Before the Examination:
* Developing Examination Procedures and Policies: Creating and maintaining clear, consistent rules and procedures for all aspects of examinations, including registration, scheduling, seating arrangements, permitted materials, and conduct codes. This often involves collaboration with academic departments.
* Examination Scheduling and Timetabling: Developing and publishing a comprehensive examination timetable that minimizes conflicts and ensures optimal use of resources. This requires careful consideration of the number of students, exam venues, and invigilator availability.
* Registration and Student Data Management: Managing student registration for examinations, verifying eligibility, and maintaining accurate student records related to examination results. This includes handling applications for special accommodations for students with disabilities.
* Preparation of Examination Materials: Overseeing the printing, distribution, and security of examination papers, answer sheets, and other relevant materials. This requires careful handling to prevent leaks or unauthorized access.
* Venue Management: Arranging and preparing examination venues, ensuring they are suitable for the number of students and equipped with necessary resources (e.g., desks, chairs, invigilation stations). This also involves coordinating with facilities management.
* Invigilator Training and Recruitment: Recruiting, training, and scheduling invigilators to ensure they understand their roles and responsibilities in maintaining exam integrity.
During the Examination:
* Supervision and Invigilating: While this is primarily the role of invigilators, the examination department provides oversight and ensures consistent application of rules across all examination venues.
* Addressing Student Queries: Providing a system for students to raise concerns or questions during the examination process, within the constraints of exam regulations.
* Emergency Response: Having procedures in place to deal with any emergencies or unexpected situations during examinations (e.g., medical emergencies, power outages).
After the Examination:
* Collection and Security of Examination Papers: Ensuring the safe and secure collection of examination papers and answer sheets after the examination.
* Marking and Grading: While often delegated to academic departments, the examination department may play a role in coordinating the marking process, providing resources, and ensuring consistent marking standards.
* Result Processing and Publication: Processing exam results, ensuring accuracy and timely publication, handling queries and appeals related to grades.
* Data Archiving: Maintaining secure archives of examination records, complying with data protection regulations and institutional policies.
* Reporting and Analysis: Generating reports on examination performance, identifying trends, and making recommendations for improvements to examination procedures.
* Handling Appeals and Complaints: Establishing and managing a fair and transparent appeals process for students who have complaints about their examination experience or results.
The specific duties and responsibilities may vary depending on the size and structure of the institution. However, the overarching goal remains the same: to ensure the integrity and fairness of the examination process for all students.