Dr. Karnam Amaresh is the Controller of Examination at St. Peter’s Engineering College. He has experience in examination administration and management within the educational sector, spanning over 22 years. He commenced his career as a Master Professor and was gradually promoted to Associate Professor and ultimately Professor with administrative duties. He has also served as the Head of the Department for five years, overseeing the academic affairs of the college.

St. PETER’S Engineering College

What is your experience in examination administration and management, particularly in an educational institution?

I bring a wealth of experience in examination administration and management within the educational sector, spanning over 22 years. Commencing my career as a Master Professor, I progressed to roles of increasing responsibility, achieving promotions to Associate Professor and ultimately Professor with administrative duties. Notably, I served as the Head of the Department for five years, overseeing the academic affairs of the college.

Furthermore, I contributed significantly to the admission process by leading a team of Deans for a period of two years. In the capacity of a College Level Timetable Coordinator, I efficiently managed the scheduling intricacies for a substantial period of nine years. Currently, I hold the esteemed position of Controller of Examinations in the exam section of this campus, where I continue to bring my extensive experience to bear on the successful administration and management of examinations.

Can you describe your approach to ensuring the integrity and security of the examination materials and processes?

In ensuring the integrity and security of examination materials and processes, our approach involves meticulous and confidential handling of question papers. The first step in this process is the transmission of papers to external individuals. Within the confidential section, I, as the Controller of Examinations, along with three Additional Controllers of Examinations, oversee this critical phase. Two Additional Controllers manage internal examinations, while the remaining team, including myself and another Additional Controller, focuses on external examinations.

For internal examinations, the papers are treated as open access until the day of the exam. Confidentiality is maintained until the last moment. If an exam is scheduled to begin at 10:00 AM, the question papers are printed at 9:30 AM. Until that point, the information remains confidential. The Additional Controller of Examinations approaches me with options of different sets, and only then is a set chosen for printing. This process ensures that no students, faculty, or examination staff know the actual set until the last minute.

External examinations involve an additional layer of security. A security password is implemented, known only to the Controller of Examinations and the relevant Additional Controller responsible for sending papers to external examiners. This password is disclosed only at the time of the examination. For example, if an external examination is scheduled from 10:00 AM to 1:00 PM, the decision on which set (Set 1 or Set 2) to use for a specific branch is made around 9:15 AM on the day of the exam. This stringent process ensures a high level of confidentiality and security, making certain that the examination materials are not accessible to anyone unauthorized. 

How do you stay updated with best practices and regulations in the field of examinations and assessments?

In staying abreast of best practices and regulations in the field of examinations and assessments, we prioritize the implementation of outcome-based education. This approach is consistently followed to align our practices with contemporary educational standards. As an autonomous institution, we adhere to the guidelines set forth by regulatory bodies such as UGC and AICTE, as well as the directives from our affiliated university, JNTU Hyderabad.

By these guidelines, our curriculum undergoes periodic reviews and updates every two to three years. These reviews are essential to incorporate any necessary amendments dictated by the evolving regulations. By closely monitoring and adapting to these changes, we ensure that our examination and assessment practices align with the latest industry best practices and comply with the regulatory framework established by both the national bodies and our university. This commitment to staying current enables us to maintain the highest standards in our examination processes.

What strategies have you used to effectively schedule and coordinate examinations for a large number of students?

To effectively schedule and coordinate examinations for a large number of students, we employ a strategic approach of division and software-based planning. For instance, let's consider a scenario with a student strength of 865 for a morning session. Instead of conducting exams for the entire group simultaneously, we divide the students based on their respective branches.

This division allows for a more manageable approach. To facilitate this process, we utilize two software solutions: B Software Solutions Private Limited and another software tool. These tools play a crucial role in creating seating plans and managing the logistics of the examination process. Importantly, our scheduling and coordination efforts are entirely software-driven, eliminating the need for manual intervention.

