PROCEDURES FOR UNIVERSITY EXAMINATIONS (CURRENTLY UNDER REVIEW)
 
1 REGULATORY FRAMEWORK 
 
 University examinations are conducted within the framework of the University‟s General Rules for Undergraduate Degrees, Diplomas and Certificates, which may be found in are at Appendix A1. 
 
 
2 EXAMINATION TIMETABLES 
 
 Heads of Departments are required to provide information on the total number of subjects to be examined in their departments, including the approximate number of candidates, the duration of examinations and any special requirements, not later than the end of the midsemester break for the first semester examination period and not later than the end of the mid-semester break for the second semester examination period.  The information is to be provided on forms issued by the Examinations Officer in March and August (Appendix A2). 
 
 Draft timetables will be prepared and issued in May for the first semester examination period, and in October for the second semester examination period by the Examinations Officer (Appendix A3). Heads of Departments (and individual candidates) should notify him of errors, omissions, clashes etc, not later than two weeks before the start of the examination period in either semester on a form issued for the purpose (Appendix A4). 
 
The final timetables will be issued at the end of May for the first semester examination period, and at the end of October, for the second semester examination period. 
 
3 EXAMINATION PERIODS 
Examinations are held at the same periods – at the end of the first semester and the end of the second semester – every year.  The exact dates of examination periods are given in the Almanac. 
 
The Academic Board has resolved (3 March 1982) that all subjects for which there is a formal written examination be examined during the official designated examination week in either semester, unless prior approval has been obtained from the University Examinations Committee for the examination to take place at a different, specified, time. 
 
4 FORMAT OF EXAMINATION PAPERS 
 
The format which should be used for examination papers is shown in Appendix A5. 
 
5 PRINTING OF EXAMINATION PAPERS 
 
All masters of examination papers shall be submitted to the Examinations Officer for printing not later than three weeks before the start of the examination period in either semester. 
 
 Masters should be thoroughly and carefully checked and proforma shown in Appendix A6 completed,  before they are submitted to the Examinations Officer.  
 
6 EXAMINATION MATERIALS 
 
Heads of Departments should inform the Examinations Officer of their requirements for examination materials for the examinations for which they are Chief Examiner on a form sent out by the Examinations Officer, (Appendix A7).  This form includes the quantities required of each of the following items: 
 
(a) 8 leaf examination booklets 
(b) Graph paper. 
 
7 COLLECTION OF EXAMINATION PAPERS AND MATERIALS 
 
All examination papers and materials will be held by the Examinations Officer and will be available for collection by invigilators on the date of the examination.  Papers and materials should be collected at least 20 minutes before the start of the examination.  If an invigilator wishes to make other arrangements, these must be agreed to in advance by the Examinations Officer. 
 
It is the responsibility of an invigilator to ensure that the examination papers and materials are in order before the start of an examination.  Experience has, for example, shown the wisdom of checking that examination papers have been correctly collated after printing. Invigilators may make special arrangements with the Examinations Officer for such a check before the day of the examination in order to avoid last minute difficulties.  
 
8 INVIGILATION 
 
It is the responsibility of Heads of Departments to arrange for the invigilation of those examinations for which they are Chief Examiner. The University‟s Rules for the Invigilation of Examinations are given in Appendix A8. 
 
9 RETURN OF EXAMINATION PAPERS AND MATERIALS 
 
Normally attendance slips and unused materials should be returned to the Examinations Officer as soon as an examination has finished. 
 
10 SPECIAL CONSIDERATION FORMS 
Special Consideration forms (Appendix A9) are held by the Examinations Officer.  A candidate who has been prevented by illness, injury or other urgent and reasonable cause from presenting himself or herself for any examination or component thereof, or who considers that his or her performance in any examination has been seriously impaired by such a cause, may apply in writing on one of these forms.  This is to be sent to the examiners through the Examinations Officer for special consideration.  Copies of the form will also be sent to the candidate‟s Head of Department, to the Head of the service Department (where appropriate), and the Student Counselor. 
   
Applications for special consideration may be made at any time before the examiners promulgate a grade of achievement for the candidate in a particular subject or subjects – that is before the meeting of the relevant Courses Examinations Committee. 
 
The information on the form may be taken into account by the Courses Examinations Committee, and by the University Examinations Committee, when the results of the candidate are considered. 
 
The rule governing special consideration is Rule A1.15 of the General Rules for Undergraduate Degrees, Diplomas and Certificates. 
 
• The fee for an application for special consideration as determined by the Examinations Committee at its 172nd Meeting on 3 October 2001 is K 20.00 (nonrefundable). 
 
11 EXAMINATION RESULTS SHEETS 
 
Individual Examination Results sheets (IER sheets) are lists of candidates presenting themselves for examination in a particular subject (Appendix A10). 
 
Master Examination Results sheets (MER sheets) are lists of candidates presenting themselves for examination in a particular course, arranged by year (Appendix A11). 
 
IER and MER sheets will be sent to Heads of Departments by the Examinations Officer not later than three weeks before the start of the examination period in either semester. In making this statement, the difficulties experienced in the past in providing accurate listing centrally by the due date are acknowledged and the wishes of Heads of Departments to provide their own listings is recognized.  Departmentally produced listings should however conform to the format for IER and MER sheets given in Appendices A10 and A11 respectively). 
 
IER sheets should be passed to the appropriate examiner.  MER sheets should be retained by the Head of Department until the Courses Examinations Committee has met to decide the recommendations to be made on the progress of each candidate to the Examinations Committee.  They should then be completed in accordance with the details which follow and be returned to the Examinations Officer. 
12 COMPLETION OF MER SHEETS 
  
MER sheets are printed in such a way as to allow sufficient room to indicate, at the top of each column to be used for marks, the subject code (CE 412) for which the marks were obtained, the number of hours per week (5) for which the subject is taught and whether the subject is a first semester (S1) or second semester (S2) subject.  Thus: 
  CE 412 
  5S2 
 
 Each column for marks is to be used to indicate the mark obtained and the grade awarded to the candidate in that subject.  Columns nearer to the left-hand side of the page are to be used for those subjects that form the normal requirement of the course in that year.  Columns to the right are to be used for subjects that have been taken by individual candidates, for example, where subjects from earlier years had to be repeated by certain candidates.  
 
 The final two columns on the right-hand side are to be used for the subjects‟ weighted average and the overall recommendation for the particular candidate. 
 
  These recommendations are detailed in Procedure 13. 
 
 Every care should be taken to ensure that the MER sheets are returned to the Examinations Officer without errors.  Each sheet should be signed and dated by the Chief Examiner; any alterations should be initialed by him or her. 
 
 It assists the University Examinations Committee greatly if fail marks are made more prominent on the MER sheets.  This is best done by emphasizing the border around the mark with a thick line. 
 
(a) since each MER sheet will be photocopied, black ink or typescript should be used for 
all entries 
 
(b) a candidate should appear only once on the MER sheets – namely on the sheet for the substantive year of his or her course 
 
(c) there should be an entry in each of the main columns of the MER sheets for each candidate. 
 
13 MARKS, GRADES OR ACHIEVEMENT AND RECOMMENDATIONS 
 
As a result of his or her performance in the examination for a subject, the examiners shall award to a candidate one of the following grades of achievement which shall be entered next to the mark on the MER sheets. 
 
A = 85 - 100 = High Distinction 
B = 75 - 84 = Distinction 
C = 65 - 74 = Credit 
D = 55 – 64 = Upper Pass E = 50 - 54 = Pass X  = 40 - 49 = Carry.  
F =   0 - 49 = Fail 
   
In addition, one of the following codes may be entered on the MER sheets as appropriate: 
 
UA = Unavailable 
EX = Exempt 
WD = Withdrawn 
NR = Not Registered 
 
 
UA (Unavailable) may only be used in certain approved cases, which in general relate to student sickness or other incapacity.  At the time such a coding is entered, a written explanation must be submitted to the University Examinations Committee. 
 
EX (Exempt) may only be used where the Admissions Committee of the Academic Board has exempted a candidate from the study of a subject or subjects, including the examinations, because the candidate has satisfactorily completed the subject or its equivalent previously. 
 
