Guidelines for Supervisors 

2.2.1 Guidelines for Supervisors

2.2.1.1 General

A The supervisor is required to dedicate his/her undivided attention to examination-related matters from the The Supervisor

moment they enter the examination hall and/or collect the question papers, until the scripts are securely

bundled, sealed, and taken into their custody. This role is a full-time commitment.

    B     The Supervisor shall be responsible for taking all steps to ensure both the smooth and efficient conduct of       The Responsibility 

the examination.

            C     Contact numbers of examiners, invigilators and other appointed staff should be made available to the       Making resources

Supervisor by the DR/SAR/AR (Annexure 8.3).     available DR/SAR/AR

            D     The Supervisor of each Hall/Centre shall call over at least half an hour before each session commences,       Collection of 

at the office of the relevant DR/SAR/AR and collect the question papers and other material for his/her     Question Papers

Hall/Centre for each session or each day as the case may be.

            E     The Supervisor shall check the question paper packets with the timetable (Annexure 8.4) in order to make       Checking

sure that the correct question paper packets have been received, that no question paper for the session/day is       Correctness

missing and that the packets are properly sealed.

    F      The Supervisor shall be in the Examination Hall at least 15 min before the commencement of the examination.

    G     The Supervisor shall be supplied with the required stationery/documents by the DR/SAR/AR concerned. Collection of

other materials

DR/SAR/AR

2.2.1.2 On arrival at the Examination Centre, the Supervisor shall:

    A   check whether the correct question papers and relevant documents for the particular session have been brought Duties on arrival

  by him/her.       at the Examination

  Centre

            B   check that the Hall has been cleaned and the chairs and/or desks have been properly arranged and numbered

  according to the attendance list provided (Annexure 8.5).

   C   ascertain that the Invigilators and Hall Attendants are present and shall assign their duties as deemed appropriate.  

  In the event of all assigned staff not being present, he/she shall make the best possible arrangements with the 

  available staff and contact the relevant DR/SAR/AR immediately if additional staff is considered necessary. 

  The Supervisor shall note in his/her report of all such events of uninformed absences/noncompliance.

   D     assign each Invigilator with a certain number of candidates (approximately 20-25 candidates per invigilator).

   E     draw the attention of the Invigilators and the Hall Attendants to the duties assigned to them.

    F   see that a list of Index Numbers / Registration Numbers of candidates sitting, the titles of the question papers to

  be held in that Examination Hall, and the authorized materials (Annexure 8.6) allowed into the Examination

  Hall are posted outside the Hall. If not, the Supervisor shall take actions to post and announce the predetermined 

  lists of authorized material.

   G    confirm that a specific stamp (the date and session/time) be placed on all answer books and continuation sheets.

 2.2.1.3  In Conducting the Examination:

     A      The Supervisor shall ensure,   Admission of

i. that candidates shall be allowed to enter the Examination Hall only through the authorized   candidates

   entrance/entrances and directed to take their seats according to the Index Number/Registration

   Number marked on the desk. A Supervisor, however, may at any time during the examination

   and with reason/s, change the place occupied by a candidate and inform such change/s in writing 

   to the DR/SAR/AR (Annexure 8.7). 

  ii.  that an Invigilator shall be posted at each entrance to ensure that entry is orderly, and candidates do not

   bring any unauthorized materials to the Examination Hall.

 iii.  that candidates shall not be admitted to the Hall earlier than 10 minutes before the time of commencement 

   of a paper.

 iv.  that if a candidate presents himself/herself at a Centre not allotted to him/her, the candidate shall be directed 

   to the correct centre. If there is no sufficient time, if relevant examination material is available at the said 

   Centre, the candidate shall be allowed to sit only for the said examination session at that Centre. Any such 

   situations should be reported by the Supervisor to the DR/SAR/AR (Annexure 8.8).

 v.   that no candidate shall be admitted to an Examination Hall after the expiry of half an hour from the 

       commencement of the examination (For examinations which have a duration of one or more hours). Each 

       faculty shall have approved guidelines to handle these concerns in relation to examinations/assessment

       components of shorter duration.

vi.   that if a candidate is allowed to leave the Examination Hall during the examination time period due to valid 

       reason/s, he/she shall not be allowed to take any material out from the Hall. Whatever his/her attempted 

       answer script should be collected and included in the same bundle of answer scripts.

   vii.   that if for any reason, the examination is commenced later than the scheduled time, the time lost shall be 

           given at the end and the fact shall be brought to the notice of the relevant DR/SAR/AR (Annexure 8.9). 

