Instructions for Students, Invigilators, Dy.Supdt, Supdt, Flying Squad and Secrecy

The following Instructions must be followed for smooth conduct of HSBTE Exams.

GUIDELINES FOR THE STUDENTS/ EXAMINEE

1. General Instructions

1. The examinee is expected to be present at the examination centre 10 minutes before the commencement of examination.

2. No examinee shall be admitted to the examination hall after 30 minutes of commencement of the examination.

3. The examinee shall have the proper Roll No. ticket and the valid institutional identity card for producing when demanded, without which he/she shall not be eligible to appear for the examination.

4. Examinees are not permitted to leave examination hall during the initial 30 minutes and last 10 minutes of the paper.

5. A bell will be sounded 10 minutes before the commencement of the examination after which the examinees are allowed to enter the examination halls.

6. Next ringing of the bell shall announce the commencement of the examination.

7. Exchange of answer books, supplements and drawing instruments etc. among the examinees is strictly prohibited.

8. Student shall write their Roll No. on the question paper.

9. Possession of any arms, weapons, mobile phone etc. in the examination hall or at the examination centre by the examinee is strictly prohibited.

2. Special Instructions

1. The examinee is prohibited from keeping in his possession in the examination hall any blank paper, notes, scribbles, chits, books, mobile phone, pager, programmable calculator, electronic communication device etc. The violation of this instruction shall attract suitable punitive action.

2. The examinee shall behave properly before, during and after the examination to maintain the conducive atmosphere at the examination centre.

3. The examinee found guilty of misbehaviour or using or attempting to use unfair means shall be liable for suitable punitive action.

4. Disclosure of identity on the part of examinee by way of communicating name/ sheet number/ signature/phone number/address or any other request to the examiner in the answer book is a punishable offence as per rule.

5. The examinee is prohibited from taking away the answer book(s)/part of Answer Book or any enclosure(s) issued to him out of examination
   hall. Violation shall attract punitive action under the extant rules including lodging of FIR by the Examination Supdt.

6. Drinking, intoxicating & smoking in the examination hall/ rooms is prohibited. A candidate, who is found to be taking the examination under the influence of intoxicating drinks or found smoking, shall be turned out of the examination hall and shall be liable for suitable punitive action as per rules.

7. The examinee shall cross the blank page(s) of Answer Book left after attempting the whole paper.

3. Guidelines for Invigilator/ Supervisor

1. The supervisor appointed for supervision in the examination hall shall collect information about room(s) allotted for supervision, number of examinees appearing in the room, course, semester/ year, subject and duration of examination for the examination room allotted.

2. Prior to the commencement of examination verify and ensure that no student present in the room possesses any objectionable material that is not permissible in the examination hall. Any examinee found to possess such objectionable material shall be instructed to keep it outside examination hall/ room or at the allotted place. If examinee refuses to comply to keep away such material, the supervisor shall immediately bring the matter to the notice of the Centre Supdt. of the examination.

3. Verify and ensure that each examinee is sitting at a place meant for him.

4. Distribute an answer book to each examinee, appearing for examination.

5. Receive the question papers from the Centre Supdt. Dy. Supdt. of the examination centre.

6. Distribute appropriate question paper to each examinee at the start of examination that shall be indicated by ringing bell and
   verify that each examinee has received question paper of his course, semester/ year. In case there is any error the same should be brought to the notice of Centre Supdt.

7. Instruct all examinees in the room to write their Roll No. on question paper. He shall also instruct the examinees not to write anything else on the question paper except Roll No.

8. Instruct the examinees that writing anything else, other than the appropriate Roll No. would be treated as malpractice.

9. Not permit any examinee to leave the examination hall, before 30 minutes from start of examination. Further, he shall not permit any examinee leaving the examination hall before the end of the examination to take away the question paper. He shall collect such question paper and handover it to the Supdt./ Dy. Supdt. for returning it to the examinee after the examination is over.

10. Verify the identity of the examinee appearing for examination from the Roll No. slip and identity card of the institute. In case of slightest doubt, the matter should be brought to the notice of officer in-charge who shall further investigate the matter and take further necessary action, as per the guidelines of Board.

11. Sign the answer book of each examinee seated in the block after verifying whether the examinee has filled information correctly and appropriately such as Roll No., Course Name, Semester/ Year of Course, Title of the Subject (not abbreviation), Date of Examination and any other information printed on answer book in appropriate columns.

12. Get corrected any discrepancy committed by the examinees in writing the above information, under his supervision.

13. Obtain signature of each examinee on attendance sheet and record the serial number of the answer book issued to him on it.

14. Return all question papers and answer sheets remaining undistributed after 30 minutes from the commencement of the examination and not to permit any examinee reporting for appearing in the examination after 30 minutes from the commencement of the examination.

