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DAS Forms, Guidelines, Policies and Procedures _February 2013_v.1 Page 1 of 228

February 2013

� Forms

� Guidelines

� Policies

� Procedures


Table of Contents

S. NO. CONTENTS PAGE NO.

FORMS

ADVISING COMMITTEE FORMS

1 Student Registration Form 7

2 Student Undertaking for TOEFL 8

3 Student Undertaking for Mixing of Courses 9

4 Undertaking for Discontinuation of Studies 10

5 Record of Meeting with Student and Advising 11

6 Specialization Choice Form (Jan. 2013 & Summer 2013) 12

7 Specialization Choice Form (Sept. 2014 onward) 13

8 Undertaking to Abide by Examination Rules 14

9 Student Safety Declaration Form 15

10 First Warning Letter 17

11 Second Warning Letter 18

12 Debarring Letter 19

13 Non Show Students 20

DELIVERY PLAN

14 Course Delivery Plan 21 EVALUATION FORMS

15 Management Evaluation of the Lecturer 30

16 Lecturer In class Evaluation 33

17 Student Evaluation of Teaching and Course 35

18 Evaluation Summary 38

19 Appraisal Summary Report 39

20 Laboratory Technician Evaluation by Management 40

21 Laboratory Technician Peer Evaluation 43

22 HoS Evaluation by the HoD 46

23 HoS Evaluation by the Staff 48

24 Orientation of New Intake 50

25 Model Lecturer / Laboratory Technician Award – Judging

Criteria

52

26 Training Needs Analysis Questionnaire 54

EXAMINATION COMMITTEE

27 General Assessment Form 55

28 Analytical Chemistry Assessment Form 56

29 Technique Courses Assessment Form 57

30 Project I A & II A Assessment Form 58

31 Project I B & II B (Biology) Assessment Form 59

32 Project IB & IIB (Chemistry) Assessment Form 60

33 Statistical Analysis (Lecturer) 61


34 Statistical Analysis (Course Coordinator) 62

35 Test Format 63

36 Test Marking Scheme Cover Page 64

37 Midterm Examination Format 65

38 Midterm Marking Scheme Format 66

39 Final Examination Cover Page 67

40 Final Examination Marking Scheme 68

41 Final Techniques Exam Cover Page 69

42 Moderation Form 70

43 Envelop Label 72

44 Attendance Sheet Template Final Exam 73

45 Student Identification Form 74

46 Supervisor’s Report Form 75

47 Invigilator’s Report Form 76

48 Students Appeals Against Examination Results 77

TIMETABLING

49 Registration, Examination and Scheduling 78

50 Projection Template 79 LABORATORY

51 Practical Activity Requirements 80

52 Incident Report Form 81

GUIDELINES

53 Guidelines on Fair Conduct of Examinations 83

54 Guidelines on Writing, Moderation and Submission of Mid

Semester and Final Examination Questions

93

55 Guideline on Academic Advising and Registration 97

56 Guidelines on Attendance Monitoring 106

57 Guidelines on Signing the Undertakings 108

POLICIES

58 No Make-up on Continuous Assessment Policy 110

59 Policy on Printing and Photocopying of Teaching-related

Materials and Assessment Papers

118

60 Departmental Policy, Procedure, Guideline and Form

Management System

121

PROCEDURES

OPERATION ROOM

61 Procedure for Dealing with Student Appeals within the

Department

130

62 Procedure for Accepting Transferred Students to the System. 132

63 Activation of New Staff 133

64 Procedure of Arranging a Meeting of New Academic Advisors 135


with Their New Intake Advisees.

65 Procedure of Assigning Academic Advisors for Existing Students 137

66 Procedure of Assigning Academic Advisors for New Students 139

67 Procedure of Assigning Merit Award Certificates for Students 141

68 Procedure of Checking of Academic Advising 143

69 Procedure for Conducting Workshop for Academic Advising 145

70 Procedure for Providing Clearance to Graduating Students 147

71 Procedure of Obtaining Projections for Preparation of

Timetable

149

72 Procedure of Opening and Closing Sections After Registration 151

73 Procedure of Preparation of Master Timetable 154

74 Procedure of Room Allocations for Extra Activities 156

75 Procedure for Organizing Orientation Presentation for New

Intake Students

158

76 Procedure for Specialization Allotment to Students at the End

of Diploma Year

160

77 Student Academic Appeals Committee 162

78 Update GPA, CGPA & Overall CGPA 165

79 Request for Additional invigilators 167

80 Procedure for Transfer of Students From Other Departments 170

81 Procedure of Attendance Monitoring 172

E-LEARNING COORDINATOR 82 Procedure in Coordinating E-learning Training Workshop for

Lecturers

175

83 Procedure in Coordinating Course Enhancement with ETC 177

EXAMINATION COMMITTEE

84 Result Submission and Analysis 180

85 Setting of Theory Final Exam Schedule 182

86 Procedure for Setting Final Exam Schedule for Techniques 185

87 Setting of Theory Final Exam Schedule 187

HEALTH AND SAFETY

88 Procedure in Emergency Evacuation (fire, earthquake) 191

89 Procedure in Chemical and Biological Spills 193

90 Procedure in Laboratory Waste Management 195

91 Procedure in Providing First Aid (laboratory) 197

ON THE JOB TRAINING

92 Procedure for On the Job Training’ to Students 200

QA COORDINTAOR

93 Procedure in Conducting Evaluation of HOD / HOS / Unit

Coordinator

203

94 Procedure in Conducting QA Awareness Seminar for DAS Staff 205

95 Procedure in Conducting Internal Audit 207


STAFF ACTIVITY COORDINATOR

96 Procedure for the Conduction of Academic Activities Sponsored

by DAS

210

97 Procedure for Attending Academic Activities Inside the College 212

98 Procedure for the Conduction of Social Activities 214

99 Procedure for Attending Academic Activities Outside the

College

216

STUDENT ACTIVITY COORDINATOR 100 Procedure in Organizing New Intake Student Orientation 219 101 Procedure in Coordinating Student Project Exhibition 221 102 Procedure in Coordinating Science Club Activities 223 103 Procedure in Coordinating School Visit 225

WEBPAGE COORDINATOR 104 Procedure in Updating DAS Webpage in the HCT Website 227


Forms


STUDENT REGISTRATION FORM

NAME (in full)

GENDER

DATE OF BIRTH

MARRIED

GUARDIAN NAME

HOME ADDRESS

WILAYAT (MUNTAQA)

LAST COLLEGE ATTENDED

MARKS OBTAINED

HOBBIES

HEALTH PROBLEMS

DAS ADV FORM 001

In English (CAPITAL LETTERS)

In Arabic

Male/Female

Yes/No

TOEFL

FOUNDATION MATH

FOUNDATION I.T.

% MARKS IN SECONDARY

SCHOOL

PHOTO

Telephone No.

HOME

GSM


STUDENT UNDERTAKING FOR TOEFL

I, the undersigned ……………………………………………………………………………………… am aware that if I score less

than 390 points in TOEFL, I will not be allowed to progress to Advanced Diploma Level.

In case I obtain less than 390 points in TOEFL, I can bring valid external TOEFL/ILETs score detailed as

below

Ext TOEFL =450/ IELTS = 4.0 – Can go up to Advanced diploma level.

Ext TOEFL =500 IELTS = 4.5 – Can go up to B. Tech level.

Signature of student: ___________________

Name of Academic Advisor: ___________________

Date: ___________________

DAS ADV FORM 002


STUDENT UNDERTAKING FOR MIXING OF COURSES

I, the undersigned …………………………………………………………….., Department of Applied Sciences have

scored adequate CGPA and lack credits between 3 <CR ≤ 9 to complete the Diploma Year II/Advanced

Diploma level. I am being allowed to do courses from the Advanced Diploma/B. Tech level. I do

promise to exert all efforts during this semester to obtain the required CGPA of 2.50/2.75 or above for

the current year requirements. If I fail to have the CGPA mentioned above, I will not be allowed to

complete the Advanced Diploma/B. Tech level.

Student Signature……………………….. Date…………

Advisor name…………………….............

Advisor Signature………………………… Date………..

DAS ADV FORM 003


UNDERTAKING FOR DISCONTINUATION OF STUDIES

I am aware that I am eligible to proceed to Diploma / Advanced Diploma / B Tech. studies; however, I, of

my own free will, do not wish to continue. I have been advised against my decision by my academic

advisor.

I have been informed that I will not be able to return to the College to continue further Studies and I

agree to this unconditionally.

STUDENT ID:

STUDENT’S NAME:

STUDENT SIGNATURE:

DATE:

ADVISOR NAME & SIGNATURE:

HOD’S SIGNATURE:

DAS ADV FORM 004


DAS ADV FORM 005


SPECIALISATION CHOICE FORM (Jan 2013 & Summer 2013)

Specialisations Available

- Applied Biology

- Applied Chemistry

Please write the name of the chosen specialization clearly in the gap provided.

Student Full Name ID CGPA

Scored in

Year 1

Year of

joining the

College

First

Choice

Second

Choice

Third

Choice



Date: ___________________

DAS ADV FORM 006


SPECIALISATION CHOICE FORM (Sep 2014 onward)

Specialisations Available

- Applied Biology

- Applied Chemistry

- Environmental Sciences

Please write the name of the chosen specialization clearly in the gap provided.

Student Full Name ID CGPA

Scored in

Year 1

Year of

joining the

College

First

Choice

Second

Choice

Third

Choice



Date: ___________________

DAS ADV FORM 006


UNDERTAKING TO ABIDE BY EXAMINATION RULES

During my academic stay in the college:

1. I will not be allowed to take the final examination unless I produce a proof

of identity like College I.D. card, civil I.D. card or driving license in the

examination venue.

2. I am aware that any mobile phone, programmable calculator or any other

communication device that I have, will be switched off and placed below

my desk. Otherwise my paper will be withdrawn and I will be considered

‘failed’ in the examination.

Name of the Student:

Name of the advisor:

Intake:

Signature of the student:

Date:

DAS ADV FORM 007


Student Safety Declaration Form

This form must be completed by the Student and to be returned to the Academic Advisor

during the first

Orientation Meeting. No experimental work should start until this form has been completed.

Name________________________________________________________

ID Number: __________________________________________________

Name of Academic Advisor : ……………………………………………………………………..

Intake: ______________________________________________________

Yes No

1. I have read and I understand the Chemistry and Biology Laboratory Safety

Guidelines.

2. I am aware of my Health and Safety responsibilities in the workplace.

3. I agree to wear the Personal Protective Equipment (PPE) when required. The lab

technician will explain to me the required Personal Protective Equipment (PPE)

during the start of the course.

4. I understand that if I am not wearing appropriate PPE, I can be excluded (barred)

from the lab for that class.

5. I agree to follow all safety procedures explained to me by the lab lecturer or

technician.

6. I understand that I must not eat food or drink in the laboratory.

7. I understand that floor sweeping clothes, loose head covering and long sleeves

extending to the palm are not allowed in the lab.

8. I understand that inappropriate conduct can result in the denial of further laboratory

access.

9. I understand that all accidents, including ‘near miss’ incidents need to be reported to

the lab lecturer immediately.

DAS ADV FORM 008


10. I understand that all faulty or broken equipment needs to be brought to the

attention of the lab technician in charge immediately.

11. I am familiar with the emergency procedures for the laboratory and I am familiar

with the location of the eye wash, safety shower, emergency exit, fire extinguishers

and first aid kit.

12. I agree to practice good housekeeping to minimize unsafe work conditions (like

cluttered benches, accumulated chemical wastes; obstructed exits etc).

13. I agree that the HCT-Department of Applied Sciences holds no responsibility for any

accident that may happen during the practical class because of my unsafe practices

and irresponsibility.

Student Signature: ………...…………………………………………………………...

Date ……………………………………………………………………..


First Warning Letter-10% Absenteeism

To: Student Affairs Department

From: (Tutor’s Name): _____________________________ _

Student Name: ____________________________________

ID Number: _______________________________________

Advisor Name:____________________________________

Student Department: Applied Science Engineering other

Course Code: ____________________________ Cours e Title: __________

Level/Specialization: ______________________ Sectio n No.: __________

This is to inform you that your absenteeism has rea ched 10%. You are advised to improve your attendance. We remind you that the col lege regulations state that if you are absent for 30% of the classes irrespective of any r eason, you will not be allowed to take the final examination this semester.

Student Signature: _________________________ Dat e: ________________

Course Tutor Signature: ____________________

HoD Signature: ____________________________

Student Affairs Department

The parents/Guardians of the students were notified about the absence of their ward in the above mentioned course.

Signature of Staff In-charge: ________________ Date : ________________

DAS ATTN FORM 001


Second Warning Letter-20% Absenteeism


From: (Tutor’s Name): _____________________________ _

Student Name: ____________________________________

ID Number: _______________________________________

Advisor Name:____________________________________




This is to inform you that your absenteeism has rea ched 20%. You are advised to improve your attendance. We remind you that the col lege regulations state that if you are absent for 30% of the classes irrespective of any r eason, you will not be allowed to take the final examination this semester.



HoD Signature: ____________________________




DAS ATTN FORM 002


Debarring Letter-30% Absenteeism


From (Tutor’s Name): ______________________________ _

Student Name: _____________________________________

ID Number: ________________________________________

Advisor Name:_____________________________________




This is to inform you that your absenteeism has rea ched 30%. We remind you that the college regulations state that if you are absent fo r 30% of the classes irrespective of any reason, you will not be allowed to take the final e xamination this semester.



HoD Signature: ____________________________




DAS ATTN FORM 003


(NON SHOW STUDENTS)

The Asst. Dean (Student Affairs)

HCT Date: ___________________

After greetings

Name of Student: _____________________________ID No .: _________________

Specialization: ________________ Level: ___________ Dept: APS/Engg/Pharm

The above named student has not been attending clas ses for the last two weeks in the following course(s);

Course Code Course Title Section No.

Lecturer

Name/Signature

1

2

3

4

5

Since s/he is not attending all courses for which s /he has registered, and has not produced any genuine documentary proof to this effe ct. S/he should be dismissed (Delete if not applicable) and salary stopped.

Kind regards

Academic Advisor Name/Signature: __________________

Lecturer Name/Signature: ________________________ ( For Engg. Students)

HoD Signature: _________________________________

DAS ATTN FORM 004


DELIVERY PLAN - January 2013 (Sem 2, 2012-2013)

Course Title /

Code

Quality Assurance & Quality

Control /

ASAC 3341

Prerequisite

Lecturer Office Hours 10:00 – 11:00 Sunday to Wednesday

Section 1 and 2 Time

Theory

Section 1 = 12 – 1 Sat. and Sun. (M309)

Section 2 = 8 – 9 Sun. and Tue. (M309)

Practical

Section 1 = 2 – 4 Sat. (M309)

Section 2 = 9 –11 Tue. (M311)

Material Handouts References

- Howard S. Gitlow, Alan J.

Oppenheim, Rosa Oppenheim, and

David M. Levine, 2005, “Quality

Management”, 3rd ed., McGraw-Hill

international edition, Singapore.

