UNIVERSITY OF FORT HARE
EXAMINATIONS POLICIES AND PROCEDURES MANUAL
Contents
1. Introduction and objectives of the manual
2. Definition of Terminology
3. Institutional Examination Policies and Framework
3.1
Management structure
3.2
Examination policy
3.3
Examiner policy
3.4
Examination question paper policy
3.5
Examination session policy
3.6
Marking of examination scripts policy
3.7
Examination results publication policy
4. Examination Processes and Procedures
4.1
Planning process
4.2
Appointment of First and second Examiners and external Examiners
4.3
Setting and submission of examination question papers
4.4
Printing of examination question papers
4.5
Conducting the examinations and invigilation procedures
4.6
Submission of semester/ year marks
4.7
Marking of scripts
4.8
Submission and approval of examination marks
4.9
Moderation process
4.10 Publication of results
4.11 Supplementary assessments and aegrotat examinations
4.12 Re-marking and scrutiny of scripts
4.13 Examination timetable
4.14 Graduation process
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1.
Introduction and objectives of the manual
1.1
Introduction
The examinations of the University shall be conducted in accordance with the
regulations set out in this manual and approved by the Senate and Council of the
University.
The Higher Education Act (No. 101 of 1997) and the Statute of the University
(Government Gazette No. 20273 of 1999) provide the statutory regulatory
framework for the operation of the University and the granting of qualifications. This
examinations policies and procedures manual must be read in conjunction with the
stipulated statutory requirements. In cases where this manual contradicts the
statutory requirements of the Act and Statute, the stipulations of the latter will
supersede this manual.
This manual focuses on the institutional policies and administrative procedures for
the conduct of examinations and related processes. It does not specifically address
the academic approach that has to be followed and the academic standards that
must be maintained, but addresses the quality control procedures that must be in
place to ensure that the required academic standards are maintained.
1.2
Objectives of the manual
The objectives of this manual are as follows:
1.2.1 To formulate the institutional policies and framework according to which the
University’s examinations processes are conducted.
1.2.2 To assign responsibilities of the examinations processes to the appropriate
officials and personnel of the University.
1.2.3 To outline the processes and procedures that support the effective and
efficient implementation of the University’s examinations policies for the
benefit of both students and staff. Accordingly, this document should be
treated as part of the ‘contract’ between the University, its students and its
staff.
1.2.4 To define the control measures that ensure the academic and administrative
integrity of the examinations processes and the security thereof, so that no
student may be unfairly advantaged or disadvantaged.
1.3
General rules contained in the University Prospectus.
This manual is not aimed at duplicating the ‘General rules’ contained in the
published prospectus of the University, but this manual must be read in conjunction
with those general rules that apply to the examinations processes. For ease of
reference the reference no. of the applicable rule in the Prospectus will be included
in this manual. The reference no., for example, G.7 – 7.1, denotes Rule. G.7 para.
7.1.
2
2.
Definition of Terminology
In this document, any word or expression relating to examination matters has the
meaning so assigned, and unless the context otherwise indicates:
Act means the Higher Education Act, of 1997 (Act 101 of 1997).
Special examination
means an examination granted to a student who was
prohibited from writing the main examination through illness or other special
circumstances, including death in the family.
Assessment
means the process of gathering evidence and making
judgements about students’ achievements in relation to stated learning outcomes,
and recording and reporting of these judgements.
Bona fide student means a student who has met the general entrance
requirements of the University and specific entrance requirements for the
qualification that s/he has registered for full-time or part-time, whereas such
registration is approved and recorded by the University, and such student actively
participates in the academic activities required by the qualification.
Credits
means the value assigned to a given number of notional hours of
learning, which may be accumulated until conditions have been met for the award of
a qualification.
Curriculum means the collective aggregation of all credits for modules in a
programme, which together are required to be completed, as prescribed in the
rules, in order to comply with the requirements of the qualification.
Examination
means a written, oral or practical summative assessment of
learning including supplementary examination, re-examination or special
examination.
Examination mark means the mark obtained by a student and awarded by the
examiners in a particular examination.
First examiner
means the person who is appointed by the University, normally
from the full-time staff, to set an examination question paper for a specific module
and compile a marking memorandum for such a paper, and to mark all the scripts of
the candidates who sat for the examination.
Formative assessment means assessment, which is conducted during
instruction to provide students with feedback about what learning they have
achieved in order to improve their competence as well as to develop the curriculum.
External examiner means a person of high academic standing who is normally not
a full-time employee of the University who is appointed to mark a representative
sample of examination responses, moderate the academic level of examinations,
audit the marking process and check the fairness of marks awarded by the first
examiner. The responsibilities of the external examiner are, for the purposes of this
document, the same as that of a moderator, and therefore the term moderator is
used interchangeably with external examiner.
Final mark means the mark obtained at the end of each completed module, the
composition and computation of which is determined by the rules for that particular
programme. The general rule of the University being that the final mark is the
average of the semester / year mark and the examination mark.
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Head of Department
means a person who heads an academic department at
the University, abbreviated in this document as ‘HoD’.
Second examiner means a person who fulfils the function of an ‘external
examiner’, and will normally be lecturer in a particular module(s) at the University for
which s/he is appointed to act as an internal examiner.
Main examination means the examination that is scheduled at the end of a
prescribed study period, normally each semester, which gives a student an
opportunity to be examined in a module that was offered in the preceding study
period or semester.
Marking memorandum means a detailed written explanation of the assessment
criteria against which the questions in the examination will be marked and the
proposed allocation of marks for each question or section thereof.
Moderator means the same as ‘external examiner’ as described above.
