GIFT UNIVERSITY
DEPARTMENT OF EXAMINATION
Examination Manual
Near GIFT University Chowk, Gujranwala.
UAN: (55) 111 900 100 Fax: (55) 3892986
Email: examinations@gift.edu.pk URL: www.gift.edu.pk
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CONTACT DETAILS
In case of problems or exigencies please contact the Examination Department
immediately.
Mr. Muhammad Arif Khokhar
(Controller of Examination)
Cell: 0302-874323
Phone: 055-3892989
Ext: 122
Email: examination@gift.edu.pk
Mr. Khalid Imran
(Assistant Controller of Examination)
Cell: 0300-6311001
Ext: 122
Email: asst.controller@gift.edu.pk
Mr. Habib-ur-Rehman
(Examination Assistant)
Cell: 0300-6427027
Ext: 122
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CONTENTS
1- Functions of Examination Department
2- Administration of Examination
a. Before the Examination
b. During the Examination
c. After the Examination
3- Unfair Means Cases
4- Issuance of Semester Grade Sheets
5- Issuance of Transcripts/Degrees
6- Verification of transcripts & Degrees after issuance
7- Inventory/Record Keeping & Security
8- Exhibits
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FUNCTIONS OF EXAMINATION DEPARTMENT
Examination Department is responsible to carry out the following activities:
1.
2.
3.
4.
5.
6.
7.
Administration of Examination
Handling Unfair Means
Announcement of Results
Review/Change of Results
Dispatch results at home address
Maintaining Record of Students’ Results
Issuance of New and Duplicate Documents
a. Semester Grade Sheet
b. Transcripts
c. Degrees
8. Verification of Documents
9. Annual Internal Audit
ADMINISTRATION OF EXAMINATION
Examination Department is responsible for administration of mid-term and final exams. All the
other components of assessment are conducted by the concerned faculty members. The
Administration of Examination is broadly divided into three major areas:
1. Activities before the Examination
2. Activities during the Examination
3. Activities after the Examination
BEFORE THE EXAMINATION
Examination Department performs the following activities before start of each examination
session.
1. Check inventory of examination material
2. Announcement of date sheet
3. Announce dates for review of marked answer scripts by the students
4. Appointment of Superintendents & Invigilation staff
5. Formation of Inspection Teams
6. Training of invigilation staff
7. Circulation of Exam Rules& Instructions to students and faculty
8. Request for question papers
9. Acceptance of question papers (special material)
10. Security of question papers
11. Establish examination control room
12. Arrange Resources
13. Announce date for declaration of results
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CHECK INVENTORY OF EXAMINATION MATERIAL
Examination staff checks the inventory of examination material at least 6 weeks before the start
of the examination. The purpose is to ensure that sufficient material is available for smooth
conduct of the upcoming exams. The examination material includes the following:
1.
2.
3.
4.
5.
Answer booklets
Answer sheets
Envelops for sealing of question papers.
Envelops for distribution of examination material to invigilation staff
Staplers and pins
If the inventory of any of these materials is found short of requirement, a purchase order is
immediately issued to the appropriate supplier. Examination department must receive the
required quantity of exam material at least 2 weeks prior to the examination.
The answer booklets and answer sheets are pre-numbered and complete record of their inventory
is maintained along with their serial numbers. If any answer booklet or sheet goes missing, the
matter is fully investigated and remedial measures are taken. The serial numbers of missing
material are also circulated to the examiners (checking the answer scripts) to caution them
against the use of missing material in students answer scripts.
ANNOUNCEMENT OF DATE SHEET
The Controller of Examination notifies the schedule of Examinations (date sheet) approximately
three weeks prior to the commencement of Examination with complete planning of Examination
Rooms. For a sample date sheet please refer to Exhibit-1.
The date sheet is shared with Rector, Deans, Heads of the Departments, Student Affairs Office
and all the other concerned departments/staff members through email.
The date sheet is announced to the students and faculty members through academic software and
notice boards.
Any clashes or errors in the date sheet, brought to the attention of Controller Examination, are
rectified immediately.
In case of exigencies or force majeure, an examination may be scheduled or rescheduled at any
time by the Controller of Examination.
ANNOUNCE DATES FOR REVIEW OF MARKED ANSWER SCRIPTS BY THE
STUDENTS
For end term examination, marked answer scripts are shared with the students for their review on
6th and 7th day after completion of examination. Examination department announces the dates for
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review of answer scripts by the students. These dates are communicated to the students through
email and notice boards.
APPOINTMENT OF CHIEF SUPERINTENDENT
The Rector, in consultation with Controller of Examination, appoints Chief Superintendent for a
period of one year (minimum). The Chief Superintendent is selected from senior faculty
members, and usually has a status of the Dean or Head of the Department. The appointment of
Chief Superintendent is announced by controller examination to all the Deans, HoDs and other
concerned staff members.
Chief Superintendent is overall responsible for smooth functioning and administration of
examination. The more specific responsibilities include:
1. Establish and manage the examination control room.
2. Ensure that sufficient staff is available for smooth conduct of the examination.
3. Ensure that the staff and required examination material is available in the control room 45
minutes before the start of examination.
4. Maintain proper inventory and record of handing over and taking over of examination
material.
5. Distribute examination material to the examination staff half an hour before start of
examination.
6. Start all the examination on time.
7. Visit each examination room at least once to ensure that examinations are being conducted
according to the rules and regulations.
8. Promptly attend and manage any problems that may arise during conduct of the examination.
9. Attend to the disciplinary cases and cases of unfair means. Collect all the necessary evidence
and had over formal cases to controller examination.
10. Collect the answer scripts and unused material from the examination staff immediately after
completion of examination.
11. Verify that all the unused examination material has been returned.
12. Promptly report any missing examination material to the examination department.
13. Hand over answer scripts and examination material to examination department.
APPOINTMENT OF SUPERINTENDENTS & INVIGILATION STAFF
Controller Examination also appoints Superintendent and invigilation staff, in consultation with
the Chief Superintendent, for every room being used for examination. The Superintendent is
usually a member of permanent faculty. Every member of the academic staff is required to
undertake invigilation duties as announced by Controller Examination. However, invigilators
may be drawn from permanent faculty, visiting faculty or approved pool of external personnel.
No remuneration is paid to the permanent staff members for the performance of this
responsibility. Visiting faculty members or external invigilators if hired are compensated as per
the approved rate. The approved pool of external invigilators must have the following
characteristics:
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1. Minimum of 14 years of education.
2. Reliable with good ethical and moral character
3. Attended at least one Examination Training Session organized by GIFT University during the
last 6 months.
A minimum of one superintendent and one invigilation staff are selected for every room. There is
at least one invigilation staff for every 30 candidates sitting in the examination. The
superintendant is responsible for smooth and hassle free conduct of examination in the room
assigned to him/her. Invigilation staff assist the Superintendent in the performance of his/her
responsibilities. For detailed responsibilities of Superintendent and invigilation staff, please see
Exhibit-2.
FORMATION OF INSPECTION TEAMS
Controller Examination, in consultation with and approval of the Rector, announces inspection
teams for the examination. These teams consist of senior faculty members and they conduct
inspections visits of the examination rooms to ensure the sanctity of examination process is being
maintained. The cases of irregularities, indiscipline or unfair means identified by these
committees are promptly reported to the Chief Superintendent for remedy. The incidents of
irregularities are handled by Chief Superintendent and Controller Examination. The cases of
indiscipline or unfair means are referred to the relevant committees.
