Dr. Ravindra V. Kshirsagar College Exam Officer

1. STANDARD OPERATING PROCEDURES
PREAMBLE:
Examinations being solemn activity the office bearers are required to
perform their duties with complete sincerity. The role of college exam
officer (CEO) to ensure smooth conduct of exam for all classes.
Dr. Ravindra V. Kshirsagar
College Exam Officer
Progressive Education Society’s
Modern College of Arts, Science & Commerce Ganeshkhind, Pune – 16
DEPARTMENT OF EXAMINATION

2. STANDARD OPERATING PROCEDURES
PREAMBLE:
Examinations being solemn activity the office bearers are required to
perform their duties with complete sincerity. The role of college exam officer
(CEO) to ensure smooth conduct of exam for all classes.
Overall coordination of
 Internal Examinations
 Term End Examinations
 University Examinations
 Practical Examinations
SOP For Internal Examinations
Conduct the meeting under the chairmanship of Principal with all Vice
Principals, incharge (Arts, Commerce, Science, Physical Education, and
Environmental Science) of the internal examinations and custodians of
University Examinations.
Discussion on Annual Planning and Time table of various Examinations and
their schedules.
Preparation of Time table
Dispatch the internal examination time table two week before the internal
Examinations.
Internal Time Table for Theory Exam
A separate internal time table is prepared based on university exam schedule.
Progressive Education Society’s
Modern College of Arts, Science & Commerce Ganeshkhind, Pune – 16
DEPARTMENT OF EXAMINATION

3. Examination halls are identified and intimated the same to HoD’s.The
examination schedule is circulated it to all the HoD’s, Principal and Office
bearers.
Finally the exam schedule is displayed in all department notice boards and
Examination cell notice boards.
Dept. Wise Request for Invigilators
Send a request for Invigilators.
No of invigilators = total strength / 30 per internal examinations
Rooms’ identification and intimation to all HoDs & In-charges
Identify the examination halls and intimate same to teachers.
Request for Electrical Generator –
During examinations one electrician should monitor the generator for
continuous
Power supply.
Request for Security persons
Request for security persons to control the flow and to support the
examination
System.
Question Papers generation
Preparation of Question Paper as per regulations.
Make required no of copies and keep in strong room.
Room wise seating plan & arrangements
 Preparation of examination pads
 Each pad should contains the following stationary
 Seating plan.
 Answer sheets / Graphs / etc.
 Threads.

4.  Junior supervisor report.
Consolidated Examination Halls for student display
Preparation of consolidated seating plan in two different colour sheets blue
and yellow to avoid confusion and easy to access.
Display it in the different notice boards and entry points near steps.
Invigilators reporting form
Preparation of Invigilators reporting form (One senior and One Junior)
Absentees Statements for all examinations
After every examination prepare branch wise consolidated absentee’s
statement.
Take the signature from principal on this sheet and send it to all the faculty
through email.
Prepare an overall consolidate statement for absentees.
Observers reporting form
Identify the senior faculty as per the round robin mechanism of all the
departments.
Meeting with supporting staff
Class room boards cleaning
Assign the class room boards cleaning duty to one examination cell
representative.
SMS to all faculties - to attend online examination duties.
Class coordinators should monitor their student attendance during online
examination.
Day wise consolidated absentees for all blocks
After every examination prepare branch wise consolidated absentee’s
statement.
Prepare an overall consolidate statement for absentees.

5. Collection of answer scripts from invigilators
i. Branch wise answer scripts collection from invigilators.
ii. Mark absentees on the summery report.
iii. Specify the last date for submission.
iv. Handed over the answer scripts to subject teacher.
Collection of corrected answer scripts from subject teacher
i. Collect the marks award stamen
ii. Verify all the scripts
iii. Absentees should be marked with separate ink.
iv. Enter the same data in Online server
v. Subject teacher has to verify the entered marks
Enter the faculty details and other information on the verified sheet.
Entering online marks to University Server
Show cause notice for all invigilators those who are violated the rules
At the end of every internal and external examinations release the show cause
notice to those who violated the examination rules.
Bell timings
a. Short Bell at 9:30AM / 1:30PM
b. Medium Bell at 9:45AM / 1:45PM
c. Long Bell at 10:00 AM / 2:00 PM
d. Warning Bell at 12:30 PM / 4:30 PM
e. Final Bell at 2:00 PM / 6:00 PM
Maharashtra Public Universities Act, 2016. 48 (4):
[Maharashtra Public Universities Act, 2016. 48 (4): It shall be obligatory on every teacher
and on the non-teaching employee of the University, affiliated, conducted colleges, or
recognized institutions to render necessary assistance and service in respect of
examinations. If any teacher or non-teaching employee fails to comply with the order of
the university or college or institution, in this respect, it shall be treated as misconduct and
the employee shall be liable for disciplinary action.]

6. INNOVATIVE AND BEST PRACTICES
1) To conduct diagnostic evaluation test to identify slow learner and
advanced learner
2) Innovative Formative and summative evaluation to gauge the
Knowledge and Skills.
3) Evaluation of PSOs and COs.
4) Unique Exam seating arrangement of students.
5) Online availability of seating arrangement on college website during
examination.
6) Special software for timely declaration of exam result.
7) Examination Portal.
8) Conducting central assessment programme(CAP) in collaboration with
S.P.Pune university
9) Examination Reform workshop for teachers and supporting staff.
Dr. Ravindra V. Kshirsagar
College Exam Officer
Progressive Education Society’s
Modern College of Arts, Science & Commerce Ganeshkhind, Pune – 16
DEPARTMENT OF EXAMINATION