Module
means the smallest coherent, self-contained unit of learning, with a
specific set of learning outcomes that is assessed within that unit and allocated a
period of learning, and for which a final mark is entered in the student’s study
record.
Programme means a structured set of learning outcomes, which usually comprises
a combination of modules to be completed to fulfil the requirements for a specific
qualification.
Programme coordinator means the administrative head of a unit offering a
particular programme.
Qualification
means the formal recognition and certification of learning
achieved in modules that make up a particular programme.
Semester/Year mark
means the mark obtained by a student during a
semester (or year mark if the course runs over an academic year) in a particular
module in respect of formative and summative assessments for the module.
Senate
means the academic structure of the University contemplated in par.
24 of the Statute, which includes any unit or person to whom the authority and / or
powers in a specified area have been delegated by Senate.
Special examination
means an examination granted to a student in terms of
rule G.8 in the University Prospectus.
Summative assessment means assessment conducted at the end of a unit of
learning to determine the student’s level of achievement in relation to stated
learning outcomes and assessment criteria.
Supplementary examination
means an examination granted to a student in
terms of rule G.6 in the University prospectus.
3.
Institutional Examination Policies and Framework
3.1
Management structure
3.1.1 The official examinations and assessment processes of the University shall
be conducted under the control of Senate in accordance with the approved
policies and procedures, and General Rules of the University.
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3.1.2 The Senate may recognise an examination which, in the opinion of Senate, is
equivalent to the corresponding examination required by Senate and which
has been passed by any person at any educational institution regarded by
Senate as equivalent to a university, for the purpose of such person
obtaining a degree, diploma or certificate.
3.1.2 The administration of the examinations function at the University is assigned
to the Examinations Department and it shall be conducted in accordance with
the approved policies and procedures, and General Rules of the University.
The Registrar is the responsible officer, who delegates the authority to the
Head of the Examinations Department.
3.1.3 After each examination period the Head of Examinations must submit an
examination review report to the Registrar, pointing out any problems
experienced during the preceding examination, making recommendations on
how to resolve such problems in the next examination, and indicating the
number of post examination queries received from students as well as how to
reduce the number of queries in the future.
3.2 Examination policy
3.2.1A student, to be awarded a qualification by the University, must obtain a pass in
every subject as prescribed for that qualification.
3.2.2Assessment of all students in every module shall be in such a manner and
through such methods as approved by Senate. [Ref. G.5 – 5.1]
3.2.3Unless otherwise approved by Senate, a student’s semester/year mark will be
combined in equal proportion with the examination mark, and the average will
constitute the final mark for the particular module.
3.2.4Registration for a module is an automatic registration for an examination and
supplementary examination, provided that the student qualifies for examination
admission during the prescribed study period, as prescribed for the particular
module or programme and approved by Senate.
3.2.5There is no sub-minimum mark required for a semester mark, nor is a subminimum mark required for an examination, unless otherwise prescribed and
approved by Senate for a particular module or programme.
3.2.6There is no minimum class attendance requirement, unless otherwise prescribed
and approved by Senate for a particular module, programme, school or faculty.
3.2.7To pass any module, a student must obtain a minimum final mark of 50%. [Ref.
G.5 – 5.7]
3.2.8A student shall be awarded a pass with distinction in a module if at the first
attempt in an examination a final mark of at least 75% was obtained. [Ref. G.5 –
5.7]
3.2.9A student who has been admitted to the examination in a module, but failed the
examination, may be permitted to be reassessed in the module without reattending the module, i.e. ‘exam only purposes’, subject to approval and certain
limitations as specified in the General Rules. [G.7 – 7.1]
3.2.10
Should a student re-register for a module s/he has failed, a new semester
mark must be attained.
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3.2.11
3.3
3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.3.7
3.3.8
Should a student be allowed to change his/her current registration for a
programme to another programme before completing the requirements for
the initial programme, s/he retains the credits for modules s/he has passed
which are prescribed in the new qualification.
Examiner policy
Academic staff members are required to set examination papers with
marking memoranda in modules for which they were appointed as first
examiners, or in which they have specialist knowledge. Full-time academic
staff members will not receive additional remuneration for services rendered
as examiners.
For every examination, a first and second examiner must be appointed,
whereas for modules in the final year, an external examiner must be
appointed in addition to the first examiner.
External examiners shall, in respect of every examination in modules
for which they were properly appointed, complete an external examiner
report and provide the report to the Dean of the relevant faculty (through the
Examinations Office).
The list of first and second examiners and external examiners to be
appointed for an examination serves at Senate for approval.
Examination question papers and memoranda must be set in accordance
with the instructions for first examiners as prescribed by Senate from time to
time.
First examiners must adhere to the submission dates of examination
question papers to the Examinations Department as the delay of a single
task disrupts the planning of an examination and may result in the late
publication of results to the detriment of the students. If the submission dates
are not met, or papers are submitted without memoranda, the Head of
Examinations must escalate unresolved issues to the Deputy Registrar, and
if the issue cannot be resolved at this level, it must be escalated to the
Registrar. Disciplinary action must be instituted against examiners who
persistently do not adhere to submission requirements.
Only the Registrar may authorise in writing the postponement of submission
and / or moderation of examination papers, beyond the fixed and approved
dates of submission.
The University is not bound to have the scripts of a specific examination
marked by the examiner responsible for setting the question paper
concerned, and reserves the right to appoint another examiner to mark the
scripts. The University is not bound to accept the recommendations of an
external examiner concerning any matter pertaining to the question papers,
memoranda and the examination process.
