ENLIGHTENMENT TO ERFECTION
Office of the Controller of Examinations

Introduction Exam Types Exam Conduct Spot Evaluation Computerisation Security & Confidentiality Staff Future Plan & Reforms Examinations Results

Dr. Jaydip Sen

Controller of Examinations (Officiating)


Depty Controller of Examinatons

Dr. Debasis Dutta

Deputy Controller of Examinations

 

Introduction:

Since its inception the Controller of Examinations Branch has been functioning on the motto of “the gate keeping of wisdom of the University”. As per Statute, this office is primarily assigned with the responsibility to smooth conduct and publication of results of Examinations of all kinds of P.G., U.G., Diploma, Certificate programmes of the University of North Bengal. For proper conduct of all University Examinations and publication of results thereof, this Branch is assisting the Faculty Councils for Post-graduate students and Councils of undergraduate studies.’

Types of Examinations:

Over the years, this office has experienced with a complete overhauling. Keeping pace with the pedagogical changes, reforms have been brought about in the methods of conducting Examinations, evaluation process and publication of results.

Altogether, this office has to conduct 95 types of Examinations annually thereby, catering around 1, 89,000 students per year under 61 Degree colleges,13 B.Ed colleges and 3 Law Colleges pursuing various undergraduate programs along with P.G programmes in 29 departments in NBU Campus, 4 departments in NBU Jalpaiguri Campus and in 6 departments of Constituent Colleges (Annexure I). The examinations are of Annual as well as Semester System in nature with Marks based, Credit Based and Grade based evaluation process. Table 1 shows the Types of Examinations.

Under Graduate

Post Graduate

Distance Education Examinations

Diploma and others

Name of the Examinations

Types

Name of the Examinations

Type

Name of the Examinations

Type

Name of the Examinations

Type

B.A./ B.Sc./B.com.

Annual

M.A. / M.Sc. / M.Com

Semester

M.A./ M.Sc.

Annual

P.G.D.T.M.

Semester

B.A. LL.B. (Hons)

Semester

M.B.A.

B.A. LL.B. (General)

M.L.I.S.

B.B.A. LL.B.

M.Phil

B.Com. LL.B.

 

M. C. A.

LL.B. (3 Years)

B.C.A.

B.B.A.

PGDRDEE

B.Ed.

B.P.Ed.

B.L.I.S.

C.O.P. (Certificate, Diploma & Advance Diploma)

Annual

 

 

 

 

 

 

Conduct of Examinations:

For smooth conduct of examinations, the office strictly follows the Ordinances relating to the conduct of Examinations in terms of appointment of the Paper- Setters, Examiners, and Moderators. Provisions of appointing external examiners/personnel also help to bring in transparency in rigorously followed process of examinations. The existence of the Examination Review Committee, Board of Studies, and Expert Committee extends its guidance in analysing the result and envisage taking appropriate remedial and corrective measures from time to time. Degree Examinations are held in 61 numbers of General Degree colleges and constituent Colleges affiliated to the University under Home Centre basis. But for Practical Examinations the student of one college has to visit the University or the other colleges as directed by the Under Graduate Council.  Moreover, B.Ed Examinations are being held in 13 numbers of colleges under Home Away System. PG and Law examinations are held on Home Centre in their respective departments and colleges. To maintain the sanctity of the University Examinations, all affiliated Colleges of various districts are generally categorised under five  regions. For each region, one Chief Regional observer is generally appointed who along with members selected from other colleges of that region visits the examination centres to ensure smooth conduct of the University examinations. In addition the Central Visiting Team of the University pays about 15/20 surprise visits to the various college examination centres to observe and maintain the sanctity of the University Examinations. Such Central Visiting Team is also constituted for the Distance Education Examination held in 10 number of Examination centres across five districts. In consonance of the Ordinances related with the Conduct of the Examinations, the involvement of External Examiners is ensured in the process of Moderation, Evaluation of answer-scripts along with Internal Examiners from various University and colleges under the University.

For redresses of grievances with reference to examinations, students can opt for Reassessment, Review, and Scrutiny. Table 2 shows the number of Reassessment, Post Publication Scrutiny, and Review for the last three years.

Table 2: Number of Reassessment/ Post Publication Scrutiny/ Review

Examinations

2014

2015

2016

Under Graduate

33042

38891

38281

Post Graduate (Regular)

102

147

162 till date

Post Graduate (Under DE mode)

641

242

Yet to be completed

The University is also following the provision of Third Examiner, if the marks allotted by the examiners and reassessors vary 15% or more.

