The Mission of Gollis University Examination Department is to provide examination administration for the University’s different department by providing coordination and supervision of exams in the highest level of quality, security, fairness, professionalism in timely manner which support the main objectives of the university’s strategy.
To be the pillar in fulfilling Gollis University’s strategic goal of attaining a leadership in higher education for the east Africa’s Universities and be known for integrity, professionalism and fairness in student advancement policies
Gollis University Empowers its Students to Becoming Leaders Committed to Make Positive Difference”
Content Table of Policies on Examination
|1||Preparation before Examinations|
|2||Printing of Examination Papers|
|4||Activities During Examinations|
|5||Procedure after Examination|
|6||Marking of Examination|
|7||Student Conduct During the Examination|
|11||Cancelation for an Examinations|
Policies on Examinations
Policy Title: Gollis University Policies on Examination
Date of Issuance: This Policy is under the scanning of the President, Dr Saed.
- Preparation before examinations
- All examination question papers (including final, supplementary, and recourse) must be submitted to the Examination Office Fourteen (14) days prior to the commencement of Examination.
- The Dean and Assistant or any other authorized person appointed by the faculty is responsible for the secure delivery of Examination papers to the faculties of the Examination departments.
- No Examination paper may be sent in an electronic devices or format to the Examination Departments except in exceptional cases where prior arrangements have been made.
- A completed control sheet must be attached to the each original copy of the Examination Question Paper. Signature of the Dean should be there.
- Any Examination which does not meet sufficiently the common standard of the Examination format in the university will not accept.
- Chairman of the Examination Board and Assistant must check and sign for question papers received and keep a record of each paper submitted.
- By the time Academic Calendar Year is going to finish the section of photocopies will not copy (including, assignments. Tests, quiz, presentation and etc).
- Deans and Assistant Deans from the various faculties must to provide the Chairman of Examination Board or Assistant the list of lecturer’s who will invigilate Exams before a period of One Week
- Printing of examination papers
- The printing of examination papers must only be done by staff of the Examination Section of Photocopies or other staff members authorized by the chairman of Examination Board or Assistant. It also strongly recommended that an authorized faculty members of staff should not attend during the printing process or bringing any such to material to copy for them.
- All Examiners, invigilators and Deans must fully complete the relevant section of the Examination control sheet where they indicate their requirements or needs.
- Examination staff is responsible for the packing, storage and dispatching of Examination papers to examination venues.
- All spoilt copies will be removed by Examination Staff.
- All envelopes or boxes containing Examination question papers must be sealed.
- All documents in electronic or other forms that are related to examination papers must be appropriately protected by both the faculties and the Examination Section.
- No person without authority from the examination office may have sight of the examination Department.
- All Examination Question Papers Must be stored in secure place by the Examination Departments.
- Activities During Examinations
- Examiners or invigilators are required to be present in the relevant examination venue when their paper is being written, 5 minutes before the start of the examination and to remain for at least the last minutes including to make clarifications to the enquires by students. Theses Examiners will be requested to identify themselves by producing their own staff cards.
- Faculties do not their Invigilators present on examination venue on time will not be distributed exams. Hence. There may be cancelation within a period of delay more than 15 minutes.
- Checking and approval of usage of electronic devices and calculators by students in Examinations is the responsibility of the Examiners concerned.
- The authority of the Chairman of Examination Board in the Examination room must be respected highly by both staff and students.
- Invigilators or Examiners are asked to avoid too many announcements indicating errors or changes on Examination papers because such announcements may disturb students.
- Any invigilator who has committed for such unusual behavior will be reported immediately to the Deans of the Faculty, Academic Affairs, vice President and Human Resource Management.
- If there is any lost of confidentiality for any final examination or source of revelation during the Examination Activities Process or before will be cancelled on at the time.
- Students whose names do not appear on the attendance register will be verified with the faculties or Examination Department and recorded accordingly o the attendance register. The chief invigilator will then provide seats for them but has to ensure that the papers are collected together.
- If students leave during the exam because of illness, they will be given “ Special Exams Application Form” to complete. The chief invigilator will write a report and forward to the faculty within 24 hours of period.
