Arrivals affairs

To ensure the proper functioning of the examination work in the faculties and institutes of the university follow the following:

First: Head of the examination:
Prof. Dr. / University President approves the formation of examination committees based on the proposal of the relevant Vice President. The dean (or whoever acts on his behalf) heads the college or institute examinations, and assumes the formation of the committees necessary to organize the examination work in each of its stages and oversee the progress of the examination.

Second: Examination stages:
A- The different examination stages shall be chaired by the faculty vice president.

The committees are formed in each of the stages from the faculty members, assistant teachers, teaching assistants, and employees of the college or institute first, and if they are not available, it is permissible to seek the assistance of others from other colleges and institutes at the university.

B- Contribution of assistant teachers and teaching assistants: By a decision of the Dean, the number of assistants and assistants who contribute to the exams without the monitoring stage shall be determined by the decision of the Dean, who are actually working in the college from the start of the university year until its end, in light of the circumstances of each college or institute.
It is not permissible for the assistant teachers to participate in the observation work in the subjects within their specializations and in which they teach.

C- For every 25 students observed, provided that the number of observers in the hall is not less than two, even if the number of students in the hall is less than 25, with adding 10% of the total number of observers as a precaution for emergencies.

Third: Organizational Rules:
1. Examination schedules shall be announced to students at least fifteen days before the start of the examination. They may not be withdrawn after announcing them to students.

2. All teaching and review processes are completed ten days before the start of the examination.

3. Examination questions are limited to what has actually been taught.

4. Prof. Dr. / Dean of the College invites to a meeting that includes the faculty vice presidents, heads of examination committees and the director of the college administration to define a plan for the conduct of the examination work, issue instructions in this regard, and respond to questions and inquiries.

5. The subject professor attends the entire time of his subject exam and is ready to answer any inquiries related to subject questions upon the request of the committee chairman, for a period not exceeding fifteen minutes.

6. The subject professor who is responsible for setting the exam questions must deliver the question paper at least one week before the exam day to the professor / dean of the faculty or his representative in a sealed envelope signed by him.
Exam questions are printed or photographed on the morning of the exam itself, and if that is not possible, they are printed one day before that at most, and within the limits of the conditions and capabilities of the college.
- The subject professor or whoever he deputizes from among the faculty members of the department must attend to print or photograph the questions.
It is taken into consideration that the questions are present or prepared for distribution at least ten minutes before the start of the exam.

7. Answer notebooks are sealed with a special stamp prepared by the college administration for this purpose, including in particular the statement and date of the examination, and the notebooks are sealed on the day of the examination, or at most one day before it.

8. It is recommended that the observers be well chosen and that there is a sufficient number of them to ensure the discipline and accuracy of the observation process.
Teaching assistants and teaching assistants may be delegated for observation in another college, upon the request of the delegating faculty and the approval of the faculty delegated from it.

9. The head of each examination committee or whoever deputizes him from among the faculty members signs the answer sheets, in order to prevent the introduction of notebooks from outside the examination venue.

10. The head of each examination committee shall conduct exclusively with the exam papers distributed to the attending students, limit the remainder of them, and review it on the numbers that were received before the exam, and the control committee must verify the validity of the inventory process in light of the statistics of absence and attendance.

11. Take into account the widening of the distance between students ’places in the examination committees, so that it is at least a meter from each side.

12. Providing all amenities for students during the exams, and in particular providing cold water and adequate ventilation.

13. The workers who are authorized to work in the examination halls should be distinguished by a distinctive mark that you must adopt College, and not entering or leaving after the start of the exam, whatever the reasons.

14. Students may not be allowed to enter the examination room after half an hour has passed since the start of the exam, provided that no student has left the hall, according to the conditions estimated by Prof. Dr. / Dean of the College.

15. A warning should be taken that students should not bring books, study notes, or any auxiliary means, especially mobile phones and other means of communication - when entering the exam venue, and in the event of a violation, the student is considered to have committed a disciplinary crime. .

16. The student who speaks during the exam - in writing - is warned for the first time, and in the event of his return, his answer sheet is withdrawn and he leaves the examination committee headquarters based on the decision of the exam committee chairman.

17. It is taken into consideration that students do not leave in the last quarter of the exam period in order to verify that the answer sheets have been delivered properly.
It is also taken into account that students do not leave the examination room before half the time has passed since the start of the exam

18. A committee is formed from the students' hospital doctors and the medical administration to look into the pathological excuses presented on the specified dates in a firm and serious manner, in addition to the committee formed for this purpose at the College of Medicine.

