4.1 Preparation of Examinations

4.1.1 Examination Rooms

• An area of at least 1.8 square meters per candidate should be allowed.
• The room should have only one usable entrance during the examination, with adequate ventilation and lighting.
• Not less than two (2) invigilators for each 60 candidates; at least one should be a lecturer of the students.
• The Quality Assurance Committee inspects and decides on the suitability of examination rooms.
• The SEO attends all meetings of the Central Examinations Office and shares examination venues with other Schools.

4.1.2 Examination Question Papers

The DEO ensures each examination paper bears:

• The course code and title
• The date and time of the paper
• Instructions on the number of questions to answer
• Additional material to be supplied by the invigilator
• Any other necessary instructions

4.1.3 Eligibility to Sit for an Examination

A candidate is eligible if they:

1. Have been legally admitted and registered for the course in the department
2. Have obtained 75% lecture attendance
3. Have fulfilled all other departmental requirements

4.1.4 Pre-Examination Requirements

• The Registry/CIT provides the list of registered students to the Departments.
• The Registry provides examination cards for distribution to students at least two weeks before examinations.
• Each student must ensure they sit for examinations in courses they are duly registered for and know the date, time, and venue.
• An expelled, rusticated, withdrawn, or suspended student must not sit for any examination. If such a student sneaks in, the exam is null and void.

4.1.5 Examination Dates

The dates for all examinations shall be fixed by the Academic Board and published in the Polytechnic Academic Calendar. Dates shall not be altered except with the approval of the Academic Board.

4.1.6 Examination Rules and Regulations

1. Be at the examination hall at least 30 minutes before the stipulated time.
2. Provide materials such as pencil, ruler, mathematical set, etc.
3. Do not borrow material from another student during the examination.
4. Students may be admitted up to 15 minutes after commencement but will not be given extra time.
5. No student shall leave the hall until one hour after commencement.
6. Students may leave during examination if the Invigilator is satisfied with the reason; on return, they must be escorted by an examination attendant.
7. Bring an Examination Card and Identity Card and display them prominently on the desk.
8. Complete the attendance register (registration number, name, sign in/out, booklet serial number).
9. Do not bring handsets, briefcases, or unauthorized items into the hall.
10. Write the examination number (not name) on every answer booklet.
11. Use of scrap paper is not allowed. No unauthorized writings on question papers, clearance forms, etc.
12. Rough work must be done on answer booklets and crossed out neatly.
13. Do not remove or mutilate any paper or material supplied.
14. Stop writing when instructed and remain seated until scripts are collected.

4.1.7 Excuse and Deferring of Examinations

• Apply for excuse from coursework or examination on time, with supporting documents.
• Applications for excuses submitted after publication of results, or more than 30 days after the last paper of the semester, shall not be considered.
• Absence for a period exceeding 30 consecutive days is normally permitted only on medical or other pertinent grounds.
• Apply for deferring examination at least a month before the examination for consideration.

4.1.7.1 Departmental Board of Examiners (DBOE)

Functions:

1. To make a detailed study of course marks as presented by Internal Examiners.
2. To consider all condonable cases and recommend them to the DEO.
3. To consider results at the departmental level and make recommendations to the SBOE.

4.1.7.2 School Board of Examiners (SBOE)

Functions:

1. To make a detailed study of result sheets as presented by respective HODs.
2. To address any other matters related to examinations in the School.
3. To determine the success rate and classification of certificates.
4. To submit full results with recommendations to the Academic Board.

4.2 The Academic Board

The Academic Board is the highest policy-making body on academic matters. Its decisions are final.

Functions of the Academic Board

1. To consider and approve/ratify all examination results of all programs.
2. To scrutinize and give final verdicts on cases of examination malpractice.
3. To monitor and review Academic Regulations from time to time.
4. To endorse students' progression, graduation and certification.
5. To validate and approve the institution's academic calendar.
6. To develop and deliberate on policies ensuring high academic standards.