- J. M. Juran and Frank M. Gryna, 1993,

“Quality Planning and Analysis”, 3rd

ed., McGraw-Hill, Inc., Singapore.

Course Description

This course is designed to introduce the concepts of quality assurance systems to the students and explain

their applications to familiar situations while considering related statistical methods. It also introduces to the

students the application of quality processes and procedures in different industries and their implementation.

DAS DELP FORM 004


Objectives & Outcomes of the Course

Course Objectives Learning Outcomes

The course should enable the student to:

1. Understand the principles and practices of

quality systems.

2. Apply the tools of quality assurance and

management procedures which can lead to an

effective quality organization or a process

improvement.

3. Understand the: a) statistical methods used in

quality control, b) process capability, c) discrete

and continuous data for specific examples.

4. Understand the concepts of control charts and

sampling plans and their application in the

quality assurance of industries.

5. Understand some quality approaches and their

application.

6. Apply the concepts and principles of quality

assurance and quality control in the

management of science laboratories

The students should be able to:

1. Use process flow charts, Pareto analysis to

investigate a familiar industrial process from

local industry.

2. Identify the critical control points in a selected

industrial process and investigate the

management structures which can lead to the

process improvement.

3. Outline the principles underlying a quality

system and design structures for familiar

operations.

4. Illustrate the economic benefits of quality

assurance and quality control in selected

example from the local industry.

5. Examine and use statistical methods in quality

control.

6. Define the terms, specification, tolerance,

process variation, assignable variation, process

capability, in-control and out-of-control.

7. Explain how statistical techniques can be used

in the control of a selected process and identify

the consumer’s and producer’s risk.

8. Choose simple quality procedures for a selected

process from the local industry.

9. Explain the process capability for specific

examples.

10. Explain PDCA and ISO as an approach to quality

assurance and quality control

11. Explain the use and importance of quality

assurance and quality control in an analytical

chemistry laboratory

12. Describe how to validate analytical method

College Graduate Attribute Graduate Attributes Covered by

the Course (Please Tick)

1. Are discerning and disciplined individual �

2. Are able to relate knowledge and skills they acquired to the

work environment �

3. Are able to evaluate, think critically and solve problem �


College Graduate Attribute Graduate Attributes Covered by

the Course (Please Tick)

4. Have a high degree of competence in information technology �

5. Are professionally competent and up to date in their field of

specialization �

6. Can communicate effectively in written and spoken English �

7. Are capable of working effectively as a member of a team or of

taking the lead role �

8. Know the value of personal qualities such as reliability,

responsibility and dedication �

9. Recognize the importance of lifelong learning and are committed

to self development

Course Syllabus and Tentative Schedule

# Contents Handout Week

Learning

Outcome(s)

Covered

Graduate

Attribute/s

Covered

1

Introduction to Quality:

- Definition of Quality, Quality

Control (QC) and Quality Assurance

(QA).

- The role of QC and QA

- Total Quality Management (TQM).

- Cost of Quality

- Specifications: Raw material and

finished product specifications

Classwork (Practicals)

Classwork 1: Product Specifications

Classwork 2: Product Recall

Given in

class 2 & 3 2, 3 & 4 3 & 6

2

Quality Tools:

- Flow Charts: Block diagrams and

detailed flow charts; flow chart

symbols.

- Cause & Effect Diagram (Ishikawa

Diagram)

- Check sheets (Check lists)

- Histograms:

o Normal histograms

o Bimodal histograms

o Skewed histograms

Given in

class

4, 5, 6

& 7 1, 2, 5 & 6 2, 3 4 & 7




Learning

Outcome(s)

Covered

Graduate

Attribute/s

Covered

o Other histograms

- Pareto Charts:

o Construction and analysis of

pareto charts.

o Stratification

Classwork (Practical)

Classwork 3: Flowcharing and Value-Added

Activities

Classwork 4: Ishikawa Diagram and Check

Sheets

Classwork 5: Histogram and Pareto Chart

3

Quality Tools (continued):

- Control Charts (Shewhart Charts):

o Construction of control charts

using the concept of upper

control limit (UCL) and lower

control limit (LCL).

o Construction of control charts

of variables data.

o Construction of attribute

control charts.

o Interpretation of control

charts.

- Scatter Diagrams:

o Checking the existance of a

relationship between two

variables

o Determination of mathematical

relationships using the

statistical regression analysis.

Classwork (Practical)

Classwork 6: X-Chart and R Chart

Classwork 7: Individual Chart, P Chart and c

Chart

Classwork 8: Scatter Diadram

Given in

class

8, 9 10

& 11 5, 6 & 7 2, 3, 4 & 7

4 Process capability

- Definition and overview

Given in

class 12 6, 8 & 9 3 & 5




Learning

Outcome(s)

Covered

Graduate

Attribute/s

Covered

- Process capability index


Classwork 9: Product Capability

5

Quality Continual improvement/Some

Quality approaches:

- The Deming Cycle (The PDCA

approach):

- Six Sigma Quality Approach

- ISO 9001:2000

Practicals (Industry Visit)

Quality Assurance in an Oman Industry

Given in

class 13 10 4, 5 & 8

6

Main Activities and Responsibilities of

Quality Control and Quality Assurance in

analytical laboratories:

- Importance of Quality Assurance

and Quality Control in analytical

laboratories.

- Quality control Activities in

analytical laboratories:

o Control of analysis results.

o Blank determinations.

o Calibration of instruments.

- Validation of analytical methods:

o Validation parameters.

o Statistical aspects.


Classswork 10: Quality Control Activities in

an Analytical Laboratory (Written and Oral

Report)

Given in

class 14 11 & 12 3, 4, 5 & 8


Assessment:

The assessment plan for this course includes written examinations as well as continuous assessment such

test, assignment/s, and practicals.

Theory 85%

Test 10 %

Course Work (2 Assignments) 5 %

Mid-Term Examination 20 %

Final Examination 50 %

Practical 15%

Reports / Class works 12%

Attendance 3%

TOTAL 100%

Grading System

Grade % GPA Grade % GPA

A 90-100 4.0 C+ 70-72 2.3

A- 85-89 3.7 C 67-69 2.0

B+ 80-84 3.3 C- 60-66 1.7

B 76-79 3.0 D 55-59 1.0

B- 73-75 2.7 F ≤ 54 0.0

Rules for students

Attendance:


1. Students are expected to attend all classes. Punctuality is very important. A student who arrives five

minutes after the start of class will be marked L (late). Three late will amount to one absenteeism.

Warning letters will be issued to students as given below. Absenteeism of 30% or more will result in

debarring of the student. Since laboratory practicals are considered components of continuous

assessment, the student will have to provide a valid proof for any absenteeism.

1st Warning letter 10 %

2nd Warning letter 20 %

Debarring 30%

Examination:

Students have to take and comply with all the assessments of the course on the scheduled dates. Absolutely

NO MAKE-UP EXAM is given in continuous assessment (test, assignment/s and practicals, etc.). However if

the reason for being absent or not complying with the assessment is valid, the mark of the student will be

calculated based on the assessments that s/he was able to take or comply with. Make-up examination is

allowed for Midterm and Final Examinations provided the reason is valid. For a reason to be valid, an authentic proof should be submitted by the student. Any form of cheating/unfair practices will be dealt with

severely. Students are expected to bring all their materials (pens, pencils, erasers, calculators, etc) and avoid

borrowing anything from their friends.

Preparation:

Students will come prepared to class as per instructions from the lecturer. Surprise quizzes may be

conducted at the beginning of the class as part of their class work.

Laboratory Coats and Safety:

It is compulsory to wear laboratory coat when one is in the laboratory. Students should follow all safety

guidelines in the laboratory. Students with a careless attitude towards safety can be disallowed from the lab.

Calculators:

Students should have a scientific calculator for all the classes. The use of mobile phones is to be avoided.

Submission of Assignment

Assignments are to be submitted on time as per the lecturer’s instructions. Late submission of assignments

will be penalized by deduction of marks. The student’s name, identification number, course number and

section number should be clearly written in the assignments.


Communications with Lecturer

The student may consult his / her lecturer through e-mail. In fact, this is encouraged. However, if there is a

need to consult the lecturer in his / her office, the student must follow the office hours of the lecturer. The

lecturer is expected to be available during his / her office hour. Appointments outside the office hours may

also be arranged with the lecturer.

Academic Violations

Academic violations include

• Plagiarism: copying or using the work, ideas, images or words of someone else without attribution.

It may also mean misrepresenting the sources of information that were used in writing or answering

the assignments. Plagiarism is a form of academic cheating and it is a serious violation of HCT

Academic Integrity Code as stipulated in Article 77.2 and Article 78 of HCT By-laws. The usual

punishment for a student found guilty of plagiarizing is suspension for one semester and “F” in the

course

• Dishonesty: academic work and materials submitted for assignment must be the sole, original work

of the student. Cheating which includes copying from another’s paper or giving unauthorized

assistance is prohibited. Students are also prohibited from submitting any materials from another

person or company.

• Cheating: Cheating during exams or tests is dealt with very severely. Possession of unauthorized

material is also considered cheating.

Disciplinary Violations

Disciplinary violations include unacceptable behavior, rudeness to staff, and inconsiderate treatment of

others. Apart from these, dress code violations are also taken seriously. These include colored dish-dasha,

long & unkempt hair and poorly groomed appearance. All students are expected to wear lab coats and adhere

to other safety considerations during lab sessions.

Use of Mobile Phone

Use of mobile phone during class is considered a disciplinary violation. All mobile phones should be switched

off/in silent mode in the classroom.

E-Learning Portal

E-Learning is an advanced electronic learning resource, which can make the communication and interaction

between the lecturer and his / her students easier and faster. The students can download the teaching notes,

assignments, solutions or answers of problem sets or any other material uploaded by the lecturer that would

enhance the teaching and learning process.

When a student joins the college, he / she is given an e-learning account which he / she can access using his /

her COLLEGE ID NO. as the USER NAME and PASSWORD.


After logging in successfully he/she will be asked to change the password. Students can access only the

course where they are enrolled by their lecturer in the e-learning portal.


Date:

Lecturer Name:

Department:

Section:

Time-base: Full time Part time

Year:

Semester: 1st

Semester 2nd

Semester Summer

No. Statement Please Tick (��) the Appropriate Box

4 3 2 1

NA Strongly

Agree

Agree Disagree Strongly Disagree

Professional Qualifications & Development

1 The lecturer has appropriate training and education in the

subject matter

2 The lecturer has good mastery of knowledge in the subject

matter

3 The lecturer is up to date regarding the subject matter

4 The lecturer actively pursues professional development

Course Design & Planning

5 The lecturer has good knowledge of pedagogical techniques

6 The lecturer is up to date regarding pedagogical techniques

7 The lecturer makes effort towards continuous improvement

in teaching

Course Delivery

8 The lecturer possesses good linguistic skills

9 The lecturer assigns a sufficient number of office hours to

students

10 The lecturer schedules the office hours reasonably

convenient to students in assigned classes

11 The lecturer is consistent and fair in grading students

12 The lecturer is able to complete course material within the

allotted time

13 The lecturer maintains the course file properly

Personal Attributes & Attitudes

DAS Evaluation Form 1


14 The lecturer treats students with respect

15 The lecturer has an acceptable attitude towards students

within the norms of the lecturer-student relationship

16 The lecturer has good relationships with subordinates

17 The lecturer has good relationships with colleagues

18 The lecturer has good relationships with seniors

19 The lecturer is organized in conducting his/her work

20 The lecturer is able to work independently

21 The lecturer is able to work within a team

22 The lecturer is always willing to accept instructions from

his/her superior

23 The lecturer is always willing to accept instructions from

his/her seniors

24 The lecturer is always willing to accept guidance

25 The lecturer is always willing to accept advice

26 The lecturer is fully engaged in the department and college

27 The lecturer has a positive attitude towards work

Extra-curricular Activities

28 The lecturer provides appropriate advice to his/her

advisees regarding their study plan

29 The lecturer provides good information to his/her advisees

regarding the college bylaws

30 The lecturer provides timely information to his/her advisees

31 The lecturer properly maintains the advising file

32 The lecturer actively participates in the department

committees

33 The lecturer actively pursues departmental goals

34 The lecturer regularly provides suggestions for

improvement to the department

35 The lecturer has positive contributions towards the

department and college

36 The lecturer participates in college activities

37 The lecturer participates in community activities

Overall Evaluation

38 Overall, the lecturer is meeting expectations


If you selected “Disagree” or “Strongly Disagree” for question 38, provide comments below to justify your answer

(attach additional sheets if necessary).

SIGNATURE OF HOS

SIGNATURE PRINT NAME TITLE DATE


Date____________________________

Lecturer Name:

Department:

Section:


Course Title:

Code:

Year:

Semester: 1st

Semester 2nd

Semester Summer

Evaluator Name:

Department:

Section:

Position:

No. Statement Please Tick (�) the Appropriate Box

4 3 2 1

NA Strongly

Agree Agree Disagree

Strongly

Disagree

Enthusiasm

1 The lecturer speaks expressively or emphatically

2 The lecturer moves about while lecturing

3 The lecturer uses humor once in while

4 The lecturer is confident in his/her delivery

5 The lecturer speaks loud enough for all students to

hear him / her clearly

6 The lecturer actively engages students in the class

Clarity

7 The lecturer uses appropriate examples of concept

8 The lecturer speaks clearly

9 The lecturer points out practical applications

10 The lecturer stresses important points

11 The lecturer uses more than one way to explain

difficult concepts

Interaction

12 The lecturer addresses students by name



13 The lecturer encourages questions and comments

14 The lecturer encourages students to consult him / her

during office hours, if it is needed

15 The lecturer praises students for good ideas

Task Orientation

16 The lecturer proceeds at good pace for topic

17 The lecturer stays on the theme of the lecture

18 The lecturer varies the delivery methods in the class

19 The lecturer uses educational aides (LCD Projector,

OHP, Videos, smart board, etc.)

20 The lecturer uses class assessment techniques to

ascertain students’ understanding of topics

21 The lecturer exercises good class control

22 The lecturer takes attendance

Rapport

23 The lecturer is friendly and easy to talk to

24 The lecturer encourages students’ participation in the

discussion

25 The lecturer is tolerant of other viewpoints

Organization

26 The lecturer outlines the lecture

27 The lecturer gives a preliminary overview of lecture

28 The lecturer presents and discusses the topic in an

organized and clear manner.

29 The lecturer starts and ends class on-time

Suggestions for improving the lecture (attach additional sheets if necessary):

SIGNATURE OF EVALUATOR

SIGNATURE DATE

This evaluation was adapted from the form by Harry Murray, “Classroom teaching behaviors related to college teaching effectiveness.” In J.

Donald and A. Sullivan (eds.) Using Research to Improve Teaching. San Francisco: Jossey-Bass, 1985, p. 25.