19. The committees shall hold special examinations for sick cases only in the students' hospital. These examinations are limited to cases of childbirth, urgent surgery, and pathological conditions that make it impossible for the student to take the exam at the college campus. And with the approval of Prof. Dr. / President of the University, and the committees for examination of sick cases are under the direct and continuous supervision of Prof. Dr. / Vice President of the University concerned.
Examinations for students arrested or imprisoned at the first university level only, and special examination committees are formed for them, which are sent to them the exam days scheduled for them at their place of detention.

20. Take into account - as far as possible - not to keep the examination notebooks at the control office or in any visible place in the faculty after preparing them for delivery to the subject professor.
v 21. Response notebooks must be delivered to the course professor immediately after the end of the exam and on the same day of the exam, and he should write this on the day before the exam.

22. The subject teacher must distribute the answer sheets to the correctors on the day following the exam at most.

23. To expedite the completion of the correction work at a time determined by the faculty in order to finish showing the results at an appropriate time whenever possible. The answer sheets are withdrawn from the corrector who exceeds the deadline for his sovereignty to complete the correction work. In this case, he is deprived of teaching and participating in the exams for the next year, and the professor / dean of the college or institute is also allowed to impose other appropriate penalties in this regard.
- Prof. Dr. / Dean determines the date he proposes to announce the examination results, and he informs all faculty members about it. The college administration and the heads of the grading committees should always contact the correctors to urge them To deliver the answer sheets at the date set by the college.

24. It is not permissible to change the grades of the answer sheets after they have been corrected and handed over to the control and the secrecy thereof has been removed.
It is also not permissible to withdraw the answer sheets outside the control box after they have been corrected and handed over to those responsible for it.

25. Any grades obtained by the student are added to the total of the college and are counted upon determining his grade.

26. The authorization for students who have not paid their academic dues to take the exam this year, provided that the announcement of their results is withheld until the payment of their financial dues.

27. Emphasize the following:
a. Prohibiting the participation of faculty members and their assistants or employees of universities and their colleges in the work of the examination teams in which they have relatives up to the fourth degree, whether by lineage or intermarriage, and this includes everything related to the work of practical and oral examinations, the work of the year and control, and control work of all kinds.
B. Departments heads, faculties' agents and deans are also bound by the rules mentioned in Paragraph (a). In addition to the above, they are prohibited from supervising the examinations of the teams in which they have relatives up to the fourth degree, or chairing the examination committees therein, or controlling or participating in the formation of examination committees or approving the examination results in Those teams.

28. It is not permissible to seek the assistance of members of the examination work from outside the university. Rather, members of the faculty in the competent faculty perform these tasks, and if they are not sufficient for that, the faculty members shall be delegated from other university colleges and institutes, and those assigned to teach in the competent college when necessary.

29. It is not permissible for a faculty member to work in more than one monitoring committee outside his faculty, and priority is given to those who did not participate in the monitoring committee of his college because it is not needed.

30. A faculty member may not be delegated to participate in the monitoring committee work in a college other than his own unless his faculty exhausts the numbers required to form its monitoring committees from the faculty members wishing to participate in the examination work.

Fourth: Exam Preparation Stage:
A committee or committees for preparation and organization shall be formed from workers in educational affairs in the college or institute and from other workers - these committees can be used by assistant teachers and repeaters, and this committee or committees prepares lists of student names and seating numbers, and prepares statistical data on the number of students in each division and each department, and the number Students who will sit for the exam in each subject separately, based on the students ’enrollment records and the results of previous years’ examinations.

- It also writes the names of students and their seating numbers in the monitoring sheets to be submitted to the general control committees.

These committees - as well - determine the places necessary to hold and prepare the examinations, prepare schedules for exams in preparation for their approval and announce them before the start of the exams in a suitable time, and prepare what the examination committees need from observers, assistants, doctors, nurses, guards, firefighters, and service workers, and take the necessary measures to delegate them. These committees - also - prepare the signature lists of the students attending the examination with the seat numbers, fix the seat numbers cards on the exam tables after reviewing them, and take the procedures for the excuses presented by the students for not entering the exam and notify them to the general monitoring committees (control).

Fifth: Examination work stage:
- The dean of the college forms general supervision committees (control) for each division, department, or examination committee, as the case may be, provided that each committee is headed by one of the professors or assistant professors. These committees are made up of faculty members first, and assistant or teaching assistants may be used. In the event that a sufficient number is not available, faculty members may be sought from other colleges. For each committee, one or more assistants shall be appointed from among those working in monitoring educational affairs in the college or institute.

