Following a meeting with members of the Registrar’s Office, the KSU Education Office would like to highlight the correct procedures for the publication of examination scripts and the use of examination codes. These codes are numbers assigned to each particular script to maintain anonymity during correction. They are unique to each script which is used by the student for each exam and serve to maintain transparency.
Nevertheless, the KSU Education Office occasionally receives reports of inappropriate procedure and will act upon any such report, so please do not hesitate to contact us on firstname.lastname@example.org and inform us of this.
Prior to the exam:
Questions, marking schemes as well as other criteria for assessment are set by the lecturers in charge of the study-unit. Where more than one lecturer is involved, a Study-Unit Coordinator will oversee this process.
13. (3) The lecturer or Study-Unit Co-ordinator shall be responsible for the setting of the questions, the mark scheme, and/or any other Assessment criteria as appropriate, provided that when a Unit is taught by more than one lecturer, the Study-Unit Co-ordinator shall be responsible for coordinating the production of the Examination paper, including the gathering of questions from the individual examiners/auxiliary examiners, the writing of the rubric and all other matters related to the proper production of the Examination paper.
The Board of Examiners, which is made up of at least three members of the academic staff , is appointed beforehand by Senate and is responsible for checking that the paper is suitable and also play a role in the allocation of final marks. The members on this board will include the Head of Department as chairman, an external examiner if appointed, and at least two other examiners including the lecturer or Study-Unit coordinator.
12. (1) There shall be a Board of Examiners for the assessment of each Study-Unit. The Board of Examiners shall be solely responsible to Senate for determining the marks to be awarded to each student.
(2) The Board of Examiners shall be appointed by Senate on the recommendation of the Board and shall be composed of the Head of the Department academically responsible for the Study-Unit concerned as chairman, the external examiner when one is appointed, and not less than two other examiners including the lecturer or the Study-Unit Co-ordinator, provided that for Boards of Examiners for dissertations and in cases where the Head of Department is also responsible for the teaching of the Study-Unit, the Head may delegate the chairmanship.
13. (1) The Board of Examiners, collectively, shall be responsible for:
(a) the preparation of the Assessment to ensure that it meets the requirements and objectives of the Study-Unit and that it covers the subject content specified in the Study-Unit description or syllabus; and
(b) the correction of scripts and the moderation and award of the final marks.
(c) reviewing the marks of students who do not obtain an overall pass mark for a Study-Unit before the final result is agreed to and published.
(2) The Chairman shall:
(a) ensure that the process of examination is conducted properly and in a timely manner;
(b) where necessary, engage in discussion with members of the Board of Examiners with a view to agree the Assessment questions and mark scheme; and
(c) convene a meeting of the Board of Examiners to review and agree results, provided that a Department may agree that the Boards of Examiners of all or of selected study-units are convened at one meeting during which the results of the study-units concerned are discussed. In such cases the responsibility of agreeing the results of each Study-Unit remains solely with the members of the Board of Examiners appointed for that Unit.
14. (1) The Examination process shall include a review procedure as follows:
(a) when a paper is set by one or two examiners, another member of the Board of Examiners shall be designated as the reviewer; and
(b) when three or more examiners are responsible for the setting of an Examination paper, and it is not practicable to appoint another member to act solely as reviewer, the review process shall be conducted by members of the Board of Examiners so that the questions and associated mark schemes prepared by one examiner are reviewed by another.
(2) The reviewer shall:
(a) ensure that the Examination paper is clear and unambiguous and that it addresses the learning outcomes of the Study-Unit in question;
(b) ensure that the Examination paper is properly proofread and that the paper and mark scheme are free of error and of the required standard;
(c) ensure that the marks allotted to each question are indicated on the examination paper; and
(d) work out the paper him/herself to look out for any inconsistencies and discrepancies where applicable.
15. When External Examiners are appointed for a written Examination, weighted 60% or more, the Board of Examiners shall submit the draft Examination paper and mark scheme for their advice. External Examiners may suggest questions of their own.
The exam paper is then signed and forwarded to the departmental secretary in order to start the process of preparation for the exam, including photocopying the exam paper, and so on.
On examination day:
The exam paper is given out and all the instructions are given on what materials are allowed, how to fill out the booklet front sheet and any particular procedures on filling in booklets intended for different lecturers to correct. The students are required to write their names down only once on the first page above the broken line as instructed.
Once the exam is over, the invigilator starts the reconciliation to confirm that all exam papers and booklets used were handed back.
Correction of examination papers:
A unique number is assigned to each script, in ranges allocated according to the faculty. This number is tied to a script and not to a student and therefore will change for each exam the student sits for. This number is then written at the top of the paper and near the student’s name.
The part of the exam paper containing the student’s name is then cut off and the exam paper, containing only the office number, is handed to the examiners for correction.
When all the papers have been corrected, they are handed back to the departmental secretary along with the marks allocated to each number present on the scripts. The slips are then compared with the mark sheet in order to confirm student identities and the results are inputted.