qsd-7.2-5 examination rules and guidelines july 2014 v2

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QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

EXAMINATION RULES

EXAMINATION UNIT

This Examination Rules and guidelines herein are sacrosanct and shall be treated with

firm process, high integrity and professionalism.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Contents

Rule No. Description Page

1 Notice/Schedule of Examination 3

2 Exam Venue and Table Distance 3

3 Registration for Examinations 4

4 Criteria For Passing Examination 4

5 Candidates Do’s and Don’ts 5-6

6 Examiners, Moderators, Examination Coordinators and

Invigilators7

7 Pre Examination Activities 8

8 Key Activities before, during and after Exam Day 9

8.1 Before Going to Exam Venue 9

8.2 Prior to Commencement of Exam 98.3 During An Examination 10

8.4 At the End of an Exam 11

8.5 Post Exam Activities 12

8.6 Re-Check / Re-Mark of Answer Scripts 14

9 Cancellation and Postponement of Exam 14

10 Other Miscellaneous Matter 14

Annexure

A Candidates Key Activities Pre- Exam, During, Immediate

and After Exam

16

B Guideline for Cadets to Attend Exam During Heavy Rain 17

C Examiners & Moderators Key Activities Pre- Exam, During,

Immediate and After Exam18

D Invigilation duties and responsibilities during an Exam 19

E Question Paper & Model Solution Submission and Approval

Form, and Summary of Exam Questions Selection with

Marine Department20-23

F Chief Invigilators (CI) & Invigilators (Inv.) Key Activities

Pre- Exam, During, Immediate and After Exam24

G Chief Invigilator’s Announcement Prior to Commencement

of An Exam 25H Re-Check / Re-Mark Answer Script Form 26-27

I Circumstances on Cancellation / Postponement of Exam 28

J Interim Guidance on Conduct of Examination on weekend /

Public Holidays29

K Examination at Hospital/Clinic or other venue 30

Note:1. The Examination Rules shall be hereinafter referred to as “the Rule”.

2. This is a primary document for exam and if there is any conflict, the provision of this Rule takes precedent.

3. The Rule is supported by Annexures which can be independently updated and issued as and when circumstances warrants anddeemed appropriate. Such revision can be executed and circulated via MAA’s Office.

4.

All Annexures that requires to be updated in the QSD document shall be compiled and QHSSE notified to effect the changesat the minimum once in a year .



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1.0 Notice / Schedule of Examination

1.1 Candidates (in and off campus) shall be responsible to find out the time and

location of any exams in their courses and for arriving at their exam venue

earlier as stipulated in the Rule. Candidate shall keep track of any changes onthe exam schedule.

1.2

Course flow chart for both the nautical and engineering pre-sea and post-sea

courses shall be primary source in scheduling the exams by its respective

Training Head of Department (“HoD’). It shall ensure that the trainers (and

where possible supported by staff from corporate departments) are available

for invigilation duties. Based on the course flow chart Examination Unit

(EU) shall extract the examination dates for EU to develop an exam

schedule.

1.3 Examination schedule shall be posted at EU notice board at least 2 weeks prior to an examination date. For candidates currently not physically

attending any courses at ALAM, such a notice to be given through

letter/email based on the candidates latest information in ALAM’s record or

online system.

2.0 Exam Venue and Table Distance

2.1 Facility Management Services (FMS) shall set-up the exam venue based onthe exam schedule minimum 3 working days before the exam as agreed by

EU Executive.

2.2 Each venue shall allow a table distance (calculated from center of table) of

1.8m between the front and rear table seats and also 1.8m to the table to its

side (horizontally) except chart work 1.8m (front and rear) by 2.4m

(horizontally).

Guidance for POLARIS Hall:

18 columns by 19 rows allowing 342 seats (normal) 14 columns by 19 rows allowing 266 seats (chart work)

Final decision on exam venue set-up will be decided by MAA.

2.3 Exam venue is prohibited to candidates except during examinations.



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3.0 Registration for Examinations

3.1 All eligible candidates will be listed in Exam Candidate List (QSD 7.2-3) by

EU

3.2 Candidates are required at the minimum one week before exam session, to

register using the Payment and Submission Form (PASF) of document to EU

via Registry prior to their Referrals and Repeat exams. PASF is available at

Registry or can be requested from EU.

4.0 Criteria For Passing Examination

4.1 Criteria for passing an examination for each type of course / programme are as

stated in course exam scheme / internal criteria for assessment and approvedcourse specification / guidance from Marine Department Malaysia (Mardep).

These procedures shall be reviewed and updated into ALAM’s Academic

Procedure and Rules which updated version will be issued from time to time

by Academic Standards Committee of Academic Board.

4.2 Candidates who have failed in any subject need to re-sit the exam in the

following semester.

4.2.1 Referral Exam: required to appear for the exam again without the

need to attend class.

4.2.2

Repeat Exam: required to appear for the exam again provided class

ateendance requirement is met and necessary LCA commpleted.

4.3 Candidates shall register the referral subject(s) in the earlier part of the

semester by discussing with the subject lecturer(s) regarding all the

assessments and the FE including being aware and tracking the dates(s) for

the referral with EU. Such registration with EU shall be made immediately

and EU has the right to reject any registration if made less than 1 week prior

commencement of examination session.

5.0 Candidates Do’s and Don’ts

5.1

Only candidates who have eligible for an examination shall be allowed into

the examination venue for their respective subject(s).

5.2 Candidates shall at the minimum be guided with the rules provided in

Annexure A.

5.3

Prohibited Items : Candidates shall not bring into an examination venue,any book, notes, hand phone, paper, material or equipment of any kind



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(hereinafter referred to as “Prohibited Items”), other than those specified

under this Rules or which have been allowed by Chief Invigilator.

5.3.1 In case where these are inadvertently brought in, candidates shall raise

its hand and pass it to the invigilator at their own risks, which items

shall be placed at a designated place by the Chief Invigilator or EU.

5.4 Permitted Items: Candidates will be allowed to use their own drawing

instruments or other permitted items as provided by this Rule or which have

been allowed by Chief Invigilator.

