General Examination Guidelines
Eligibility for Examinations
- Students must have attended at least 85% of the total scheduled semester lecture meetings for each course and should have completed all course requirements.
- Students must not miss more than 8 consecutive days of lecture.
- Under exceptional circumstances, the First Deputy Vice-Chancellor, Academics in consultation with the Dean of Students, the respective school or Faculty Deans and course Instructor may not enforce the attendance requirements.
- Full payment of student fees, deposits, and charges as determined by the Finance Department.
Instruction to All Examination Candidates
- You are required to appear for the examination(s) under which you're registered unless otherwise advised by the University Senate in writing.
- You are to observe all instructions given to you by the Chief Invigilator, senior Invigilators or officers of the examination responsible for the conduct of the examination.
- You are required to attend punctually at the time shown on your timetable. If you arrive more than half an hour late for an examination, you may not be admitted.
- After the first half hour of the examination you may leave as soon as you have finished your paper and handed in the script to the supervisor or invigilator. You may leave the room temporarily at any time after the first half hour but only with the permission of the invigilator.
- Write your ID Number correctly on every answer sheet of the answer booklet. Using anybody else' Registration Number is considered as a case of dishonestly that may lead to cancellation of examination results.
- You shall bring into the examination room only books, papers or instruments which are specifically permitted.
- You shall possess no unauthorized material in the examination hall, such as, cellular or mobile phones, radios, soft and alcoholic drinks.
- You shall cause no disturbance in or near any examination hall.
- Drinking alcohol, smoking, eating or chewing anything in examination hall is not allowed.
- Communicating with other students in examination room, either verbally or non-verbally, directly or indirectly, or endeavoring to give assistance to any other student is not permitted.
- Destruction or falsification of any evidence of any suspected examination irregularity is outlawed.
- Take nothing from the examination room like examination booklet, examination question paper, etc.
- Permitting another student to copy from or use one's paper is considered as dishonesty.
- Borrowing or lending of materials such as calculators, rulers, correcting fluid and pens among students is not permitted. Come to the examination room with materials needed.
- Continuing the examination after being ordered to stop is wrong.
- Unauthorized absence from the examination hall should be avoided.
- Do not continue writing the examination after being ordered to stop.
- You should produce an Identity Card and Examination Permit from the Finance Office to be allowed to sit for a particular examination. Failure to do so, you will not be given permission to enter the examination room.
- Those who do not do an examination should be 100 meters away from the hall where the examination is taking place. No books and notes are allowed within that limit including the toilet near the examination room.
- Always raise your hand to be noticed by the invigilators. Do not make any noise by mouth or fingers.
Regulations for Candidates on the Conduct and Invigilation of University Examinations:
- Candidates may expect to be inspected at the point of entry into Examination room. Invigilators are required to check that no candidate brings into the examination room any unauthorized materials.
- Invigilators should assist in directing candidates to their seats and should check the identity of candidates against their student registration cards, which they are required to bring along with them, and to place them on their desks. If any candidate is unable to identify himself or herself and his or her purpose to the satisfaction of the Chief Invigilator, that candidate may be barred from the examination. In case of doubt, the Senior invigilator should seek a ruling from the Chief invigilator before allowing the candidate to sit for the examination.
- The Senior Invigilator has the power to inspect any candidate at any stage of examination process.
- The person responsible for starting the examination will make the following announcements and any others that may be necessary:
- Candidates must fill in their attendance slips.
- Candidates must fill their candidate numbers and other details as required on the answer books; the candidate's number is that recorded on the attendance register and attendance slip. (NB: Candidates should not write down their names on their answer booklets)
- No candidate may leave the examination room without the permission of an invigilator.
Conduct of the Examination
- The invigilator will collect from each candidate's desk his or her completed attendance slip and hand this to the Chief invigilator who will mark the attendance registers in duplicate, noting those present, those absent and any other relevant information such as late arrival, early completion, sickness, or misconduct.
- A Candidate who arrives late may be admitted to the examination room at the discretion of the Chief Invigilator or his or her designate, provided that:
- The invigilator makes it clear to the candidate that the University reserves the right to refuse acceptance of his or her script.
- The invigilator notes, on the attendance register, the time of the candidate's appearance, the reason given by the candidate for his or her lateness and statement of whether any candidates have previously left the hall.
- A candidate who arrives 30 minutes after the start of the examination is not permitted to write the examination.
- Normally, no candidate is permitted to leave the examination room wi thi n the first 30 minutes or within the last 10 minutes of the examination. Any candidate who wishes to leave the room may do so only wi th the permi ssi on of the invigilator and may subsequently be re-admitted to the examination room only if the invigilator is fully satisfied that during his or her absence the candidate did nothing which could be regarded as cheating.
- Candidates may be permitted to go to the Comfort Rooms but must be escorted by an invigilator or an attendant.
- Invigilators must devote their full attention to their invigilating duties and should not engage in any other activities.
- Silence must be maintained throughout the examination, and in carrying out their duties, invigilators must do their utmost to avoid disturbing the candidates. Conversation by the invigilators even if whispered, can be most distracting and must not be done.
Procedures on Completion of Examination
- Ten minutes before the end of the examination, the chief invigilator should announce that 10 minutes are remaining and that no candidate may leave the room until the examination has been concluded.
- On expiry of the time allowed for the examination, the Chief invigilator shall instruct candidates to stop writing and to tie together with the strings provided their answer books, supplementary booklets and other answer papers.
