Aloron International School and College arranges three Class Tests and three term examination to assess its students in every academic year. The distribution of marks for the tests and exams are - class tests 15/10 marks and term exam 75/35 marks: total 100/50 marks. Extra 10/5 marks are for School Based Assessment (SBA.)
Class test 1(CT1) is usually held during the first week of March and Term Exam 1(TE 1) in the last week of April. CT2 is usually held on the first week of June and TE2 in the last of July. And at the end of the year CT3 is held in the last week of October and TE3 or final exam in the first week of December of the academic year.
Steps need to be taken before starting the exam, during the exam and also after the exam to properly conclude the procedure. The Controller of the Examination and Evaluation (CEE) is responsible for all exam related work in addition to her duties as a Teachers’ Coordinator.
10.1. Before the Test & Exam
Syllabus preparation: We usually prepare a whole year syllabus at the beginning of the year. We hand over syllabuses at the beginning of the term to the students for each class test (CT) and term exam (TE). So we give notice to the teachers to finalize the syllabuses at least 10 days before the beginning of the term. After submission of the syllabuses by the teachers, CEE rechecks those and arranges the printing and photocopying of the syllabuses to hand over to the students of each class.
Notice to teachers: CEE has to give notice to the teachers to submit their question papers before each CT & TE. Usually one week notice is given to the teachers for this purpose. If anyone fails to submit question papers within the deadline then warning letters are issued to them.
Exam routine preparation: CEE prepares exam routine for all class tests and term exams. Sometimes ATCOs assist in this work. At first they prepare combined exam routine for all classes and then class-wise routine to distribute among the students of each class at least one week before the exam.
Answer script preparation: Answer scripts for the students before the term exam are prepared and the CEE counts the total number of answer scripts, which are needed for each class with the formatted front page for all answer scripts. Teachers prepare the answer scripts. CEE selects and allocates responsibilities to the teachers for this work.
Making Envelopes ready: Envelopes with the name of the examination, class, English /Bangla version, date of test or exam, subject’s name, teacher’s name with the rubber stamp of Aloron and number of copies are made ready to deliver the answer scripts to the students in the exam hall.
Making Extra sheets: Extra answer sheets with the rubber stamp of ALORON to distribute to the students are also made ready to use when needed.
Invigilation Duty distribution: Invigilation duty list for the teachers before each term exam is also prepared. Class tests are generally held during the class time and subject teachers take the tests so we do not have to make invigilation duty list at that time. TCO and ATCOs prepare the list before the exam. Teachers have to give signatures in the prepared signature sheet confirming the receipt of invigilation duty before each day of the exam.
Classroom setting: Classrooms have to be arranged as exam halls with accurate number of benches according to the number of students. VP and TCO monitor the work, which is usually done by the male teachers with the help of the security guards.
Room numbers with class and number of students in front of each room are pasted or attached and this information are also displayed on the display board on the ground floor near the main entrance gate to inform the students and parents.
Question papers setting, checking and Printing: After submission of question papers by the teachers CEE arranges the soft copies of question papers date wise. VP, TCO and ATCOs check those and TCO finally arranges printing /photocopying of the question papers date wise. Principal gives final approval for the printing and photocopying of the Question papers.
10.2. During the exam:
Handing over question papers: In case of class tests CEE hands over the question papers to the subject teachers immediately before the examination. But in term exams CEE hands over the envelopes with the question papers and answer scripts to the Principal and she distributes those in the exam halls 15 to 20 minutes before the exam.
Distribute extra sheets and supply stapler machines: Admin officer 1 with the help of one Aya distributes extra sheets and stapler machines in every exam hall. CEE monitors the work.
Monitoring invigilation duties: VP, TCO and ATCOs have to monitor the invigilation duties regularly during the days of term exams. If anyone teacher on invigilation duty is absent they (VP/TCO/ CEE have to allocate the duty to other available teacher/s. Principal monitors the whole exam procedure.
