Examination Cell

The Function of the Examination Cell

• Any circular, guideline, office order or notification received by the college is processed in the Examination Cell and the reply is prepared and dispatched to the University after the Principal's signature.
• Examination notices received from the University are duly served to all concerned.
• The notices for University indicating details regarding fee collection, the last date of fee collection and modalities of payments of fine are handled through the Examination Cell.
• The Examination Cell coordinates the conduct of internal examinations as well as University examinations for all the UG and PG programmes.
• Preparation for smooth conduct of examinations, time table, invigilation duty chart and seat allotment in examination halls are managed here.
• During examination time, proper staff mobilization and duty allocation are carried out as per the prepared duty chart.
• After completion of examination, answer books are distributed to the concerned teachers and award lists are prepared in the desired format for University submission.
• After results are received from the University, mark sheets are distributed to students.
• The Examination Cell analyzes all examination results and prepares reports for submission to appropriate authorities for follow-up action.
• University Degree Certificates received from the University by the college are sent to the students concerned by the Examination Cell.

Major Activities of Exam Cell

• Nodal Centre for Anna University Chennai under Zone 1
• Issue of University Mark Statements
• Issue of Duplicate Hall Ticket
• Issue of Provisional Certificates
• Issue of Degree Certificates
• Issue of Hall Tickets
• Revaluation Procedures
• Registration for University Exams
• Graduation Day Arrangements
• Conduct of AUC Examinations
• Conduct of Internal Assessment Tests
• Automation of Exam Procedures
• Preparation of Tentative Schedules for Internal Assessment Tests

Assessment Policy

Examination Grievances

Conduct of Internal Test / Model Examination (UG / PG)

• In general, 3 model exams for UG classes and PG classes are conducted. The Coordinator of Examination Cell maintains a department-wise list of examination coordinators. The college conducts the internal tests satisfying the requirements of Anna University.
• The College Academic Calendar indicates the tentative examination schedule for internal tests and model examinations. Exact schedules are fixed by the Controller of Examination in consultation with the HODs and Principal and informed through circulars.
• Question papers are prepared in the University pattern and sent to the COE office through Examination Coordinators. COE office arranges sufficient copies before the examination.
• A schedule for invigilation duty is prepared by the Exam Cell. Examinations are conducted with at least one faculty member available as invigilator for a hall.
• After exams, papers are collected by the invigilators and handed over to the Exam Cell along with attendance report. The Exam Cell hands over the answer sheets to the faculty handling the subjects through Examination Coordinators within one day.
• Hall arrangements and seating arrangements are prepared by the Exam Cell. After evaluation, the results of individual students are recorded, answer papers are returned to students and the mark list is forwarded for internal assessment consolidation.

Procedures for Awarding Marks for Internal Assessment (UG/PG)

Every teacher is required to maintain an attendance and assessment record (logbook) which consists of attendance marked in each lecture, practical or project work class, the test marks and the record of class work separately for each subject. This should be submitted to the Head of the Department for checking the syllabus coverage and the records of test marks and attendance. The Head of the Department will put his signature and date after due verification. At the end of the semester, the record should be verified by the Head of the Institution, who will keep this document in safe custody for five years.

The Exam Cell collects the internal marks from various departments and forwards them to the University before the commencement of University examinations as per University proforma. The procedure for allotment of internal marks for theory paper, practical paper and project viva voce according to Anna University regulations will be issued from time to time by the COE.

Final Examination (UG / PG)

After the commencement of the semester, the elective subjects offered in different courses along with the register number of candidates opting for them are compiled and transmitted to the University by the Principal.

Dates of commencement of University examination along with applications and fee for various courses are received separately from the University. The examination fee circular is displayed on the notice boards. Students remit examination fees in the college office. The filled applications are verified and forwarded to the University along with fee statement and Principal's endorsement.

At the end of each semester, class coordinators prepare the attendance of each student in the format prescribed by the University and forward it to the Principal through HODs. These are verified and sent to the University. The procedure for appearing in semester examinations and completion of a semester are followed according to Anna University regulations.

