invigilator / Invigilators such as graph paper etc.
    • B) During the Examination
      • i. Only one supplementary answer book at a time should be given to
        candidates at each request.
      • ii. Issue only authorised materials such as graph paper, mathematical
        tables, and statistical tables as required for the examination(s).
      • iii. Half an hour after the start of the examination, collect all the
        examination materials, attendance slips etc. from the unoccupied
        examination desks. Hand over the examination question papers to
        the Chief Invigilator / Invigilators.
    • C) At the End of the Examination
      • i. Collect all used and unused examination materials, attendance slips
        and other stationary left behind and hand them over to the Chief
        Invigilator.
      • ii. All mathematical tables, statistical tables etc. taken from the
        Examinations Division must be collected counted and returned to
        the Examinations Division. If there is any loss or shortage, report
        to the Chief Invigilator.
      • iii. Ensure that all examination tables and chairs are rearranged in
        order, all lights, fans and air conditioners are turned off, the black
        board / white board is cleaned and all lists for candidates seating
        and other notices displayed for the examination are taken down
        and returned to the Examinations Division.
  7. Procedure for Checking Candidates
    • a) Station yourself at the entry doors not less than five minutes before the
      candidates are allowed to enter.
    • b) As soon as the signal is given, open the doors to enable the candidates to
      enter the examination hall.
    • c) Check that candidates do not bring with them any books, papers,
      documents, pictures, bags, pencil boxes, geometrical boxes or other
      containers. Those who do so must be told to leave those things outside the
      examination hall. Pencils, pens, rulers and drawing equipment are
      allowed. If still in doubt, contact the Chief Invigilator / Invigilators on
      duty.
    • d) Check that candidates who leave the examination hall do not take with
      them any answer books / papers whether used or unused, attendance slip,
      mathematical table etc; instruct those who do so to return them. If any one
      objects, note his / her name and report to the Chief Invigilator /
      Invigilators on duty.

I. GUIDELINES FOR EXAMINERS WHO PREPARE EXAMINATION QUESTIONS

  1. The First Part shall state the name of the University, Semester, Examination
    Session, Code and Title of the Examination paper, Date, Time and Length of the
    question paper.

    • a) The name of the University shall be placed at the top part of the first page
      in capital letters and not underlined.
    • b) The Semester and Academic Session should be placed in the centre below
      (a) and not underlined.
    • c) The Name of the Faculty / Centre shall be placed in the centre below (b)
      and not underlined.
    • d) The paper code shall be stated followed by the title of the paper and is
      underlined.
    • e) The date shall be placed on the left below the title of the paper and not
      underlined.
    • f) The time of examination shall be placed parallel with the date of the
      examination but on the right and not underlined.
    • g) The length of the examination is placed in brackets below the time of the
      examination
    • h) A dividing line is than drawn across the page.
    • i) A sample of the format for the first part is as follows:-

    Sample of the First Part:

    AIMST UNIVERSITY
    Second Semester Examination

    Academic Session 2002 / 03
    Faculty of Applied Sciences
    Department/School
    SCBT 31107 Biostatistics

    Date: 4 April 2002 Time: 2.00 pm 5.00 pm (3 hours)

