Functions and Responsibilities of Exam cell in-charge
- Coordinates with Administrative Officer, to receive the details of the Fresh Batch of
- Coordinates with respective HOD and ensures receipt of question paper sets and schemes of evaluation for all Internal
- Arranges to issue appointment letters as examiners for the conduct of practical, theory (under autonomous) and project work viva-voce.
- Receive the filled in Examination Application forms from the
- Arrange to circulate the schedule of internal and semester examinations for all programs and display the same on Notice
- Arrange to prepare the list of candidates and the courses for which they are appearing for.
- Arrange for the issue of Hall tickets.
- Receive the Internal marks (finalized) and the attendance of each section of students’ from respective Head of the Department and arranges to forward the same to Controller of the Examinations Andhra University.
- Conducts the examinations on behalf of the Chief
- After completion of the examination send answer scripts to the spot valuation at Andhra University.
- Arrange to receive the Mark Statements and the Consolidated Mark Statements of students from Andhra
- Provide information (given by the Affiliated University) for the conduct of advanced supplementary Examinations for outgoing students after the publication of final year results.
- Arrange to forward the applications of students for their counting and revaluation of answer scripts as the case may
- Inform the Chief Superintendent with regard to the malpractice cases, if any, and forward the same to the Director of Evaluation to take
- Arrange to get the Provisional Certificates and Degree Certificates of the graduated students from the
- Conduct result analysis and provide the same to each HoD, Dean ,Academics,Registrar and Principal
- All examination concerned records are to be kept in safe custody and be made available as and when
- Any other task, which may be assigned by the Principal from time-to-time.
SANKETIKA VIDYA PARISHAD ENGINEERING COLLEGE
EXAMINATION CELL
(REGULATIONS)
Behind: Y S R & A C A International Cricket Stadium Madhurawada, PM Palem, Visakhapatnam – 530 041
Phone: 0891-2781375, 107
URL: http://www.svpec.info
Table of Contents
- Objective and Scope
- Examination Process
- Examination Rules (Instructions to Students)
- Preparation of the Question Papers
- General Guidelines to Invigilators
- Evaluation System
- Centralized Grading Instructions
- Guidelines for Faculty – Grading System
SANKETIKA VIDYA PARISHAD ENGINEERING COLLEGE
EXAMINATION CELL – POLICY
- Objective and Scope:
The conduct of examinations and declaration of results is one of the important activities of the college and affiliated University. The Examination Cell is the backbone of the examination system in the college. It is of the utmost importance that the examinations are conducted with precision, fairness and objectivity to gain public credibility and esteem. In order to achieve this, all rules and procedures relating to the examinations should be so well designed as to leave nothing to chance and assumption.
This policy defines the roles, responsibilities of the people involved, protocols, procedures to be followed and various steps that have to be taken at all the levels associated with the conduct of the examinations in the Sanketika Vidya Parishad Engineering College.
2. Examination Process:
Announcement of Examinations:
As per the guidelines of the affiliated University, announcement of the examination schedule prior to 20 days before the exam date.
The Timetable of examinations shall be dispatched sufficiently in advance to the Departments for record and display on the Notice boards.
Initial Preparations for the Examinations:
The number of Candidates, day-wise, session-wise, shall be ascertained based on the examination schedules, List of Candidates to be finalized for the examination.
Based on the Number of candidates and the seating capacity of halls available, the number of examination halls required should be fixed and necessary steps taken to make arrangements for the conduct of examinations.
Based on the above, identify of Invigilators, take approval of the Chief Superintendent of the Examination for confirmation of invigilators, and communicated to the invigilators.
Prepare in advance of Seating arrangements and Attendance sheets for each of the examination hall.
Specific number of Answer-booklets shall be prepared hall-wise. Seating Charts be prepared for each room and displayed in the respective rooms.
It should be verified that sufficient number of Question Papers of each paper have been received in sealed envelopes from the affiliated university. The sealed envelopes are arranged date-wise, hall-wise and paper-wise and kept inside a sealed almirah/safe/ locker. A copy of the timetable is kept in the almirah/ safe with the envelopes of Question Papers. This should be available for ready reference every day. It should be seen every day before taking out the envelopes before the scheduled time of the examination.
Before the Examination Begins
Reporting for Invigilation Duty
Invigilators should report to the Exam Cell 30 minutes (or as prescribed) before the examination is to begin
Examination Papers
Invigilators are required to collect examination question papers and related material from the Exam Cell Office and proceed to assigned Examination rooms.
