Dr. K. Ramujee is the Dean and Controller of Examinations at the VNR Vignana Jyothi Institute of Engineering and Technology. An esteemed figure in education, he holds a PhD from Gitam University and has served a dedicated tenure at VNR Vignana Jyothi Institute of Engineering and Technology (VNR VJIET) since 1999. Dr. Ramujee brings a wealth of experience to the academic arena. His leadership has been instrumental in shaping fair and transparent examination processes and ensuring academic integrity. Beyond administration, Dr. Ramujee is a respected scholar and mentor, influencing both students and colleagues.

VNR Vignana Jyothi Institute of Engineering and Technology

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

I have served as the Dean of Examinations and Controller of Examinations since 2016. My role encompasses the vital aspects of examination administration and management within our educational institution. In an autonomous system, the examination process is the linchpin of our institute. It involves meticulous planning, seamless execution of exams, thorough evaluation, and timely result declaration, all of which are pivotal considerations in an autonomous setting. The cornerstone of our approach is a steadfast commitment to reliability. In this context, the trust of our students is paramount. Any error in the examination process can have significant repercussions on their academic journey and future careers. Transparency and fairness are, therefore, non-negotiable principles that guide our examination administration. Addressing the administrative aspects, we are mindful of the timelines students face, especially after the fifth and eighth semesters when they pursue higher studies or enter the job market. Our primary goal is to release results promptly to minimise any inconvenience for the students.

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

In our commitment to maintaining the integrity and security of our examination processes, precision is paramount. The avoidance of errors is crucial, particularly from an administrative standpoint. To uphold integrity and security, we rely on efficient examination software for both internal and semester examinations. Faculty members play a key role in this continuous internal assessment process by making accurate entries for assignment tests and mid-term examinations. Recognising the contemporary challenges posed by technological advancements, we employ sophisticated examination software with approximately 16 embedded security features. These features are strategically placed on certificates, including provisional certificates, consolidated grade sheets, and semester grade sheets. This comprehensive approach ensures that certificates cannot be duplicated, addressing a major concern in maintaining the credibility of our examination system. To address the procurement of question papers, we implement a decoding and encoding system to prevent any unauthorised access and leakage. This measure ensures that the question papers remain confidential, contributing to a fair and transparent examination process. Careful inclusion and management of examination questions are vital components of our approach.

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

In keeping with our commitment to implementing best practices and staying informed about regulations in examinations and assessments, our approach has been marked by continuous innovation. Notably, we have embraced the use of OMR-based answer scripts to eliminate manual intervention, ensuring a more streamlined and error-free evaluation process. Unlike the traditional percentage system, our grading system allows for a meaningful comparison of our student's performance with their international counterparts. Our emphasis on the absolute grading system reinforces our dedication to fairness and standardisation. To address the challenge of plagiarism, we have implemented a rigorous plug-and-check system. This ensures the authenticity of assignments and projects by utilising Turnitin software, underscoring our commitment to maintaining academic integrity. In the realm of best practices, we have taken steps to enhance transparency. This includes the publication of results on our website, providing stakeholders with easy access to important information. Moreover, our commitment to automation spans the entire academic cycle, from candidate registration at the beginning of the semester to examination initiation, fee payment, and result publication. This comprehensive automation not only enhances efficiency but also aligns with our belief that effective automation is integral to the adoption of best practices in examination administration.

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

In ensuring the effective conduct of examinations within the framework of our autonomous institution, strategic decentralisation plays a pivotal role. To streamline this process, the control of examinations is distributed among three additional controllers, each assigned to a specific domain. The first controller focuses on the conduct of examinations, ensuring a smooth and organised process. The second controller is dedicated to results processing, managing the intricate task of evaluating and declaring results. The third, an assistant controller, handles confidential matters such as the printing of grade sheets and PCMM. This decentralised approach allows us to effectively manage critical tasks in the examination system. By assigning specific responsibilities to each controller, we mitigate the risk of errors and enhance the overall robustness of the system. This strategy ensures that our examination processes are efficiently coordinated and executed, leaving no room for uncertainty.

