Portal Students' Handbook Section 4: Examinations
SECTION 3

Examinations

Examination officers and their duties

3.1 Examination Officers

Examinations shall be conducted by the following officers:

  • Polytechnic Chief Examiner (PCE) — The Rector
  • Central Examination Officer (CEO)
  • Assistant Central Examination Officer (ACEO)
  • School Chief Examination Officer (SCEO) — Deans
  • Departmental Examination Coordinators (DEC) — HODs
  • School Examination Officer (SEO)
  • Departmental Examination Officer (DEO)
  • Internal Examiner (Course Tutor)
  • Examination Coordinators
  • Invigilators
  • External Examiners / Moderators

3.2 Duties of Examination Officers

Polytechnic Chief Examiner (Rector)

Ensures that examinations are successfully conducted in the Institution as at when due, in accordance with the Academic Calendar.

Central Examination Officer (CEO)

Makes all arrangements for the conduct of examinations including:

  • Provision of examination timetable
  • Schedules of coordination and invigilation
  • Preparation and collection of examination questions
  • Provision of answer sheets (booklets)
  • Security of examination scripts
  • Presentation of examination conduct reports to the Academic Board

Assistant Central Examination Officer (ACEO)

Assists the CEO in the discharge of duties.

School Chief Examination Officer (SCEO — Deans)

Ensures examinations are successfully conducted in the respective School and presents the School's examination results to the Academic Board for ratification and approval.

Departmental Examination Coordinator (DEC — HODs)

  • Makes arrangements for departmental examinations
  • Ensures all question papers are submitted by course tutors and are of standard
  • Makes arrangements for marking of scripts
  • Ensures security of examination scripts
  • Arranges for moderation of questions and answer scripts
  • Presents departmental results to the School Board of Examiners

School Examination Officer (SEO)

  • Assists the CEO to prepare examination timetables
  • Arranges examination venues
  • Produces examination question paper parcels
  • Ensures all courses in the School are captured and administered
  • Responsible for security of question papers and scripts
The SEO is nominated by the School and approved by the Academic Board. They shall be a person of integrity, not less than the rank of Lecturer I.

Departmental Examination Officer (DEO)

  • Collects soft and hard copies of question papers from subject lecturers
  • Keeps custody and security of examination materials
  • Distributes and collects examination parcels (answer scripts)
  • Computes results for submission to the Departmental Board of Examiners (DBOE)

Internal Examiner (Course Tutor)

  • Prepares and submits two different sets of hard and soft copies of examination questions with model answers to the HOD
  • Preserves secrecy of question papers at all stages
  • Displays CA scores on the Notice Board at least two weeks before semester examination
  • Submits a certified copy of CA scores to the DEC before examination
  • Marks answer scripts before moderation
  • Collects answer scripts for marking within three days after the paper

Examination Coordinators

Appointed by the CEO from among the most senior and experienced staff to coordinate the conduct of examinations on a daily basis. Duties include:

  • Collecting question papers and materials from the CEO, not earlier than 30 minutes before the examination
  • Ensuring the examination hall is free from incriminating materials
  • Screening and admitting only eligible holders of examination/identity cards
  • Instructing candidates to check and remove unauthorized materials
  • Handing over scripts, attendance registers, malpractice reports and exhibits to the CEO

Invigilators

The CEO appoints invigilators from among academic staff. Duties include:

  • Ensuring strict observance of all examination conditions
  • Taking control of examination room procedures
  • Instructing students to bring identification documents
  • Ensuring students sign the attendance register
  • Being vigilant throughout the examination
  • Not engaging with smartphones during invigilation
  • Collecting and checking all answer scripts against the attendance register
  • Reporting suspected malpractice cases and retrieving incriminating materials

External Examiner

Appointment: Not below the rank of Chief Lecturer. Appointed by the Academic Board for an initial period of 2 years, eligible for re-appointment for an additional two Academic Sessions. Preferably from the Polytechnic or Monotechnic Sector with industrial experience.

Duties:

  • To moderate and certify draft examination question papers and model answers to ensure standards
  • To moderate the marked scripts, including practical projects, according to NBTE standards