  2. The Second Part shall be separated from the First Part by a line drawn across the
    page. It shall contain the examination instructions and other information for
    candidates and may be continued on the following page, if necessary.
    • a) The Second Part of the examination paper shall begin with information
      with regard to the number of printed pages in the examination paper.
      Sample:
      Please ensure that this examination paper consists of Six printed pages other than
      this cover page before you start the examination.
    • b) The Second Part of the examination paper shall also include examination
      instructions. Samples are provided below:
      Sample 1 : Answer FOUR questions.
      Sample 2 : Answer Question No. 1 which is compulsory and THREE other
      questions.
      Sample 3 : Answer FIVE questions: TWO from Section A and THREE from
      Section B.
      Use separate answer books for each Section.
      Sample 4 : Answer FOUR questions. Answer Question 1 and THREE other
      questions. At least ONE question must be answered from each of
      Sections B and C.
    • c) If there is additional information which the examiner wishes to convey to
      the candidates, it must be stated before the first question. Samples are as
      follows:
      “Mathematical Tables” are provided.
      “Calculators and Slide Rules” can be used in computations.
      All questions carry the same marks, but sections of questions may not carry the same marks.
      Use a new answer book for each question and tie them separately according to each section.
    • d) Weights for each question.
      For a paper where the questions are of different weights, the examiner is
      required to state the marks contribution for each question in the rubric of
      the question paper. In relation to this, it is important so that the marks for
      the total number of questions to be answered by a candidate in the
      question paper MUST add up to 100. Further more the marks weighting
      for each question should be in full numbers. (Decimal point is not to be
      used).
      Example:
      Answer FOUR questions: ONE from Section A and THREE from Section B.
      Each question in Section A carries 40 marks while questions in Section B carry 20
      marks each. The instructions above are given for an examination paper which
      carries the weight as follows:
      Section A
      Question 1 – 40marks
      Question 2 – 40marks
      Question 3 – 40marks
      Section B
      Question 4 – 20marks
      Question 5 – 20marks
      Question 6 – 20marks
      Question 7 – 20marks
      Question 8 – 20marks
      The marks weighting is also stated after each question.
    • e) Questions that are Evaluated on Actual Marks.
      If the questions in a paper are evaluated based on actual marks (allocated
      for specific questions) and not out of 100 marks as usual, the examiner is
      requested to state clearly the contribution of marks for each question in the
      question paper. As in paragraph 3(d) above, the marks for the total number
      of questions to be answered by a candidate for that paper must add up to
      100 marks. Following that the marks contribution for each question must
      be in full numbers (Decimal point is not to be used).
      Example:
      Answer FIVE questions in all; TWO questions from Section A, TWO questions
      from Section B and ONE from Section C. The marks contributed by each question
      in Sections A, B and C are 30 marks, 15 marks and 10 marks respectively. The
      instructions above are given for an examination paper which will be evaluated
      based on actual marks as follows:
      Section A
      Question 1 – 30 marks
      Question 2 – 30 marks
      Question 3 – 30 marks
      Section B
      Question 4 – 15 marks
      Question 5 – 15 marks
      Question 6 – 15 marks
      Section C
      Question 7 – 10 marks
      Question 8 – 10 marks
      The marks contribution should also be stated after each question.
      Please take note that if no instructions are provided in the question paper
      concerning the allocation of weighting or marks contribution for specific
      questions, all questions in that paper shall be deemed as having equal weight and
      each question shall be marked out of 100 marks. Following that the total marks
      obtained by a candidate shall be divided by the number of questions that need to
      be answered for that paper.
  3. Sections
    If the examination paper is divided into a number of sections, name the sections
    as follows:-
    Section A
    Section B and so on;
    Whereby Section A must be stated before the first question.
  4. Numbering of Questions
    The questions must be numbered in accordance to the sequence in the whole
    paper. ie. 1, 2, 3, 4, 5 and so on. If the first question is divided into sub-sections,
    the sub-sections should be stated as (a), (b), (c) and so on. If the sub-section is
    further sub-divided they should be numbered as (i), (ii), (iii) and so on.
  5. In determining the section, main question, sub-question and sub-sub question, it
    should be listed as follows:-
    Section A
    1. ………………………………………………………….. (Main Question)
    (a) ………………………………………………. (Sub-Question)
    (i) ………………………………………. (Sub-sub Question)
    (ii) ………………………………………. (Sub-sub Question)
  6. Choice of Question
    EITHER / OR must be typed in capital letters and underlined to indicate the
    choice provided.
    Sample:
    5. EITHER
    (a) What is meant by “Group Empowerment” and what is its role in
    community research?
    Illustrate your answer with examples.
    OR
    (b) Discuss understanding and importance of measurement in studying
    data regarding the community.
  7. Questions in the Question
    If the question begins with a question in a complete sentence, inverted commas
    must be used for the question.
    Sample:
    (a) “……………………………………………….”
    Discuss.
    (b) Explain the statement: “………………………”
    (c) What is meant by “……………………………”?
  8. Page Number and Course Code.
    Every page starting with page one must state the page number and the
    course code at the top.