5.4.1 The used of non-programmable scientific calculators is allowed

provided that the calculators are:-

a. quiet in operation and independently powered; and

b. approved by the Chief Invigilator.

5.5

Materials Provided: The following list of books, tables and instruments are

for specific use during examination and sufficient numbers shall be made

available for use by candidates in the examination venue :

5.5.1 Nautical Table (Norrie’s / Burton)

5.5.2 Nautical Almanac

5.5.3 Chart Dividers

5.5.4 Admiralty Tide Table Vol. 1, 2 and 3

5.5.5 Navigational Chart

5.5.6 Steam tables (e.g. Rogers & Mayhew, Publisher: Blackwell)

5.5.7 Steam charts (e.g. Rogers & Mayhew, Publisher: Blackwell)5.5.8 Mollier chart (Refrigerant R 132a)

5.5.9 Psychrometric chart

5.5.10 Graph papers

5.5.11 Plotting Chart

(NOTE: HOD via EU may change or add to the above as necessary

for the efficient conduct of an examination or as required by MAA)

5.6

Using Unfair Means: In the examination venue, if a candidate is found in possession or found referring to any unauthorized book, paper or material or

via any technological devices (e.g. handphone and smart watches), or

copying from another person or offering any assistance or giving any

information to another person, or accept assistance or information from

another person etc., such candidate shall be deemed to have used unfair

means.

5.6.1

Candidate shall be barred immediately from the examination by the

Chief Invigilator . He shall also be barred from subsequent

examination(s) of the same session. Notice to the effect shall be

issued by EU to the candidate. Marks/grades obtained for paperstaken earlier (prior to the incident) in the same examination session



QSD-7.2-5

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shall be considered null and void. For calculation, marks for all the

papers shall be considered as zero.

5.7 Barred from Exam: Candidates shall not be allowed to sit for an exam in the

following circumstances:

5.7.1 Found using unfair means

5.7.2 Insufficient attendance (applicable for pre-sea cadets and post sea

officers)

5.7.3 Arrival to exam after 30 minutes has lapsed (marked as ‘Absent’)

5.7.4 Disciplinary issues

5.7.5 Inappropriately attired

5.7.6 Unruly behavior (to be decided by the Chief Invigilator)

5.8 Exemption from Exam: Any exemption to a candidate from any examination

shall be first recommended by HOD and approved by DTE and thereafternotify MAA to communicate with Director General of Marine Department.

Upon obtaining such exemption from Marine Department, MAA shall notify

DTE, Ketua Eksekutif, HOD and EU. Such notice to MAA to shall be made

by DTE at the minimum 1 week before the exam session. Example of such

exemption includes being offered to be attached at different institute

(e.g.USMAA).

5.9 Appropriate Attire: Candidates (including cadets sitting for Referral and

Repeat exams), shall be in properly attired for the examination without

breaching any provision of the Code of Conduct or provision of this Rules

(for Post-Sea candidates), with the exception for Referral and Repeat not

required to have their epaulettes on.

5.10 Candidates shall be guided by Annexure B in the event the weather is not

safe prior proceeding to exam venue. It shall be the responsible of each

candidate to communicate with EU or Student Affairs Department to seek

clarification if in doubt without compromising the requirement to arrive at

the exam venue 30 minutes prior to exam.

5.11 All written work must be in black or blue inked pen, with the exception of

sketches / plots, etc., which are to be done using pencils.

5.12 All examinations shall be conducted in English or Bahasa Malaysia as per the

instructions in the examination paper.

5.13 In addition to this Rules, candidates shall be required to follow any other

instructions stated in the question paper or by the Chief Invigilator.



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6.0 Examiners, Moderators, Examination Coordinators and Invigilators

6.1 The Examiner (appointed pursuant to Procedure Manual QSD 7.1-2) is the

question setter for the examination who also marks the answer scripts and

enters the marks into the examination mark sheet. Summary of key duties

included in Annexure C.

6.2 The Moderator (appointed pursuant to Procedure Manual QSD 7.1-2) is also a

crucial academic person able to provide a balanced and unbiased point of

view on the accuracy of the question papers and marks provided fairly to all

candidates. Summary of key duties included in Annexure C.

6.3 Both Examiner and Moderator shall attend the Exam Question Paper Vetting

meetings at both Department Level and ALAM-Marine Department

(Mardep) Level as well as Exam Result Review Committee meetings unless

otherwise exempted by HoD ensuring the best quality and standards of

questions, and unbiased results for the candidates.

6.4 Examination Coordinator (EC): A representative from the Training Dept.

appointed by its HoD to coordinate between HoD and Examiners/Moderators

to ensure the readiness of HoD who has checked the question papers and

model solutions. EC shall schedule meetings with Mardep (in conjunction

with EU) based on Examiner, Moderator & HoDs available time

6.5 Invigilators: (including Senior Invigilators, where required at the discretion of

EU) are individuals who are in charge of the proper conduct of examination

and a good watch over the candidates when the examination is in progress

and is headed by a Chief Invigilator. Once approved by their respective HoD,

invigilators are expected to fulfill the invigilation duties unless due to

emergency. Summary of key duties included in Annexure D.

7.0 Pre Examination Activities

7.1 Examiner and Moderator shall maintain the highest degree of integrity in

managing in the process of crafting and finalizing the question paper and

model solutions. No doubt shall be created that the question paper and/ormodel solutions may have been exposed to leakage, howsoever.

7.2 Once Mardep has endorsed the question paper and/or model solutions, one

original camera ready, and finalized question paper and model solution (both

in PDF format) shall be personally submitted by Examiner to EU in a

separate sealed envelope. Examiner will submit cover page of the question

paper in MS Word format to EU which has been approved by Moderator and

HoD. Each Examiner shall submit two sets of the above clearly marked as

SET A and SET B. Detailed process is outlined in Annexure E.



