AIMST University Examination Rules & Regulations

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17 years ago

Table of Contents

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

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.
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.
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.
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)
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.
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).
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.
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.
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
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

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.
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.
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.
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.
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

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.
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.
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.
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.
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.
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.
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.
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.
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

Entry of candidates into the examination hall is only with the Examination
Registration Slip.
No candidate who turns up later than half an hour (30 minutes) will be permitted
to enter the examination hall.
Candidates must conduct themselves in accordance with the directions /
instructions that are given by the Invigilators and Chief Invigilator.
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.
Candidates are not permitted to take out any answer books / papers from the
examination hall.
Candidates are not permitted to smoke during the examination.
Candidates are not permitted to bring mobile phones into the examination hall.
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.
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.
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.
An extension of time is not given to any candidate under any circumstance.
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.
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.
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

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.
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.
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.
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.
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.
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.
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.
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.
No Smoking
Candidates are not permitted to smoke in the examination hall during the
examination.
No Mobile Phones
Candidates are not permitted to bring mobile phones into the examination hall.
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.
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.
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.
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.
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.
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.
Enquiries
All enquiries regarding examinations must be forwarded to the Examinations
Officer.
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.
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.
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

Responsibility
Examination Assistants are responsible to the Examinations Officer.
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.
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.
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.
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.
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.
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

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)
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.
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.
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.
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)
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.
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 “……………………………”?
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)
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