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3.4
Examination question paper policy
3.4.1 Examination question papers must be kept secured at all times from when it
is set by the first examiner until the paper is administered in the scheduled
examination session. If there is any indication, whatsoever, that an
examination paper or its memorandum could have leaked, the first examiner
must set another paper.
3.4.2 The Head of the Examinations Department must ensure that there are strict
controls in place in the flow of the examination papers and memoranda to
prevent the leak of papers to any unauthorised persons.
3.4.3 First examiners must submit question papers and memoranda to the relevant
person within the Examinations Department in the prescribed typed format in
hard copy and on diskette, and sign off on the control sheet / folder that the
paper has been proof read.
3.5
Examination session policy
3.5.1 All official examination sessions of the University will be conducted according
to approved procedures of invigilation, controlled access of students who are
eligible to participate in the particular sessions, security of scripts, and the
application of the necessary disciplinary actions where students transgress
the rules of the examination. [G.5 – 5.5]
3.5.2 The responsibility to prove that a student has obtained admission to an
examination session, is eligible to write the particular examination, is a bona
fide registered student for the module, and can supply the necessary
identification, lies with the student.
3.5.3 Invigilators are responsible for ensuring that examinations are conducted in
such a manner that there can be no suggestion of improper conduct,
unfairness, advantage or disadvantage to any student. In the case of queries
during an examination, or in the event of inquiries subsequent to an
examination, it is important that all invigilators should be in a position to
declare that they were able to observe the behaviour of students and that
there was no evidence of improper conduct during an examination session.
3.6
Marking of examination scripts policy
3.6.1 In order to enable the Examinations Department to release the marks in time for
students to plan their curriculum for the next semester or year of study, the
number of days allowed for the first examiner to retain the scripts for marking,
including the time allowed for the second examiner, is a maximum of 10
calendar days from the first day after the examination was written until resubmission to the relevant person within the Examinations Department.
3.6.2 The number of days allowed for the external examiner to retain the scripts for
moderation, is a maximum of 5 calendar days from the day s/he receives it until
s/he returns the scripts to the Examinations Department.
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3.7
Examination results publication policy
3.7.1 The University is committed to publish examination results not later than the
approved and published dates for release of results. Such dates are
determined in order to enable students to plan their study programme for the
next semester or year of study. Accordingly, the approved and published
deadlines for submission of examination question papers and memoranda,
marking of scripts and submission of results for publication, must be strictly
adhered to by all staff members.
3.7.2 The University recognises each student’s right to privacy, and therefore final
results are distributed to students per an individual results statement.
3.7.3 The University retains the right to withhold the release of the marks of a
student who has an outstanding balance on his / her fees account.
4.
Examination Processes and Procedures
4.1
Planning process
4.1.1 In order to ensure that the examinations are conducted effectively and
efficiently, there must be a planning process in place that is co-ordinated by
the Head of the Examinations Department.
4.1.2 An Examinations Planning Committee, a sub-committee of Senate,
consisting of the Head of the Examinations Department, Faculty Managers,
Managers responsible for examinations administration on the other
campuses and other administrative departments, must plan the examination
sessions in respect of examination dates, dates for submission of
examination papers and memoranda, dates and format of submission of
marks, date of release of results, examination venues and other related
matters.
4.1.3 All the dates determined by the Examinations Planning Committee must be
published in the University calendar and the Head of the Examinations
Department must ensure that the dates are communicated on a regular basis
to all staff and students.
4.2
Appointment of First and Second/ External Examiners
4.2.1 The HODs’ Committee/Dean shall determine who the first and second
examiner for each module (or section thereof) to be assessed will be.
4.2.2 The Faculties shall submit a list of first and second examiners to Senex and
Senate for approval.
4.2.3 Where an examination consists of more than one section or paper, the first
examiner must act as co-ordinator who is responsible for the gathering of
marks of all the sections and determining the consolidated examination mark.
4.2.4 For all final year modules, external examiners are identified by Faculties and
appointed once Senate has approved the candidate. The Head of the
Examinations Department issues a letter of appointment together with the
8
‘Duties of External Examiners’ to the external examiner, and on acceptance,
from the external examiner notifies the Human Resources Department to
effect the official appointment. External examiners are remunerated
according to the University’s prescribed tariffs.
4.2.5 The appointment of external examiners is for a period of three years with the
possibility of an extension for a further three years or as recommended by
the Faculty.
4.2.6 The appointment of external examiners may be terminated by either party in
writing giving appropriate notice before the date of the next examination.
4.2.7 The Head of the Examinations Department must keep a record of all external
examiners appointed and keep a copy of all correspondence with external
examiners.
4.2.8 The Examinations Department must compile and maintain a document
‘Duties of Examiners’ that clearly defines the following:
i)
Dates of submissions of examination papers and memoranda
ii)
Dates of submission of examination marks
iii)
The steps that will be taken if the submission dates are not adhered
to, as this may have an impact on the examinations and results
publication processes, and which may in turn affect students
negatively.
iv)
Confidentiality of examination question papers, marking memoranda
and marks of students.
v)
Conditions of appointment.
vi)
Contents and format of examination question papers and memoranda.
vii)
Procedures to be followed in the submission and approval of
examination question papers and memoranda.
viii)
Procedures to be followed in the submission and approval of marks of
students on the prescribed mark sheets.
The Examinations Planning Committee must review the ‘Duties of Examiners’
document annually. [Refer para. 4.1.2 above].
