Functions of Examinations Office
The Examination Office is assigned to oversee the following:
1) Requesting the Deans of Faculties to submit their examination papers which are duly and internally moderated to the Examinations Office.
2) Receiving from Deans of Faculties all examination papers and to issue receipt of acknowledgment.
3) Preparing examination timetables and sitting arrangements for all examinees as well as preparing and stamping answer booklets and educating students on matters pertaining to examination rules and regulations.
4) Preparing invigilators’ schedules.
5) Handing over to the invigilators examination papers and list of students expected to take examinations.
6) Supervising the daily operations of examinations and making site visits to all examination rooms/halls on daily basis to ensure that rules and regulations are implemented.
7) Receiving from invigilators Answer booklets tallied with the exact number of students who sat for that paper. The receipt shall be dully acknowledged.
8) Handing over the Answer booklets/Scripts to the course instructor/lecturer together with the list of students who sat for that paper. The Instructor/Lecturer shall mark those scripts and return them to the Examinations Office within two weeks with results tallied exactly to the number of scripts.
9)Lecturers/Instructors are expected to upload results of their students on SARIS and submit PDF hardcopies of the same to the Examinations Office.
Condition for examinations
A student pursuing studies at the university shall be admitted to an examination room on condition that;
a) He/she does not owe the University any fees required and or other financial dues.
b) He/she fulfils not less than 75% of overall attendance in every subject in the semester.
c) He/she has completed coursework for the subject being examined.
d) He/she is not barred by any lawful order or any other law from sitting for the examination in question.
e)He/she has obtained a clearance card allowing him/her to sit in the examination.
Examination Instructions for Students (These instructions may change from time to time)
1.Before the start of examination, an Invigilator shall make an announcement concerning all the necessary and important steps regarding the particular examination.
2.Subject to sub section (1) of this section, all students shall abide by any announcement made by Invigilator in the examination room.
3.Candidates must bring with them Examination card and be ready to produce identification card during any inspection. Candidates may not be allowed to enter the examination hall without it.
4. Candidates shall be allowed to enter examination room 10 to 15 minutes before the beginning of examination.
5.Late coming candidates will not be allowed to enter the examination room after 30 minutes from the beginning of the examination.
6.Candidates should strictly get themselves seated in accordance with ‘the sitting plan’ designed by the Examinations Office; failure do so might lead to your exam booklet being lost or misplaced. Any candidate found in a place not supposed to be shall be asked to leave and go to the appropriate place for him/her, any time lost in this process shall not be compensated.
7. Cell phone and personal bags are not allowed in to the examination area. If you bring them, you must deposit them, at your own risk, with security personnel at the main gate.
8. No Candidate is allowed to enter or leave the examination room with an examination answer booklet, either empty or used.
9. Candidates should not enter the examination room with unauthorized materials such as bags, books, pieces of papers cell phones and other electronic devices. Any candidate found with unauthorized material in the examination room shall be treated as if he/she has attempted to cheat.
10. It will be considered a ‘cheating case’ or an attempt to cheat if any student(s) found with the following in examination room:
a. Unauthorized material in their possession including cell phones.
b. Talking or conversing or communicating with other students.
c. Written prints on body parts, clothes, pieces of papers, rulers, desks, and anywhere else in the surrounding of the student’s desk by pen or henna or tattoo.
d. Exchanging of material during the examinations.
11. Invigilators have the power to confiscate any unauthorized material found in the examination room (including cell phones) and expel from the examination room any students who creates disturbance.
12. Candidates should not write anything on the question paper except their Registration Number. Any rough work must be done in the answer book and then cancelled out.
13. Any query regarding the questions should be clarified within half an hour from the beginning of the examination.
14. Writing with any ink other than blue/black is prohibited.
15. Use of correction fluid is strictly prohibited during the examination.
16. Unless instructed otherwise, Candidates should handover their answer booklets to the invigilator and make sure that he/she signs it.
17. A student shall not, while examination in session be allowed to leave the examination room for the reason of visiting the washroom except with the permission of Invigilator, provided that the Invigilator escorts the students when he/she has a reason to suspect him/her. This allowance shall only include the following cases:
a. Cases which have been officially and medically confirmed.
b. An emergency case which the invigilator may find genuine.
18. In case a candidate has been allowed to go to toilets, he/she may be required to sign an appropriate form and accompanied by the invigilator. The maximum time the student allowed is 5 minutes. If a candidate takes more than 5 minutes he/she may be denied the right to continue with examination. In this case the candidate’s paper will be marked and the mark obtained will be considered as the mark he/she achieved in that examination.
19. For each examination paper a Candidate misses, he/she must give reasons for their absence. A form specially designed for this purpose is available at the examinations Office. If you were sick, make sure the Medical Doctor certifies that you were unable to sit for the examination. Absence due to family bereavement will be accepted for immediate family members only, provided that the Examination Committee is informed immediately of the death.
20. Any student who contravenes this section shall be disqualified from continuing examination.