Ajayi Crowther University Guidelines for Conduct of Exams 2018

NGstudents
NGstudents

At the meeting held by the DVC with members of Examination Committee and all Departmental Examination
Officers (DEOs) on Thursday 1st March, 2018, the following decisions were made with respect to the
conduct of Examinations in the University.

Preparation and Eligibility to seat for the Semester Examinations
i. The percentage attendance for each student shouldbe computed four weeks before the commencement
of the semester examinations and the list ofstudents who have met the minimum of 75%
physical attendance should be displayed on thenotice board in the department.

ii. Hence lecturers must ensure that students’ physical
presence at every lecture is taken.
iii. The student must obtain a clearance from the
bursary for having completed the payment of his / her tuition fees for that semester.
iv. For each course to be examined,
v. The HOD shall forward to the Examination Centre four weeks before the commencement of the
semester examinations (a) the list of courses to be examined in his/her department and (b) the list of
students who are eligible to seat for the examinations in each of these courses.

The list is to assist the Committee in the preparation for
the examination especially in the production of examination Time-Table and allocation of examination
venues.

Preparation and Submission of Examination Papers.
i. The lecturer/examiner shall prepare and submit the
draft copy of the examination paper to his/her head
of department for vetting and approval before a final
copy of the examination paper is produced. This
must be done at least two weeks before the
examination.
ii. Any modifications by the head of department
should be implemented by the lecturer in
consultation with the head of department.
iii. Any paper/electronic copies of the draft and final
question papers must be disposed of carefully and
confidentially or kept securely until the examination
has been taken. iv. The lecturer/examiner shall be
responsible for the production of adequate number
of copies for the examination (i.e. the number of
eligible students plus six (6) extra copies).
iv. The lecturer/examiner shall enclose copies of this
question paper in an envelope, signed and sealed by
him/her and then deliver the envelope directly (not
by proxy) to his/her head of department.
v. The envelope containing examination papers must
have written on it (a) the course code and course
title, (b) the date, time and venue(s) of the
examination, (c) the number of copies of the
examination paper in the envelope, and (d) the
name(s) of the lecturer(s)/examiner(s).
vi. The head of department shall deliver the sealed
envelope to the examination center 24 hours before
the date of the examination. viii. The Examination
Committee must maintain a log book of the exam
papers received from the head of departments
vii. All examination papers are confidential documents
and must be treated as such.
viii. For each course to be examined:
Examination Period
i. Examiners must be contactable at all times while
the examination is taking place or have someone
who has full knowledge of the course and is able to
provide advice and answer queries from the
students.
ii. Invigilators must be present at the examination
venues to which they have been assigned 30
minutes before the commencement of the
examinations and until all answer scripts have been
collected from students and packaged for onward
submission to the examination centre.
iii. Invigilators are responsible for ensuring that
students complete the attendance register before
the end of the examination.
iv. Invigilators shall distribute question papers and
answer scripts before the start of each examination.
v. At the end of the examination the invigilator shall
collect the answer scripts from the students and
check that the number of students that sat for the
examination (as shown in the attendance register)
corresponds to the number of answer scripts
collected.
vi. The answer scripts collected and the attendance
list shall be packaged into an envelope and
forwarded to the Examination centre.
vii. At the time scheduled for the start of the
examination, the Chief Invigilator shall:
ensure that students are in possession of the
correct question papers;
ask students to study carefully the
instructions on the question papers;
make all other necessary announcements.
viii. Candidates wishing to make a temporary withdrawal
from the examination venue for personal reasons
must, if allowed, be accompanied by an invigilator
or by a person authorised by the Chief Invigilator.
ix. Invigilators are expected to focus solely on their
task of invigilation during the period of the
examination.
x. No student shall be permitted to leave the
examination venue until after 30 minutes from the
start of the examination.
xi. Similarly, no student shall be allowed into the
examination venue 30 minutes after the start of the
examination.
xii. No unauthorised person shall be allowed into the
venue of the examination while examinations are in
progress.
xiii. The Invigilators must desist from acts or conducts
that may interfere with a student’s concentration,
and if possible take steps to remedy any
distractions that are within the control of the
invigilators.
xiv. Students are only permitted to take the following
items to their examination desk:
Student Identity Card
Small plastic bottles of water;
Essential writing materials;
Calculators, provided that they are not
allowed in the examination and that they
conform with the regulation;
Smart Wristwatches or technology enabled
devices are not allowed to be used during the
period of examinations.
xv. Invigilators are to position themselves strategically
in the examination venue in order to invigilate
effectively.
xvi. Invigilators are to move around the examination
venue regularly, whilst being mindful not to create
unnecessary distractions for the students.
xvii. Chief Invigilators are to ensure that any consultation
required with other invigilators/ examiners is
conducted quickly and quietly.
xviii. If an invigilator suspects that a student is cheating
in an examination, he/she should report the matter
to the Chief Invigilator immediately, who, in turn,
should follow the laid down procedure for reporting
such cases
xix. In the case where a candidate complains of feeling
unwell in an examination venue, the Chief Invigilator
should call the examination centre for necessary
action.

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