4.2.9 The Head of the Examinations Department must compile and maintain a
document ‘Duties of ‘External Examiners’ that clearly defines the following:
i)
Dates of submissions of moderated examination papers
ii)
Sign-off of the moderated examination paper
iii)
Dates of submission of moderated scripts
iv)
Conditions of appointment of external examiners
v)
Duties of the external examiner e.g. moderate the examination
question paper, moderate the selected examination scripts, evaluate
the marks awarded overall, make recommendations for percentage
adjustment of marks overall, re-mark scripts where necessary, make
recommendations for improving assessment practices and to further
develop the curriculum, etc.
vi)
Channels and methods of communication in respect of changes
recommended in the examination paper and to the marks.
vii)
Responsibility regarding the confidentiality of examination question
papers, memoranda and the marks of students.
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The Examinations Planning Committee must review the ‘Duties of External
Examiners’ document annually. [Refer para. 4.1.2 above].
4.3
Setting and submission of examination question papers
4.3.1 First examiners must set two examination question papers with memoranda
for each examination in the prescribed format.
4.3.2 For every module that is scheduled for a particular examination, the Head of
the Examination Department must open a question paper control sheet /
folder that contains instructions to the first examiner and clearly indicates the
routing or flow of the examination question paper, making provision for all the
necessary approvals and sign-offs.
4.3.3 First examiners must submit examination question papers and memoranda in
hard copy together with the question paper control sheet / folder to the Head
of Department or programme co-ordinator. The first examiner must sign off
the control sheet before submission to the Head of Department or
programme co-ordinator indicating that s/he has proof read and checked the
question papers and memoranda.
4.3.4 The Head of Department or programme co-ordinator must sign the control
sheet / folder indicating that the examination question paper meets the
academic standards and format required for the particular module and study
level.
4.3.5 The control sheet / folder together with the examination paper in hard copy
and on diskette must be submitted to the relevant person within the
Examinations Department by no later than the stipulated date,
(approximately 2 months before commencement of examinations) where
acknowledgement of receipt is issued to the programme co-ordinator and the
first examiner.
4.3.6 In the case where the Examinations Department has agreed to type the
examination paper, [ref. par. 3.4.3 above] the same process of proof reading
and signing-off by the first examiner must be followed, i.e. the Examinations
Department will inform the first examiner once the paper is typed, and s/he
will then come to the Examinations Department to proofread the paper
subject to the necessary security controls, indicate the changes and sign off
the examination question paper once it is finalised.
4.3.7 Appropriate security measures must be observed at all times to avoid
compromising the integrity of the examination. Examination question papers
and memoranda should always be locked away when not being worked on,
computer security must always be maintained, and no examination question
papers or memoranda should be e-mailed to the Examinations Department.
4.3.8 The Head of the Examinations Department must, for control purposes, keep
a record of examination papers and memoranda submitted, and date of
receipt from first examiners and the dispatch to the Head of Department or
programme co-ordinator for sign off.
4.3.9 Communication to the external examiner in respect of the syllabus and level
of the examination, information on the curriculum as well as examples of
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previous examination papers, is the responsibility of the first examiner in cooperation with the Head of Department or programme co-ordinator.
4.3.10 Once the examination papers and memoranda that are subject to moderation
have been signed off by the Head of Department or programme co-ordinator,
the responsible person within the Examinations Department couriers it
together with the control sheet / folder to the external examiner. The Head of
the Examinations Department must keep a record of the dates of despatch
and return of papers to the external examiners and follow up on papers not
returned in time. The document on ‘Duties of External Examiners’ [Refer
para. 4.2.9] must accompany the folder. The external examiner must sign off
the control sheet / folder to indicate that s/he has carried out his/her duties as
external examiner, and courier it back to the Examinations Department within
five working days of receipt (see para. 3.6.2).
4.3.11 Upon receipt of the control sheet / folder from the external examiner
containing the examination question paper, the Head of the Examinations
Department notifies the first examiner accordingly who must sign off the
examination paper as soon as possible so that it may be ready for
duplication.
4.3.12 Should the external examiner fail to agree with the contents of the
examination question paper and memorandum, s/he must return the contents
with the proposed changes to the first examiner via the Examinations
Department for consideration by the first examiner. Once the first examiner
has made the recommended changes, the examination question paper and
memorandum is signed off by the first examiner on the control sheet / folder
so that the paper may be ready for duplication.
4.4
Printing of examination question papers
4.4.1 Once the examination question paper has been finally signed-off by the first
examiner, it is the responsibility of the relevant person within the
Examinations Department to check that all the necessary sign-offs have
been done on the control sheet / folder before duplication of the examination
paper is commenced.
4.4.2 The relevant person within the Examinations Department files the control
sheet / folder for a particular examination question paper that contains the
original marking memoranda and all other correspondence concerning that
particular examination paper and keeps it in a locked up and secure place
within the Examinations Department.
4.4.3 The relevant person within the Examinations Department prepares an
examination question paper front page for all signed off examination question
papers in accordance with the approved format, which should indicate the
following:
i)
The module name and subject code
ii)
The examination and date thereof
iii)
The time allowed
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iv)
4.4.4
4.4.5
4.4.6
4.4.7
4.5
The number of the paper if there is more than one paper for the
module
v)
Total marks
vi)
Number of pages of the examination question paper
vii)
Name of the first and second or external examiners
viii)
General instructions to students pertaining to the examination
question paper
The master copy of the examination question paper is used for the
duplication process. The duplication process takes place under the control of
the relevant person within the Examinations Department and the
Examinations Department closes for the time that duplication of papers is in
process. Security staff are present to ensure no unauthorised access during
the printing process.
The relevant person within the Examination Department obtains a list from
the information system that indicates how many students are registered for
the module and adds one percent to the total number to establish how many
copies must be made of the examination paper.
The copies are sealed in an envelope immediately after printing and the
detail of the module and date of examination is indicated on the envelope.
