GUIDELINES : CONDUCT OF EXAMINATION

Infrastructure of the Examination Campus/Centre

  • The Examination Campus will refer to a larger campus, whole or part of which will be designated as the Examination Centre.
  • The Examination Centre cannot be used for conducting any other activity simultaneously at the time when the examinations are being conducted. The Examination Centre should be blocked for the entire number of days beginning with the day of the first examination and ending on the day of the last examination, for conducting the examinations ONLY.
  • The Examination Centre must necessarily be physically safe and protected/well-guarded by security officials designated by the respective ECB. The security officials must be trained and well-equipped to prevent/handle any outside intervention/disturbance from any individual/organization.
  • All Examination Centres must be safe and healthy, and no part of the examination Centre must pose or present any possibility of injury/harm to any student or officials.
  • No construction/maintenance work must be ongoing in any Examination Centre during the days allocated for the examination.
  • The Examination Centre must have a safe distance from the road/street/localities to ensure that there is no disturbance/noise during the examinations.
  • No part of the Examination Campus outside the Examination Centre must present any disturbance or physical/mental/emotional threat to any student or official, whether through any individual or group or activity, during the entire number of days of the examination.
  • The Examination Centre should necessarily have provision to accommodate smooth and convenient mobility of any physically disable student or official.
  • The Examination Centre Head is liable to ensure that no student should be allowed to enter the Examination Centre without the possession of correct Hall Ticket. While checking the Hall Ticket at the entry/gate of the Examination Centre, the Examination Centre Headpersonally or through his authorised representatives /staff must ensure that:
    • The student possesses the correct Hall Ticket for the respective examination.
    • The Hall Ticket bears the clear/correct photograph that matches with face of the student.
    • The student does not carry any communication devices, notes, books or any other material inside the Examination Centre except pens, pencils, rulers, erasers, sharpeners, pencil boxes/cases.
    • If need be or in case of any suspicion, the student is thoroughly scanned/frisked by the persons authorised by the concerned Centre Head, necessarily of the same gender as the student, to ensure that no material is hidden by the student in the form of slips/chits or in any other form for the purpose of (or even without the purpose of) using any unfair means during the examination.
    • The student is not subject to any physical, emotional, mental or any other threat/torture/harassment during the process of checking at the entry or any other point in the Examination Centre or its designated Examination Campus.
    • No other person should enter the Examination Centre EXCEPT the student, on any pretext, including but not limited to accompanying the student till his designated/allocated room in the Examination Centre.
  • The Examination Centre must clearly display the following, at an appropriate place/point and in clearly written language/text, at a height/point suitable for all students and officials to read:
    • A clear and thoroughly written banner/board or similar object displaying 'Examinations in progress'.
    • A clear and legible board displaying the schedule/time-table for the examinations.
    • A readily available Hard-Copy of the Examination Byelaws.
    • A ready roster of the seating arrangement for students for all examinations, clearly specifying the map of the examination Centre, the rooms allocated and the roll numbers or the students allocated to the particular rooms.
    • A ready roster of the Examination Centre Head and the invigilation staff, clearly specifying the allocated staff/officials to the respective rooms.
  • The Examination Centre must necessarily have the following as part of its infrastructure:
    • Clean and Healthy 'Drinking Water' Facilities for all students/designated officials.
    • Separate and clearly marked/designated washrooms for Female, Male as well as Physically Handicapped.
    • A readily available first-aid box and a designated Medical Practitioner/Doctor.
    • Clean and well-ventilated rooms to conduct the examination.
    • Appropriate/safe/comfortable and well-spaced furniture and seating arrangement to ensure that the students taking the examination are comfortable and can focus on the examination without any disturbance/inconvenience whatsoever.
    • Well-spaced seating arrangement to ensure that no student is able to interact with any other student during the course of the examination or be able to see into the desk or answer-sheet of any other student.
    • Well-lit rooms where the examinations are conducted, with electrical lights suitable to ensure clear reading and writing, fans, air conditioners, noise-less power back-up facilities.
    • A 'Feedback/Complaint/Grievance Register for students to provide their feedback and complaints.
    • White/Black-Boards and Chalk/Marker.
    • A clear and well-placed working time-piece or wall clock in every room.
    • Centrally-Monitored CCTV cameras (with recording facility) in every room as well as through all areas of the Examination Centre, with washrooms being the only exception.