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7.4 EU shall continue to maintain integrity and professionalism in receiving

various subjects question papers and model solutions in preparing / attending

including to the following towards each examination sessions:

7.4.1 All related and remaining QSD under Procedure Manual Section 7

issued accordingly7.4.2 Sufficient copies (i.e. number of candidates in cohort who are eligible

and not barred plus additional 5 sets) of question papers, answer

booklets and supplementary papers made ready for each exam

candidate listed (as per QSD 7.2-3) for each subject examined

7.4.3 Model solutions shall be kept sealed at safe vault at EU strong room

7.4.5 All necessary notices placed on notice board near/at/in exam venue

7.4.6 All logistics including sitting arrangements at exam venue working in

conjunction with Facility Management Services (FMS).

7.4.7 Ready sufficient numbers of Permitted Items as per Rule 5.5.

8.0 Key Activities before, during and after Exam Day

All activities before, during and after exam day are summarized and tabulated in

Annexure G.

Chief Invigilator, Invigilators and Stand-by Invigilator (hereinafter jointly referred

to as “All invigilators”) as proposed by EU are approved by their respective HoD /

Managers and QSD 7.1-1 duly issued. No changes allowed unless approved by

their respective superior and a replacement to be provided to EU, especially for

Chief Invigilator’s role well before start of exam.

EU shall continue to ensure the overall readiness of each exam venue.

8.1 Before Going To Examination Venue

8.1.1 EU is to ensure that all necessary stationery items and materials as

stated in Rule 9.4, and further permitted reference material as informed

by Examiner (in QSD 7.1-4 Model Solution with Marking Schemes)for each subject are ready prior to an examination.

8.1.2 Chief Invigilator shall collect the examination briefcase containing the

relevant question papers, answer booklet and other requisites for the

examination from EU so as to arrive the exam venue at least 30

minutes before the commencement of examination.



QSD-7.2-5

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8.2 Prior Commencement of an Examination

8.2.1 Chief Invigilator has the authority to allow or disallow any person

intending to enter the examination venue or may consult MAA if in

doubt.

8.2.2 All Invigilators shall be present in the examination venue at least 30

minutes prior to the commencement of an examination.

8.2.3 Upon arrival to the Chief Invigilator’s table at the exam venue, Chief

Invigilator and invigilators shall sign in attendance sheet.

8.2.4

Chief Invigilator is to open exam briefcase and the packages

containing the question papers and ensure that they are the right

question papers for the subject and supporting exam reference material

where required is ready.

8.2.5 Chief Invigilator shall conduct a toolbox talk with Invigilators

emphasizing on their duties and expectations, including:

8.2.5.1 distribution of answer booklets on the candidates’ tables.

8.2.5.2

division of exam venue for effective invigilation watch

according to zones identified by Chief Invigilator; and

8.2.5.3

allowing of candidates into exam venue in an orderly

fashion.

8.2.5.4 tables are clear of any writing / documents

8.2.5.5 free of posters / information in exam venue wall that may provide opportunity to position the candidates in an

advantageous situation

8.2.5.6 washroom is free from any materials that can be used for

examination

Invigilation duties include responsibilities as set in Annexure D.

8.2.6 Assisted by EU team, the subject name, code, duration and examination

time of the paper shall be displayed either electronically or written on

the board.

8.2.7 Once Chief Invigilator is satisfied with the readiness of the venue,

usually 15 minutes prior to commencement of exam, candidates are

allowed to enter exam venue, with minimum two Invigilators unless

number of invigilator is one due to volume of candidates as approved

by MAA. Candidates shall immediately be seated according to their

respective numbered seat and shall not be allowed to communicate

with each other.

8.2.8 Chief Invigilator shall then ensure all the candidates are seated and proceed to make this announcement as per Annexure G.



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8.2.9

Once the time to commence the examination is near, the Chief

Invigilator shall declare the commencement of an exam:

8.3 During The Examination

Responsibilities and duties of invigilation are listed in Annexure D.

8.3.1 Toileting: In cases of candidate requiring going to the toilet, the Chief

Invigilator shall ensure that a male/female invigilator accompanies

him/her respectively. Candidate shall be required to empty their

pockets. Body check permissible provided of the same gender and

approval of Chief Invigilator has been obtained. Lapse time for

toileting by the same candidate shall be at a minimum one hour

unless Chief Invigilator permits upon accessing his health condition.

8.3.2 Absent: Chief Invigilator shall proceed to mark ‘ABSENT’ on the

question paper, answer booklet (on remarks column) and also on

the attendance sheet marked by the Invigilators if candidate do not

show up 30 minutes after exam commencement time. This answer

booklet must be collected and placed together with the other answer

scripts at the end of the examination.

8.3.3 Candidate is caught cheating / using unfair means: The Chief

Invigilator shall collect the evidence and report the incident to EU

immediately. The evidence and written statement by the ChiefInvigilator and witness (Invigilator) shall be reported in the Chief

Invigilator ’s report to EU together with the evidence. The candidate

shall be barred immediately from that examination and subsequent

examination in the same examination and shall be asked to leave the

examination venue immediately and quietly.

8.3.4 Re-entry after leaving exam venue: Candidates who have already left

the examination venue shall not be permitted to enter the venue for

whatever purpose except at Chief Invigilator’s discretion he may

allow in case he has missed to collect his personal belongings only,

not otherwise.

The question papers have already been placed on your desk.

This is a __________________ hour paper.

The time now is ____________

You will stop writing at ________________.

YOU MAY START NOW.



QSD-7.2-5

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8.3.5 Supplementary answer sheets: Any such sheets issued should be

signed and dated by the Invigilator. Candidates shall ensure it is

signed – unsigned sheets may not be accepted by Chief Invigilator.

8.3.6 Candidates asking questions: Any clarification by candidates to

invigilators, if the Invigilators are uncertain of the impact ofresponse shall refer to Chief Invigilator. Any communication

(including whispering) between candidates are not allowed, and if

found such evidence shall be weighed by Chief Invigilator in

considering as using of unfair means by candidate and its

consequences as provided in this Rule. In any event, invigilators

shall not be allowed to divulge any information howsoever resulting

to provide answers to the examination questions.

8.4 At the end of an Exam

8.4.1 Nearing the completion of an examination, the Chief Invigilator shall

make the following announcements chronologically:

8.4.2 Invigilators are to collect the answer scripts, question papers and

permitted reference materials /publications from the candidates.