The sealed envelopes are locked in a safe in the Examinations Department
until the day of the examination when the relevant person within the
Examinations Department hands the sealed envelope to the chief invigilator.
The envelope may only be opened by the chief invigilator in the examination
venue in front of the students.
The master copies of the examination papers duplicated are filed back on the
control sheets / folders, that are kept secured in the Examinations
Department.
Conducting the examinations and invigilation procedures
4.5.1 The Heads of Departments or programme co-ordinators submit lists of
academic staff that will invigilate at examination sessions to the Head of the
Examinations Department. The Head of the Examinations Department
compiles a list of chief invigilators and invigilators for the entire examination
period according to the examinations timetable, and communicate this final
invigilation roster to all Heads of Departments or programme co-ordinators.
The information is also captured on the information system and academic
staff can access this information to establish when s/he has been assigned
invigilation duty. Preferably the Head of Department or programme coordinator should appoint the second examiner to act as invigilator when
his/her examination takes place.
4.5.2 The Examinations Department also makes use of post-graduate students to
assist with invigilation duty. These part-time invigilators must fill in a
prescribed claim form and are paid the approved invigilation fee as
determined by the University from time to time.
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4.5.3 The Head of the Examinations Department must compile and maintain a
document with ‘Instructions to Invigilators’ and provide all invigilators with a
copy of such a document. The Examinations Planning Committee must
review the ‘Instructions to Invigilators’ document annually. [Refer para. 4.1.2
above].
4.5.4 Chief invigilators are to report to the examination venue, no later than 30
minutes before commencement of the examination session. They will receive
a seating plan of students sitting for an examination in the particular venue,
together with examination answer books and additional stationery where
required, and the sealed envelopes with the examination question papers.
4.5.5 Once the chief invigilator has received the examination question papers s/he
may not take it to any other venue other than the one allocated for the
examination in that particular module.
4.5.6 If a first examiner is not invigilating the examination of his/her own module,
s/he is required to attend the first 15 minutes of the particular examination
session.
4.5.7 If an invigilator, who is assigned to an examination session, is absent from
such a session and does not fulfil his/her invigilation duties, s/he is reported
by the Head of the Examinations Department to the Deputy Registrar who
must take the matter up with the particular Head of Department or
programme co-ordinator.
4.5.8 Students are not allowed entrance into the examinations venue before the
arrival of the chief and other invigilators.
4.5.9 The Head of the Examinations Department must ensure that there are proper
control measures in place in respect of the admission and identification of
students in the examinations venue and that invigilators apply these
measures. These measures must include the following:
i)
Students must complete and sign an official attendance slip before the
examination commences.
ii)
Student cards must be checked against the attendance slips when the
slips are collected by invigilators.
iii)
The student numbers of students must be cross-controlled from the
attendance slips to the examination venue register, after which a
report shall be generated by the Examinations Department from the
information system. If a student number does not appear on the venue
register, it shall be concluded either that the student did not obtain
entrance to the examination, or there is a problem with his/her
registration. In such a case, the student must still be allowed to write
the examination, but must be warned that if his/her admission to the
examination proves to be invalid for whatever reason, his/her
examination script will not be marked.
4.5.10 Invigilators must ensure that students are in the correct venue. If they are
not, they must be sent to the correct venue.
4.5.11 Invigilators must ensure that unauthorised books, cases or any other articles,
except those indicated on the examination question paper as required for the
examination, are not allowed to be in the possession of the student during
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the examination. Cell phones must be switched off and if used in any way, it
will be a transgression of the rules. Students must be notified beforehand
that they could be subject to a body search under the supervision of the chief
invigilator.
4.5.12 For open book examinations, students are allowed the use of their own
individual copies of text only, and under no circumstances will any student be
allowed to borrow or exchange such texts in the examination room.
4.5.13 A student, who suffers from a permanent disability or handicap, may be
granted an extension of time of 30 minutes per 3-hour question paper and/or
the use of some aid during the examination. The Head of the Examinations
Department will inform the chief invigilator of such a student beforehand. No
decision on such a matter may be made without consulting the Head of the
Examinations Department or examinations officer.
4.5.14 The chief invigilator must draw students’ attention to the rules of the
examination beforehand as specified on the front page of the examination
script. S/he should also explain the following points, which are to be supplied
to the chief invigilator beforehand by the Head of the Examinations
Department:
i)
What may not be found in the possession of students.
ii)
To complete their attendance slip and when it will be collected.
iii)
To ensure they receive the correct examination question paper and to
read through the questions carefully.
iv)
To explain the time indication / clock and when students may or may
not be allowed to leave the examination room. No additional time is
allowed for late students.
v)
Examination scripts may not be removed from the examination room.
A script that is removed from the examination room before the
examiner collects and signs for the scripts will not be submitted for
marking.
4.5.15 Any student who needs to leave the examination room for the toilet must do
so under the supervision of an invigilator. An invigilator should escort a
student, who has to leave the examination room by reason of illness, to the
student health services. The student’s examination script should be endorsed
with the time of withdrawal and a note of the circumstances. The student
must obtain a medical certificate to support his/her entrance for a special
examination. [G.8 – 8.1]
4.5.16 If a student is suspected of using unfair means, an invigilator should summon
the chief invigilator as soon as possible to assist and to act as witness. If the
case is relatively clear-cut that an irregularity took place, the student’s
answer booklet is to be replaced with a new answer booklet, and endorsed
on the cover with the time of replacement, and all the relevant material
confiscated.