By leveraging these software solutions, we can efficiently handle the complexities associated with coordinating examinations for a large number of students. This approach ensures precision, organization, and effective management of the examination process.

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Can you provide an example of how you have handled a situation involving academic misconduct or cheating during an examination? What actions did you take?

In instances of academic misconduct or cheating during examinations, a comprehensive approach is adopted to maintain the integrity of the examination process. Firstly, a dedicated A-Team, consisting of non-teaching faculty, conducts thorough frisking and searches of each student to identify any unauthorized aids, such as chips.

Moreover, constant vigilance is maintained throughout the examination duration through regular rounds by the Additional Controller of Examinations and the Controller of Examinations. CCTV cameras are strategically placed in every classroom to monitor activities discreetly. In case of suspicious activities observed through the cameras or any sudden entry into a classroom, prompt action is taken.

Upon identification of a potential case of cheating, the involved student's answer sheet is retrieved, and they are requested to report to the examination section. The initial interaction involves understanding the reasons behind the misconduct, and the student is allowed to explain their actions.

Following this, a strict adherence to predefined malpractice rules is followed. These rules are clearly outlined in the examination branch, and academic regulations, and are also communicated to students through various channels such as the college website, examination branch notices, and direct interactions. The application of rules depends on the severity of the misconduct. For instance, if the student has not written anything on the answer sheet, the exam for that particular subject is canceled as per the relevant malpractice rule.

In cases where information from unauthorized aids is found in the answer booklet, more stringent measures, such as the cancellation of all theory and practical exams for all subjects, are applied by the applicable malpractice rule. This approach ensures a fair and consistent response to academic misconduct, upholding the standards of examination integrity within the institution."

How do you ensure fair and unbiased evaluation and grading of student assessments?

To ensure fair and unbiased evaluation and grading of student assessments, a structured approach is employed. In the case of internal examinations, a deliberate effort is made to avoid direct assessment by the teacher who conducted the exam or taught the subject. This precautionary measure is in place to mitigate any potential bias that might arise, consciously or unconsciously, from the teacher's familiarity with the student. A unique feature is the board configuration page, which emphasizes the importance of not allowing the same teacher who conducted the exam to evaluate it. This helps in maintaining objectivity and impartiality in the grading process. The rationale behind this practice is rooted in the understanding that a teacher might subconsciously lean towards awarding more marks to their students.

However, the evaluation process in external examinations is even more robust. It involves two independent evaluators (Evaluator 1 and Evaluator 2). If there is a significant disparity between their assessments, the script is subjected to a third valuation (Valuation 3). In cases where the difference between Evaluator 1 and Evaluator 2 is less than 11 marks, the final grade is determined by averaging their assessments.

This three-tiered evaluation system ensures that the grading process is not only thorough but also minimizes the impact of individual biases. It is a crucial step in upholding the principles of fairness and impartiality in evaluating student assessments.

In your opinion, what are the most significant challenges and opportunities facing the field of examination administration today, and how would you address them in this role?

From my perspective, the field of examination administration faces notable challenges and opportunities. One significant challenge is the timely payment of examination fees by students. Despite clear notifications and a structured fee schedule, some students tend to delay payments, leading to financial difficulties for both them and their parents. This challenge requires a proactive approach to ensure that students meet their obligations promptly.

To address this challenge, continuous communication is essential. We adopt a strategy of sending regular messages to students, emphasizing the importance of adhering to the prescribed timelines for fee payments. Additionally, messages are extended to higher authorities, urging faculty and mentors to reinforce this information during mentoring hours. These consistent reminders serve to create awareness and encourage timely fee submissions.

Simultaneously, we acknowledge the financial constraints that some students may face. To accommodate this, we provide an opportunity for those who miss the initial deadlines. Even when faced with fines, students are allowed to pay and participate in the examinations. This flexibility aligns with university rules and serves as an opportunity for students to rectify any delays and still take part in the examination process.