TRAINING OF INVIGILATION STAFF
Examination Department imparts training to all the examination staff (Chief Superintendent,
Superintendents & Invigilators) one week before start of the examination. The topics covered in
the training include but not limited to;
1.
2.
3.
4.
Roles & responsibilities of Chief Superintendent, Superintendent and Invigilation staff
Examination Rules & Instruction (See Exhibit-3)
Procedure for Handling Unfair Means
Procedure for Handling Cases of Indiscipline
CIRCULATION OF EXAMINATION RULES TO STUDENTS AND FACULTY
Examination Department circulates examination rules & instructions to the students and faculty
one week before the start of examination. The rules are shared through email to the relevant
groups and notice boards. These rules and instructions are given in Exhibit-3.
REQUEST FOR QUESTION PAPERS
Examination Department sends a request for submission of question papers to all permanent and
visiting faculty member 15 days before the start of examination. The request is sent through
email. The faculty members are requested to submit the question papers at least one week before
the commencement of exams. The faculty members are also required not to submit the question
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paper through emails. A physical copy of the paper must be handed over to the Controller of
Examination for further processing.
ACCEPTANCE OF QUESTION PAPERS
Question papers are accepted from the faculty members on standardized format provided by the
Examination. Faculty members are also required to complete and submit Examination Paper
Disclosure Sheet along with every question paper. For copies of the Questions Paper Format and
Examination Paper Disclosure Sheet please refer to Exhibit-4& 5 respectively.
The question paper should be approved by concerned Head of the Department. No question
paper would be accepted for further processing unless approved by concerned H.o.D. Any
special instructions about the examination should be clearly mentioned in the disclosure sheet.
In order to maintain security of examination material, all question Papers are photo copied on the
photocopy machine available in the Examination Department, packed and sealed by authorized
person of the Examination Department in the presence of concerned faculty member. The
question paper and its copies are sealed in plastic temper proof envelope and signed across the
seal by the faculty member and controller examination. The front side of the envelop contain the
necessary identifying information including;
1.
2.
3.
4.
5.
6.
7.
Semester (e.g., Fall 2013)
Examination Session (i.e., Mid-term or Final)
Program
Course Code
Course Title
Instructor Name
Scheduled Date & Time of the Exam
This sealed envelope is only opened in the examination room in front of the students.
SECURITY OF QUESTION PAPERS
After acceptance, the sealed envelopes of question papers are kept in a safe under lock and key.
The papers are only removed from this safe an hour before the scheduled exam. The safe is kept
locked all the time, except at the time of putting in or removing the envelopes of question papers.
Controller examination is responsible for safe custody of the question papers and holds the key
to the safe. Under no circumstances the key is shared with any other staff members. A spare key
of the safe is however kept under lock and key in the Registrar Office which can be recovered
and used only in case of emergencies.
The Registrar along with Chief Superintendent Conducts surprise inspection(s) (at least once
during an examination session) of the Examination Department to ensure that the security of the
examination material is being adequately maintained. The record of such inspection visits is
maintained in the Examination Department in Inspection Visits register. The inspection
committee records their comments and signs this inspection register during their visit. The Chief
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Superintendent also produces a formal report of this inspection visit which is shared with the
Rector and Director QEC.
ESTABLISH EXAMINATION CONTROL ROOM
Controller Examination announces the establishment of a control room 5 days before the start of
examination. The control room is established in a room outside the examination office. All
interactions between examination department and examination staff take place in the control
room. The purpose is to keep the visitors away from examination office during the examination
session so that the security of the examination material can be maintained.
ARRANGE RESOURCES
Controller Examination visits all examination rooms 5 days before the examination to ensure that
all resources required for smooth conduct of the examination are available. This includes but not
limited to the following:
1. Accurately working wall clock
2. Sufficient lighting
a. All the light fixtures are functional
3. At least one emergency light
4. Required furniture
a. Arrange repair of any broken seats,
b. Adjust seating plan accordingly
5. Comfortable room temperature
a. Air conditioners are in good working condition
b. Back up fans are available in case of air conditioning break down
ANNOUNCE DATE FOR DECLARATION OF RESULT
Before the start of each examination session, the Examination Department announces the date for
declaration of results. The date is shared with the students, faculty and management staff through
email.
DURING THE EXAMINATION
When the examination session is in progress the Examination Department performs the
following activities.
1.
2.
3.
4.
5.
6.
7.
Manage Examination Control Room
Attendance of Invigilation Staff
Handing over examination material
Start & Supervision of Examination
Handling Students Needs & Problems
Arranging Visits of Inspection Committee
Handling of Disciplinary & Unfair Means Cases
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8. Close of Examination
9. Receiving Answer Scripts & Unused Material
10. Temporary Storage of Answer Scripts
11. Handing over Answer Scripts for Marking
12. Announce Deadline for Submission of Final Results
MANAGE EXAMINATIONCONTROL ROOM
Control room is set up and managed by the examination staff every day. The control room
become active one hour before the start of the exam and continues working till one hour after the
exam. Control room manages all activities related to conduct of the examination.
ATTENDANCE OF INVIGILATION STAFF
Attendance of invigilation staff is recorded in the control room. All the invigilation staff should
reach the control room 30 minutes before the start of exam. If any staff member fails to show up,
examination department arranges replacement of this staff member. Replacements may be drawn
from the available faculty members or management staff on request.
Need to have pool of unassigned faculty members/staff which may be used in case of such
regular emergencies.
A report is prepared every day about the invigilation staff who remained absent on that day and
shared with the Rector, Deans and HoDs. For a sample report please refer to Exhibit-6.
HANDING OVER EXAMINATION MATERIAL
The superintendents receive examination material from the control room 30 minutes before the
start of exam. Superintendents sign the Material Receiving Performa (Exhibit-7) after verifying
that the question papers envelope is properly sealed and exam material is sufficient to conduct
the exam.
START AND SUPERVISION OF EXAMINATION
Controller Examination and Chief Superintendent Visit examination rooms to ensure that the
examination starts on time and the standard procedure are being followed. The required
procedure to be followed is given below:
1. Invigilators enter the students in examination room 15 minutes before the start of
examination.
2. Check the students’ I.D. Cards and Examination Authorizations Slip and sign all the
Authorization Slips.
3. Make the students’ sit according to the seating plan.
4. Make the following announcement to the students:
a. ANY BOOKS, NOTES, BAGS OR OTHER MATERIAL NOT AUTHORISED FOR
USE IN THIS EXAMINATION MUST NOT BE IN YOUR CUSTODY.
b. ALL CELL PHONES MUST BE SWITCHED OFF AND LEFT IN YOUR BAGS. NO
CELL PHONE MAY BE ON YOUR PERSON OR DESK.
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c. YOU MAY NOT LEAVE DURING THE FIRST HALF OR THE LAST TWENTY
MINUTES OF THE EXAMINATION.
d. PLEASE KEEP YOUR ID CARDS AND ROLL NO SLIPS IN FRONT OF YOU.
e. DO NOT WRITE ANY THING ON QUESTION PAPER EXCEPT YOUR ROLL
NUMBERS.
