EXAMINATIONS OFFICER: ROLE AND RESPONSIBILITIES
The purpose of the examinations Office is to manage and oversight the examination procedures at the KAGEU from submitting entries to communicating results. This is a crucial role of ensuring the smooth running of the examination cycle at all key stages for both internal and external exams.
Reporting to DVC Academics, the Examination Officer is specifically be responsible for:
- Liaising with the Registrar Academics and School Administrators to ensure that they have all the relevant dates and examination materials to carry out end of semester, special and supplementary examinations effectively.
- Detecting assessment needs and attending to them promptly
- Ensuring that integrity of examinations and high quality in assessment/ appraisals delivery is maintained
- Determining that all required information, is obtained and submitted accurately within set deadlines in relation to examination entries, changes, withdrawals, remark requests, and assessment data.
- Liaison with the Registrar Academics and Schools Administrators with regards to examination scheduling and communication of examination timetables and room plans
- Ensuring that the end of semester exams and continuous assessments tests are formatted according to policy guidelines and take place within the timelines provided in the University’s diary or year Calendar.
- Ensuring that the examinations calendar for different schools in the University is harmonized
- Ascertaining that all examination processes including pre-examination analysis (Moderations) and approvals, examination timetabling, conduct of examination, proctoring or invigilation, submission of results, post-examination analysis and approvals happen in accordance with the University’s examination policy.
- Ensuring efficient management and supervision of the examination rooms and giving direction and training of administrative staff assisting during exam periods
- Ensuring that adequate training is conducted for all persons involved in the proctored exam, especially students and faculty, and that all relevant information required to efficiently administer proctored examinations is provided to the University before the start of examinations.
- Determining that Students are adequately trained and have access to all relevant information before sitting for proctored examinations.
- Participating in designing and or reviewing existing examinations assessment policies
- Ensuring that the conduct of online and face to face examinations comply with all relevant academic and examination policies
- Ensuring all aspects of the conduct of both public (open book) and internal (closed book) examinations are compliant with KAGEU examination policies and procedures
- Registering and management of invigilation/proctoring teams including providing staff invigilation training and advice on examination procedures and policies
- Ascertaining that conditions related to online proctoring and face to face invigilation of Examinations are favorable to the stakeholders.
- Ensuring that reports on complaints, incidences and malpractices that occur during the examination process are handled according to the guidelines provided in the University’s examinations policy.
- Operationalization of student assessment and examinations policies
- Evaluating student assessment policies and recommending improvements
- Ensuring that Schools/Departments are provided with appropriate information on every proctored exam prior to the exam administration.
- Ensuring that the student’s identities are validated before sitting for proctored examinations.
- Approving of external examiners as recommended by Chairs of Departments
- Working with the Chairs of Departments, to ensure that there are supervisors and invigilators (proctors) for all online and face to face examinations.
- Operationalizing Academic Senate decisions and advising the Senate on examinations related matters
- Advising the Academic Senate on appraisals of students and officers in the Academic quality chain
- Collaborating with the Registrar Academics to manage the results communication process
- Coordinating with the Registrar Academics and ICT Department in regard to applications for examination access either virtual or face to face
- Downloading all relevant base data into KAGEU LMS and ERP Exams Management Systems
- Implementation of the University’s policies once approved by the Senate and uploaded by the CUE
- Keeping up to date records and examination procedures for CUE inspection
- Ensuring compliance to CUE’s standards and regulations
- Ensuring KAGEU’s mission, vision, and core values are upheld in examinations related matters
- Counseling students on examinations related matters
- Supervising the setting, designing, storage and administration of examinations
- Supervising the Moderation of examinations and examination grades
- Overseeing the logistics of the Examinations Office
EXAMINATION MODES
Examination modes at KAGEU include paper based sit –in or face to face exams and electronic Online and Distance Learning Management systems based examinations.
EXAMINATION FORMATS
The Exam formats include closed book proctored or invigilated exams and open book, library based project or term paper examinations.
