Exam Procedures
1. Pre-Examination Procedures
- Exam Schedule Preparation: Prepare and get approval of the detailed exam timetable well in advance.
- Notification: Issue exam schedule and instructions to students, teachers, and staff.
- Question Paper Preparation: Collect, review, and approve question papers from subject teachers.
- Question Paper Moderation: Conduct moderation to ensure questions are clear, balanced, and error-free.
- Printing & Security: Arrange secure printing of question papers and store them confidentially until the exam day.
- Invigilation Roster: Prepare and circulate the invigilation duty chart with clear responsibilities.
- Seating Plan: Develop and display seating arrangements with roll numbers to avoid confusion.
- Material Preparation: Ensure availability of stationery like answer sheets, supplementary sheets, attendance registers, and writing materials.
2. On the Exam Day
- Exam Hall Preparation: Ensure proper seating arrangements, display of instructions, and a quiet environment.
- Invigilator Briefing: Conduct a briefing session for invigilators about their roles, exam rules, and handling emergencies.
- Student Reporting: Students report at least 15 minutes early, verifying their admit cards and seating.
- Distribution of Question Papers: Open question papers in front of students just before the start time.
- Reading Instructions: Invigilators read out exam instructions aloud or instruct students to read them carefully.
- Exam Start: Officially announce the start time and manage the exam timing strictly.
- Monitoring: Vigilantly monitor students throughout the exam, preventing any unfair means.
- Time Warnings: Give time updates (e.g., 30 minutes remaining, 10 minutes remaining).
- Handling Issues: Address any issues or emergencies calmly without disrupting other students.
3. Post-Examination Procedures
- Answer Sheet Collection: Collect answer sheets and supplementary sheets, ensuring no sheet is left behind.
- Attendance Verification: Cross-check attendance with the seating plan and duty roster.
- Incident Reporting: Document and report any incidents of malpractice or irregularities.
- Answer Sheet Submission: Submit collected answer sheets securely to the designated authority for evaluation.
- Invigilator Reporting: Invigilators submit attendance sheets and duty records.
- Exam Hall Clean-up: Ensure the exam hall is cleared and prepared for regular activities.
- Result Processing: Coordinate with the evaluation team for timely compilation and checking of marks.
- Record Maintenance: Update the exam portfolio with all relevant documents, including question papers, attendance, incident reports, and result summaries.
4. Confidentiality & Security
- Maintain strict confidentiality of question papers and answer scripts.
- Store all exam materials securely before, during, and after exams.
- Limit access to exam materials to authorized personnel only.
- Dispose of old question papers securely, following institutional guidelines.
5. Communication & Feedback
- Communicate exam-related information clearly to all stakeholders (students, teachers, administration).
- Gather feedback from teachers and students after exams for continuous improvement.