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About COE Office

Controller of Examinations:

The Office of the Controller of Examinations is located in the First floor of the Administrative building. The office is spacious and is air-conditioned, and has a large amount of storage capacity to store papers and other examination material. The office also has an attached strong room. There is a separate cabin for the Controller of Examinations. The office of the Controller of Examinations was established in September 2010, soon after the college obtained its Autonomous status from the UGC. The examination department has been working independently for the conduct of Autonomous Examinations. The office of the Controller of Examinations conducted its first End Semester Examination in November, 2010. The Information Technology (IT) integration in the COE office has facilitates all modules of examinations process starting with online application download to final mark sheet printing.

The Responsibilities of the office are:

  • Preparing academic calendar which includes all the academic related activities
  • Conducting CIA Tests and the End Semester Autonomous Examinations
  • Processing and Publishing results in time.
  • Issuing Certificates such as Statement of Grade, Consolidated Statement of Grade and Transcript
  • Sending a list of successful candidates with their CGPA and photo to Thiruvalluvar University for issuing Provisional and Degree Certificates.

Officials of the COE office are:

S.No.

Staff Name

Qualification

Designation

1.

Dr. F. Liakath Ali Khan

M.Sc., M.Phil., B.Ed., Ph.D.,

Controller of Examinations

2.

Mr. P. Tanveer Ahmed

M.A., M.Phil.

Coordinator of Examinations

3.

Dr. N. Nadeem Afroze

M.Sc.,B.Ed., Ph.D.,PGDCA

Admin

Office Bearers:

S.No.

Staff Name

Designation

1.

Mr. V. Noor Mohamed

Assistant

2.

Mr. Shameel Ahmed

Accountant

3.

Mr. P.M. Aslam Basha

Assistant

4.

Mr. M. Md. Ghouse Basha

Assistant

5.

Mr. O. Md. Shafeeq

Office Assistant

Examination Committee Members:

S.No.

Staff Name

Qualification

Designation

1.

Dr. Syed Tahir Hussainy

M.Sc., Ph.D.,

Associate Professor

2.

Dr. G. Venkada Krishnan

M.A., M.Phil., Ph.D.,

Assistant Professor

3.

Dr. A. Nazim Ahamed

M.Sc., M.Phil., Ph.D.,

Assistant Professor

4.

Dr. M. P. Ashar Waheed

M.Sc., M.Phil., Ph.D.,

Assistant Professor

Infrastructural support from the Management:
The management has constructed and provided a new building exclusively for the department of examinations. The Office of the CoE is equipped with the state-of-the-art technology infrastructure for effective functioning:

  • High configuration Server and computers with LED monitors, which  are kept away from access by outsiders to the office of the COE
  • It has provided software support from iGrapix Solutions, Chennai, which supports all days (24x7) to manage the examination process. The system is secure and foolproof. Moreover it has provided trained personnel who are able to exploit the system successfully
  • Three large Laser Jet printers with A3 and A4 printing capability and Digital Stencil Copier for rapid printing of a large number of copies of question papers and examination related documents. High Speed Scanner to scan OMR sheets during centralized valuation process.
  • An exclusive uninterruptible 10 KVA power supply (UPS) system with effective backup capacity
  • Automatic backup system that keeps regular backups of all data, so that any loss due to technical disasters is negligible.

Functions of the office of the Controller of Examinations:

The Office of the Controller of Examinations is an autonomous body with well-defined responsibilities.  The functioning of the Controller of Examinations is totally computerized which helps in time bound conduct of examinations, declaration of results and in making the system transparent and accountable.