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

In addressing instances of academic misconduct, particularly malpractice, we are cognizant of the evolving challenges, such as students using mobile phones for unauthorised reference during examinations. To counteract this, we have implemented a robust monitoring system. This system involves the deployment of invigilators and observers who diligently supervise examination halls. Through their vigilance, any attempt by a student to resort to unfair means, such as using mobile phones, is promptly identified. In cases where it is established that a student possesses unauthorised materials or has engaged in cheating, we take decisive action. If it is conclusively proven that a student has resorted to malpractice, such as copying from a mobile phone, the consequences are severe. The examination in question is deemed null and void, and the entire series is cancelled. This stringent approach serves as a deterrent, emphasising our commitment to maintaining the highest standards of academic integrity and curbing instances of cheating and misconduct effectively.

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

In our autonomous system, the evaluation process traditionally involves the teacher who instructs the subject. However, we have implemented a mixed-mode evaluation system to ensure fairness and impartiality. Specifically, 50% of scripts are assessed by internal faculty members during our internal examinations. The remaining 50% undergo evaluation by external examiners selected from other autonomous colleges, each holding a rank not below that of A+ in the NET framework. This dual evaluation approach is designed to promote a transparent and equitable evaluation system. Additionally, we have introduced a validation mechanism wherein 10% to 20% of scripts from each bundle undergo scrutiny by subject experts after the initial evaluation. This meticulous validation process allows us to verify the accuracy of the evaluation and detect any potential irregularities. By incorporating feedback from subject experts, we ensure that the evaluation aligns with established standards. In cases where discrepancies are identified, prompt corrective measures are taken, such as initiating a reevaluation, to safeguard the integrity of the assessment process and prevent any undue inconvenience to the students.

What methods or technologies have you utilized to streamline the examination registration and results reporting processes?

In terms of streamlining both examination registration and results reporting, our institute has developed a dedicated software solution. This platform enables students to conveniently register for examinations online, access their internal marks and, following the conclusion of semester examinations, view their overall performance online. The results reporting process is facilitated through the examination branch's website, where the outcomes are published. Students are granted personalised login credentials, and this access is extended to parents as well. This ensures that parents can easily retrieve and review the academic results of their wards. To further enhance transparency and address concerns regarding evaluation outcomes, we have implemented a two-tiered evaluation system. First, there is a provision for standard reevaluation. If a student remains dissatisfied, they can opt for a challenge evaluation. This novel initiative involves a face-to-face evaluation in the presence of the student, an examiner appointed by the examination branch, and a supporting representative chosen by the student.

Can you describe your experience in working with faculty, students, and other stakeholders to address concerns or complaints related to examinations?

In the context of the results process in our autonomous system, the existence of a structured grievance redressal system is crucial. We have established an exam grievances platform that allows students to directly communicate their concerns via email, ensuring immediate responsiveness. Alternatively, students have the option to submit a formal letter outlining their grievances directly to the Controller of Examinations. These grievances are then reviewed by a dedicated committee comprising the Controller of Examinations, the Institute's Principal, and Deans. This committee ensures that every concern or complaint is promptly and fairly addressed, providing a just resolution for the students involved. This commitment to an accessible and responsive grievance mechanism reinforces our dedication to upholding the integrity and fairness of our examination processes.

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How do you manage and allocate resources (e.g., staff, equipment, facilities) to conduct examinations efficiently?

In our autonomous system, the examination branch plays a pivotal role and to operate efficiently, it requires a well-organized allocation of resources. Clear responsibilities are assigned to each role within the examination team, ensuring smooth coordination of examination functions. We have ensured that the examination branch is equipped with essential facilities such as designated examination rooms, both for confidential and non-confidential aspects, totalling around 7000 square feet. Moreover, we have invested in necessary equipment such as Xerox machines, scanners, and, most notably, two servers. The examination branch also prioritises space for storing examination materials, and meticulous planning goes into allocating rooms for conducting examinations. This comprehensive approach, encompassing both human resources and the necessary facilities, is fundamental to the success of our examination processes in the autonomous system.

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?

One of the foremost challenges and opportunities in the field of examination administration stems from recent reforms. Mandated in November 2018, these reforms emphasise specifying Cognitive Levels (COCOs) and Bloom's Taxonomy levels in question papers. This shift aims to enhance students' learning capabilities by spanning lower-order to higher-order learning skills. Embracing this change is pivotal, aligning with the requirements of accrediting bodies like the NBA and NAAC and ensuring effective curriculum design. Administratively, introducing reforms such as on-demand examinations, where students can take exams when ready, is a significant opportunity. Implementing a question bank system sourced from various experts facilitates the conduct of examinations in response to on-demand requests. Additionally, combating rote learning is crucial, emphasising innovative approaches that discourage memorization and encourage deeper understanding.