WD (Withdrawn) may only be used where the candidate has withdrawn from the study of a subject or subjects offered. 
 
NR (Not Registered) may only be used where the candidate is not registered for a subject. 
 
The Courses Examinations Committee shall use only one of the following recommendations for each candidate. 
 
Pass  
  where the candidate has passed all subjects and is permitted to proceed to the next semester of his or her course. 
Fail  
  where the candidate has failed one or more subjects, the candidate is discontinued from candidature for a period of not less than one semester and may apply for re-admission. 
Graduate 
  where it is recommended that the candidate be awarded the qualification for which he or she has been studying. 
Decision   where, because a UA (unavailable) or X (Carryover) result has been 
Deferred   entered, it is not at this stage possible to promulgate a recommendation 
for the candidate.  The “Decision Deferred” shall stand as the recommendations for the candidate only until such time as it is possible to promulgate one of the other recommendations given above. 
   
It should be noted that only the codes and recommendations given in this paragraph should be used on the MER sheets.  Where there is doubt as to which should be used, the advice of the Examinations Office should be sought in the first instance.  Should it be necessary, he or she will take the matter up with the Chairman of the Examinations Committee.  Where, because of the constraints of time, it is not possible to seek a ruling from the Examinations Officer or the Chairman, a “Decision Deferred” should be entered until the matter is resolved. 
 
14 SUMMARY SHEETS 
 
The computer is programmed to prepare a summary sheet for each semester of each course.  The summary sheets will contain the following information: 
 
Heading (Summary of First/Second Semester Examination Results 200…). 
Name of Course 
Year of Course (First, Second, Third, Fourth, Fifth) 
List of candidates who are to pass 
List of candidates who fail with a list of subjects to be repeated 
List of candidates who are to graduate 
List of candidates for whom a decision has been deferred 
Signature of Chief Examiner 
Date 
These sheets will be transmitted to the Academic Board with the Report of the Examinations Committee. 
 
15 ANALYSIS SHEET 
 
For each subject of each course, the Departmental Examinations Coordinator shall complete an Analysis Sheet (which will give details of the distribution of grades between candidates, the mean and standard deviation and the maximum and minimum marks) an example of which is given at Appendix 12.  This sheet will be transmitted through the Departmental Examinations Committee and the Courses Examinations Committee to the University Examinations Committee. 
16 CARRYOVER 
The grade X = Carryover may only be awarded to a candidate who scores between 40 – 49% in  one subject that he or she is taking for the first time and passes all other subjects for which he or she is registered, can be allowed to carryover that subject, provided that he or she is not carrying three subjects already. 
 
If a student who is carrying three subjects fails another subject then he or she will be given the overall recommendation FAIL and will be discontinued from studies. 
 
A student can carryover up to three subjects during the entire program of study, and he or she must register and pass them with or without attendance during the period of his or her course of study program 
 
If a student does not pass all the subjects he or she is carrying, then he or she is not eligible to graduate. 
 
17 DEPARTMENTAL EXAMINATIONS COMMITTEE MEETINGS 
 
When he or she has received completed IER sheet from examiners, each Head of Department is required to call a meeting of the Departmental Examinations Committee.  This Committee shall consist of the Chief Examiner who shall be Chairman and all examiners for subjects taught by the Chief Examiner‟s department.  The Committee‟s terms of reference shall be to consider and review the range and distribution of marks awarded in subjects in the department. 
 
Following the meeting of the Departmental Courses Examinations Committee, Heads of Departments where a “service” subject has been taught, shall pass the results of such subjects to the Heads of Department responsible for the course in question via the IER sheets.  It shall then be the responsibility of the Head of Department responsible for a particular course, to transfer the results from the IER sheets for individual subjects to the MER sheets for the course. 
 
18 COURSES EXAMINATIONS COMMITTEE MEETINGS 
 
The Chief Examiner for each course shall, in conjunction with the Examinations Officer, arrange a meeting of the Courses Examinations Committee for the courses for which he or she is responsible.  This Committee shall consist of the Chief Examiner who shall be chairman and all examiners for subjects which form a part of the course.  Only those members of the committee, however, who have examined a candidate in a subject, shall be entitled to take part in deliberations on the progress of a particular candidate.  The Committee‟s terms of reference shall be to consider and review the performance of candidates in the examinations for the course in question, and to make recommendations on the progress of candidates to the University Examinations Committee. 
 
It shall be the responsibility for the Chief Examiner to transmit to the Examinations Officer for the consideration of the University Examinations Committee MER sheets, Summary Sheets and Analysis Sheets properly completed and signed in accordance with the details given in Procedure 12, 13, 14 and 15.  After this point no changes to the mark should be made. 
 
 
19 CHIEF EXAMINERS  
 
The Head of Department responsible for a particular course shall be the Chief Examiner for that course.  In addition, the Head of Department shall be the Chief Examiner for all subjects for which his or her department is responsible. 
 
20 RESPONSIBILITIES OF CHIEF EXAMINERS 
 
The Chief Examiner shall be responsible for the organizational and administrative measures required within his or her department to ensure that the examination of candidates is properly conducted.  This shall include: 
 
(a) the preparation of examination papers 
 
(b) the transmission of IER, MER, Summary and Analysis Sheets 
 
(c) depositing with the University Examinations Officer  six copies of each first year examination paper and three copies of each second and subsequent year examination paper for transfer to the University Library 
 
(d) ensuring that examinations are properly invigilated 
 
(e) checking with the Examiner and Co-Examiner, that all examination papers are of a suitable standard and length and cover the substance of the syllabus as approved by the Academic Board 
 
(f) scrutinizing samples of the marked scripts in consultation with the Examiner and CoExaminer to satisfy himself or herself that the standard of marking is acceptable and that there is reasonable uniformity of marking between the various Examiners for whom he or she is responsible 
 
(g) convening and chairing Departmental Examinations Committee and Courses Examinations Committee meetings 
   
(h) the appointment of Examiners and Co-Examiners 
   
(i) such other matters as may be required to ensure the proper conduct of the examination of candidates. 
 
21 EXAMINERS AND CO-EXAMINERS 
 
 The Chief Examiner shall appoint the member of staff chiefly responsible for the teaching of a subject as the Examiner for that subject.  This shall normally be the person who delivers the main lectures and who is responsible for the organization of the teaching of the subject. 
 
In addition, the Chief Examiner may also appoint as a Co-Examiner a member of staff who is sufficiently knowledgeable in the subject in question that he or she can reasonably be expected to make a worthwhile contribution to the examination of the candidates in that subject.  Where the Chief Examiner is also the Examiner, the appointment of a Co-Examiner is obligatory.  In other cases, the Chief Examiner may appoint himself or herself as CoExaminer. 
 
22 RESPONSIBILITIES OF EXAMINERS 
 
  The responsibilities of the Examiner shall include: 
 
(a) the setting and marking of the papers for the subjects for which he or she is Examiner 
(b) consulting before the examination with the Chief Examiner concerning the questions and the marking scheme for the examination of a subject 
(c) informing the Chief Examiner after the examination of the marks obtained by each candidate in the examinations for the subject 
(d) attending  Departmental Examinations Committee meetings and Course Examinations Committee meetings and producing at such meetings any information relevant to the 
Examination paper and the performance of candidates 
(e) such other duties as the Chief Examiner may from time to time assign him or her. 
 
 
23 RESPONSIBILITIES OF CO-EXAMINERS 
  The responsibilities of the Co-Examiner shall include: 
(a) consultation with the Examiner in the setting of papers 
 
(b) verification of the proposed marking scheme and time allocation with the Examiner 
 
(c) checking the coverage, correctness, clarity and appropriateness of the questions and the accuracy of the answers 
 
(d) when requested, checking the marking of the questions of any or all papers of which he or she is Co-Examiner and checking calculations leading to the award of a final mark from component parts in the examination of a subject 
 
(e) such other duties as the Chief  Examiner or the Examiner may from time to time assign him or her. 
 