5. Distribute answer books/sheets to the students.
6. Ask the students to write their Names and Registration Numbers on the answer books.
7. Open the sealed envelope of the question papers in front of the students.
8. Start distribution of the question papers to the students 2 minutes before start of examination.
9. Distribute the question papers upside down and make the following instructions to the
students;
a. WE ARE DISTRIBUTING YOU THE QUESTION PAPERS UPSIDE DOWN.
PLEASE DO NOT TURN OVER THE QUETSION PAPER TILL YOU ARE
ASKED TO DO SO.
10. If there is more than one exam, make sure that all students have the question paper relevant
to them.
11. Start examination at the scheduled time through the following announcement:
a. IS THERE ANY BODY WHO DOES NOT HAVE THE QUESTION PAPER OR
ANSWER SHEET?
b. YOU CAN NOW TURN OVER THE QUESTIONS PAPER AND START THE
EXAM.
c. WRITE YOUR REGISTRATION ON TOP OF THE QUESTION PAPER.
d. WE ARE STARTING THE EXAM AT __________ A.M.
e. THE DUTAITON OF EXAMINATION IS _________ HRS.
f. WE SHALL FINISH THE EXAM AT _______________ A.M.
12. Write the start time and ending time of the paper on the white board.
13. Allow the late coming students to enter the exam till 30 minutes after the start of
examination; after which no late coming student should be allowed to enter the exam.
14. Promptly distribute extra sheets to the students as and when required.
15. All answer booklets and answer sheets must be signed by the superintendent before
distribution to the students.
16. Ensure that candidates are constantly and appropriately supervised.
17. Conduct invigilation and administration of the examination process in such a way as to cause
minimum disruption to candidates.
18. Make announcements about the time when
a. Half the time is over, and
b. 15 minutes are left to the end of examination.
HANDLING STUDENTS NEEDS & PROBLEMS
When the examination is in session, various students’ needs and problems may arise. It is the
responsibility of the invigilation staff to attend to these problems promptly and effectively. It is
the responsibility of invigilation staff to maintain conducive environment and help & facilitate
the students so that the students can perform at their best. The frequent needs faced by the
students are as follows:
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In-Correct or Wrongly Worded Question
Students may raise concern that an in-correct or wrongly worded question is included in the
question paper or they may seek clarification of some question(s) from examiner or from the
concerned faculty. Such concern should be handled as follows:
1. NO clarification about any question(s) would be given to the student.
2. The examiner would not respond to any query related to the question paper.
3. The student would be advised to attempt the question as such and may state some
assumptions explicitly if they feel that the question is incorrectly worded.
4. No attempt would be made by the examiner during the examination to seek clarification from
controller of examination or the concerned faculty.
5. Invigilation staff makes a report of the students’ concern and submits it to examination
branch along with answer scripts.
6. The H.o.D and Dean may cancel such question (after the exam) if it is found that the question
was incorrectly stated or it was highly confusing for the student to attempt. The matter would
accordingly be reported to the concerned faculty also.
A Candidate Becomes Ill or Stressed
Should a candidate become ill or stressed, the invigilation staff should help or facilitate the
candidate so that the candidate successfully completes his exam. This may include counseling
the student to make him feel comfortable, changing the seat, providing medication, etc. If the
condition persists, the matter should also be reported to chief superintendent and controller
examination that can make suitable decision in this regard.
Candidate Needs to Use the Washroom
The use of washroom facility is generally disallowed. However, if the need is alarming or urgent,
the superintendent may allow one student at a time to go to the washroom in the company of an
attendant/sweeper.
Other unforeseen problems may be handled as per the discretion of invigilation staff with the
objective of helping and facilitating the candidates in completing their exam.
ARRANGING VISITS OF INSPECTION COMMITTEE
Controller Examination encourages members of the Inspection Committee to conduct at least one
inspection visit in each examination slot every day. The findings of these inspection visits are
shared with Chief Superintendent and Controller Examination for improvements in the
examination process. Incidents of major deficiencies in exam administration, and cases of
Indiscipline or Unfair Means are formally reported in writing to Chief Superintendent and
Controller Examination with copy to Registrar and Rector.
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HANDLING OF DISCIPLINARY & UNFAIR MEANS CASES
Candidates are not allowed to smoke or eat during the examination. If a candidate smokes, eats,
misbehaves with the invigilation staff or behaves in a manner which cause disturbance to other
students, invigilation staff can take appropriate measures to handle such behavior which may
include counseling the student, changing the seat, isolation, expulsion from the examination
room. In case of repeated behavior of indiscipline from a student, the matter should be promptly
reported to Chief Superintendent who can make appropriate action in this regard. In such
instances a formal report is prepared by supervisory staff, supported by relevant proofs, and
submitted to Controller Examination who refers the matter to disciplinary committee for action.
Use of unfair means in the examination consists of the following:
1. Have unauthorized items or texts in his possession in the examination room during the
examination.
2. Use of unauthorized, items, material or text in the examination.
3. Copy from the Answer Book of another candidate during the examination.
4. Dishonestly receive help from another person during the examination.
5. Dishonestly give help to another person during the examination.
6. Act dishonestly in any way, whether before, during or after the examination, so as to obtain
an unfair advantage for himself/herself or any other person in the examination.
7. Misbehave with invigilation staff.
Use the following process, if a student is found using unfair means;
In case of Cross-Talking/Looking across
Prepare a case against the student and hand it over to Chief Superintendent/Controller of
Examinations. The superintendent may allow the student to continue working, if the incidence is
of minor nature.
If a student repeats the same offense, then expel the student from examination room, prepare the
case and hand it over to Chief Superintendent/Controller of Examination for further proceedings.
Copying/Cheating from the others
a) Prepare a case against the student/students and refer it to Chief Superintendent/Controller of
Examination for further proceedings.
b) Expel both (if both are involved) or the one who was trying to cheat.
In case of exchange of material like Pen, Calculator, Scale, etc. (without invigilator’s
knowledge)
a) Prepare a case against the student and hand it over to Chief Superintendent/Controller of
Examinations. The superintendent may allow the student to continue working, if the
incidence is of minor nature.
b) If the student repeats the said activity, answer sheet must be taken, prepare the case and
expel the student from the Examination Room; refer the case to the Chief Superintendent
Controller of Examination for further proceedings.
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In Case of Physical Material Found (like paper/book/mobile phone/etc.)
a) Confiscate the relevant material.
b) If the student has written something on the body part, make a photograph of such body part.
c) Prepare a case against the student and hand it over to Chief Superintendent/ Controller of
Examinations for further proceedings.
d) Expel the student from examination room.
Misbehave with invigilation staff
If the student is found misbehaving or does not comply with the instructions given by the
invigilating staff/attendant:
a) Prepare a case against the student and hand it over to Chief Superintendent/ Controller of
Examinations for further proceedings.
b) Expel the student from examination room.
Use of unfair means in examination is considered a major Academic Offence and is strongly
discouraged. The use of unfair means in the examination can results in severe penalties against
the student involved which may include cancellation of exam, awarding a fail grade in the
course, awarding a fail grade in the semester or expulsion from the University or a mixture of the
above.
The Unfair Means Committee must meet to investigate/hear the case and announce its decision
within 7 days after the completion of exam session.
CLOSE OF EXAMINATION
At the end of the examination, the supervisory staff makes the following announcement:
PLEASE STOP WRITING AND CLOSE YOUR BOOKS. REMAIN SEATED
The supervisory staff should ensure that students promptly comply with this instruction. The
students are then advised to confirm that they have correctly filled in the indentifying
information (i.e., Name and Registration No.) given on the first page of the answer books.
