Examination System

in

Academic Empowerment

at

MIT World Peace University, Pune-38

Submitted by

Controller of Examination

Examination Department,

MIT-WPU, Pune-38

June 2018

[Version-2.0]

Contents

1 Introduction 4

2 List of Electives 4

3 Pre-Registration 4

4 Registration 4

5 Conduction of Examination by Instructor 5

5.1 Examination Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

5.2 Question Paper Prepared by Instructor . . . . . . . . . . . . . . . . . . . . . 5

5.2.1 Paper manuscript Storage . . . . . . . . . . . . . . . . . . . . . . . . 5

5.3 Question Paper Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

5.4 Conduction of Examination . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

6 Post-Examination work 8

6.1 Central Assessment Program (CAP) . . . . . . . . . . . . . . . . . . . . . . 8

6.2 Result Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

7 Academic Audit 10

8 Conclusion 10

A Appendix: 11

A.1 Format for Pre-Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

A.2 Format for Mark list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

2

Student R

egistration

Student P

re­registration

List of E

lectives

Eligible Students 

List of Students for

Examination

Question paper desired

number of copies

Question paper prepared

by In

structor

List of  Subjects

No. of  Students

CoE

Result C

ompilation and

Declaration

Instructor in Exam Hall

Invigilators

Answer­sheets collected,

sealed and handed over to

CoE

Answer­sheets evaluation

with

in 4 days in CAP as

scheduled by CoE

Answer­sheets shown to students

by In

structor at specified date

and tim

e as scheduled by CoE

Mark list (Aw

ard list)

prepared by Instructor

Unfair means cases

Date sheet and seating

arrangem

ent

Exam

Day

Questi

on Pape

r copies

Mark list submission within 

a week time after Exam date

Start

End

Faculty Center In­charge

CAP In­charge

Examination Flow

3

1 Introduction

The following explains Examination system under Academic Empowerment (AE). The amend-

ments in Examination Ordinances thereof shall be enforced after approval of Notification for

Academic Empowerment document. Please refer Examination Flow Diagram on Page 3.

2 List of Electives

The bucket of list of electives will be offered to students by respective Faculties. The list shall

be offered after approval from Board of Studies (BoS). The program-wise list of electives will

ensure pre-registration of students for a particular elective at least a week before start of the

trimester.

3 Pre-Registration

This process takes place before actual student registration on ERP. The pre-registration only

ensures that all students are selecting the electives of their choice. Priority wise, the pre-

registration is done only for electives. In the event of a student failing to do pre-registration,

he/she is not able to register on ERP and shall not be able to participate in the subsequent

processes. The students shall register for the course and electives alloted to them in Pre-

registration. The format for pre-registration is included in appendix-1. The respective

faculties are requested to use the same for pre-registration.

4 Registration

The ERP based registration of students ensures core subject selection and verification of

personal and contact details of eligible students. The registration also ensures allotment of

elective subjects. The registered student list will be sent to the concerned school for needful.

4

5 Conduction of Examination by Instructor

Under Academic Empowerment, the subject teacher (instructor) is empowered to conduct

examination with following procedure:

5.1 Examination Scheduling

The Examination Department will prepare schedule of examination (date sheet) for the

particular program based on registered number of students. The schedule will be handed

over to Faculty wise Center In-charge for seating arrangements. The Center In-charge will

be responsible for conduction of examination in a particular center.

5.2 Question Paper Prepared by Instructor

Based on subjects opted by students in the class, the instructor will prepare a question

paper manuscript. The program head will ensure the quality of question paper manuscript

as well as coverage of syllabus. The manuscript, with endorsement of program head, will

be handed over to Examination Department four days prior to the schedule of examination.

If an instructor fails to submit question paper manuscript before four days prior, the said

examination will be rescheduled with the permission of VC on recommendation of Provost.

5.2.1 Paper manuscript Storage

Following care has to be taken during submission of Question paper for the storage in Ex-

amination Department:

1. The question paper manuscript will be sealed separately and signed by subject instruc-

tor.

2. The manuscripts will be stored in double locking steel storage. This storage is sealed

and signed by custodian.

3. The Storage is under 24 hours surveillance with three day and night vision cameras.

5

5.3 Question Paper Printing

As per the number of students appearing for particular examination, photocopies of question

papers may be photocopied in the department or help from COE office taken. During this

work, in COE office, following security measures are taken:

1. The mobile phone and other such electronics communication devices of instructor,

duplicator machine operator as well as printing in-charge person are kept in locked

cupboard during printing and sealing operation of question papers. This will avoid

leaking of question paper using electronic gadgets such as sharing photo (image) of

question paper on social media etc.

2. After recording digits on duplicator machine counter, duplication (printing) work is

started under supervision of Dy. COE. The required number of copies are printed and

entire procedure is strictly observed.

3. The printed question papers are sealed in bank grade security envelopes in front of Dy.

COE.

4. After sealing, the security envelopes are endorsed by custodian and Dy. COE for

ensuring seal.

5. The sealed security envelopes containing question papers will be handed over to Center

In-charge with his received signature on the day of Examination.

6. Instructor setting up the paper shall remain present on the day of examination as one

of the Invigilators.

The similar security measures are expected at departmental level during question paper

printing.