Schedule of Answer script submission, checking, rechecking: CEE prepares signature sheet for answer scripts submission, checking and rechecking. Invigilators give their signature and submit the answer scripts in a box file delivered to them by CEE. Subject teachers receive the scripts by their signature and date. After checking answer scripts, subject teachers hand over to the respective class teacher within three days after receiving the notice for submission of question papers for rechecking. For this purpose CEE has to prepare a rechecking schedule with subject’s name and class teacher’s name for rechecking. CEE takes help from selected teachers for this job. After rechecking teachers also hand over answer scripts to the subject teachers within three days. Subject teachers finally hand over the checked answer scripts with consolidated mark sheets to the class teachers. Class teachers give their signatures confirming the receipt of the answer scripts. Principal and CEE monitor these activities regularly.
Consolidated mark sheets preparation: CEE prepares consolidated mark sheets before every class tests with the names of the students of every class for each subject and hands them over to the class teachers. Subject teachers collect those from the class teachers to submit the answer scripts with marks and grade. Consolidated mark sheets are prepared for each term including class tests.
After tests and examinations
Preparing tabulation sheets: CEE prepares tabulation sheets with the names of the students, CT marks, TE marks, total marks, grade and place for each term. Class teachers complete tabulation sheets before preparing report cards to be given to parents. Result cards need to be signed by the Principal.
Preparing mark sheets: CEE prepares mark sheets for every class after each class test and hands over to the class teachers to input results of the students. These mark sheets are handed over to the parents on class test result giving days scheduled in the academic calendar of the school. Principal checks the sheets and then signs those.
Preparing report cards: After the term final examinations class teachers have to prepare report cards for the students with CT & TE marks, SBA, total marks, grade, place in the class and also with grading including students’ other activities during the year. Principal checks the cards and then gives her signature.
Filing the answer scripts: After Class tests and term exams class teachers arrange the answer scripts of every students of each class and prepare separate files for them to show the parents on the days of results giving. CEE monitors the work.
11. Procedure of National Examinations (PSC & JSC)
Primary School Certificate Exam (PSC)
Students of Aloron International School and College have been appearing in the PSC examination since 2009. We need do all the activities needed for this exam within the time frame announced by the authorities. The following steps have to be followed for the National Exams (PSC and JSC).
1) Since the Directorate of Primary Education (DPE) regulates all the PSC examinations under the direct supervision of the Thana Education Office, it is necessary to maintain regular contact with the Thana Education Office.
2) A TEO (Thana Education Officer) supervises Thana Education Office. We need know his/her name and phone number and the information about concerned officers.
3) To ensure the registration process we must keep regular contact with the Computer Operator of the Thana Education Office.
4) When registration begins usually in April of every year we need to prepare a list with all information of the students on school letterhead and submit it to the office with the signature of the Principal and school rubber stamp.
5) It is essential to deposit the registration fees for all students into Sonali Bank on time.
6) We have to contact with the Thana Education Office again in the month of July so that we can properly collect the admit cards according to our list and get all information including the examination Centre, and number of invigilators needed from our school for examination duty.
7) To collect the admit cards within right time; we must keep contact with the Thana Education office during the months of August and September.
8) Admit cards have to be given to all registered students and signatures of students need to be obtained in a list prepared for this purpose.
9) The Principal should visit the students on the first day of the examination.
The Principal of AISC generally does all these duties; but instead he/she can delegate the duty to any representative to carry out these duties on her behalf. In other institutions it is the Office Assistant or Head Clerk, who generally carries out the activities. At Aloron Admin officer 1 should do all these work under the guidance of the Principal.
Junior Secondary School Certificate Exam (JSC)
Dhaka Secondary Education Board is responsible for JSC (Junior Secondary Certificate) Exam. Since the Dhaka Secondary Education Board has not yet approved AISC for JSC Exam, it has to arrange for this exam for its students through other approved institutions. In 2013 our students appeared the JSC Examination under Paikpara Staff Quarter High School. Therefore we had to make regular contact with the Headmaster of the Paikpara Staff Quarter High School. We also kept regular contact with the Head Clerk of this school as he was dealing with the Education Board and provided us with the admit and registration cards. If we want our students to appear at the JSC examinations in future we need to communicate with the Headmaster or Head Clerk of the respective school.