24 MARKS AWARDED                                                                                                                   
   
 The responsibility for arriving at a mark for a candidate in the examination for a subject for consideration by the Departmental Examinations Committee shall rest solely with the examiners for that   subject and no mark shall be changed for a candidate at the Departmental Examinations Committee meeting or the Courses Examinations Committee meeting or at the University Examinations Committee meeting without the agreement of the examiners of that subject.  Once the mark for a subject has been ratified by the University Examinations Committee, it shall only be changed in the event that a clerical or computational errors can be demonstrated and then only by the Registrar as Executive Officer of the Examinations Committee.   
 
 
 
25 EXAMINATIONS COMMITTEE 
 
The terms of reference of the University Examinations Committee are as follows: 
 
(a) to moderate and ratify examination marks 
(b) to consider departmental recommendations and to determine individual students‟  progress 
(c) to consider and to compare results and attrition rates 
(d) to make recommendations for achieving an acceptable degree of consistency over the University as a whole 
(e) to keep under review and make such recommendations as may seem appropriate for the whole examination procedure 
(f) to submit a report every semester on the examinations to the Academic Board (g) to consider and report on matters referred to it by the Academic Board. 
26 NOTIFICATION OF EXAMINATION PERFORMANCE 
 The Registrar shall formally notify candidates of their performance in examinations only after the results have been ratified by the Examinations Committee or, in the case of graduating candidates, the Academic Board. Although departments may choose to notify candidates informally of the decisions promulgated for them after the results have been ratified by the Courses Examinations Committee, under no circumstances should a candidate be given the grade mark obtained in any subject.  It is the responsibility of the Registrar, through the Senior Assistant Registrar (Academic) and the Examinations Officer, to release results by written notification and/or by posting on a notice on a notice board. 
 
27 APPEALS AGAINST FAILURE           
   
 A candidate may appeal against a decision of the examiners on his or her failure. Such an appeal shall be made to the Academic Board Appeals Committee through the Executive Officer and will only be considered if evidence is provided by the candidate that his or her performance in any examination was affected by factors which at the time of the examination were not known to the Registrar. All appeals against failure are to be lodged within 14 days of the posting of the results on the notice board by the Registrar and are to be accompanied by a prescribed  fee *. 
   
* The fee for an application for appeal against failure as determined by the Examinations Committee at its  Meeting No. 1/2009 held on 15th July, 2009 is K50.00, to be refunded if successful. 
   
28 AWARD OF COUNCIL MEDALS, DEGREES WITH MERIT AND PRIZES 
 
 The courses examinations committees shall consider candidates for the award of Council Medals, Degree with Merit and Prizes at their meetings following the second semester examination period and shall recommend to the Academic Board through the Examinations Committee such award on a proforma supplied by the Examinations Officer, given at Appendices A13, A14 and A15. 
29 DURATION OF ENROLMENT 
A student is expected to complete the requirements for the award of a degree or diploma in a time period approved for the course. However, a student who withdraws from studies or is discontinued from studies because of unsatisfactory performance will be required to complete the course requirements in time limits as set out below: 
 
(a) Degree  Program 
 
Duration of Degree Program + 3 years 
 
(b) Diploma Program 
 
  Duration of Diploma Program + 2 years 
 
(For 4 years and 5 years degree programs, a maximum continuous period of enrolment permitted are 7 years and 8 years respectively and for diploma programs, a maximum permitted period for enrolment is 5 years). 
 
This procedure shall be applied to candidates enrolling at the University from 2003 onwards. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
APPENDIX  AI    
                                
                              EXAMINATIONS RULES 
                               
                               GENERAL RULES FOR UNDERGRADUATE DEGREES, DIPLOMAS AND CERTIFICATES 
 
A1.1 APPLICABILITY  
 
  These General Rules shall govern all candidates for undergraduate degrees, diplomas and certificates of the University. 
 
AI.2  DEFINITIONS 
 
 
  In these General Rules, the following definitions shall apply. 
(a) 
  “Department” shall mean the academic department responsible for a subject or a course as determined by the Academic Board. 
(b) 
  “Course” shall mean a programme of study approved by the Academic Board consisting of a specified combination of subjects and leading to the award of a specified undergraduate degree, diploma or certificate.  
(c) 
  “Subject” shall mean a component of a course, which shall be completed in one semester.  
  (d) 
  “Examination” shall mean a method for determining the overall performance of a candidate in a subject and shall include some or all of the following: 
(i) the answering of formal written question papers by a candidate  
 
(ii) the oral questioning of a candidate 
 
(iii) the continuous  assessment of subject work presented by a candidate 
 
(iv) the submission of a project report by a candidate 
 
(v) such other components as the Academic Board may determine from time to time 
  (e) “Candidate” shall mean a person who has been admitted into candidature for an undergraduate degree, diploma or certificate of the University. 
A1.3  QUALIFICATION FOR AWARDS 
 
 In order to qualify for the award of an undergraduate degree, diploma or to study in 
accordance with these General Rules for a period stipulated by the Academic Board for the courses in question: 
 
 
 
  (a) to study in accordance with these General Rules shall prescribe the detailed requirements of the courses of the University 
(b) to satisfy the appointed examiners in the examinations for the subjects of the course in question. 
A1.4 
  ADMISSION TO CANDIDATURE 
 
  An applicant shall be admitted to candidature for an undergraduate degree, diploma or certificate in accordance with the provisions of the Rules for Student Admission. 
A1.5 
  CONDITIONS 
 
  A Head of Department may, with the approval of the Academic Board, prescribe special conditions for any candidate including undertaking preparatory studies for any subjects and /or performing satisfactorily in an examination. 
A1.6 ATTENDANCE AT CLASSES 
 
 
  (1) A candidate is expected to attend such lectures, practical classes, demonstrations and seminars as are prescribed for his or her course. 
 
  (2)  Notwithstanding the provisions of Rule A1.6(1), the Academic Board recognizes the right of each candidate to manage his or her own academic affairs. Where, however, a candidate is making unsatisfactory academic progress, whether this be through non-attendance at classes or for any other reason, the Head of the Department of the candidate may take whatever action he or she deems appropriate in pursuance of these General rules with regard to the candidate. 
  (3) Before presenting himself or herself for examination in any subject, a candidate is 
required to satisfy provisions relating to attendance or completion of work prior to examination. 
 
A1.7   REGISTRATION 
 
(1) All candidates shall register for their courses of study under such conditions as are prescribed by the Registrar or otherwise determined in rules or orders. 
 
(2) A candidate may be permitted to register on a part-time basis.  
   
 A1.8 SCHEDULES OF SUBJECTS    
 
 The Academic Board shall publish annually the University Courses Handbook containing schedules for all subjects offered. 
 
 
A1.9  EXAMINERS 
 
The Academic Board may from time to time make arrangements for the appointment of examiners for both subjects and courses. 
 
A1.10 EXAMINATION 
 
(1) There shall be an examination week at the end of each semester during which, unless otherwise determined by the Academic Board, candidates shall be required to answer any formal written questions prescribed for the subjects of their courses. 
  
(2) It shall be the responsibility of the candidates to present themselves for examination as prescribed.  
 
(3) The details of the examination for each subject shall be prescribed in the Schedules of Subjects given in the University Courses Handbook. 
 
A1.11 GRADES OF ACHIEVEMENT 
 
  (1) As a result of his or her performance in the examination including practical, project work or industrial experience for a subject, the examiners shall award to a candidate one of the following grades of achievement. 
 
 
  A = High Distinction 
B = Distinction 
C = Credit 
D = Upper Pass 
E = Pass 
F = Fail 
X = Carryover 
 
  (2) The Academic Board shall from time to time determine the  range of marks which corresponds to the alphabetical grades A – F, except that a mark of 50% shall be the lowest mark for the grade E = Pass. 
(3) Where a student is assessed for a subject both by a combination of a written examination, practical work and assignment (s), the grade of achievement shall be calculated on the total sum of marks obtained by him or her in all components of assessment.    
 
(4) 
  A candidate who has been awarded a grade of achievement other than F = Fail, or X = Carryover shall be deemed to have satisfied the examiners in the examination for that subject. 
(5) The carryover grade X may only be awarded to a Candidate who scores between 40 
– 49% in one subject that he or she is taking for the first time and passes all other 
subjects for which he or she is registered, provided he or she is not carrying three subjects already.  
 
