Guidelines for the Administrative Officer of the Faculty/Entity Responsible Examinations 

2.2.3 Guidelines for the Administrative Officer of the Faculty/Entity Responsible for Examinations

            A     Deputy Registrar/ Senior Assistant Registrar /Assistant Registrar (DR/SAR/AR) shall be responsible for DR/SAR/AR

administrative matters in relation to all three phases in conducting examinations as instructed by the Dean

   B      With the finalization of calendar of dates, the DR/SAR/AR shall maintain a detailed plan and a schedule Planning

                    of all examinations in the faculty. Timeline of preparations and required details shall be determined

                    based on the nature of the study programme and the specific guidelines set by the faculty

   C     DR/SAR/AR shall appoint Supervisors & Invigilators in consultation with the Dean. DR/SAR/AR shall have Making human

                   relevant staff members identified, appointed and informed for all examination related activities/requirements resources identified 

                   with relevant ToRs and guidelines at least three weeks before the due date. Once appointed, contact numbers of and available

                   all relevant individuals shall be maintained by the DR/SAR/AR and be made available to the Supervisor in

                   Supervisors’ file (Annexure 8.3).

  D     The DR/SAR/AR shall delegate the tasks of examinations appropriately to other relevant staff members with Delegation of 

          written ToRs. duties

  E     Allocations of halls and vehicles with adequate facilities, numbering of seats in the examination halls, Making physical

         preparation of attendance sheets etc. are the responsibilities of the DR/SAR/AR of the faculty in relation to resources available

         Phase II. The Supervisor shall be supplied with the required stationery/documents by the DR/SAR/AR concerned.

         Relevant forms with necessary information (annexures 8.3, 8.4, 8.5, 8.6, 8.15) and other relevant empty forms

         (annexures 8.7, 8.8, 8.9, 8.10, 8.11, 8.12, 8.13, 8.14) shall be made available in every Supervisor’s file by the

         DR/SAR/AR.

  F     A list of index numbers / registration numbers of candidates sitting, the titles of the question papers to be Notices at the

         held in that examination hall (Annexure 8.5) , and the authorized materials (Annexure 8.6) allowed into the entrance

         Examination Hall should be posted outside the Hall

 G      A map of seating arrangement of the Examination Hall shall be prepared by the DR/SAR/AR for all theory Seating arrangement

         papers (Annexure 8.15) and should be made available in the Supervisor’s file.

 H     The DR/SAR/AR shall keep examination materials in his/her custody until those are collected by the Supervisor Custody of

         at least 30 minutes before the commencement of the examination. The DR/SAR/AR shall have and arrangement Examination 

         to get the signature of the Supervisor in handing over the question papers and relevant material and keep the time Materials 

         noted.

 I      The Supervisor should immediately be informed if any error or defect in the examination materials or any other Trouble shooting and

        issue is detected error correction

J      Attendance List shall be issued in duplicate (Annexure8.5 and Annexure 8.10) for each course separately. Attendance lists

K     Record Books/University ID and the admission form (evidence of candidature) should be provided to candidates Student identification

        for that examination with the timetable (Annexure 8.4). The admission card should carry the signature of the and eligibility

        candidate and should specify the courses which the candidate is eligible to sit. The student record book should 

        carry both the signature and a photograph of student.

L The DR/SAR/AR should be ready with relevant information to confirm the eligibility of candidates if Eligibility

queried by the Supervisor during the examination     information

   M     The DR/SAR/AR/another responsible staff member as assigned by the DR/SAR/AR shall receive the following     Receiving

                items at the end of each session from the Supervisor and keep a record on answer scripts

      i. the packets of answer Scripts and the Supervisor’s 

 ii. the original attendance Lists file

iii. balance question papers

                      iv. balance stationery

  v. statements of the candidates and the report of the Supervisor/s regarding examination offences (if

                           any) in a sealed envelope

                      vi. the report of the Supervisor and

                     vii. the attendance lists of staff.

N     All records should be confidentially and securely maintained. A register shall be maintained in order to     Record keeping 

                handle set questions/question papers, printed question paper bundles, answer script bundles, marks handed                       

                over by examiners to maintain the accountability in the process

        O     The DR/SAR/AR shall compose a brief report and submit it to the Dean at the end of each examination. DR/SAR/AR’s

                The report should highlight the problems or difficulties experienced and suggest corrective measures to report

                prevent similar situations in future