Date:

Course Code / Title

Section

Lecturer’s Name

Year

Semester

1st

Semester 2nd

Semester Summer

Section / Department /


4 3 2 1

NA Strongly

Agree

Agree Disagree Strongly Disagree

Lecturer

Enthusiasm

1 The lecturer speaks expressively or emphatically

�� ا�ا� ا�� ا��ع ا�� أن �ّ�� ا��ه� � ��دة ��

2 The lecturer actively engages students in the class

#�م ا�� ()�اك ا�� !� ا��&�#� ��% $�# و !ّ��

Clarity

3 The lecturer uses concrete examples of concept ا��2م ا�� ا0$1 ا��&�� أ/&�ء )�ح أ!,�ر ا��%�ر

4 The lecturer gives multiple examples �2$ 3 أ/&�ء )�ح ا��%�ر #�م ا�� (4��ء أ0$

5 The lecturer points out practical applications �%�ر أ/&�ء )�5�� % 8ا�7 ا�� 6 ا�� :��ق ا��

6 The lecturer stresses important points #�م ا�� آ6? 4 < ا�&%�ط ا��>� أ/&�ء )�5� �>;ا ا��%�ر

7 The lecturer uses more than way to explain difficult concepts ��ا1!,�ر ا��B �(��2ام �Aق $��دة ��ح#�م ا��

8 The lecturer communicates in clear and understandable English $�� وا� و 3$>� � �?6 8�Cا D آ��E ا�

Interaction

9 The lecturer is not gender biased �FGدون ا H&8� ز��&$ �6J �� آ�ن ا��

Orientation



10 The lecturer proceeds at good pace for topic آ��E ��4 ا�� !� ��د و )�ح أ!,�ر ا��%�ر $&�� Kا

11 The lecturer checks that students understand a topic before

moving to the next one ع #�L ا��%�� 4 < ا��6ب ا�� ع �5�FOص ا��

Rapport

12 The lecturer is friendly and easy to talk to �A�2ا�� L<� و L$76 ا��A �� آ�ن ا��

13 The lecturer offers to help students with problems P7 إ�< ذ��ا� K�5 �&4 ن �S ��دد ا�� !� :%��S ا��

Organization

14 The lecturer gives preliminary overview of lecture

��ة$ Lآ T4 #�م ا�� (4��ء ا�&�;ة ا��>��6 ا��$

15 The lecturer signals transition to new topic ��ع إ�< �FO وا$ T$ ��ن ا��%�ل ا��,�

Course

Course Design

16 The lecturer clearly communicates the policy on grading, academic

misconduct, late work and absence to students ��و ��,L وا� �(��Fر�� T4 ا�W�1 ا�� % ��ر�Kت و �ء ا��L6B #�م ا��

S6 ا�ا��KتX: �! �6F�: �6ب وDا� T6ا� ا�� و #

17 The lecturer’s grading criteria is fair for this course S6X%: %��A ا��ر�Kت ��ى ا�� !� ه;Y ا��دة آ��E �4د�

18 The lecturer provides students with clear descriptions of

assignments and due dates �<�6 X: �64اا��Kت و $�� [ �� $ L,� � #�م ا�� (4��ء ا�� 6ت ا�ا

19 The lecturer communicates the course outcomes and objectives in

a clear manner to students early in the semester

ة #� :�4 SL�# T$ �< ا�� ,L وا�Kأه�اف ه;ا ا��%�ر و ��\8>� ا�� ! LB3ا� ا��

20 The lecturer’s handouts are suitable for this course � $_\�� $^ �6�A ه;ا ا��%�ر� � �� آ��E ا�� B2ت ا�� #�$>� ا��

Course Delivery

21 The lecturer provides the course delivery plan at the beginning of

the semester LB3ر 4&� ��ا� ا��%� � ا��را��#�م ا�� ا�2� ا��$

22 The use of Educational technology (LCD, OHP, …etc) enhances the

students’ learning ى !>S ا�� ا�X$ T$ ��?� ��2ام :%&�6ت ا�� L�# T$ S6 ا��

23 The lecturer holds classes regularly as scheduled �<� `�F ات آ��ا�64 ا��$ �! ��W�&$ �� آ�ن ا��

24 The lecturer utilizes class time properly L0$1ل ا_D��aة ا�� ا��LD ا�� و#E ا��


25 The lecturer exercises good control of the class LB3ا� > 4 &X� ا��ع ا�� !�ض ا�6X��ة ا�

26 The lecturer is always prepared for class آ�ن ا�� $��Xا ا��aاد اL�# L0$1 إ�%�ء $��ا:�

27 The lecturer is available to students outside of scheduled class

times � أ/&�ء ا��4�Xت ا��,��6 � آ�ن ا�� دو$� $�ا�Kا �

28 The lecturer provides timely feedback to students و ا�ا��Kت !� ا�#E ت#�م ا�� (4��ء ا�&��\c و ا��_�W5ت ا�� % ��Faرا

ا��&��7

29 The lecturer follows the course delivery plan #�م ا�� :��ع ا�2� ا�� أ�4ه� � �%�ر

30 The lecturer exhibits mastery of knowledge of the subject matter أ��ى ا�� :�,&� و إ��$� �>;Y ا��دة ا�� 6 ا��%�رة

Overall Evaluation

31 Overall, the lecturer is meeting expectations �6K �4م �� ه;ا ا��رس L,��ا ا��%�ر ا;<�

If you selected “Disagree” or “Strongly Disagree” for question 31, provide comments below to justify

your answer (attach additional sheets if necessary.


Academic Year: _______________

Term: ______________________

Staff Name:

Qualification:

Specialization

:

Position:

EVALUATION SUMMARY

CRITERIA AVERAGE WEIGHTE

D AVE.

A. Management Evaluation of Lecturer - 40%

B. Lecturer in Class Evaluation - 30%

C. Student Evaluation of Teaching and Course - 30%

GENERAL AVERAGE

QUALITATIVE INTERPRETATION: Descriptive/Qualitative Interpretation of the Scale:

1 - 1.5 = Poor 1.6 - 2.5 = Fair 2.6 - 3.0 = Good 3.1 - 3.5 = Very Good 3.6 - 4.0 = Excellent

HoS HoD Name Name

Signature: _______________________________ Signature: ____________________________

Date: _______________________________ Date: ____________________________

Copy Received:

Name of Lecturer : __________________________________ Signature : __________________________________ Date : __________________________________



Section Heading

APPRAISAL SUMMARY REPORT AS OF (Date of submission) ACADEMIC YEAR (Year)

S. NO.

Lecturer SEM CLASS SEC TIME DATE

EVALUATION RESULT

GRADE STUDENT CLASS MANAGEMENT SUMMARY



Date: _____________ ______________

Laboratory

Technician

Name:

Department:

Section:


Year:

Semester: 1st

Semester 2nd

Semester Summer


4 3 2 1

NA Strongly

Agree

Agree Disagree Strongly

Disagree

Professional Qualifications & Development

1 The laboratory technician has appropriate training and

education related to his assigned work / task

2 The laboratory technician has good mastery of knowledge

and skill in laboratory techniques (i.e. preparation of

solutions, specimen etc.) and equipment use and

maintenance

3 The laboratory technician is up to date regarding laboratory

techniques, safety, maintenance and operation

4 The laboratory technician actively pursues professional

development

=

Personal Attributes, Attitudes and Performance

5 The laboratory technician treats students with respect

6 The laboratory technician has an acceptable attitude

towards students within the norms of the college staff -

student relationship

7 The laboratory technician has good relationships with his /

her superiors

8 The laboratory technician has good relationships with

colleagues


seniors

10 The laboratory technician has good relationship with the

lecturers



11 The laboratory technician is organized in conducting his/her

work

12 The laboratory technician is able to work independently or

with less supervision

13 The laboratory technician is able to work within a team

14 The laboratory technician is always willing to accept

instructions from his/her seniors and from the lecturers


guidance

16 The laboratory technician is always willing to accept advice

17 The laboratory technician has a positive attitude towards

work

18 The laboratory technician ensures that health and safety

procedures are followed in the laboratory

19 The laboratory technician knows how to keep and update

inventory records of all the materials and equipment in the

laboratory

20 The laboratory technician regularly implements the

equipment maintenance schedule

21 The laboratory technician cooperates actively with teaching

and technical staff in the preparation and production of

course materials

22 The laboratory technician is keen in receiving materials

from suppliers and makes sure of their compliance with the

specifications and marking entries

23 The laboratory technician is always willing to carry out

other tasks assigned by the head of the department or

section

Co-curricular Activities

24 The laboratory technician actively participates in the

activities set by the department committees

25 The laboratory technician actively pursues departmental

goals

26 The laboratory technician provides suggestions for


27 The laboratory technician has positive contributions

towards the department and college

28 The laboratory technician participates in college activities

29 The laboratory technician participates in community

activities

Overall Evaluation

30 Overall, the laboratory technician is meeting expectations




OTHER COMMENTS AND SUGGESTIONS:

NAME AND SIGNATURE OF HOS

PRINT NAME SIGNATURE TITLE DATE


Date: ___________________________

Laboratory

Technician

Name:

Department:

Section:


Year:

Semester: 1st

Semester 2nd

Semester Summer


4 3 2 1

NA Strongly

Agree


Disagree

=

Personal Attributes, Attitudes and Performance

1 The laboratory technician treats students with respect

2 The laboratory technician has an acceptable attitude

towards students within the norms of the college staff -

student relationship

3 The laboratory technician has good relationships with his /

her superiors


colleagues


seniors

6 The laboratory technician has good relationship with the

lecturers

7 The laboratory technician is organized in conducting his/her

work

8 The laboratory technician is able to work independently or

with less supervision

9 The laboratory technician is able to work within a team


instructions from his/her seniors and from the lecturers


guidance

12 The laboratory technician is always willing to accept advice

13 The laboratory technician has a positive attitude towards



work

14 The laboratory technician ensures that health and safety

procedures are followed in the laboratory

15 The laboratory technician knows how to keep and update

inventory records of all the materials and equipment in the

laboratory

16 The laboratory technician regularly implements the

equipment maintenance schedule

17 The laboratory technician cooperates actively with teaching

and technical staff in the preparation, presentation and

production of course materials

18 The laboratory technician is keen in receiving materials

from suppliers and makes sure of their compliance with the

specifications and marking entries

19 The laboratory technician is always willing to carry out

other tasks assigned by the head of the department or

section

Co-curricular Activities

20 The laboratory technician actively participates in the

activities set by the department committees

21 The laboratory technician actively pursues departmental

goals

22 The laboratory technician provides suggestions for


23 The laboratory technician has positive contributions

towards the department and college

24 The laboratory technician participates in college activities

25 The laboratory technician participates in community

activities

Overall Evaluation

26 Overall, the laboratory technician is meeting expectations




Other Comments and Suggestions:

NAME AND SIGNATURE OF EVALUATOR

PRINT NAME SIGNATURE TITLE DATE


1 The HoS supervises the section's activities and monitors the

performance of teaching and technical support staff.

2 The HoS monitors the performance of students in the program.

3 The HoS suggests means of developing the section.

4 The HoS allocates appropriate work load to teaching and technical

support staff

5 The HoS ensures the preparation of teaching material necessary

for theoretical and practical work.

6 The HoS participates in the development, implementation and

evaluation of educational programs.

7 The HoS participates in the development, implementation and

evaluation of training plans and programs.

8 The HoS identifies obstacles related to smooth running of

educational and training programs and recommends solutions.

9 The HoS identifies the section needs for equipment, tools and

materials, and supervises the setting of their specifications in

cooperation with staff on one hand and the department resource

coordinator on the other.

10 The HoS monitors student academic counseling within his section.

11 The HoS together with the OJT Coordinator monitors the student’s

on-the-job training.

Department/Section Date:

HoS name:

Year: 2009/2010

Semester: 1st

Semester

2nd

Semester

Summer


4 3 2 1

NA Strongly

Agree


Disagree



12 The HoS evaluates staff performance and forwards the summary

report to the HoD on time.

13 The HoS checks and approves the mark / grade sheets and

endorses them to the examination committee.

14 The HoS regularly attends department council meetings and

actively contributes to council deliberations and decisions

15 The HoS carries out any other tasks assigned by the HoD

16 The HoS suggests allocation of teaching loads, academic advising,

Course Project and OJT load and, coordinates with those

concerned in this regard.

17 The HoS actively participates and contributes in the preparation of

the department’s operational plan and annual reports.

18 The HoS identifies the needs for teaching and technical support

staff and report these to the HoD.

19 The HoS proposes and recommends staff management actions

such as promotion, recognition, severance, etc.

20 The HoS contributes to the setting up of ad-hoc or permanent

committees to stimulate educational, training, or extra-curricular

activities in the department.

21 The HoS sets a good example for other members of his / her group

in academic and administrative matters.

Overall Evaluation

22 Overall, the HoS meets the expectations of the HoD.

Suggestions for improving the section and the performance of the HoS (attach additional sheets if

necessary):

NAME AND SIGNATURE OF HOD

PRINT NAME SIGNATURE DATE



4 3 2 1

NA Strongly

Agree


Disagree

1 The HoS supervises the section's activities and monitors the

performance of teaching and technical support staff.

2 The HoS monitors the performance of students in the program.

3 The HoS welcomes suggestions of improving the curriculum and

instruction of the section.

4 The HoS allocates appropriate work load to teaching and technical

support staff.

5 The HoS ensures on and in time the preparation of teaching

materials necessary for theoretical and practical work.

6 The HoS initiates means of evaluating and improving the

educational programs of the section.

7 The HoS plans and implements training for the staff in his / her

section.

8 The HoS identifies obstacles related to the smooth running of the

section and implements concrete solution / decision to problems

as long as it falls within his / her jurisdiction.

9 The HoS works closely with the staff concerned to resolve

individual student problems equitably.

10 The HoS identifies the section needs for equipment, tools and

materials, and supervises the setting of their specifications in

cooperation with staff on one hand and the department resource

coordinator on the other.

11 The HoS monitors student academic counseling within his / her

section.

12 The HoS is fair in the allocation of teaching loads, academic

advising, course project and other duty hours of his / her staff.

13 The HoS presents and discusses with the staff the departmental

Section / Unit Date:

HoS Name:

Year: 2011/2012

Semester: 1st

Semester 2nd

Semester Summer



operational plan and ensures its implementation.

14 The HoS evaluates staff performance objectively.

NAME AND SIGNATURE OF HOD

PRINT NAME SIGNATURE DATE

15 The HoS regularly conducts meetings to update the staff about

what is happening in the section and department, and to discuss

or deliberate on some issues concerning the section or

department.

16 The HoS empowers his / her staff by designating or assigning

duties and responsibilities when needed

17 The HoS prepares and presents to the staff and students the

section’s annual activity plan at the beginning of the academic

year for deliberation and finalization before its implementation

and in the long run its evaluation

18 The HoS is fair in recommending teaching and technical staff to

the HoD for their professional development.

19 The HoS is fair in proposing and recommending staff management

actions such as promotion, recognition severance etc.

20 The HoS sets a good example for other members of his / her group

in academic and administrative matters.