Class test 1(CT1) is usually held during the first week of March and Term Exam 1(TE 1) in the last week of April. CT2 is usually held on the first week of June and TE2 in the last of July. And at the end of the year CT3 is held in the last week of October and TE3 or final exam in the first week of December of the academic year.
Steps need to be taken before starting the exam, during the exam and also after the exam to properly conclude the procedure. The Controller of the Examination and Evaluation (CEE) is responsible for all exam related work in addition to her duties as a Teachers’ Coordinator.
10.1. Before the Test & Exam
Syllabus preparation: We usually prepare a whole year syllabus at the beginning of the year. We hand over syllabuses at the beginning of the term to the students for each class test (CT) and term exam (TE). So we give notice to the teachers to finalize the syllabuses at least 10 days before the beginning of the term. After submission of the syllabuses by the teachers, CEE rechecks those and arranges the printing and photocopying of the syllabuses to hand over to the students of each class.
Notice to teachers: CEE has to give notice to the teachers to submit their question papers before each CT & TE. Usually one week notice is given to the teachers for this purpose. If anyone fails to submit question papers within the deadline then warning letters are issued to them.
Exam routine preparation: CEE prepares exam routine for all class tests and term exams. Sometimes ATCOs assist in this work. At first they prepare combined exam routine for all classes and then class-wise routine to distribute among the students of each class at least one week before the exam.
Answer script preparation: Answer scripts for the students before the term exam are prepared and the CEE counts the total number of answer scripts, which are needed for each class with the formatted front page for all answer scripts. Teachers prepare the answer scripts. CEE selects and allocates responsibilities to the teachers for this work.
Making Envelopes ready: Envelopes with the name of the examination, class, English /Bangla version, date of test or exam, subject’s name, teacher’s name with the rubber stamp of Aloron and number of copies are made ready to deliver the answer scripts to the students in the exam hall.
Making Extra sheets: Extra answer sheets with the rubber stamp of ALORON to distribute to the students are also made ready to use when needed.
Invigilation Duty distribution: Invigilation duty list for the teachers before each term exam is also prepared. Class tests are generally held during the class time and subject teachers take the tests so we do not have to make invigilation duty list at that time. TCO and ATCOs prepare the list before the exam. Teachers have to give signatures in the prepared signature sheet confirming the receipt of invigilation duty before each day of the exam.
Classroom setting: Classrooms have to be arranged as exam halls with accurate number of benches according to the number of students. VP and TCO monitor the work, which is usually done by the male teachers with the help of the security guards.
Room numbers with class and number of students in front of each room are pasted or attached and this information are also displayed on the display board on the ground floor near the main entrance gate to inform the students and parents.
Question papers setting, checking and Printing: After submission of question papers by the teachers CEE arranges the soft copies of question papers date wise. VP, TCO and ATCOs check those and TCO finally arranges printing /photocopying of the question papers date wise. Principal gives final approval for the printing and photocopying of the Question papers.
10.2. During the exam:
Handing over question papers: In case of class tests CEE hands over the question papers to the subject teachers immediately before the examination. But in term exams CEE hands over the envelopes with the question papers and answer scripts to the Principal and she distributes those in the exam halls 15 to 20 minutes before the exam.
Distribute extra sheets and supply stapler machines: Admin officer 1 with the help of one Aya distributes extra sheets and stapler machines in every exam hall. CEE monitors the work.
Monitoring invigilation duties: VP, TCO and ATCOs have to monitor the invigilation duties regularly during the days of term exams. If anyone teacher on invigilation duty is absent they (VP/TCO/ CEE have to allocate the duty to other available teacher/s. Principal monitors the whole exam procedure.