The students can also opt for self inspection of the evaluated answer- scripts under the provisions of the Regulation relating to Self Inspection of answer scripts. The Table 3 shows the handling of Right to Information (RTI) Act cases in the Controller of Examinations Branch.

Table:- 3 Number of RTI

Year

2014

2015

2016

Number

129

87

Process is on

Moreover, RTI applicants can take the Xerox copies of their evaluated answer–scripts after inspection of the scripts. Every measure is taken for declaration of examination results as per Academic Calendar in the case of Post Graduate courses and as per the Executive Council decision in the case of under Graduate courses. The average time taken for declaration of Post Graduate and Under Graduate results in within the time frame as stipulated by the statutory Authorities. The average time taken to publish the Post Graduate Examination results is within 15-45 days from the date of last examination. For under graduate courses such as B.A./ B.Sc. /B/Com Part-III (Hons & General) within 55-65 days from the last  date of theoretical examination and within 10-15 days from the last date of  Practical Examination), B.Ed. within 60 days, B.B.A./ B.C.A. within 60 days  (from the last date of theoretical examination and within 30 days from the last date of Practical Examination) Under all circumstances, the Academic Calendar Remains undisturbed. The mode/ media adopted by the University for the Publication of Examination results are website, SMS.
The impact of the practice so far adopted has ushered in tremendous quantitative and qualitative changes. Publication of examination results have been made regular. Resultantly, the commencement of the Academic Session has been made regular. Since the examinations are held strictly on the basis of a yearly Academic Calendar, a minimum of 180 teaching days have been ensured in the colleges as well as in the University Departments. Involvement of the teachers has been assured. Computerized Examination process has made the system almost error free. Fairness and transparency have been assured. The ongoing examination reforms have also been playing a responsible role in the success rate of the students appearing for University examinations as is evident from the statistics of the success Rate for last Five years (Annexure II).

The presence of the Board of Discipline for dealing with the cases of malpractices while conducting University Examinations is also helpful in resisting the malaise of the malpractices adopted in the examination halls. The reported cases of malpractices for various University Examinations are as under (Table 4).

Table 4: Cases of Malpractices

Year

Under Graduate Examinations

Post Graduate Examinations

Distance Education Examinations

2014

1488

03

55

2015

1961

Nil

18

2016

2176

Nil

18

Spot Evaluation:

Results of all Examinations are published within the reasonable time frame. On the spot evaluation, introduced since 2000, has been one of the important causes of bringing regularity in publication of results. The spot Evaluation is conducted with utmost confidentiality and sincerity. The Examiners from various colleges act as Evaluators, Scrutinisers, and Head Examiners. The names of the examiners, scrutinizers, Head Examiners, Re-assessors Scrutinisers are recommended by the respective Board of Studies under the Chairmanship of University teachers, generally at professor level. In the spot evaluation on an average fifty per day evaluators are available during the period of spot evaluation which continues for a period of nearly thirty days at a stretch. For spot evaluation appointment letters inviting teachers are sent to colleges at least two months earlier from the date of his assessment. The Spot Evaluation is done compulsorily for the final year i.e. UG Part-III examinations. For other students, in the Part-I and Part-II, the answer scripts are generally sent to the colleges, even to the residence of the Examiners so that the result can be published in stipulated time. On decline to evaluate the answer-scripts by the Examiners, the spot evaluation is also conducted for all such declined answer scripts on emergency basis. For the purpose of the Spot Evaluation, the Teachers are provided with residence in the University Guest House or in nearby Hotels.

However, for the Post Publication Reassessment/Scrutiny the Spot Evaluation is conducted for all categories of students irrespective of their part/year of studentship to maintain the Academic Calendar stipulation. On-the- Spot payment policy of Remuneration, Travelling Allowance and Daily Allowance bills also provide impetus to work on any examination related assignment.

In addition, the Spot evaluation for the PG examination is not arranged because of the in-campus availability of the teachers in their departments. However, the evaluated answer scripts are also sent to the external reassessors on recommendation by the concerned PG Board of Studies.