Invigilators do not accept any script which does not have the following information on the cover
of answer book:
1. Student Name
2. Registration Number
3. Total number of extra sheets used.
It is the responsibility of student to ensure that all his Answer Books are appropriately marked
with the permitted identifying information.
The supervisory staff directly collects answer scripts from each student. This task should not be
delegated to anyone who is not an invigilator. No student is allowed to leave when the answer
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books are being collected. The answer scripts are counted to ensure that every student has
handed over the answer script and number of answer scripts is equal to the number of candidates.
The students are then allowed to leave the examination room.
The invigilation staff counts the examination material to ensure that no answer sheet/booklet has
gone missing. If any answer sheet/booklet is found missing a formal report is prepared and
submitted to controller examination along with examination material.
RECEIVING ANSWER SCRIPTS & UNUSED MATERIAL
The invigilation staff hands over the answer scripts and unused examination material (after
counting) to Examination Control Room within half an hour after completion of examination.
The examination staff collects the used and unused material and balances the receiving account
with the original issued ones.
TEMPORARY STORAGE OF ANSWER SCRIPTS
Examiners are encouraged to collect answer scripts of the students, from examination control
room, on the day of the exam for marking. However if some examiners fail to collect their
answer scripts on the day of the exam, these scripts are sealed in an envelope and temporarily
stored in the examination safe.
HANDING OVER ANSWER SCRIPTS FOR MARKING
The answer scripts are handed over to examiners/respective faculty members (or H.o.D) for
marking within one day of the conduct of the particular examination.
ANNOUNCE DEADLINE FOR SUBMISSION OF FINAL RESULTS
Keeping in view the date for declaration of results; Controller Examination announces the
deadline for submission of results by the examiners. Examiners upload the results directly into
the academic software which are finalized after approval of the respective Head of the
Department.
AFTER THE EXAMINATION
After close of an examination session the examination department carries out the following
activities:
1.
2.
3.
4.
5.
6.
7.
Arranging Makeup Exam (If any)
Announce date for submission of answer scripts to examination department.
Collect checked answer sheets from examiners.
Show answer scripts to the students and get their comments.
Submit students review requests (if any) to respective examiner and request for final grade
Request for Timely Submission of Results
Accept Results
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8. Announcement of Results
9. Send Students’ Results to their Residential Address
10. Handling requests for Rechecking/Review of Results
11. Receive & Store Answer Scripts
12. Verify and Record Inventory of Examination Material
13. Referring Cases to Disciplinary Council
14. Referring Cases to Unfair Means Committee
15. Announcement of Toppers List
16. Announcement of Graduate Students
17. Printing of Gazette
ARRANGING MAKEUP EXAM (IF ANY)
Any student missing the final examination of a course is awarded an ‘F’ grade in the respective
examination. However, in exceptional circumstances a student may be allowed to sit in a makeup
exam. Requests for makeup examination may be considered by the respective H.o.D in case of
the following:
1. Major accident or severe illness of the student.
2. Death of an immediate family member.
3. Any other major problem beyond the control of the candidate.
Makeup examination is arranged with the following conditions:
1. The make-up examination shall be of the same standard as the final examination and shall
cover the same syllabus. The result of the make-up examination shall be compiled within
three days.
2. The student has to apply, in writing, for make-up exam within three calendar days of missing
the exam. For application form of makeup exam please see Exhibit-8.
3. The Head of the concerned department will examine the request of the student for a repeat
examination and on his / her recommendation, if so made; the Dean may consider allowing
the same.
4. In case a makeup examination is allowed, it is held within ten days after the completion of
regular examination (unless there is an extra ordinary condition and the student can’t appear
within this period) provided that the student has given a written request within three calendar
days of missing the exam.
5. A maximum of three makeup exam request would be entertained for an individual who is in
four years degree program and two requests for all other programs.
ANNOUNCE DATE FOR SUBMISSION OF ANSWER SCRIPTSTO EXAMINATION
DEPARTMENT
For end term examination, all the examiners check the answer scripts within 5 days after the
completion of exam session and submit the marked answer scripts to the examination
department. Controller examination sends a formal email, on the day of the last exam, to all the
examiners announcing the date for submission of marked answer scripts.
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COLLECT CHECKED ANSWER SHEETS FROM EXAMINERS
Examination department follows up with the examiners and collects checked answer scripts from
them within the stipulated time.
SHOW ANSWER SCRIPTS TO THE STUDENTS AND GET THEIR COMMENTS.
Examination department arranges review of answer scripts by students on the preannounced
dates. The review of several classes is arranged simultaneously in different class rooms. The
answer scripts of relevant subject are shown to every class for half an hour. The students can
submit their remarks about the answer scripts only on Answer Scripts Review Form (Exhibit-9).
The students are not allowed to talk with their class fellows or the person from SAO/teacher
about the examination questions/answers.
SUBMIT STUDENTS REVIEW REQUESTS (IF ANY) TO RESPECTIVE EXAMINER
AND REQUEST FOR FINAL GRADE
The students’ review requests (if any) along with the relevant answer scripts are forwarded to
concerned examiners for consideration.
REQUEST FOR TIMELY SUBMISSION OF RESULTS
At the end of an examination session, Examination Department emails all faculty members and
reminds them for timely submission of results. The final results (with HoD approval) must be
submitted to the examination department within 10 days of the final examination day.
ACCEPT RESULTS
Examination Department accepts results from faculty members. The results are directly fed into
the academic software by faculty members. The faculty members then make a print out of the
results and discuss it the Head of the Department. After approval of the concerned HoD signed
hard copy of the results are sent to examination department. For sample of a course result please
see to Exhibit-10. As per the approved hard copy of the result, results are finalized in the
academic software by Examination Department.
ANNOUNCEMENT OF RESULTS
The result is announced by Examination Department on the pre-announced date for declaration
of results. Notification regarding declaration of results is sent to all students, faculty and
management through email. Students can access their individual result by logging into their
account in academic software.
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SEND STUDENTS’ RESULTS TO THEIR RESIDENTIAL ADDRESS
Examination department send a copy of students’ Semester Grade Sheet and Cumulative Results
to their residential address within 3 working days after declaration of results. Results are
dispatched to the students through registered mail. Receipts of all the results dispatched are kept
in examination department for record.
HANDLING REQUESTS FOR RECHECKING/REVIEW OF RESULTS
A student can apply for review of results if he/she is not satisfied with the grade. Such request
must be submitted, to the Student Affairs Department, on the prescribed form (see Exhibit-11)
within 7 days after the declaration of result. The review process includes checking the total of
marks obtained by the students and verifying that all the questions have been marked by the
examiner. The review process does not involve remarking of scripts. The Review Fee i.e., Rs.
1000/paper will be returned/refunded to the student if marks/grade are changed because of the
review process.
RECEIVE & STORE ANSWER SCRIPTS
Examination Department receives original answer scripts from the examiners and stores these for
future reference. These scripts are stored for a period of 3 years. The scripts older than these are
destroyed every year.
VERIFY AND RECORD INVENTORY OF EXAMINATION MATERIAL
Examination Department maintain a complete record and inventory of unused examination
material (answer books, answer sheets, etc) for future use. The physical inventory of material is
kept in a locker and complete details (including serial numbers) are maintained in the ledger. The
record of material lost or missing is also kept. The inventory of examination material is audited
twice a year by the Registrar & Treasurer.