(6) Where a candidate repeats the carried over subject, his or her grade of achievement for the subject shall be assessed and determined through the normal examination process. 
 
A1.12  RULES ON THE AWARD OF CARRYOVER GRADE 
   
  The alphabetical academic grade X = Carryover    
 
(a) The grade X = Carryover may only be awarded to a candidate who has achieved a mark between 40 - 49% in the subject in which he or she is taking for the first time and has passed all other subjects which he or she is registered for provided he or she is not carrying three subjects already. 
 
(b) A candidate shall not be awarded more than one (1) carryover grade for subjects failed in any single semester of study. 
 
(c) A student repeating a semester or a year of study for a course program may be awarded carryover grade only if the carryover grade is not in the subject in which he or she had failed in an earlier attempt. 
 
(d) The grade X = carryover shall stand recorded only until such time as the carried over subject examination or any other assessment has been completed and new mark and grade awarded.  
 
(e) Where a student fails to achieve a pass grade in the carried subject (s) in which he or she had failed earlier, then the student should be awarded F = Fail. That is if a candidate fails to attain a mark equivalent to Pass grade or above in the examination or assessment of the carried subject, his or her grade of achievement shall be F = Fail and the new mark and grade attained shall be recorded.  
 
(f) Where a candidate attains a new mark equivalent to a Pass grade or above, his or her new grade of achievement for the carried subject shall be recorded.  
 
A1.13 COMPLETING OF CARRYOVER SUBJECTS 
 
  A candidate may complete the carried over subject (s) with or without attendance:   
 
(a) within the duration of his or her course of study program 
 
(b) after the completion of all other subjects of the program in his or her course of study 
 
(c) In respect of work or project to be completed, final date for submission shall be determined by the subject lecturer concerned.  If this final date is not met, then the students‟ recommendation shall normally be governed by Rule A1.11 of the General Rules. 
 
(d) It shall be the responsibility of the candidate to register for the carried subjects and repeat them.  
 
(e) A student can carry up to three subjects during the course of his her study  and he or she must register and pass them with or without attendance during the period of his or her course of study program 
 
(f) If a student who is carrying three subjects fails another subject then he or she shall be given the overall recommendation of F = FAIL and the student will be discontinued. 
 
A1.14 ASSESSMENT OF CARRYOVER SUBJECTS  
 
  1 CONTINUING STUDENTS 
 
  The Chief Examiner of the department is to: 
 
(a) determine the Mode and Timing of the Examination for the Carryover subject. 
 
(b) determine whether to have Continuous Assessment and / or to conduct single Examination at the end the semester 
 
(c) ensure that the grades are made available before the Examinations Committee meeting 
 
2. FINAL YEAR ( DIPLOMA & DEGREE) STUDENTS 
 
(a) Final year (Degree & Diploma) students with single carryover subjects will be given deferred examination. 
 
(b) The Mode of Examination is to be determined by the academic department. 
 
(c) The Examination is to be conducted at the beginning of the semester of the following year. 
 
(d) Assessment can be by oral examination, written examination, research paper or combination of all these as determined by the Chief Examiner of the department. 
 
(e) The Chief Examiner is to submit grades of all carryover subjects to the Examinations Committee meeting. 
 
(f) If a student does not Pass all the subjects he or she is carrying, then he or she is not eligible to graduate. 
 
A1.15 FEES FOR REPEATING CARRYOVER SUBJECTS 
 
(a) Where a student registers for 3 or more subjects under the Diploma or Degree program no additional fees will be charged for carryover subject. 
 
(b) Where the carryover subject is the only single subject registered appropriate fees will apply. 
 
 
A1.16  SUBJECT EXEMPTION 
 
   The procedures in place for subject exemptions: 
 
(a) Repeat and Attend students are enrolled for failed subjects and those with E grades only. 
    
(b) Subjects with D grades or better are automatically qualify for exemption. 
 
(c) At the time of registration student will be required to cross out the subject or subjects passed and insert the code EX should he or she wishes to be exempted from it (them) unless the student wants to repeat the subject (s) for better grade (s). 
 
(b) Any Carry subject will have to be added manually to the registration form. 
 
A1.17  DEFERRED EXAMINATION 
 
A candidate, who has been prevented by illness, or injury from presenting himself or herself for any examination, may apply in writing to the Chief Examiner of his or her Department, through the Registrar to write deferred examinations.   
 
Depending on the merits of an individual case, he or she may be permitted to sit for deferred examination after the last day of the examination week of the semester. Requests to write deferred examinations shall be made by the candidate in writing, prior to the last examination day of the semester.  
 
Students who fail to achieve a satisfactory grade in the deferred examination may be permitted to carry over that subject, provided that he or she scored between 40 – 49% and he or she is not carrying three subjects already and if he or she is not repeating that subject..  
 
A1.18  SPECIAL CONSIDERATION 
 
(1) A candidate who has been prevented by illness, injury or other urgent and reasonable cause from presenting himself or herself for any examination or component therefore, and who considers that his or her performance in any examination has been seriously impaired by such a cause, may apply in writing to the examiners through the Registrar for special consideration, on a prescribed form available from the Examinations Officer on payment of a nominal (non-refundable) fee* 
 
  * The fee for an application for appeal against failure as determined by the Examinations Committee at its 172nd  Meeting on 3 October  2001 is K20.00. 
 
(2) An application for special consideration may be made by a candidate at any time prior to the promulgation of his or her grade of achievement by the examiners for him / her. 
 
(3) The examiners may give special consideration to a candidate in the terms of this rule only if in their view: 
 
(a) such consideration is justified on the basis of the candidate‟s previous work 
 
(b) the grade of achievement indicated does not satisfactorily reflect the potential of the candidate in the subject. 
 
(4) Where the examiners give special   consideration to a candidate for whom the grade of achievement indicated is F = Fail, or X = Carry, they may alter the grade to CP = Conceded Pass.  The mark awarded by the examiners shall not be altered and shall remain recorded for the candidate.    
 
(5) The examiners may only give special consideration to a candidate if the illness, injury or other urgent and reasonable cause is reported to the Registrar in writing at the earliest possible opportunity together with, in the case of illness or injury, a certificate from a registered medical practitioner. 
 
(6) A candidate who has been prevented by illness or other urgent and reasonable cause during an examination and wishes to leave the examination room must report to the invigilator prior to leaving the examination room if he or she wishes to seek special consideration.  A special consideration form (Appendix A9) must be lodged with the Registrar, at the earliest possible time, together with a report from both the invigilator and a registered medical practitioner. 
 
A1.19 WITHDRAWAL FROM SUBJECTS 
 
(1) Where a candidate with the approval of his or her Head of Department withdraws from the study of a subject or subjects this shall be done in writing to the Registrar not later than five full weeks before the commencement of the examination week in the semester in which the subject terminates, he or she shall not be recorded as having failed in that subject.  In such a case his or her record shall be endorsed with the letter WD = Withdrawn from studies. In the case of partial withdrawal from a Course, the matter shall be referred to the Academic Board for approval.  
   
(2) Where a candidate who has not withdrawn from the study of a subject or subjects as provided for in Rule A1.16 (1) fails to present himself or herself for examination in 
that subject or subjects he or she shall be recorded as having failed to satisfy the examiners in the terms of Rule A1.11 (1). 
 
(3) A candidate who has withdrawn from the study of a subject or subjects as provided for in Rule A1.16 (1) may present himself or herself for examination in such subject or subjects in a future year under such conditions as the Academic Board may from time to time determine provided that he or she has not been excluded from study at the University. 
 
  (4) The option of withdrawing from subjects is not intended to allow students to complete a stage of a course over an extended period, e.g. in two parts, but is to be applied in special circumstances only. 
 
A1.20 PROGRESSION THROUGH COURSES 
 
(1) A candidate is required to satisfy the examiners in the examinations, subject to provision for carry over subjects and all other requirements for the subjects of a particular year of his or her course before he or she may be permitted to proceed to the following year of his or her course. 
 