The examinations policy prescribes two exam phases namely formative (Continuous Assessment Tests) and Summative (End of Academic Session) phase. The formative examinations include three CATs which account for an aggregate 40% of the final grade, while the summative segment accounts for the remaining 60% of the 100% grade value.
COURSE ASSESSMENT TAXONOMIES
KAGEU uses CAP Taxonomies as assessment design tools. CAP is the acronym for the three domains of learning namely Cognitive, Affective and Psychomotor.
. These three may be referred to as the CAP Taxonomies, capturing the acronym for each of the domains.
The Cognitive Domain: This is represented by (Benjamin) Bloom’s Taxonomy which is arranged on the framework for growth in mental skills (knowledge) of the acronym RUAEC capturing a continuum of lower to higher levels of learning:
- Remembering,
- Understanding,
- Applying,
- Analyzing,
- Evaluating, and the last and highest function,
- Creating.
The Affective Domain: This is represented by (David) Krathwohl’s Taxonomy which is arranged on the framework for growth in attitudes feelings and values represented by the acronym ReReVa-OrCha capturing a continuum of lower to higher levels feeling verbs: The Feeling verbs include:
- Receiving
- Responding
- Valuing
- Organization
- Characterization
The Psychomotor Domain: This is represented by (Anita) Harrow’s Taxonomy which is arranged on the framework for Growth in practical, manual or physical abilities (Praxis) represented by the acronym ReFu-PerPhy-, Ski:NonDisCom Com capturing a continuum of lower to higher levels practical ability skills. The Psychomotor objectives include:
- Reflex movements
- Fundamental movements
- Perceptual abilities
- Physical abilities
- Skilled movements
- Non discursive communication
LEARNING OUTCOMES FOCUS
Examinations at KAGEU are based on a learning outcome focus design. This design progressively tests the competencies outlined in the academic Programs Curriculum as indicators which demonstrate achievement of the educational goals of learners in each course.
ASSESSMENT APPLICATION ORIENTATIONS AND ALIGNMENTS
Assessments at KAGEU are regulated by the CUE provisions which call for an application relevance focus whose orientation rests on the framework of on local, national, regional, continental and global realities.
- Local relevance constitutes alignment of assessments to the KAGEU Mission statement,
- National relevance constitutes alignment of assessments to the Kenya national values (ethos) enshrined in the constitution and the National Cohesion and Integration act
- Regional relevance constitutes alignment of assessments to the East African Community act
- Continental relevance constitutes alignment of assessments to the African Union Goals
- Global relevance constitutes alignment of assessments to the United Nations (UN) Sustainable Development Goals (SDGs).
EXAMINATION ADMINISTRATION FLOW CHAT 1
Here is a flow chart on Examination Administration portfolios, protocols and operational logistics.
EXAMINATION ADMINISTRATION FLOW CHAT 2
A. EXAM ADMINISTRATION PORTFOLIOS
Portfolios (Folders/Collections/Cases)
- Portfolios (Folders) from Academic Registry to Examinations Office.
a). Courses uploaded for the Term/Semester (Facilitates planning for Exams by Courses/ Degree, Diploma and Certificate)
b). Threshold of Students registered for courses. (Facilitates planning and logistics for end of semester/term exams by Expected number of students per course).
c). The number of students cleared by Finance office. (Provides case information for End of Semester/Term and Special Exams planning and logistics).
d). University Year Calendar with specific date provisions for among others:
- Examination turn-in
- Examination moderations
- Grade turn-ins
- Grade moderations
- End of Semester Examination taking
- Special Examination taking
- Supplementary Examination taking
(Provides case information for Examination logistics).
e). Examinations Scheduling: Exam timetables informed by data on uploaded courses (approved through the portfolios of class number threshold, moderated examinations and moderated Examination Grades) for:
- End of Semester or Term Examinations
- Special Examinations
- Supplementary Examinations
- Portfolios from the Academic Registry to the Finance Office on Examination Matters
a). The number of courses uploaded for offer in the Semester or Term (Provides case information for End of Semester/Term, Special and Supplementary Exams logistics).
b). The number of students registered for programs in the Semester/Term
(Provides case information for End of Semester or Term, Special and Supplementary Exams logistics).