15. Announce intermittently the time elapsed and warn 10 minutes before the end of the examination to that effect.

16. Keep vigil on his examination room and see that examination is conducted in free and fair manner. He shall not allow any examinee to use unfair means or indulge in malpractice or misbehaviour and ensure that no extra book/ paper lies in the vicinity.

17. Immediately take due action against the examinee found using unfair means or involved in malpractice or misbehaviour, as per norms and instructions of Board.

18. Give a written statement of the event involving malpractice or using unfair means, narrating the details of the incident as needed in the procedure.

19. Under instructions of Supdt Exam a second blank answer book to the examinee may be issued to write the examination however no extra time shall be permitted.

20. Shall collect all answer books, count them and tally with the number of examinees present, at the end of the examination. He/ She shall not allow any examinee to leave the hall till the count of the answer books is tallied.

21. Shall complete all reports regarding number of examinees present and absent, number of answer books used and unused.

22. Shall arrange all written answer books in ascending order of Roll Numbers.

23. Shall then duly hand over the answer books to the Supdt./ Dy. Supdt. Exam.

24. Under instructions of the Centre Supdt. shall relieve Supervisor/ Invigilator requiring a short break. During this period of supervision he/ shall discharge all above mentioned duties assigned to a Supervisor/ Invigilator.

25. The Relieving Supervisor shall assist the Supdt. Exam in addition to all above mentioned duties.

26. Every day before examination begins, invigilator shall call upon all the candidates to search their pockets and part with and deliver to him all papers, books or notes, which they may have in their possession. But the absence of such a warning or any candidate not having heard the announcement shall not be accepted as an excuse for possession of objectionable material.

4. Guidelines for Centre Supdt./ Dy. Supdt.

1. Issue duty certificate to the staff on examination duty.

2. Maintain attendance record of officers and staff appointed for the examination work at the centre and hand it over to Principal.

3. Maintain necessary documentation and record of examination work at the centre i.e. seating plan

4. The Centre Supdt. of the examination shall be responsible for the conduct of examination including seating arrangements, sealing of used answer books, distribution of question papers.

5. Get well familiar with prescribed examination procedure. He shall keep constant touch with the Principal of the Institute and Controller of Exam.

6. Procure and study all circulars, letters and information in respect of examination work and procedures involved related to examination.

7. Document the examination related information properly and provide the same to the concerned staff, as and when required.

8. Collect, store, handle and use the examination stationary such as answer books, as per the norms and guidelines of the Board.

9. Assign duties of Supervisors/ Invigilators and other staff required for the conduct of examination as per the instructions of the Board and as per local need for specific examination block.

10. Conduct the examination as per date sheet following due procedure of the Board.

11. Keep constant supervision on the staff appointed for examination at the examination centre for smooth and flawless conduct of the examination.

12. Keep the account of question papers and answer sheets and other documents related to the examination for producing the same to the Flying Officer or representative of Board or any other competent authority, when needed.

13. Keep vigil on all aspect of conduct of examination and see that the cases of malpractice, copying and impersonation etc. occurring in the examinations are duly booked and reported to the Competent Authority.

14. The Centre Supdt. of the examination shall upload the detail of UMC case, if any online in the given format on daily basis.

15. Hand over/ dispatch the written answer books packets of each examination to the Principal of the institute every day after the examination.

16. Adopt and sustain proactive approach in the conduct of examination.

17. Observe due secrecy and confidentiality in the entire examination system.

18. Maintain necessary documentation and record of the work of examination at the centre.

19. Receive the question paper packets and recording subject codes and their date and time of receipt etc.

20. Prepare packing slips as per course, semester/ year and subject and pack the written answer books as per the guidelines of the Board.

21. Keep the time for examination and make announcements for the benefit of examinees, by ringing the bell.

22. Every day before examination begins, the Superintendent shall call upon all the candidates to search their pockets and part with and deliver to him all papers, books or notes, which they may have in their possession. But the absence of such a warning or any candidate not having heard the announcement shall not be accepted as an excuse for possession of objectionable material. A declaration to this effect shall be forwarded to the Board.

23. The Supdt. ensure that the students seating in the examination must carry PCA forms downloaded from HSBTE website. No students is allowed without PCA forms.

5. Guidelines for Principal of Institute

1. The Principal of institute of examination centre shall be overall responsible for smooth conduct of examination at his institute. He shall ensure that the examinations are conducted in free & fair manner and that there is favourable environment for conduct of examination at the centre.

2. Appoint necessary officers (if required) such as officer in-charge examination, supervisors and supporting staff as per the norms of the Board. He shall provide necessary support to the Supdt. Exam.

