1.                  ELIGIBILITY FOR EXAMINATION

 

All students who are duly registered for courses in a given semester are eligible to sit for examination in those courses. However, those who belong in the underlisted categories are not eligible to sit for examinations.

 

a.       A student who has not paid up his school fess and other University approved fees.

b.      A student who absents himself/herself from the University for more than 30% of the stipulated lecture/practical periods in any semester without official permission. Such a student shall normally be deemed to have voluntarily withdrawn from the University.

c.       A student on suspension from the University for one reason or another.

 

2.                  ABSENCE FROM EXAMINATION

 

a.       Students must present themselves at University examinations for courses for which they have registered under these regulations. Students, who fail to do so for reasons other than illness or accident, shall normally be deemed to have failed the course(s) or the entire examination as the case may be.

b.      Absence from an entire semester examination or from much as 80% of the examination without a legitimate reason shall be recorded as failure for the student and will earn him or her an extra semester.

c.       Any student who, on account of illness/accident is absent from a University examination or parts there of, shall be required to do the following in order to avoid failure being recorded for his or her.

i.         Report the illness/accident to the Registrar; and attach a Medical Report that has been endorsed by the University Medical Officer within 48 hours of the absence, for the validation of the claims made by such a student.

ii.       Such a student shall be expected to register for and take the course/examination at the next available opportunity, i.e. the next semester in which the course(s) is/are on offer.

iii.      Where a student, on account of illness or accident, misses an entire semester examination of more than 50% of the examination, he or she shall be required to spend an extra semester to make up for the absence before graduation.

 

3.                  CONDUCT OF EXAMINATIONS

 

3.1              Invigilator

 

3.1.1                    Appointment of Chief Invigilator/Invigilators

 

a.       A list of all academic members of staff in each Department shall be prepared by each Faculty Officer (in consultation with the relevant Head of Department) at the beginning of each semester. The list shall be updated from time to time to include new members of staff.

b.      The Faculty Officer (FO) shall forward the list to the Sub-Dean who shall prepare the invigilator schedule in such a way that for every examination room, there shall be a Chief Invigilator who shall ordinarily not be of a lesser status than a Lecturer I, and at least one invigilator for every one hundred (100) students. This Chief Invigilator/Invigilators: Students’ ratio shall be employed to work out the number of invigilators required for examination halls having in excess of 100 students.

 

3.1.2                    Duties of a Chief Invigilator

 

The Chief Invigilator assigned to each examination room shall:

 

a.       Report to the examination hall at least 20 minutes before the commencement of the examination and ensure that the room is ready for the use of the students;

b.      Supervise/Ensure the proper conduct of all the examinations put under his care at any particular examination room/hall;

c.       Ensure that the seating arrangement in the examination hall is either according to the number of groups taking examinations at each particular time or at the discretion of the Invigilators who shall ensure the breaking up of organized seating arrangement by students;

d.      Collect from the Dean of HOD the question papers in sealed packets/envelopes at least half an hour before the examination is due to start. Each of the packets/envelopes of question papers must be held up and shown to the students and opened in their presence at the time appointment for the commencement of the examination in subject to which the packet relates;

e.       Allow examiners into the examination hall for as long as may be necessary in the first thirty (30) minutes of the examination to correct possible errors in the question papers or clarify any doubts in connection with questions papers. In case of doubt, reference shall be made to the Chief Examiner in the subject;

f.        Ensure that students are properly checked-in into the examination hall and be satisfied that no student smuggles notes or unauthorized materials into the exanimation hall. Students shall not be allowed into the examination hall earlier that ten (10) minutes before the commencement of such an examination;

g.       Ensure that Invigilators exercise constant and vigilant supervision over the students. While the examination is in progress, no person(s) other than the Principal Officers, Deans, Heads of Department, DR (A), the Chief Invigilator, Invigilators, the Assistants, and the Medical Officer (or his representatives), shall be allowed to enter the examination hall, except that the examiner in each paper shall be present during the first thirty minutes of the examination and/or such other time as may be required.

