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External Examination(s)


(a) Preparation of Examination Questions. 

(i) Each college presenting students for an externally examined paper shall prepare draft questions in each course.
 
(ii) The principal of the college shall be responsible for collecting all draft questions from The College Examination Board and seeing to their confidential dispatch to the JBTE at the time stated on the calendar. 

(iii) The draft questions shall clearly indicate the following: 
    • the subject, 
    • the course, 
    • the course code, 
    • the programme for which the questions are prepared, such as, Secondary, Primary, Early Childhood, Special Education 
    • the suggested time which students will be allowed for working the paper 
    • the name of the college forwarding the questions 
    • whether the paper is theoretical or practical 
(iv) Maps and diagrams accompanying question papers, except in the case of Geography and Home Economics, shall be prepared on paper not larger than foolscap size, and suitable for reproduction. 

(v) Where a question paper consists of more than one section, the numbering of questions within the sections shall be consistent. 

(vi) In all subjects, college tutors shall furnish mark scheme and/or keys at the same time as the draft papers. 

(b) Finalization of Question Papers 

(i) Draft question papers shall be discussed and finalized at a meeting between the External Examiner(s) and the college tutors. The absence of a college tutor will not in any way invalidate the decisions of this meeting, provided the college tutor has been duly notified of the meeting beforehand. (Schedule of venue and dates shall be circulated.) A separate meeting shall be convened for each subject committee (Board of Studies). 

(ii) At the meeting (whether face-to-face or through tele¬conferencing) to vet question papers, decisions shall be taken by the parties present concerning the format and rubric of the papers; the number of questions to be set and answered; the exact wording of each question. Objections cannot be raised about any question on the ground that the topic related to the question was not covered at a particular institution. The decisions taken at the meeting are final and cannot be changed without reconvening another meeting of all the parties with due notification. The meeting shall approve at least twice the number of questions relative to the number set for the paper(s). The external examiner shall have the sole responsibility for deciding on the particular questions that will make up the paper(s). 

(iii) In the event that changes have been made to the rubrics or mark scheme of the examination, the external examiner has the responsibility to ensure that all colleges concerned are informed in good time. 

(iv) Whenever two or more colleges teach the same course or subject in the same semester a common paper shall be set. This is regardless of whether one college offers the subject or course in the First Year, another college in the Second Year and yet another college in the Third Year. Once the same syllabus has been taught over the same period in a given academic year, the paper will be common. 

(v) The final paper shall be handed to the JBTE Secretariat by the External Examiner after he/she has determined the particular questions to be included. These papers shall be accompanied by the mark schemes and keys agreed on at the vetting meeting. 

(vi) The JBTE shall send to colleges copies of the Examination Time Table not later than four weeks before the start of the examinations. 

(c) Production and Distribution of Question Papers

Normally the production and distribution of examination papers shall be the responsibility of the JBTE Secretariat. However, where a college is the only one offering a particular subject in either December, May or August examinations, and where the college satisfies the JBTE regarding the confidentiality of the examination paper, permission may be granted to that college to produce and distribute the paper concerned after it has been externally vetted. 

(d) Security of Examination Materials 

(i) Colleges have responsibility for the secure storage of questions papers prior to the examination in order to ensure examination integrity. 

(ii) Colleges through their Examination Board MUST have a well developed mechanism to ensure the safe processing and storage of examination scripts with accountability on the part of appropriate college staff. 

(e) Marking Scripts 

(i) Where the number of scripts in a subject area does not exceed 100, they shall be marked and dispatched to the Secretariat of the JBTE within 15 working days after the paper has been written. 

(ii) Where the number of scripts exceeds 100, they shall be marked and dispatched to the Secretariat of the JBTE within 20 working days after the paper has been written. 

(iii) The individual marks allocated to each question shall be recorded and a total arrived at on the scripts. 

(iv) Final marks shall be presented in literal grades. 

(v) The subject Mark Sheet submitted by the JBTE shall be used. 

(vi) The subject Mark Sheet shall show: 
    • Individual marks for each question 
    • Examination grade 
    • Course Work grade 
    • The combination grade of Course Work and Examination grades 
(i) Examination scripts shall be identified by the students’ Index Numbers only. 

(ii) Internal examiners must submit the marking scheme for each paper to the External Examiner if changes have been made (in special circumstances) or if no mark scheme had been provided by the External examiner. 

(f) Moderation of Scripts 

(i) All scripts being submitted for External Assessment shall be packaged and arranged in numerical sequence and delivered directly to the JBTE along with a complete Mark Sheet showing how the final grade was computed and one copy of the question paper. 

(ii) The External Examiner shall review the scripts, and then meet the college tutor for moderation, at the designated time if necessary. 

(iii) Upon completion of moderation, the scripts shall be re¬packaged, the approved mark sheet shall be enclosed and these along with the External Examiner’s Report shall be delivered to the JBTE not later than March 15 for the December examinations and July 31 for the May examinations. 

(iv) The JBTE shall submit the reports of External Examiners to the Examination/Accreditation Committee for presentation to the JBTE. 

(v) In the event of any disagreement between the External Examiners and the Internal Examiners in the moderation of a script, and/or other relevant matters, an appeal may be made to the Chairman of the Examination/ Accreditation Committee who shall refer the matter to an Arbitrator appointed in the subject for a decision. 

(vi) If a college meets the deadline set for moderation but that moderation is not done by the specified time, then the internal grade will stand. If the college, having been properly informed, is absent from the moderation, then the External Examiner’s grade will stand. 

(vii) External examiners should indicate on the subject mark sheet details of all changes made to college grades. 

(viii) No agreed grade should be entered on the mark sheet before moderation. In the absence of an agreed grade, the College Examination Board Chairman should be informed that there has been no moderation. 

(g) External Examiners 

(i) Every two years, the JBTE shall appoint External Examiners in each subject area examined by the JBTE. For each subject area, a Chief Examiner will be appointed from among the list of external examiners for that subject. 

(ii) The Chief Examiner shall be responsible for coordinating the external examination activities for that subject area. 

(iii) External Examiners shall not include persons employed in institutions to be examined except in extraordinary cases approved by the JBTE. 

(iv) External Examiners should ensure that courses and subjects are assessed according to the aims and objectives specified by the JBTE in prescribed syllabuses. In addition, they should ensure consistency of standards within and between colleges. In setting and moderating examinations, external examiners are required to ensure that standards prescribed by the JBTE are maintained.


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