Overall Evaluation

21 Overall, the HoS meets the expectations of his / her staff.


Orientation of New intake

Gender: Male Female

Department: Applied Sciences

For each item below, encircle the number in the scale

that best fits your judgment.

Survey Items

Scale

P

O

O

R

GOOD

E

X

C

E

L

L

E

N

T

How do you rate the importance of the orientation? 1 2 3 4 5

How do you rate your opportunity to get involved? 1 2 3 4 5

How do you rate the quality of presentation? 1 2 3 4 5

How do you rate the information dissemination about the orientation? 1 2 3 4 5

How do you rate the quality of visual aid used in the presentation? 1 2 3 4 5

How do you rate the facilitator? 1 2 3 4 5

How do you rate the venue of the orientation? 1 2 3 4 5

How do you rate the medium of communication used by the facilitator? 1 2 3 4 5

How do you rate the time allotted to the orientation? 1 2 3 4 5

How do you rate the timing of the orientation? 1 2 2 4 5

How do you rate the usefulness of this orientation? 1 2 3 4 5

Overall, how do you rate this orientation? 1 2 3 4 5



What do you like to see different in the next orientation?

Any other comments?

Thank you for your time and valuable input. Your feedback will be taken into consideration.

Department of Applied Sciences


Model Lecturer / laboratory technician AWARD

Judging Criteria

Name of Lecturer / Technician:

Section: Date:

For each item below, encircle the number in the rating scale

that best fits your judgment. (Rating Scale: 1 being the lowest and 5 being the highest and 3 being the average)

Judging Criteria RATING SCALE

KNOWLEDGE AND SKILLS (as perceived by the heads, peers and students)

Result of staff appraisal for past two years 1 2 3 4 5

LOYALTY AND COMMITMENT

Contribution and participation in the development of the department, in particular

and the college, in general

1 2 3 4 5

WORKS ETHICS

Willingness to assist his / her superiors in administrative works and other tasks

that maybe assigned to him / her

1 2 3 4 5

QUALITY OF WORK

Neatness, accuracy, dependability of results 1 2 3 4 5

DEPENDABILITY

Works well even with minimum supervision 1 2 3 4 5

APPEARANCE

Propriety in his / her attire (dress code) and personal grooming habits 1 2 3 4 5

JUDGEMENT

Ability to think intelligently and make decisions logically 1 2 3 4 5

QUANTITY OF WORK

Quality of work produced and promptness of completion under normal conditions

and the ability to meet time schedules

1 2 2 4 5

RESPONSIBILITY FOR WORK

Attitudes toward work goals -- e.g., responsible performance of job, responsible

care of equipment used, utilization of time, ability to self-direct, etc.

1 2 3 4 5

COOPERATION 1 2 3 4 5



Ability and willingness to work with others for the best interests of all concerned;

willingness to accept other assignments; ability to be flexible in various jobs

INITIATIVE

Ability to originate or develop constructive ideas and take necessary steps to get

things done

1 2 3 4 5

PUNCTUALITY AND ATTENDANCE

Faithfulness in coming to work as scheduled and conforming to scheduled work

hours

1 2 3 4 5

COMMUNICATION

Ability to understand written/oral information and describe thoughts, feelings, and

actions

1 2 3 4 5

TOTAL


TRAINING NEEDS ANALYSIS QUESTIONNAIRE

Name of Lecturer:

Section: Date:

Based on your personal reflection and assessment, which of the following topics for training / seminar/ workshop (staff development) you need most. You can have more than one choice. Please rank your choices according to your priority. The

result of this TNA together with the result of staff evaluation / appraisal conducted by the HoSes will be used in the planning of in-service trainings for staff

professional development,

Topics Rank

Test Construction (How to prepare test questions) and the art of

questioning

Item Analysis and Test Banks

How to prepare slide presentations for lectures (Powerpoint)

How to write objectives and learning outcomes

Writing handouts and other instructional / teaching materials

Writing proposals and scientific papers

How to use the excel program

How to prepare the grade sheets and other documents that must be

submitted to the examination committee

Effective teaching strategies

How to speak and write Standard English

Basic Arabic Verbal Communication

Dress Code and Business Attire

Other topic/s (please specify below and include them in the ranking)

Thank you very much for your cooperation.



DAS Assessment Form 1 - General Assessment Form

Course Title Course Code Semester

Lecturer Year Section

Student Details Theory ( 85%) Practical

(15%)

Final

Total

Grad

e S # I.D. Name

Test (A) C.W (B) Mid-

Term (C)

Final

(D)

Total (E) =

(A + B + C + D) C.W (F) (E + F)

10% 5% 20% 50% 85% ### 100%

1 75090 Amal Abdullah Al- Busaidi 5.0 3.0 18.0 38.0 64.0 ### 76 B-

2

3

4

5

6

7

8

9

10

11

12

Total No. of Students Name of the Lecturer

No. of Students

Passed Signature

No. of Students Failed Date

Note: This form is to be processed by the course lecturer and submitted to the Examination Department.


DAS Assessment Form 2 - Analytical Chemistry Assessment Form

Course Code Course Title Semester


Student Details Theory ( 70 % ) Practical (30%) Final

Total

(E +

H)=

100%

Grade

S # I.D. Name

Test

(A)

C.W

(B)

Mid-Term

(C)

Final

(D)

Total E =

(A+B+C+D) P.C.W

(F)

Final

Practical

(G)

Total

H = (

F+G)

10% 10% 20% 30% 70% 10% 20% 30%

1

2

3

4

5

6

7

8

9

Total No. of

Students Name of the Lecturer

No. of Students

Passed Signature

No. of Students

Failed Date



DAS Assessment Form 3- Technique Courses Assessment Form

Course Code Course

Title Semester


Student Details Practical (80%) Theory (20%) Final Total

Grade S # I.D. Name

C.W (A) Final (B) Mid Term (C) (A + B + C)

30% 50% 20% 100%

1

2

3

4

5

6

7

8

9

10


No. of Students Passed Signature




DAS Assessment Form 4 - Project I A & II A Assessment Form



Students' Details

Finding

Information

(A)

Plan of

Action

(B)

Laboratory

performance

( C )

Laboratory

notebook

(D )

Progress

report

(E)

Viva

( F )

Total

(A+B+C+D+E+F) Grade

S# I.D. Name 10% 10% 30% 15% 20% 15% 100%

Total No. of Students :

No. of students Passed :

No. of students Failed :

Note: This form is to be processed by the course lecturer and submitted to the examination department.


DAS Assessment Form 5 - Project I B & II B (Biology) Assessment Form

Course

Title Course Code Semester


Students' Details

Laboratory

performance

(A)

Laboratory

notebook

(B)

Interpretation

of results

( C )

Report

( D )

Presentation ( E

)

Total (F) =

(A+B+C+D+E) Grade

S# I.D. Name 20% 5% 25% 25% 25% 100%

Total No. of Students : Name of the Lecturer

No. of students Passed : Signature

No. of students Failed : Date

Note: This form is to be processed by the course lecturer and submitted to the examination department


DAS Assessment Form 6 - Project IB & IIB (Chemistry) Assessment Form



Students' Details

Plan of

Action

( A )

Laboratory

Performance

(B)

Laboratory

Note Book

( C )

Report

(D)

Presentation

(E)

Viva

(F)

Total (G)=

A+B+C+D+E+F Grade

S# I.D. Name 5% 20% 5% 50% 10% 10% 100%

Total No. of Students : Name of the Lecturer: No. of students Passed : Signature:

No. of students Failed : Date:

Note: This form is to be processed by the course lecturer and submitted to the examination department.


DAS Assessment Form 7


DAS Assessment Form 8


Instructions to students:

a) Use black/blue ink or ballpoint pen. Writing with pencil is not allowed.

b) Answer all questions in the space provided.

c) Students are not allowed to possess mobile phones in the examination hall.

SECTION A Multiple choice questions 5 marks

Test-1

Name: I.D No:

Academic Year : 2012-2013 Semester: 1

Title of the Course: Organic Chemistry 1 Course Code: ASAC3112

Section No: 1 Level

Date: 07-10-2012 Time : 30 mins

Lecturer: RNU Total Marks : 20 marks

1. Which of the following molecules contains a sulfide functional group?

A B C D

CH3-CH2-S-CH3S

O

H2SO4S

S

a)

b)

c)

d)

A

B

C

D

DAS Exam Form 1a



Test-1 – MARKING SCHEME

Name: I.D No:


Title of the Course: Organic Chemistry 1 Course Code: ASAC3112

Section No: 1 Level

Date: 07-10-2012 Time : 30 mins

Lecturer: RNU Total Marks : 20 marks

1. Which of the following molecules contains a sulfide functional group?

A B C D

CH3-CH2-S-CH3S

O

H2SO4S

S

a)

b)

c)

d)

A

B

C

D

DAS Exam Form 1b


a) Use black/blue ink or ballpoint pen. Writing with pencil is

not allowed.


c) Any rough work should be done at the back side of the

paper.

d) Non- programmable calculators may be used.

e) You must finish writing within time allowed for the paper.

f) Untidy work will be penalized.

g) This test consists of three sections

h) Mobile phones are to be switched off before entering the

examination hall.

i) Please make sure to take away your belongings while

leaving the examination hall, Reentry into the hall is

prohibited during the duration of the exam and allowed

only when the exam time is finished

Information:

Section A: Consists of 8 multiple choice questions with one mark

each making a total of 8 marks.

Section B: Consists of 8 short - answer questions with variable

marks making a total of 22 marks.

Q.No. Marks Score

Section A

1 - 8

Section B

9

10

11

12

13

14

15

16

TOTAL 30

Mid-Semester Examination

Name: I.D No:


Title of the Course: Chemistry -1 Course Code: ASAC 1204

Section No: 1 Level:

Duration : Time :

Date: 50 minutes Total Marks : 30 marks

DAS Exam Form 2a



MID- SEMESTER EXAMINATION - MARKING SCHEME


Title of the Course: Chemistry 1 Course Code: ASAC 1204

Section No: 1 Level:

Duration : Time :

Date: Total Marks : 50 minutes

Examiner: Moderator:

1. Sublimation is :

a)

b)

c)

d)

the process in which a solid directly changes to gas.

the process in which a solid changes to liquid.

the process in which a liquid changes to gas.

the process in which a liquid changes to solid.

2. Molar volume is :

a)

b)

c)

d)

12.4L at S.T.P

41.2 L at S.T.P

22.4 L at S.T.P

42.2L at S. T .P

DAS Exam Form 2b



not allowed.


c) Any rough work should be done at the back side of the

paper.





h) Students are not allowed to possess mobile phones in the

examination hall.

i) Please make sure to take away your belongings while

leaving the examination hall, Reentry into the hall is

prohibited during the duration of the exam and allowed

only when the exam time is finished

Information:

Section A: Consists of 15 multiple choice questions with one

mark each making a total of 15 marks.

Section B: Consists of ---- short answer questions with variable

Q.No. Mark Score

Section A

1 - 15 15

Section B

16 2

17 3

18 2

19 4

20 3

21 4

22 4

23 3

24 3

25 2

Section C

26 5

27 5

28 5

TOTAL 60

FINAL EXAMINATION

Name: I.D No:


Title of the Course: Course Code:

Section No: 1 Level: Diploma Year 2

Duration : 2hours Time :

Date: Total Marks : 60 marks

DAS Exam Form 3a


SECTION A Multiple choice questions 15marks

1. A method of shooting DNA into animal or plant cells by DNA coated pellets under pressure at

high velocity is referred as ____________

a)

b)

c)

d)

electroporation .

microprojectile bombardment.

microinjection.

electrophoresis.

FINAL EXAMINATION - MARKING SCHEME


Title of the Course: Introduction to Biotechnology Course Code: ASAB 2308

Section No: 1 Level: Diploma Year 2

Duration : 2hrs Time : 8.30 – 10.30 a.m

Date: 60 marks Total Marks : 60 marks

Examiner: SAI Moderator: NSB

DAS Exam Form 3b



not allowed.


c) Any rough work should be done at the back side of the paper.





h) Students are not allowed to possess mobile phones in the

examination hall.

i) Please make sure to take away your belongings while leaving

the examination hall, Reentry into the hall is prohibited during

the duration of the exam and allowed only when the exam

time is finished

j) Please call the invigilator to show the steps wherever

necessary

Information:

Section A: Consists of 3 questions with variable marks each

making a total of 25 marks.

Section B: Consists of 2 questions with variable marks making a

total of 20 marks.

Section C: Consists of 2 questions with variable marks making a

total of 15 marks.

Q.No. Mark Score

Section A

1 12

2 3

3 10

Section B

4 12

5 8

Section C

6 9

7 6

Total 60

Final Technique Examination

Name: I.D No:


Section: Level: Diploma year- I

Title of the Course: Laboratory Techniques (Biology) Course Code: ASAC1203

Duration: 3 hrs Time : 08:00-11:00 a.m

Date: 08-12-2012 Total Marks : 60

DAS Exam Form 4


MODERATOR’S ASSESSMENT FORM

MODERATOR’S ASSESSMENT FORM

Instructions: Please moderate the draft paper and complete the sections in this form. Sign and date

the form in the space provided.

Academic Year Semester

Course Title Course Code

Level Section No.

Examination Date Examination Time

Name of the

examiner

Signature of the

examiner

Moderator (1) Moderator (2)

Enclosures:

Draft Papers Marking Scheme

Key Version I Version II Version III Version IV

Date / Time of

receiving the paper

Date / Time of

returning the paper

Approved /

Not Approved

Signature of the

moderator

DAS Exam Form 5


Question

# Comments

Paper Approved Paper Approved as Amended

Paper Approved subject to above comments Paper Not Approved

Signature of the Moderator (s) ________________________ Date __________________________


Final Exam Semester Date Day Time Course Code Course Title Examiner Moderator / Cell Number Section Location No of Students Invigilator Exam. Room Contact No.

DAS Exam Form 6

DAS Forms, Guidelines, Policies and Procedures _February 2013_v.1

Higher College of Technology

FINAL EXAMINATION

Course Title & Course

Code

Lecturer

S # ID. Student's Name

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

17

The signatories above hereby certify that the invigilators have read out the instructions and warnings pertaining to use of

unfair means, and that the instructions are clearly understood.

Number of Students

Present

Number of Students

Absent

Exam Date & Day

Name of the Invigilators

DAS Exam Form 7

and Procedures _February 2013_v.1

Higher College of Technology Department of Applied Sciences

FINAL EXAMINATION - ATTENDANCE SHEET

Section

Venue

Students Details

Student's Name Signature


unfair means, and that the instructions are clearly understood.

Total number of

Students

Exam Time

Signature of the

Invigilators

Page 73 of 228

Department of Applied Sciences

Signature Comments


Total number of

Exam Time

Signature of the

Invigilators


STUDENT IDENTIFICATION FORM

I hereby certify that _____________________________________ ID. No. _______________________

is my student / advisee who is currently registered for ______________________________

course this semester.

Name of the Lecturer/Advisor: Name of the Invigilator:

Signature: Signature:

Date: Date:

DAS Invigilation Form 1


S # Observations

Venue

If the observation is (No) then

what action was taken to solve the

problem?