h.       Ensure (with the assistance of the Invigilator) that the Attendance Sheet is duly signed in triplicate by each student and countersigned by the Chief Invigilator;

i.         Ensure that silence is maintained by the students throughout the period of the examination. The only permissible way of attracting the attention of the Invigilator shall be by a show of hand;

j.        Notify students of the time, thirty minutes and five minutes before the close of the examination;

k.      Arrange, with the assistance of an Invigilator or Examination Assistant/Attendant, to send any student who falls sick during the examination to the clinic for the treatment and submit a report (using the prescribed form) to the Sub-Dean on the incident;

l.         Coordinate the collection of examination scripts for the students by the Invigilator at the close of an examination. Invigilators shall move from row to row collecting the scripts from the students and on no condition shall students be allowed to stand up or leave the hall while their scripts are lying on their desks. The Chief Invigilator, with the assistance of other Invigilators, shall check the students’ script against the signed Attendance Sheet, in triplicate, for the particular examination. He/She shall then seal the scripts together with a copy of the Attendance Sheets and at least four copies of the question papers and deliver them to the HOD/Representative, who shall be made to sign for the scripts collected on the prescribed from, immediately after the examination.

m.     Maintain constant vigilance throughout the examination session in which they and other Invigilators are in attendance. They and other Invigilators are in attendance. They shall consider any misconduct or irregularity that may be brought to their notice in connection with an examination and shall send a report of each case, within 24 hours, to the Vice-Chancellor (through the Dean of the Faculty) with a copy to the Registrar and the Head of Department concerned immediately after the completion of the examination in respect of the paper of which the misconduct took place. A Chief Invigilator/Invigilators that so wish may send an advance copy of such a report to the Vice-Chancellor. Students involved in acts of examination misconduct, shall normally be allowed to complete writing the examination but on a new booklet; while appropriate indication are entered and signed by the Chief Invigilator/Invigilators on the front page of the seized answer scripts immediately after the examination. In addition, such students shall be expected to complete appropriately the prescribed examination report form.

n.       Take record of the participant and conduct of all Invigilator and Assistants under him for onward transmission to the Dean after the examination;

o.      Invite the attention of University Security personnel to an examination hall if his/her opinion that becomes necessary;

p.      Ensure that students sign the Attendance Sheet in triplicate, one copy each of which should be included in the scripts’ envelope, one submitted to the Dean, and the third one to the Academic Office in the Registry. The Academic Office is expected to collect its copy just before the end of an examination;

q.      Ensure that all examination materials including the Attendance Sheet are distributed appropriately to the examination hall;

r.        Ensure that the starting/ending time is put on the chalk board for each course being examined.

 

3.1.3                    Duties of Invigilators

 

Invigilator shall:

 

a.       Report to the examination hall, thirty minutes before the commencement of the examination and ensure that the room is ready for the use of the examination;

b.      Assist the Chief Invigilator in the discharge of his/her duties;

c.       Ensure that students write their Matriculation Numbers clearly on the answer booklets immediately before the commencement of the examination to prevent swapping of booklets during and after the examination;

d.      Ensure that students do not write their names on the answer scripts;

e.       Distribute question papers and necessary examinations material to students;

f.        Constantly watch the students to prevent cheating or other examination malpractices;

g.       Provide any legitimate aid immediately, to any student who raises his/her hand to request for assistance.

h.       Ensure that no student enters the venue of the examination with materials other than those allowed for that examination;

i.         Ensure the proper completion of the Attendance Sheet, in triplicate, by students;

j.        Have power to search students before or during any examination and to seize from them, unauthorized materials that may have been smuggled into the examination hall. Invigilators should make arrangement for same sex search at all times.

k.      Handle the invigilator exercise with all the seriousness it deserves. An Invigilator is not expected to simply sit through the examination, read books, newspaper or magazine, as the case may be, grade scripts, dose or sleep off and or chat idly away during examination.

 

3.1.4                    Disciplinary Action Against Erring Invigilators

 

The University holds examination as sacrosanct and as an exercise that must be administered and invigilated appropriately. It expects every academic staff to be involved in the invigilation exercise.

It shall also be an offence for any invigilator to handle the invigilator exercise in a manner that may compromise the integrity of the examination, including behaviors outlawed in section 3.1.3(k) above.

Absence from or lateness to examination hall by scheduled Invigilator without official permission or reasonable excuse shall be treated as a serious misconduct and shall attract appropriate disciplinary action.

A report of such absence or lateness and general misconduct shall be made by the Chief Invigilator to the Dean of the Faculty, who will in turn, forward same to the Vice-Chancellor for necessary disciplinary action. The Vice-Chancellor’s Monitoring Teams which shall be set up by the Vice-Chancellor to undertake general monitoring of all examinations shall also be expected to make their observation in this regard available to the Vice-Chancellor from time to time.