(2) As a result of his or her performance in the examinations, including any carryover subjects, for a particular semester or year of a course, the examiners shall either: 
   
(a) permit the candidate to proceed to the next semester or year of the course (Pass) 
 
(b) fail the candidate.  Such a candidate will be excluded from the University for a period of not less than one semester, and must apply for and be granted readmission before being allowed to proceed with the course (Fail) 
 
(c) recommend to the Academic Board that the candidate be  awarded the qualification for which he or she has been studying (Graduate). 
 
A1. 21  APPEALS AGAINST DECISIONS OF EXAMINERS 
 
A candidate may appeal against a decision of the examiners that he or she fail.  Such an appeal shall be made to the Academic Board Appeals Committee through the Executive Officer and shall only be considered if evidence is provided by the candidate that his or her performance in any examination was affected by factors which at the time of the examination were not known to the Registrar. All appeals against failure are to be lodged within 14 days of the posting of the results on the notice board by the Registrar and are to be accompanied by a prescribed fee *. 
 
 * The fee for an application for appeal against failure as determined by the 
Examinations Committee at its  Meeting No. 1/2009 held on 15th July, 2009 is K50.00, to be refunded if successful. 
 
The decision of the Academic Board Appeals Committee will be final and will be communicated to the candidate in writing. No further correspondence from the candidates will be entertained, after the Appeals Committee decision has been communicated. 
 
A1.22  EXCLUSION FROM STUDIES 
 
A Head of Department may from time to time issue progress warnings where a candidate is making unsatisfactory academic progress.  Where such a progress warning has been issued and the results at the end of a specified period do not meet the requirements of the progress warning, the Academic Board may on the recommendation of the Head of Department exclude the candidate from studies at the University. 
 
A candidate who has been excluded from studies at the University pursuant to rule A1.19 
(1) may subsequently apply to the University for re admission to candidature.  The Academic Board shall determine any conditions which shall apply to the candidate following successful readmission to candidature. 
 
A1.23 RIGHT OF APPEAL 
 
(1) A candidate who considers that he or she has been unjustly treated as a result of any decision made in pursuance of these Rules may appeal against such decision in writing to the Academic Board Appeals Committee through the Executive Officer. All appeals against failure are to be accompanied by a prescribed non-refundable fee. 
 
A candidate who considers appealing must lodge the appeal not later than 7 days after the Registrar has posted the results on the notice board for first semester and not later than 14 days for Second semester. 
 
 * The fee for an application for appeal against failure as determined by the Examinations Committee at its  Meeting No. 1/2009 held on 15th July, 2009 is K50.00, to be refunded if successful. 
 
A1.24 RULES FOR AWARD OF COUNCIL MEDAL, DEGREE AND DIPLOMA WITH MERIT  
 
(1) Nominations of candidates for the award of Council Medals and degrees or diplomas with merit must be made and endorsed during a Courses Examination Meeting. 
 
(2) A candidate for the award of a Council Medal or Degree with Merit must be generally of good behavior and character. 
 
(3) Normally, no more than one candidate per course may be awarded a Council Medal in each graduation. 
 
(4) Normally, no more than 20% of the students in a course may be awarded degrees or diplomas with merit. 
 
(5) A candidate who repeats any part of his or her program on account of poor performance may not be awarded a degree or diploma with merit. 
 
(6) A candidate for the award of a Council Medal must have a weighted average of at least 73% in the second and subsequent years of study and at least 75% in the final year of study. 
 
(7) A candidate for the award of a degree or diploma with merit must have weighted average of at least 70% in the second and subsequent years of study. 
 
A1.25 CHEATING IN ASSESSMENT ITEMS 
 
1. A student who is found to have done any of the things that are listed below will be         deemed to have cheated in an assessment item. These assessment items include        assignments, tests, examinations, laboratory, project and training reports. 
 
(i) Copying from notes or books in a closed book examination   (ii) Copying from another student‟s work   (ii)  Assisting another student to cheat. 
  (iv) Plagiarising material from books or other sources. 
 
2. If an examiner is satisfied that a student has cheated in an assessment item, then the          examiner should do the following: 
 
(i) Collect any evidence that might be available 
(ii) Award a mark of 0 to the student in the particular assessment item  
(iii) If the assessment item contributes 10% or more to the final assessment for that subject, then the examiner should present a written report to the Chief Examiner of that subject, within five days. Any available evidence should be included in this report. 
 
3. On receipt of a written report on cheating in an assessment item, a Chief Examiner        should do the following: 
 
(i) Interview the student, review any available evidence, and if necessary,                     ask the student to submit a written  defence.  Any written defence should be                     available at the Departmental Examination Committee  meeting and at the                     Courses Examination Committee meeting  for that semester.  
 
(ii) Bring up the case for discussion at the Departmental Examination                      Committee Meeting for that semester.  This committee will discuss the                     fairness of the decision  of the examiner and review the overall mark for the                     student in that subject. This mark will be taken as the official mark awarded                     to the particular student in the particular subject. The committee will also                     decide whether the manner and extent of cheating warrants reference to the                    University Disciplinary Committee. 
 
(iii) Report the case to the head of the student‟s department if the decision of the                      Departmental Examination Committee results in the student failing the course. 
 
(iv) Mention the case and the decision taken in his report to the University  
                     Examination Committee 
 
(v) Report the case to the University Disciplinary Committee for administrative                     sanctions if, in the opinion of the Chief Examiner and the Departmental                    Examination Committee, the extent and manner of cheating rises to the level                     of a substantial breach of discipline.        
 
 
A1.26 FORMAL PROCEDURES FOR MAKING CORRECTIONS TO APPROVED    
  EXAMINATION RESULTS 
 
Final Examination results are arrived at after a process of careful vetting by Examiners, Co-examiners and Chief Examiners.  Incidences of errors are expected to be minimized this way, but if some errors slip through the process, then any request for correction should start from the Subject Lecturer.  The procedure in making corrections to examination results depends on the “Approval Status” of the results, as shown below: 
 
(1) Between Departmental Examination Meeting and Courses Examination Meeting: 
   
 Errors that are discovered after a departmental examination board has approved the results but before the department‟s CEM can be corrected by the Departmental Examination Coordinator.  The Subject Lecturer should point out such errors to the coordinator, the corrections can be made only with the approval of the Subject Chief Examiner.  Additionally, the correction must be pointed out and endorsed at the subsequent CEM. 
 
(2) Between Courses Examination Meeting and Academic Board Meeting: 
 
Errors that are discovered in the MER after it has been endorsed by a Courses Examination Meeting but before the results are approved by the Academic Board should be pointed out to the Subject Lecturer.  The Subject Lecturer can then write to the Subject Chief Examiner to point out the source of the errors and to formally request that the examination results for that subject be changed.  If the Subject Chief Examiner approves the change, he or she will forward the request to the Examination Committee.  The Examination Committee will discuss the correction and update the MER as needed. 
 
(3) After Academic Board Meeting: 
 
After the Academic Board has approved examination results, they become part of the official records of the Academic Board.  If errors are found in the approved results, then the following three-step procedure should be followed: 
• The Subject Lecturer should write to the Subject Chief Examiner to explain the source of the errors and to request corrections.  Any available evidence should be attached. 
 
• If the Subject Chief Examiner agrees with the corrections, then he or she should forward the submission to the Chairman of Examination Committee. 
 
• Depending on the circumstances, the Chairman of the Examination Committee will either call a meeting of the committee or take chairman‟s action on the submission.  Either way, the Examination Committee will submit a recommendation to the Chairman of the Academic Board.  If the recommendation from the Examination Committee is for changes to be made in the MER and if approval is granted by the Chairman of Academic Board, then the MER will be updated and new transcripts will be issued to any students who might be affected. 
 
 
A1.27  SUMMARY OF EXAMINATION REGULATIONS  
   
         (Updated & approved by Academic Board Meeting 292, 2008 ref: doc AB 292/08/04) 
 
1. During each semester of study, each full time student must register for all the non-optional subjects that are offered to his or her program during that semester of study, and for which he or she is not exempted.  Any withdrawals from subject registrations must be done not less than five weeks before the examination period for the particular semester.   
 
2. A student who fails to complete a degree or diploma program within the normal duration of the program plus an additional three years for degree programs, and two years for diploma programs, will be barred from further registration. 
 
3. A final assessment of each subject must be available at the end of the semester in which it is offered.  If a final examination is given, then this must be done during an examination period and in a venue that is approved by the Academic Board. 
 
