Examination Manual

1. Date Sheet
(i) Process of Preparing
The process of preparing the date for the semester examinations starts with the beginning
of new semester. The Examination branch first receives the scheme of study syllabi
approved by the respective Board of Studies during the first week of August & January. The
scheme of study syllabi then analysed to extract relevant data from the study scheme. The
main objective is to know the number of theory subjects& subject codes being offered per
semester for each course.

The next step is to cross check the dates of examination from the university academic
calendar and then verify the dates available for examination (examinations can also be
scheduled on Saturdays) after going through the holiday calendar of the university. The
main aim here is to ensure that adequate dates are available to schedule all the exams with
sufficient gap in between two papers for preparation and revision by the students.

After the above two tasks have been completed a proposed date sheet is prepared for all
the courses.

(ii) Releasing the Proposed date sheet

The proposed date sheet is prepared last week of August and January & afterwards the
same is released to the various departments of the university in the 1 st week of October and
March for December and May examination respectively.

The HODs of all the departments are entrusted with task of reviewing the date sheet. The
review involves feedback from the concerned coordinators and the students. The
departments are to consider all the feedbacks received from students, faculty & subject
coordinators and propose any changes to be made to the date sheet within one week of
receiving the proposed date sheet.

(iii) Releasing Final date sheet

The changes proposed by the respective departments are critically reviewed by the
Examination branch on merit basis and if found to be necessary are incorporated the date
sheet. After all the changes have been made in the date sheet and the final date sheet is
circulated to the various departments. This task is scheduled to be completed by 3rd week of
October and 1st week of April for December and May examination respectively.

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(iv) Date sheet format
The format of date sheet is as appended below

(v) Approvals
The next stage is to get final approval from the concerned authorities for display of date
sheet. The first step in this process is to get feedback from various HODs for all the course
under their domain and after all these feedbacks have been obtained the compiled date
sheet is then sent to Dean Examination for approval. The Dean Examination upon his
recommendations on the date sheet forwards the date sheet for approval of the Vice
Chancellor.

(vi) Contingency Planning

a. Solution for clashes
In case of any clashes in the final date sheet the Examination branch shall be liable to make
necessary amendments in the date sheet on request of concerned HODs and get the same
approved from the Dean examination. Also the Examination branch shall issue a circular
through Dean examination, bringing to the notice about the amendments in the date sheet
to the concerned department and superintendent examination for that particular course.

b. Special Cases
For special cases like Natural calamities, Strikes, Struck-off etc. The Examination branch shall
notify appropriate dates for examination after obtaining necessary approvals from Vice
Chancellor through the Dean examination.

Receive Study Scheme approved by BOS - 1st week of August/January

Prepare Proposed Date Sheet - Last week of August/January

Release Proposed Date sheet - 1st week of October/March

Get departmental Feedback - 2nd week of October/March

Release Final date sheet 3rd week of October/1st week of April

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2. Centre Allocation
(i) Student strength
Student strength is downloaded from UIMS and confirmed with departments by conduct
branch

(ii) Classroom count

Block wise classroom count is given below

Blocks Rooms Capacity TOTAL Capacity

1 38 70 2660
2 18 70 1260
3 26 70 1820
3-A 57 77 4389
4 37 77 2849
5 26 96 2496
6 35 77 2695
7 15 77 1155
8 4*61 61 350
(6 Draw hall)
9 29 60 1740
11 14 100 1400
12 16 100 1600

(iii) Superintendent and Deputy Superintendent appointment

Appointment is done by conduct branch in consultation with Dean Exam. A Superintendent
should be

(iv) Division of Faculty

Division of faculty is done by conduct branch in consultation with Dean Exam

(v) Flying Squad

Flying Squad is appointed by Conduct branch in consultation with Dean Exam. There is a
convener of the flying squad and at least one member (Should be of senior level, one male
and one female)

(vi) Approvals
All the Approvals related to Examinations are proposed by Dean Exam and approved by
Registrar and Vice chancellor.

