Deputy Controller of Examinations

Reporting To: Controller of Examinations (COE)

Location: Vivekananda Global University, Jaipur

Employment Type: Full-Time

Function: University Examinations, Academic Records & Examination Governance

1. POSITION PURPOSE

The Joint / Deputy Controller of Examinations will support the Controller of Examinations in the planning, administration, execution, monitoring and governance of all university examination-related activities.

The position will be responsible for ensuring that examination processes are conducted in a transparent, confidential, accurate, timely, technology-enabled and policy-compliant manner across all academic programmes, campuses, modes of delivery and examination formats.

The role will act as a critical operational link between the COE Office, Deans, HoDs, faculty members, students, Examination Cell, IT/Digital teams and other university departments.

The incumbent will also be responsible for strengthening examination systems, reducing operational errors, maintaining examination records and ensuring timely declaration of results.

2. KEY RESPONSIBILITIES

A. Examination Planning & Academic Calendar

1. Assist the COE in preparation and implementation of the Annual Examination Calendar.
2. Coordinate schedules for:

• Internal examinations
• Mid-term examinations
• End-semester examinations
• Practical examinations
• Viva-voce
• Backlog examinations
• Supplementary examinations
• Reappear examinations
• Improvement examinations
• Special examinations
• Entrance/qualifying examinations, wherever applicable

1. Coordinate examination schedules with Deans, HoDs and academic departments.
2. Ensure examination dates, sessions and venues are finalized within approved timelines.
3. Monitor adherence to the examination calendar and escalate deviations to the COE.
4. Prepare contingency plans for examination-related disruptions.

3. EXAMINATION CONDUCT & OPERATIONS

1. Coordinate the complete operational execution of university examinations.
2. Ensure readiness of:

• Examination halls
• Seating plans
• Invigilation arrangements
• Question papers
• Answer books
• Attendance sheets
• Examination stationery
• Practical examination requirements
• Digital examination infrastructure

1. Ensure adequate deployment of invigilators and examination staff.
2. Prepare duty rosters and examination deployment schedules.
3. Coordinate with departments for availability of examiners, evaluators and practical examiners.
4. Monitor examination centres and examination-day operations.
5. Ensure compliance with examination rules and SOPs.
6. Address operational issues arising during examinations in coordination with the COE.
7. Maintain proper records of all examination activities.

4. QUESTION PAPER MANAGEMENT & CONFIDENTIALITY

1. Coordinate the collection and submission of question papers from faculty/examiners.
2. Ensure question papers are received within prescribed timelines.
3. Coordinate scrutiny/moderation of question papers as per university policy.
4. Maintain strict confidentiality of question papers and examination materials.
5. Coordinate secure printing, digital encryption, storage and distribution of question papers.
6. Ensure question papers conform to:

• Approved syllabus
• Course outcomes
• Examination pattern
• Bloom's Taxonomy, where applicable
• University examination guidelines

1. Maintain a secure question paper repository.
2. Ensure controlled access to confidential examination material.
3. Report any breach or suspected breach of confidentiality immediately to the COE.

5. EXAMINATION CENTRE & INFRASTRUCTURE MANAGEMENT

1. Assess examination infrastructure requirements before every examination cycle.
2. Coordinate allocation of examination halls and centres.
3. Ensure adequate seating capacity and appropriate seating arrangements.
4. Coordinate examination centre preparedness with Administration, Security, IT and other relevant departments.
5. Ensure CCTV, biometric, digital and other examination monitoring systems are operational wherever applicable.
6. Coordinate arrangements for students requiring special examination facilities.
7. Ensure examination centres comply with university safety and operational standards.

6. STUDENT EXAMINATION MANAGEMENT

1. Oversee student examination registration processes.
2. Verify student eligibility for examinations in coordination with academic and finance departments.
3. Coordinate generation and verification of:

• Examination forms
• Admit cards
• Roll numbers
• Examination schedules
• Student lists

1. Handle examination-related student grievances.
2. Coordinate correction of student examination data.
3. Ensure timely communication of examination schedules, rules and instructions.
4. Monitor cases relating to:

• Absenteeism
• Detention
• Debarment
• Backlog
• Reappear
• Improvement
• Special examination

1. Ensure examination eligibility is processed strictly according to approved university rules.

7. EVALUATION & VALUATION MANAGEMENT

1. Coordinate appointment and deployment of paper setters, examiners and evaluators.
2. Maintain evaluator databases.
3. Coordinate distribution of answer scripts for evaluation.
4. Monitor evaluation progress against defined timelines.
5. Track pending evaluation and delayed submissions.
6. Coordinate centralized/digital evaluation wherever implemented.
7. Ensure confidentiality and security of evaluated answer scripts.
8. Coordinate moderation/revaluation processes as per university regulations.
9. Prepare evaluation status reports for the COE.