4.5.17 In the event of a student committing a transgression of the examination rules,
the chief invigilator shall, in addition to the actions described in par.4.5.16
above, take the following action:
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i)
Confiscate the unauthorised notes / objects to submit as evidence for
the disciplinary hearing.
ii)
Does not discuss the matter with the candidate or allow the candidate
to leave before the end of the session.
iii)
Inform the candidate to proceed with the paper in the new booklet and
that s/he need not return to the beginning, as the completed answers
will be marked in conjunction with the confiscated work.
iv)
Compile a detailed written report describing all circumstances of the
case, and requesting the invigilator/s involved to also submit a
separate report.
v)
The student will not be allowed to discuss the matter further with the
invigilators, but must be informed that he is entitled to prepare (before
leaving the examination venue) a written report which will be
submitted to a disciplinary hearing.
vi)
The reports, the scripts and the evidence must be put into a separate
envelope, marked ‘disciplinary case’ and the Head of the
Examinations Department should be informed of the case.
4.5.18 The Head of the Examinations Department requests the Disciplinary
Committee Coordinator to institute a disciplinary proceeding against the
student in accordance with the general rules of the University governing
student disciplinary measures. [DR.17 – DR.19]
4.5.19 Examination rules during examination sessions
The following rules apply to all University examinations:
(i)
Students must display their official and valid student registration
cards during examinations by placing them on the right hand
corner of their desks. No student will be handed an examination
question paper if they cannot present their registration card.
(ii)
Students are reminded that examination scripts with illegible
handwriting may impede the marking process.
(iii)
No student may, without the necessary authorisation, take into
the examination room any document, notes or objects which
may be of assistance to him / her.
(iv)
In certain open book examinations students will be allowed to
use only the tutorial matter as specified on the examination
question paper. Students are not allowed to exchange such
matter with one another during the examination session.
(v)
Students should refrain from doing rough work on the
examination question paper, and should rather do it in the
answer book and indicate it as such.
(vi)
Under no circumstances may a student retain his or her
examination answer booklet, remove it from the examination
room or tear pages there from.
(vii) Misreading the examination dates will under no circumstances
be considered as grounds for supplementary examinations.
(viii) No student may leave the examination room during the first 30
minutes and the last 15 minutes of the session.
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(ix)
Students must present themselves at the examination room at
least 15 minutes prior to the commencement of the session.
(x)
Students must supply their own writing equipment and
calculators (where permitted) and may not borrow such items
from other students.
4.5.20 At the end of the examination, the attendance slips collected must be
controlled against the number of scripts received. The first examiner or
someone designated by him/her in writing must collect his/her examination
scripts for marking at the examination venue within 15 minutes after the
examination session ended. The first examiner may not remove examination
scripts if they do not coincide with the number of attendance slips.
4.5.21 If there is a discrepancy in the number of examination scripts and the number
of the attendance slips, the chief invigilator must conduct an individual control
to establish which student did not submit his/her script, and the name/s and
student number of such a student must be noted on the chief invigilator’s
report to the Head of the Examinations Department.
4.5.22 Only the first examiner or someone designated by him/her in writing may
collect the examination scripts from the examination venue. The fist examiner
must check the number of scripts received, and sign for both the scripts
received and acknowledge the number of scripts received.
4.5.23 The responsible person within the Examinations Department collects the
scripts that are externally examined and the same controls as described in
paras. 4.5.19 to 4.5.21 above apply. The relevant person within the
Examinations Department delivers the examination scripts by hand to the
external examiner, or where necessary, couriers the examination scripts to
the external examiner for moderation in accordance with the relevant
provisions of this manual.
4.6
Submission of semester/year marks
4.6.1 The relevant person within the Examinations Department generates class
lists from the information system that are distributed to academic staff
through the faculty offices to be used for the submission of semester/year
marks prior to the approved submission date of the marks.
4.6.2: Access to the Student Information System for the limited purposes of viewing
and printing class lists shall be further extended to academic staff to enable
them generate their own class lists, apply class list control, and use the
printed lists for submission of semester/year marks.
4.6.3 Lecturers are required to fill in the semester/year marks on the class list and
put it up on the Faculty notice boards in order for students to clear any
problems there might be with their semester marks with the lecturer.
4.6.4 The lecturer then submits the signed off list to the relevant person within the
Examinations Department for capturing on the system. Students who appear
on the class list, but do not obtain a semester/year mark, will be awarded a
‘fail – no semester mark’ status for the module.
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4.6.5 The semester/year marks are captured by the relevant persons within the
Examinations Department from the class lists submitted by academic staff
containing the marks. The accuracy of the data capture shall be controlled
through the primary and secondary data capture functionality.
4.6.6 At the commencement of the examination period, the Head of the
Examinations Department closes the cycle for changes to the semester /
year marks and no changes will be allowed to the semester / year marks
after the examination has been written, unless written approval is received
from the Head of Department or programme co-ordinator with a motivation as
to why the mark should be changed. Only the Head of the Examinations
Department can open the cycle to change the semester / year mark.
4.7
Marking of scripts
4.7.1 The number of days allowed for first examiners to retain the examination
scripts for marking shall not exceed 10 calendar days as stipulated in the
policy, including the time allowed for the second examiner. [Ref. par. 3.6.1
above] The number of days allowed for the moderation of examination scripts
by external examiners is 5 calendar days.
4.7.2 In exceptional cases the Registrar may grant permission for the number of
days specified in point. 4.7.1 above to be exceeded.
4.7.3 When a first examiner is marking a script, s/he must clearly indicate what
s/he finds acceptable by indicating the mark awarded in red ink and also
what is rejected.
4.7.4 All the work produced by the student in an examination must be assessed.
However, if a student has attempted more than the required number of
questions, e.g. six instead of five, the examiner must only mark the first five
questions.