Distribution of Papers
To assist with distributing answer books, examination question papers and any additional material. If there is more than one examination taking place in the venue, papers must be distributed according to a seating plan. Place one question paper, face up, on each desk and check that each desk has an answer book.
Authorized Material
The Exam cell will inform Invigilators whether any format or tables are permitted or excluded for the examination(s). The use of electronic calculators (Scientific/Non-scientific) is not permitted until otherwise instructed.
The Exam Cell will assign each Invigilator to the room they are responsible for overseeing.
The Start of the Examination
Admitting the Candidates
The Invigilator shall authorize the admittance of the candidates to the examination room 10 minutes before the start time. The Invigilator will announce the rules and conduct of the examination.
Invigilators should then ensure that any calculators which the candidates have brought for use in the examination are permitted. Any unauthorized equipment should be removed from the candidate and returned to them at the end of the examination.
Mobile Phones
Mobile phones are strictly not allowed in the exam area. Invigilator should not collect any mobile phones from the examinee; it is the sole responsibility of examinee for any loss of such items. Any unauthorized items should be reported to the Exam cell to be removed from the candidate.
Starting the Examination:
The Exam Cell should start the examination at the advertised time. If there has been a delay in starting the examination, the corresponding amount of time will be added on to the published finishing time.
Checking Toilets
When candidates are seated and the exam is about to begin, the Exam Cell will ask an Assistant to check the nearest toilets to ensure they contain no notes or other material which could be referenced by students taking toilet breaks during the exam.
During the Examination
Admit Card/ID Checks
All students must be able to confirm their identity by presenting an identity card. If any student who does not have an ID card should be instructed to report to the chief superintendent of the examinations, obtain a signed form or Temporary ID and present it to invigilators on their return. The form or Temporary ID is valid for one exam only and must be taken from the student.
Candidates Arriving Late
No candidate may enter the examination room more than 30 minutes (or as prescribed) after the examination time has begun. If an Invigilator is approached by a student arriving more than 30 minutes after the start or after the specified time, refer the student to the Exam Cell, who will record his/her name.
Supervising Candidates
As early as possible during the course of the examination, invigilators should check translation dictionaries or other authorized material for notes or annotations. Unobtrusive patrolling should be carried out periodically and any suspicious behavior reported to the Exam cell. All Invigilators are expected to remain in the hall for the entire duration of the examination. Occasionally, an Invigilator may leave the room in order to clarify a question or other emergency, these absences must be kept to a minimum and wherever possible one Invigilator should stay in the room and instruct the other Invigilator to get the required information.
Confirming Attendance
No more than 30 minutes or as specified time after the start of the examination, the Invigilator will collect completed attendance form. The student is checked against their photographic ID at this point. If any student does not have an appropriate form of ID they must leave the room to have their identity confirmed. Student has to obtain a signed form or Temporary ID and present it to invigilators on their return.
The Invigilator should then check the attendance and place an ‘absent’ against the name if any student absents for the exam.
Attendance sheet should be submitted along with the completed scripts at the end of the examination.
Leaving Early
Examinee will not be allowed to leave the examination room within first 90 minutes for 3hrs examination and 30 minutes for 1.5 hour examination.
After the Examination
Ending the Examination
The Exam Cell shall announce the time when there are 5 minutes before the end of the examination. The examination should end at the scheduled time unless extra time has been added due to a delay in starting or exceptional circumstances.
Collection of Completed Answer Scripts
The Invigilator will collect answer books, examination papers and any other material. It is very important that all answer books (whether used or not) are collected from each student before students leave the hall. In no circumstances are students allowed to take answer books from the examination room. Students may keep question papers unless otherwise specified in the special instructions.
Submission of Completed Answer Scripts
The Invigilator must submit all the answer booklets along with attendance sheet at Examination cell.
Examination cell ensure that whether all the answer booklets reached as per the attendance sheet and these will be sent for evaluation.
Malpractices in Examination by Candidates
In the Examination Hall the candidate shall be under the disciplinary control of the Invigilator and he/ she shall obey the instructions of invigilator. No candidate shall use unfair means or indulge in disorderly conduct or malpractice during, or in connection with the examinations.