    Sample:
    – 1 – (SCBT 31107)

  9. End of Question Paper
    The end of the question paper must be indicated clearly as follows
    Sample:

    – ◦◦◦ 0 ◦◦◦ –



J. PROCEDURE FOR PREPARING QUESTION PAPERS

  • i. Important
    Lecturers must not be involved in the examination in any way when any
    relative of theirs is sitting for the examination.
  • ii. General Procedure for the Preparation of Question Papers at Faculty /
    Centre Level
  • a) For each Examination, there should be an Examination Coordinator (EC),
    appointed by the Dean/head of school/centre and for each paper of a particular
    exam there should be a Paper Coordinator (PC) or course coordinator (CC) or unit
    coordinator (UC), also appointed by the Dean/head of school/centre. The onus is
    on both EC and PC/CC/UC to maintain secrecy and confidentiality in setting the
    examination papers.
  • b) EC issues out a memo to all paper coordinators, the number of questions to set for
    each element/topic of a particular paper
  • c) PC/CC/UC will request from lecturers/examiners to set questions on topics that
    are lectured by him/her. The marking schemes must be attached.
  • d) For each submission for a particular topic or series of lectures, 4 questions must
    be provided. In other words, assuming that there are 10 questions to be set for a
    particular paper then the total number of questions to submit is 40.
  • e) Lecturers/Examiners MUST discuss their questions with their respective
    Unit/Department heads before submitting to PC/CC/UC to ensure that the
    questions are suitable.
  • f) All questions must be typed in the template provided by EC (a standard template
    which will be provided by the exams division.) This will make it easy for the EC
    to assemble the final paper.
  • g) Questions are then submitted to EC
  • h) EC will vet the questions for a particular paper with the respective PC/CC/UC.
  • i) Any major change in a question must be referred to the lecturer/examiner that sets
    the question.
  • j) EC selects the questions for the final paper and also the supplementary paper on
    standby.
  • k) The Exam Coordinator sends the questions but not the complete exam paper to
    the External Examiner(s), where applicable for moderation and comments.
  • l) The Coordinator together with the lecturers amends the questions based on the
    comments of the External Examiner(s).
  • m) Senior member of Exam Division (ED) will go over the cover page only, with the
    EC to ensure that proper formatting of papers is followed.
  • n) EC or his/her representative will print the Examination Papers in the Examination
    photocopying room (this room is placed in the administration block, the ED will
    hold the room keys but no member of the ED will be present in during the
    photocopying process. Booking of the room must be made to utilize this room).
    There will be one designated person who will be appointed by the Vice
    Chancellor to help the EC or his representative with the photocopying.
  • o) During the photocopying process no unauthorised personnel should be present
    and the room door should be locked at all times, a shredder will be available to
    shred all waste paper. The question papers must be checked, compiled and sealed
    in this room.
  • p) The sealed envelopes containing the sets of question papers must be given to the
    ED and kept in the ED vault till the exam date.
  • q) NO soft copy of the question paper must be left with the ED. Only after the
    examination is over, the soft copy and the hard copy must be submitted to
    the exams division and library for record puposes.

Variation to Procedures
Any variation to the above procedures may be permitted by the Vice-Chancellor
to accommodate any special circumstances or requirement in any Faculty /
Centre.

Submission of Supplementary Examination Papers
• The same procedure as used for the submission of Final Papers will be followed.


