SOP for Internal Assessment and External Examination

Introduction

The primary role of an educational institution is to foster an optimal environment for teaching and learning. A crucial part of this process is evaluation, which includes exams and the resulting grades. The main responsibility of the Examination Committee is to conduct internal assessments, and publish the results of these assessments in a transparent manner. Additionally, the committee ensures the smooth execution of external examinations by the guidelines set by Kuvempu University.

Objectives
  • To Conduct Internal Assessments and Semester End University Examinations as per University notifications.
  • To set Principles and Guidelines for the conduct of Internal & External Examinations.
Composition of Examination Committee for the Academic Year 2023-2024 :
Sl. No. Name of the Faculty Designation
1 Dr. Sudharshan G M Principal
2 Mr. Prashanth Kumar R Coordinator
3 Dr. Dileep Kumar S D Member
4 Mr. Mohan D Member
5 Mr. Manjunatha H R Member
6 Ms. Roopa D S Practical Coordinator
7 Mr. Abhishek S Member
8 Mr. Kantharaj H D Member
9 Mr. Pradeep Shetty K Member
10 Mr. Vinay Kumar K S Member
11 Mr. Darshan P R Member
12 Ms. Neha Member
13 Ms. Rashmi R Member
14 Ms. Ashwini H C Member
15 Mr. Srinivas Naik Member
16 Mr. Muralidhar S Ringe Off Sup.
Responsibilities :
  • Conducting Internal Assessment Tests and External Examination
  • Record Maintenance of Internal Assessment Tests and External Examination
  • Administration of the Internal Assessment Tests and External Examination
SOP for Internal Assessment Test
  • The Committee is responsible for communicating the Internal Assessment (IA) dates to students through circulars. In the event of any changes to these dates, a meeting will be convened to resolve the issues, and the updates will be communicated accordingly.
  • The syllabus for the IA is provided to students by their respective subject teachers, who will also obtain an acknowledgment from the students.
  • The question papers and evaluation schemes are to be collected by the committee by the specified date mentioned in the circular.
  • The committee is responsible for arranging a meeting with the Internal Assessment Question Paper Scrutiny Committee to review the question papers.
  • The Internal Assessment Question Paper Scrutiny Committee verifies the question papers based on predetermined criteria, including the quality of the questions, adherence to Bloom's Taxonomy framework, and the format of the question paper.
  • If there are any deviations from the established criteria, the Internal Assessment Question Paper Scrutiny Committee will inform the respective subject teacher.
  • After any necessary modifications, the Internal Assessment Committee will collect the revised question papers and evaluation schemes from the respective subject teachers.
  • The committee will gather the list of eligible students from the respective class teachers.
  • The committee is also tasked with preparing the IA timetable, duty assignments, and seating plans.
  • During the administration of the Internal Assessment tests within the institution the Internal Squad Committee ensures fairness and transparency.
  • The evaluated answer scripts will be handed over to the subject teachers, who must provide a finalized marks list within three working days after the last IA test.
  • Evaluated answer scripts will be shown to students to ensure fairness and transparency in the evaluation process. Any discrepancies in the awarded marks will be addressed by the respective subject teachers, who will explain. The resolutions will be communicated to the concerned Heads of Departments (HODs) and the Principal.
  • During the last month of the semester, a timetable for skill development work will be prepared.
Grievances of an internal assessment are resolved as per the following procedure :
  • The students and faculty receive the Course Outline and Examination (COE) document at the beginning of each semester. The faculty's copy of the COE includes important dates for Internal Assessments (IA), the submission of question papers, and IA marks.
  • The examination committee of the institution provides a code of conduct for both faculty and students. According to Kuvempu University norms, a minimum of 75% attendance is required to be eligible to sit for the end-of-semester examinations. Additionally, the institution mandates at least 75% attendance in all subjects to participate in the IA.
  • If a student cannot meet the 75% attendance requirement due to personal health issues, illness of a family member, marriage, or other significant events, they will have the opportunity to write the missed IA by following the established procedures.
  • Internal assessments are based on students' regularity, performance, and punctuality. Students will receive instructions from their class teacher on submitting any supportive documents related to the issues mentioned above.
  • The class teacher collects all supportive documents and organises a meeting with the Principal, including the Heads of Departments (HODs) and IA coordinators, to verify the genuineness of the documents submitted by the students. During this meeting, a decision will be made regarding the eligible of students to write the IA, and the outcome will be communicated to the students through the class teacher.
  • If students are not allowed to take the IA based on the meeting's decision, they will be given another chance to participate in the IA after attending remedial classes.
  • Once all procedures are complete, the evaluated IA papers will be distributed to the students. Any discrepancies in awarding marks will be addressed by the respective subject teachers who will explain. The matter will also be communicated to the concerned HOD and the Principal.
SOP for Practical Examination :
  • All practical examinations in the institution are conducted and coordinated by a separate committee.
  • Kuvempu University sends notifications to colleges regarding practical examinations.