The general control committees stamp the answer sheets with the date stamp and the secret letter stamp day by day, and deliver them to the observers after distributing them and redistributing them day by day to the examination sites, receiving the conditions of the questions and ensuring the integrity of their seals, ensuring their confidentiality and distributing them to the observers inside the examination headquarters before the start of the exam, and to the members of the control committees The public is constantly present in the examination committees after they have been assigned to them to supervise the progress of the examination and make sure that the observers start their work well. Then the general control committees receive the answer sheets from each observer at the headquarters of the monitoring committee after counting them and matching their number on the attendance sheets that students sign. And work to deliver it to the masters correctors up-to-date with Providing the correctors with written instructions, whether for the correctors from among the faculty members of the faculty or for the correctors from among the faculty members of the college or for the correctors appointed from abroad. It is taken into consideration to obtain the correctors ’signature on receiving the answer papers in records prepared for this purpose indicating the name of the material, the number of papers, the date of delivery, the estimated date for returning it after correction and the names of the members of the subject examination committee, until the answer sheets return complete with the signature from all the members of the committee. The control committees can supervise the speed of circulation of the answer sheets among the correctors so that the correction is done as soon as possible.

Sixth: the monitoring phase:
- Control committees shall be reconstituted so that they do not include only faculty members in the college or from other colleges. The participation of teaching assistants, teaching assistants, or assistants in the monitoring process is prohibited.

- Monitoring committees begin to start their work as soon as sufficient numbers of answer sheets arrive in a number of articles, after correcting them, to allow the committees to start the monitoring process.

- The monitoring committees review the collection of questions' scores and their conformity with the total score and estimate affixed on the cover of the answer sheet, and they also make sure that the signatures of all members of the examination committee are met for each subject.

- It is not permissible for one member of the committee to be the only member of the committee monitoring or related operations, and the members of all the committee must participate in these processes together.
Full accuracy should be taken into account in all monitoring processes and the necessity to review each process after its conduct, starting from monitoring to collecting grades, confirming notes for excuses, confirming grades and assessments of materials in which the student has previously succeeded in previous examinations, monitoring grades and ratings of subjects of failure, with a careful review of this on the results of previous examinations. .

- It is also taken into consideration that the signatures of the members of the committee and its chair be fulfilled on each of the monitoring lists prior to their approval.

- The monitoring committees also count the number of students applying for the examination, the number of passing students according to their general estimates, the number of retarders, the number of remaining repeaters, and converting these numbers into percentages, then writing a report that includes a statistical analysis of the exam result in general and the results of the exam in each subject, and confirming the observations of the committee. On the results.
The monitoring committees also take into account the application of the rules of clemency or proof of what the examiners' committees decide according to the circumstances, and the confirmation of each case separately in the field of notes in front of each student.
Examination results are not announced until after they are officially approved by Prof. Dr. / Dean of the College for years of transfer and by Prof. Dr. President of the University / for final years.

- Once the final years results are announced, the educational affairs of the college or institute are working on preparing documents for issuing the ministerial decision to grant academic degrees so that students can be provided with temporary graduation certificates as soon as possible.
At the same time, colleges receive complaints from students after announcing the results and reviewing them immediately To correct any material errors in the monitoring sheets.

Other rules:
1- Since the observers form the backbone of the examination process, they should be chosen well and meet with them before the start of the exam in order to provide them with all the necessary instructions verbally and in writing, and any failure of any observer should not be tolerated during the examination process.
In particular, it is taken into account that the observers receive the student cards from them at the start of the exam, as soon as the signature is obtained by attending and the cards are delivered to the students at the end of the exam with the delivery of the answer papers from them. It also takes into account to verify the correctness of the data recorded by each student on the cover of his answer sheet, and to review the student signature lists carefully, taking into account the sequence of these signatures according to the seating numbers.

2. Take into account the delivery of the transcripts of the results of the oral and practical examinations, as well as the transcripts of the year’s work grades signed by all members of the subject examination committee immediately after these examinations are conducted in one go and before the start of monitoring the scores of written materials.

3. Taking into account the application of what was stated in the Universities Organization Law and its implementing regulations regarding cases of fraud and rioting.
It is also taken into account that the investigation with students is undertaken by a member of the legal affairs of the college or institute.

4. Full confidentiality should be taken into account when printing the examination questions, so that this confidentiality is limited to the members of the subject examination committee and not others, and strict confidentiality should be observed during the monitoring process and no results are broadcast or communicated before the results are approved and announced in an official capacity. For this reason, it is strictly forbidden to enter the headquarters of the monitoring committees for non-members of each committee.