1

Furniture was sufficient for the rooms.

Yes No

2

Illuminations and A.C were adequate

Yes No

3

Both invigilators were present.

Yes No

4

Both invigilators were standing/taking

rounds

Yes No

5

Students’ / bags / books were collected.

Yes No

6

Students’ calculators were checked

Yes No

7

Mobile Phone were Switched Off

Yes No

8

Students’ ID Cards were Checked

Yes No

9

Any cheating case reported?

Yes No

If yes:

Name of student:

ID:

Course title:

10 Extra observations:

Supervisor Signature Date

Examination Officer Signature Date

Supervisor’s Report Form

Name of Supervisor: Date :




INVIGILATOR’S REPORT FORM

(TO BE USED ONLY IF REQUIRED)

STUDENT’S NAME

STUDENT’S ID

STUDENT’S TELEPHONE No.

COURSE CODE

COURSE NAME

STUDENT’S DEPARTMENT

SEMESTER

EXAMINATION DATE: EXAMINATION TIME: TO:

BRIEF DESCRIPTION OF THE OCCURRENCE: Indicate type of occurrence, e.g., use of unfair means, student falling sick, failure of services like electricity, air conditioning, computer systems, etc. Details are required in case of use of unfair means. (Use additional page if necessary)

Time of occurrence:

Action taken:

Name & Signature of Invigilator 1: __________________________________________________________


Name & Signature of Course Lecturer: _______________________________________________________

(In case of use of unfair means)



STUDENTS APPEALS AGAINST EXAMINATION RESULTS

Date of Appeal:

Name of Student:

ID No.

Course:

Section:

Name of Lecturer:

HoS Feedback:

A. Continuous

assessment

B. Midterm

C. Final Exam Analysis MCQs:

Equations (keywords)

Diagrams (keywords)

Problems (keywords)

Questions not attempted at all (keywords):

Decision:

Grade changed

Remarks:

No change in grade

Lecturer’s name:_______________________________ Signature: _________________

Date: ____________________

Lecturer’s name _______________________________ Signature: ________________

Date: ____________________

HoS name ____________________________________ Signature: _________________

Date: ____________________

DAS Appeal Form 1


REGISTRATION, EXAMINATION AND SCHEDULING DEPARTMENT PLAN

Note: This form is to be filled by HoD/HoS for all courses to be delivered from the department for all specialisations

DEPARTMENT: SPECIALISATION: ACADEMIC YEAR: SEM/TERM: DATE:

No.

Course Code

Course

Title

Credit Contact No. of No. of Total Contact Hrs No. of No. of Total

Level Sem Hrs Hr/wk Sec Sec Biol Chem Phys Esci Total Total Student Student No. of

Th P Theory Prac Theory Prac Theory Prac Theory Prac Theory Prac Th hrs

Pr hrs Theory Prac Students

Total 0 0 0 0 0 0 0 0 0

DAS Form TC3


DAS Timetabling Form 2


Section: ____________________________

PRACTICAL ACTIVITY REQUIREMENTS

Name of Lecturer:_________________________ Request Date:________________________

Request Time: ________________

Laboratory/Room:________________________ Date requested for:____________________

Period requested for:______________________ No. of sets:__________________________

Course Title & Code: ___________________________________________________________

Title of Experiment:_____________________________________________________________

______________________________________________________________________________

S. No ITEMS QTY/UNITS COMMENTS

Lecturer Signature:_______________________ Technician Signature: ___________________

DAS Lab Form 1


INCIDENT REPORT FORM

Student

ID Number Mobile No

Course Level

Course Timings

Course Lecturer

Advisor

Date Incident No.

Applied Biology Chemistry Environmental Science Physics

Type of Incident

Breakage of glassware

Loss of laboratory coat

Damage of equipment

Damage of furniture

Others, please specify

___________________________

___________________________

___________________________

Summary of incident

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

(PRINT NAME OVER SIGNATURE)

_______________________

Student

_______________________

Course Lecturer

_______________________

Technician-in-charge

DAS Lab Form 2


Guidelines


Guidelines on

FAIR CONDUCT OF EXAMINATIONS

Guidelines on

Fair Conduct of Examinations

Preamble :

It is the policy of the Higher College of Technology to have zero tolerance for cheating and plagiarism by students. All members of teaching staff are expected to be well versed with Articles 77, 78 and 79 which deal with discipline, and particularly Article 80 which addresses cheating. In case of detection of a case of cheating, it is important to collect/ record the evidence immediately at the time of occurrence/ detection of the cheating, otherwise at a later stage it may be difficult to prove that the student is guilty of cheating or attempting to cheat.

These instructions are primarily meant to prevent occurrence of use of unfair means, and in case such an event does occur, specifies actions to be taken to ensure that evidence is properly recorded so that necessary disciplinary action may be taken by the concerned authorities.

Following instructions are issued for compliance by all concerned.

1. Preparatory actions .

a. The Examination halls will be kept locked and shall be opened only 20 minutes before the start of the examination.

b. One day before the start of the examinations arrangements shall be made by the administration to ensure that all rooms designated for holding of examinations are cleaned and that all desks are free from writing of any type.

c. Layout of the classroom . There should be sufficient space between the desks/ seats of the students so that students are not able to see the papers of other students and are not close enough to be able to pass any piece of paper, etc to each other. The teacher’s desk should not be placed so close to a student’s desk that a student could pick up a paper from the teachers desk.

d. There should be no loose papers lying around in the examination room.

e. Students will be allowed into the examination room only after the above points have been verified.

f. Students will be asked to take desks as per instructions of the invigilator. Students may not be allowed to pick out desks of their own choice.

g. Students will not be allowed to bring their notes/ papers next to their desks. The students will be instructed to keep their notes, textbooks, etc at a point designated by the invigilator, so that students do not have any access to their notes during the examination.


h. Attendance sheet to be signed by all the student s shall carry a statement that the invigilator has read out the instructions and warni ng pertaining to use of unfair means, and that the instructions are clearly unders tood.

i. The invigilator should take the telephone number of the course lecturer so that there is no difficulty in contacting him/her should the need arise.

j. The instructions / warning sheet is attached as Annexure A to this instruction.

k. All Invigilators shall read these instructions well before the start of an examination including the notice for students given at Annexure “C”.

l. Additional Instructions for invigilators are given at Annexure “D”.

m. Guidelines for HODs are attached as Annexure “E”

2. Actions just prior to the start of an examination .

a. When all students are seated, the invigilator shall read out the instructions given at Annexure “A” to this instruction.

b. If a student identifies a desk which is unsuitable in light of the warning read out to the students, the invigilator may either place the student at any other vacant desk or arrange to have that particular desk replaced.

c. All mobile phones, blue tooth devices, or any other communication device shall not be allowed to be kept in possession of the students taking an exam. All such devices shall be deposited in a box to be kept in the exam hall for this purpose. Female invigilators are authorized to check girls students under the headscarves for presence of Bluetooth devices

3. Vigilance during the examination. The invigilators shall exercise thorough vigilance during the conduct of the examination, so that no student finds an opportunity to use unfair means.

4. Actions upon occurrence of use of unfair means.

a. Talking/ whispering/ signaling : If a student is found to be attempting such an action, the invigilator in the first instance will just give a discrete warning. If the behaviour persists, treat it as use of unfair means.

b. Immediately withdraw the exam paper from the student.

c. Invigilator who notices the use of unfair means should immediately take possession of any paper material, ruler, calculator etc. that is being used by a student for unfair means. Later he/ she should sign on it or attach a paper with the evidence with his/her signature.

d. In case the invigilator suspects that a student has some cheating materials in his/ her pocket or handbag, politely ask the student to empty the pockets/ handbag. If the student refuses, arrange to call the security to do the searching of the pockets/ handbag. In case of a female student call for help from Student Affairs. Do not put your hand in the student’s pocket or handbags to check for suspe cted material .

e. Call the Lecturer concerned for the course and show the evidence to him/ her to verify if the material is relevant to the exam. If it is not relevant, the exam paper may be returned to the student and the student be allowed to continue with the exam. If the material is found to be relevant, then the student will not be allowed to continue the exam. In case the student is not at fault and is allowed to continue with the exam, appropriate extra time may be allowed by the invigilator for that student.


f. Get the signature of the other invigilator on the evidence.

g. The student should immediately be taken to the HOS/ HOD by the course lecturer for the exam with a report from the invigilator on the form attached as Annexure “B”. A signed statement should be taken from the student regarding the issue. Also take the telephone number of the student and write it on the invigilators report form. The student will not be allowed to leave the college premises.

e. If the evidence is written on the table or desk or wall etc., then HOS/ HOD to immediately arrange photographing of the evidence.

f. After completion of all the above actions, HOD or in the absence of the HOD, the HOS will submit an occurrence report to the Dean, for immediately convening a meeting of the Disciplinary Committee. In absence of the Dean, the Assistant Dean Academic Affairs will conduct the meeting and in absence of the Assistant Dean Academic Affairs, any available HOD of any other department will conduct the meeting of the disciplinary committee.

i. If the committee requires, the student will be interviewed by the committee members. The Disciplinary Committee shall complete the proceedings in a continuous sitting until a decision is taken.

j. After completion of the proceedings of the disciplinary committee, the student shall be allowed to leave the college premises.

5. General Instructions for students to be permanently put on the notice boards are attached as Annexure “C”.


ANNEXURE “A”

Announcement/ Warning at the start of an examinatio n

1. Use of any unfair means in the examinations is a punishable offense.

2. The Punishment for use of unfair means for the f irst time is that the student will be declared FAIL for that course and will not be allow ed to register for the next semester and will be deprived of stipend for the ne xt semester in accordance with Article 80 of the Bylaws. Use of unfair means for a second time will result in dismissal from the college.

3. If any student is found using unfair means, then the exam paper shall immediately be withdrawn from the student and he/she shall not be allowed to continue with the paper.

4. Using any notes, whether written on paper or on any part of your clothing or body, will be considered as use of unfair means.

5. Please examine your desk/ table. If anything is wri tten on it and it is found to be relevant to this examination, then it is YOUR respo nsibility to inform the invigilator before the exam starts so that your tab le is changed or you are asked to sit on any other table/ desk .

6. If it is found during the examination that your table has notes on it relevant to the examination, it will be considered as use of unfair means.

7. Similarly if any item in your possession like calcu lator, ruler, eraser, etc is found to have anything written on it which is relevant to the exam, it will be considered as use of unfair means .

8. It is not necessary that you actually use the un fair material in your possession for the exam. If material relevant to the exam is found in your possession, it shows your intent and will be considered as use of unfair means.

9. Please take out your Valid IDs (College ID, Nati onal ID or Driving license) and keep it on your respective desks. Students without a val id ID are to go to the Course lecturer/Academic advisor with Students identificat ion form and get it signed. Students without proof of ID or signed Identificati on form will not be allowed to take the exam. No extra time will be granted to suc h students.

10. Please switch off your mobile phones and put th em next to your respective desks on the floor. If a student’s mobile phone rings dur ing the exam, invigilators will switch off the mobile phones and allow the student to continue the exam and report him to the examination supervisor who, in tu rn, will inform the HoD. The HoD then will issue a warning letter to the student .

11. If any student is still found to be in possessi on of a mobile phone, blue tooth or any other communication device during the exam, the exam paper of that student shall be withdrawn immediately and the student shal l be awarded a grade of FAIL in that exam.

12. Communicating with other students whether whispering, making signals or by any other means will be considered as cheating, and action will be taken accordingly.

13. All students, particularly female students are not allowed to keep their handbags at their desks during the exam. Students are allowed to keep only materials like pen, pencil, eraser, calculator required for writing the exam. Superfluous items shall not be allowed to be kept on or near the desks.


ANNEXURE “B”

INVIGILATOR’S REPORT FORM

(TO BE USED ONLY IF REQUIRED)

STUDENT’S NAME

STUDENT’S ID

STUDENT’S TELEPHONE No.

COURSE CODE

COURSE NAME

STUDENT’S DEPARTMENT

SEMESTER

EXAMINATION DATE: EXAMINATION TIME: TO:

BRIEF DESCRIPTION OF THE OCCURRENCE: Indicate type of occurrence, e.g., use of unfair means, student falling sick, failure of services like electricity, air conditioning, computer systems, etc. Details are required in case of use of unfair means. (Use additional page if necessary)

Time of occurrence:

Action taken:



Name & Signature of Course Lecturer: _______________________________________________________

(In case of use of unfair means)


Annexure “C”

INSTRUCTIONS FOR STUDENTS TAKING AN EXAMINATION

1. Students should bring their ID cards with photo for the examination and produce it whenever asked. Students without ID card s will not be allowed to write the exam.

2. Students must be present inside the examination hall 15 minutes prior to start of the examination .

3. Students arriving late shall not be allowed to enter the examination room/ hall 30 minutes after the start of the examination. Students arriving late shall not be allowed extra time, unless permitted by HOS due to medical reasons. Late arrival due to traffic rush will not be accepted as an excuse.

4. Mobile phones, blue tooth devices or any other communication device, including calculators with infrared transmission capability will not be allowed in the exam hall/ room. If any student is found to be in possession of a mobile phone or any other communication device during the exam, the exam paper of that student shall be withdrawn immediately and the student shall be awarded a grade of FAIL in that exam.

5. Students shall bring their own pen, pencil, eraser, calculator, etc. Exchanging or sharing of resources shall not be permitted inside the examination room.

6. Students shall write their exams using a PEN ONLY. Pencils shall be used only for diagrams.

7. Dictionary or any translator gadget shall not be allowed inside the examination hall.

8. Use of any unfair means in the examinations is a punishable offense.

9. The Punishment for use of unfair means for the first time is that the student will be declared FAIL for that course and will not be allowed to register for the next semester and will be deprived of stipend for the next semester in accordance with Article 80 of the Bylaws. Use of unfair means for a second time will result in dismissal from the college.

10. If any student is found using unfair means, then the exam paper shall immediately be withdrawn from the student and he/she shall not be allowed to continue with the paper.

11. Using any notes, whether written on paper or on any part of your clothing or body, will be considered as use of unfair means.


12. Please examine the desk/ table assigned to you. If any thing is written on it and it is found to be relevant to this examination, then it is YOUR responsibility to inform the invigilator before the exam starts so that your table is changed or you are asked to sit on any other table/ desk.

13. If it is found during the examination that your table has notes on it relevant to the examination, it will be considered as use of unfair means.

14. Similarly if any item in your possession like calculator, ruler, eraser, etc is found to have anything written on it which is relevant to the exam, it will be considered as use of unfair means.

15. Talking, whispering, making signals or communicating by any means with other students during an examination will be considered as use of unfair means and action will be taken by the invigilator accordingly.

16. It is not necessary that you actually use the unfair material in your possession for the exam. If material relevant to the exam is found in your possession, it shows your intent and will be considered as use of unfair means.


