What this office does
The Examination Office administers all continuous assessment and end-of-semester examinations at the College. It prepares timetables, arranges invigilation, oversees marking and moderation, and publishes results in line with the assessment framework set for NTA level programmes.
- Timetables. Publishing examination timetables in good time and posting them on department notice boards.
- Conduct of examinations. Arranging venues and invigilation, and enforcing the rules on examination irregularities.
- Marking and moderation. Coordinating marking, internal moderation and the compilation of results.
- Results and transcripts. Releasing results through the departments and preparing transcripts on completion of a programme.
Standard Operating Procedures (SOP) & Operational Framework
1. Core Mandate of the Examination Department
The Examination Department is responsible for maintaining academic integrity, managing end-to-end examination logistics, processing student assessment results, and issuing official academic transcripts and certificates.
- 01Exam Planning & Timetabling
- 02Clearance & Docket Issuance
- 03Exam Administration
- 04Marking & Moderation
- 05Result Release & Certification
2. Examination Lifecycle & Workflow
The five stages below run in sequence for every examination period, from the publication of the draft timetable through to the ratification of results.
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Examination Timetabling & Course Eligibility Audit
- Publish the Draft Examination Timetable 4 weeks prior to the exam period; resolve scheduling conflicts within 5 working days.
- Publish the Final Examination Timetable 2 weeks before exams begin.
- Audit student attendance records in coordination with Heads of Department (HODs) to enforce the mandatory 75% class attendance threshold required for examination eligibility.
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Exam Paper Setting, Moderation & Printing
- Receive draft examination papers and marking schemes securely from Course Lecturers 3 weeks prior to exams.
- Submit papers to the Internal Moderation Committee (HODs/Subject Experts) for quality control, syllabus coverage, and clarity.
- Print and package approved exam papers inside the Secure Printing Vault.
- Seal papers in tamper-evident envelopes signed by the Examination Officer and HOD. Store in the office safe under dual-key custody.
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Financial & Academic Clearance (Docket Issuance)
- Cross-check student financial standing with the Bursar's Office to verify full or required threshold fee clearance.
- Issue official Examination Dockets (Permits) to cleared students through the SIS or Exam Desk.
- Verify that each Examination Docket contains the student's passport photo, registered courses, and clearance stamp.
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Invigilation & Examination Administration
- Dispatch exam envelopes to designated Chief Invigilators 30 minutes before the start time.
- Verify student identity and Examination Dockets at the entrance of each examination hall.
- Enforce strict hall regulations: enforce seating arrangements, manage silence, and handle emergency bathroom trips via logbooks.
- Collect all answer scripts immediately at the end of the exam, count and reconcile script numbers against the attendance sheet, and sign the Invigilator Handover Form.
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Script Marking, Result Processing & Approval
- Hand over answer scripts to Lecturers against signed receipt forms; marking must be completed within 14 working days.
- Conduct External Moderation or departmental sample audits for quality control.
- Enter raw marks into the Student Information System (SIS) and generate Broadsheets.
- Present results to the Departmental Board, followed by the Academic Board / Senate for official approval and ratification.
3. Examination Hall Rules & Invigilator Checklist
These rules apply in every examination hall at the College and are read out by the Chief Invigilator before each paper begins.
Invigilator Responsibilities
- Arrival. Report to the Examination Vault 45 minutes before the scheduled start time to receive sealed exam packs.
- Verification. Ensure every candidate presents a valid Wesley College Student ID Card and stamped Examination Docket.
- Incident Logging. Record any candidate illness, late arrival, or technical disturbance in the Chief Invigilator Logbook.
- Script Reconciliation. Never leave the examination room unattended. Count all physical scripts twice before leaving the hall.
Prohibited Items in Examination Halls
- Unauthorized notes, books, paper scraps, or written materials on desks/clothing.
- Programmable devices, smartwatches, smartphones, or unauthorized calculators.
- Pencil cases or bags (all personal items must be placed at the front of the hall).
4. Academic Malpractice & Disciplinary Matrix
Every reported irregularity is classified under one of the three categories below and dealt with accordingly.
| Malpractice Category | Offense Description | Sanction / Disciplinary Action |
|---|---|---|
| Minor Infraction | Talking, looking at another student's work, or ignoring invigilator seating instructions. | Written Warning & cancellation of affected section if repeated after 1 warning. |
| Major Infraction | Possession of unauthorized written materials, crib notes, or electronic devices inside the hall. | Nullification of paper (Grade 'F') and 1-semester suspension upon Academic Board review. |
| Severe Infraction | Impersonation (hiring someone else to write), script swapping, or theft of exam papers. | Immediate Expulsion from Wesley College and reporting to national academic authorities. |
5. Result Publication & Academic Appeals Process
Publication & Transcripts
- Statement of Results. Published on student portals within 5 working days following Academic Board ratification.
- Transcripts & Certificates. Issued by the Examination Office upon full academic and administrative clearance at graduation.
Grade Appeal Procedure
- A student seeking a remark must submit a formal Grade Appeal Form to the Examination Officer within 14 calendar days of result publication.
- Pay the non-refundable Appeal / Remarking Fee at the Bursar's Office.
- The Examination Officer appoints an Independent External Examiner to remark the script blindly (the original lecturer's marks are hidden).
- The new grade is submitted to the Academic Board; if the appealed grade increases by more than one full letter grade, the remarking fee is refunded to the student.
6. Guidelines for Supplementary and Special Examinations
Eligibility
- Supplementary Examinations. Open to students who obtained a supplementary grade (
DorF, depending on program guidelines) in a maximum permitted number of modules. - Special Examinations. Open only to students whose formal deferment requests were approved by the Academic Board due to verified medical emergencies or institutional clearance holds.
Registration & Payment Procedure
- Download and fill the Supplementary / Special Exam Application Form from the student portal or collect a copy at the Examination Office.
- Pay the required fee per module at CRDB Bank.
Account Name:
WESLEY UNIVERSITYAccount No:0150271808100 - Submit the bank deposit slip along with the filled form to the Examination Office for clearance and issuance of a Supplementary Examination Docket.
Strict Policy
- Students will not be allowed into the examination hall without a valid Student ID Card and an officially stamped Supplementary Examination Docket.
- Failure to sit for scheduled supplementary exams without prior official permission will result in automatic repetition of the module or academic discontinuation as per College Assessment Regulations.
7. Support and Enquiries
For any examination issues, clearance queries, or examination docket pickup, please visit the relevant offices during official working hours:
Working Hours
Monday – Friday
8:00 AM – 4:00 PM
Academic & Appeals Queries
Examination Office
Financial Clearance & Payments
Bursar's Office (Main Administration Block)