5.4 Conduction of Examination

The Center In-charge and subject instructor are responsible to conduct examination in

his/her respective center with following security measures to avoid any mis-conduction:

6

1. The instruction manuals shall be pasted on door/ glass panels of each exam class room.

2. Students shall be informed to read/refer to this manual before they enter into the class.

3. Email will be sent by Examination Department one week prior to commencement of ex-

amination mentioning awareness program to be conducted by Center In- charge/Internal

senior supervisor.

4. It also includes list of instructions to be followed which is self-explanatory.

5. Instructor as a supervisor in examination hall, shall make announcements in the class

about instructions to be followed by the candidate.

6. Instructor shall verify hall tickets/ID Cards/ writing pads of the students to ensure

that no specific subject related information is written on hall ticket/ID cards/writing

pads.

7. One squad will be appointed by Examination Department which includes Dean (Aca-

demics), Dean of respective Faculty, HoD of core subject and one female external

faculty member so as to check the candidates. These squad members shall visit all

examination halls, one by one, and may verify the pockets as well as pouches of can-

didates if need be.

8. One round will be also taken by Deputy Controller during each exam session class to

class.

9. The Center In-charge shall hand over copy of unfair means cases (if any) to Exami-

nation Department with documented evidences such as hand written or printed chits

owned by the student, printout of books or study material, copy of document/web-

page, material in case of copying from cell phone, smart watch or any other electronic

device.

10. A copy of model answer book with distribution of marks stepwise shall be displayed on

notice board by Instructor at the end of examination of that respective subject/course.

7

6 Post-Examination work

The paper assessment is a major activity in post-examination work. It will be desirable to

finish the evaluation within 3-5 days of conduct of examination of particular paper. It will

be conducted in Central Assessment Program (CAP) center which will be strictly monitored

by Examination Department. The CAP center is fitted with six CCTV day and night vision

cameras for additional security. Following are post-examination activities:

6.1 Central Assessment Program (CAP)

The objectives of CAP are:

A. Declaring the results in the shortest possible time,

B. Increasing the reliability of the results,

C. Maintaining uniformity and consistency in the assessment,

D. Increasing accuracy and efficiency in the declaration of results and

E. Creating confidence amongst the students about the assessment system.

The CAP starts on the day of the examination. The acknowledgment of answer sheet

submitted at CAP is given to the respective examination centers with note if any. The CAP

is conducted with support of Examination Department and Faculty for which examination

was conducted with following security guidelines:

1. CAP shall be conducted as per the rules and regulations set by the University.

2. The CAP officer shall mark absenteeism with the help of invigilator report.

3. Answer sheet evaluation has to start from the day of commencement of CAP and must

be completed within FOUR working days.

4. The entry of marks in Excel sheet must be completed within the above period in the

given format.

8

5. The CAP in-charge will hand over the assessed answer sheets to the co-ordinating

instructor as per published schedule. The Examination Department will convey the

schedule and venue for showing the answer sheets to students. The answer sheets will

be handed over to co-ordinating instructor after submitting draft mark list.

6. After showing the answer sheets to students, the instructor shall submit the final signed

mark list and answer sheets to CAP in-charge as per schedule given. The format for

mark list is included in appendix-2. If instructor fails to submit final mark list and

answer sheets within two days, the draft mark list submitted earlier will be considered

as final.

7. Utmost care will be taken at CAP and Examination Department to complete the

external exam marks entry in ERP with physical verification of marks on final mark

list and answer sheets.

6.2 Result Process

After CAP, the result declaration activity is completed with following processes:

1. Entering the Internal Marks in ERP system is the responsibility of the concerned

Faculty. Internal marks entry system is opened/made available on the next day of end

of examination of that subject. In no case any delay will be accepted for submission

of final mark list.

2. The Examination Department will carry out the process of importing the Internal

Marks into Internal Assessment Module of ERP.

3. The Normalization, Conversion and locking of marks process can now be carried out

separately by the ERP coordinators with the consent from the Dean / Director. This

process starts from next day after marks entry completion is informed by COE. The

ERP coordinator will get TWO working days to complete this process.

4. After normalization, the ERP coordinator will carry out the process of verification of

total marks and Grades, subject wise and program wise. The ERP coordinator has

9

to nominate subject faculty names for each subject marks & grades verification for

double checking. The ERP coordinator will then lock the system with the consent of

the Dean/Principal and IT Team after the verification is completed. This also has to

be further informed/communicated to the COE.

5. The COE can now do the final result processing and broadcasting of the results on the

student portal or on their Email-Id. The Result Day has to be within Ten days from

the last date of the examination.

6. After the above processes are completed by the CAP and ERP co-ordinator, the result

can now be printed by the COE through mark sheet printing, within next 5 working

days.

7 Academic Audit

In order to continuously improve the academic standard, the Question papers shall be audited

by a team of experts (outside University) and shall be assisted by COE and concerned HOD.

It is expected that besides problem solving ability, the Question paper should judge the

design ability and creativity of the students. It should help in evaluating the intellectual

progress, performance with standardization.

8 Conclusion

The highest level of security procedures are adopted and practiced in Examination Depart-

ment for Academic Empowerment. The regular internal as well as external audit ensures

security and safety of question papers and leak proof system. The audit for answer sheets

will improve security level for answer-sheets as well as quality of result. Although there

are many security measures imposed for examination system, the integrity of staff members

involved in examination processes will be the biggest Academic Empowerment.

10

A Appendix:

A.1 Format for Pre-Registration

11

A.2 Format for Mark list

12