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
Assist the COE in preparation and implementation of the Annual Examination Calendar.
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
Coordinate examination schedules with Deans, HoDs and academic departments.
Ensure examination dates, sessions and venues are finalized within approved timelines.
Monitor adherence to the examination calendar and escalate deviations to the COE.
Prepare contingency plans for examination-related disruptions.
3. EXAMINATION CONDUCT & OPERATIONS
Coordinate the complete operational execution of university examinations.
Ensure readiness of:
Examination halls
Seating plans
Invigilation arrangements
Question papers
Answer books
Attendance sheets
Examination stationery
Practical examination requirements
Digital examination infrastructure
Ensure adequate deployment of invigilators and examination staff.
Prepare duty rosters and examination deployment schedules.
Coordinate with departments for availability of examiners, evaluators and practical examiners.
Monitor examination centres and examination-day operations.
Ensure compliance with examination rules and SOPs.
Address operational issues arising during examinations in coordination with the COE.
Maintain proper records of all examination activities.
4. QUESTION PAPER MANAGEMENT & CONFIDENTIALITY
Coordinate the collection and submission of question papers from faculty/examiners.
Ensure question papers are received within prescribed timelines.
Coordinate scrutiny/moderation of question papers as per university policy.
Maintain strict confidentiality of question papers and examination materials.
Coordinate secure printing, digital encryption, storage and distribution of question papers.
Ensure question papers conform to:
Approved syllabus
Course outcomes
Examination pattern
Bloom's Taxonomy, where applicable
University examination guidelines
Maintain a secure question paper repository.
Ensure controlled access to confidential examination material.
Report any breach or suspected breach of confidentiality immediately to the COE.
5. EXAMINATION CENTRE & INFRASTRUCTURE MANAGEMENT
Assess examination infrastructure requirements before every examination cycle.
Coordinate allocation of examination halls and centres.
Ensure adequate seating capacity and appropriate seating arrangements.
Coordinate examination centre preparedness with Administration, Security, IT and other relevant departments.
Ensure CCTV, biometric, digital and other examination monitoring systems are operational wherever applicable.
Coordinate arrangements for students requiring special examination facilities.
Ensure examination centres comply with university safety and operational standards.
6. STUDENT EXAMINATION MANAGEMENT
Oversee student examination registration processes.
Verify student eligibility for examinations in coordination with academic and finance departments.
Coordinate generation and verification of:
Examination forms
Admit cards
Roll numbers
Examination schedules
Student lists
Handle examination-related student grievances.
Coordinate correction of student examination data.
Ensure timely communication of examination schedules, rules and instructions.
Monitor cases relating to:
Absenteeism
Detention
Debarment
Backlog
Reappear
Improvement
Special examination
Ensure examination eligibility is processed strictly according to approved university rules.
7. EVALUATION & VALUATION MANAGEMENT
Coordinate appointment and deployment of paper setters, examiners and evaluators.
Maintain evaluator databases.
Coordinate distribution of answer scripts for evaluation.
Monitor evaluation progress against defined timelines.
Track pending evaluation and delayed submissions.
Coordinate centralized/digital evaluation wherever implemented.
Ensure confidentiality and security of evaluated answer scripts.
Coordinate moderation/revaluation processes as per university regulations.
Prepare evaluation status reports for the COE.
8. RESULT PROCESSING & DECLARATION
Coordinate compilation and processing of examination results.
Verify marks/data received from evaluators and academic departments.
Ensure accuracy of:
Marks
Grades
Credits
SGPA
CGPA
Result status
Coordinate result tabulation and verification.
Identify discrepancies before final result approval.
Prepare result reports for approval of the COE/competent authority.
Ensure results are declared within approved timelines.
Coordinate generation of:
Grade sheets
Mark sheets
Provisional certificates
Result summaries
Academic transcripts
Maintain proper result records and audit trails.
9. REVALUATION, SCRUTINY & GRIEVANCES
Coordinate student applications for revaluation/rechecking/scrutiny.
Ensure applications are processed within prescribed timelines.
Coordinate appointment of revaluation examiners.
Maintain complete records of revaluation cases.
Ensure revised results are updated accurately.
Coordinate examination grievance redressal.
Prepare reports on examination-related grievances and their resolution.
Escalate sensitive or policy-related cases to the COE.
10. ACADEMIC RECORDS & DOCUMENTATION
Ensure systematic maintenance of examination records.
Maintain secure records of:
Question papers
Answer books
Marks
Results
Grade sheets
Transcripts
Certificates
Examination forms
Revaluation records
Malpractice cases
Ensure appropriate retention and archival of examination records.
Maintain digital and physical examination records wherever required.
Ensure examination data is accurate, traceable and retrievable.
11. EXAMINATION SOFTWARE & DIGITAL SYSTEMS
Act as the examination-office coordinator for the University ERP/Examination Management System.
Ensure examination processes are properly configured in the system.
Coordinate with IT for:
Examination registration
Admit cards
Time tables
Marks entry
Result processing
Grade generation
Transcript generation
Identify system-related gaps and recommend improvements.
Ensure examination data integrity.
Promote digitization and automation of examination processes.
Develop dashboards and MIS reports for examination monitoring.
12. ONLINE / DIGITAL EXAMINATIONS
Where applicable, the incumbent will coordinate online and technology-enabled examinations, including:
Online examination scheduling.
Candidate authentication.
Digital question paper management.
Online invigilation/proctoring coordination.
Technical readiness checks.
Examination-day technical support.
Incident management.
Digital evaluation and result processing.
Maintenance of examination logs and digital audit trails.
13. EXAMINATION MALPRACTICE & DISCIPLINARY CASES
Ensure proper documentation of examination malpractice cases.
Coordinate collection and preservation of relevant evidence.

Work arrangement
No