- Portfolios from the Academic Registry to the School Departments
a). University Academic Calendar with specific date provisions for among others:
- Examination turn-ins
- Examination moderations
- Grade turn-ins
- Grade moderations
- End of Semester Examination administration
- Special Examination administration
- Supplementary Examination administration
(Provides case information for Examination logistics).
- Portfolios from the Schools/ Departments to Examinations Office.
a). Folder of Actual Moderated Exams (by Course Code and title) from the Departments in the Semester/Term (Planning for end of Semester/term Exams Logistics by Exam office cleared Courses/ Degree, Diploma and Certificate)
b). Folder of Non-Moderated Exams (by Course Code and title) from the Departments in the Term/Semester (Planning and logistics for Special exams by Expected number of Courses and registered students per course).
c). Folder of Moderated Course Exam Grades (by Course Code and title) from the Departments in the Semester/Term. Provides case information for:
- Academic Senate brief, and approval (or rejection) of grades.
- The Release of Course Exam Grade Results to Students (by the Academic Registry) when approved by the Academic Senate.
- Re- moderation of Course Exam Grade Results (by the Departments under Supervision of Examinations Office) in the event the grades are not approved by the Academic Senate.
- Supplementary Exams planning and logistics.
d). Folder of Non-Moderated Course Exam Grades (by Course Code and title) from the Departments in the Term/Semester (Provides case information for Senate brief and determination of next course of action).
e). Folder of Moderation minutes for:
- Examination scripts
- Examination Grades.
- Portfolios from the Schools/ Departments to the Academic Registry.
- Portfolios from the Schools/ Departments to the Finance and Administration Office
- Portfolios from the Finance Office to the Examinations Office.
a). Clearance/approval of examination logistics budget (Provides financial facilitation for End of Semester/Term, Special and Supplementary Examinations logistics.
b). The list of students cleared by Finance office for examinations. (Provides case information for End of Semester/Term, Special and Supplementary Exams planning and logistics).
c) The number of students not cleared by Finance office. (Provides case
Information for Special Exams planning and logistics).
- Portfolios from the Examinations Office to the School Departments.
a). Mainstreaming of University Year Calendar protocols with respect to specific date provisions for:
- Examination turn-in
- Examination moderations
- Grade turn-ins
- Grade moderations
- End of Semester Examination taking
- Special Examination taking
- Supplementary Examination taking
(Provides case information for Examination logistics).
b). Examination Moderation tool-box for:
- Face to face Examinations
- DLM Examinations
(Provides case information to School/Departments for Course Examination piece Moderation logistics).
c) Course Grades moderation toolbox
(Provides case information to School/Departments for Course Examination Grade Moderation logistics).
- Portfolios from the Examinations Office to the Academic Registry
a). Course Examination pieces cleared/Moderated for offer in the Term/Semester (This amounts to Exam timetable approval and Planning for Exams by Courses/Degree, Diploma and Certificate).
- b) Course Examination pieces not cleared/Unmoderated for offer in the Term/Semester (This amounts to none approval for Exam timetable inclusion in Planning for Exams by Courses/Degree, Diploma and Certificate).
c). Course Examination Grades cleared as Moderated to be released to the students subsequent to adoption of the minutes/report of the same by the Academic Senate (Planning for release of Exams Grades by Courses [Degree, Diploma and Certificate] and School [E&SC, BTH]).
d). Course Examination Grades not cleared through Moderation for release to the students (Facilitates Planning for subsequent Exam Grades moderation before release to students by Courses [Degree, Diploma and Certificate] and School [E&SC, BTH]).