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3. Examinations
i) The examinations in each semester will be conducted according to the syllabi prescribed
by the University. Each course will carry credits as per the approved scheme of courses. A
student must take all the courses including the project semester/alternative semester
given in the scheme approved by the Academic Council.

ii) The examinations will be held in each semester on such dates as fixed by the University.

iii) In order to be eligible to sit for end semester examinations in course(s) of any semester,
a student must have registered for concerned course(s) and must have attended not less
than 75% of total classes collectively in lectures, tutorials and practicals in concerned
course(s) from the date of registration as notified in the academic calendar/prospectus. If a
student falls short of the required attendance in lectures + tutorials + practical (total contact
hours) in concerned course(s), she/he will automatically be awarded I grade in concerned
course(s).

iv) The weightage of the end semester examination and other evaluations during the
semester in different courses will be; 60% weightage given to external examination and 40%
to internal evaluation in each theory paper.

The internal 40% Component shall be further divided as follows

There will be 3 internal tests for the theory paper.

1) First hourly test: weightage 6% Marks

2) Mid Term test: weightage 12% Marks

3) Second hourly: test weightage 6% Marks

4) 2% marks shall be for the student who has attendance 90% or more.

5) Remaining 14% based on components like Assignments, Presentations, Group Discussion

or any current activity decided by department.

v) Question papers will be set by External Examiners to be appointed on the

recommendations of the Board of Studies.

vi) For each practical paper/ component the weightage shall be 40% external and 60%
internal.

vii) In case a student misses any test only one make up test may be allowed by the Dean
Academic Affairs, but the maximum marks allowed shall be 75% of the obtained marks.

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4. Evaluation and Results
i) The Evaluation of answer books shall be done by the concerned teacher teaching that
paper or any other faculty as designated by Head of Department. Random checking of 10%
answer book shall be got done by an external expert in the concerned subject to ensure
uniformity and fairness.

Award lists Preparation

The rules regarding the evaluation of answer sheets are as follows

a) Each answer sheet shall be evaluated by 04 faculty members

b) In case only 2or 3 faculty members are available for evaluation of answer sheets,
prior approval of Dean examination/Examination Incharge shall be sought for
deputing only 2 or 3 faculty members by the concerned HOD.
c) In case of large quantity of answer sheets i.e. > 500, for example
Maths/Physics/Chemistry, 8 to 10 faculty members shall be deputed for evaluation
of each answer sheet and each faculty member shall be assigned the task of checking
one question only.
d) In no case a single faculty member shall be deputed for evaluation of one complete
answer sheet.
Amount of evaluation to be completed per day, if performing evaluation duty for half day.

04 Faculty / answer sheet 100 / day

02 Faculty / answer sheet 50 / day
8 10 Faculty / answer sheet 250 / day

Duration for completion of evaluation of complete answer sheets

All answer sheets must be evaluated within 3 days of conduct of exam.

Counter checking of totalling

Checking assistants must check for unmarked questions and totalling mistakes only. Under
no circumstances they may be delegated the task of totalling the marks.

OMR filling

OMR sheets has to filled by faculty members themselves and this task must not be
delegated to checking assistants.

The answer books shall be shown to the students on specified date and time to be decided
by Head of Department before preparation of final result. The students will be required to
sign the answer book for having seen and agreed to the evaluation.

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Paper Showing

Answer sheets must be shown to the students after the end of exams. The schedule shall be
shared by Examination Incharge with the departments within one week of start of exam.

a) No answer sheets to be shown to students once showing is complete.

b) Student can complain about the evaluation only at the time of showing.

Note: In case of any disagreement between the student and evaluating teacher, the case
will be referred to the standing committee on payment of mandatory fee. The decision of
standing committee consisting of Head of the Department, one senior faculty of the
Department & Concerned evaluator shall be final & binding on the student.

For practical component / paper external examination shall be held at the end of
Semester, before/after the theory examinations, as notified by the University.
There after the final result shall be compiled on the basis of various components;
external and internal, theory and practical etc.
The complied result shall be sent by the department to the Registrar of the University
for the Declaration & notification.
Project evaluation committee will do the evaluation of project/survey camp/vocational
training/seminar etc. as per the guidelines issued by the University from time to time.
The Teacher-in-charge will compile all the marks. She/he will submit a copy of award list
to Dean Academic Affairs for the preparation of result by Academic Section.

OMR scanning and Result compilation

OMR sheets scanning to be completed within one month of end of exams.

External marks to be sent to computer section for result compilation.

5. Declaration of Result
(i) Result Analysis

All the Results are to be analysed by Head of Department in consultation with Dean Exam
after that the cut off are to be decided.