Examination Centre Board (ECB)

  • The Examination Centre Board is a body of individuals who are responsible for conducting the examinations at the respective Examination Centre. The ECB must preferably be comprised of academicians, subject-matter experts and other individuals who have served as invigilators during any other examination of any authorized/valid/recognized Board/University/College. It is complete liability and responsibility of the ECB to ensure that the examinations are conducted with integrity, in complete adherence with the Examination Byelaws.

Constitution of the ECB

  • The ECB must be presided by a designated and appointed Chief/Examination Centre Head who should ideally be satisfying all the criteria mentioned below:
    • An individual who legally owns the physical property/facility of the Examination Centre.
    • An individual who has prior experience in conducting and supervising examinations of any authorized/valid/recognized Board/University/College.
    • An individual who is ready to take the responsibility of conducting the examinations with fairness and integrity as per the Examination Byelaws.
    • An individual who is not physically challenged/handicapped or disabled.
    • An individual who must take the responsibility of constituting the ECB as per the Examination Byelaws.
  • In the case of any particular individual not meeting all of the above criterion, certain other individuals may be considered eligible to be appointed as the Chief of the ECB/ Examination Centre Head. In such cases, the Governing Council/Board/Committee (or similar Committees of key members of respective Foundations/Companies/Trusts/Societies or similar legal entities) of the institution where the Examination Centre will be located, must pass a resolution to the same effect, clearly in the presence of the legal and physical owner of the facility of Examination Centre and in the presence of the individual to be designated as the Chief of the ECB/Examination Centre Head. In such cases, the appointed Chief of the ECB/Examination Centre Head should be any of the following individuals:-
    • An individual who has a proven track record as an accomplished academician of intellect, integrity and reputation.
    • A serving Government Official from the Education Ministry/Department of the Central/Federal/State/Provincial (or of any equivalent) Government of the respective country, who may be designated as the Chief of ECB/Examination Centre Head, with prior permission (No Objection Certificate) from his/her current Government Department/Body/Authority clearly specifying that becoming the Chief of the ECB / Examination Centre Head is in no way in contention/competition/interference with the current profile/nature of his/her duties.
    • A retired Government Official with a clean record and reputation, of the Central/Federal/State/Provincial (or of any equivalent) Government of the respective country.
    • An individual who has been designated by the legal owner of the Examination Centre and its physical property/infrastructure through a written permission of such representation.
    • A member of the Governing Council/Board/Committee (or similar Committees of key members of respective Foundations/Companies/Trusts/Societies or similar legal entities) of the institution to be designated as the Examination Centre.

Note: Notwithstanding any of the above, the Chief of the ECB/ Examination Centre Head or any other member of the ECB should under no circumstances, have any criminal record.