  • The concerned office staff brings the notification to the attention of the Principal and hands it over to the Practical Examination Coordinator after obtaining the Principal's signature.
  • The dates for the practical examinations will be finalized during a department meeting.
  • The Coordinator will finalize the timetable, batch details, and faculty assignments for the practical examinations in consultation with the Principal, and will then submit this information to the Kuvempu University Practical Examination Coordinator for approval.
  • The approved timetable will be displayed on the department notice board.
  • Faculty members will fulfill their duties according to the duty allotment letter sent by the Practical Examination Coordinator from Kuvempu University.
  • The Practical Examination Coordinator of the institution will upload the batch details and timetable on the Kuvempu University examination portal.
  • The lab instructor will format all systems and set up the lab equipment before the examination begins to conduct examinations smoothly.
  • A request will be made to the Principal to issue the answer booklet bundles received from the University.
  • The internal examiner will be responsible for preparing the invigilators' diary. Batch-wise details of the examination will be maintained in the practical examination ledger, which will be duly signed by both the internal and external examiners.
  • After each batch of examinations is completed, the marks will be uploaded on the Kuvempu University examination portal by the examiners after verification.
  • The Coordinator will prepare the attendance certificates and work done statements for both the internal and external examiners and will obtain the Principal's signature for approval. The approved copies will then be handed over to the examiners.
  • Before the end of the day, the answer scripts will be bundled and stored in the examination strong room.
  • After all practical examinations are completed; a consolidated statement will be prepared and submitted to the Principal to dispatch along with the practical answer booklets.
  • All related documents will be filed appropriately.
SOP for Theory Examination :
  • Kuvempu University uploads the examination timetable to the Kuvempu University Examination portal, and it will also be displayed on the college notice board.
  • Heads of Departments (HODs) prepare lists of eligible and non-eligible students for the semester-end examination. The list of non-eligible students will be sent to the Registrar (Evaluation) of Kuvempu University.
  • Hall tickets can be downloaded from the Kuvempu University Examination portal before the examinations.
  • Downloaded hall tickets will be verified against the total number of eligible students at the institution. If a hall ticket for an eligible student is not generated, the issue will be reported to the Examination section of Kuvempu University for resolution.
  • Hall tickets are handed over to the class teachers for distribution to their respective students, who must acknowledge receipt.
  • The Examination Committee prepares the duty roster based on the examination dates and communicates the assignments to the faculty via an official order.
  • The Examination Committee conducts a meeting before the commencement of the examination to inform all involved parties about the rules, regulations, procedures, and responsibilities of the Office Superintendent, Relieving Superintendent, Room Invigilators, and office staff.
  • Kuvempu University dispatches the question papers to the Chief Superintendent of the institution. The received question papers will be organized by date/session according to the exam timetable. If any particular session's question papers are not received, this will be communicated to the Examination section of Kuvempu University, and the Chief Superintendent will ensure they are obtained.
  • The Examination Committee will prepare the seating plan, which will be uploaded to the Kuvempu University Examination portal.
  • The Sitting Squad/Observers will report to the Chief Superintendent as directed by Kuvempu University to ensure a fair and transparent examination process.
  • The Office Superintendent will ensure the proper allocation of answer booklets and question papers according to the examination session, and will maintain necessary documentation in accordance with Kuvempu University norms.
  • The Examination Committee will ensure that log tables and graphs are available for students.
  • Observers, the Office Superintendent, the Relieving Superintendent, Room Invigilators, and other office staff will report to the Chief Superintendent half an hour before the examination begins.
  • Room Invigilators will report to their designated examination halls fifteen minutes prior to the start of the examination.
  • The Chief Superintendent will open the question paper packets in the presence of the Observer and the Office Superintendent, following the proper procedures.
  • The Office Superintendent and Relieving Superintendent will allocate question papers according to the seating arrangement.
  • After the short bell rings five minutes before the examination, the Office Superintendent will hand the question papers to the Room Invigilators.
  • After half an hour, an absentee register will be sent to the examination halls to collect information on absentees. This information will be uploaded to the Kuvempu University Examination portal to prepare an absentee statement and answer script bundle details.
  • After each examination session is completed, the Office Superintendent and the Relieving Superintendent collect and verify the answer booklets received from the Room Invigilators.
  • Collected answer scripts will be organised by program, bundled, and securely stored in the strong room for dispatch
  • Kuvempu University collects the answer booklet bundles over time while following the due procedures.
  • A grievance mechanism for the End Semester Examination is implemented in accordance with Kuvempu University norms.