Sustainable Agriculture Institute
SAI-QMS-MO-003
Examination
| Authorization Code: | SAI/ QMS/MO/003 |
| Title: | PROCEDURE FOR EXAMINATION |
| Area: | CORPORATE |
| Version No.: | 01 |
| Revision No. : | 00 |
| Created by: | MANAGEMENT REPRESENTATIVE |
| Approved by: | CHANCELLOR |
| Date of version: | 1st MAY 2015 |
| Signature: | |
Distribution List
| Copy No. | Distributed to | Date | Signature | Returned | |
| Date | Signature | ||||
Change History
| Date | Version | Created by | Description of change |
Table of Contents
1.0 PURPOSE
The purpose is to provide procedures for managing examinations at the Institute in accordance with examination regulations, so as to uphold the integrity and internal standards of the examination process.
2.0 SCOPE
This procedure covers the entire examination process starting from the setting of the examination calendar to issuances of examination transcripts.
3.0 REFERENCES
3.1 Quality Manual
3.2 SAI examination rules and regulations for Undergraduates
3.3 SAI examination rules and regulations for Graduate Studies
3.4 SAI statutes
3.5 ISO 9001:2008 Quality Management System
3.6 SAI Charter
3.7 Students’ Handbook
4.0 ABBREVIATIONS / DEFINITIONS
4.1 CATs
Continuous Assessment Tests.
4.2 Semester
Approved academic activities for SAI consist of courses which are 3 Semester Credit Hours (SCH) or 45-48 contact hours, so they usually meet for three hours per week over a 15-week semester.
4.3 Moderation
The process of ensuring that the set/approved standards of an examination are met through the critical look of the presented examination and associated results(marks).
4.4 Transcripts
Student report of the academic year examination results.
4.5 External examiner
An external qualified person who moderates questions for an examination and grades for a program.
4.6 Internal Examiner
A person who writes/sets questions for an examination, marks, and grades (a course lecturer).
4.7 Departmental Academic Boards
Academic members of a department involved in examination moderation and input incorporation (comments) of the external examiner in order to improve quality.
4.8 School Boards
Board of the faculty members of academic staff.
4.9 Senate
Senate of SAI established under Charter.
4.10 Invigilator
Supervisor of examination, as authorized by the Senate.
4.11 Chief Invigilator
Head Supervisor of examination, as authorized by the Senate.
4.12 Individual mark sheet
Mark sheet results of a one-course unit.
4.13 Consolidated mark sheet
Mark sheet results of the whole academic year course units.
5.0 PRINCIPAL RESPONSIBILITY
Chancellor shall be responsible for all matters pertaining to Examinations.
6.0 METHOD
6.1 Examination Calendar
The Board of Governors shall set and communicate the examination calendar and disseminate it to all academic departments during the first month of the semester.
6.2 Setting and moderation of Examination
6.2.1
HoD/Deans/Coordinator/DVC (ASA)/ VC shall nominate External Examiners.
6.2.2
The Vice-Chancellor shall approve the nomination of the External Examiners.
6.2.3
The HoD shall request the internal examiners to set and submit examinations through a memo.
6.2.4
The Internal Examiner shall submit the set examination papers to the Head of Department by the sixth (6) week of the semester.
6.2.5
The HoD shall convene a departmental board to internally moderate exams by sending a memo at least seven (7) days before the scheduled day of the meeting.
6.2.6
The HoD shall submit the examinations to the External Examiner for moderation by the eighth (8) week of the semester.
6.2.7
The external examiner shall submit moderated exams to the HoD by the eleventh (11) week of the semester.
6.2.8
The HoD shall ensure the incorporation of the external examiner’s comments.
6.2.9
Issuance of examination cards and signing of a nominal roll by students shall be done two weeks (2) before the commencement of an examination.
6.3 Administration of Examination
6.3.1
The SAI Time Table Committee shall prepare an examination timetable two weeks before the start of an examination.
6.3.2
The HoD shall submit examinations to the examination office, in accordance with the university semester programme, by filling an examination submission form.
6.3.3
The examination office shall ensure safe custody of examinations.
6.3.4
The examination office shall produce, collate and pack adequate copies of examination papers, as per the examination timetable and student numbers, at least seven (7) days before the day of examination.
6.3.5
The Chief Invigilator shall collect the examination papers and answer sheets 30 minutes before the scheduled time by filling the exam collection form and collect the examination attendance form and examination incidence form to be filled in the examination room.
6.3.6
The Invigilator/Internal Examiner shall administer the exam as per the timetable in accordance with examination rules and regulations. He/she shall report any incidences and attendance by filling the incidence and attendance forms respectively
6.3.7
After the examination, the invigilator shall collect answer scripts, sign for each student against the course the examination was done.
6.3.8
The invigilator shall return a copy of the incidence, attendance, and question script to the examination and a copy of the same to the HoD.
6.3.9
Examination answer sheets shall be kept in the custody of each lecturer for marking.
6.4 Marking and Moderation of results
6.4.1
The Internal Examiner shall mark the examinations and submit the answer scripts, marking scheme, and Individual Course Marksheet to the HoD thirty (30) days after the examination.
6.4.2
The HoD shall prepare the scripts, mark sheets, course outlines, and exam papers for external moderation.
6.4.3
The HoD shall organize for external moderation of examinations according to the Institute Senate program.
6.4.4
The External Examiner shall moderate the exams and hand in the scripts and mark sheets to the HoD.
6.4.5
The External Examiner shall make a moderation report and sent it to the Vice-Chancellor and copy it to the HoD.
6.4.6
HoD shall organize a meeting to discuss the External Examiners report.
6.4.7
The Vice-Chancellor, through DVC(ASA), shall advise the HOD on the areas requiring improvement.
6.5 Processing of results
6.5.1
The Departmental Examination Boards shall meet to consider results after the end of an examination.
6.5.2
The HoD shall prepare a consolidated mark sheet and forward the results to the Dean.
6.6 Approval of results
6.6.1
The Dean shall convene a School Board meeting to consider and approve results.
6.6.2
The Dean shall release provisional transcripts to students.
6.6.3
The Dean shall forward provisional results in Senate rubric form and consolidate mark sheets to Academic Registrar within the sixth (6) and seventh (7) week after the end of an examination.
6.6.4
The Senate shall consider and approve the results.
6.7 Graduation Convocation
6.7.1
The VC shall seek approval for a graduation ceremony from the Institute council.
6.7.2
The Institute council shall determine the date for the graduation convocation.
6.8 Issuance of academic transcripts
The DVC (ASA) office shall prepare and issue academic transcripts.