  • Receives the Academic Council approved Regulations & Schemes of Examinations, and a copy of the Syllabi for all programmes from the Principal.
  • Receives the Bio-Data forms of First year UG, PG and M.Phil students from the respective departments.
  • Appoints question paper setters and receives question paper sets with key and detailed schemes of valuation.
  • Conducts centralized CIA I & CIA II Tests for all programmes.
  • Arranges for download of End Semester Examination applications for UG, PG and M.Phil through students login facility.
  • Announce the schedule of End Semester Examinations of all programmes.
  • Arranges to conduct the Practical Examinations, Project work including Viva voce to all required Courses.
  • Receive practical OMR mark sheets from the respective departments
  • Receive the filled in Examination Applications from UG, PG and M.Phil Students and upload the same in Exam Cell software through QR code.  
  • Preparing and registration of the list of candidates and the subjects, for which they appear.
  • Arranges to download Hall Ticket.  
  • Generates login facility to each mentor to enter CIA marks through intranet.
  • Appoints Scrutiny Committee to scrutinize End Semester Examinations question papers.
  • Printing and sealing of End Semester Examinations question papers and handed over to Controller of Examinations for safe custody.
  • Arrange to distribute End Semester Examinations Time-Table to respective department for Notice Board display and made available in the college website.
  • Appoints Observer and Squad for End Semester Examination.
  • Conducts the End Semester Examinations after getting approval from the Chief Superintendent.
  • Appoint examiners for evaluation of End Semester Examinations answer scripts.
  • Dummy number generation for received answer scripts.
  • Arranges for evaluation of papers.
  • Organises the result passing board.
  • Publishes the results, issues the Statement of Grade and Consolidated Statement of Grade to the students.
  • Arranges for the revaluation of answer scripts whenever necessary or requested by the concern student.
  • Arranges for conduct of instant examinations for outgoing students after the publication of final results.
  • Arranges to get the Provisional Certificates and Degree Certificates from the Affiliating Thiruvalluvar University.

Evaluation process:
Question papers received from the setters are scrutinized by a Committee appointed for the purpose (known as QP Scrutiny Committee) before the conduct of the End Semester Examinations. The duties of the board are to carry out the following:

  1. To check whether every question paper is as per norms with regard to equal coverage of questions from each unit.
  2. To check the spelling and other errors.
  3. To approve the question papers.

Security and Confidentiality:
The question papers are typed, printed and copies made in the office of the COE. They are sealed and kept in the strong Room under the direct custody of the COE. The packed question papers are handed over to the Chief Superintendent for the conduct of examinations on the day of examination to be opened half an hour before the commencement of examinations.

  1. The answer scripts are packed and sealed immediately after the examination for the session are over and handed over to the COE.
  2. Evaluation is done by external/internal examiners.
  3. Single valuation for both UG and PG programs.
  4. For PG Programmes, all examiners appointed are external.
  5. Evaluation of practical exam is made jointly by one internal and one external examiner recommended by the Head of the Department of the concerned.
  6. Moderation upto 3 to 5 marks maybe given to those students who fail to secure the aggregate passing minimum of 40% and 50% in UG and PG programs respectively on the recommendation of the Board of Examiners.
  7. Publication of results will be done immediately after the approval of the Passing Board soon after evaluation. 

Transparency:

  1. Any student can get a photocopy of the valued answer scripts by paying the Prescribed Fee.
  2. Any student can seek revaluation for only one current arrear paper of a particular semester. Revaluation of more than one paper will be allowed only on the basis of the recommendation of the Head of the Department concerned. However, revaluation of previous semester paper is not allowed.
  3. Internal assessment is finalized only if accepted and signed for by the students.

Instant Examination:
Instant Examination will be conducted every year during the month of June/July for those candidates who have completed their study and have not passed in only one paper. The fee for Instant Examinations shall be fixed by the Governing Body from time to time. A separate Grade sheet will be issued for instant examination. 

