Controller of examinations

Job Title

Controller of Examinations

Role Purpose

The Controller of Examinations is responsible for the end-to-end planning, governance, conduct, and result declaration of all university examinations (internal, external, practical, viva, thesis evaluations, revaluation, and supplementary), ensuring integrity, transparency, compliance with regulatory norms, and timely outcomes in alignment with the Academic Calendar.

Key Responsibilities

A. Examination Governance & Policy

• Frame, publish, and periodically update Examination Ordinances/SOPs in line with University Statutes, UGC/AICTE/PCI/BCI/INC norms, and state/private university Acts.
• Chair/coordinate Exam-related committees: BoE (Board of Examinations), Moderation Committee, Flying Squad, Malpractice Committee, and Result Approval Committee.
• Prepare and publish examination calendar, scheme of evaluation, attendance/eligibility norms, and promotion rules.

B. Planning & Operations

• Create annual/semester-wise exam schedules, hall plans, invigilation rosters, and duty charts.
• Manage question paper lifecycle: paper setter empanelment, paper setting, moderation, encryption, secure storage, printing, and distribution.
• Oversee answer script lifecycle: barcode/QR coding, secure collection, valuation allocation (single/double/blind), revaluation/scrutiny, and archival.
• Ensure compliance and zero-leakage through strong confidentiality protocols and chain-of-custody controls.

C. Technology & Data Management

• Implement and administer Examination ERP (e.g., module for registrations, hall tickets, attendance, marks entry, result processing, transcript/grade card, RTI, audit trails).
• Ensure data security, role-based access, backups, and logs; coordinate with IT for continuity and incident response.
• Oversee results processing-grade computation, moderation rules, grace marks policy, CoE sign-off, and timely publication on portal.

D. Quality Assurance & Compliance

• Align exam processes with Outcome-Based Education (OBE) and Bloom’s Taxonomy where implemented; enable mapping with CLOs/PLOs.
• Support accreditations (NAAC/NBA), NIRF submissions, IQAC audits, and statutory inspections by providing authenticated examination data and reports.
• Maintain statutory records (question papers, attendance, marks statements, award lists, result notifications) as per retention policy.

E. Stakeholder Management

• Coordinate with Deans/HoDs for syllabi, schema, panel of paper setters/examiners, and practical/viva scheduling.
• Serve as nodal point for students (exam forms, hall tickets, grievances, revaluation, migration certificates), faculty.
• Liaise with external examiners and industry/clinical partners for professional programs.

F. Integrity, Vigilance & Grievances

• Run a transparent grievance redressal protocol (recounting, revaluation, photocopy of scripts, RTI responses, and appeal pathways).

G. Financial & Administrative Controls

• Prepare and manage the exam budget (printing, logistics, honorarium, evaluation, ERP, staffing).
• Process remunerations for paper setters, examiners, and invigilators as per approved rates.
• Vendor management for printing, logistics, secure storage, and IT services.

Eligibility & Qualifications

Essential

• Ph.D. in a relevant discipline.
• Master’s Degree with at least 55% marks (or equivalent grade) from a recognized university.
• 10-15 years of relevant administrative/academic examination experience, with at least 5 years in a leadership role (Dy. CoE/CoE/Registrar (Evaluation) or equivalent).
• Strong knowledge of university examination systems, regulations, CBCS, OBE, moderation, and assessment best practices.

Desirable

• Experience with Examination ERP and digital evaluation (onscreen marking, OMR/CBT).
• Familiarity with statutory compliance for professional councils (AICTE/PCI/BCI/INC/NCISM/NCH etc.).

Key Skills & Competencies

• Policy drafting & process design
• Confidentiality, integrity, and risk management
• Program & operations management under tight timelines
• Data governance, analytics, and ERP administration
• Stakeholder communication and conflict resolution
• Decision-making, neutrality, and ethical conduct
• Team leadership, delegation, coaching
• Advanced Excel/ERP reporting; familiarity with database concepts

Tools & Systems (indicative)

• Examination ERP/LMS
• OMR/Onscreen Marking systems, secure print and encryption tools
• Document management systems, helpdesk/ticketing
• MS Office/Google Workspace; data visualization/reporting tools

Duties & Typical Deliverables

• Academic Year Examination Calendar and all Notifications
• Confidential Panel of paper setters/examiners; appointment orders
• Question Paper Bank & moderation records
• Result Gazettes, grade cards, transcripts, rank lists, and convocation lists
• Malpractice Reports, revaluation orders, RTI replies
• Exam ERP Reports (registrations, attendance, marks, pass % trends)
• Audit packs for NAAC/NBA/NIRF/IQAC/statutory inspections

Work Conditions

• Peak-load periods during exams and results; extended hours as needed.
• High-confidentiality environment; strict access controls.

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