(ii) Gazettes to be signed by Registrar

After the decision on the cut offs the gazettes are to be prepared and duly signed by the
Registrar.

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(iii) Approvals from Honble Vice Chancellor for declaration of results

After the printing and signing of gazettes the last step is to take a written approval from
Honble Vice Chancellor for the declaration of the results.

These results will be visible on UIMS accounts of all the students.

ii) At the end of the semester, the students will be awarded a letter grade in each registered
course for the semester depending on the total performance that may consist of mid-
semester examinations, quizzes (announced and unannounced), laboratory evaluation,
tutorial work, seminars, home assignments and End Semester Examination.

iii) Grades will be awarded on the basis of relative performance using the Normal
Distribution.

iv) Letter grades will be awarded to the students as indicated below. Each letter grade
indicates the level of performance in a course and has a grade point for purposes of
computing the Cumulative Grade Point Average(CGPA), as given below:

Letter Grade Performance Grade Point

A+ Outstanding 10
A Excellent 9
B+ Very Good 8
B Good 7
C+ Average 6
C Below Average 5
D Marginal 4
E Exposed 0
F Poor 0
I Incomplete 0
NOTE: A+, A, B+, B, C+, C and D grades are the pass grades.

E grade: This grade is awarded when a student has attended at least 75% of the lectures,
tutorials and practicals (as per the teaching load of the course) and does not appear in
the final semester examination.
F grade is a fail grade. A student, who even having 75% attendance and after appearing
in end semester examination scores very low marks shall be awarded F grade.
I grade is awarded to a student who does not fulfill condition of 75% lectures and is
detained; such students shall have to attend that course afresh when it is offered again.

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 Cumulative Grade Point Average(CGPA) is the weighted average of all the grades
awarded to a student since his/her entry into the University up to and including the
latest semester and is computed as follows:

Cumulative Grade Point Average (CGPA) = (Ci Gi) / (Ci)

Where Ci is the number of credits assigned to ith course and Gi is the grade point equivalent
to the letter grade obtained by the student in the ithcourse. When a student repeats a
course, the new grade will replace the earlier one in the calculation of the Cumulative Grade
Point Average (CGPA).

v) Dean Academic Affairs, will approve registration of students who have backlog course(s)
in each semester. However, the student may be allowed to study an equivalent course
(against the backlog course), if necessary, with the approval of Dean of Academic Affairs.
The decision of Dean of Academic Affairs with regard to their registration of courses in each
semester would be final and binding on such students.

A student with E grade may opt for any of the following options.

(a) She/he may register for that course again when it is offered next in subsequent
semester(s).

OR

(b) The student may register and appear for a single examination i.e auxiliary examination
conducted immediately after the end semester exam in which he/she has earned E grade,
on a date notified by the Dean Academic Affairs office. The student will not have to attend
any classes. A course instructor will, however, be designated to conduct the examination
and guide the student. The grades will be decided by the concerned instructor in
consultation with the Head of the Department.

If a student who gets E grade misses the auxiliary exam conducted immediately after the
end semester exam in which he/she has earned E grade, he/she shall have to register
afresh for that course again when it is offered next i.e. she/he cannot appear in the
subsequent auxiliary exams.

Grading in the auxiliary exam shall be done as under:

The auxiliary exam shall be treated as re-conduct of the end semester exam of that course
in just concluded semester.

The grades shall be awarded by substituting the end semester marks with the marks
secured in auxiliary exam.

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 The cut off limits of the exam conducted in just concluded semester shall be taken into
consideration for award of grades.

The student will have to pay an examination fee notified by the University.

Note: In case a class/ section indulge in a mass bunk, all the involved students shall lose 3%
of their obtained aggregate marks for every bunk, at the time of grading.

vi) Summer Term: In addition to above, students securing E or F or I grade can be offered
maximum of two backlog course(s) in summer term subject to availability of faculty. The
schedule of summer term, the fees to be deposited and other relevant conditions will be
subject to the approval of the Vice-Chancellor on the recommendation of Dean Academic
Affairs.

During summer term, if found fit, Dean Academic Affairs can allocate maximum of 3 courses
to the final year students. Such relaxation shall be given only in the cases where students
are left with only 3 backlogs for completion of the degree.

The fee for Summer Term shall be as prescribed by the University

In the summer term, regular classes will be held if the number of students is four or more.
The course will be offered as a self-study course if the number of students is less than four.
The students with I grade will not be allowed to take a course in summer term as a self-
study course. An instructor will, however, be appointed and all the components of
evaluation will be completed in each case.