8.4.3 Once items stated in Rule 8.4.2 are collected, Chief Invigilator, once

ready, shall make the following announcement:

8.4.4 Chief Invigilator is to seal the package containing question papers and

answer scripts of all candidates plus answer booklet of absent

candidates witnessed by an Invigilator. Chief Invigilator shall sign

the ‘Record of Movement of Examination Package’ and the form

pasted on the package. All other papers and publications are to be placed inside the examination briefcase.

“You have 15 minutes left”

“You have 5 minutes left”

“STOP ANSWERING. Make sure you have written the

necessary particulars on the front page of the Answer

Script. Please do not leave the examination venue until you

are told to do so.”

“You may leave the examination venue now, silently”.



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8.4.5 Upon proper closure of the exam processes at the exam venue, the

Chief Invigilator may dismiss the invigilators form their duties and

return the aforesaid briefcase to EU Office immediately.

8.5 Post Examination Activities

8.5.1 Examiner for the subject is to collect the sealed package

containing question paper and answer scripts and model

solution not later than two days of the subject examination

date from EU. The Examiner shall sign in the Record of

Movement of Examination Package in the presence of EU

representative while collecting the aforesaid package.

8.5.2

Examiners and Moderators (and with other interfacing personsi.e. HOD and DTE) are reminded that they must keep the

question paper, model solutions and answer scripts securely

under lock and key at all time when it is in their possession

and shall not communicate the information therein to any

person howsoever. It shall not be left unattended or creating

opportunity for any person to see, take note, and take pictures

at any time and place. No one is permitted to make copies of

the same.

8.5.3

The whole process of marking and moderating the answer

scripts up to readiness to provide the results for EU’s

compilation shall be within five weeks from last date of exam

session completion.

8.5.4 On week six, EU shall compile the results received personally

from the respective Examiners in hardcopy (QSD 6.4-3 and

QSD & 7.3-3) and softcopy format before submitting to the

respective HoD (or as delegated by HoD to Exam

Coordinator) for the Examination Result Review Meeting

(ERRM).

8.5.5 On week seven, the respective HoD shall chair the Department

Level ERRM and all marks tabulated shall be checked for

accuracy by both the Examiner and Moderator for their

respective subjects and sign-off the QSD 7.4-1 (“Examination

Result” ).

8.5.6

On completion of Dept Level ERRM, the Examination

Coordinator and EU Executive shall finalize the QSD 7.4-1

for HoDs, MAA and DTE approval and duly signed, ready for

ALAM-Mardep ERRM.



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8.5.7 The examination results shall be tabled at ALAM-Mardep

Level ERRM chaired by DTE (or delegated to HoD) attended

by Mardep’s representative(s) and the respective Examiners

and Moderators.

8.5.8

The Committee is authorized to grace the marks a maximum

of 5% of the total marks which shall result its status to Pass.

Each candidate may have his marks graced only for one

subject at each moderation.

8.5.9 On week eight, upon endorsement by Mardep, the results shall

be declared on EU Notice Board and by other means of

communication where necessary (e.g. to the candidates not

being full time at campus the last known address/email in the

student profile.)

8.5.10

Any change resulting in increased duration of any of the

above activities, the increased duration must be notified by

HOD with DTE’s agreement to MAA and EU.

8.6 Recheck/re-mark of Answer Scripts

8.6.1 A candidate may request for a re-check (or re-mark) with a fee

of RM50 per subject.

8.6.2 The process and procedures are as set out in Annexure H.

8.6.3 Outcome of the re-check or re-mark shall be officially notified

by EU to the candidate within 2 working days from date of

receipt of the request. If the candidate is not satisfied with the

decision of the HOD, a final request can be made to DTE and

the decision made by DTE is final.

9.0 Cancellation and Postponement of Exam

9.1 On an exceptional circumstances the examination may be cancelled or

postponed. The authority to cancel or postpone the examination is vested on

the Director of Academic Affairs (DAA), in absence of whom the Manager

of Academic Affairs (MAA). MAA may consult the Ketua Eksekutif (KE)

for appropriate action, where necessary.

9.2. EU shall then announce the new schedule for the cancelled or postponed

examination(s).



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9.3 Circumstances and procedures governing such postponement and

cancellation are as stated in Annexure I.

9.4 Guidance on conduct of examinations on Weekends/Public Holidays is as

per Annexure J.

10.0 Other Miscellaneous Matters

10.1 This Rule shall be reviewed from time to time. Annexures may be modified

by the Office of MAA. Any changes shall be formalized (e.g. in Procedure

Manual or QSD templates) and communicated accordingly.

10.2 Any emergencies/health issue relating to any candidates/invigilators during

exam shall be dealt with by QHSSE / EU / SAFD / HR and followed-upwith a preliminary report by Chief Invigilator or EU representative by

email to MAA stating its nature and action taken.

10.2.1 For candidate with such issues, the answer scripts will be collected

in the normal process as the exam comes to an end with a note

tagged on page one of the answer script of such incident and

details of duration candidate was in/out from exam table due to

such emergencies/health issues.

10.2.2 For invigilator, the stand-by invigilator will be called in via EU.Alternatively, any available invigilator who can be offered by

HoD/superiors. A similar preliminary report to be immediately

sent by EU to MAA.

10.3 Candidate who is reported by medical officers of ALAM’s panel

clinic/hospital that they may answer the exam questions from hospital due

to their medical question may be considered and allowed by MAA.

Guideline on this is stipulated in Annexure K .

10.4 Any clarification on the Rule can be sought from EU or MAA.

10.5 This Rule shall be reviewed and updated from time to time by Examinations,

Assessments and Qualifications Committee (EAQC) of the Academic

Board which empowers MAA to issue a student version extracted from this

QSD-7.2-5. If there is any conflict with any other documents, this Rule

shall prevail. Breach of this Rule is appealable to the Appeal Panel

Committee. Further guidance from Mardep can be sought where necessary

to compliment this Rule.

End of rovisions of the Exam Rules. Followin a es are for the A endix se ment.



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Annexure A

Candidates Key Activities Pre- Exam, During, Immediate and After Exam

Only candidates eligible for an examination shall be allowed into the examination venue for their respective

subject(s). Breach of provision shall empower the chief invigilator in consultation with MAA not to permit

candidate to sit for the exam.