4. A student can apply for a special consideration by completing a special consideration form and submitting it, with a K20 application fee, to his or her Chief Examiner, through the Registrar.  Such an application can also be done by a department on behalf of the student, and must be submitted before the student‟s departmental Courses Examination Meeting is held. 
 
5. A student who is not satisfied with a decision of the examiners can appeal, in writing, to the Academic Appeals Committee. Such an appeal must be made not more then fourteen days after the examination results have been posted by the Registrar, and must be accompanied by an application fee of K50.00. The decision of the Appeals Committee, if approved by the Academic Board, will be final. No further correspondence from the student will be entertained. 
 
6. If an application for special consideration in a final examination is successful, then the student can be given a deferred examination.  Such an examination must be done not later than the third week of the subsequent semester. 
 
7. A student who scores 50% or more in a subject will be awarded a pass letter grade in that subject by using the following correspondence:: A (High Distinction) = 85% - 100%; B (Distinction) = 75% - 84%; C (Credit) = 65% - 74%; D (Upper Class) = 55% - 64%; E (Pass) = 50% -54%; F (Fail) = 0 – 49%. 
 
8. A student who gets less than 40% in any subject, or gets less than 50% in a subject that he or she has failed before, or gets less than 50% in two or more subjects, will be considered to have FAILED. 
 
9. A student who scores between 40% and 49% in one subject that he or she is taking for the first time and passes all other subjects for which he or she is registered, can be allowed to CARRY that subject, provided that he or she is not carrying three subjects already. If a student who is carrying three subjects fails another subject then he or she will be considered to have FAILED. 
 
10. Diploma subjects cannot be CARRIED into degree programs. 
 
11. A decision to give deferred examination can be made against a final year student in lieu of a CARRY or against any student whose application for a special consideration in a final examination is successful. Results of all deferred examinations must be submitted to the Examinations Officer no later then the third week of the subsequent semester. 
 
12. A student who is carrying a subject must register for it in the first opportunity. Thus, a student who registers in a semester in which his or her carried subject is offered must register for that subject. 
 
13. In dealing with borderline cases, at most 3 marks can be added to a student in order to achieve an overall recommendation of PASS or CARRY. No student can have marks increased in this way in more then one subject. Students with a weighted average of less then 55.0 may not have marks added in order to achieve a CARRY, and those with a weighted average of less then 60.0 may not have marks added in order to achieve a PASS. 
 
 
14. A student who is caught cheating in an assessment item will be awarded a mark of 0 in that particular assessment item.  Additional sanctions may be sought and applied after a Courses Examinations Committee has discussed the matter. 
 
15. Students who complete a diploma program successfully will be given the overall recommendation GRADUATE if they are not simultaneously admitted into the corresponding degree program, and PROCEED if admission into the degree program is granted. 
 
16. Council Medals and Degrees and Diplomas with Merit may be awarded to outstanding graduating students.  Nominations of candidates for these awards must be made and endorsed during a Courses Examination Meeting. 
 
17. At each graduation, at most one candidate per course may be awarded a Council Medal, and no more than 20% of the students in a course may be awarded degrees or diplomas with merit. 
 
18. A candidate who repeats a semester on account of poor performance may not be awarded a Council Medal, degree or diploma with merit. 
 
19. A candidate for the award of a Council Medal must have a weighted average of at least 73.0% in the second and subsequent years of study, and at least 75.0% in the final year of study. 
 
20. A candidate for the award of a degree or diploma with merit must have weighted average of at least 70.0% in the second and subsequent years of study. 
 
 
A1.30  SPECIAL DISPENSATION 
 
Nothing in these Rules shall prevent the Academic Board, in any case in which it deems it appropriate to do so, from dispensing with or suspending any requirement or prescription of these Rules.  Any such action by the Academic Board shall in every instance be reported as soon as possible to the Council. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
APPENDIX A2 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
  SEMESTER …………  YEAR ………… 
SCHEDULE OF EXAMINATIONS DEPARTMENT 
FORM A ………………………………………………………………………… 
 
 
SUBJECT CODE  
FORM OF 
EXAMINATION  
DURATION OF 
EXAMINATION  
NUMBER OF 
CANDIDATES  
(i.e. CIVIL 3 
MINERAL 
TECH4) 
   
EXAMINER  
CO-ORDINATOR  
USE OF 
LABORATORY 
MODELS, ETC  
WILL EXAM 
MASTER BE 
SENT TO 
MAIN 
PRINTERY FOR PRINTING?  
YES OR NO 
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
 
SIGNATURE OF HEAD OF DEPARTMENT:      DATE:  _______________ 
   
 
APPENDIX A3 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
200……  SECOND SEMESTER EXAMINATION 
 
DRAFT TIMETABLE 
 
EXAMINATION PAPER TIME HOURS 
DURATION PARTICIPANTS NUMBER 
CANDIDATES OF ROOM   EXAMINER COEXAMINE
   
   
   
   
   
   
   
   
   
   
   
   
   
 
   
  APPENDIX A4 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
EXAMINATIONS DRAFT TIMETABLE ALTERATION FORM 
 
Alterations to the Draft Timetable can only be accepted on this form. 
 
SEMESTER: ______________ YEAR: _____________ 
 
1. YEAR & COURSE/SUBJECT CODE: 
 
 
 
2. ERROR/OMISSIONS/CLASHES: 
 
 
 
 
3. SUGGESTED ALTERATIONS: 
 
 
 
 
NAME: ________________________   DATE: ________________ 
 
APPENDIX A5 
 
FORMAT AND LAYOUT OF EXAMINATION PAPERS 
 
1. COVER PAGE 
 
Each examination paper should have a cover page and include the following information on the front cover. 
 
(a) “The Papua New Guinea University of Technology” 
(b) Title of Examination 
(c) Course of Study and Year 
(d) Name of Subject examined together with its appropriate code number 
(e) Paper Number – (if paper divided into more than one part) 
(f) Date and time of Examination 
(g) Time Allowed 
(h) Information of Candidate 
(i) Marking Scheme 
 
2. PAGE NUMBERING 
 
  A page number eg 1/6, 2/6) must be typed on the top of every page.  The code number for the subject being examined should also be typed at the top left-hand corner of each page.  These are important. 
 
3. QUESTIONS NUMBERING 
 
  Questions should be numbered in sequence from one section to the next. 
 
  eg:  SECTION A 
     1 
     2 
 
     SECTION B 
        3 
                   4 
 
  Questions containing two or more parts should be divided into (a), (b), (c) and these parts, if necessary, further sub-divided into (i), (ii), (iii). 
 
4. MARKING SCHEME 
 
  All major questions should show the number of marks obtained for a correct answer.  Candidates should also be reminded of the number of questions which are to be attempted in each question. 
 
5. MULTIPLE CHOICE QUESTION PAPERS 
 
  Papers of multiple choice should be set out as shown below.  In the interests of clarity, Capital letters should be used to label alternatives.  Eg:  The Capital City of Australia is: 
 
A. Brisbane 
B. Canberra 
C. Sydney 
 
 
   
(SAMPLE OF THE COVER PAGE) 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
SECOND SEMESTER EXAMINATIONS – 2001 
 
CIVIL ENGINEERING – 4TH YEAR DEGREE 
 
CE412 – STRUCTURAL ANALYSIS & DESIGN 
 
MONDAY 5 NOVEMBER 2001 – 8:20 AM 
 
TIME ALLOWED:  3 HOURS 
 
 
INFORMATION FOR CANDIDATES 
 
1. You have 10 minutes to read the paper.  You must not begin writing during this time. 
 
2. Answer five questions only.  Do not answer every question in the paper. 
 
3. All answers must be written on the answer book provided.  No other written material will be accepted. 
 
4. Write your name and number clearly on the front page.  Do it now. 
 
5. Slide rules, calculators and log tables are permitted in the examination room.  Notes and textbooks are not allowed. 
 
MARKING SCHEME 
   
 
  APPENDIX A8 
 
RULES FOR THE INVIGILATION OF EXAMINATIONS 
 
1. APPLICABILITY 
 
(1) These Rules shall apply to all formal written examination papers for any subject which forms a part of a course offered by the University. 
 