Malpractices:
A candidate indulging in any of the following acts in the examination hall will be considered as committing malpractice(s) in the examination and booked for the same:
- Bringing of printed/ photocopy / manuscripts pertaining/ not pertaining to the day’s examination, or in the form of book, pages of a book or loose sheets, or any other matter not permissible to be brought into the Examination
- Copying from any printed or hand-written material or answer-booklet of another candidate
- Bringing of Programmable Calculators, Mobile Phones, Smart watches/ Bluetooth or Wi-Fi enabled devices, Pagers, Organizers, Digital memory pad etc. with/ without matters related to the day’s examination stored in
- Possessing any other prohibited material that may be of help in writing answers or facilitate copying in the examination
- Writing any matter, formula, definitions, sketches in any part of the candidate’s body, dress, handkerchief, instrument box, calculator cover, wall, table, drawing board, Question paper, hall ticket etc. which may have relevance to the syllabus of the examination-paper concerned.
- Exchanging of question papers, Answer sheets, scales, calculators with any formula, answers, sketches, and hints related to the day’s examination written on them with neighbouring candidates.
- Showing the answer-booklet/ question paper to the neighbours or allowing them to
- Giving or receiving assistance in answering the question papers to or from any other candidate/ person in the examination hall or outside during the examination
- Mass copying by candidates in the examination
- Impersonation – Arranging some other person to write the examination for the candidate (or) attempting to write the examination for somebody
- Taking away with him/her the Answer script, without handing over the same to the invigilator or trying to take away or damage another candidate’s answer-booklet/
Handling and Reporting Misconduct, Malpractice at Examinations The following shall be the procedure for dealing with the cases of candidates found using or suspected of using unfair- means or involved in malpractice or misconduct in connection with the examinations:
- In case of Misconduct/ Malpractice / incident happened during the exam, the Invigilator shall take answer script and take written statement from Invigilator has to give his report on the incident shall report the same to the Controller of Examinations.
- The Controller of the Examination (COE) shall hold a preliminary enquiry, record the report of the Invigilator, the statement of the candidate in the presence of other than the invigilator concerned. On sufficient grounds, COE can take appropriate action or Can be forwarded to Academic Disciplinary Committee (ADC) for further necessary
- A candidate found guilty of Misconduct/ Malpractice at, or in connection with an examination shall be subjected to due enquiry by the Academic Disciplinary Committee (ADC) appointed for the
- The ADC constituted by the Institute shall be the competent authority to enquire the act of misconduct/ malpractice and recommend appropriate disciplinary action against the students using, attempting to use, aiding, abetting, instigating, or allowing unfair means at the examination conducted by the
- ADC will study the case and observe the material of malpractice. Committee will call the candidate(s) and Invigilator to do enquiry about the incident
- Committee shall proceed to conduct a summary enquiry by providing a fair and reasonable opportunity to the student. On conclusion of the enquiry the committee shall record its findings about the commission of guilt by the student or otherwise prepare a report along with its recommendations
If the candidate is found guilty, he/ she may be awarded one or more punishment(s) based on the ADC assessment on the nature and severity of the malpractice. The punishment(s) shall be subject to review and/ or moderation by the Registrar.
Makeup Exams:
Makeup Examination will conduct to the candidates those who missed the main examinations with the reason of approved leave in health grounds.
Examination process will be same as the main exams.
3. Examination Rules Instructions to Students:
- Reporting time for students at an exam hall is 10 min PRIOR to the exam time. First bell will ring at 10 min before, and the 2nd bell will ring at the start of exam time.
- Students can write their name, roll no on the script after first bell rings. Writing down the answers is permitted only after the 2nd
- Students will NOT be allowed to enter the exam hall or write an exam after the 2nd Any exception is possible only with the approval of the Chief superintendent via the exam centre.
- All the students should bring their valid Permanent / Temporary Student ID card to the examination hall and place their ID card on the desk during the examination for verification by the
- For examinations that are at most 90 minutes in duration, NO restroom breaks are For examinations that span more than 90 minutes, only one restroom break may be provided.
- Reading material such as books (unless open book exam) are not allowed inside the examination
- Borrowing writing material or calculators from other students in the examination hall is
- Students have to compulsorily fill their roll number, seat number, course name, and the date of examination in the columns provided in the first page of answer booklet and on all additional sheets. Invigilators are advised to sign only after all the required details are filled
- If any student is found indulging in malpractice or copying in the examination hall, he will be given ‘F’ for the course and may be debarred from writing other
Above is also the case for any notes, slips, or any other material that is found in possession of the student during the examination.
- Mobile phones are strictly prohibited inside the examination Hall. Once the exam starts if any student found to be in possession of mobile or such devices, he will be asked to leave the examination hall, and he will get ZERO marks for that
If any student accidentally brings mobile or such devices, they will have to left OUTSIDE the classroom, at his/her own responsibility and risk.