The decision of Vice Chancellor in running these courses shall be binding on the students.

vii) Semester examination results will be declared by Registrars office after obtaining
approval from Dean Academic Affairs. Registrar shall publish the result of the students
indicating their grades and the Cumulative Grade Point Average (CGPA) obtained.

At the end of each semester (i.e., after end semester examination) students will be supplied
a grade card indicating the grades obtained in each course and up to date Cumulative Grade
Point Average(CGPA). Once grades are submitted, any correction thereafter will only be
made with the approval of Vice - Chancellor on the recommendation of the Dean Academic
Affairs.

Promotion to Next Semester /Year

Ordinances for Under-Graduate Programmes

General

A student will be allowed to continue in the programme only if,

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(a) At the end of the first year, she/he secures a Cumulative Grade Point Average (CGPA) of
greater than or equal to 4.00

(b) At the end of second year, she/he secures a Cumulative Grade Point Average (CGPA) of
greater than or equal to 4.50.

Important: A student who fails to satisfy the conditions mentioned in the above clause (a)
or (b), as the case may be, will be required to improve his / her Cumulative Grade Point
Average (CGPA) so as to fulfill above conditions only then he / she will be allowed to join the
next semester.

Readmission
(i) Readmission is not applicable for students admitted through LEET.

(ii) Readmission in first/second year is possible only through the same mode as used for
admission for the first year of UG programmes in the immediately following year. After one
year of study at Chandigarh University, Gharuan, Mohali, the student having good conduct
can seek readmission under the same category only, in which she/he was previously
admitted.

(iii) At the time of readmission, she/he will be given option of either Joining first year of the
programme, and will be given credits for all courses in which she/he earned pass grades
(i.e., A/B/C/D) during the preceding year.

OR

Joining second year with Cumulative Grade Point Average (CGPA) secured in the preceding
year; provided that she/he does not have any backlog courses (or have dropped the
semester) in the preceding year.

However, the maximum period in both above options for the completion of degree will be
10 semesters from the date of readmission.

(iv) The student will be governed by the rules and ordinances as applicable from time to
time to the concerned batch in which she/he is readmitted.

(v) Such students will not be considered for the award of medal/scholarship on the basis of
their performance of first year.

(vi) After readmission in first/second year, such student(s) will pay the tuition fee and other
dues as applicable to students of first year admitted in the session of readmission.

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Requirements for the Award of Degree
i) A student is deemed to have completed the requirements for a programme and is eligible
for the award of degree if, she/he has earned a Cumulative Grade Point Average (CGPA) of
greater than or equal to 4.50 for Under Graduate (UG) programmes. The minimum
Cumulative Grade Point Average (CGPA) required for the award of all Post Graduate (PG)
degrees is 5.00.

ii) She/he has satisfied all the rules and ordinance.

iii) She/he has taken all the required courses.

iv) She/he has deposited all fees due to her/him.

v) There is no case of indiscipline pending against her/him.

Cumulative Grade Point Average (CGPA) Improvement

i) If a student after obtaining pass grades (A/B/C/D) in all the courses at the end of the
programme obtains a Cumulative Grade Point Average (CGPA) less than minimum
Cumulative Grade Point Average (CGPA) required for the award of degree, she/he may be
allowed by Dean Academic Affairs to improve the Cumulative Grade Point Average (CGPA)
by studying the course(s) in which she/he has earned D grade(s) provided the said courses
are offered in the semester under consideration. First preference will be given to the
professional course(s). This concession of additional semester(s) for improvement will be
counted within maximum duration permissible for the programme. However, in exceptional
cases, Dean Academic Affairs can allow a maximum of three subjects for improvement in
the final semester of study.

ii) For equivalence of a course and transfer of credits on the appeal of a student in case of
migration or change of course Dean Academic Affairs may constitute a committee to
establish an equivalence and transfer of credits, and his/ her decision will be final.

Final Result/Division/Distinction
The Candidates getting:

i) 5.00 Or more Cumulative Grade Point Average (CGPA) but less than 6.00 Cumulative
Grade Point Average (CGPA) shall be placed in Second Division.

ii) 6.00 Or more Cumulative Grade Point Average (CGPA) shall be placed in First Division.

iii) 7.50 Or more Cumulative Grade Point Average (CGPA) shall be awarded distinction.

