WORKSHOP ON CONDUCT OF
EXAMINATIONS AT KNUST
A presentation by
Nathaniel N-A Okine PhD
DEPARTMENT OF PHARM. CHEMISTRY
11th APRIL, 2012
WORKSHOP ON CONDUCT OF
EXAMINATIONS AT KNUST
A presentation by
Nathaniel N-A Okine PhD
Chairman, Examinations Audit Committee
WEDNESDAY 11 APRIL, 2012
TH
SOLUTION TO EXAMINATION
MALPRACTICE?
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Serious problems require serious
solutions no matter how crude.
See how a Vice-Chancellor of a reputable
University decided to solve exam
malpractice in his institution.
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The invigilators are on top of the tree.
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OUTLINE OF PRESENTATION
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Introduction
Registration of Courses
Approval of Internal & External Examiners
Processing of examination Questions
Invigilation by Academic staff
Marking and Processing of examination
results.
Board Meetings and release of Examination
results.
Conclusion.
MODIFIED REGULATIONS ON CONDUCT
OF EXAMINATIONS- MARCH. 2011
INTRODUCTION
 Examinations- means to fulfill one of the
University’s main function apart from Teaching
 It forms the basis for assessing students’
performance.
 Proper conduct of Examinations is an obligation on
the part of every Academic staff, Departments, etc.
 Continuous Assessment (30%) forms an integral
part of University Exams
REVIEWED REGULATIONS ON CONDUCT OF
EXAMINATIONS-MARCH. 2011
These Regulations must serve as reference and
check list for all categories of University Academic
Staff and Students
NB: Provision is made for;
 Duties and responsibilities for Examiners,
Invigilators, Auxiliary Invigilators and
Departmental/ Faculty Examinations Officers under
the regulations and
 Instructions to Candidates
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MODIFIED REGULATIONS ON CONDUCT OF
EXAMINATIONS- MARCH. 2011
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Registration of Courses
It is a pre-requisite for Eligibility to take an
Examination in the University.
Students shall be allowed to write examination only
in courses registered formally.
Absence from all Lectures, Tutorials and Practical
classes without permission for 15 lecture days or
more per semester bars a student from Semester
Examinations
Registration of Courses
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For Individual courses, a student fails attendance
requirements if he is absent from Lectures,
Tutorials and Practical Classes for Three (3) or
more periods per semester.
He is thus disqualified from taking that paper at the
end of the semester.
On-line registration
Internal and External Examiners
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List of First and Second Internal and External
Examiners/Moderators shall be prepared by the
Head of Department (HOD).
The list shall pass through Faculty Board, College
Board and finally to the Academic Board for
approval.
Specific dates for the above activities are as
follows: Second, Third, Fifth and Six week
respectively
Processing of Examination Questions
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Examination in each course shall not be less than
Two (2) Hours duration
Two sets of Questions shall be set and should be
ready for vetting by the 10th week of the semester
A panel of Three, the First and Second Examiners &
HOD or his representative shall vet the Questions
The HOD shall chair the meeting
Vetting shall take place in the 11th week
The Final Examination Questions must be Cameraready
Processing of Examination Questions
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The Final Examination Questions must be signed
and sealed by the Three
They shall be kept by the Examiner or in a vault at
the HOD’s Office until appointed date for
photocopying
Photocopying may be done at the College or the
Photocopy unit.
Photocopy unit shall prepare a Timetable for the
Colleges (now three days before the paper is due)
Photocopying process in the College/Faculty
/Department must be monitored by the Examiner/
Examinations Officer
Submission of Course works/Project
reports/Long Essays/Workshops/Studio
works/Field works
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Reports on the above shall be submitted on the
due date.
Failure or late submission without tangible reason
may cause the ‘report’ to be marked Zero.
In the case of Project reports and long Essays,
they shall be assessed at the stage of
presentation.
Submission of Course works/Project
reports/Long Essays/Workshops/Studio
works/Field works
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Course work deadlines /assessments taking
place within scheduled class meetings/
laboratory sessions shall not be missed by
students without good reasons
Invigilation of Examinations
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This is an Essential part of Conduct of
Examinations & a duty of all Academic staff.
As such All Academic staff shall be scheduled
to invigilate.
Invigilators are required to be present at the
place of Examination 30 minutes before the
session commences.
Auxiliary Invigilator (Examiner whose paper is
being written) shall make himself available
throughout the period.
Marking and Processing of Examination
Results
Marks of Candidates shall be submitted to
the HOD with the Marked scripts.
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Candidates shall be identified by their Index
Numbers only.
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The marks submitted shall show the following;
i. Full complement of marks obtained by the
candidate on each question and/or those of
MCQ’s
ii. Total marks
iii. Examination marks - 70%
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Marking and Processing of Examination
Results
iv. Continuous Assessment - 30%
v. Final Marks (iii + iv)
- 100%
 Marks sheets must be signed by the examiner and
must come with a soft copy to the HOD.
 The marked scripts shall be kept in the Department
for a minimum of Six years.
NB; No marks should be processed if they do
not come with the marked scripts.
 Departmental Boards shall ensure that the above
rules are strictly observed.
