EELO UNIVERSITY     JAAMACADDA EELO

Borama Awdal, Somaliland
Web: eelouniversity.org email: info@eelouniversity.org Phone: +252-617427

1. University Examination Policy

1.1 Introduction The University is committed to providing a fair and comprehensive assessment framework that accurately evaluates students’ knowledge and understanding of the course material. This policy outlines the guidelines and procedures for mid-term exams, final exams, quizzes, and special exams.

1.2 Mid-Term Exams Mid-term exams are designed to assess students’ comprehension of the course material covered in the first half of the semester. The following guidelines apply to mid-term exams:

• Mid-term exams will be conducted according to the schedule provided by the academic calendar.
• The duration and format of the mid-term exams will be determined by the course instructor and communicated to the students at the beginning of the semester.
• Students are expected to adhere to the rules and regulations set by the university during mid-term exams.
• In cases of illness or unforeseen circumstances, students should follow the special exams procedure (as outlined in Section 4).

1.3 Final Exams Final exams serve as a comprehensive assessment of students’ knowledge and skills acquired throughout the semester. The following guidelines apply to final exams:

• Final exams will be scheduled according to the official academic calendar.
• The format and duration of the final exams will be communicated to students well in advance by the course instructor.
• Students are required to follow the university’s examination guidelines during final exams.
• Special exams procedure (as outlined in Section 4) applies to students who miss final exams due to exceptional circumstances.

1.4 Special Exams Special exams are provided to students who are unable to attend mid-term or final exams due to valid reasons such as illness, personal emergencies, or other compelling circumstances. The following procedure applies to special exams:

• Students seeking special exams must submit a formal application along with relevant documentation (e.g., medical certificates, official letters) to the designated university authority within a specified timeframe.
• The university authority will review the application and documentation and determine the eligibility for a special exam.
• If approved, the student will be informed of the new exam date and instructions for the special exam.
• The format and content of the special exam will be comparable to the original exam.
• It is the student’s responsibility to ensure they are available for the scheduled special exam date.

1.5 Quizzes Quizzes are conducted to assess students’ understanding of specific topics or concepts throughout the semester. The following guidelines apply to quizzes:

• Quizzes may be announced or unannounced, as determined by the course instructor.
• The weightage and frequency of quizzes will be communicated to students in the course syllabus.
• Quizzes will be conducted during regular class hours or as per the instructor’s discretion.

1.6 Academic Integrity All examinations, including mid-term exams, final exams, special exams, and quizzes, are subject to the university’s academic integrity policies. Any form of cheating, plagiarism, or academic dishonesty will be met with appropriate disciplinary actions.

2. Exam Submission and Processing Policy

2.1 Introduction The University’s Exam Submission and Processing Policy outlines the systematic process for preparing, submitting, and processing examinations. This policy ensures the security, accuracy, and efficiency of the examination process from creation to marking.

2.2 Exam Submission Process

• Instructor Preparation: Instructors will prepare the examination paper, adhering to the prescribed format and guidelines. They will ensure the clarity and accuracy of questions, instructions, and marking schemes.
• Dean Review: The prepared examination paper will be submitted to the respective dean’s office. The dean will review the exam to verify its quality, adherence to university guidelines, and alignment with the course’s learning objectives.
• Dean Approval and Registrar Submission: Once the dean approves the exam, they will forward it directly to the registrar’s office for further review and processing.
• Registrar Review and Printing: The registrar’s office will thoroughly review the exam to ensure its accuracy, format, and adherence to university policies. Upon approval, the exam will be printed in the required quantity.

2.3 Exam Administration and Collection

• Exam Administration: On the day of the examination, the exam papers will be distributed to students by the invigilators and supervisors. Students will complete the exam within the allocated time.
• Collection and Registrar Submission: After the exam concludes, invigilators and supervisors will promptly collect the answer scripts from students. They will securely transport the collected scripts to the registrar’s office.
• Dean Collection: Deans will collect the completed exams from the registrar’s office. They will sign the designated form to acknowledge the receipt of the exam papers.

2.4 Marking and Results Submission

• Dean Distribution: Deans will distribute the exam papers to respective lecturers responsible for marking. A clear deadline for results submission will be communicated to lecturers.
• Lecturer Marking and Form Signing: Lecturers will mark the exams in accordance with the provided marking scheme. When collecting the exams from the dean, they will sign the designated form to acknowledge the receipt of the exam papers for marking.
• Results Submission: Lecturers will submit the marked exams to the dean’s office within the specified deadline. Results will be compiled and processed for further administrative actions.

3. Exam Results Publishing and Modification Policy

3.1 Submission and Verification of Results: a. After an examination, the lecturer will submit the results to the dean of the respective faculty. b. The dean will review the results and ensure their accuracy before forwarding them to the registrar for further verification.

3.2 Registrar’s Review and Dean’s Approval: a. The registrar will meticulously review the results to confirm their accuracy and integrity. b. After the registrar’s review, the results will be sent back to the dean for a final check and approval.

3.3 Publication of Results: a. Once the dean approves the results, they will be signed and published for students to access. b. Students will be able to view their results through the designated university portal.

3.4 Complaints Period: a. Students who wish to file a complaint regarding their results have a two-week window from the date of result publication to do so.

3.5 Grounds for Complaints: a. Complaints will be accepted only for the following reasons: – Missing full marks for an entire section, such as a mid-term or final exam. – Documented proof of the student’s signature on the exam signing sheet.

3.6 Complaints Process for Missing Full Marks: a. If a student files a complaint for missing full marks, the dean and registrar will review the exam signing sheet to verify the student’s signature. b. If the signature is confirmed, the student’s papers will be checked for accuracy.

3.7 Complaints Process for Result Disagreement: a. Students who do not agree with their results and wish to challenge specific marks can request a reevaluation. b. A fee of $10 will be charged for this process.

3.8 Result Reevaluation Process: a. The course teacher, the dean, and the registrar will jointly review the student’s exam papers. b. If there are corrections or changes to be made, a result modification form will be filled out by the teacher, and the registrar’s records will be updated.

3.9 Final Decision and Communication: a. The decision made after the result reevaluation process will be final and communicated to the student. b. If there were any errors in the initial grading, the necessary corrections will be made in the student’s records.

3.10 Transparency and Record Keeping: a. All complaints, decisions, and modifications will be documented for transparency and accountability.

3.11 Policy Updates: a. The university reserves the right to update or amend this policy as needed, with proper communication to all stakeholders.

This policy ensures a thorough and transparent process for reviewing and modifying exam results, providing students with a fair avenue to address issues they may have with their grades. It outlines clear steps for complaints, the grounds for reevaluation, and the associated procedures, while maintaining the integrity of the university’s academic assessment process.

Conclusion The University’s Exam Submission and Processing Policy ensures a streamlined, organized, and secure process for the creation, administration, and marking of exams. By following this policy, the university aims to maintain the integrity of the examination process while facilitating efficient handling of exam papers, accurate marking, and timely results dissemination.

The University Examination Policy aims to ensure fairness, transparency, and consistency in the assessment process. Students are expected to familiarize themselves with this policy and adhere to its guidelines. In cases of exceptional circumstances, the special exams procedure provides a mechanism for students to request alternative assessment arrangements.