Schedule of Answer script submission, checking, rechecking: CEE prepares signature sheet for answer scripts submission, checking and rechecking. Invigilators give their signature and submit the answer scripts in a box file delivered to them by CEE. Subject teachers receive the scripts by their signature and date. After checking answer scripts, subject teachers hand over to the respective class teacher within three days after receiving the notice for submission of question papers for rechecking. For this purpose CEE has to prepare a rechecking schedule with subject’s name and class teacher’s name for rechecking. CEE takes help from selected teachers for this job. After rechecking teachers also hand over answer scripts to the subject teachers within three days. Subject teachers finally hand over the checked answer scripts with consolidated mark sheets to the class teachers. Class teachers give their signatures confirming the receipt of the answer scripts. Principal and CEE monitor these activities regularly.
Consolidated mark sheets preparation: CEE prepares consolidated mark sheets before every class tests with the names of the students of every class for each subject and hands them over to the class teachers. Subject teachers collect those from the class teachers to submit the answer scripts with marks and grade. Consolidated mark sheets are prepared for each term including class tests.
After tests and examinations
Preparing tabulation sheets: CEE prepares tabulation sheets with the names of the students, CT marks, TE marks, total marks, grade and place for each term. Class teachers complete tabulation sheets before preparing report cards to be given to parents. Result cards need to be signed by the Principal.
Preparing mark sheets: CEE prepares mark sheets for every class after each class test and hands over to the class teachers to input results of the students. These mark sheets are handed over to the parents on class test result giving days scheduled in the academic calendar of the school. Principal checks the sheets and then signs those.
Preparing report cards: After the term final examinations class teachers have to prepare report cards for the students with CT & TE marks, SBA, total marks, grade, place in the class and also with grading including students’ other activities during the year. Principal checks the cards and then gives her signature.
Filing the answer scripts: After Class tests and term exams class teachers arrange the answer scripts of every students of each class and prepare separate files for them to show the parents on the days of results giving. CEE monitors the work.
11. Procedure of National Examinations (PSC & JSC)
Primary School Certificate Exam (PSC)
Students of Aloron International School and College have been appearing in the PSC examination since 2009. We need do all the activities needed for this exam within the time frame announced by the authorities. The following steps have to be followed for the National Exams (PSC and JSC).
1) Since the Directorate of Primary Education (DPE) regulates all the PSC examinations under the direct supervision of the Thana Education Office, it is necessary to maintain regular contact with the Thana Education Office.
2) A TEO (Thana Education Officer) supervises Thana Education Office. We need know his/her name and phone number and the information about concerned officers.
3) To ensure the registration process we must keep regular contact with the Computer Operator of the Thana Education Office.
4) When registration begins usually in April of every year we need to prepare a list with all information of the students on school letterhead and submit it to the office with the signature of the Principal and school rubber stamp.
5) It is essential to deposit the registration fees for all students into Sonali Bank on time.
6) We have to contact with the Thana Education Office again in the month of July so that we can properly collect the admit cards according to our list and get all information including the examination Centre, and number of invigilators needed from our school for examination duty.
7) To collect the admit cards within right time; we must keep contact with the Thana Education office during the months of August and September.
8) Admit cards have to be given to all registered students and signatures of students need to be obtained in a list prepared for this purpose.
9) The Principal should visit the students on the first day of the examination.
The Principal of AISC generally does all these duties; but instead he/she can delegate the duty to any representative to carry out these duties on her behalf. In other institutions it is the Office Assistant or Head Clerk, who generally carries out the activities. At Aloron Admin officer 1 should do all these work under the guidance of the Principal.
Junior Secondary School Certificate Exam (JSC)
Dhaka Secondary Education Board is responsible for JSC (Junior Secondary Certificate) Exam. Since the Dhaka Secondary Education Board has not yet approved AISC for JSC Exam, it has to arrange for this exam for its students through other approved institutions. In 2013 our students appeared the JSC Examination under Paikpara Staff Quarter High School. Therefore we had to make regular contact with the Headmaster of the Paikpara Staff Quarter High School. We also kept regular contact with the Head Clerk of this school as he was dealing with the Education Board and provided us with the admit and registration cards. If we want our students to appear at the JSC examinations in future we need to communicate with the Headmaster or Head Clerk of the respective school.