Marking and Processing of Examination
Results
It must also be ensured that marks recorded are
true reflection of each Candidate’s performance.
 Year group Examiners must be re-introduced to
cross-check marks entries.
 Planning unit must provide Index Numbers (First
Years) latest Two(2) weeks before Midsemester Examinations commence.
NB; Examination Scripts shall be marked only
in the Offices of Examiners
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Board Meetings
Examiners’ Board meetings shall be held by all
Departments to consider their results – After 3rd
week
 Approved results from the Departments shall be
submitted to the Faculty Examinations Officer
 He shall compile them into detailed results
(Broad sheet)
 The latter shall be vetted by a co-ordination
meeting of all departmental Examination
Officers
NB: Rules for vetting are provided in appendix
C2 Sect.1
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Board Meetings
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1.
2.
3.
The vetted results (Broad sheet) shall be
submitted to a Special Faculty Examiners’
Board meeting for consideration & approval
Subsequently the Results shall pass through
the following Boards for consideration and
approval;
4th week -Processing of results followed by
Faculty Board
5th week -Vetting of results by Audit Team
6th week -Consideration and approval by
College Board
Release of Results
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Special Academic Board – soon after receipt of
all results
Provisional results shall be published especially
for the sake of withdrawn students before the
new Semester/Academic year begins
The College registrar is responsible for the
notification
Continuing students shall contact their Academic
Tutors for their results before registration
Confidentiality of University Examinations
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All University Examinations including Continuous
assessment are confidential
Maximum care shall be exercised to ensure this
confidentiality
Examination questions shall not be shown to
students
Marked scripts shall not be shown to students
without authorization
The panel that vets a particular Question paper
shall be held responsible for its leakage / problems
Confidentiality of University Examinations
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A very grievous offence is committed if an
Examiner inadvertently or intentionally causes
leakage of Examination questions.
He shall be disciplined in accordance with
statute 58.
No Teaching Assistants, National Service
Persons nor Secretaries shall be allowed to
type-set Examination Questions.
Duties of Faculty/College Examinations
Officer
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Ensures that all students are duly registered
Ensure that all arrangements for the
Examinations are made
Prepares Examination Timetables, allocates
Examination rooms and assigns Invigilators
Ensures that the Timetables are posted on
Student Notice Boards without names of
Invigilators
Duties of Faculty/College Examinations
Officer
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Supervises Photocopying and collects printed
Examination questions from Faculty/College
Vault or the Photocopy Unit
Processes, prepares and audits Examination
results before submission to the Examiners’
Board
Ensures total compliance with the prescribed
Examination regulations by Examiners,
Invigilators and Candidates
General supervision of University Examinations
Duties of Examiners
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Must adhere to the Timetable for submission of
questions for vetting
Questions for vetting must include marking
scheme
Must ensure that no/minimum corrections are
made during the examination period
Auxiliary Invigilators must be available throughout
the examination period to answer queries and
collect their scripts
Duties of Examiners
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Shall consult the final Timetable for information on
Time & Place of Examinations
Shall sign for any scripts collected from the
Invigilator or the Examinations Office
Shall adhere to the Timetable for submission of
examination marks to HOD
Marks shall be submitted with the marked scripts
not later than Three(3) weeks after the
Examinations period
Defaulters shall be reported to the Dean, the
Provost and the Vice-Chancellor
Duties of Invigilators
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Arrive at the place of Examination 30 minutes
before the session commences
Shall inspect the Identity and Admission cards of
candidates before admission into the room
Candidates shall not be allowed to enter an
Examination room later than 30min or,
Leave the room earlier than 30 minutes after
commencement of the session
Duties of Invigilators
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No candidate shall be seated 30minutes before
the start of a session
The following shall not be allowed in an
examination room;
any book, material, hat, bag, pencil case,
mobile phone, programmable calculator,
palm top computer, a scanner and radio
etc.
An invigilator has authority to confiscate such
items and must report on such matters
Duties of Invigilators
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Borrowing of any item or material from another
candidate is prohibited in an examination room
No papers shall be removed from the examination
room except the question paper
Communication with other candidates or movement
from one’s sit are prohibited during any session
Question papers shall be placed in answer booklets
before session begins
Under no circumstances shall candidates be left
without supervision
Duties of Invigilators
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Candidates under temporary permission to leave
the examination room must be closely monitored
Utmost vigilance must be exercised during the
examination period & nothing shall be done to
distract attention
Occasionally invigilators must move about the
examinations hall/room
All Examination Scripts shall be counted,
enveloped and signed at the end of each
session
Duties of Invigilators
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They shall then be handed over to the
Examiner/Examinations Officer with the
attendance sheet incorporated
Candidates caught in breach of Examination
regulations must be allowed to continue writing
the examination
However, a written report on the incident with
exhibits shall be submitted to the Examinations
Officer
Duties of Invigilators
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These shall be forwarded to the Dean
concerned for further action
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The Dean in consultation with the Provost shall
immediately appoint a committee to investigate
the matter
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The Committee shall present their Report to
the Provost
Duties of Invigilators
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The report shall promptly be forwarded with
recommendations to the Vice-Chancellor for
appropriate action
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Investigating Committee of any breach of
Examinations Regulation shall include;
University Lawyer
Student Representative
a.
b.