- Portfolios from the Examinations Office to the School Departments
a). Uploaded Course Examination pieces cleared through Moderation process for offer in the Semester or Term (This amounts to Exam timetable content approval enabling Planning for Exams by Courses/Degree, Diploma and Certificate).
b) Courses Examination pieces not cleared/Unmoderated for offer in the Semester/Term (This supplies information on Course units Not approved for Examination timetable upload in Planning for Exams by Courses/Degree, Diploma and Certificate).
c). Course Examination Grades cleared through Moderation to be released to the students (This facilitates Planning for release of Exams Grades by Courses [Degree, Diploma and Certificate] and School [E&SC, BTH]).
d). Course Examination Grades not cleared/Moderated to be released/declared to the students (Planning for subsequent Exam Grades moderation before release to students by Courses [Degree, Diploma and Certificate] and School [E&SC, BTH]).
- Portfolios from the Examinations Office to the Finance and Administration Office
a). Budget based requisition for Examination Administration logistics (Exam facilities - ICT & stationary. This provides financial information for End of Semester/Term, Special and Supplementary Examinations logistics[2]). NB: This requisition is informed by the following protocols:
- The List is courses uploaded in the Semester/Term (Degree, Diploma and Certificate).
- Number of students Registered for each uploaded Course
- The number of students cleared to sit for each uploaded examination
- The mode of examination administration (face to face, Distance Learning Mode, open book, closed book specifications)
B. EXAMINATION ADMINISTRATION PROTOCOLS
PROTOCOL FOR EXAM CLEARANCE (END OF SEMESTER, SPECIAL AND SUPPLEMENTARY)
- Students Registered for Courses (cleared by Academic Registrar’s Office).
- Students approved (by Academic Registry), allowed to sit for End of Semester, Special and Supplementary Exams (cleared by finance office).
- End of Semester/Term Exam Timetable Development by the Academic Registry based on confirmed number of Courses offered in the Semester (To be cleared by Examinations Office based on threshold of set and moderated exams as well as availability of invigilators [informed by inbox portfolio]).
- Special Exam Timetable Development by the Academic Registry based on confirmed number of students who missed the end of Semester/Term Exams correlated by specific course portfolios. These are to be cleared by
a). the finance office to receive Exam cards/pass
b). Examinations Office based on threshold of set and moderated examinations as well as availability of invigilators [Informed by in-box portfolio]).
Supplementary Exam Timetable Development by the Academic Registry based on confirmed number of students determined to have failed to meet a pass mark grade in specific end of semester/term examinations.
a). The students are to be cleared by the finance office to receive Exam cards/pass
b). The Supplementary Exam timetable is to be cleared/approved by the Examinations Office based on threshold of set and moderated examinations as well as availability of invigilators [Informed by in-box portfolio]).
PROTOCOL FOR GRADES APPROVAL AND RELEASE
- Course Examination pieces are graded by lecturers/instructors/teachers
- Course Examination grades are turned –in to the Heads of Department (HODs)
- The Turned-in Course Grades are moderated in the Departments under the jurisdiction of the HODs, facilitated by the Examinations Office.
- The portfolios (Folders) of Moderated Course Grades (and Moderation meeting minutes) are copied from the Departments to:
a). The Examinations Office for Records and Evaluation
b). The Academic Registry for Records and Release to students, upon adoption/approval by the Academic Senate
- The Minutes (Report) on Moderated Course Grades are copied from the Examinations Office to:
a). The DVC- A through the Examinations Office for Senate brief and adoption.
b). The RA’s office for records.
- The DVC-A relays a Senate approval brief to the following offices:
a). Academic Registrar (informed by Academic Senate determination on grades adoption) to release Course Examination Grades to the Students.
b). The Examinations Office for Records and subsequent audits.
C. EXAMINATION ADMINISTRATION LOGISTICS
Examinations Administration Logistics consists of:
- Exam Scheduling: Academic Calendar plans for uploaded course grades moderation, course examination script moderations, end of semester/term, special and supplementary exam administration
- Examinations time-tabling
- Inter- Departmental and stakeholders correspondences
- Applications for examination access: ICT – infrastructure (Hard and software, Wi-Fi connectivity,)
- Examination Office space
- Stationary (Printing paper, scripts and answer sheets)
- Examination supervision and proctoring/invigilation (Both face to face and DLM)
- Staff awareness of Examination policies and procedures
- Staff training on Examinations Administration
- Administration of Examination room environment