Examination Committee

Examination Grievance Redressal Committee

The Examination Grievance Redressal Committee is constituted to provide a fair, transparent, and time-bound mechanism for students to raise and resolve grievances related to examinations. The Committee ensures that examination-related complaints are considered objectively and that appropriate corrective action is taken wherever necessary.

The Committee functions in accordance with the examination rules and regulations of the institution and maintains confidentiality, impartiality, and fairness throughout the grievance-redressal process.

Committee Formation:

1. Dr. Jasvir Singh                        (Principal/Chief Controller)
2. Dr. Paramjit Kaur                    (Controller & Convenor )
3. Dr. Gurpreet Kaur                   (Deputy Registrar) Confidential
4. Dr. Parampreet Singh              (Deputy Registrar) Secrecy
5. Dr. Sarvan Kumar                   (Deputy Registrar) Conduct

 

Objectives

1. To provide students with an available mechanism for submitting examination-related grievances.
2. To ensure that every genuine complaint is examined fairly and impartially.
3. To resolve grievances within a reasonable and prescribed time frame.
4. To maintain transparency in examination related decisions and procedures.
5. To protect the academic interests and legitimate rights of students.
6. To identify recurring examination related problems and recommend preventive measures.
7. To ensure that examination procedures are implemented consistently and according to institutional regulations.
8. To maintain proper records of complaints, investigations, decisions, and actions taken.
9. To prevent unnecessary delays, misunderstandings, and administrative difficulties in examination matters.

Scope

• Examination registration, examination forms, and eligibility issues.
• Errors in examination schedules, seating arrangements, or examination-related notices.
• Issues concerning question papers, including missing or unclear questions, where applicable.
• Conduct of examinations and examination procedures.
• Attendance and eligibility issues related to examinations.
• Evaluation, marks, and discrepancies in the recorded marks, subject to the applicable institutional rules.
• Issues related to results, grade cards, mark sheets, and publication of results.
• Revaluation/rechecking-related grievances, wherever such provisions are available.
• Malpractice or unfair means cases, to the extent permitted under the examination regulations.
• Technical or administrative problems affecting online examinations, submission of examination forms, or other examination processes.
• Any other examination-related grievance referred to the Committee by the competent authority.

The Committee does not normally entertain complaints that are outside the examination process or matters that are already under consideration by a competent statutory authority or court.

 Principles of Grievance Redressal

The Committee shall follow the following principles:

• Fairness: Every grievance shall be considered objectively.
• Transparency: Decisions shall be based on applicable rules and verified facts.
• Confidentiality: Personal and examination-related information shall be kept confidential.
• Impartiality: No student shall be discriminated against while considering a grievance.
• Timeliness: Complaints shall be processed without unnecessary delay.
• Accountability: Proper records shall be maintained for every grievance.
• Natural Justice: The concerned student shall be given a reasonable opportunity to present relevant facts where required.

Procedure for Lodging a Complaint

A student who has an examination-related grievance may submit a complaint through the prescribed grievance mechanism of the institution.

1. Submission of Complaint

The student shall submit the complaint in writing to the Examination branch /Controller of Examinations/Principal

The complaint should clearly mention:

• Name and roll/enrolment number of the student.
• Programme, semester, and department.
• Subject/paper concerned.
• Date and nature of the examination-related problem.
• A clear description of the grievance.
• Relevant supporting documents, if any.
• Contact details of the student.

ii Preliminary Scrutiny

The Committee shall conduct a preliminary examination of the complaint to determine:

• Whether the complaint falls within the Committee's scope.
• Whether sufficient information and supporting documents have been provided.
• Whether the complaint requires verification from the concerned department, examiner, examination branch, or other authority.

If additional information is required, the student may be asked to provide the necessary documents or clarification.

Procedure for Investigation and Resolution of the Complaint

After registration of the complaint, the following procedure shall normally be followed:

i) Verification of Facts

The Committee shall verify the facts by examining relevant records, such as examination forms, attendance records, question papers, answer books, evaluation records, marks statements, examination schedules, or technical records, as applicable.

ii)  Obtaining Clarification

Where necessary, the Committee may obtain clarification from:

• The concerned student.
• Subject teacher/examiner.
• Head of the Department.
• Examination branch.
• Controller of Examinations.
• Technical or administrative staff.
• Any other concerned authority.

iii) Committee Consideration

The Committee shall consider the grievance objectively on the basis of available records, applicable examination regulations, and the facts of the case.

Where required, the Committee may conduct a meeting or hearing with the concerned persons to understand the issue clearly.

iv)  Decision

After examining the matter, the Committee shall record its decision and recommend appropriate action. Depending on the nature of the grievance, the action may include:

• Correction of an administrative or clerical error.
• Correction of marks or examination records, where verified and permitted.
• Permission for rechecking/revaluation, where applicable under the rules.
• Rectification of an examination-related technical problem.
• Issuance of a corrected document/result.
• Referral of the matter to the competent examination authority.
• Rejection of the complaint with reasons, where the grievance is found to be unsupported or outside the applicable rules.
  5.  Communication of Decision

The decision shall be communicated to the student through the prescribed official channel. The communication should clearly state the outcome and, wherever appropriate, the action taken or proposed.

vi) Follow up and Closure

The Examination branch shall ensure implementation of the decision of the competent authority/Committee. The grievance shall be marked as resolved/closed only after the necessary action has been completed and properly recorded.

Time Frame for Disposal of Complaints

Every effort shall be made to resolve examination grievances within the time frame prescribed by the institution or applicable examination regulations. Urgent matters that may affect a student's examination, eligibility, or result should be given priority.

If a grievance requires verification from an external examiner, university authority, technical agency, or another competent body, the student shall be informed that additional time may be required.

Expected Outcome

The Examination Grievance Redressal Committee aims to ensure that students have a simple, fair, transparent, and effective mechanism for resolving examination-related problems.