8. RESULT PROCESSING & DECLARATION

1. Coordinate compilation and processing of examination results.
2. Verify marks/data received from evaluators and academic departments.
3. Ensure accuracy of:

• Marks
• Grades
• Credits
• SGPA
• CGPA
• Result status

1. Coordinate result tabulation and verification.
2. Identify discrepancies before final result approval.
3. Prepare result reports for approval of the COE/competent authority.
4. Ensure results are declared within approved timelines.
5. Coordinate generation of:

• Grade sheets
• Mark sheets
• Provisional certificates
• Result summaries
• Academic transcripts

1. Maintain proper result records and audit trails.

9. REVALUATION, SCRUTINY & GRIEVANCES

1. Coordinate student applications for revaluation/rechecking/scrutiny.
2. Ensure applications are processed within prescribed timelines.
3. Coordinate appointment of revaluation examiners.
4. Maintain complete records of revaluation cases.
5. Ensure revised results are updated accurately.
6. Coordinate examination grievance redressal.
7. Prepare reports on examination-related grievances and their resolution.
8. Escalate sensitive or policy-related cases to the COE.

10. ACADEMIC RECORDS & DOCUMENTATION

1. Ensure systematic maintenance of examination records.
2. Maintain secure records of:

• Question papers
• Answer books
• Marks
• Results
• Grade sheets
• Transcripts
• Certificates
• Examination forms
• Revaluation records
• Malpractice cases

1. Ensure appropriate retention and archival of examination records.
2. Maintain digital and physical examination records wherever required.
3. Ensure examination data is accurate, traceable and retrievable.

11. EXAMINATION SOFTWARE & DIGITAL SYSTEMS

1. Act as the examination-office coordinator for the University ERP/Examination Management System.
2. Ensure examination processes are properly configured in the system.
3. Coordinate with IT for:

• Examination registration
• Admit cards
• Time tables
• Marks entry
• Result processing
• Grade generation
• Transcript generation

1. Identify system-related gaps and recommend improvements.
2. Ensure examination data integrity.
3. Promote digitization and automation of examination processes.
4. Develop dashboards and MIS reports for examination monitoring.

12. ONLINE / DIGITAL EXAMINATIONS

Where applicable, the incumbent will coordinate online and technology-enabled examinations, including:

1. Online examination scheduling.
2. Candidate authentication.
3. Digital question paper management.
4. Online invigilation/proctoring coordination.
5. Technical readiness checks.
6. Examination-day technical support.
7. Incident management.
8. Digital evaluation and result processing.
9. Maintenance of examination logs and digital audit trails.

13. EXAMINATION MALPRACTICE & DISCIPLINARY CASES

1. Ensure proper documentation of examination malpractice cases.
2. Coordinate collection and preservation of relevant evidence.
3. Prepare case files for the competent authority/Examination Discipline Committee.
4. Coordinate student communication regarding examination misconduct cases.
5. Maintain confidential records of disciplinary cases.
6. Ensure implementation of decisions approved by the competent authority.
7. Maintain complete audit trails for all examination misconduct cases.

14. AFFILIATED / COLLABORATIVE / MULTIPLE-MODE PROGRAMMES

Where applicable, coordinate examination requirements for:

• Regular programmes
• Online programmes
• Distance/ODL programmes
• International programmes
• Collaborative programmes
• Industry-linked programmes
• Professional/certification programmes
• Multiple campuses/learning centres

Ensure consistency of examination standards and documentation across modes and locations.

15. ACCREDITATION & REGULATORY COMPLIANCE

1. Ensure examination processes comply with applicable university regulations and statutory requirements.
2. Support documentation required for:

• NAAC
• NBA
• AACSB, wherever relevant
• UGC
• AICTE, wherever applicable
• Other regulatory/statutory bodies

1. Maintain examination-related evidence and records required for accreditation.
2. Ensure SOPs and examination policies are periodically reviewed.
3. Support internal and external audits.
4. Maintain examination records required for inspection and verification.

16. MIS, REPORTING & DATA ANALYTICS

Prepare periodic MIS reports covering:

• Examination registration
• Student eligibility
• Examination attendance
• Absenteeism
• Evaluation status
• Result processing
• Result declaration
• Revaluation
• Backlog students
• Examination grievances
• Malpractice cases
• Pending examination activities
• Examination performance trends

The incumbent should use data to identify process delays, recurring errors and operational bottlenecks.

17. TEAM MANAGEMENT

1. Supervise staff working under the assigned examination function.
2. Allocate responsibilities and daily/periodic tasks.
3. Establish timelines and performance standards.
4. Monitor staff productivity and accuracy.
5. Conduct regular review meetings.
6. Train examination staff on SOPs and systems.
7. Ensure adequate staffing during examination cycles.
8. Maintain discipline, confidentiality and professional conduct within the Examination Office.