Pre-Exam During Exam Immediately after

Exam

After Exam

Prohibited to enter the

exam venue

Entry with show of ID in an

orderly fashion observing

silence. No communication

between candidates. Seated

at dedicated numbered

seats.

Upon instruction of Chief

Invigilator, to leave the

exam venue in an orderly

fashion observing silence.

At the 8th

week from the last day

of an exam session, result can be

expected at the EU Notice Board

present outside the

examination venue at

least 30 minutes before

an exam

No toileting within the first

30 minutes of exam.

Not to leave behind any of

their property.

Re-sit for and exam requires

early registration and payment

using the PASF form.

Ready to enter an examvenue 15 minutes before

an exam

Display ID on table Shall not remove anystationary and reference

materials provided

No registration allowed if withinone week before an exam

Entrance to venue as

called upon by Invigilators

or EU Representatives

If still in possession of

prohibited items

immediately to surrender or

keep it at designated place.

- -

Prohibited items not

permitted into exam

venue

Using unfair means results

in immediate disqualified

from the whole exam, exam

results prior to and

subsequent, if any of the

same exam session will be

nullified as zero for Pre-Sea

and for Post Sea

- -

Properly attired including

cadets from off campus.Punishable pursuant to

Code of Conduct.

Permitted items can be

used/ referred to. --

Post-Sea : long or short

sleeve shirts tucked in, tie

and wearing shoes. T-

shirts, short pants &

sandals / slippers and any

form of jeans are not

allowed.

Blue or black inked pen. Any

type of pencils e.g.

sketching and plotting.

- -

Physically disabled or any

injury deemed not fit by

medical officer to attend a

scheduled exam shall be

discussed with MAA for

exam at alternative venue

Communication amongst

candidates prohibited.

Observe silence. - -

-

No admittance into examvenue after more than half

an hour after the

examination has

commenced

- -

-

Can leave exam venue after

50% of the subject being

examined has lapsed. Not

allowed to re-enter exam

venue once left.

- -



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure B

Guideline for cadets to attend exam During heavy rain

1.

In case of heavy rain on the exam day, we will endeavor our best to provide transport to

ferry cadets from hostel (PACIFIC) to exam venue (e.g. POLARIS) between 8.00 am and 8.30

am for exams commencing at 9.00 am and 1.30 pm to 2.00 pm for exams commencing at

2.30pm.

2. Responsibility and accountability to attend exam on time and make efforts to communicate

with Exam Unit or R.O rests on cadet. No excuse will be considered for any delay or non-

attendance. This service will be stopped if found to be misused, misinterpreted or taken as

an advantage.

3.

For further inquiries please contact Examination Unit team and Student Affairs Department:

a) En. Mustafa bin Yusof (Marine Engineering) H/P: 019-6904917

b)

Pn. Norhayati binti Samsudin (Nautical Studies) H/P: 017-3470425

c) RO Azman bin Adran (Student Affairs) H/P: 016-3060456

d) RO Mohd Yusop bin Jantan (Student Affairs) H/P: 013-3407938



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure C

Examiners & Moderators Key Activities Pre- Exam, During, Immediate and After Exam

Both Examiner and Moderator play a crucial role in crafting questions and model solutions* of quality whilst

maintaining highest integrity order in mark awarding whilst checking the answer scripts

Pre-Exam During

Exam

Immediately after

Exam

After

ExamCraft exam question

paper and model

solution

Continue not to divulge

any information

whatsoever related to

the exam question and

model solution to any

person

Collect their subject’s

question paper and all

the answer scripts of

candidates from EU

Mark, moderate and provide

the results to EU

Finalize once vetted by

Mardep and submit to

EU in camera-ready

form

- -

Gracing of marks during

ERRM with Mardep

Instruction to refer or

wanting EU to provideany reference material

to be cited in the

question paper

- - -

*solutions include answers



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure D

Invigilation duties and responsibilities during an Exam

Invigilators shall monitor the exam venue constantly and observing candidates discreetly all the time throughout the

examination and shall not allow however short a time resulting a space to candidates to use any unfair means in exam.

Ratio of invigilators (excluding CI) to candidates is 1 : 40 and if EU is in doubt the ratio can be negotiated with MAA

Duties of the Chief Invigilators, includes:

To carry out general supervision of an examination for subjects examined and to ensure that the examination runs

smoothly and effectively;

To conduct toolbox talk with his/her team of invigilators including the stand-by invigilator

To release the stand-by invigilator once the circumstance is in order

To ensure that there shall be no cheating, copying or conduct by candidates in violation of the Rules, and to act

immediately on candidates found using unfair means or breaching any of the Rules;

To supervise all invigilators under his/her control and to note their attendance;

To remind all candidates of the rules and regulations imposed upon them while taking the examination and to

make all necessary announcements to candidates;

To ensure the correct identity of all candidates in accordance with the attendance sheet provided;

To record the attendance of the candidates in the attendance sheets;

To be in control of any incident which may occur during the examination;

To announce the last 15 minutes of the examination period;

To instruct the candidates to stop writing when the examination time is over;

To complete the “Chief Invigilators’ Report” form which shall be submitted to the EU immediately after an exam ;

To ensure the invigilators remain vigilant in keeping good watch by distributing themselves effectively in the exam

venue

To ensure the subject lecturer manages the questions from the candidates firmly and fairly

To perform any other duties as may be stipulated by the Office of MAA

Duties of the Invigilators , includes:

To assist the Chief Invigilator in the conduct and supervision of the examination;

To report for duty to the Chief Invigilator at the prescribed time to receive the instructions during the Chief

Invigilator toolbox talk;

To distribute answer booklets, question papers and reference material and to retrieve back the same as per Chief

Invigilator’s instruction

To call the candidates into the exam venue once allowed by the Chief Invigilator

To check the candidates on entering and leaving the examination venue;

To inspect and examine the matriculation identification cards of the candidates; To fill-up the attendance sheet accurately and submit to the Chief within 30 minutes has lapsed from

commencement time of exam. Any absentee has to be marked accordingly and immediately reported to the Chief

invigilator;

To supervise candidates closely during all the time of an examinations and provide services as permitted to the

candidates as deemed necessary;

To supervise strictly any candidate who is allowed to go to washroom after 30 minutes has lapsed from

commencement time of exam;

To ensure peace and order of the examination venue;

To report to the Chief Invigilator incidents or breach of the Rule;

To perform such other duties as may be required by the Chief Invigilator.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure E

Question Paper & Model Solution Submission and Approval Process

A two –tier moderation meeting shall be held to finalize two sets of question papers for each subject which effectively

assess candidates’ knowledge and skills. Once finalized one of the two shall be immediately used for the Final Exam and

the other shall be maintained as part of the question bank which can be used for the next exam or Referral Exam.