 

3.2              Handling of Answer Booklets

 

a.       Every Faculty must ensure that all answer sheets for examinations carry the Department stamp and date of examination. Any extra sheets given out must also be stamped as well.

b.      Answer booklets are security materials and it shall be an offence for anyone, whether staff or students, to put them to other use than they are meant for. Under no circumstance shall a student be in possession of an answer booklet other than the one officially handed over to him for the purpose of an examination and which shall be submitted to the invigilator at the conclusion of such an examination.

c.       Invigilator must ensure that students write their Matriculation Numbers clearly on the answer booklets immediately before the commencement of the examinations to prevent swapping of booklets during and after examinations.

 

3.3              Instruction to Students

 

3.3.1                    Specific:

 

Students shall:

 

(a)    Use or consult, during an examination, only such books, papers, instruments or other materials or aids as are specifically permitted or provided for the purpose of the examination being held;

(b)   Not introduce or attempt to introduce into the examination hall hand bags, books, notes, jotters, instruments or other materials or aids that are not authorized by the Invigilator;

(c)    Not enter any examination hall with any inscription on any part of the body, e.g. palm, arm, thigh etc, especially if such inscriptions bear any relevance to the examination;

(d)   Not pass or attempt to pass any information from one person to another during an examination;

(e)    Neither act in collusion with any other student(s) or person(s) nor copy, nor attempt to copy, from other students, during an examination;

(f)     Not disturb or distract any other student(s) or an Invigilator during an examination;

(g)    Not use or engage other people to sit for any University examination on their behalf;

(h)    Obey Invigilators’ instructions to ensure smooth conduct of the examination;

(i)      Go into examination halls with their ID cards and their clearance forms from the Bursary;

 

Failure to observe any of the rules from (a) to (i) above, shall, prima facie, constitute an examination misconduct, which shall attract appropriate disciplinary measure.

 

3.3.2                    General

 

Students shall:

 

(a)    Always ensure that they acquaint themselves with the examination regulations and instructions handed out to them;

(b)   Present themselves punctually at the time schedule for their papers. No student shall be allowed to enter an examination hall earlier than 10 (ten) minutes before the commencement of the examination. Misreading of Examination Time-Table is not an acceptable excuse for lateness to the examination hall and students, who arrive thirty (30) minutes after an examination has started, shall be admitted only at the discretion of the Chief Invigilator. Such student(s) shall not be given extra time and they shall be given a written reprimand by the Academic Office to which that lateness shall be reported in writing by the Chief Invigilator [On the Lateness to Examination Form].

(c)    Bring with them to the examination hall their writing materials and other materials which are permitted by the regulations. Lecture notes, textbooks, jotters, bags and other prohibited items, are not to be brought anywhere close to an examination hall. An Invigilator has authority under these regulations to seize such unauthorized materials from offending students and make recommendations as appropriate;

(d)    Keep strictly to the seating arrangements in the examination room to avoid confusion. Chairs arranged in the halls for examination purposes should not, under any circumstance, be removed;

(e)    Not be allowed to leave the examination hall without being accompanied by a staff member after question papers have been distributed. Time allowed a student to ease himself/herself shall not be more than what ordinarily can be considered reasonable. Even so, no student (except in very special circumstances) shall be allowed to leave the examination hall within the first thirty (30) minutes of the examination and thirty (30) minutes to the end of the examination;

(f)     Use only answer booklets and supplementary answer sheets that carry the Departmental stamp and date of the examination;

(g)    Write their Matriculation Numbers clearly on the answer booklets immediately they are seated and before the commencement of the examination. Unless otherwise directed by the Invigilator, students shall also write Matriculation Numbers on the questions paper immediately this is distributed.

(h)    Place on the table, their Faculty and University ID cards for Invigilators’ inspection at any time during the examinations;

(i)      Observe silence in the examination hall. The only permissible way of attracting the attention of the Invigilator is by a show of hand. While the examination is in progress, communication of any kind between students is strictly prohibited. Any student found to be giving or receiving irregular assistance commits a misconduct of which he/she may be penalized;

(j)     Not some or drink alcoholic beverages in the examination hall;

(k)   Not use scrap paper(s). all rough work should be done in the answer booklets and neatly crossed out. Supplementary answer sheets shall not be supplied until half-an-hour after the commencement of the examinations and not until the main booklet earlier distributed has been fully used. Such supplementary sheets shall be tied inside the main answer booklets even if they contain only rough work. Such must have the Matriculation Number of the student using them legibly written therein;

(l)      Not be allowed to submit their answer scripts in the first thirty (30) minutes of any examination. Students shall remain seated at the end of the examination while Invigilators go from row to row to collect answer scripts. It is the responsibility of students to ensure that their scripts are collected by the Invigilators before they leave the examination hall;