2. APPOINTMENT OF INVIGILATORS 
 
(1) The Head of Department shall arrange for the appointment of invigilators in examinations for those subjects for which he is the Chief Examiner. 
 
(2) The Examiner for a subject shall normally be present as an invigilator at the beginning and for the first thirty minutes of the examination for the subject.  Where, in exceptional circumstances, the Examiner is unable to be present, the Co-Examiner or the Chief Examiner shall be present as an invigilator. 
 
(3) There shall be at least one invigilator for every 40 candidates to be examined. 
 
3. DUTIES OF INVIGILATORS 
 
(1) The duties of invigilators before the examination shall be as follows: 
 
(a) at least twenty minutes before the time for the start of the examination, to collect from the Registrar examination papers and materials for the examination, it is the responsibility of the invigilator to ensure that examination papers and materials are in order before the start of the examination. 
 
(b) To satisfy himself or herself that the room for the examination is in such a condition that it shall neither advantage, in terms of its temporary fittings and other embellishments, nor disadvantage, in terms of its physical environment, any candidate for the examination. 
 
(c) To admit candidates to the room for the examination and to make record of those present. 
 
(d) To distribute to candidates before the time for start to the examination, all examination papers and materials.  The examination papers shall be distributed in such a way that it is not possible for a candidate to inform himself of herself of the content of the paper before the time for the start of the examination. 
 
(e) To satisfy himself or herself that no candidate beings into the examination room any material which might be deemed to assist a candidate in an examination save that which is expressly permitted by the Chief Examiner for that subject. 
 
(f) To announce the time for the start of the examination. 
 
(2) The duties of invigilators during the examination shall be as follows: 
 
(a) to remain in attendance during the period allocated for the examination, unless relieved by another invigilator, in order to exercise constant vigilance and devote undivided attention to preclude the possibility of any candidate availing himself or herself of unfair assistance. 
 
(b) To admit without question during the first 30 minutes of the examination any candidate for the examination. 
(c) To admit a candidate who arrives more than 30 minutes after the start to the examination and to inform the candidate that his or her script may not be accepted by the Examiner. 
 
(d) To refuse a candidate permission to leave an examination during the first 30 minutes of the examination and during the last 15 minutes of the examination. 
 
(e) To interpret, where requested to do so by a candidate, any ambiguity or misprint in the examination paper. 
 
(f) To arrange to his or her satisfaction the temporary absence of a candidate from the examination room. 
 
(g) To act as he or she deems appropriate in respect of any case of misconduct or illness in the examination room and to make a full report on each and every such incident to the Chief Examiner at the end of the examination. 
 
(h) To announce at appropriate intervals the elapse of time since the start of the examination. 
 
(3) The duties of invigilators after the examination shall be as follows: 
 
(a) to announce to candidates the end of the examination and to collect examination answer scripts. 
 
(b) To dismiss candidates from the examination room. 
 
(c) To return to the Registrar examination answer scripts and other materials unless other arrangements are made with the Registrar. 
 
(d) To bring to the attention of the Chief Examiner any unusual occurrence which took place in the examination room and to provide a full report if requested to do so. 
 
1. FAILURE OF THESE PROVISIONS 
 
Should any situation arise which the provision of these rules fail to cover, the matter will be resolved by the Academic Board of the University following advice from the Examinations Committee. 
   
APPENDIX A9 
 
   THE PAPUA NEW GUINEA UNIVERSITY OF           TECHNOLOGY 
 
SPECIAL CONSIDERATION 
 
SPECIAL CONSIDERATIONS FOR EXAMINATION, MISSING 
LECTURES/TESTS/ASSIGNMENTS/PROJECTS/REPORTS/LABORATORY (CIRCLE THE CORRECT REASON) 
 
SURNAME: FIRST NAME: 
 
               
 
COURSE & YEAR 
 
     
 
FOR MEDICAL REASONS ATTACH A MEDICAL CERTIFICATE/REPORT 
 
REASON 
 
 
Signed:     Date:    
 
Student Counsellor‟s Comments 
   
 
   
 
Signature:        Date:        
 
DISTRIBUTION: 
 
Academic and Student Administration 
Head of Department 
Student Counsellor 
Student Personal File 
Concerned Lecturers 
   
 
APPENDIX A10 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
 
FIRST SEMESER 2001 
 
CIVIL ENGINERING DEGREE 
 
CLASS LIST OF COURSE SUBJECT – CE 401 STRUCTURAL DESIGN 
 
INDIVIDUAL EXAMINATION RESULT SHEET 
 
NAME OF STUDENT MARK & GRADE 
   
   
   
   
   
   
   
   
   
   
   
   
 
SIGNATURE OF EXAMINER: ……………………………………………………… DATE: ……………………………………. 
 
 
APPENDIX A11
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY – STUDENT SYSTEM REPORT DATE:   
   
 
MASTER EXAMINATION RESULTS SHEET   FIRST 
SEMESER 2001 
 
DEPT:  BECV – B. ENG   CIVIL ENGINEERING    
  YEAR 4 
 
NUMBERSURNAME + INITIAL RPT    SUBJECTS   (FULL YEAR/SEMESTER)  
  INDEX:  CE /BECV/4  
 
  CE401  
CE411 CE421 CE431 CE441 CE451 CE461 WGT. 
AVERAGE RECOMMENDATION 
   
   
   
   
   
   
   
   
   
   
   
   
 
 
CHIEF EXAMINER:        DATE:       
 
   
APPENDIX A12
 
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
  REPORT DATE: 
ANALYSIS OF EXAMINATION RESULTS  
  SECOND SEMESTER 2001 
DEPT:  MECHANICAL ENGINEERING  
  INDEX:  ME 
COURSE CODE:  BEME     B. ENG MECH ENGINEERING COURSE LEVEL:  4 
 
 
 
SUBJECT CODE NO. OF 
STUDENTS GRADES MEAN STANDARD DEVIATION MA
MA
  A B C D E F OTHERS  
   
   
   
   
   
   
   
   
   
   
   
 
 
CHIEF EXAMINER:    __________  DATE:      
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
APPENDIX A13
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
THE ACADEMIC BOARD 
 
PROFORMA FOR AWARD OF COUNCIL MEDAL 
 
I recommend that the following candidate(s) be awarded the Council Medal (the rules for which are printed over leaf). 
 
1. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
2. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
3. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
The form should be returned to the Registrar, attention: Examinations Officer at the same time that examination results are submitted. 
APPENDIX A14
 
THE PAPUA NEW GUINEA UNIVERSITY OF TECHNOLOGY 
 
THE ACADEMIC BOARD 
 
PROFORMA FOR AWARD OF DEGREE WITH MERIT 
 
I recommend that the following candidate(s) be awarded the Degree with Merit (the rules for which are printed over leaf). 
 
1. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
2. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
3. Name of Student:    
 
Name of Course:    
 
 
Weighted 
Average 
  Year 1 Year 2 Year 3 Year 4 Year 5 
Semester 1  
Semester 2  
Annual  
 
Overall weighted Average:      
 
Signature of Head of Department:        Date:    
 
The form should be returned to the Registrar, attention: Examinations Officer at the same time that examination results are submitted. 
APPENDIX A15 
 
FORM FOR APPEAL AGAINST AN ASSESSMENT OR EXAMINATION 
(Please read the appeals guidelines before completing this form) 
 
SECTION 1:  (To be completed by the Student) 
 
Name:  _____________________________________ID NO.:________________________ 
 
Department:  ___________________________________    Programme:  ____________________ 
 
Appeal for Subject:  ______________________________  Grade:  __________________________ 
 
Decision against which Appeal is made (e.g. repeat and attend, discontinue) 
 
 
 
Student’s request (e.g. to take supplementary exam, repeat and attend etc.) 
 
______________________________________________________________________________________ 
 
Precise Reasons for Appeal: 
 
(1) ___________________________________________________________________________________ 
 
(2)             
 
(3)             
 
(4)              
 
(5)             
 
(6) ___________________________________________________________________________________ 
 
Documents attached (e.g. medical):          
 
Signature:  _____________________________________ Date:  _______________________ 
 
APPEAL GUIDELINES 
 
(a) All appeals against failure are to be lodged within 7 days of the posting of the provisional results on the notice board. 
 
