Controller of Examinations

JD & KRA – Controller of Examinations (CoE)

The duties of a Controller of Examinations include planning and scheduling examinations, managing question paper security, coordinating the conduct of exams, overseeing the evaluation and grading process, ensuring academic integrity, publishing results, maintaining records, and handling student grievances related to examinations. This central role ensures the transparent,

efficient, and fair execution of all examination-related activities within an educational institution.

Key Responsibility Areas :

1. Examination planning & scheduling – This involves organizing and publishing the academic calendar for examinations, including internal, end-semester, and supplementary exams.

a) Timely publication : Manage examination policies and publish the exam calendar, timetables and result dates on

or before the scheduled deadlines.

b) Scheduling efficiency : Percentage of exams conducted as per the published schedule, with minimal or no

postponements or cancellations.

c) Support Academea : To support academic portals by providing new and relevant tools for assessments and

prepare rubric for the exams.

2. Confidentiality & security – This area involves ensuring the secrecy and integrity of all exam-related materials and

processes.

a) Security breaches : Zero reported breaches of confidentiality regarding question papers, answer scripts, or

results.

b) Secure handling : Maintain a transparent and secure log of all confidential materials, including question paper

setting and storage.

3. Examination logistics and administration – This area covers the operational management of the exam process, from

question paper printing to resource allocation.

a) Resource preparedness : Ensure that 100% of invigilators, exam venues are ready and equipped with necessary

materials, such as question papers and answer booklets, before the start of each exam.

b) Logistical efficiency : Measure and track key metrics, like the time taken to dispatch question papers and answer

scripts for evaluation.

4. Evaluation and result processing – This focuses on the timely, accurate, and consistent processing of student results.

a) Timely results declaration : Achieve a set target for declaring results within a specific timeframe after the last

exam.

b) Accuracy rate : Maintain a near-zero error rate in the final tabulation and processing of marks.

c) Correction turnaround time : Measure the time taken to process and resolve student requests for re-evaluation

or mark correction.

5. Data management and analysis – This involves using technology to manage and analyze examination data for

continuous improvement.

a) Database accuracy : Maintain a low error rate in the student database and records related to examinations.

b) Data-driven feedback : Implement a process to provide faculty and departments with timely analysis of student

performance trends.

c) Automation effectiveness : Contingency planning, measure the percentage of exam processes, such as student

registration and mark entry, that are managed through automated software, minimizing manual intervention.

6. Stakeholder communication and grievance redressal – To emphasize clear and timely communication with all

stakeholders and an efficient system for addressing complaints.

a) Student satisfaction : Track and maintain a target satisfaction score from students regarding examination

processes, communication, and support.

b) Query resolution time : Implement a target turnaround time for resolving student grievances related to exams

and results.

7. Quality and process improvement – This area focuses on using feedback to drive innovation and enhance the examination system.

a) Feedback implementation rate : Measure the percentage of suggestions from students and faculty that are

successfully implemented to improve exam processes.

b) Annual process review : Ensure that a comprehensive review of the examination process is completed annually

to identify areas for innovation and improvement

c) Convocations : Providing the stakeholders with student examination data and assisting in organizing annual

convocations.

Required Skills :

1. Excellent organisational and planning skills

2. Good interpersonal and communications skills with a range of stakeholders

3. Ability to prioritize workload and meet deadlines

4. An understanding of multiple IT systems specially Windows, Excel, PowerPoint & Word

5. Ability to work under pressure

Educational Qualification :

• Bachelor’s or master’s degree from an affiliated / reputed university

Experience :