Note: To convert Cumulative Grade Point Average (CGPA) into percentage of marks the
formula will be:

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Cumulative Grade Point Average (CGPA) x 10= percentage of marks.

6. Planning and Implementation

ERP
Planning Implementation
Promotion of students to next academic semester Before start of new semester
Check marks upload by department/ Handle As required
queries
Forward the awards upload to computer section After data locked by Deptt.

Concerned deptt.
planning Implementation
Uploading of subjects code and name including dept. elective With in one week
Uploading of subject code and name of open elective Within 45 days
Uploading on CUIMS std. Attd./ Marks As notified
Collection/ submission of reappear exam. Forms As notified
Display of detainee list- practical/ theory 1 week before final exam
Conduct of practical As notified
Distribution of admit card received from computer section As notified/ 1 week before
start of semester
Submission of awards/ scanned copy to C&EB As notified
Distribution of DMC to students( record in HOD custody) As received from secrecy
branch

Conduct & Examniation Branch (Before start of final exams)

Planning Implementation
Date sheet/ QP printing/ distribution of hourly tests As notified
Date sheet: Proposed/ Final 2 month, 1 month
Appointment of centre Supdt/ Dy./ Flying Squad 1 month
Allocation of Exam. Centre to students 10 days
Collection of RP Forms from Deptt. As notified
Distribution of Exam material to centre Sypdt. 3 days
Collection of award flies from deptt. As notified
Checking and verification of External practical awards Within 10 days of receiving
Collection of record files from centre supdt. As notified
Dealing students application Day to day basis

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Secrecy
Planning Implementation
Preparation/ Printing of question for final examination Ready at least 2 weeks before start of
final exams
Distribution QP to exam. centre Day of final Exam
Record/ distribution of DMC/ Degree to Deptts. Within week after receiving from
computer section
Procuring Question bank for HT exams QP preparation 1 month before start of HTs
of hourly test
Finalization of date sheet/ exam. 10 days before start of HTs
Centre/ Supdt. Flying squad Well before schedule
Invigilators for examination During Exam days
Evaluation of answer books scanning and verification Within specified time

Examination centre/ centre suptd.

Planning Implementation
Provide no. of Question paper required to secrecy branch 3 days before final Exams
Preparing seating plan from cut list and ensure ineligible/ detainee 3 days before final Exams
students are not included in the seating plan
Display of seating plan for students before examination Day of examination
Check of unfair means practice
Timely distribution of question papers and correct QP to students
Timely submission of answer book packets to secrecy branch after
completion of examination
Submit examination record file after the last examination to C&EB Within 1 week of last
along with scanned data examination

Computer section
Planning implementation
Check schemes & update semester wise subject/ elective/ open With in 1 month of start of
elective subjects for result purpose semester
Issue admit cards to detainee/ reappear students 1 week before start of final
Cut list of students appearing in exams exam
Co-ordinate with ERP for data upload on CUIMS After data locked by deptt.
Compile award data for declaration of results
Extract old data for students appeared in reappear examination
Declare regular results/ prepare gazette With in 1 month of conduct

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 of exam
Verify data for provisional certificates issue transcript/ DMC/ After result
Degree

7. Formats and Forms

Sr. Ex No. Name of Form

No.
1 EX-1 Certificate to be signed daily by the Center Supdt. After making
announcement in the examination center
2 EX-2 Late Arrivals
3 EX-3 Account for daily consumption of answer books
4 EX-4 Daily Attendance Chart of the Supervisory Staff and Service Staff at
Examination Centre.
5 EX-5 Certificate for opening question paper( to be got signed at the time of
opening of question papers daily)
6 EX-6 Details of the candidates who remained absent in the examination or in a
papers
7 EX-7 Statement showing detail of the subjects in which No candidate appeared
at the Center to be sent immediately after termination of examination
8 EX-8s Secrecy Memo for forwarding of answer books
9 EX-9 Attendance-cum Secrecy Memo (Reappear) for forwarding of Answer books
Examination Dec.2017
10 EX-10 Form for Reporting Unfair Means Cases or Act of Interference with the
proper conduct of examination
11 EX-11, Statement showing the consumption of blank answer books the center of
11e,11d examination
12 EX-12 Instruction for attendance chart to be used for all the examination

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