(b) Academic appeal must have recommendations from the HOD of the Academic Department concerned. 
 
(c) Students should discuss their personal and family problems with appropriate counselors in Student Services, as and when they arise during the semester.  On-going problems brought to the attention of University authorities only after examinations are held, will not normally be considered as valid grounds for appeal. 
 
(d) Problems which arise immediately before or during the examination period, particularly medical problems, should be documented whenever possible.  
Supporting evidence, in addition to this form, should be submitted.  The original (not a photocopy), should be submitted or a certified copy. 
(e) Receipt of K50.00 Academic Appeal processing fee must be submitted together with the letter of Appeal to the Chairman of Academic Appeals Committee. 
   
 
SECTION 2:  (To be completed by Head of Department) 
 
1. Score of the Student in the failed subject 
 
(a) Continuous Assessment mark of the student 
 
1) Assignments ____ out of ____ 4)  Test 2 _______ out of _______ 
2) Quizes _____ out of ______ 5)  Test 3 _______ out of _______ 
3) Test 1 _____ out of ______ 6)  Others (projects, labs etc)  ______ out of ____ 
 
Sub-total: ____________ out of _________ 
 
(b) Final Examination mark of the student 
 
Sub-total: ____________ out of __________ 
 
(c) Total mark obtained by the student (a+b): ____________ 
 
(d) Other subject(s) failed by the student (if any) ______________  
 
(e) Weighted average mark of the student for the semester ____________ 
 
(f) Class attendance (%)  ___________________ 
 
2. Subject Performance  
 
1) Number of students in the class ___________ 5)  Standard deviation  _________ 
2) 3)  Mean mark ___________Maximum mark __________       6)             Rs =  % CA of the student =   
4) Minimum mark ___________   7)  
             R       c =  % CA for the class =   
 
3. Any other information relevant to the appeal 
 
_______________________________________________________________________________ 
 
_______________________________________________________________________________ 
 
_______________________________________________________________________________ 
   
Signature:  _______________________________ Date:  ______________________________ 
 
 
SECTION 3:  (To be completed by Appeal’s Committee Chairman) 
 
1. Decision   
 
(1) Accept the appeal (2) Reject the appeal 
(3) Refer the case to (student) Disciplinary Committee for further investigation and action:  (4) Refer the case to Staff Disciplinary Committee for further investigation and action  
 
 
Signature: _____________________________ Date: ___________________  
APPENDIX A16 
 
 
PNG University of Technology  
Department of Mechanical Engineering  
Matching Assessment with Learning Objectives 
Co-examiner’s Checksheet 
 
 
Subject:  ME471 
Mechanical Systems Design  
 Lecturer:  M.A. Satter Sem: 1 
Year:  2005 
Questions Marks Time (Min) Ans. Available Learning Objectives* Co-examiners comments and signature 
  (Yes/No) 1 2 3 4 5 6  
Q1 10 30 X X X  
Q2 7 20 X X X  
Q3 8 20 X X  
Q4 15 45 X X X  
Q5  
Q6  
Q7  
 
 
   
  * Lecturer should fill in the learning objectives by a  or X 
 
 
Key: 1 – Knowledge 4 – Analysis    2 – Comprehension 5 – Synthesis Verified by Chief Examiner
 3 -  Application 6 – Evaluation Signature:    
  Date:  
   
 
 
 
 
   
   
APPENDIX A17 
 
PNG University of Technology 
Department of __________________________ 
Lecture Plan 
 
Lecturer:               Subject:    
  Semester/Yr:   
 
Week Topics (Depth to be achieved) Continuous Assessment 
  Quiz Assign Tests
1.  
2.  
3.  
4.  
5.  
6.  
7.  
8.  
9.  
10.  
11.  
12.  
13.  
14.  
   
 
  Key: 
*  1 – Knowledge   semester to weak students   4 – Analysis  +  Alert should be issued three times per 
       2 – Comprehension   5 – Synthesis  
       3 – Application   
 
(a) Textbook:  
  6 – Evaluation 
(b)    Assessment:   Continuous assessment    –  60% 
Written Examination        –  40%   
 
APPENDIX A18 
 
STUDENT EVALUATION OF TEACHING 
 
 
Lecturer‟s name:       Subject:       
   
Semester/Year:  Date:   
 
 
Grade each item between 1 (poor) and 10 (excellent) 
 
 
General Comments (if any):  (for  improvement of subject materials, teaching, class environment etc.). 
 
APPENDIX A19 
 
Matching Assessment with Learning Objectives 
 
It is important that students are assessed over the range of learning objectives.  It should be possible to do so for most undergraduate subjects.  The following is a guide for matching assessment with learning objectives together with allocation of marks for each objective. 
 
1. Emphasize definitions, concepts, principles, laws, derivation of formula (with stated as sumptions).  These should cover the following learning objectives: 
 
a. Knowledge 20% marks 
b. Comprehension  
     and self study 10% marks 
 
2. Emphasize problem solving.  This should cover the following learning objectives: 
 
c. Applications 20% marks 
d. Analysis 
      (Defining problems   10% marks                  and solving them) 
 
3. Emphasize case studies, projects, designs, concept generation, etc.  These should cover the following learning objectives. 
 
e. Synthesis 15% marks 
f. Evaluation 10% marks 
 
4. Emphasize special skills such as 
 
(i) Report Writing 5% marks 
(ii) Seminar presentation 5% marks 
(iii) Problem solving skills 5% marks 
 
 
A1.25  SPECIAL DISPENSATION 
 
Nothing in these Rules shall prevent the Academic Board, in any case in which it deems it appropriate to do so, from dispensing with or suspending any requirement or prescription of these Rules.  Any such action by the Academic Board shall in every instance be reported as soon as possible to the Council. 
 
 
 
 
 
 
 
 
 
 
 
EXTERNAL COURSE CONSULTANTS
 
1 APPOINTMENT 
(1) External consultants shall be appointed by the Academic Board in respect of courses approved by the Academic Board.  Such external consultants shall be appointed from tertiary educational institutions within Australia or New Zealand, PROVIDED that in special cases, the Academic board may approve the appointment of consultants from other approved tertiary institutions in countries other than Australia or New Zealand. 
 
(2) Nominations shall be made in writing to the Registrar by the Head of Department which the appointment is made.  Each nomination should contain a brief curriculum vitae of the nominee. 
 
(3) The appointment shall initially be for a term of two years, and a maximum term of four years shall apply. 
 
(4) Under normal circumstances each consultant shall visit the University at the time of his or her appointment, or at the next sitting of the annual examinations.  External consultants may visit the University annually with the approval of the Vice Chancellor. 
 
2 DUTIES OF EXTERNAL CONSULTANTS 
 
(1) Each Department shall make use of its consultants as its Head thinks fit, but the consultant should advise on the standards achieved in the course, having due regard both to prevailing standards in Australia and elsewhere and to the particular conditions and requirements of Papua New Guinea.  Departments shall keep consultants informed of proposed course and curriculum changes. 
 
(2) Consultants may use a range of methods to assess the academic suitability of the curriculum.  Such methods would normally include the following: 
 
(b) a study of a range of completed examination scripts, having particular regard to papers for terminating professional subjects; 
 
(c) a study of samples of class-work used for assessment of non-examinable subjects. 
 
(3) Each external consultant shall be required to submit to the Academic Board, a detailed written report of his or her assessment; as under 2.1 and 2.2 above. 
 
(4) Except with the approval of the Vice Chancellor, the duration of each visit of an external consultant shall not exceed five working days. 
 
(5) The final authority for the setting of examination papers remains with the internal examiners of the University. 
 
3 HONORARIUM AND EXPENSES
 
(1) Each external consultant shall receive an annual honorarium of one hundred kina (K100). 
 
(2) Each external consultant shall be entitled to: 
 
(a) least cost return airfare between Lae and the place in which he or she holds his or her academic appointment. 
 
(b) accommodation and meals in Papua New Guinea whilst acting as an external consultant; 
 
(c) other expenses as may be approved by the University in advance.