Annexure “D”

ADDITIONAL INSTRUCTIONS FOR INVIGILATORS

1. Attention of the invigilators is directed to Paras 1 to Para 4 of the main instructions.

2. Invigilators should collect the question papers 30 minutes before the start of an examination, along with a blank attendance sheet. Attendance sheet to be signed by all the students shall carry a statement that the i nvigilator has read out the instructions and warning pertaining to use of unfai r means, and that the instructions are clearly understood .

3. All invigilators should be present in the Examination hall/ room 20 minutes before start of an examination.

4. Students without ID card shall not be allowed to take the examination.

5. Students arriving late shall not be allowed to enter the examination room/ hall 30 minutes after the start of the examination. Students arriving late shall not be allowed extra time, unless permitted by HOS due to medical reasons. Late arrival due to traffic rush will not be accepted as an excuse.

6. No student will be allowed to leave the examination hall until at least 35 minutes after the start of the exam.

7. Invigilators shall check the ID card of the student while getting signatures from the students on the attendance sheet, and also initial/ sign on the cover page of the student’s exam paper. The desk of the student will again be looked at for any writing on it at this time.

8. While signing on the cover page, invigilators to please ensure that the student has written his/her name ID number and section on the cover page of the exam paper. Please also check it is in ink as pencils are not allowed to be used for this purpose.

9. Invigilators are advised to turn their GSMs to Silent mode for the duration of the examination.

10. Invigilators are requested not to be seated while invigilating.

11. Invigilators are advised not to chat among themselves during the examination.

12. Invigilators are expected to exercise a high degree of vigilance during the examination and are therefore strictly advised not to do any other work during the exam.


Annexure “E”

Guidelines for Heads of Departments

1. Examinations are a very important measurable factor of the college and consistency of standard has to be maintained at all levels starting from formulating of question papers, conduct of exam, marking to analysis of results before approval.

2. Conduct of clean and transparent examinations has a direct bearing on our standard and reputation with the students and hence the society that we live in. If we allow examinations to be conducted in a lax manner, the word will get out to the industry and the parents that we are not a fair institution, and we shall lose respect.

3. These guidelines are meant to generate consistency of standards across all departments, and should be read in conjunction with the whole of the instructions contained in this document.

4. Guidelines:

a. Two invigilators must be assigned for each examination. If the class has boys and girls, then preferably one invigilator should be a female.

b. To ensure that all invigilators are fully cognizant with the procedure and precautions required for conduct of examinations, HODs should organize training of all their staff. When a new member of staff joins the department, a training session should be arranged.

c. A report that invigilation training has been conducted should be sent to the Assistant Dean Academic Affairs and the HR department of the College. The Departmental Quality Assurance Officers must also maintain records to this effect at the departmental level.

d. HODs should arrange to inspect the designated exam rooms/ halls a day or two before the start of exams to ensure that the conditions are appropriate for conduct of examinations.

e. The course lecturer for an exam should visit the exam hall about 15 minutes after the start of the exam to address any queries that any student may have. The lecturer should remain on call for the duration of the exam. HODs may organize the invigilation duties in such a manner that the course lecturer is not assigned an invigilation duty during the time frame while exams for his/ her course are being conducted.

f. To ensure that examinations are conducted smoothly, each section in a department should have a “Examinations Supervisor of the Day” with following responsibilities:

(1) Overall responsibility for coordination for fair conduct of examinations.

(2) Taking appropriate action in case an invigilator is unable to report on time due to any reason.

(3) Assist the invigilators upon occurrence of a case of Use of Unfair Means by a student.

(4) Give a report to the HOS at the end of the day about conduct of examinations on that day and report any observations about non implementation of instructions or any suggestions for further improvement.


e. At the end of each semester, have a review of the conduct of examinations with all the departmental staff associated with examinations to identify weaknesses and suggest improvements as part of the “Continuous Improvement Effort”.


Guidelines on

Writing, Moderation and Submission of Mid Semester and Final Examination

Questions

WRITING OF THE EXAMINATION QUESTIONS AND PREPARATION OF EXAMINATION PAPERS

1 The draft of the examination papers together with the marking schemes must be

submitted to the moderators 10 working days before the scheduled date of

examination.

2 All examination papers must have a standard format which is prescribed by the

Examination Committee. No changes should be made on the format although it can be

edited if there are items that are not applicable (e.g. calculators may not be needed in

all examinations).

3 Plain simple English that can easily be understood by the students should be used in

writing the questions.

4 The statements or sentences should be grammatically correct and should not have any

spelling mistakes.

5 The questions should be of suitable standard befitting the level of examinees.

6 The number of questions for a particular topic should be proportionate to the time

spent for such topic. More questions should be given to those topics where more time

is spent. This should be true for both objectives and descriptive type of questions.

The multiple choice questions should have four alternatives. As much as possible, “all

of the above” or “none of the above” must not be one of the alternatives.

Objective questions should not be only of recall type. Some questions should require

analysis, interpretation, extrapolation, deduction, application, etc.

7 “True or False”, “Fill-in the Blanks” and “Matching Type” should be confined only up to


Diploma 1 level. Graphs/diagrams can be used for the higher levels.

8 Objective questions will carry 1 mark each. Only ½ a mark for true and false or fill-in

the blanks questions.

9 Ideally the order of questions should be according to sequence of topics covered in

the test / examination

10 Objective questions at all levels should not carry more than 25 % of the total marks

11 The descriptive type of questions should be increased as the level progresses from

Diploma, to Advanced Diploma and B. Tech. Also longer descriptive questions should

be set for higher levels.

12 For descriptive questions, the expected answers and the distribution of marks for the

expected answer should be clearly and properly indicated in the marking scheme.

Relevant/appropriate alternative answers other than what is written in marking

scheme should be considered in checking the examination scripts.

Marking scheme should be written on a standard format that is provided by the

Examination Committee. It should be submitted along with the examination paper for

moderation

13 Where diagrams are given for labeling, diagram should be very neat, clear and arrows

should be drawn horizontally and not in any and every direction

14 If there is any graph on the examination paper, it should be clear and readable.

15 The original draft of the examination paper which was corrected / moderated should

not be thrown away rather it should be re-submitted to the moderator along with the

corrected version of the examination paper. This is to facilitate the checking of

corrections / amendments that have been done on the examination paper.

16 The printing of the examination paper should be supervised by the examiners and

nothing should be left in the printing room.

17 All past final examination papers and marking schemes must be kept in safe custody.

Neither the question papers nor marking schemes should at any stage be accessible to

students.


MODERATION OF THE EXAMINATION QUESTIONS

1 If examination paper is not submitted to moderators 10 working days before the due

date of examination, they must bring this to the attention of HoSes

2 Moderators should not accept the papers if it is not accompanied by detailed marking

schemes and moderation forms.

3 Moderators must make sure that examiners have observed all the guidelines in writing

examination questions and preparation of examination papers. Moderation of

examination questions and the marking schemes must be thorough and comments

recorded on the moderation form. Any shortfall will be the responsibility of both the

examiner and the moderator.

4 Moderators must enter all corrections to be made in the examination questions and its

marking scheme, on the moderation form. If the space provided in the form is not

enough, additional sheets may be used

5 Moderators should be given 48 working hours excluding Thursdays and Fridays to

moderate the paper and marking scheme.

6 Once all corrections, if any, have been made, the examiners must re-submit the original

draft of the examination paper, the marking scheme along with the corrected copy of

the examination paper and the corrected or new marking scheme, to the moderator.

Moderators must check if all corrections have been made. It is only then that

moderators approve the paper and affix their signature along with the date on the

moderation form, examination paper and marking scheme.

7 Moderators and examiners must work together in a spirit of cooperation and avoid ego

clashes. and egoism.

8 Any conflict of opinion between the examiners and moderators should be resolved by

mediation of the concerned HoS.

SUBMISSION OF MIDTERM / FINAL EXAMINATION PAPERS

1 The examination papers must not be printed until the “Moderation Form” has been

duly signed by moderators and vouched by HoSes / Unit Coordinator or his / her

representative.

2 The examination papers along with the two copies of attendance sheet must be placed

in a properly labeled envelope and submitted to the Examination Committee 3 working


days before the scheduled date of examination. The template for the label of the

envelope that has all the pertinent information is provided by the Examination

Committee.

3 Once printed, a copy of examination paper, its marking scheme and the properly filled -

up moderation form must be submitted to HoS / Unit Coordinator or his/her

representative on the day the paper is submitted to Examination Committee.

4 Examiners must not retain with them a copy of the examination paper and its marking

scheme. This is to ensure security of papers before the examination is conducted.

MODERATION OF MID-SEMESTER EXAM. QUESTIONS

1 The same guideline will apply except time factor where ever

mentioned, time factor should be reduced by half

2 Mid-semester examination papers are not to be submitted to

Examination Committee.

3 Papers and marking schemes after moderation and correction are still

to be submitted to HoSes

MODERATION OF TEST QUESTIONS

1 Time factor may again be reduced

2 Coordinators must make sure that where more than one version of papers is

produced, these should be for same duration and of same standard so that one

group of students is not put to advantage/disadvantage over the other


Guideline on Academic Advising and Registration

(To be used from January 2011 onwards)

There have been some changes since the last edition on this issue and, therefore, please

discard the previous guidelines and use this one till further notice. You have received a very

detailed Academic Advising Handbook, yet this outline may be a kind of ready reckoner for you.

A. General information

1. Online Registration

From September, 2010 advising has been automated and registration has become on-line.

Students can now register themselves from anywhere on the globe.

2. Academic Advising

Academic advising is a serious business. It should not be taken lightly. It must be done

constructively and wisely. If in doubt on any point regarding this, you are strongly advised to

consult the head advising committee. If she is not available consult Registrar or HoD or any

other senior staff member.

Auto-advising will be done by the SMS for the existing old students and the non-mixing cases.

All advisors are expected to use the academic module (as before) to check these advised

courses. Advising must be done mistake-free. Any mistake that you make may lead to

complications in registration, student’s timetable etc. The advisors can change the courses

advised by the SMS if the auto-advising is wrong or on the genuine request of ones advisee.

Auto-advising will be not done by the SMS for the new intake students. For the mixing students,

SMS will auto-advise the remaining courses of the lower level only. The courses from higher

level will not be auto-advised. The advisors of all these students are expected to use the

academic module (as before) and advise them.

All advisors must “approve” these advised courses in order to enable their advisees to register

on-line during the registration period. The academic advisors will be held responsible for any

mistake they make. It may lead to unwelcome issuance of a Warning letter from the


Department/College authorities. Three warning letters put together on any related or unrelated

matters can prove lethal.

3. Registration

Registration will be on-line. The dates and timings of registration for each level will be

announced in the College website for the students. Some computer laboratories may be

assigned for individual departments inside the College to facilitate registration for students.

Notices will be displayed directing the students to their respective registration labs.

4. Add/Drop

You advise your advisees firmly that any add/drop or change of sections will not be accepted

after announced date(s) unless there have very genuine documented reason(s).

5. Degree Plan/Audit & College Bylaw

You are less likely to make any mistake if you read this guideline carefully, understand it and

adhere first to Degree Plan/Audit and the College Bylaw. You are strongly advised to:

a) Read the College by-law to understand not only the registration process but other matters

about which you must be ready to answer questions from Oman Accreditation Council (OAC),

Ministerial and College Quality Assurance team. Therefore, please keep your self fully

conversant and updated with the College Bylaw and any amendments made to it from time to

time,

b) Always keep a copy of relevant Degree Plan/Audit for a specific intake and understand these

thoroughly. There are several Degree plans for different intakes. Among other things, the

Degree plan gives you a list and sequence of subjects that are to be followed during a semester

and audit indicates pre-requisites, co-requisites and minimum pass grade for each subject.

Academic advisors of a particular intake should sit together and decide what courses are to be

advised if they have to deviate from Degree/Audit plan.

c) Make yourself familiar with and use multitude of forms that are available for various

purposes.

6. Pre-requisites & Co-requisites

Pre-requisites are subjects that students must complete successfully during a semester before

they are advised or registered for subsequent subjects during the next semester for which

these are pre-requisites.


Co-requisites are subjects that can be offered at the same time as the subject(s) for which these

are co-requisites but if offered separately, the co-requisites(s) must precede the subject(s).

An advisee must not register for a subject unless pre-requisite for that course has been

successfully completed. Science courses must be prioritized while advising as these courses

usually are pre-requisites for other courses to follow and most non-Science courses are offered

every semester.

7. Transcript

Always keep a copy of transcript of each of your advisees. Study these carefully. Make sure that

s/he has passed a subject by referring to the Degree Audit. Grade “F” surely means fail but “D”

and “C- " may not be a pass grade for a subject. Please note that as per College Bylaw a student

is not allowed to register for a subject to improve a grade except “D” grade in a course for the

first time when it is a pass grade.

Therefore, a student has to repeat the subject preferably immediately during the next

semester. If this is not offered during the next semester then, as soon as it is offered they

should register it. Such subjects must be advised first.

If your advisees do not agree with the advised courses, take an undertaking from them that

they do not agree with your advice.

8. Postponement

Advise the students to abandon the habit of postponing their studies any time they like. Make

them see that they will lag behind and will be at serious disadvantage when it comes to job

opportunities. However, if they must, they have to plan it well ahead and must do it before

mid-semester exam, except in emergency cases.

To date postponement is allowed only twice during the entire period of study in the College

including postponement of only one semester after completion of Diploma courses to obtain

a TOEFL score of 500 or band 5 of IELTS.

9. Credit Hours

No of credit hours that can be repeated in any level are:

a) 9 for Diploma,

b) 12 for Higher Diploma and

c) 15 fours for B.Tech.


B. Registration of students that are not on any probation i.e. Clear cases

1. These students have to register for a minimum number of 15 credit hours during a normal

semester, and 6 for summer, however, if a student’s last semester’s GPA is 2.75 or more, they

may register for 18 (15 + 3) credit hours during a normal semester and 9 (6 +3) credit hours

during summer if this is possible. Advise them but please do not force them, they should do this

at their own free will and take a written statement from them. You must do this because if

their CGPA goes down they have the tendency to blame academic advisors for forcing them to

register for more credit hours and they can take you to the court. You do need to protect

yourself.

Please note that all courses except Fundamentals of Biology are of 3 credit hours. This applies

to intake Sept. 07 onwards.

2. If they have 3 credit hours remaining to finish a level, they are allowed to add up these

three credit hours i.e.18 (15 + 3) credit hours no matter what last semester’s GPA is or 21 (18 +

3) if last semester’s GPA was 2.75. Again you advise them but do not force them and if they do

dare, take undertakings in writing that they are doing this because of their own free will.

3. During summer, students are normally allowed to register for 6 credit hours, however if they

have remaining 3 credit hours to finish a level, they will be allowed to register for 9 (6 +3) credit

hours no matter what semester GPA is.

C. Registration of Students that are on Probation I & II

They can be registered for only 12 credit hours during a normal and 6 in summer semester.

They must sign the Students' Undertaking Form.