Extent  of Computerisation:

The entire Pre and Post Examination process has been made computerized. The computerised system of the pre and post publication of examination activities help a lot the Controller of Examinations Branch for smooth conduct of examinations and publication of the results within the date as stipulated by the  statutory Academic Bodies. The computerisation in the following areas proved helpful:

    • Student data are obtained in Excel Format from the office of the Registrar
    • Using the data Master Data Base of students is generated.
    • Final Database created after collating those data with provisions under Ordinances/ Regulations concerned.
    • Students Exam Forms are generated from these database.
    • After filling up of the Examination forms by the students, eligible candidates are issued Admit Cards from the records of the Data base.
    • Attendance cum Signature Roll List (ACSR) and blank markslips are generated from the records of eligible candidates. All Examination Forms, Admit cards, Markslips are bar corded to facilitate the data entry.
    • After the examination, markslips with awarded marks are sent for entry through Double Entry System. Double Entered data is collated to determine inconsistency, errors, if any.
    • Query/ Exception lists are generated on the basis of the errors / inconsistencies determined by the software.
    • Relevant error/ inconsistency are removed by inspecting the relevant scripts.
    • Data are tabulated and result is generated by using software on the basis of relevant Provisions of Ordinances/ Regulations concerned. All Marksheets, Certificates are generated and printed using the result data base.
    • Results of the students are also uploaded to relevant website for dissemination. Results are also sent through SMS who have opted for such facilities prior to publication of the result. Students can also obtain result by sending request through SMS.

    Security and Confidentiality Measures:

    The Examinations Branch has been performing its duties with ultimate confidentiality in the following areas:-
    1. Security for Answer- scripts
      1. Answer Scripts are  bar coded
      2. Papers are watermarked
      3. For PG, Scripts are coded
    2. Scrutiny for Examinations system
      1. Invigilation duty organise by the Internal Teachers from the Colleges
      2. Chief Regional Observer from each Region along with members selected from other colleges give surprise visits at the examination centres.
      3. The Central Visiting Team of the University gives surprise visits during University examinations.
      4. Involvement of External Examiners in Moderation, Evaluation of answer-scripts along with Internal Examiners from various University and colleges under the University.
    3. Security for Processing Data base: Entry is restricted by passwords for the results processed internally and some of the results where number of Examinees are high has been outsources externally to Software Majors NASSCOM-Tel. Identity of the source is extremely guarded. Only limited numbers of officials as decided by the Executive Council have access to this information.
    4. Security Measures for Stationary: For stationeries such as Diploma Certificates Marksheets, following security measures are being used, among others, to   resist forgery:-
      1. Holographic Strip
      2. UV Printing
      3. Heat sensitive Ink Print
      4. Micro Text “ Authentic”
      5. Emboss Effect
      6. Animated Text and multicolour lines movement

    Staff Strength:

    With such voluminous pre- and post examination activities the Controller of Examinations Branch has been blessed with committed, diligent and devoted human resources who work day in and -day-out to make every effort successful as per Academic Calendar. This Branch is presently working on the following Staff strength (Table 5).

                    Table : 5  Staff Strength

    Officers:

    On Substantive Appointment

    Casual

    Contractual

    03

    26

    26

    20

    Group C

    Group D

    Group C

    Group D

    Group C

    Group D

    15

    11

    14

    12

    13

    07

    Future Plan  under Examination Reforms:

    There are always rooms for introducing reforms in the examination Process and making the examination system more vibrant and flexible to incorporate the paradigm changes in the arena of Higher Education. The guidelines that may be provided by the Authorities in the field of Higher Education may have to be taken into consideration for the better uplift of the students and other stakeholders in the society at large. The University is opted to introduce semester which started with bringing the P.G Examinations under it in 2009 and the system has been gradually extended to professional U.G courses in next few years. The efforts are on to bring the remaining courses e.g. B.A/ B.Sc./B.Com. under it in the near future.

    In the coming days, the office of the Controller of Examinations branch will take into account the following points:

    • Single Platform set up of computerisation of the whole examination process starting from the Paper-Setting to the publication of the results. Under this process, the office is also having discussion with the renowned Software Companies to the complete examination system Software under one roof and the matter is at an advanced stage. Most hopefully the new system may be introduced from the academic session 2017-2018 a new platform will be in place where from enrolment to verification of the academic certificates will have the online facility under one platform.
    •  With the demand of the Higher Education, the Semester system of examinations is also going to introduce in the near future to the remaining Under Graduate Examinations.
    • Online Verification of certificates, Online Provisional Certificate.
    • Linking of Exam Centres through LAN & WANS.
    • The University has already introduced Credit, Grade Point, CGPA, SGPA in some courses and is planning to bring all other courses under this process. The possibility of introduce of Choice Based Credit System is also being explored by the Academic Body.
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