[Urgent] Controller of Examination

Job Description

About Anant National University:

Anant National University, India's Premier Design University, is dedicated to training students to devise solutions for global problems through creative thinking.

Our DesignX way is unique in helping young designers develop a better understanding of the context we live in through community immersion, innovation and collaboration. The core of our pedagogy is sustainable design multiplied by a host of knowledge disciplines and technology to make problem-solving impactful. Our multidisciplinary undergraduate, postgraduate and doctoral programmes in design, architecture, climate action and visual arts harness the knowledge from various disciplines and traditional practices to integrate it with cutting-edge technology to address diverse challenges.

About the Office of Controller of Examinations:

The Office of Controller of Examination (COE) is the central place where the following information shall be gathered and stored for the use of the University:

- Policies, rules and regulations regarding the evaluation of students

- Details of the evaluation processes adopted by each programme of the University, including the approved programme structure, course outline, and course-wise evaluation scheme as announced by the course faculty whenever the course is offered

- Grading criteria for each course

- Details of the courses offered by the respective programme in each semester and the students who have opted for the respective courses

- Copies of the reports

Required Educational Qualification: A Master's Degree with at least 55% marks or equivalent grade from a recognised University.

Years of Experience: At least 15 years of administrative experience in a higher education institution, with a focus on examination or academic administration, of which 8 years were as a Deputy Registrar or an equivalent position.

Key Responsibility Areas (KRAs):

Planning and Coordination:

- Plan, organise, and implement all examination-related activities, including pre-exam, conduct, and post-exam processes, including semester-wise result analysis
- Develop and publish the examination schedule in coordination with academic departments.
- Ensure timely announcement of results.

Examination Management:

- Oversee the preparation of examination papers and Juries, ensuring confidentiality and security.
- Arrange the logistical requirements for examinations, such as hall allocation, invigilation, and monitoring.
- Supervise the evaluation process, including the distribution of answer scripts, the moderation, and the compilation of results.

Compliance and Documentation:

- Ensure adherence to the university's academic policies and guidelines from statutory and regulatory bodies like UGC, AICTE, COA, central and state government directives.
- Maintain accurate and secure records of all examination data, including marks, grade sheets, and certificates, including work on NAD / ABC and DigiLocker.
- MIS related to academic records.

Maintenance of Records:

- Ensure all passed-out students records are securely archived in both physical and digital formats for future verification needs.
- Periodically review and update archival processes to align with institutional and regulatory compliance.

Technology and Innovation:

- Implement technology solutions for examination management, such as online exam platforms, digital evaluation, and result processing systems.
- Regularly review and improve examination systems to enhance efficiency and reduce manual errors.

Grievance Redressal:

- Address student grievances related to examinations, re-evaluation, and results promptly and fairly.
- Coordinate with faculty and academic bodies for resolving disputes or discrepancies in examination matters.

Team Leadership and Training:

- Lead and train the examination office staff to ensure effective and efficient operations.
- Promote a culture of accountability, integrity, and excellence within the examination department.

Confidentiality and Security:

- Ensure the confidentiality and security of question papers, answer scripts, and examination records.
- Implement measures to prevent malpractices and irregularities during examinations.

Responding to Requests:

- Handle requests from employers, universities, embassies, or verification agencies for confirmation of a student's credentials.
- Ensure all requests are processed in compliance with university policies and applicable laws.

Additional Responsibilities:

- ERP: Oversee and manage ERP modules related to examinations, ensuring data accuracy and seamless integration with other university systems.
- Convocation: Coordinate and manage examination-related aspects of the convocation, including preparation of certificates and transcripts.
- Academic Council: Share and present data and reports, including proposals, to the Academic Council as needed.
- Semester-wise/Program-wise Analysis: Conduct and report on semester-wise and program-wise result analysis to relevant stakeholders.
- Deficient Students Registration: Ensure registration of deficient students is coordinated and guided in conformity with relevant academic regulations.
- Academic Year/Semester Activities: Oversee and coordinate registration, induction, and orientation during the commencement of the Academic Year/Semester.

Key Skills:

- Knowledge of university statutes and government policies regarding higher education.
- Knowledge of jury-based examination systems.
- Demonstrated ability to handle sensitive information with confidentiality and professionalism.
- A forward-thinking approach to adapting to changes in examination trends and technologies.
- Strong organisational and leadership abilities.
- Excellent interpersonal and communication skills.
- Proficiency in the use of examination management software and technology.