D. Registration for Mixed Courses

1. The students need to obtain the following Level CGPA or Overall CGPA of:

a) 2.25 at Certificate level to proceed to Diploma level.

b) 2.50 at Diploma level to progress to Higher Diploma level and In house TOEFL score

of 390 or 500 from outside or Band 5 of IELTS,

c) 2.75 at Higher Diploma level to register for B Tech level.

If students have 9 credit hours or less to complete a level, they can be allowed to mix courses

from higher level. The total number of credit hours should not exceed 12 during a normal

semester, and 6 during summer semester.


Mixing is not allowed for Higher Diploma unless they have TOEFL score of 390 0r 500 or Band

5 of IELTS

2. Before letting them register for courses from higher level, assume that they will get grade ‘A’

in the remaining course(s) of 3 credits each from lower level; re-calculate their semester CGPA

or Overall CGPA for the lower level, and if it will not come to 2.25, 2.50, 2.75, they are not

allowed to enroll for any course from higher level.

3. Undertaking must be taken from these students that they will be degraded from the higher

level if after completing what remained to finish at the lower level they will not achieve the

required CGPA at lower level or Overall CGPA of 2.25, 2.50 or 2.75 as the case may be.

The undertaking by the students states that after passing what was the unfinished course if

they do not achieve the required lower level CGPA or Overall CGPA of 2.25 or 2.50 or 2.75 as

stipulated for progression from one level to the other under normal circumstances, they have

to withdraw from the higher level and leave the College with a Certificate, Diploma or Higher

Diploma as applicable after successfully completing OJT and/or EPT as required.

If they fail the subject(s) that was lacking, they will not be allowed to proceed further with

higher level course(s), and they will be withdrawn from higher level course and they shall

have to study failed course(s) only during the next semester and can proceed to higher level

courses if they attain Level CGPA or Overall CGPA of 2.25 or 2.50 or 2.75 as applicable.

4. Mixing is also possible during summer semester. Students can take one course from lower

level and one from higher level. Mixing is allowed only once per level.

For students who have mixed courses, the GPA and CGPA are calculated separately for each

level. The GPA and CGPA of the lower level will be considered for entering and coming out of

academic probation(s).

E. Academic Probations

1. If a student's semester GPA at any time is less than 2.0, Probation Warning 1 is to be issued,

and s/he is to register for 12 credit hours and must sign a Students' Undertaking Form.

A student under academic probation must repeat unachieved courses first and pass all courses

– both unachieved and new ones - for which s/he is registered during the semester

2. A student comes out of Probation at any time if s/he


a) achieves CGPA of 2.0 or more and

b) passes all course(s) that s/he was studying in that semester.

3. Both conditions 2 (a) & (b) have got to be met to come out of probation. If not, they enter

into Probation II and are to be registered for 12 credit hours only.

If these conditions (2 a & b) are satisfied but the Probation I GPA still remains less than 2.0, s/he

enters into a new probation 1.

Unless conditions (2 a & b) are met, Semester GPA of 2 or more is of no consequence for

getting out of probation

4. If s/he gets out of probation then previous probation expires and the subsequent ones start

afresh.

5. If at the end of Probation 2, a student achieves a CGPA of less than 2.0, s/he will be dismissed

without any qualification but will be given a transcript.

6. Critical/ marginal cases

It was suggested by the dean that we have a critical look at the results of students in the range

listed below in case a student needs a change of grade say in two courses or so by just one

mark or so and not by many marks:

2.20 – 2.24

2.45 – 2.49

2.70 – 2.74

Mixing can be done by students on probation, provided the total number of credits does not

exceed 12 during a normal semester and 6 during a summer semester, and the rule for mixing

is satisfied.

7. Students are not placed on academic probation during summer semester irrespective of their

GPA in previous semester. They do have a probation status and will only be registered for 6

credit hours.

8. Results of summer subjects do not place students on probation but for calculating CGPA this

is taken into consideration and it may help students to get out of probation. If s/he still gets

CGPA of less than 2.0, s/he will be placed on probation during the next normal semester.

9. Also note that students that join the College in summer and their summer GPA is less than 2,

are not placed on Probation I during the following September semester.


10. A complete record of Probation Warning letters must be kept by academic advisors and a

copy of this should be sent to HoD.

.

F. OJT

1. If at the end of year 1, a student has a CGPA between 2.0 and 2.24 and has to complete one

subject of Certificate year, s/he may be allowed to register the course together with

Enhancement Training, if so desired. If s/he achieves CGPA of 2.25, s/he will progress to

Diploma level.

Exiting students have to complete all courses at Diploma, Higher Diploma and Degree levels as

applicable before proceeding to OJT.

2. B Tech and other exiting students at different levels may be allowed to combine their OJT

training with one or two unfinished course(s) if it does not clash with their timetable.

The students that can not proceed to Higher Diploma due to TOEFL constraints can do OJT

during summer if only one or two courses are left to complete the level, and then do the

remaining courses during next semester. The same is applicable for Diploma & B Tech

students.

3. The academic advisors must notify immediately OJT Co-coordinator when their advisees

become eligible. If they do not, the advisors will be held responsible for any money the

students have been paid.

H. Reminders

Those that have scored less than 390 TOEFL points at College level should be advised that they

should bring a certificate of 500 TOEFL points from any outside institution verified by English

Language Centre or band 5 of IELTS otherwise, they will not be able to proceed to Higher

Diploma onwards. This must be done with before they proceed to Higher Diploma level or are

allowed mixed Diploma & Higher Diploma courses.

I. Routine matters

1. New students must be given a “Students’ Handbook" and “Students’ guide”. Take the

signature all advisees.

2. New students must fill a departmental registration form (DAS ADV FORM 001)


and to be collected along with two photographs within a week of registration.

3. Tell them to keep you updated on their contact Tel/GSM numbers.

4. Towards the end of second semester of Certificate year you must give your advisees a form

to indicate their preference for specialization in Applied Biology or Applied Chemistry but do

tell them that this does not mean they will get their choice. This will be decided on the basis of

merit. Once completed, give the form to Certificate Coordinator.

5. Whilst registering new students, make a visual assessment of the sizes of the lab coats that

we have to buy for them and let Ms. Saba know within two weeks of start of the semester.

J. Other issues

1. Students’ attendance must be monitored vigilantly. If a student is continuously absent for

two consecutive weeks, academic advisors must be notified. The academic advisor will take

necessary action in informing the Attendance Coordinator after checking his/her absence in

other courses. This information will be passed on to the student affairs and if a student is

absent from all subjects s/he will be dismissed.

2. You must watch student’s being late. Attendance must be marked as soon as class begins and

any student late by more than 5 minutes is to be marked late.

3. Student must be issued a warning letter if their absenteeism reaches 10%, 20% and copies

are to be sent to Attendance Coordinator and academic advisor. If absenteeism reaches 30%,

issue an Exam Debarring letter and inform the Departmental Exam Coordinator. You are

strongly advised to record attendance on the prescribed attendance sheet punctually.

4. You are strongly advised to keep a duly signed statement from the students regarding the

advice you give.

5. If any student is rude to you or other students, report this to HoS immediately.

6. Keep an eye on all students and train them to be disciplined.

7. The students will achieve their qualification based on their overall CGPA which reflects total

achievements of all levels put together and it must reach to 2.0 otherwise they will not receive

the qualification. Please make sure that your advisees know about it.

8. Male students should wear dish dasher of white colour only, should not have long hairs.

Remind them once. If they do not take any notice, send them to HoD.


If there is any inaccuracy or confusion in this guideline, please do not

hesitate to let HoD know about it.


Guidelines on Attendance Monitoring

1 Lessons must begin and finish punctually at the scheduled times. If for some unforeseen

reason the lesson does not finish on time, the lecturer concerned must inform the lecturer

who takes this group next.

2 Lecturers must record the attendance of the class before starting lessons and indicate the

presence by symbol “/”.

3 Absence is to be indicated by symbol "O"

4 Any student that arrives after five minutes of roll call, for whatever reason, is to be marked

"L" for being late.

Three "Ls" will amount to one absenteeism, i.e. one of the three "Ls" is to be changed to

absence indicated by letter “O”.

If a student brings a sick, or a permitted leave note from the Deanship/HoD, the absence is

not to be translated into presence, instead it is indicated by letters "S" (Sick) or "P"

(permitted).

The peculiar note from the College clinic stating that s/he is allowed rest for one/two hours

is not to be taken as a sick note, unless you are convinced that it is genuine

recommendation.

All such cases for Warning letter purposes, these are to be considered as being absent.

6 At the end of the lesson the lecturer must demand the reason for lateness and explain to

the student the consequences of this.

It is not unusual for the students to say that the previous lesson finished late. Such

statements should be checked with the teacher who took him/her for the previous lesson.

If this is true, the students should not be penalised and you should speak to the lecturer(s)

concerned reminding them not to stretch their lessons in future.


7 An Original sick leave referred by College (College form) to a government health center in

Al-Khuwair or any other government health center only should be accepted.

The students should be told to submit medical certificates to the advisor. The lecturers

must remind the students that the medical certificates must be submitted speedily as soon

as they return to the College. Backdated MCs. will not be entertained.

8 Original sick leaves should be maintained by the advisors. Advisors should sign on the

original sick as of when they received it and then photocopy the original sick leave and give

a copy to the student, the lecturer concerned and to Attendance Coordinator.

9 The students can be excused from the lessons for a genuine illness reasons only, and if they

do not return to the class within 15 minutes, the letter “S” should be inserted against their

names.

Students should not be excused from their classes for other reasons unless a written note is

received from the HoD or there is an emergency.

10 All lecturers must issue warning letters to the students as soon as their absenteeism

reaches 10% and 20% of the total attendance on the prescribed form.

A copy each of such letters is to be given to the student. The original must be retained by

the lecturer and a copy sent to Attendance Coordinator.

11 When absenteeism reaches 30%, irrespective of any reason, a debarring letter is to be

issued.

One copy each of such letters is to be given to the student and another sent to Attendance

Coordinator. The original must be retained by the lecturer concerned.

12 Although the tests/mid-semester should be conducted in the normal teaching hours,

however, if you have to do this at times other than this, and other lessons are

affected, you should contact the lecturers concerned and seek their permission to

excuse students from their lessons.

The same should apply to Industrial visits.


Guidelines on Signing the Undertakings

Students making an undertaking must sign, in triplicate and on Arabic version, the relevant

undertaking form(s) – one to be kept by the student, the other by the academic advisor.

Students must write their ID numbers on the forms they sign on.

The following are the forms:

a) DAS ADV FORM 002 refers to TOEFL test requirement and is to be filled by students that

have a TOEFL Score less than 390.

b) DAS ADV FORM 003 is to be signed by students when they are allowed to proceed to

mixed higher levels.

c) DAS ADV FORM 004 is to be signed by students when they voluntarily opt out to proceed

to higher level and leave the College after successfully completing OJT & EPT

d) DAS ADV FORM 005 is to be used for meeting with students on important issues e.g.

advising them not to postpone their studies, not to drop courses, enrolling for minimal

acceptable no. of subjects.

e) DAS ADV FORM 006 is to be used when a student will choose his / her specialization.

f) DAS ADV FORM 007 is to be signed by the students signifying that they will abide by the

examination rules.

g) DAS ADV FORM 008 students safety declaration form

h) DAS ATTN FORM 001, DAS ATTN FORM 002, DAS ATTN FORM 003, Forms for Warning letters

-10%, 20% and 30%


Policies


Policy No. 01 Unit of Origin DAS Council

Date Effective 19 January 2013 Policy Owner Department of Applied

Sciences

Approval Authorities DAS Council Policy Author(s) DAS QA Coordinator

Contact DAS Council, Department of Applied Sciences, Higher College of Technology

This work is copyrighted. All rights are reserved, whether the whole or part of the material is concerned.

Duplication of this work or parts of it is only permitted under the written permission of the Higher College of

Technology. Violations fall under the Prosecution Act of the Oman Copyright Law.

No Make-up on Continuous

Assessment Policy


Version Control Table

Version Author Date

(dd/mm/yyyy)

Summary of Changes

0.1 DAS QA

Coordinator

12/01/2013 First draft

Approval Authorities Signature/Date:

Dr. Samia Salim Said Al-Jaadi

HoD, Department of Applied Sciences

Dr. Afraa Said Al-Adawi

HoS, Environmental Sciences

Dr. Ghaitha Suleiman Nasser Al-Abry

HoS, Biology

Mrs. Saba Abdul Hussein Jaffer Sulaiman

HoS, Chemistry

Dr. Karim Mohammed Sellami

Unit Coordinator, Physics


Table of Contents

Purpose 4

Scope 4

Definitions 4

Policy Statements 4

Responsibilities and Stakeholders 5

Related Policies and References 5

Supporting Procedures 5

A) Validation of evidence 6

B) Calculation of the final mark of a student who failed to take a

continuous assessment with valid reason

6

C) Recording the marks in the assessment form 6


1. Purpose

To establish a clear guideline and procedure on the conduct of make-up for an assessment

that a student failed to take or comply with due to an absence or absences with valid

reason.

2. Scope

This policy covers all cases related to the failure of a student to take any of the assessments

(continuous and summative) given by the lecturer.

3. Definitions

a) Continuous assessments refer to the test, assignment/s and practical activities which

constitute 30% of the basis in calculating the final mark of a student in a course.

Summative assessments refer to the midterm and final examinations

b) Make-up exam refers to the midterm or final exam that a student should take in lieu of

the midterm or final exam that s/he failed to take on the scheduled date due to his/her

absence/s with valid reason.

c) A reason in this context is considered valid if the evidence has been verified to be

authentic and approved by the concerned HoS or Examination Committee.

4. Policy Statement

a) Absolutely no make-up is allowed for any of the continuous assessments that a student

failed to take or comply with even if the reason is valid.

b) As an alternative action and a gesture of showing respect to student’s right of taking

make up test, submit make-up assignment or practical report if the reason is valid, the

mark of the student in the continuous assessment will only be based on the assessments

that he / she was able to take. A different mechanism in calculating the final mark of the

student in such case is strictly implemented.

c) Student has the right to take make-up exam for the summative assessments (midterm

or final examinations) that he / she failed to take provided the reason is valid.

d) Make-up examination is scheduled by the examination committee and approved by the

HoD

e) Preparation of the make-up examination is subject to the guidelines in the preparation

of examination questions.

f) Make-up examination must be taken by the student as scheduled. Student who failed to

take the make-up examination on time without valid reason loses his/her chance to take

the said examination.


5. Responsibilities and Stakeholders

a) It is the responsibility of the student to submit a valid proof or evidence required for

make-up examination

b) The HoS of the lecturer of the student who failed to take a continuous assessment is

responsible in verifying the authenticity of the evidence that the student submits to

prove his/her reason of his/her absence/s. The HoS is also responsible in informing

the lecturer to make the necessary adjustment in calculating the mark of the

student.

c) The examination committee receives, verify and approves the evidence that the

student submits to prove his/her reason to take a make-up examination. It is also

the responsibility of the examination committee to inform the lecturer to prepare

the make-up examination. Moreover, the examination committee is responsible in

scheduling and administering the make-up examination.

d) The lecturer who prepared the make-up examination is responsible in checking the

scripts and in submitting the result to the examination committee. The moderator,

however, may be given these responsibilities in case the lecturer who prepared the

examination is not available to do the task.