Requirements for Appearing for Semester Examination (UG/PG)

Candidate shall normally be permitted to appear for the semester examination of the current semester if he or she has satisfied the semester completion requirements and has registered for examination in all courses of that semester according to Anna University regulations issued from time to time.

Candidates who do not complete the semester as per Anna University Regulations will not be permitted to write the end-semester examinations and are not permitted to go to the next semester. They are required to repeat the incomplete semester in the next academic year.

On receipt of intimation from Anna University, the requirement for stationery items including answer books and cloth line covers for the University Examination is prepared and forwarded to University in the prescribed format by the COE through the Principal. After completion of the University Examinations, all accounts are settled with the University as per their guidelines through the Principal.

Procedure for Conducting Final Practical's / Viva Voce Examinations

On receipt of the schedule for conducting practical examinations from University or Zonal office for each semester, a circular is sent to all HODs asking for the details of internal examiners and practical examinations. Faculty members who have completed three years of teaching experience are eligible for internal examinership, subject to the approval of the Principal.

The Zonal office appoints the external examiner for each practical lab or viva voce from neighboring colleges under their control. If there is any clash of schedule with arrears practical, it is rescheduled with the approval of the Zonal office. These are updated and maintained by the Exam Cell.

The practical examinations are conducted batch-wise. The External and Internal examiners set the question papers, value the answer scripts and award marks. After the completion of practical exam, the mark statements are prepared as per University format and signed by both examiners, sealed and forwarded to the University by the Principal.

The external and internal examiners conduct the viva voce for the project with the help of technical supporting staff of their departments. After the completion of viva voce, the mark statements are prepared, signed, sealed and handed over to the Exam Cell Coordinators for forwarding to the University.

Conduct of Final Theory Examinations

The examinations shall ordinarily be conducted between November and December during odd semesters and between April and May in even semesters. For the semester examination, a Chief Superintendent is appointed by the Principal. Chief Superintendent, Exam Cell Coordinators and hall superintendents are responsible for the smooth conduct of examinations.

Question papers are issued by the University as per schedule in sealed covers and opened at least 10 minutes before the scheduled time by the Chief Superintendent in front of the University Representative. Hall arrangements and seating arrangements are prepared as per University prescribed format and displayed for candidates.

Candidates are allowed to enter the examination hall only 15 minutes before the commencement of examination. They are required to bring hall tickets attested by the Principal. In case of loss of hall ticket, a requisition letter with HOD recommendation and COE or Chief Superintendent authorization is used as temporary hall ticket.

The hall superintendent distributes answer books and question papers, records attendance and submits all required materials to the COE or Chief Superintendent. On completion of the examination, answer books are collected, arranged and sealed with endorsement by the Chief Superintendent and University Representative before being handed over to the Zonal office.

Any malpractice during examination is reported by the hall superintendent to the COE or Chief Superintendent along with supporting documents. The matter is forwarded to the University, and the disciplinary decision taken by the University is intimated to the Principal and the concerned student.

Supplementary Examination for Students Who Have Completed the Course

The students who have arrears and left the institution after completing the course are intimated about the details of payment of examination fee and commencement of University examinations by the COE through the Principal by letter on receipt of intimation from the University. Based on this, students pay the required fee and collect the detailed timetable or practical exam schedule and hall tickets in coordination with the respective HOD and COE.

Issue of Hall Ticket for Examination

Hall tickets received from Anna University are distributed to eligible students by the respective departments.

Central Valuation Organized by Anna University / Zonal Office

List of faculty with qualification, experience and positions held are sent to University or Zonal office on request. The University releases a circular to inform the commencement of central valuation. Eligible faculty members are selected for central valuation and appointment orders are given by the Zonal office.

Examination Rules

A candidate is permitted to use geometric tools, non-programmable calculators and approved tables and data books only during theory and practical examinations. No other material or gadget, including a cell phone, should be brought inside the examination hall.

A candidate should neither possess nor refer to any forbidden material in any form, nor seek or obtain assistance in any form from any person or source towards answering the questions during the examinations. The candidate should not reveal his or her identity in any form in the answer scripts and should maintain discipline and decorum during the examinations.