Examination Reforms

    1. The office of the Controller of Examinations will prepare the Examination Calendar, well before the start of the academic year, which would enable the Academic section, to plan & prepare the Academic Calendar every year. The Examination Calendar for Odd & Even semesters, Course structure for UG, PG & M.Phil programs were included in Student’s Hand Book.
    2. Introduction of OMR based answer script for the paper Value Education & Environmental Studies
    3. Entry of CIA marks via intranet/internet from the respective departments.
    4. CIA answer scripts are shown to the students after evaluation for their information which provides transparency and accountability in the evaluation process and students grievances are taken care of and are redressed in a timely manner.
    5. The absentees of the internal tests are given an opportunity by head of the department if they have valid reasons.
    6. Question papers for 100% CIA courses and OMR based examination shall be set by the respective mentor and scrutinized by the HoD of the respective department.
    7. The question papers are checked for the correctness, timing, and traits of Bloom's taxonomy including higher order thinking skills.  
    8. Provision for change of M.Phil. Dissertation title, if needed, a separate application should be submitted at least 15 days in advance prior to the last date for submission of dissertation with prescribed fee.
    9. Appointment of observer/squad will be decided by the Principal time to time.
    10. Examination for all the arrear papers (theory only) will be conducted along with regular End Semester Examinations.
    11. Instant examinations will be conducted for those candidates who have completed their study and have not passed in only one paper.
    12. End semester examination Time-Table and seating arrangements are automated.
    13. Receives End semester examination applications through QR code, which would easily enable the authenticity.
    14. New format of Answer Booklet is introduced from April 2019, with student’s photo, Subject details (Course, Subject code, Register No, date of examination) with QR code for security and benefit of students.
    15. Randomized dummy number generation from the QR code of answer script.
    16. Results are declared within three to five days from the last day of examination.
    17. The students are given an option to apply either for getting photocopy of the evaluated answer sheets or revaluation.
    18. When the students apply for the revaluation, the answer sheets are not evaluated by the examiner, who has done the first round of evaluation. The same would be given to a senior faculty member, who is a known subject expert, for revaluation.
    19. If the difference in the marks scored by the candidate by the two examiners is less than 10, then the highest mark would be awarded to the candidate.
    20. On the other hand, if the difference of marks awarded by the two examiners is more than 10, then the revaluation process would be allotted to a third examiner. After third evaluation, COE decision would be the final.
    21. The office of the COE has appointed internal squad for the prevention of malpractices in the internal  & End semester examination.
    22. To make the system and process more transparent and precise, an examination manual has been brought out by the Office of COE and the same is disseminated to all the stakeholders.
    23. Scribe facility is provided for the needy students.
    24. End semester examination application download through student login.
    25. Online examination fee payment.
    26. Hall Ticket downloads.
    27. Attendance percentage view to the individual student.
    28. Exam seating arrangement in web portal for student view.
    29. Online payment system is followed in the office of the Controller of Examinations for Exam. Hall invigilators, practical examiners and evaluators. 

    Security Features of Grades and Consolidated Mark Statement:

    • Introduction of photographs of candidates on Grades and consolidated mark sheet
    • Unique background with complex pattern and textured layout.
    • Micro text throughout the sheet.
    • Accountability Number.
    • Customized design and print setup.
    • Barcode & QR code printing.
    • Hologram with Islamiah College Logo.
    • Distinct marking for different students.
    • Date of print and names of reader and verifier.
    • Manual signature of COE in individual Grade Card & Consolidated Marks statement.

    Process of IT integration:

    • Generation of Semester-wise, Degree-wise, Class-wise course list.
    • End Semester Examination Time table is processed and made available in individual department notice board and in the college website.
    • Randomized student’s seating arrangement in Examination Hall.
    • Preparation of Hall invigilators duty List.
    • General Attendance entry of all courses by separate staff member in the Office.
    • Preparation of individual student profile.
    • Preparation of student’s ID card
    • Question paper setting order sent by COE.
    • Computerized online Hall tickets are generated with photograph of the student for identification during the examination with regular and arrear papers list.
    • Online payment of examination fee has been introduced
    • Entry of CA mark, Assignment mark attendance mark by respective mentor.
    • Preparation of semester-wise attendance percentages for individual student.
    • Final attendance shortage list generated from system and stoppage entry enable.
    • OMR generation for Practicals and Theory Evaluation.
    • Students, Parents & Staff to view Exam schedule, result in college Website.
    • Result analysis report : 
      1. Course – wise percentage before moderation.
      2. Re-appear list before moderation.
      3. Moderation list before moderation for passing board
    • Pass Certificate
    • Pass percentage for individual course.
    • Publication of Exam Time table.
    • Preparation of examination Galley
    • Result published in college website on the same day of Result Passing Board.
    • Semester-wise final Grade Cards, Consolidated Mark Statement Printing.
    • E-verification for student records.
    • Error generation in examination system is gradually minimized.
    • Examination communication systems have been improved.
    • Result Publication period from the last day of examination have been reduced drastically to 3 to 5 working days.
    • IT integration contribution to our college has facilitates the smooth function of the Examination system. 

    CoE Down the Years:

    S.NO

    NAME

    PERIOD

    1

    Mr. V.M. Nazeer Ahmed

    16.02.2010 - 06.03.2013

    2

    Dr. H. Nisar Ahmed

    07.03.2013 - 20.03.2014

    3

    Mr. K. Manzoor Ahmed

    21.03.2014 - 18.01.2016

    4

    Dr. U. Rizwan

    19.01.2016 - 31.01.2018

    5

    Dr. F. Liakath Ali Khan

    01.02.2018 -

    Islamiah College (Autonomous)
    Newtown,
    Vaniyambadi - 635 752
    Tamil Nadu, INDIA.
    Phone: +91 4174 235206