REFERRING CASES TO DISCIPLINARY COUNCIL
The cases of indiscipline or misconduct reported during the examination are referred to
Disciplinary Council for hearing and appropriate action.
REFERRING CASES TO UNFAIR MEANS COMMITTEE
The cases for the use of unfair means during the examination are referred to Unfair Means
Committee for hearing and appropriate action.
Announcement of Toppers List
After every semester (Fall & Spring) Examination Department prepares a list of students
who stood first and second in their respective batches and programs. This is determined by
the GPA achieved by the students in that semester. However in order to be declared the
`18
semester topper in their respective batches and programs the students who must fulfill the
following criteria:
a)
b)
c)
d)
Must have achieved a minimum GPA of 3.5 or above
Enrolled and completed the full load offered in the semester
Not involved in any disciplinary or Unfair Means Case during that semester.
The list of toppers is shared with all relevant departments and students through email.
Announcement of Graduate Students
After every semester, Examination Department notifies the students who have completed all
the degree requirement of their programs. This notification is issued in 5th week after the
declaration of Results.
Before the announcement of graduating students, Examination Department verifies the
a) Degree Plan of the graduating batch
b) Required and taken credit hours of the graduating students
c) Personal Details of the students
d) Attainment of Minimum required CGPA which is:
i)
2.0 for all undergraduate programs(16 years of education)
ii)
2.5 For graduate programs if student is enrolled in & after Fall-2012.
iii)
2.2 for those graduate programs in which students are enrolled before Fall- 2012.
The students are informed about the completion of their degree program through emails and
letters sent to their home address. The list of graduating students is also share with the
respective Deans and Heads of the departments through emails.
Printing of Gazette
After every semester, Examination Department prints the Gazette of semester results for
record. A bounded hard copy is kept in Examination Department for reference and record.
This document reflects GPA/CGPA and grades obtained by all the students enrolled in that
semester. This is a system generated document and Controller of Examinations signs this
Gazette before binding. This hard copy of the Gazette is used for verification of student’s
academic records at the time of issuing and verification of degrees and transcripts.
Issuance of New and Duplicate Transcript & Degree
After every semester, Examination Department will prepare the list of students who have
completed their programs and fulfill all the degree requirements. For issuance of Final
Transcript, following procedure is adopted:
`19
1. Application Form
Student is required to apply for issuance of Final Transcript on prescribed clearance
form available in Student’s Affairs Department. This clearance form is submitted to
same office for further proceedings. The clearance from all relevant departments is the
responsibility of Student’s Affairs Department. After completion of this, form is sent to
Examination Department for printing of Final Transcript.
2. Students’ eligibility for award of degree/transcript
A minimum CGPA of 2 is required for award of degree to all students of undergraduate
programs (16 years of education programs) and 2.5 CGPA for the students of graduate
programs enrolled in and after Fall-2012. The degree requirement for graduate students
who are enrolled before Fall-2012 is 2.2. A student, unable to meet these minimum
criteria is not eligible for award of final transcript. However, he/she can get Incomplete
Transcript after clearance.
3. Payment of fee for degree/transcript issuance
The transcript are issued to the students without any fee just after completing his/her
program but an amount of Rs.5000 is charged as Degree Fee for issuance of Degree.
4. Procedure for issuing degree and transcripts
Initially, particulars of the student is checked and verified by Assistant Controller of
Examinations. After this, student’s academic record is verified with
a) Degree Plan
b) Electronic Data
c) Hard copies of Results which are kept in Examination Department
After these verifications, a transcript or degree is printed and sent to Head of the
Department/Dean for signature and then to The Rector for final signature.
5. Record of issued documents
After issuances of a transcript/ degree, hard copies of these documents are kept in safe
custody as well as their unique numbers with particulars are entered in an Excel Sheet.
6- A maximum time period of ten days is required for normal issuance of this document.
`20
Issuance of Duplicate Transcripts/Degrees
In case of some certain circumstances, a student may apply for duplicate/triplicate
transcript/degree. The students should apply for duplicate /triplicate transcript/degree on
prescribed form after submission of fee for such issuance. Examination Department shall
verify the academic record of the student with the issued document and then
duplicate/triplicate document shall be issued. A duplicate stamp shall be imposed on the
required document. After issuance of triplicate document, no request will be entertained
in this regard.
1. Application Form
Student is required to apply for issuance of Duplicate Final Transcript/Degree on
prescribed form available in Student’s Affairs Department. This clearance form is
submitted to same office for further proceedings. After completion of this, form is sent
to Examination Department for printing of Duplicate Final Transcript/Degree.
2. Fee
An amount of Rs. 500 is charged for issuance of duplicate transcript and Rs. 5000/- are
charged for issuance of duplicate degree. A duplicate stamp is posted on this document.
3. Procedure For Verification Of Personal Details And Academic Record
The procedure of issuance of duplicate transcript/ degree is same that is adopted in
regular issuance. e.g.
Initially, particulars of the student is checked and verified by Assistant Controller of
Examinations. After this, student’s academic record is verified with
d) Degree Plan
e) Electronic Data
f) Hard copies of Results which are kept in Examination Department
After these verifications, a transcript or degree is printed and sent to Head of the
Department/Dean for signature and then to The Rector for final signature.
`21
4. Record Of Duplicate/Triplicate Documents Issued
After issuances of any duplicate transcript/ degree, hard copies of these documents are
kept in safe custody as well as their unique numbers with particulars are entered in an
Excel Sheet.
5. A maximum time period of ten days is required for issuance of duplicate
transcript/degree.
Verification of Documents
All the requests regarding verification of documents e.g. Transcripts and degrees are entertained
by the Examination Department.
The documents are received through mail or emails and entertained normally within three
working days and a proper record is maintained for such verification. For the verification of
documents, Examination Department requires
a)
b)
c)
d)
e)
Student’s Name
Father’s Name
Copy of Transcript/degree
Copy of NIC of the candidate.
A covering letter from the department who require verification
Procedure for verification
1- Initially, student’s particulars are verified from data base of GIFT University. Then from
hard copies of the issued document, grade are matched and checked by Assistant Controller
of Examinations and if no tempering is found, the document is sent to Controller of
Examination for further proceedings.
2-After complete verification from the Examination Record, a verification letter is issued to the
concerned department by Controller of Examinations on Official Letter Head of GIFT
University.
3-No fee is charged for such verification.
`22
4- The requests for verification of documents of graduates are received and entertained from
different organizations and educational institutions. For examples
a)
b)
c)
d)
e)
f)
From Commercial Banks and Financial Institutions
Different Public and Private Universities
Foreign Universities
Foreign Embassies
Public Sector Organizations
Education Department
Academic Record
To avoid from any tempering or discrepancy, Examination Record is kept in hard form,
in the safe custody of Examination Department in shape of horizontal filing. Results of
all previous semesters are filed after getting signatures of Head of the Departments on
finalized copy. Semester and subject titles are mentioned on each file. Following
procedure is being adopted for safety of this record:
a) Marks of exam components/ assessments are inserted by concerned faculty members.
b) After grading, hard copy of not finalized result is submitted to the Examination
Department after the approval/signature of Head of the Department/Dean of the
Department.
c) Examination Department finalizes the results and prints copy of this finalized result.
d) After approval from Head of the Department, this signed copy is filed in safe custody
of Examination Department (and not finalized copy of the result is packed).
e) For printing of Final Transcript, grades of the student are also verified from these
finalized results, which are in safe custody of examination department.
f) Similarly, proper record of original attendance sheets of the students is also
maintained in Examination Department. After every semester, these attendance sheets
are put into the files and attendance of the exams is also inserted in the software as
well.
g) A proper record of unused exam material like answer sheets, extra answer sheets,
degree folders etc., is being maintained after counting.