- Student who committed malpractice or in appropriate behavior during the Examination will be reported and recorded within 12 Hours.
- Procedure after an examination
- About 10 minutes after an examination has ended, answered question papers are to be collected from examination venue/hall by the chief of invigilator’s who must count and sign for the answer question papers. Any detail which related during the collection of an Examination will be recorded.
- Uncollected answer books from the main exam venues and other smaller venues on campus will to be delivered to the Examination Department for safe keeping, immediately after an examination session.
- The chairman of Examination Department and Assistant Dean should be available while exams ended to evaluate overall activities during Examination process.
- After the completion of the Examination should be produced the malpractices, disciplinary actions, and reports from the whole activities of the examination.
- The Examination Board will be officially called to attend the hall meeting how examination is being conducted and its standard of expectations.
- Marking of Examinations
- Examination department will handover answer books within 24 hours to the faculties and their lectures by filling a special form from the Examination Departments with the signature of chairman of Examination Board or Assistant.
- Departments and instructors shall be informed that marking of examination be give first priority in order to expedite the submission of grades to the Examination, Registrar, academic and president or vice president.
- No member of a Department shall be permitted to go away taking the original examinations papers with him or her for marking without permission of the Chairman of Examination Board or Assistant.
- All examinations shall be marked only by the lecturers or by persons expressly authorized faculty by the Departments Deans.
- In the case where the students has missed the final examination. The lecturer shall compute and record the course grade for that student with a score of Zero for the final Examination. The lecturer must enter the remark “1” to indicate that the student was absent from the final examination.
- No marks arising from examination may be communicated to students prior to the release of marks by the faculties. Professors of the faculties not to post grades until they have been reviewed.
- Departments subscribing to the belief that there is educational value in permitting students to see their final examination papers after they have been marked are not only at liberty, but are encouraged, to make the papers available on request, and to allow for discussion where possible; that the objective here is an educational end. It is not a substitute for existing reappraisal procedures for the reconciliation of grades.
- Within three working days all lecturers should bring back the answer books to the faculties. After assurance from the Deans Faculties and their signature must return on Examination Department.
- Examination department the exactly number of Answer Papers for each Envelop which almost counted on before handover to the faculties.
- Examination mark sheets must be signed by all Examination Departments and Deans of the faculties.
- Record of review and remarking
- A complete examination papers trial, as detailed must be kept in the university for at least two more semester period by required by professional obligation.
- Student conduct during the Examination
- Each examination candidate must be prepared to produce, upon the request of the chief invigilators or examiners, his or her ID card and Tuition fee Clearance.
- Candidates, must to adhere strictly to the sitting arrangement made by the chief invigilator.
- Candidate must display their University Identity cards during each examination and should keep on the table as possible further checking from the Examination Department Specially section of Quality Assurance.
- Examination candidates are not permitted to ask questions of the examiners or invigilators except in cases of supposed errors or ambiguities in examination questions, illegible or missing material or the like.
- No Examination candidate shall be permitted to enter the examination room after the expiration of half-hour from the scheduled starting time, or to leave during the first half hour of the examination. Should the examination run forty -five (45) minutes or less, no examination candidates shall be permitted to enter the examination room once the examination has begun.
- Examination candidates must conduct themselves honestly and in accordance with established rules of a given Examination, which will be articulated by the examiner or invigilators prior to the examination commencing.
- Examination candidates suspected of any of the following, or any other similar practices, may be immediately dismissed from the Examination by the Examiner/invigilator, and may be subjected to disciplinary action.
- Speaking or communicating with other Examination candidates, unless otherwise authorized;
- Purposely exposing written papers to the view of other Examination candidates or imaging devices;
- Purposely reviewing the written papers of other Examinations candidates;
- Using or having visible at the place of writing any books, papers or other memory aid devices other than those authorized by the examiners ; and
- Using or operating electronic devices including but not limited to telephones, calculators, computers, or similar devices other than those authorized by the examiner (electronic devices other than those authorized by the examiners must be completely powered down if presents at the place of writing).
- Examination candidate must not destroy or damage any Examination material, must hand in all Examination papers, and must not take any Examination material from the Examination room without permission of the examiner or invigilator.