           Such changes should be informed to the students at the commencement of the examination.

  viii.  that all writing papers issued to the candidates are date stamped, and that the answer books or any relevant Distribution of

          writing material have been set out on each desk by the time the candidates take their seats in the examination answer books 

          hall. If more than one session is to be held in a day, the stamp shall specify the time in addition to the date.

   ix.   Required adjustments shall be made for students with disabilities providing an extension of time Extension of 

          (Section 6.2, Note 2, item 4) through the relevant procedure and under the direction of the Dean. time for SWDs

B    The Supervisor shall make necessary announcements in the medium of instruction of candidates to ensure Announcements

   following: before the

commencement

   Note 1: Supervisor may use another speaker competent in the language for that.

i.    The candidates maintain strict silence till the end of the examination.

   ii.    No candidate removes from the Examination Hall any answer books or continuation sheets, or any

               other stationery or other materials issued to him/her whether used or unused.

  iii.    No candidate have with him/her books, notes, packets or files or any stationery or material other

              than those issued to him during the examination. If any such material has been brought into the

              examination hall by any candidate, he/she shall hand them over to the invigilator immediately.

      iv.    Candidates check whether the answer books and sheets have the correct date and time and that the

              books and the sheets are blank

       v.    No candidate leave the hall within the first half-hour or the last quarter-hour of the examination.

      vi.   Candidates keep their Student Identity Card/Record book and the Admission Card in possession for

             inspection.

Note 2: The Supervisor also shall announce any unscheduled changes to the conduct of the examination.

Note 3: Refer to Part 3.2 for the expected conduct of a candidate during an examination.

   C   The Supervisor shall open the question paper packet/packets one by one in the presence of an Invigilator and check Opening of

         whether the question papers are the correct papers for the session, and that the special requirements such as graph Packets of 

         papers, maps, logarithm books, etc. required according to the rubric are available. Before opening the sealed packets, Question papers 

         they should be held in such a way that the candidates notice that the packets have not been tampered with.

   D   The Supervisor shall hand over the required number of question papers to each Invigilator for distribution to the Distribution of

         candidate allocated to each of them, together with any special requirements mentioned at 2.2.1.3 (C) above. Question papers

   E   The balance question papers shall remain in the Supervisor’s custody, and he/she shall ensure that no question  

        paper is allowed to be removed out of the Hall until the end of the examination.

   F   After the distribution of the question paper, the Supervisor shall ask the candidates to check whether the question Announcements

        paper is in the correct subject, contains the right number of printed pages and the type of questions. The candidates 

        shall be advised to read the instructions given in the question paper before they start answering.

  G The Supervisor/Invigilator shall not, under any circumstances, give any clarification/explanation with regard to the No clarification 

questions to any candidate. However, if any error or defect in a question paper has been notified by the relevant     of Question 

DR/SAR/AR, the Supervisor shall announce such correction/ modification as indicated and make the correction in         paper

the question paper/papers that will be enclosed with the scripts and insert the time of announcement for the 

information of the marking examiner. If such a clarification is given that should be announced to ensure every 

candidate receives the message in the same manner.

  H   The Supervisor shall ensure that the Invigilators and the Hall Attendants are attending to the duties assigned to them. Supervision of

  If an Invigilator/Attendant wishes to leave the examination hall for a short time, he/she should obtain permission Invigilators and

    from the supervisor

  I     i.   At the expiry of the first half-hour after the commencement of the paper, the Supervisor shall direct each     Marking of 

        Invigilator to get the original of the Attendance List signed by the candidates (Annexure 8.5), to mark the                Attendance 

       attendance in the duplicate list (Annexure 8.10) and to check the identity of the candidates.     

      ii.   The attendance List shall be issued in duplicate. No candidate shall be permitted to appear for a paper if

             his/her Index Number has not been included in the Attendance List without consent from the DR/SAR/AR. 

     However, if a candidate declares that he/she should be able to sit for the paper, and if the Supervisor is 

     satisfied with the bona fides of the declaration, he may include the Index Number of the candidate concerned 

    in the Attendance List and allow him/her to sit the paper. Every such case shall be reported to the relevant 

         DR/SAR/AR with the prescribed form (Annexure 8.11).

  iii.   ORIGINAL (Annexure 8.5): Every candidate present for the examination shall be required to place his/her 

        signature against the relevant Index Number. Candidates who are absent shall be so marked by the Invigilator 

        concerned. This original attendance list shall be sent by the Supervisor under separate cover to the relevant 

        DR/SAR/AR.

    iv.    DUPLICATE (Annexure 8.10): The Invigilator concerned shall specify in the duplicate attendance list against 

            each Index Number whether the candidate to whom it refers was present or absent for the examination. This 

            duplicate attendance list shall be sent by the Supervisor under separate cover to the relevant DR/SAR/AR. 

        The candidate shall not be asked to sign this copy

        To ensure that the signature is not placed on the duplicate, a rubber stamp or a similar device may be used 

        indicating that the signature is not to be placed in the space provided for it. A copy shall be enclosed by the 

        Supervisor in the packet of answer scripts.