- At any time during or before the examination starts, the invigilator can relocate a student to any Students should follow such instructions.
Any violation of the above rules can attract strong penalties including, but not limited to, being asked to leave the exam, recommend an F grade for the course, or drop a semester.
4. Preparation of the Question Papers
Important points to be noted by the faculty while preparing the question papers for Mid / End-Semester Examinations.
- All the faculty are informed to submit the Mid / End Semester Question papers in IMS only at least 48 hours before the exam is scheduled (the sooner the
better). This will help the Examination Cell to make the required number of copies of question papers in advance.
- If you are UNABLE to submit the paper at least 48 hours before the exam, you have to take responsibility for making the required no. of copies of the paper and submit it to the Examination Cell by 2 PM of the previous day for the first two slots of morning session examinations, and before 10:00 AM for the same day afternoon session
- If the paper is a “Question cum Answer booklet”, please use the sample cover sheet available at
General Guidelines to Invigilators
- Reporting time for students at an exam hall is 30 min PRIOR to the exam time. The first bell will ring 10 min before, and the 2nd bell will ring at the start of exam
- Students have to be in by the first bell and can write their names, roll nos on the scripts and sign the attendance Writing down the answers is permitted only after the 2nd bell.
- Students will NOT be allowed to enter the exam hall or write an exam after the 2nd bell. Any exception is possible only with the approval of the Chief Superintendent via the exam
- Reporting time for invigilators is recommended to be 30 min before the first bell i.e., 20 min before the start of the
- Invigilators have to collect the question papers from the Examination Cell (Located in First floor ) at least 20 minutes before the commencement of the
- No student is allowed to leave the examination hall before 30 minutes, after the commencement of the
- Cell phones, reading material, and books (unless open book exam) are strictly prohibited inside the examination If any student accidentally brings mobile or such devices, they will have to leave OUTSIDE the classroom on their personal responsibility/risk.
- Borrowing writing material, and calculators from other students in the examination hall, is not
- A short bell will be given 5 minutes before the end of the exam, to the
- A long bell will be given at the end of the exam to collect answer Do not allow the students to write after the long bell.
- Invigilators have to put their signature on the main booklet and all additional sheets, including Question-cum-answer
- Answer booklets have to be kept in order as per the attendance before handing them over to Examination Office (Located in First floor).
- Please mark “Absent” against the student’s name in case of
- For examinations that are at most 90 minutes in duration, NO restroom breaks are For examinations that span more than 90 minutes, only one restroom break may be provided.
- All the students have to bring their Permanent / Temporary Student ID card to the examination hall and place their ID card on the desk during the examination for verification by the Invigilator.
- Any student who has lost an ID has to undergo biometric verification in the exam cell’s Students have to do this strictly BEFORE the first bell rings. Once verification is done a note should be issued by the exam cell saying the student is allowed to write the specific day’s exam(s).
- Invigilators can allow a student to continue the exam ONLY if they produce their ID card or the note from the exam cell. If a student fails to do so, their answer paper should be taken away and the student should be asked to leave the exam
6. Evaluation System
The affiliated University is currently awarding Grade Point Average (GPA) to the student at the end of each semester. The range of CGPA and SGPA is from 0 to 10. In Order to convert CGPA to percentage scale from 0% to 100%, one can multiply the CGPA with 10. The affiliated University does award class / division such as First class and Second class to its students.
Minimum final CGPA for the award of various degrees:
B.Tech | M.Tech |
5.0 | 6.0 |
The affiliated University does award individual mark sheets to each semester. It also awards a consolidated Final Transcript and Degree certificate to a student upon completion of the programme.
7. Centralized Grading Instructions
Please follow these instructions:
- Please find out from the faculty:
- The key/marking scheme
- Who grades which question (it is better for one person to grade a question for all for consistency)
- True answer and marking
- Complete the grading in the given time slots (say 5 Hrs for 5 days), or in rare valid cases, work with lecturers to find an alternate
- While entering the grading room, please write your name and sign in the register. Do not bring your friends into this space. This space is meant only for grading-related
- Do not bring your bags and any kind of writing
- Grade Do not look/or worry about whose answer sheet it is. Have consistency in your stand/evaluation criteria.
- Use “red pens” provided. Write marks and comments in big letters. Provide enough Feedback to the student (not just right/wrong, marks) wherever applicable.
STRIKE OFF ANY EMPTY SPACE IN THE ANSWER SHEETS.