Tier 1: Divisional Level Moderation Meeting (chaired by respective HoD)

1. Quorum: HoD, Examiners, Moderators and Exam Coordinators

2. Objectives:

a. Deliberate and approve minimum two sets of question papers and model solutions

(“QP&MS”) per subject.

b. Submit approved QP&MS (in compliance of copyright laws) to EU

3. Process:

a. Question Paper:

i.

EU shall not temper with any part of the question paper submitted by Examiner in

a camera ready form via PDF format (font type : …, size: ….., starting with page 2 of

<<last page>>) except any permitted referencing or security measures approved

by MAA. Camera ready refers to the question paper in the right form as required

by EU and of good enough quality to be reproduced by photostatting for purposes

of exam.

ii. Moderated and HOD approved question paper shall be submitted personally by all

Examiners to EU at the minimum two weeks prior to commencement of exam

session in a sealed envelope per subject in two sets (i.e. SET A and SET B). Special

tags to completed and pasted on envelopes or packages shall be provided by EU.

iii.

EU and Examiner shall respectively record the date and time of submission and

receipt of the above item. EU shall keep it sealed at all times in the safety vault of

EU for Tier 2 meeting.

iv. In an unusual circumstance where a change is necessary, Examiner shall with

approval of HOD and submit a request by email to MAA stating the justification for

changes and timeline for re-submission without jeopardizing the exam process. If

accepted, Examiner to re-submit via the same process of it being moderated by

Moderator approved by HoD concerned and endorsed by DTE for re-submission to

EU. The earlier submission will be shredded as is basis immediately upon receipt of

the replaced re-submission of the question paper.

b.

Cover Page:i. Cover page shall be submitted by Examiner to EU in MS Word format (font type :

Arial, size: 11 except course title, confidential mark & seat number size 14, Exam

stage and semester size 12, starting with page 1 of <<last page of question

paper>>). EU to notify all examiners on the format or any changes to the style.

ii. EU shall be allowed to enter the seat numbering at its header and referencing at

its footer.

iii. Any direction to students during exam at exam venue must be carefully verified

and mentioned in the cover page by Examiner. EU shall be guided by such

direction, and where applicable, to bring the permitted reference/publication

material referred therein to the exam venue.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

c. Model solution:

i. This is an example of an expected response from a candidate for which he or she

being assessed on knowledge and skills in becoming (for pre-sea candidates) and

in sustaining (for post-sea candidates) as a sea-going professional.

ii. Examiner shall submit in via PDF format (font type :Arial, size:11 except headers

can be at 12 or 14, starting from page 1 of <<last page>>) to EU via separate

sealed envelope together with question paper submission. Special tags to

completed and pasted on envelopes or packages shall be provided by EU.

iii. EU and Examiner shall respectively record the date and time of submission and

receipt of the above item. EU shall keep it sealed at all times in the safety vault of

EU for collection by Examiner post examination for marking answer scripts.

iv. If in future, there is any request, other than persons directly involved to have sight

of the model solution it needs approvals of the relevant HOD and DAA (in absence

MAA) prior to sharing the same confidentially.

Tier 2: ALAM-Mardep Level Moderation Meeting (chaired by DTE)

1. Quorum: HoD, Examiners, Moderators, Exam Coordinators, a representative each from Mardep and

EU.

2. Objectives:

a. Deliberate and approve minimum two sets of question papers and model solutions (“QP&MS”)

per subject which sets have already been approved at Tier 1.

3. Processa. EU to proceed preparing for exam session except if requires re-submission to Mardep or

where MArdep allows revision supervised by HoD. EU in conjunction with Examination

Coordinator shall then organize Tier 2 meeting with Mardep.

b. Attendance of all Examiners and Moderators are compulsory unless exempted by respective

HoD. All attendees are recorded (Annexure E-1).

c. Envelope/packages containing the question papers shall be unsealed at the meeting as per

directive from Chairman for deliberation and selection of the examination question paper

amongst the two sets made available are duly recorded (Annexure E-2).

d. The set which is not selected shall be part of question bank which can be used for future

exams, e.g. Referral Exam. It shall be sealed back into the envelope duly marked as endorsedby Mardep for future use.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure E-1

Attendance Sheet during Meeting Coordinated by Exam Coordinator

at Dept.Level and ALAM-Mardep Level

EU may assist working in conjunction with EC to complete the Attendance Sheet.

Date Venue Chairman Mardep Rep(s) Remarks

(if any)

No. Name Initial/Signature Remarks (if

any)



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure E-2

Summary of Exam Question Selection with Mardep

EU Rep. to record

Date Venue Chairman Mardep Rep(s) Remarks

(if any)

No. Cohort / Semester/Exam Suggestion on Set A Suggestion on Set B

<<Endorsement by MarDep/sign/name stamp/date/time>>



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure F

Chief Invigilators (CI) & Invigilators (Inv.) Key Activities Pre- Exam, During, Immediate

and After Exam

Invigilators in general to keep good watch and control of candidates in exam venue and being alert at all

times balanced positioning in exam venue. If candidates cannot be located in hall (e.g. POLARIS) they can be

placed in several classrooms – if this is required (e.g. non-availability of POLARIS Hall) the candidates can be

placed in several venues instead of one venue provided an additional function of Senior Inv. can be

introduced to supervise each venue whilst overseen by CI.