Record Students Answer Scripts
Examination Department receives original answer scripts from the examiners and stores
these for future reference. These scripts are stored in High Density Plastic Sheets to
preserve them from any damage. These scripts are stored for a period of 3 years. The
`23
scripts older than these are destroyed every year during Summer Semester. Answer sheets
older than three years are withdrawn from Examination Store and destroyed under the
supervision of Examination Staff.
Security of Examination Data
To avoid from any internal or external threat to the security of Examination’s sensitive
and confidential data following measures are taken by the Examinations Department:
1- Grade Encryption
Grades are encrypted in data base for the control of direct data base level editing. In case
of any mismatch between actual and encrypted grades, an alert is generated to the Rector,
the Chairman, Controller of Examinations and Dean Computer Sciences.
2- Examinations Alert
 If the grades of a finalized are changed, an alert is generated to The Rector,
Chairman, Controller of Examinations, Dean Computer Sciences and Registrar of the
University.
 Similarly, if the personal details of a student are changed in the software, an alert is
generated to The Rector, Chairman, Controller of Examinations, Dean Computer
Sciences, SA Manager and Registrar of the University.
 Alerts are also generated if the marks of a component are changed in the software
regardless of whether it affects the overall grade of the student or not.
3- Separate Exam Data Base
Once the results of a semester are finalized the data will be replicated in a separate
and secure database. This database will exist in a computer which would be physically
away from the Examination Department. All Transcripts/Degrees will only be printed
from this remote database, using it as a resource system.
4- Data Editing of Pass Out Students
Grade editing is still open for all pass out students even after issuance of transcripts/
degrees. For control on data editing, soft ware will impose restrictions so that no
further change may be made in records after the student has graduated and transcript
or degree has been issued.
`24
5- Addition of Particulars on Transcript
Some security features have been added on Final Transcript which were not present in
previous transcripts. The features added in the transcript are:




Student’s Father’s Name on Transcript
Student’s date of birth
Picture of the student on Transcript
Required and Taken Credit Hours
6- Issuance of Transcript
Currently, the transcripts and degrees are printed in Examination Department without any
software based issuance record. In near future, it would be issued/ controlled through
software with complete record of unique numbers printed on transcripts & degrees.
`25
Exhibit-1
DATE SHEET
FALL 2013 SEMESTER
MID-TERM EXAMINATION
DATE: 25-Nov-2013
HALF DAY Slot (8:00AM to 12:00 MD)
Code
TXD-105
Digital Fasion
TXD-105
Digital Fasion
DAY: Monday
Course Title
Section
Instructor
B
Muhammad Nadeem
HALF DAY Slot (12:00MD to 4:00 PM)
Strength Division Room
31
A
Muhammad Nadeem
1st Slot (8:30 to 9:45 AM)
MATH-205 Introduction to Business Mathematics
Zulfiqar Ahmed
Analysis of Algorithms
A
CS-318
Dr. Fahad Javed
Analysis of Algorithms
B
APT-401 Apparel Merchandizing
Tayyab Naveed
2nd Slot (10:00 to 11:15 AM)
Discrete Mathematics
A
CS-107
Anjum Iqbal
Discrete Mathematics
B
Database Management Systems
A
Usman Naeem
CS-320 Database Management Systems
B
Database Management Systems
C
Zikria Mian
3rd Slot (11:30 to 12:45 PM)
MGT-702 Strategic Management
Irfan-ul-Haq
FIN-509
Islamic Finance
Dr. Uzair Albazi
FIN-413
4th Slot (1:00 to 2:15 PM)
ACC-414 Advance Financial Accounting
Ayaz Ahmed
ACC-603 Advanced Financial Accounting
Amer Shakeel
ACC-608 Corporate Financial Accounting
ACC-611 Management Accounting - Performance Evaluation
Naveed Ahmed Mughal
ACC-403 Management Accounting - Planning & Control
ACC-606 Strategic Management Accounting
Interpersonal Communication Skills
A
Muzzafar Hussain
Interpersonal Communication Skills
B
Muzzafar Hussain
Interpersonal Communication Skills
C
Moazzam Jaah
ENG-205 Interpersonal Communication Skills
D
Abdul Razzaq
Interpersonal Communication Skills
E
Salman Javed
Interpersonal Communication Skills
F
Salman Javed
Interpersonal Communication Skills
G
Syed Hussain Irtaqa
ENG-523 Interpersonal Communication Skills
Salman Javed
5th Slot (2:30 to 3:45 PM)
MGT-518
M. Abid Awan
MGT-609 Business Research Methods
Syed Anwar Husnain
MGT-303
Syed Anwar Husnain
MKT-301 Marketing Research
Syed Anwar Husnain
A
Ammar Khan Nasir
B
Ammar Khan Nasir
SS-126 Pakistan Studies
C
Riaz Mehmood
D
Riaz Mehmood
EVENING SLOT (5:00 to 6:15 PM)
31
ENG-709
22
American Literature
Dr. Farhan Ibadat
24
40
21
5
30
41
47
55
39
48
1
34
22
18
13
1
11
2
41
34
27
36
21
27
44
8
34
29
1
6
49
58
38
36
`26
Exhibit-2
ROLES & RESPONSIBILITIES OF SUPERINTENDENT & INVIGILATION STAFF
1. Collect question paper and examination materials from the Control Room half an hour before
the start of Examination.
2. Check the list of students and ensure that sufficient examination material is available for
conduct of examination. The examination material includes;
a. Question papers
b. Answer Books
c. Answer Sheets
d. Stapler with sufficient pins
e. Any other material as mentioned by the paper setter/examiner
3. Take possession of examination room and remove any previous material which may be lying
in the desks.
4. Enter the students in examination room 15 minutes before the star of examination.
5. Check the students’ I.D. Cards and Examination Authorizations Slip and sign all the
Authorization Slips.
6. Make the students’ sit according to the seating plan.
7. Make the following announcement to the students:
a. ANY BOOKS, NOTES, BAGS OR OTHER MATERIAL NOT AUTHORISED FOR
USE IN THIS EXAMINATION MUST NOT BE IN YOUR CUSTODY.
b. ALL CELL PHONES MUST BE SWITCHED OFF AND LEFT IN YOUR BAGS. NO
CELL PHONE MAY BE ON YOUR PERSON OR DESK.
c. YOU MAY NOT LEAVE DURING THE FIRST HALF OR THE LAST TWENTY
MINUTES OF THE EXAMINATION.
d. PLEASE KEEP YOUR ID CARDS AND ROLL NO SLIPS IN FRONT OF YOU.
e. DO NOT WRITE ANY THING ON QUESTION PAPER EXCEPT YOUR ROLL
NUMBERS.
8. Distribute answer books/sheets to the students.
9. Ask the students to write their Names and Registration Numbers on the answer books.
10. Open the sealed envelope of the question papers in front of the students.
11. Start distribution of the question papers to the students 2 minutes before start of examination.
12. Distribute the question papers upside down and make the following instructions to the
students;
a. WE ARE DISTRIBUTING YOU THE QUESTION PAPERS UPSIDE DOWN.