K. COLLECTION AND EXAMINATION OF ANSWER BOOKS

  • a) The examiner collects the answer books after the examination by
    submitting the letter of Authorisation (RE/004) which has been signed by
    the Dean / Director from the Chief Invigilator at the examination hall or
    from the Examinations Officer in the Examinations Division.
  • b) The examiner examines the answer books and gives marks.
  • c) The examiner enters the marks into the marks sheet provided by the
    coordinator or Head of Department and hands over to the Dean’s /
    Director’s office within the time period fixed by the Faculty / Centre.
  • d) These marks may not be changed after they have been submitted to the
    Dean’s / Director’s office. Any changes if still necessary may be carried
    out during the Faculty / Centre Board of Examiners meeting.
  • e) The marks or grades shall not be given to students.
  • f) The examiner shall assist the Dean’s / Director’s office to check the
    accuracy of marks entered into the computer, if necessary.

L. CONTINUOUS ASSESSMENT / COURSE WORK

  • a) The lecturers prepare question papers / test materials / projects and other
    materials regarding the continuous assessment / course work that is taken
    into account towards the final marks of the course.
  • b) The lecturers conduct all evaluations / examinations / tests for the
    continuous assessment / course work.
  • c) The lecturers enforce all Examination Rules and Regulations identical to
    the centrally conducted examinations especially from the point of
    examination security and prevention of cheating / copying.
  • d) The lecturers shall report any case of cheating / copying by students to the
    Dean / Director and Head of Department for appropriate action.
  • e) The lecturers prepare the continuous assessment / course work marks and
    enter the marks into the continuous assessment / course work marks sheet,
    then submit the marks to the Dean’s / Director’s office by the date fixed
    by the Faculty / Centre Board.
  • f) These marks may not be changed after they have been submitted to the
    Dean’s / Director’s office. Any changes if still necessary may be carried
    out during the Faculty / Centre Board of Examiners meeting.
  • g) The grades may be given to students in accordance with guide lines as
    approved by Senate.
  • h) The lecturers shall assist the Dean’s / Director’s office to check the
    accuracy of marks entered into the computer if necessary.

M. EXAMINATION RESULTS

  • a) All Examiners shall attend the Faculty / Centre Board of Examiners
    meeting.
  • b) The Examiners discuss the results in the Faculty / Centre Board of
    Examiners meeting and finalise the examination results for
    recommendation to the Faculty / Centre Board.
  • c) The Examiners shall maintain the secrecy of all discussions carried out in
    the Faculty / Centre Board of Examiners and Faculty / Centre Board. It is
    a disciplinary offence for any staff to release marks to students.
  • d) Faculty / Centre endorsed examination results are to be tabled and passed
    at Senate before formal release to students by the Examinations Division.
  • e) Faculty / centre/ school must submit the exam results to the examination
    division immediately after the exam board meeting.
  • f) The examination division must process and release the exam results within
    seven working days, from the date received from the faculty / centre/ school,providing the senate approval
  • g) Faculty / centre/ school is responsible in mailing of parents copy.

N. APPEALS FOR RECHECKING OF EXAMINATION RESULTS

  • a) A candidate who feels dissatisfied with the result of an examination paper
    he / she has taken, may appeal for AIMST University to recheck the marks
    for the relevant paper by paying the fee for rechecking. The process of
    rechecking will involve confirming whether all answers have been evaluated
    and have been given marks that are consistent with the marking scheme and
    the addition of the marks is correct.
  • b) Procedure for Appeal
    The candidate shall submit the appeal in writing to the exam division, stating
    the grounds for the appeal, within a period of seven days after the official release
    of the examination results. The appeal will be forwarded to the examination
    division.
  • c) The examination division must submit the appeals to faculty / centre /
    school within 24 hours from the date received from the candidate.
  • d) The faculty / centre / school must recheck and return the to the examination
    division within five working days from the the date received form the
    examination division.
  • e) Outcome of the Appeal
    The Examinations Officer shall notify the student concerned of the resutls in
    writing within two working daus from the date received from the faculty / centre /
    school

Source: http://www.aimst.edu.my/exam/Examination31.1.08.pdf


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