Pre-Exam During Exam Immediately after

Exam

After Exam

Appointed by HoD /

Managers as proposed

by EU based on class

time table

CI ensures Inv takes

attendance of candidates

for his record

Candidates to remain

seated until released by CI

EU allows subject lecturer to

collect the answer scripts and

question papers for marking

within 5 weeks

CI to remind his team

one day prior to the

exam

CI releases stand-by Inv.

if not required

Inv. collects all answer

scripts and question

papers

CI to arrive at EU to

collect the exam

briefcase so as to arrive

the exam venue 30

minutes before its

commencement

Allows subject lecturer to

be available for 15

minutes after 15

minutes has lapsed since

exam has begun

Inv. submits and accounts

for the answer scripts and

question papers in

addition to any other

materials provided

Inv. (including stand-by)

to arrive exam venue

30minutes before

CI submits attendance

sheet to EU Rep. 40

minutes after exam has

begun

Once CI is fully satisfied,

he then puts it back into

the briefcase in packages

Enter attendance Inv. remains alert and

continues good watch

over candidates

CI finalizes report on exam

(feedback & any incident)

Conduct CI’s Toolbox

which includes specific

duties of Inv.

Inv. shall comply with

CI’s instruction at all time

Briefcase containing the

same retuned to EU

Distributes Answer

booklets

Declares end of exam

once the duration of

exam has lapsed

Gives clearance to call

candidates into the

venue

Once candidates seated,

reads CI’s

Announcement

Distributes Question

Papers

Declares start of an exam



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure G

Chief Invigilator’s Announcement Prior to Commencement of An Exam

Person announcing shall read loudly and clearly capturing the attention of all candidates. Such announcement

should vary in its intonation and emphasising or reiterating key elements to be observed by all candidates.

Additional remarks may be mentioned by announcer as deem fit and appropriate.

Please pay attention. You are to leave your bags on the tables located behind you. Do not leave your

bags outside the examination venue.

Candidates are not allowed to bring into the examination venue any printed or materials with

writings / pieces of paper, nor any smart devices including hand phones, smart-watches or smart-

spectacles that store/programme information, nor any programmable calculators, nor any other

instruments which are not permitted. In case you have done so inadvertently, please raise your hand

and put such items at the designated place as identified by Examination Unit or Chief Invigilator. Ifafter this any such item is found in your possession during the exam, it would be considered as using

unfair means.

You are hereby warned that using unfair means during examination is a very serious offence. Using

unfair means include copying and cheating during examination. If you are caught using unfair means

during this examination you will not be allowed to continue and will be asked to leave the

examination venue immediately.

Please check all of your pockets and pencil box NOW. If you have notes or printed materials that you

have unintentionally brought in, please raise your hand and surrender them to the invigilator NOW. I

am giving you about 1 minute to do so.

All rough workings must be done in the answer booklet. Do not use supplementary papers for

workings. Supplementary papers will only be given if you have used up all the pages of your answer

booklet.

You are to use black or blue ink pen for writings and pencils for sketches, plots, drawings, etc.

Please be reminded that you are not allowed to leave the examination venue unless at least half of

the total examination duration has elapsed and during the last 15 minutes of the examination.

Once it is distributed, please fill in the front of the answer booklet and question paper, make sure you

include all required information. Please ensure that you fill-in your Seat Number correctly. Place yourmatrix cards or NRICC or Passport at the front of your desk.

We will distribute the question paper now. You are allowed to read the question paper BUT do not

start answering in full or in point form whatsoever. (REPEAT)



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure H

Re-Cheek / Re-Mark Answer Script Form

FOR EU OFF ICE USE

Application Received on:

RASA Form Completed

Receipt Attached

INSTRUCTIONS:

1.

2. Please fill up Section 1 and drop it into EU Box located at Registry and notify EU by email/call.

3. Incomplete form will not be processed. Student's duty to call and find out if all in order.

Section 1

NAME

(Capital Letter)

NRIC/PASSPORT

REG. NO

EMAIL CONTACT NO.

NO

1

2

3

4

Dear Sir,

I wish to reques t the Examina tion Unit to facilitate re-check/re-mark of my answer scripts for the above subject(s).

I have paid the processing fee of RM50.00 per subject (receipt attached).

I agree that ALAM will not reimburse the processing fee if the mark(s ) is (are) correct and also in the case of gracing marks

not being awarded.

____ / ____ / ____

Student's Signature Date

Section 2

A

Received on :

Remark :

____ / ____ / ____

Signature & Stamp of MAA Date

EXAM DATE & TIMESUBJECT PAPER FOR REVIEWSUBJECT CODE

Student is required to read Section 5 on PROCEDURE AND PAYMENT prior attending to RASA Form.

COURSE

RE-MARK / RE-CHECK OF ANSWER SCRIPTAPPLICATION FORM RASA FORM

FOR MANAGER ACADEMIC AFFAIRS



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Section 3

B

Review Examiner

Review Mark

Reviewer's Com ments/Remarks , if any

Review Examiner

Review Mark


Review Examiner

Review Mark


Please tick ( √ ) :

APPROVED NOT APPROVED

Remark (If Not Approved):

____ / ____ / ____

Signature & Stamp of HOD Date

Section 4

C

1) Date Re-check / Re-mark decision received from HOD :

2) Date notified to student (3 working days from date H :

3) All records updated and document scanned :

____ / ____ / ____

Signature & Stamp of EU Executive Date

Section 5

PROCEDURE AND PAYMENT

• Request to be m ade within 7 days from the date of result officially announced as posted in the Notice Board.

•

• Candidate requesting for re-mark /re-check to submit RASA Form together with copy of official receipt

• Candidate to subm it the same to Exam Unit via Exam Unit Box located at Registry.

Candidate to call Exam Un it (e.g. from ext 377 @ Registry) and notify of the submission.

• Upon receipt of a comple te RASA Form, Exam Unit shall subm it to the relevant Training HOD within 3 days.

• Training HOD shall review and response on the request within 14 days and DTE notified.

• Upon receipt of the outcome, Exam Unit shall officially notify candidate within 3 days.

If candidate is still not satisfied he/she can mak e a final request to DTE.The decision b y DTE shall remain final.