Sanctions to Invigilators/Examiners
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Performance of Staff in the conduct of
Examinations shall count in assessing Quality of
Teaching for promotion
Conduct of defaulting Invigilators shall be
reported to their HOD’s with copies to the Dean,
Provost and Vice-Chancellor
Examiners who default to set their Questions
on Time shall be reported by the HOD to the
Dean with copies to the Provost and the ViceChancellor
Sanctions to Invigilators/Examiners
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Inability to ensure smooth conduct of
examinations in a Department shall constitute
incompetence by the HOD
Instructions to Candidates
It is the Responsibility of candidates to consult
their Notice Boards for details of examinations
In their own interest candidates are strongly
advised to find out where & when to report for
each examination
Instructions to Candidates
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Practical & Oral examinations, Studio
presentations shall be conducted in the
Departments concerned
The University reserves the right to change the
Time and venues for holding examinations
Where necessary, changes shall be made on
the Timetables and Candidates informed
accordingly
Candidates should report not earlier than 30
minutes before the time fixed to start a paper
Instructions to Candidates
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Candidates shall occupy place/sit assigned as
indicated by their Index number
No candidate shall enter the Examination room
later than half an hour after commencement of
examinations
He shall not be allowed to leave until half an
hour after commencement of examinations
If one enters the room within the 30 minutes
from the start, he must report to the Invigilator to
be checked in
Instructions to Candidates
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No writing on an Answer Booklet is allowed
before examinations commence
No candidate shall be allowed to leave the
Examinations room within the last 30minutes of a
paper
Candidates must have in their possession their
Identity and Admission cards for inspection
before they are allowed in
Unless specifically authorized, non of the
following, shall be entertained in an examination
room
Instructions to Candidates
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Any book, material, hat, bag, pencil case,
mobile phone, programmable calculator,
palm top computer, a scanner and radio etc.
An invigilator has the authority to confiscate
such items
The matter shall be reported in writing as
breach of Examination Regulations to the
Examinations Officer
Instructions to Candidates
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Candidates shall use their Index Numbers only
throughout all Examinations
Candidates may leave the Examination room
temporarily only with the express permission of
the Invigilator
Such candidate shall be escorted by an
Attendant
Every necessary precaution shall be taken
including physical search before candidate
leaves or returns
Instructions to Candidates
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No communication between candidates or
borrowing of materials shall be permitted during
examinations
Attention of the Invigilator may be attracted by
raising an arm
Any used or unused Answer Booklet,
Supplementary Sheet or Scannable form shall
not be taken away at the end of examinations
Smoking or Eating shall not be permitted in the
examinations room
Instructions to Candidates
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Plagiarism is a serious offence punishable by
dismissal from a programme
Infringement on any of the above Regulations
shall be reported to the Examinations Officer for
necessary action.
Continuous Assessment/ Mid-Semester
Examinations
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It consists of Assignments, Quizzes, Writing of
reports, Oral and Mid-semester examinations
These may be organized at or after the First half
of a semester
For courses that are run by multiple Lecturers, it
must be carried out when at least 50% of the
syllabus is covered
It is advised that a composite paper be set for
such courses above
All Regulations that cover the conduct of
Examinations in the University shall apply.
Inspection Team
Conduct of Examinations & Examination
Halls/rooms shall be monitored and inspected
unannounced
 Also Lectures especially Service Courses
must be monitored during the semester
 The Team is made up of ;
a. Pro Vice-Chancellor
b. Deputy Registrar (Academic),
c. Head, Quality Assurance Unit and
d. Relevant Dean
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Correction of Marks
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There shall be a Marks/Results Amendment
form.
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It must be kept by Faculty Examinations Officers
only.
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All Examiners who wish to correct marks/results
of candidates must fill that form accordingly
SUPPLEMENTARY EXAMINATIONS
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At the last Academic Board meeting approval
was given for the University to organize the
above examinations.
It should be carried out in the first week of
August when the university reopens.
The period shall be five days for the conduct
of the examination.
The second week shall be used for marking
the scripts
SUPPLEMENTARY EXAMINATIONS
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This will be followed by submission of
marks to HOD’s in the third week
Departments/Faculties shall process the
results within the third week.
Results shall be published in the fourth
week after vetting by the Audit Team.
Also decision on trailing students shall be
taken after the Fourth week.
SUPPLEMENTARY EXAMINATIONS
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NB; First year students trailing up to Four
courses only shall be allowed to register
and take the above examinations.
Also students who satisfied attendance
requirements but got sick during the main
exams shall be allowed to take advantage to
write the exams.
Continuing students trailing more than five
courses may register as many courses as the
period of exams would permit.
Consequences for failing to write
supplementary Examinations
Students who fail to write the supplementary
exams but trail more than Two courses at the
time of decision making shall be made to
Repeat /be Withdrawn as the case may be.
NB; All Examiners are required by the University’s
regulations to set Two set of questions.
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