Expanded Text: Functions of the Controller of Examinations (COE)

The Controller of Examinations (COE) office plays a crucial role in maintaining the academic integrity and smooth operation of the institute’s examination processes. Its core responsibility lies in ensuring fair, accurate, and timely evaluation of student performance across all programs. The specific functions of the COE can be categorized as follows:

1. Examination Management and Adherence to Academic Calendar:

• The COE office is responsible for the meticulous planning and execution of all examinations, ensuring that they are conducted impartially and punctually, adhering strictly to the Institute’s approved academic calendar. This involves coordinating exam schedules, securing appropriate venues, and overseeing the entire examination process to maintain a consistent and fair environment for all students.

2. Evaluation and Grading Process:

• For theory-based courses, the COE is responsible for identifying and appointing qualified evaluators. These individuals are tasked with the creation of exam papers and the subsequent grading of student responses, ensuring that assessments are aligned with course learning outcomes and are marked objectively.
• For practical or project-based assessments, the COE forms an evaluation committee consisting of experts in the relevant field. This committee is responsible for assessing student work based on pre-defined criteria, ensuring a comprehensive and consistent evaluation process.

3. Result Processing and Dissemination:

• Upon completion of the evaluation process, the COE compiles the grades and prepares the results for review and approval by the Result Passing Board (RPB).
• Following RPB approval, the COE officially announces the results to students, along with providing individual grade reports, ensuring transparency and timely access to academic performance information.

4. Result Analysis and Academic Council Approval:

• The COE is also responsible for in-depth analysis of the examination results. This analysis helps identify areas where students performed well and areas that might require further attention or curriculum adjustments.
• This detailed analysis is then presented to the Academic Council for their review and approval, ensuring that the examination process and results contribute to the ongoing development and improvement of the institute’s academic programs.

5. Recommendation for Conferral of Academic Degrees:

• Based on the approved examination results and fulfillment of all academic requirements, the COE recommends the granting of academic degrees to eligible students. This formal recommendation signifies the culmination of their academic journey and marks their readiness for graduation.

6. Additional Responsibilities:

• Beyond the core functions of examination management, the COE undertakes a range of other vital tasks including:
  • Providing Certified Transcripts: The COE issues official transcripts to students, verifying their academic record for applications to further education and employment.
  • Authenticating Academic Documents: It ensures the legitimacy and integrity of all grade sheets and certificates issued by the Institute, preventing fraud and maintaining the institution’s credibility.
  • Overseeing Graduation Day: The COE plays a critical role in organizing and overseeing the annual Graduation Day ceremony, celebrating the achievements of graduating students.

7. Organizational Structure and Personnel:

• Currently, the COE office is led by a Controller of Examinations, who is responsible for the overall management and direction of the office.
• The Controller is supported by a Deputy Controller, who assists with the operational aspects of the office.
• A highly qualified and experienced team of thirteen members works alongside the Controller and Deputy Controller to ensure the efficient and effective fulfillment of the COE’s diverse responsibilities.

The Controller of Examinations office is an indispensable administrative unit responsible for upholding the academic integrity of the institute by managing fair, accurate, and timely examinations, processing results, recommending degree conferral’s, and providing essential documentation. The office’s work directly impacts the academic experience of students and the reputation of the institution.