• The payment can be done b y bank -in under 'Malaysian Maritime Academy Sdn. Bhd. (CIMB Bank Account No: 8004659667)

Thank you.

Manager, Academic Affairs

3.10.2014 V3

Section 6

____ / ____ / ____

Date

Candidate will be charged RM50.00 per subject for any request for re-check / re-mark of answer script.

1st SUBJECT PAPER FOR REVIEW (please enter data in capital letters)

2nd SUBJECT PAPER FOR REVIEW (if any)

Previous Examiner Name

Previous Mark

Signature of Reviewer's

Previous Examiner's Name

ADDITIONAL REMARK (if any) e.g from DTE/KE/DAA

Signature & Stamp

Previous Examiner Name

Previous Mark

FOR EU OFFICE


Previous Mark


3rd SUBJECT PAPER FOR REVIEW (if any)

HOD's Approval :

FOR HEAD OF DEPARTMENT

for the payment of such request.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure I

Postponement and cancellation of Exam

Only on exceptional situation shall it be postponed or cancelled which will be dealt with

professionally.

Circumstances for postponement include:

Interruption of electricity for more than 15 minutes either before or during the examination,

bad weather prior to commencement of an exam resulting majority of candidates unable to be present at

exam venue not more than 30 minutes,

readiness of exam venue affected either logistically or manpower for not more than 30 minutes and

other situation that deem fit to be classified for postponement at the Chief Invigilator’s discretion

Procedure:

Chief Invigilator immediately warns candidates to remain seated silently and may continue

answering the questions until further direction which shall be announced immediately after 30

minutes from the time the Chief Invigilator made such warning.

Chief Invigilator may allocate additional time of not more than 10 minutes as a compensation

Circumstances for cancellation include:

duration for postponement beyond the aforesaid 15 minutes

exam venue not usable either due to damage or required for other priorities (e.g. as an emergency center

or required by authority) resulting it in being inappropriate to be relocated elsewhere in a reasonable

time

due to any hazard, safety or emergencies (e.g. fire, flood, gas leakage) at the venue or in the vicinity

declared as potentially unsafe by QHSSE or DOE

Procedure:

Chief Invigilator immediately warns candidates to leave the exam venue immediately.

Only their personal belongings can be taken away as they leave the exam venue in orderly

manner as the Chief Invigilator may instruct (e.g. by class or by row) except due to

emergency, to leave all items behind and head towards nearest muster point. In a non-

emergency situation, remain seated silently until the Chief Invigilator declares cancellation

of the exam.

Candidates to remain seated silently.

All exam questions, answer scripts and reference material if any shall be retrieved

immediately and placed back into the respective packages to be returned to EU, unless

impossible due to emergency.

The candidates will have to re-sit for the subject examined. No marks to be allocated for the

cancelled exam which was disrupted. A new set of question paper will be used.



QSD-7.2-5

Issue: 4 Rev:4 9th

July 2014 of 29

Annexure J

Interim Guidance on Conduct of Examinations on Weekends/Public Holidays

1. General

1.1 MAA to ensure that ‘No Objection’ for the conduct of an Examination(s) on a

Weekend/Public Holiday is obtained from DAA, KE and MARDEP’s Assessment & Training

Standards Unit at least one week before the Exam date.

1.2 MAA to ensure that Exam Venue and seating arrangements, Invigilators, Exam Unit staff

availability etc. is adequate, and should be satisfied with the safety and security of the

Venue and means for transportation of Question Papers/Answer Booklets, and

appointment of Chief Invigilators/Invigilators at least two days before the Exam.

1.3 An Executive from the Exam Unit must be available during the conduct of such Exams - who

in turn may be assisted by the relevant Exam non-exec when required.

1.4 The ALAM QHSSE Dept and Guardhouse must be made aware of the Exam Venue and

timings at least 2 days before the Exam.

2. Conduct of Exam

2.1 All Rules for the conduct of examinations shall apply, and in addition it must be noted that,

as the main offices are closed, extra care shall be taken by the Exam Executive on duty and

the Invigilators to prevent any untoward situation. In case of any doubt or if any high risk

is likely, the Chief Invigilator may (if possible in consultation with the Exam Unit Executive,

or even MAA or DAA) suspend the Examination ensuring that ALL the Question Papers and

Answer Scripts are taken back and counted with the Exam Unit Executive and sealed and

handed over to the Examination Unit for safe-keeping in the Exam Unit Strong Room.

2.2 During any Examination the students’ and staff safety must remain paramount.

2.3 In case of any emergency, or threatening situation, M QHSSE, DAA and KE must be

immediately informed, however the Chief Invigilator should, in the interim, take all actions

required to maintain safety and security.



QSD-7.2-5

th

Annexure K

Examination at Hospital/Clinic or other venue

Only in genuine cases where a candidate is not able to physically attend exam venue due to

medical condition or other situation (e.g. held by authority).

Procedure:

1. Candidate to request via SAFD who then shall notify within reasonable time by email to relevant HoD,

MAA and EU stating the nature and request made.

2. MAA shall verify the situation and consult DAA or KE prior to allowing such request.

3. On approval of such request, MAA shall identify an invigilator, a rep each from EU and SAFD to accompany

attend to such venue arriving and ensuring the exam with the candidate commences at the same time as

scheduled in accordance with the provision of this Rule.

4. Exam question, answer booklet (both of these documents will be in a sealed packet/envelope as it leaves

EU) will be collected by the invigilator and any other related document or stationary shall be brought by

the EU representative.

5. The whole team shall travel together in a same transport which transport must be identified and notified

by SAFD to MAA prior to the travel.

6. The sealed packet/envelope can only by unsealed with all the three persons five minutes before the

scheduled commence time of exam.

7. An additional 30 minutes may be allowed by the invigilator for medical cases only.

8. EU representative shall monitor and keep MAA notified as requested from time to time and where

required and possible photos and videos recorded.

9. On completion of exam, both the question paper and answer script shall be sealed and handed over by

the Invigilator to EU representative who shall then submit to the examiner for marking together with the

answer scripts of the same class.10. During exam result moderation EU representative shall highlight to the chairman of this case.

qsd-7.2-5 examination rules and guidelines july 2014 v2

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