        Where present the mark ‘✓’ shall be inserted and where the candidate is absent ‘ab’ shall be inserted. Where 

         parts or sections of answer scripts have to be packeted separately, a separate duplicate Attendance Sheet shall be 

         prepared and enclosed in each packet.

         v.     In the performance of this exercise the Supervisor/Invigilator shall satisfy himself of the identity of a candidate 

        by reference to the Record Books/University ID and the admission form (evidence of candidature) provided by 

        the  DR/SAR/AR of the faculty for that examination, which contains the candidates photographs as well as their 

        signatures

                 vi.    If a candidate fails to produce his/her Record Book/ University ID and the admission form  (evidence of   Identity of

candidature) at any component of the examination for purposes of identification, he/she shall be requested to     Candidates

produce the evidence of candidature within two working days to the Supervisor  

  Failure to

        Meanwhile, he/she shall be required to sign a declaration (Annexure 8.12) that he/she has been provisionally   Produce Record 

        allowed to sit the paper. The supervisor of the examination should confirm the eligibility of the particular           Books

        candidate with the DR/SAR/AR. The DR/SAR/AR after confirming the eligibility of the candidature of the 

        student within three working with the days of the said examination and should inform the candidate as well 

    as the supervisor whether the candidate completed the eligibility for the said examination by returning a copy 

of the form.

        On production of the evidence of candidature by the student within two working days, the Supervisor shall 

certify on the declaration that he was satisfied with the identity of the candidate for that paper

    vii.   Once the Attendance List is marked, the Supervisor shall collect the originals from the Invigilators and proceed 

    to prepare the relevant envelopes and labels for the packeting of scripts

  J     If candidates experience unforeseen requirements such as the need for use of bathrooms, the Supervisor shall       Preparation for

arrange an invigilator to accompany the candidate. Supervisor shall include the incident in his/her report       Packeting

with the index number of the candidate.

          K    The Supervisor shall make periodic announcements on the following at the appropriate times with appropriate   Announcements

words: -

i. To indicate remaining time 30 min before, 10 min before and at the end to stop writing,

ii. At the 10-minute announcement, ask the candidates to tie up papers, check if the registration/index

number is clearly indicated, attach all rough work to the script, and continue writing. They should be told

to place unused paper on a side of the desk for easy collection and not to take exam books out of the

exam hall. Once the Supervisor announce the call to stop writing, they must be told to remain in their

seats until the papers are collected and the announcement is made to leave the hall.

Note 1: No candidate shall be allowed to leave the Hall till the end of the respective component of the

question paper. In case of early exits, signatures of the relevant candidates should be obtained along with

the time they leave the examination hall.

iii. At the end of the paper announce the candidates to stop work and remain in the seats until all the answer

scripts are collected.

          L     At the expiry of the session, the Supervisor shall ensure that, Collection of

i. the Invigilators collect the scripts of the candidates assigned to each of them and hand them over to the Answer Scripts

   Supervisor,       and Prevention

ii. all candidates have handed over the answer scripts,   of Unauthorized

iii. no examination stationery is removed by candidates except the printed essay-type question papers or by   Removal of

 the staff in an unauthorized manner.       Material

In the absence of any concern, the candidates shall be allowed to leave the Hall by the Supervisor.

Note: A candidate shall not be allowed to leave the Hall until half an hour has elapsed from the commencement

of the Examination or during the last 15 minutes except under exceptional circumstances. i. Under exceptional

circumstances, the supervisor, in consultation with the Dean of the Faculty concerned, may use his/her

discretion to enforce this Rule.

M     At the end of the examination an Invigilator shall be placed at the exit to prevent examination materials being

taken out of the Hall by the candidates

N     The Supervisor will then arrange the scripts to be packeted. Each medium shall be packeted separately. When it     Packeting of 

is required to packet the scripts of each part/ section separately, they shall be packeted separately in the same   Answer Scripts 

manner.

The Supervisor shall enclose in each packet:

i. A copy of the duplicate of the attendance list.

ii.     Two-three copies of the question paper 

Each packet shall be tied securely, labelled and sealed. Before pasting the labels, the supervisor shall ensure

that all details on the label have been duly filled.

O     To prevent the misuse remaining answer books and continuation sheets the Supervisor shall make sure that     Safe Keeping of

those are returned to the relevant DR/SAR/AR.     Answer Books

    and Continuation

    Sheets

P     The Supervisor shall hand over to the relevant DR/SAR/AR/another responsible staff member as appropriate     Report for the 

    decided by the faculty at the end of each session/day the following:     session and

    handing over of

    Answer Packets

i. The packets of answer Scripts.

ii. The original attendance Lists

iii. Balance question papers

iv. Balance stationery.

v. Statements of the candidates (Annexure 8.13) and the reports of the invigilator/s regarding examination 

offences (if any) in a sealed envelope.

vi. The report of the supervisor (Annexure 8.14) regarding requirements 2.2.1.2 F; 2.2.1.3.F and  2.2.1.3. I.vi.

vii. Attendance lists of invigilators and attendants.

viii. Seating arrangement of candidates (Annexure 8.15)

ix. List of packets handed over to the Senior Assistant Registrar/Assistant Registrar in duplicate.

    Q      If circumstances arise, which in the opinion of the supervisor, render the cancellation or suspension of the Cancellation/

ongoing examination necessary, he/she shall stop the examination, collect the scripts already written and then     suspension of an

report the matter as soon as possible to the Dean of the relevant Faculty.     examination by

    the Supervisor