Appointment of other members of the ECB

  • The ECB should ideally comprise of academicians and educators with a proven track record and good reputation. In cases where the members are not academicians, they should ideally have experience in the administration, management and other departments related to the functioning of educational institutions, universities, boards or education conglomerates. The members of the ECB in addition, must be appointed through a formal procedure, which designates them as members of the ECB. All such members must be issued formal 'Letter of Appointment' to the ECB along with a copy of the Examination Byelaws, duly signed and stamped by the Chief of the ECB/ Examination Centre Head to be known as Examination Centre Head and the legal owner of the physical property of the Examination Centre. Additionally, such formal letters must clearly mention the purpose, details and duration of the examinations.
  • Upon the successful receipt of such letters, it is the responsibility as well as liability of the ECB Chief/ Examination Centre Head, to obtain formal 'Letter of Acceptance' from all the prospective members within 7 working days of them receiving their respective 'Letter of Appointment'. The 'Letter of Acceptance' must be duly signed by the respective ECB member, clearly specifying that they accept the role of an ECB member and that they will ensure the following, without any exceptions:
    • That they will be physically present at the Examination Centre during the entire number of days of the examination or the days allocated to them for specific examinations as the case may be.
    • That they have read the Examination Byelaws prior to the issuance of 'Letter of Acceptance' from their side and agree to follow the Examination Byelaws in totality.
    • That they will ensure that they reach the Examination Centre an hour prior to the commencement of the examinations for which they have been appointed as member of the ECB.
    • That they will discharge their roles and duties with fairness, integrity and commitment.
  • Post appointment of the ECB, it is the responsibility of the ECB Chief/ Examination Centre Head to issue a formal 'Undertaking' to the NWAC Regional Office, along with the following documents:-
    • A copy of the resolution of the Governing Board/Committee (duly signed by all members and stamped with seal of the institution) of the respective institution and on the Letter-Head of the respective institution, which will serve as the Examination Centre, clearly mentioning his/her appointment as the ECB Chief/ Examination Centre Head.
    • A duly signed and stamped (institutional stamp) 'Undertaking' as prescribed in the Examination Byelaws.
    • Resumes of all the ECB members including himself/herself, bearing clear passport-size photographs of the respective member.
    • Self-Attested Copies of all the 'Letter of Appointment' issued to the ECB members.
    • Self-Attested Copies of all the 'Letter of Acceptance' obtained from ECB members.
    • Copies of Government issued/authorized identity proofs, duly attested by Gazette Officer/Government Officer/Oath Commissioner or any other higher/Government Authorized Official/Member of Judicial system of the respective Central/Federal/State/Provincial Government.

Roles and Responsibilities of ECB

  • The primary objective of the ECB is to ensure that all examinations are conducted with fairness and integrity without any exceptions, and in total adherence to the Examination Byelaws. To achieve this primary objective, the ECB (as a body with complete support from its members) and its members will commit themselves to the disbursement of their additional roles and responsibilities as mentioned below:
    • Prior to the Commencement of Examinations
      • The ECB will ensure that all the facilities are in good shape maintenance at the Examination Centre at least 24 hours prior to the commencement of the examination.
      • That there are designated members of the ECB who will bear the responsibility of ensuring that all question papers are kept in a safe and secured environment, without any access of any member outside of the designated members of the ECB.
      • That there is no possibility of damage/leak of any question papers through any individual/organization.
      • That all the CCTV cameras are functional and well-installed to record all events in the Examination Centre (with washrooms being the only exception).
      • That the Examination Centre clearly displays all the relevant information and instructions for students as specified in the Examination Byelaws
      • That the Examination Centre is 'Ready' and 'Prepared' to conduct the examinations as per the guidelines mentioned in the Examination Byelaws.
    • During the Examinations :Examination Hall Regulations
      • The seat number for each examination to be taken in examination room will be displayed outside each examination room. Each desk will be numbered to help the student locate the correct seat. Students sitting in the special facility venues (meant for students with special ability/disablement) will be informed of their seat number at the Examination Centre on the day of the examination. The seat number will be used to verify the student attendance.
      • Examination conditions apply as soon as the student enters the examination room. If the student has any queries inside the examination room, he/she must raise his/her hand and speak to a member of ECB only.
      • The student must place his/her Examination Hall Ticket on his/her seat so that they can be viewed easily by respective ECB member. The student must ensure that their Examination Hall Ticket does not have any additional notes or markings to avoid being suspected of an examination irregularity.
      • Itis the responsibility of the student to check that his/her respective desk/surroundings do not have any hidden material/markings. If the student is found with unauthorized materials on or under his/her desk, or about your person, you will be deemed to have used them. It will not be a defence to say they were not used. Random checks will be made by staff during the course of each examination.