4.7.5 The total marks for each examination question are entered in the space
provided on the front cover of the examination book and totalled for a
percentage. The first examiner signs off the script in the space provided on
the front cover to indicate the fulfilment of his/her duties of assessment.
4.7.6 The average of the marks awarded by the first examiner and the second
examiner will constitute the examinations mark, as also is the case with the
external examiner.
4.8
Submission and approval of examination marks
4.8.1 The relevant person within the Examinations Department generates the
marks list from the information system, which indicates the semester/year
marks that were captured before the examination, and distributes it via the
faculty managers to the first examiners.
4.8.2 The first examiner must transfer the examination mark obtained by each
individual student as indicated on the front cover of the script to the
examinations marks list provided by the Examinations Department and then
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4.8.3
4.8.4
4.8.5
4.8.6
4.8.7
4.9
calculate the students’ final mark according to the 50/50 weighting between
the examination mark and the semester / year mark.
The first examiner signs off the examination marks list and submits it to the
Head of Department or programme co-ordinator who checks the marks and
provides a counter sign off.
The first examiner submits the original signed off marks list together with the
marked examination scripts, sorted in numerical order and within the
prescribed time [see para. 4.7.1 above] to the relevant person within the
Examinations Department who signs for the receipt thereof and notes the
date of submission.
First Examiners must retain a copy of the marks list for reference in the case
of loss of examination scripts through fire, theft, etc.
The relevant person within the Examinations Department captures all the
examination marks from the mark summary sheets onto the system. The
system calculates a final mark, which is controlled against the final mark
calculated on the marks list that the first examiner submitted. Capturing
control is done through utilising the primary and secondary capturing
functionality.
The relevant person within the Examinations Department generates lists of
the final marks and the results codes, which are distributed to the Faculties
via the Faculty Managers to serve at the Faculty Boards for approval before
publication to students.
Moderation process
4.9.1 The Head of Department/Programme Coordinator shall select the
examination scripts for final year modules that are to be sent to the external
examiners by courier. 10% of examination scripts are to be selected with a
minimum of 20 scripts. The following shall also be included in the external
examiner’s package:
(i)
The examination question paper and memorandum;
(ii)
The external examiner’s report and claim forms;
4.9.2 A copy of the marks list shall also be sent to the external examiner in order to
enable him or her make a judgement on the overall marks awarded by the
first examiner.
4.9.2 On completion of the moderation process, the external examiner returns the
moderated examination scripts, completed report and claim form to the
relevant person within the Examinations Department by courier within the
prescribed time. [Refer para. 4.7.1 above].
4.9.3 Any changes to marks recommended by the external examiner are
communicated to the first examiner by the Head of the Examinations
Department who makes the necessary changes, signs off the mark sheet
and submits it to the programme co-ordinator for counter sign off before it is
submitted to the relevant person within the Examinations Department for
capturing on the system. [Ref. para. 4.8.5 above].
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4.9.4 The Head of the Examinations Department checks and signs the claim forms
received from external examiners and forwards them to the Finance
Department for processing.
4.10
Publication of results
4.10.1 Once the relevant person within the Examinations Department has received
the approved final marks from the Faculty Boards, individual result
statements are generated for each student, which are posted to the student’s
postal address on the system. The results statement indicates the semester
mark, the examination mark, the final mark and the result code for each
subject that the student has registered for in the particular academic period.
4.10.2 Where a student still has an outstanding balance on his/her fees account, the
results for that particular student are blocked and will not be released, until
the balance is paid in full, or the results are unblocked by the Finance
Department due to acceptable arrangements made by the student for the
settlement of the outstanding balance.
4.10.3 Lecturers and first and second examiners may not give out any results to
students.
4.10.4 No results will be supplied telephonically to students phoning the
Examinations Department.
4.10.5 The relevant person within the Examinations Department will keep a record
of all post-examination queries in order to reduce such queries to an
acceptable level.
4.10.6 Students may apply on the prescribed form for a comprehensive study record
or for a duplicate results statement to be issued by the relevant person within
the Examinations Department on proof of payment of the applicable
prescribed fee from the cashier.
4.11
Supplementary and special examinations
4.11.1 Students in any module may be required to present themselves for a
supplementary examination subsequent to the previous (main) examination
in which they did not obtain a pass mark. Such examination shall only be
granted at the discretion of the Head of Department/Programme Coordinator
concerned in terms of the policy laid down by the relevant Faculty. The
supplementary examination may cover all the work for the previous
examination or only part thereof. [G.6 – 6.1, 6.2 and 6.3]
4.11.2 A student qualifies for a supplementary examination in a module if s/he
obtained a final mark of between 45% and 49%. The relevant person within
the Examinations Department generates a control report to identify students
that qualify for a supplementary examination and provides this report to the
Faculty Manager. A student obtaining an average of 50% between the
semester/year mark and the supplementary examination mark shall pass the
module. [G.6 – 6.3.1] and [G.7 – 7.3].
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4.11.3 A student absent from, or failing the supplementary examination, must reregister for the module and attain a new semester/year mark.
4.11.4 The Head of Department/Programme Coordinator, in consultation with the
first examiner, may require a student to present him/herself for an additional
oral examination within not longer than 10 days after the main examination.