- The documents should be tied with a sufficiently large loop so as to allow the book to be opened without tearing. He or she shall announce that NO CANDIDATE MAY LEAVE HIS OR HER DESK UNTIL HIS OR HER SCRIPT HAS BEEN COLLECTED BY AN INVIGILATOR.
- Invigilators will then collect the scripts in the order appearing on the attendance register for each examination paper.
- Invigilators must check that the candidate has written his or her number, and the title of the examination at the top of the answer booklet.
- Any correction that may be necessary should be completed by the candidate and initiated by the invigilator at the desk of the candidate.
- Invigilators must check and ensure that the candidate has tied inside the back cover of his or her answer book all papers, maps, graphs, rough work forming part of his or her examination answers. Particular care must be taken to ensure that all such papers and all answer booklets are collected.
- If a candidate has appeared for examination, but has completed no answers, the Senior Invigilator must note this on the attendance register.
- The invigilator must then check the scripts against the attendance register. The Senior Invigilator must sign the attendance register and place it with the scripts and attendance slips for that examination and spare copies of the question paper in the envelope container provided.
- Immediately after all the papers have been collected the Senior Invigilator will deliver them together with the attendance registers and attendance slips to the Examination Officer who will receive and check them and sign the master register to acknowledge receipt.
- The scripts may be collected for marking from the Examinations Office where the person collecting them will be required to check them again and si gn both copies of the relevant attendance registers taking one copy of the register and leaving the other with the Examinations Officer.
- The person marking the scripts should note any comments made on the attendance register by the Invigilators. The attendance register should be referred to by that person who submits the attendance registers to the relevant department with its agreed marks prior to the meeting of the Examiner's Board. Final agreed marks should be recorded on the attendance register to facilitate the input of marks and recommendations into the computer
- Examination scripts and the students' raw marks are confidential and are to be kept securely. Whilst the scripts are in the possession of the department, it is the department's responsibility to see that the scripts are kept under confidential cover and that they are readily available when required. Scripts should never be left unattended in a car, even if the car is locked.
The examiners may be appointed from within the University, provided that at least one of them had no part in teaching the candidates the subject or subjects under examination. External examiners shall be entitled to such honoraria, as the Council shall prescribe.
A candidate at any examination may at the discretion of the Board of Examiners, be required to attend an oral examination in addition to written and practical examinations. The percentage of the total marks awarded for written, practical and oral examinations in any subject or courses shall be determined by the Senate on the recommendations of the appropriate Faculty.
Dates of Examination
The University Examinations in all Faculties shall be held at a time to be determined by the Senate, which shall normally be at the end of each semester as shown in the University calendar of events, subject to such exceptions as the Senate may allow upon recommendation by the Faculty. Candidates who are referred and are required to do supplementary examinations shall be re-examined in the referred subjects at a time to be determined by the Senate or in particular cases by the relevant Faculty board, as the case may be, which shall not be less than one month after the ordinary examinations at the end of the semester. A candidate who, for a grave cause, was unable to present himself/herself in the ordinary examinations may with the special permission of the Senate present himself/herself for examination at a time fixed for any supplementary examination.
Administration of Final Examinations
- University examinations shall be conducted under the control of the Examination Officer.
- The Senate shall appoint an examination officer from academic staff to act as Chief invigilator for two academic years.
- The Senate will appoint several invigilators as senior invigilators to act in cooperation with the Examination Officer in invigilation exercises; their duration of service will last for two academic years.
- Regular Invigilators are appointed through the Office of the Registrar and Examination officer and have to be in the examination room at least 30 mi nutes before starti ng ti me.
- The University of Arusha has an examination centre which is made ready for examinations three days prior to the dates of examinations.
- Invigilation and examination guidelines are prepared and di stri buted to invigilators, while the guidelines for examiners are placed on the notice board.
- Final examinations are conducted twice or thrice per day, such as morning and afternoon. No examinations are to be administered at night or Sunday and Saturday.
- Examinations are officially opened by the Examination Officer or senior invigilator. This is done in the presence of the candidates.
Absence from Final Examination
A candidate who deliberately absents himself or herself from an examination or examinations without compelling reasons may either be suspended or dismissed from the University. In case such a student is not dismissed from the University, then he or she shall be required to repeat the course. In no way should such a student be eligible for Special Examinations.
End of Examinations
- Candidates sign examination register and the authentication form as proof of submission of the answer scripts.
- The invigilators check to see if all examinations have been received before handing them over to the Examination Office.
- Lecturers collect their students' written scripts from the Examination Office.
- All irregularities such as cheating in the examinations must be reported in details, for example:
- The student who cheated must write a statement immediately after the concerned examination.
- The invigilator should write a statement.
- The witness must sign a statement.
Issuing of Results
All students may download their results using the given usernames and passwords from the Registrar's system. A copy of each semester's results shall directly be sent to the students' sponsor a month after the end of the semester using the address provided by the student.
Determination of Fail and Pass Mark
To qualify for a degree award, the cumulative total minimum number of course credits shall be a multiple of the minimum number of course credits required per academic year for the duration of each degree program. That is:
- For a three-year degree program, such cumulative total minimum shall be 120 credits;
- For a four-year degree program, it shall be 150 credits; and
For each degree program the relevant Faculty or School internal examination regulations shall make provision for the determination of the overall pass or fail mark in an academic year on the basis of the minimum GPA for the academic year calculated in accordance with the credit weighing of the individual courses. Provided that such overall pass or fail mark shall not be below a GPA of point of 2.0.points.