(m)  Satisfy themselves within the time allowed for the examination before handling in their scripts that they have inserted at the appropriate places, their Matriculation Numbers and the numbers of the questions answered. Except for the question paper and any other materials they may have legitimately brought with them, students shall not be allowed to remove or mutilate any paper or materials supplied by the University;

(n)    Observe the following conditions under which calculators shall be used:

i.         The use of electronic calculators except programmable ones shall be permitted.

ii.       The calculator must be small (hand-held) and battery/solar operated.

iii.      No student should borrow another student’s calculator during examination, as this practice shall be constructed as giving or receiving irregular assistance during the examination and shall constitute examination misconduct;

iv.     Instruction manuals are prohibited, as these often contain useful mathematical formulae and method(s). calculator packets and containers are also prohibited in examination halls;

v.       A calculator should be switched off on entry intro the examination room; and may only be switched on at the commencement of the examination;

vi.     Only one calculator per student is allowed.

vii.    Students shall make available for inspection by Invigilators, their calculators on entry into the examination hall and any time during the examination.

viii.  Handsets/Cell phones are not allowed into the examination hall.

ix.     A contravention of any of these conditions will be treated in the same way as cheating in an examination.

 

4.                  PENALTIES FOR EXAMINATION MISCONDUCT

 

Any student found to be involved in an examination malpractice/misconduct shall have imposed on him/her the sanction(s) relating to nature/type of offence(s) committed as indicated below. Where a particular form of examination misconduct not listed below is established against a student, he/she shall have imposed on his/her such nature of sanction(s) that the Students Disciplinary Committee may consider necessary.

 

Examination Offence	Penalty
Non-display of ID card	Strong Reprimand
Refusal to display ID card	Rustication for one semester
Entering the examination hall after the first 30 minutes	Strong Reprimand
Smoking in an examination hall	Rustication for one semester
Noise making during an examination	Strong Reprimand
Refusal to submit oneself for search by an Invigilator of the same sex	Rustication for one semester
Possession of scrap papers in the examination hall	Rustication for one semester
Possession of University examination or answer sheets (used or unused) outside of examination hall	Rustication for one semester
Mutilation or removal or any paper or answer script supplied	Rustication for one semester
Failure to submit answer script to the Invigilator after an examination	Rustication for one semester
Oral communication between students in the hall/room during an examination	Strong Reprimand
Communication involving passing of notes or other accessories to aid performance in an examination hall/room	Rustication for one semester
Possession and use of any material such as notes, scraps etc to aid performance in an examination hall/room	Rustication for two semesters
Refusal to sit for and/or preventing other students from sitting for an examination with a view to disrupting/disturbing the conduct of an examination	Rustication for two sessions for both or one session for each
Smuggling of prepared answer sheet scripts into an examination hall or submission of same under the false pretence that they were written in the examination hall	Expulsion
Smuggling of unauthorized books into an examination hall	Rustication for two semesters
Possession, acquisition of live question paper in typed/photocopy/handwritten form etc, before an examination is held	Expulsion
Stealing of another student’s answer scripts with the intention of submitting it as own scripts	Expulsion
Mutilation of another student’s answer script	Expulsion
Impersonation	Expulsion
Threat to Invigilator	Expulsion
Established cases of reproduction /copying /exchange of information during (for all the parties involved) the examination (which could be evident during marking of scripts)	Rustication for two semesters
Smuggling of dangerous weapons into examination hall/ examination premises	Expulsion
Exchange of answer scripts/ question paper during examination	Rustication for two semesters
Possession of cell phones/ handsets in the examination hall	Rustication for two semesters
Use of unauthorized mini-computer/ pocket calculators/ organizers/ GSM handsets for pre-coded answers	Rustication for two semesters
Writing of examination related notes on body or clothes	Rustication for two semesters
Removal of any piece of furniture from an examination hall this disorganizing the seating arrangement for the examination	Strong Reprimand

 

For the avoidance of doubt, any other misconduct concerning, connected with or pertaining to an examination or during an examination (not being one of those listed above) which is inimical to or subversive of the integrity of the University examination process, shall be an offence which would be punishable with appropriate sanctions ranging from ordinary reprimand to outright expulsion at the discretion of the SDC. Each misconduct shall be considered and punished on the strength of its seriousness.

Any undue interference on the part of a member of staff in the examination malpractice investigation process shall be considered as a misconduct, which shall be referred to the Staff Disciplinary Committee.