- Once graded, create an excel sheet with all the marks (question-wise). Double-check the Make sure that you write the total on the first page. Do share this excel sheet with the course instructor and central team on Completion.
- Report any possible incidence of cheating that you observe in the answer sheets to the faculty and central team.
8. Guidelines for Faculty – Grading System
Guidelines and procedures for conducting examinations and for grading students in courses.
Grading System:
Andhra University follows a grade assignment scheme for evaluating a student’s performance in a course. The total mark secured by a student in a course is mapped to a grade.
Grades (taken from Academic Regulations)
There are five grades that reflect performance and are used in computation of grade point average (GPA):
Grade | Value | Description |
0 | 10 | Excellent |
A+ | 9 | Excellent |
A | 8 | Good |
B+ | 7 | Good |
B | 6 | Fair |
C | 5 | Fair |
P | 4 | Poor |
F | 0 | Fail |
A grade is awarded to a student in a course for which he/she is registered, will be based on his/her performance in different forms of evaluation (such as, examinations, labs, projects, quizzes, assignments) in the course. Each course is required to have a mid-semester exam and a final exam. For a course taken under PCO, the instructor has to place a minimum grade requirement i.e., Candidate above for getting a (P) pass grade in the course. In exceptional cases where in a student could not complete all the requirements (for reasons such as, medical problem or equipment breakdown) for securing a grade in the course.
Types of Grading
There are two types of grading that can be followed for a course, namely, absolute grading, and relative grading.
Total Marks and Absolute Grading: The instructor is free to decide the relative weightages of the exams, quizzes, home assignments, project work, etc., while computing the total The relative weights should be announced at the beginning of the course, together with any other grade related policy. In case of absolute grading, a predetermined and fixed range of marks is allotted for each grade. A student gets the grade corresponding to the range within which his/her marks fall. The faculty must show care in setting the exams and other assignments so that students who do excellent will get (O) grade.
Relative Grading
In relative grading a histogram of total marks obtained by all students is taken and ranges for assigning various grades are decided at the time of giving the grades. These ranges for assigning grades are based on upper limit of percentage (see grade distribution below) of students in a course that can have a particular grade. While deciding the relative grades the course instructor may keep in mind that an excellent performance in his/her judgment gets a ‘O’, a good performance a ‘A+’, and so on. A violation of this upper limit will require a reassignment of grades to students.
Notes:
- The above scheme can be relaxed for small classes or in courses where in all students perform exceptionally well or exceptionally
- The faculty needs to use their judgment and expectation from students in the course for
- Faculty must be very strict in the minimal expected performance from a student to pass the
The course should have absolute cut-offs for pass or fail. Students who just managed to pass can be given D grade.
For post-graduate courses, project work, and electives with fewer than 20 students the above grade distribution can be relaxed.
EXAMINATION CELL COMMITTEE | |||
S No | Name of the Faculty | Department | Position |
1 | G Hanumantha Rao | EEE | Coordinator |
2 | M. Mouli Kumar | MECHANICAL | Member |
3 | V. Hemanth | CIVIL | Member |
4 | Manas Ranjan Biswal | ECE | Member |
5 | Ch Venu | BS&H | Member |
6 | P T S priya | MCA | Member |
7 | U Lakshmi | EEE | Member |
8 | P Srinivas | MBA | Member |
9 | G Venu | ECE-4th Year | Student Member |
10 | B Karthik | MECH – 4th Year | Student Member |
11 | Ch Sandeep | EEE – 3rd Year | Student Member |
12 | K Manohar | CSE-4th Year | Student Member |
13 | K Sri Harsha | CIVIL-4th Year | Student Member |
14 | A Gowri Shankar | CIVIL – 3rd Year | Student Member |
15 | B Sai Preethi | MBA – 2nd Year | Student Member |
RESOLUTIONS
Point | RESOLTIONS | RESPONSIBLE PERSON | TARGET DATE | REMARKS |
2 | To conduct Mid-Examinations for all Courses on same session. | Dr.N.C.Anil | 28/08/2023 | Dr.N.C.Anil Principal Sir ordered all the HOD’s to complete the syllabus with in time not to delay so can plan all Mids in same session. |
3 | Q.P preparation process and distribution for Mid- Examinations from the central examination cell only | Department HOD’s | 21/08/2023 | Head of the departments of concern branch |
4 | It is decided that answer sheet format from paper to booklet mode for Mid-Examinations from the A.Y 2023-24 | Examination Cell | 18/08/2023 | Principal & Management cooperated to arrange the required material |