Procedure

Table of Contents

Timetables
Responsibilities of Head of Department
Responsibilities Of The Internal Examiners
Procedures For Barring Students From Examinations
Examination Stationery Requirements
Appointment of Invigilators, Invigilator-in-Charge or Chief Invigilator
Invigilation
Admission of Candidates
Reading Time
Collection of Answer Scripts
Cancellation of An Examination-in-Progress
Breach of Examination Regulations
Scheme of Marks And Grades
Mark Sheets
Return of Marks
Departmental Examinations Board Meetings
Faculty Examinations Board
University Examinations Board
Minutes of Meeting
Notification of Examination Results
Administrative Responsibility
Appeal For Review of Examination Results In Respect Of Individual Courses
Appeal For Review of Classification Of Degree, Diplomas and Certificates

This document should be read in conjunction with the Universiti Brunei Darussalam Examination Regulations.

TIMETABLES

1. For each Examination the Registry (Examinations Office) will prepare:

1. an Examination Timetable, to be published at least a week before the start of the Examination,

2. a detailed schedule of examination processes, deadlines and meetings, following the schedule set down in Appendix A to these Procedures.

RESPONSIBILITIES OF HEADS OF DEPARTMENTS

2. The responsibilities of a Head of Department with regard to Examinations are as follows:

1. (i) Barring of students from examination(s)
   
   Making recommendations to the Faculty Dean regarding any student(s) to be barred from an Examination (Regulation 10, UBD Examination Regulations) at least a week before the start of Revision Week. Before making any recommendations to the Faculty Dean, the Head should bear in mind the following:

1. Barring from the examination is a last resort, and lecturers should do their best to check attendance problems by counselling students and then issuing formal warnings as soon as any shortfall in attendance is noticed.

2. A lecturer should report regularly to his Head of Department on the poor attendance of any student registered for a course. The Head of Department should keep the Faculty Dean informed and should issue written warnings to students who regularly absent themselves (copy to the Dean of Students). A written warning should be issued by the end of the seventh week of the Semester. Barring from the examination should only be recommended when despite formal written warnings, a student still fails to attend classes and submit coursework.

3. Bearing in mind that attendance registers are not kept at all lectures, the most satisfactory way of monitoring student attendance is through the submission of essays, performance in written tests, and attendance at lectures, tutorials and practical classes, all of which are compulsory.

4. Although the amount of written work submitted to lecturers varies considerably from one department to another, as a guideline, barring from the examination could be considered in the case of a student who submits less than half of his written assignments.

• Examination question papers

1. Convening a Departmental Examinations Board Meeting to review and approve the draft question papers and then submitting the final camera-ready versions (including the cover sheets) of the question papers to the Examinations Office in the official envelopes provided by the Examinations Office

2. Separate Departmental Examinations Board Meetings should be held to approve the third and fourth year papers, which need to be sent to the external examiners, and for the first and second year papers which do not require external review.

3. On receipt of comments from the external examiner, the Head of Department should discuss the comments with the examiner(s) concerned, and if necessary submit a revised version of the papers to the Examinations Office. An additional Departmental Examinations Board Meeting is not required.

3. Approval and Submission of Results

   1. Holding a Departmental Examinations Board meeting as soon as possible after the last paper from the department has been taken and submitting the agreed departmental marks to the ICTC.

   2. Attending the Faculty Examinations Board, with one representative from the Department, to present the results and any recommendations made by the Department

4. Disposal of Answer Scripts

    The Head of Department should retain the Examination Answer Scripts in a safe place, for consultation by an External Examiner or an Academic Assessor on request. The scripts should be retained for the following periods:

   1. For degree programmes, third and fourth Year Scripts should be retained for two years after the end of the academic year in which they were taken.

   2. For degree programmes, First and Second Year Scripts should be retained for one year after the end of the academic year in which they were taken.

   3. For diploma and certificate programmes, all scripts should be retained for one year after the end of the year in which they were taken.

   Examination Answer Scripts should be sent to the Examinations Office for disposal, after the expiry of the period for which they are to be retained.

5. Ensuring that all staff in the Department are familiar with University Examination Regulations and Examination Procedures as defined in these documents.

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