3. Keep constant liaison with the Controller of Exam, to ensure smooth and flawless conduct of examination.

4. Keep vigil on all aspects of the examination and its conduct.

5. He shall arrange for police arrangement/ private security at the examination centre for the entire examination period.

6. Arrange to distribute the question papers as per the instructions of Board and maintain safe custody of the question papers and sealed answer book bundles.

7. Hold meetings as and when necessary of all officers and staff appointed for examination work and apprise them about their role and responsibility.

8. Collect relevant circulars, instructions and timetable of examination from the Board and carry out the distribution of question papers accordingly.

9. Communicate changes, if any, in date sheet of the examination to the concerned examination centres.

10. Verify and ensure that the received question papers packets are as per the requirement of the concerned centres for all subjects and in sufficient quantity.

11. Ensure safety and security of question papers during transport and storage at distribution centre as per the norms of the Board.

12. Keep proper account of question paper packets distributed to the examination centres.

13. Keep proper custody of written answer book bundles received on each day of examination as per instructions of the Board.

14. Dispatch written answer book bundles received from the examination centre to the assigned Nodal Centre/ TMC(s).

15. Receive the sealed packets of cases of malpractice, copying etc. brought by the Centre Supdt. and deliver them to the Controller of Exam through special messenger only, as per instructions of the Board. In no case, these answer books should be sent to the TMC(s).

16. Inform the students appearing in the examination centre, the changes, if any, in the date sheet of the examination.

17. Make arrangements of the following as per the norms and guidelines of the Board.

1. Examination Rooms, Furniture, Lighting etc.

2. Examination Hall preferably on the first floor of the institution.

3. Blank answer books and other examinations stationary.

4. Maintain cleanliness in examination blocks and toilets.

5. Drinking water.

18. Maintain the account of answer books and other examination stationery utilised during the examination.

19. Any other duty/ instructions assigned by the Board.

6. Guidelines for Flying Squad

1. Inspect the examination halls and verify the seating arrangement. If the seating arrangement is improper he/ she shall inform the Supdt. Exam and get it amended. He/ She shall see that atleast 1 to 1.2 sq. meter space is provided to each examinee.

2. Observe that internal vigilance group is active. Similarly, visit the examination hall frequently and exercise check for proper conduct of examination and discouraging malpractice.

3. Keep vigil of all aspects of the conduct of examination at the centre and report the cases of malpractice/ misconduct, if any, to the Supdt. Exam. The Supdt. Exam shall take action in such cases as per prescribed procedure.

4. If in his opinion, the action taken by the Supdt. Exam is not proper or sufficient, or the Supdt. Exam is non-co operative, the matter shall be communicated to the Controller of Exam on phone and in writing. Such report shall be specific and objective in nature. Care shall be taken to support such reports with facts, figures, proofs and matters related with conduct of examination.

5. The Flying Squad shall monitor all aspects of the conduct of examinations and ensure the examinations are conducted in punctual manner, thus enhancing the general credibility of the system and discouraging any tendencies on the part of the examinees or  any other person to indulge in malpractice or misbehaviour in examinations. These committees shall be adequately empowered to verify entire examination process at the examination centre.

7. Guidelines for Handling, Distribution and Storing Question Paper Packets

Following procedure shall be observed for handling sealed packets of question papers.

1. The Board shall hand over the sealed packets of question papers to the Nodal Centre, in sufficient quantities for each subject, required for all examination centres attached to it.

2. The representative of Nodal Centre may bring along with him representative(s) of the connected examination centre(s), to the Board for assistance in collecting the question paper packet(s). These representatives shall verify the distribution list of question paper packets to be supplied to them. The representative of Nodal Centre shall accordingly receive the packets and shall duly give the receipt after checking the satisfactory condition of and intactness of the seals on the packets.

3. The representatives of Nodal Centre shall carry the question paper packets collected by them to the Nodal Centre by appropriate mode of transport. They shall be squarely responsible for the safety and security of question paper packets in their possession.

4. On or two days prior to the day of commencement of the examination, the representatives of the networking examination centres shall attend the Nodal Centre for collecting the question paper packets pertaining to their centre, and reporting that they are in good condition and the seals are intact, are in sufficient quantity and cover all subjects of the ensuing examination at the centre.

5. Opening of Question Paper:The Question Paper will be opened 30 Minutes before the start of examination in the presenceof Supdt./ Dy. Supdt Principal of the concerned institute. The packet should be opened by cutting from the edge and then by putting the scissor in the envelope.

6. The Supdt./ Dy. Supdt. Principal of the Institute will do full signature on the packet specifying that the packet are sealed and not tempered. In case of any tempering, the Supdt. will immediately report to the Additional Secretary and COE regarding it.