Saturday, October 1, 2022

Exams Organization

After evaluating last year's face-to-face exam period and taking a close look at some sudden events
that have taken – hoping they will not be repeat during this academic year, we wish to make some
adjustments at different levels in order to achieve our goal of having a smooth running of the exams
especially in terms of proctoring.

1. Unify the duration of exams and the free time between them in all faculties
For example, for the midterms, we adopt the duration of one hour or 1h30 and for the
finals 1h30 or 2h00 depending on the faculties. Break time will be of 30 min.

2. Set specific days for each faculty.

See the possibility of designating well-defined days for each faculty and distributing
exams in a compatible way throughout the period. This will aim to facilitate the work at
the level of the distribution of the rooms and the general supervisor. (Example avoid that
in a schedule frame there are exams in all faculties and in other frames only one exam
step or only one course).

In order to succeed in applying the two previous suggestions, the office responsible for
preparing the exams (registrar office) is invited after the end of the registration period to
send to the assistants the days set for the exams with the timetable frames to be to used,
the modality of the distribution of the students in the rooms, the supervision and any
other necessary information.
In turn, the faculties must prepare the timetable and return it within a very specific
deadline in order to allow the office to make certain changes if necessary.

For faculties that do not have Midterms exams, the assistants are invited to inform the
office

3. Preparing the exam schedule

 The assistants are invited during the preparation of the exam schedule to integrate at the
same time subjects from several academic years, for example to put in the same timetable
frame an exam for the students of the 1st and 3rd year after having checked that there is
no conflict.

4. Distribution of examinations in the rooms

The office responsible for the preparation of the exams is requested to send to the campus
manager all the timetables, who in turn is supposed to distribute the exams in the rooms in
such a way that the rooms are half full and contain several subjects. Likewise, he has the
right to ask to change the schedule if he finds a need for us to achieve our initial objective.

The schedules with the rooms will be sent back to the exam’s office. After reviewing all the
submitted schedules, the addition of the supervisors and after getting the approval of the
secretary general, the documents must be communicated them to the assistants so that
they begin the logistical preparations.

5. Distribution of students in rooms

The assistants must distribute the students in a scattered way in the rooms while using the
class card which will be sent to them by the campus manager and keeping their concern to
integrate the subjects which are at the same time in the same room.
After this distribution, they must send their places by email to the students and this before
at least one day of the exam using the format prepared by Dr. Chady ABOU JAOUDE.

6. Preparing multi-version exam statements

Teachers must prepare three versions of the same exam (reversed questions and answers)
while respecting the time allotted to students (duration of the exam).
It is desirable that the statement include both MCQ questions, analytical questions and/or
open questions.