- For any mode of Examination that does not fall into the traditional, paper-based method, Examination candidates shall adhere to any special rules for conduct as established and articulated by Examiner/Invigilator.
- Examination candidates must fellow any additional examination or further information or direction communicated by the examiners/Invigilator.
- Each and every malpractice will take in the first place as recourse including a further disciplinary action will be passed eventually.
Notes on Special Materials
- Candidates taking Mathematics must bring their own mathematical Instruments.
- Recourse Examinations
- Examination candidates who are malpractice or committed in appropriate behavior during the Examination will take on Recourse Examination as they will attend one more time or repeat their previous classes. It is student responsibility to cope their arrangements of recourses.
- Examination Department prepared on Recourse form and Supplementary Form for the Students about their procedure of exams.
- Students who do not attended during the Examination process will be asked for their valid reason and further explanation about their claims. Without a valid reason it will be taken very seriously as they are almost in a position of Recourse.
- Students who are under come at the criteria of Scholarships they will not write Re-Exams if they caught in malpractices or Misconducts. Hence, they will miss their scholarships.
- No student is required to take more than two scheduled Examinations that start within a 24 hour period. Any student who has more than two should contact the chief invigilator of the Examination.
- Recourse and supplementary exams will be conducted after the ordinary exams from the Examination Department.
- Faculties are not authorized to take on any final examinations, recourse exams, and supplementary exams or any other special arrangements exams.
- Faculties that conducted any exams without the formal permission from the Examination Department will be taken very seriously as it almost a violation for the rules and regulation Examination Department as well as in the university.
- The registrar office will be provided the results of the students from the examination Departments.
- Only exams authorized from the Examination Department will be recorded to the registrar office.
- Students who do not presented their continuous assessments from the class or having very less marks such 15 out of 60 will be reconsider their final Examination and possibly will be recourse or supplementary.
- No Re-examination will be conducted in the University except for exceptional cases such as Missing Answer Papers from the Examination Department, valid justification for health issues, and financial problems.
- Students who cannot afford to write on final Examination should inform their own faculties and examination Departments within a period of before of 14 days.
- No candidate will write an examination without a valid reason.
- Supplemental Examinations
- No candidate will take on the seats on semester eight while he/she is having more than one “f”.
- Any candidate who is having more than Two “F” will not be allowed to take on the seats of Semester Seven unless he improved his Student Academic Rerecord.
- Recourse and supplementary exams will be conducted after the ordinary exams from the Examination Department.
- Student’s semester eight will be given one chance to write Special Examination for improvement their own Student Academic Record grades in order to get higher than the previous marks. If they do not it will recorded original marks.
- Discontinuation course
- Candidates permitted discontinuation in the university they will not be given any chance to write an Examination.
- Verification of their discontinuation course in the university will be question initially.
- Only those who completed their procedure of recourse will be eligible to write final examinations.
- Cancellation for an examination
- Examination Department will be taken seriously any damage for the confidentiality on the final examinations.
- If, the invigilator or instructor will not present the venue before five minutes the exactly time of distribution for the Question Papers. The Examination Department will be asked the Dean of faculty to take that responsibility.
- More than 15 minutes of delay from the invigilator will be cancelled his/her exams.
- Any final Examination is under come the cancellation will be noticed the Academic, vice president and the president immediately.
- The following factors can be possibly allowing us to cancel for an Examination.
- Violation for the confidentiality
- Absence for the invigilators
- Timing reasons
- Unusual malpractice
- Reexamination are not permitted
- F grades
- Absence without a valid reason
- And some other valuable reason
- Since great care is taken in marking final examination papers, a student should apply for reappraisal of a paper only if he or she has good reason to believe that a mistake has been made.
- Reappraisals are dealt with by the Examination Department. A request for reappraisal must be made in writing to the Examination Department in the case of fall courses, and within 25 days of the publication of results for courses.
- Payment of the required fee will normally be made at the time of the request but must be made no later than two weeks after submission of the request; the fee will be not refunded if the appeal is successful.
Abdirisak A kelif
Chairman of Examination Board and Director of Quality Assurance