PLEASE DO NOT TURN OVER THE QUETSION PAPER TILL YOU ARE
ASKED TO DO SO.
13. If there is more than one exam, make sure that all students have the question paper relevant
to them.
14. Start examination at the scheduled time through the following announcement:
a. IS THERE ANY BODY WHO DOES NOT HAVE THE QUESTION PAPER OR
ANSWER SHEET?
b. YOU CAN NOW TURN OVER THE QUESTIONS PAPER AND START THE
EXAM.
c. WRITE YOUR REGISTRATION ON TOP OF THE QUESTION PAPER.
`27
d. WE ARE STARTING THE EXAM AT __________ A.M.
e. THE DUTAITON OF EXAMINATION IS _________ HRS.
f. WE SHALL FINISH THE EXAM AT _______________ A.M.
15. Write the start time and ending time of the paper on the white board.
16. Allow the late coming students to enter the exam till 30 minutes after the start of
examination; after which no late coming student should be allowed to enter the exam.
17. Promptly distribute extra sheets to the students as and when required.
18. All answer booklets and answer sheets must be signed by the superintendent before
distribution to the students.
19. Ensure that candidates are constantly and appropriately supervised
20. Conduct invigilation and administration of the examination process in such a way as to cause
minimum disruption to candidates.
21. Make announcements about the time when
a. Half the time is over, and
b. 15 minutes are left to the end of examination.
22. Should a candidate become ill or distressed, the matter should be immediately reported to
Chief Superintendent who can then make appropriate decision in this regard.
23. Should a candidate feel the need to use the wash room, the Superintendent can allow one
student at a time to the go to the wash room in the company of an invigilator.
24. The student should not be allowed to use any helping material or interact with another person
during such visits.
25. If a student behaves in a manner which causes disturbance or distraction to the other students,
the superintendent should take necessary action to eliminate such disturbance. This may
include isolating or moving the students to another seat.
26. If a student misbehaves or persistently causes disturbance to the conduct of the exam, the
matter should be immediately reported to Chief Superintendent who can make appropriate
decision in this regard.
27. Use the following process, if a student is found using unfair means (with concrete evidence);
In case of Cross-Talking/Looking across
Prepare a case against the student and hand it over to Chief Superintendent/Controller of
Examinations. The superintendent may allow the student to continue working, if the incidence is
of minor nature.
If a student repeats the same offense, then expel the student from examination room, prepare the
case and hand it over to Chief Superintendent/Controller of Examination for further proceedings.
Copying/Cheating from the others
c) Prepare a case against the student/students and refer it to Chief Superintendent/Controller of
Examination for further proceedings.
d) Expel both (if both are involved) or the one who was trying to cheat.
In case of exchange of material like Pen, Calculator, Scale, etc. (without invigilator’s
knowledge)
`28
c) Prepare a case against the student and hand it over to Chief Superintendent/Controller of
Examinations. The superintendent may allow the student to continue working, if the
incidence is of minor nature.
d) If the student repeats the said activity, answer sheet must be taken, prepare the case and
expel the student from the Examination Room; refer the case to the Chief Superintendent
Controller of Examination for further proceedings.
In Case of Physical Material Found (like paper/book/mobile phone/etc.)
e) Confiscate the relevant material.
f) If the student has written something on the body part, make a photograph of such body part.
g) Prepare a case against the student and hand it over to Chief Superintendent/ Controller of
Examinations for further proceedings.
h) Expel the student from examination room.
Misbehave with invigilation staff
If the student is found misbehaving or does not comply with the instructions given by the
invigilating staff/attendant:
a) Prepare a case against the student and hand it over to Chief Superintendent/ Controller
of Examinations for further proceedings.
b) Expel the student from examination room.
28. If a student has to be expelled from the examination room, all the relevant evidence should
be collected and a formal case should be made against the student and referred to the relevant
authority (i.e., Disciplinary Council or Unfair Means Committee) for appropriate action.
29. Collect answer scripts from the students at the end of the exam. Make sure that no student
leaves with the answer script.
30. Count the answer scripts and ensure that these are equivalent to the number of students
sitting in the exam.
31. Allow the students to leave the examination room after the scripts have been counted.
32. Count the examination material and make sure that no answer sheet/booklet has gone
missing.
33. Return the answer scripts and unused examination material to the control room.
`29
Exhibit-3
EXAMINATION RULES & INSTRUCTIONS
The University determines when examination take place and students must attend examination as
required. Candidates for University examination must read - and will be assumed to have read.
Before Examination:
1. It is candidates’ responsibility to ensure that they know the correct date, time and location of all
their examination.
2. Students should keep any permitted material with him/her during the examination. No
lending/borrowing is allowed.
3. Mobile Phones/any electronic gadget/text material are strictly prohibited in the examination
room.
4. Candidates must take their University Identification Card and Examination Authorization Slip to
each examination and show to the invigilator on demand.
During Examination:
1. Candidates will be allowed into the examination room 10-15 minutes before the scheduled start
time of the examination.
2. Candidates will not be allowed to enter an examination room after the examination has been in
progress for 30 minutes.
3. Students should sit on the assigned seats and should obey instructions to change seats during
examination as directed by the invigilator without questioning or hesitation.
4. The decision of the invigilator in the Examination Hall will be binding. In case any student does
not do so, his/her behaviour will be treated as misconduct.
5. It is candidates’ responsibility to check that they have been given the correct question paper. If
there is any doubt, candidates should attract the attention of an invigilator immediately.
6. Student should write his/her Name and Registration Number on both the Answer Book and
Question Paper immediately after receiving these documents.
7. Student should write exactly the same subject title and code as given in the Examination
Authorization Slip.
8. Students must mark their attendance in the relevant sheet by indicating their answer sheet
number.
9. All work must be written in the answer books or on other examination stationery provided in the
examination room by the University.
10. Candidates must write their answers in black or blue ink; pencil should only be used for drawing
diagrams, sketches or graphs.
11. Candidates must write their answers legibly; examiners cannot mark what they cannot read.
12. Candidates must not tear out pages or parts of pages of answer books. They must not take answer
books or any other item of examination stationery from an examination room whether used or
not.
13. Rough work and all calculation must be written in the answer books.
14. Answers should be numbered clearly according to question paper.
15. Candidates must not communicate in any way with each other during the examination. They
should not turn around or/and look at the other students. This will be considered as the use of
unfair means.
16. Candidates are not allowed to leave the examination room during the examination timings in any
case.
`30
17. No extra time is allowed for late comers.
18. Smoking, food and drinks are prohibited in the exam room.
19. No candidate may leave the examination room during either the first half or final 15 minutes of
an examination.
20. Candidates who have left the examination room will not be re-admitted under any circumstances.
21. Candidates must stop work when instructed to do so by the Invigilator.
22. Candidates may take away the examination question paper unless this is specifically prohibited in
the instructions on the examination paper
23. No candidate may use unfair means in an examination or help or attempt to help any other
candidate to use unfair means in an examination.