18. STAKEHOLDER COORDINATION

The position will regularly coordinate with:

• Controller of Examinations
• Registrar
• Deans
• HoDs
• Faculty members
• Examination Coordinators
• Academic Administration
• Admissions
• Finance
• IT/ERP Team
• Student Welfare
• Security
• Administration
• External Examiners
• Paper Setters
• Evaluators
• Students
• Regulatory/Accreditation teams

19. POLICY, SOP & PROCESS IMPROVEMENT

1. Assist the COE in development and revision of examination policies.
2. Develop detailed SOPs for examination activities.
3. Identify manual processes suitable for automation.
4. Establish examination process checklists.
5. Introduce maker-checker controls wherever appropriate.
6. Develop process timelines and accountability matrices.
7. Conduct post-examination reviews.
8. Recommend corrective and preventive actions.
9. Continuously improve examination efficiency, accuracy and student experience.

20. CONFIDENTIALITY & DATA SECURITY

The position involves access to highly confidential university information.

The incumbent must ensure strict confidentiality of:

• Question papers
• Student marks
• Results
• Examination records
• Faculty/evaluator information
• Examination misconduct cases
• Student personal information
• Examination system credentials
• Academic records

Any unauthorized disclosure, sharing, copying or use of examination information must be immediately reported to the COE.

21. KEY PERFORMANCE INDICATORS (KPIs)

Performance will be assessed against measurable indicators including:

1. Timely conduct of examinations.
2. Timely declaration of results.
3. Accuracy of result processing.
4. Reduction in examination-related errors.
5. Timely completion of evaluation.
6. Compliance with examination calendar.
7. Resolution time for examination grievances.
8. Accuracy of examination records.
9. Question paper confidentiality and security.
10. Effectiveness of examination MIS.
11. ERP/system adoption and data accuracy.
12. Compliance with examination SOPs.
13. Audit/accreditation readiness.
14. Student service turnaround time.
15. Process automation and improvement initiatives.

22. AUTHORITY & DECISION-MAKING

The Joint / Deputy COE shall operate under the overall authority of the Controller of Examinations.

The incumbent may take operational decisions within delegated authority but shall refer matters involving:

• Policy interpretation
• Serious examination misconduct
• Confidentiality breaches
• Result anomalies
• Exceptional student cases
• Regulatory matters
• Major examination disruptions
• Disciplinary action
• Changes to approved examination procedures

to the COE/competent authority.

23. QUALIFICATION

Essential

• Master's degree in any relevant discipline from a recognized university.
• Strong understanding of university academic and examination systems.
• Minimum 8–12 years of relevant experience in university examinations/academic administration or equivalent institutional administration.

Desirable

• Ph.D. or equivalent higher qualification.
• Experience in a university/HEI of significant scale.
• Experience with ERP/Examination Management Systems.
• Experience in NAAC/NBA/UGC or other accreditation/regulatory processes.
• Experience in online/digital examination systems.
• Experience in examination automation and MIS.

24. EXPERIENCE PROFILE

Preference may be given to candidates having experience in:

• University Examination Department
• Controller/Deputy Controller/Assistant Controller Examination Office
• Examination Management
• Academic Administration
• Result Processing
• Digital Evaluation
• Online Examinations
• ERP implementation
• Accreditation and regulatory compliance
• Examination policy and SOP development
• Large-scale examination operations

25. REQUIRED COMPETENCIES

Technical Competencies

• University examination processes
• Academic regulations
• Examination ERP systems
• Result processing
• Data management
• MIS and reporting
• Digital examinations
• Evaluation management
• Documentation and record management
• Regulatory compliance

Behavioural Competencies

• High integrity
• Confidentiality
• Attention to detail
• Decision-making
• Problem-solving
• Team management
• Stakeholder management
• Crisis management
• Communication skills
• Process orientation
• Accountability

26. TECHNOLOGY & DIGITAL SKILLS

The incumbent should be proficient in:

• University ERP
• Examination Management Systems
• MS Excel
• Advanced Excel/MIS
• Digital evaluation systems
• Online examination platforms
• Data dashboards
• Document management systems
• Microsoft Office/Google Workspace

Knowledge of AI-enabled administrative tools and process automation will be an added advantage.

27. CRITICAL ATTRIBUTES

The ideal candidate should demonstrate:

• Absolute integrity and confidentiality
• Strong command over examination operations
• Ability to manage large examination cycles
• Strong documentation discipline
• Excellent coordination skills
• Data accuracy and analytical orientation
• Ability to work under strict deadlines
• Ability to manage examination emergencies
• Strong understanding of university governance
• Technology orientation
• High ownership and accountability

28. REPORTING STRUCTURE

Controller of Examinations (COE)

↓

Joint / Deputy Controller of Examinations

↓

Assistant Controllers / Examination Officers / Section Heads

↓

Examination Office Executives / Coordinators / Support Staff

The exact reporting and supervisory structure may be modified as per the University's approved organizational structure.

29. OVERALL ROLE EXPECTATION

The Joint / Deputy Controller of Examinations is expected to ensure that the University's examination function operates as a professional, transparent, technology-enabled and process-driven academic governance system.

The incumbent will not merely perform routine examination administration but will be expected to establish strong controls, measurable timelines, accurate data systems, effective SOPs and continuous process improvement, thereby supporting the University in delivering reliable and credible examination services.

The role requires a high degree of integrity, confidentiality, operational discipline and accountability, as the incumbent will handle critical academic and student records of the University.