Controller Of Examination

Controller of Examinations (CoE) Job Description

Position: Controller of Examinations (CoE)
Department: Examination Branch
Reports To: Vice-Chancellor

Key Responsibilities

1. Examination Management

• Plan, coordinate, and oversee the conduct of all university examinations in accordance with the academic calendar and university regulations.
• Prepare and implement the examination schedule for semester, annual, supplementary, and special examinations.
• Oversee the setting, moderation, printing, secure custody, and distribution of question papers.
• Establish and manage examination centres, seating arrangements, invigilation, and other examination logistics.
• Ensure the smooth and timely conduct of examinations across all schools/departments.

2. Evaluation and Results

• Supervise the end-to-end evaluation and assessment process, ensuring accuracy, confidentiality, and adherence to prescribed timelines.
• Appoint and coordinate internal/external examiners, moderators, evaluators, and other examination personnel.
• Monitor digital and physical evaluation processes, including online valuation wherever applicable.
• Ensure timely compilation, verification, approval, and declaration of examination results.
• Oversee processes related to revaluation, retotalling, supplementary examinations, and grade corrections.
• Address and resolve student queries and grievances related to examinations and results.

3. Degree, Certification & Academic Records

• Ensure accurate and timely issuance of grade cards, transcripts, provisional certificates, degree certificates, and other academic documents.
• Maintain secure, confidential, and permanent records of student academic and examination data.
• Oversee the verification and authentication of academic credentials for employers, institutions, and background verification agencies.
• Ensure proper digitization, preservation, and retrieval of examination and academic records.

4. Examination Security, Integrity & Compliance

• Maintain the highest standards of confidentiality and security throughout the examination lifecycle.
• Establish robust mechanisms to prevent question paper leakage, impersonation, malpractice, and other unfair examination practices.
• Investigate and take appropriate action on cases of malpractice and examination-related misconduct in accordance with university regulations.
• Ensure compliance with applicable guidelines, regulations, and standards issued by the UGC and other statutory/regulatory authorities.
• Review and update examination rules, regulations, ordinances, procedures, and policies as required.
• Ensure proper documentation and audit trails for all examination-related processes.

5. Administration, Leadership & Budget

• Prepare, manage, and monitor the annual budget for the Examination Branch.
• Lead, supervise, train, and evaluate examination staff and support personnel.
• Define operational processes, responsibilities, and performance standards for the Examination Branch.
• Coordinate with Deans, Heads of Departments, faculty members, administrative departments, and other stakeholders for smooth examination operations.
• Manage examination-related vendors, agencies, and service providers where applicable.
• Handle examination-related crises and ensure timely resolution of operational issues.

6. Technology & Digital Transformation

• Lead the implementation and effective use of examination management systems and university ERP/database platforms.
• Oversee digital processes for examination applications, fee collection, hall tickets, seating plans, evaluation, results, transcripts, and certificates.
• Drive automation and process improvements to enhance the efficiency, accuracy, transparency, and security of examination operations.
• Ensure appropriate data security, access controls, backups, and confidentiality of examination-related digital information.

Experience

• Minimum 15 years of teaching and/or academic/administrative experience in a higher education institution.
• Minimum 5–8 years of substantial experience as deputy controller of examination/ joint/ additional controller of examinations, preferably in a senior examination administration role.