Minutes of Meeting

A meeting was conducted in IQAC at 11:00am on 8th August 2017 regarding the Examination and Evaluation system of SGT University in Vice – Chancellors committee room.

The Following members were present:

1. Vice-Chancellor
2. Pro-vice Chancellor
3. All the Deans
4. Dr T.D Dogra- Co-ordinater IQAC for the meeting
5. Dr H.S Grover- Dean Education, Examination and International affairs
6. Dr S.C Mohapatra- Dean Academic affairs
7. Dr Amit Goel- professor, Faculty of Engineering and Technology
8. Dr Sharma- Controller of examinations
9. Mr Balwinder- Examination Branch
10. Dr Astha Chaudhry- Sub Dean
11. Dr Amit Bhardwaj- Sub Dean
12. Dr Akshay Munjal- Co-ordinater

To start with the Vice-chancellor welcomed all the participants, he briefed the significance of the curriculum and evaluation process in a University set up, hence gave insistence on serious ness of the purpose of such periodic discussion. After that he asked Prof. T D Dogra for presentation and discussion on the agenda items to come at logical conclusions.

Prof. T D Dogra, explained the existing recommendations of UGC in 11th and 12thfive-year plan documents circulated in April 2009 subsequently reaffirmed in oct 2012 and new guidelines issued by UGC for 2017-18.

These guide lines state that in any certificate, undergraduate, post graduate and diploma course/es the external examiner may be called for evaluation and assessment in summative examination at the end of semester.In view of the above detailed discussion was held among deans and other members and following was decided unanimously.

Prof. Turan commented that since, SGT University is in early stage, we need to abide by the guidelines of UGC. Once, we get recognition by UGC or NAAC, then we can design or reform our policies of our own. Hence, we may not go for 100% summative examinations as internal examination.

Pro-vice chancellor said, however, we can explore the methods to reduce the cost/expenses involved in examinations.

Prof S C Mohapatra dean, academics supported the CAP system.

1. UGC Guidelines suggest that all the students pursuing certificate, diploma, degree, UG,PG, Research courses have to undergo external evaluation at the end of each semester as per syllabi or credit schedule and it was approved unanimously.
2. “Centralized assessment program” (CAP)system of evaluation may need to be adopted where in the evaluation of answer papers will be done at the central area in the examination branch under CCTV surveillance for a focused evaluation and targets should be cleared to the evaluator in the beginning itself (7 answer sheets per hour accounting for 50 answer sheets/day).
3. An “internal and external resources question bank” should be created and submitted to Controller of examination sticking to the domains of the syllabus from where randomly, the questions can be used for regular and supplementary examinations by the Controller of Examinations. The questions in question bank should be categorized according to the level of difficulty index, discriminatory index and other norms should be set about the percentage of questions that will be used from each category to prepare a question paper.
4. The moderation of question papers should be done by a committee (not an individual) who are proficient in the same subject in the office of COE (Controller of Examinations).
5. A special supplementary examination or summer semester should be observed after 5th semester to clear the supplementary of students to make them eligible for appearing in the placement exams or interviews especially for engineering and Management students.
6. About 5% of the sample copies can be scrutinized by IQAC to evaluate for appropriateness of correction.
7. No remuneration should be given to the internal evaluator for setting up of question paper or invigilation or evaluation, provided the duties are being performed on the working days and within the working hours of the Institution. However, if any of these are performed on holidays, a compensatory leave or nominal remuneration can be provided to the faculty.
8. This “No remuneration policy” for paper setting, invigilation or evaluation should not inhibit the faculty from performing these duties within the working days and working hours of the institution and Deans of the respective faculties should ensure complete attendance of the faculty for the prescribed duties by the examination branch.
9. The new question paper format wherein 50% of the questions are objective will make the evaluation system easier as the objective type questions will be checked electronically. The Descriptive part will be checked by external examiner.
10. The formative assessment system should be made strong and should account for 40% of total marks with summative assessment accounting for 60% of the total marks.
11. The answer sheets should not be shown to the students except on request of scrutiny or rechecking etc.

Dr. T.D Dogra
Director, IQAC