The first examiner is to contact such students directly. [G.6 – 6.4]
4.11.5 The Dean of a Faculty may, on recommendation of the Head of
Department/Programme Coordinator, grant permission that a student who
failed a module that is the last outstanding requirement for obtaining his/her
qualification, may present him/herself for reassessment at the examination
for the next semester when the module is offered, without attending lectures
at the University. The student however has to apply to the Registrar to reregister for this module at the normal time for registration of the module and
pays the prescribed fee. The module equivalent shall not exceed 16 credits
per semester. [G.7 – 7.2]
4.11.6 Special examinations may be granted to students who, by reason of illness
or other special circumstances (including death in the family), have been
unable to sit or complete the main examination, in terms of the general rules
that apply. [G.8].
4.11.7 Special and supplementary examinations are scheduled to take place before
registration for a new study period / semester.
4.11.8 Written applications for a special examination, together with all the
supporting documentation, must be submitted to the Head of the
Examinations Department seven (7) days after the end of the semester
(being the last day of the relevant semester’s main examinations). [G. 8 –
8.2]
4.11.9 The Head of the Examinations Department informs the students in writing of
the Registrar’s approval of their application for the special examination, and
includes the supplementary examination timetable in his communication to
the students.
4.11.10 A student absent from a special examination must register for the module
again and earn a new semester mark.
4.11.11 Supplementary and special examinations take place under the
decentralised control of the Faculties, who are responsible for arranging the
examination venue(s) and the invigilation.
4.11.12The procedures for the marking of supplementary and special examination
scripts (ref. para. 4.7), submission and approval of marks (ref. para. 4.8), and
the publishing of the results, (ref. para. 4.10) as described above remain the
same for all examinations.
4.11.13The fee payable for the supplementary or special examinations is
automatically raised on the information system as soon as the Head of the
Examinations Department indicates on the system that a student is admitted
to the examination.
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4.11 Re-marking and scrutiny of scripts
4.11.1 Students may apply to the Examinations officer on the prescribed form to
have one or more of their examination scripts re-marked having paid the
prescribed fee. Re-marking shall not be permitted for examination papers, in
which external examiners are involved, or for supplementary, aegrotat or
practical examinations, or for an examination where the examination scripts
are marked entirely by computer. [G.10 – 10.1]
4.11.2 Application for the re-mark must be submitted not later than 30 days after the
marks for the examination have been published. Students retain the right to a
supplementary examination in the case of an application for a re-mark as
specified in the general rules. [G.10 – 10.2].
4.11.3 The re-marking shall be done by an examiner appointed by the Dean, who
was not involved in the original marking of the examination scripts. The
marks allocated by such an appointed examiner shall be averaged with the
closer of the original marks to constitute the result of the re-marking. Such
results shall supersede the results of the initial evaluation of the examination
script. [G.10 – 10.4].
4.11.4 The fee paid for the re-marking shall be refunded if the remark results in a
correction of the mark so that the student qualifies for a supplementary
examination, a pass or a distinction in the module concerned. [G.10 – 10.3]
4.11.5 A student who believes that an error has occurred in the marking of his / her
examination script/s may apply to the Head of the Examinations Department
to have his / her script(s) scrutinised, i.e. checking of the addition of marks,
and to make sure that marks have been allocated to every section of every
question attempted. [G.11 – 11.1 & 11.3].
4.11.6 Any registered student, who must not have any outstanding fees, may apply
in writing to the Head of the Examinations Department within two weeks of
the semester following the examination, for a photocopy of an examination
script. Upon payment of the prescribed fee, plus a fee clearance, such a
copy will be made available to the student within two working days. The
student may thereafter request the original to be scrutinised or re-marked.
[G.11 – 11.2].
4.12
Examination timetable
4.12.1 The Head of the Examinations Department is responsible for the compilation
of the examination timetable utilising the information system’s functionality to
generate the timetable that indicates the module name, venue, date and time
of examination sessions.
4.12.2 Faculty Managers determine ‘lecture groups’ from which students select their
module combinations at registration, whereas such lecture groups are
compiled in such a way that it prevents clashes of examinations.
4.12.3 Draft examination timetables are compiled in April for the June examination
and in September for the November examination. These drafts are circulated
to each department/programme unit by the Head of the Examinations
21
Department and placed on all student notice boards for comment.
Departments or programme units and students are responsible for informing
the Head of the Examination Department in writing of any clashes and errors
prior to publication of the final timetable.
4.12.4 A final examination timetable is generated by the Head of the Examinations
Department and made available electronically to all lecturers and published
on all student notice boards at least two weeks prior to the commencement
of examinations.
4.12.5 The examination timetable for supplementary and special examinations shall
be sent with student results to the latest postal address recorded on the
information system, in addition to being published on the notice boards and
on the UFH website. Examination timetable information shall not be
communicated over the telephone.
4.12.6 Students are not allowed to write examinations on the campus of their
choice, but must write examinations on the campus where they are
registered.
4.12.7 Upon completion of the examination timetable form, a student may request
that the timetable be mailed to his / her employer or sponsor for study leave
purposes.
4.13
Graduation process
4.13.1 The Head of the Examinations Department generates a list of students who
may qualify for graduation in the next year from the information system in
December after the final results are captured. The list shall then be
distributed to Faculty Managers to check and to confirm that the students on
the list qualify for graduation.
4.13.2 After the signed off confirmation from Faculty Managers and after the final
results are processed, the Head of the Examinations Department generates
a final list from the system that is audited again in the Examinations
Department and checked for outstanding fees, before it is supplied to the
Division for Marketing and Communications for inclusion in the graduation
ceremony program.
4.13.3 The Head of the Examinations Department is responsible for the seating
allocation at the graduation ceremony.
4.13.4 The Head of the Examinations Department is responsible for the processing
of the graduation certificates and control of their issue to the graduands who
must sign to acknowledge receipt. The Head of the Examinations
Department shall keep a register of all certificates issued.
22