24. Breaking any of the Examination Rules may constitute a case of unfair means against the student
ACADEMIC MISCONDUCT (USE OF UNFAIR MEANS) IN AN EXAMINATION
Candidates should be aware that the GIFT University takes an extremely serious view of any attempt to
use unfair practice in examination. The use of unfair means is regarded as a serious offence within the
University’s Code of Conduct for Students. Students found guilty of this offence will lose academic
credits, be suspended or be expelled from the GIFT University.
Candidates are reminded again of Examination Rule which strictly prohibits the taking of notes,
mobile phones and pre-stored electronic information to examination room even if it does not relate
to the examination, unless such information is specifically permitted within the instructions of the
examination.
`31
Exhibit-4
GIFT UNIVERSITY
G
U
J
R
A
N
W
A
L
EXA-114
A
(Chartered by the Govt. of the Punjab, Recognized by HEC) 1..1.1.1
E
X
A
1
1
4
Department of English Language & Literature
General Linguistic (ENG-702)
Mid Term Examination
Fall 2013
Lecturer: Dr. Iqbal Butt
Time: 1:10 Hours
Candidate Name:
Total Marks: 50
Candidate Roll No:
Instructions to Candidates:






Candidates are required to sit on the seats assigned to them by the invigilators.
Do not open this question paper until you have been told to do so by the Invigilator.
Please fill in exam specific details in space provided (both Question Paper and Answer Sheet).
This is a Closed Book Exam. “Closed book examination’” refer to examination where the candidate
may not take into the examination room any study materials (including textbooks, study guides,
lecture notes, printed notes from web pages, hand written notes and any audio/visual aid).
There are -- questions. Attempt all questions.
Do not write anything on question paper except Name and Roll Number.
`32
Question 1:
(25 Marks)
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here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam
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here. Exam Text goes here. Exam text goes here. Exam Text goes here.
Question 2:
(25 Marks)
Question 2.a.)
(10 Marks)
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here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam
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Question 2.b.)
(15 Marks)
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here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam
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Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here.
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Question 3:
(15 Marks)
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here. Exam Text goes here. Exam text goes
Text goes here. Exam text goes here. Exam
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here. Exam text goes here. Exam Text goes
goes here. Exam Text goes here. Exam text
Exam text goes here. Exam Text goes here. Exam text goes
here. Exam Text goes here. Exam text goes here. Exam
Text goes here. Exam text goes
Exam Text goes here. Exam text goes. Exam Text goes
here. Exam text goes. Exam Text goes here. Exam text
goes.
"Question continues over the page".
`33
Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes
here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam
Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here.
Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes
here. Exam Text goes here. Exam text goes here. Exam Text goes here.
Question 4:
(10 Marks)
Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes
here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam
Text goes here. Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here.
Exam text goes here. Exam Text goes here. Exam text goes here. Exam Text goes here. Exam text goes
here. Exam Text goes here. Exam text goes here. Exam Text goes here.
End of Question Paper.
`34
Exhibit-5
GIFT UNIVERSITY
G
U
J
R
A
N
W
A
L
A
EXA-113
(Chartered by the Govt. of the Punjab, Recognized by HEC)
Examination Paper Disclosure
This form MUST be FULLY completed and signed by BOTH the paper setter and the Department Head BEFORE
submission to Examination Department. This form should be submitted with the required number of hard copies of
the finalized exam paper. Papers will not be accepted without this form being fully completed.
Department:
Semester:
Program(s):
Instructor Name:
Time Allowed
No of Copies:
Course Title(s):
Code(s):
DETAILS OF SECTIONS OF THE PAPER: (e.g. Objective, Subjective, Practical etc.)
Section
Type
Time Allowed
Special Instruction for Distribution & Collection
FORM OF EXAMINATION
Closed Book Examination
Open Book Examination
Details of any notes, equipment, statistical tables, calculators etc. which may be brought into the examination room
by candidates:
1
2
ANSWER COPIES / BOOKLETS REQUIRED:
3
4
Yes
No
Details of any special stationery/material to be provided by Examination Department in addition to the answer
booklet and extra sheets.
DECLARATION:
I hereby declare that the examination paper submitted to the examination department:
 Is comprehensive and covers the whole course.
 Is free from any error and is in accordance with GIFT University Examination Paper template
 Contains the proper instructions to the candidates.
 Is of required difficulty level.
 Has been copied and packed in a sealed envelope by me personally.
Signature of Paper Setter(s) with Date
Signature of Department Head with Date
`35
Exhibit-6
ABSENT INVIGILATION STAFF
Final Examination Fall 2013
Attendance of Invigilators
Time:--------------------Sr. #
Date: -------------------Name
Signatures
01:00-04:00 PM
Name
Signatures
01
02
03
04
05
06
07
08
09
10
11
12
13
14
Sr. #
01
02
03
04
05
06
07
08
09
10
11
12
13
14
`36
Exhibit-7
MATERIAL RECEIVING PERFORMA
GIFT UNIVERSITY GUJRANWALA
Final Examination Spring-2013 2012
Final Paper / Answer Sheets Receiving
Tuesday, July 09, 2013
Code
Title
Strength
Room
Section
ISSUED
Invigilators
Extra
Sheets
Morning Slot
F1
SS-126
Pakistan Studies
ENG-610
20th Century
Drama
MGT-202
Business Ethics
& Islam
A
8
SS-126
Pakistan Studies
B
34
ACC-416
Audit And
Assurance
13
ACC-315
Auditing
Fundamentals
2
ACC-605
Auditing Theory
And Practice
12
F2
A
Answer Copies Submitted
Answer
Sheets
Signature
Used
Unused
Extra Sheets
Used
Signature
Unused
09:00 - 12:00
28
22
`37
Exhibit-8
APPLICATION FORM FOR MAKE UP EXAMINATOINS
`38
Exhibit-9
ANSWER SCRIPT REVIEW FORM
SPRING 2014 - END TERM EXAMINATION
Date: _________________
Student Name: _________________________________________ Registration #: ___________
Subject Name: _______________________________________ Subject Code: ______________
Instructor Name: _______________________________________________________________
REVIEW/REMARKS
Q. No.
Part No.
Remarks
__________________________
Student Signature
`39
Exhibit-10
GIFT UNIVERSITY
G
U
J
R
A
N
W
A
L
A
(Chartered by the Govt. of the Punjab; Recognized by the HEC)
APPLICATION FOR RESULT REVIEW
INSTRUCTIONS:




Use this form to request a review of the final result/grade of a course in case of any doubt about it.
Application deadline is seven days after the result declaration. No query will be entertained after the deadline.
Rs. 500/- will be charged as processing fee for each course.
Attach a copy of current result and a copy of processing fee payment voucher.
Name:
______________________________________ Reg. No.: __________________
Session: ___________________
Program:
_________________ Major: __________________________________________
Semester: _________________
1.1
Detail
Description
of Query:
------------------------------------------------------------------------------------------------------------COURSE
DETAILS
FOR RESULT
REVIEW:
----------------------------------------------------------------------------------------------------------------------------- ----------------------------------
Processing Fee (Rs. 500 / per course) Voucher No. ___________________________ (Attach a copy of the voucher)
1..1
Applicant’s Signature: _______________________________ Date: ______/______/_______
FOR OFFICE USE ONLY
STUDENT AFFAIRS OFFICER:
Marks Breakup:
Submission Date: _____/______/________ Reply Date: ______/______/_______
_____________________________________________________________________________________
Instructor’s Recommendation:
Recommended
Not Recommended
Comments: ____________________________________________________________________________________________
`40
`41