6. Related Policies and References

• College By-Laws

• Guidelines in WRITING, MODERATION AND SUBMISSION OF MIDTERM and FINAL

EXAMINATION QUESTIONS

7. Supporting Procedure

A) Validation of evidence

a) The student submits the evidence to support his / her reason of his/her failure to

take the continuous assessment or the examination as the case maybe to the HoS

(for continuous assessment) or Examination Committee (midterm and final

examinations).

b) The HoS / Examination Committee verifies and approves the evidence if it is valid.

c) If the evidence is valid, the HoS / Examination Committee informs the concerned

lecturer to make the necessary adjustment when he / she will calculate the mark of

the student (for continuous assessment) or prepare a make-up examination (for

midterm / final examination).

d) The concerned lecturer prepares the make-up examination and follows the

guidelines in WRITING, MODERATION AND SUBMISSION OF MID SEMESTER and

FINAL EXAMINATION QUESTIONS.


e) The concerned lecturer (or moderator in case the lecturer is not available) checks

the examination scripts and submits the result to the Examination Committee.

B) Calculation of the final mark of a student who failed to take a continuous assessment

with valid reason

a) Add the marks of the assessments that the student was able to take.

b) Divide the sum of the above by the overall total of all the assessments that the

student was able to take and transmute accordingly.

c) Examples are given on page 7.

C) Recording the marks in the assessment form

Examples of how to enter the marks for the cases presented above are presented on

page 8.


Examples Assign

5%

Test

10%

Midterm

20%

Finals

50%

Practical

15%

Total Calculation /

Transmutation

Final

Mark

Grade

Case 1:

The student

failed to take

the test

4 - 15 45 10 74 (74 / 90) x 100 = 82 82 B+

Case 2:

The student

failed to

submit 1

assignment out

of 2.

Assignment 1

is 20 points

assignment 2 is

30 points.

Total 50 points

20

pts.

30

pts.

8 15 40 10 77 77 77 B

-

23

(23 / 30) x 5

= 3.8

Case 3:

The student

failed to

submit 1

practical

report out of

four and each

report is 5

points

4 8 15 40 5 5 5 5 78 78 78 B

3

-

4

4

(11 / 15) x 15 = 11

Case 4:

The student

failed to

submit the two

assignments

out of two.

20 30 8 15 45 10 78 (78 / 95) x 100 = 82 82 B+

- -


DAS Assessment Form 1 - General Assessment Form



Student Details Theory ( 85%) Practical

(15%)

Final

Total

Grad

e

S # I.D. Name

Test (A) C.W (B) Mid-Term (C) Final (D) Total (E) =

(A + B + C + D) C.W (F) (E + F)

10% 5% 20% 50% 85% 15% 100%

1

Case 1 AVR 4 15 45 64 10 82 B+

2 Case 2 8 3.8 15 40 67 10 77 B

3 Case 3 8 4 15 40 67 11 78 B

4 Case 4 8 AVR 15 45 68 10 82 B+

5

6


No. of Students

Passed Signature


AVR = Average





Sciences






Policy on

Printing and Photocopying of Teaching-

Related Materials and Assessment

Papers



Version Author Date

(dd/mm/yyyy)

Summary of Changes

0.1 DAS QA

Coordinator








HoS, Biology


HoS, Chemistry




Table of Contents

Purpose 4

Scope 4

Definitions 4

Policy Statements 4



Supporting Procedures 5 Photocopying of teaching-related materials or assessment papers in the

AVA

5


1. Purpose

This policy aims to regulate the printing and photocopying of teaching-related materials and

assessment papers and the subsequent reduction in the quantity and unwise use of papers,

toner, electricity and manpower. This policy promotes and supports the international

advocacy towards reduction, recycling and reuse of papers.

2. Scope This policy encompasses the rules and steps in regulating the excessive and unwise use of

paper, toner, electricity and manpower in the printing and photocopying of teaching-

related materials and assessment papers.

3. Definitions

a) Printing refers to the generation of teaching-related materials and or assessment

papers by using any of the printers installed in the department.

b) Photocopying refers to replication or reproduction of teaching-related materials and

or assessment papers by using any of the photocopying machines in the department

or requesting the staff in the AVA Room.

c) Teaching materials refer to handouts, power point materials, computer generated

visual aids, e-mails, mark / grade assessment sheets / forms and other papers

related or needed in teaching and or administrative functions.

d) Assessment papers refer to test and examination papers.

4. Policy Statement

a. Considering the environmental impact of unwise use of papers, toner and electricity,

It is advisable to consciously assess and decide first whether a material should be

printed / photocopied or just save it as an e-file or a scanned file, before printing or

photocopying.

b. As much as possible use recycled paper in printing and photocopying.

c. Only those teaching-related materials and assessment papers of not more than 100

pages should be printed and photocopied in the printer and photocopying machines

installed in the department.

d. Printing of teaching materials (i.e. handout) of more than 100 pages in the printer

installed in the department should be approved by the HoS / Unit Coordinator or his

or her representative.

e. Photocopying of teaching-related materials of more than 100 pages and of several

copies should be done in the AVA.

f. Photocopying in the AVA of teaching materials that will total to more than 500 pages

requires the approval of the Head of the Department (HoD). The photocopying

request form provided by Educational Technology Center must be signed by the HoD

or her assigned representative.

g. Photocopying in the AVA of teaching materials that will total to less than 500 pages

requires the approval of the Head of the Section (HoS) / Unit Coordinator (UC). The


photocopying request form provided by Educational Technology Center must be

signed by the HoS or her assigned representative.


a. It is the responsibility of the section to prepare the theory and practical handouts for

the students of the courses offered by the sections.

b. It is the responsibility of the lecturers to get the A4 paper that they need in printing

and photocopying from their respective HoS through the Office Coordinator.

c. The Office Coordinator is responsible in getting the A4 paper from the supply unit of

the College and accounts its use / distribution in the section.


7. ETC Policy on Printing

8. ETC Request for printing form


Photocopying of teaching-related materials or assessment papers in the AVA

a) Obtain the request form for photocopying from the AVA.

b) Fill-up two copies of the form.

c) Bring the properly filled-up forms together with the material to be

photocopied to the HoS / Unit Coordinator (for less than 500 copies) or HoD

(for more than 500 copies) for his/ her signature.

d) Present the signed forms to the staff in the AVA prior to photocopying.

e) After photocopying, ask the staff responsible in photocopying to sign the

forms. Leave one copy to the AVA and submit the other copy to the Office

Coordinator of the concerned section for accounting and filing.

f) At the end of the semester, the Office Coordinator prepares a summary

report and submits it to the HoD’s Office.

g) The Office Coordinator of the HoD’s Office collates the reports of the

sections / unit and prepares a general summary to be submitted to the HoD.


Departmental Policy, Procedure, Guideline and

Form Management System



Sciences








Version Author Date

(dd/mm/yyyy)

Summary of Changes

0.1 DAS QA

Coordinator








HoS, Biology


HoS, Chemistry




Table of Contents

Purpose 4

Scope 4

Definitions 4

Policy Statements 4



Supporting Procedures 5

Procedure in Proposing New Policy, Procedure, Guideline and Form Version Control of Policies, Procedures, Guidelines and Forms 6


1. Purpose

To establish clear rules and procedures on writing, approval and dissemination of

departmental policies, procedures, guidelines and forms

2. Scope This policy covers the rules and procedures in drafting, approval and dissemination of

policies, procedures, guidelines and forms that are applicable to the Department of Applied

Sciences

3. Definitions

Departmental policies, procedures, guidelines and forms are those that are:

a) not covered in the College By-laws, HCT Quality Assurance Manual, College external

and internal forms, memos and directives,

b) implemented only within the department

Policy regulates, directs and controls actions and conduct. Policies can range from broad

philosophies to specific rules. Policies tells us what ought to be done. They take many forms such as

by-laws, decrees, rules etc.

Procedure tells users how to, and who will, implement each step of the procedure. In other

words, procedures tell how things are ought to be done. Procedures are specific, factual,

succinct and to the point, and do not include detailed descriptions of routine processes,

timelines, forms and templates which may be subject to frequent modification. They

provide step by step instruction on how to implement (deploy) a process. There are two

types of procedures as far as QA documents in the department is concerned namely,

a) stand alone procedure which has a definite format approved by the DAS Council

and,

b) policy procedures that are integrated in the policies whose format is based on the

Policy Management System of the College

Guidelines provide ideas and options on how things could be done. They are not strict rules.

Forms are the documents that are implemented in the department which must be properly

filled-up when needed or asked for, by all students and staff members regardless of their

section / unit.


4. Policy Statement

a. The proponent or sponsor of a policy, procedure, guideline or forms can be a staff

member, a committee, a coordinator or a section.

b. Alternatively, the HoD with the approval of the council members through a deliberation,

may assign a staff member to draft a policy, procedure, guideline or form that is

deemed to be needed in the management system of the department.

c. The format of the proposed policy, procedure, guidelines and forms must follow the

format that has been approved by the Department Council.

d. Since the Departmental Council is the governing body of the department, it will also be

the owner and the approving body of the policy, procedure, guidelines and forms.

e. Information dissemination of proposed policies, procedures, guidelines and forms to all

staff must be undertaken by the Department Council for feedback mechanism, approval

and support before the finalization of the policies, procedures, guidelines and forms.

This must be done through e-mail, departmental and section meetings and discussion.

f. Amendments and repeal of policies, procedures, guidelines and forms must be justified

by the proponent of the amendment or repeal and must be approved by the majority of

the Department Council members.

g. Publication and dissemination of the approved, amended or repealed departmental

policies, procedures, guidelines and forms must be done by using the department

webpage through the webpage coordinator, and via e-mail to all staff and students.


a. It is the responsibility of the DAS Council to review and approved the proposed policies,

procedures, guidelines and forms

b. It is the responsibility of the DAS Council to disseminate the proposed policy, procedure,

guideline and forms for feedback before they are finalized, approved and implemented.

c. It is the responsibility of the DAS Council to inform the staff and students of any

approved, amended or repealed policy, procedure, guideline and forms.


7. College By-Laws

8. Caroll, Martin. 16 September 2006. Good Documentation – Policies , Procedures,

Guidelines – Workshop Manual, Training Module 05B v2, Ministry of Manpower & Oman

Accreditation Council.



Procedure in Proposing New Policy, Procedure, Guideline and Form

1. The proponent submits the proposed policy, procedure, guideline or form to

the DAS Council for feedback.

2. The DAS Council receives, review and deliberate on the proposed policy,

procedure, guideline or form.

3. The HoSs discuss the proposed policy, procedure, guideline or form with their

staff members in their section or unit meetings.

4. The DAS Council returns the proposed policy, procedure, guideline and form

together with their feedback and the staff to the proponent.

5. The proponent incorporates the feedback, finalizes and submits the proposed

policy, procedure, guideline or form to the DAS Council for approval.

6. The DAS Council forwards the approved policy, procedure, guideline or form

to the staff and students via the department webpage and e-mail for information

dissemination and subsequent implementation.

Version Control of Policies, Procedures, Guidelines and Forms

1. Each time a new final version is approved, it should have a new version

number (v1, V2, V3 etc)

2. Each time a new draft version is circulated, it should have a new version

decimal number (v1.1, v1.2, v1.3 etc)

3. All versions (draft or final) should be dated

4. File names and dates should be on every page (e.g. in the footer)

5. Pages should be paginated using (Page X of Y)


Procedures


Title: Procedure for dealing with Student Appeals Within the Department

,

1. PURPOSE: This procedure aims to establish a systematic process to be followed in dealing with

student appeals that are sent to the department.

2. SCOPE: Student appeals are received throughout the semester. If the issue is too complex it is

dealt at the college level by the Student Academic Appeals Committee. Simpler

problems are dealt with at the department level according to the procedure described

below.

3. PROCEDURE:

IN-CHARGE ACTIVITY REFERENCE

HoD Coordinator

Academic Advising

Coordinator

HoD

Academic Advising

coordinator and HoD

coordinator

College By-Laws

Collects the appeals from students

filled in the ‘Student Appeals

Form’ obtained from the Student

Affairs.

Approves the feedback from AA

Coordinator and provides

additional comments /

suggestions.

Inform the students and their

advisors regarding their appeals

and necessary action to be taken.

Provides suggestions / opinion

after studying each case.


4. Notes:

The HoD Coordinator maintains records of all appeals.

5. Reference: 5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure

format / template)


Title: Procedure for Accepting transferred students to the system.

1. PURPOSE: This procedure aims to establish a systematic process to be followed in the

acceptance of transferred students into the student management system under the Applied

Science department of HCT, Muscat.

2. SCOPE: The process starts in the week of advising and registration at the start of every semester

and is usually completed by the end of add and drop days of registration during the start of every semester.

3. PROCEDURE: IN-CHARGE ACTIVITY REFERENCE

Diploma Year I

Coordinator

Diploma Year I

Coordinator

Diploma Year I

Coordinator

Diploma Year I

Coordinator

I. List of transferred students

from Registration module.

II. Forwarded mails from HoD

4. Reference ISO 9001:2000 Quality manual, TUV Rhineland,

Obtain the names of newly transferred

students from the registration module.

Also compare and tally it with the list of

eligible students forwarded by HoD.

Approve the students on this list as and

when it gets updated on behalf of the

HoD.

Send mail to student affairs to transfer

the approved students to the list of new

applied science students.

Assign an approved advisor using SMS as

and when the new intake is obtained.


GermanyFor the procedure format/template).

Artcle 32 of Bylaws

TITLE: ACTIVATION OF NEW STAFF

1. PURPOSE: The purpose of this process is to create a common database for all the staff

working in the college. This process enables the staff to use the oracle system to enter the data

of students which is used as a record for tracking student’s social status and academic

performance.

2. SCOPE: The process begins when students when a staff is inducted in the college till s/he

leaves the college.

3. PROCEDURE:


New Staff

Departmental Registrar


HR Representative



Department’s Timetable of Courses

Meets the Departmental Registrar

Meets the HR representative and

fills the necessary form for

entering his/her data in the SMS

Provides the new staff with a

unique ID to log in to the SMS

Retrieves the log in ID of the new

staff and sends the ID for

activation to the College Registrar

Checks whether the ID has been

activated

Directs the new staff member to

the HR office for entering his/her

data in the Student Management

System (SMS)




4. NOTES:

Staff members need access to the SMS for the following:

4.1 Entering advisees details

4.2 Advising and registering students

4.3 Entering marks of the students

4.4 Checking details of students like their transcripts, phone number etc…

5. REFERENCE:

5.1 ISO 9001:2000 Procedure format

Orients the new staff with the

usage of the SMS

Informs the new staff after

activation of ID and provides them

with their password


Title: Procedure of arranging a meeting of new academic advisors with their new intake advisees.

1. PURPOSE: This procedure aims to establish a systematic process to be followed in

arranging a meeting of new academic advisors with their new intake advisees. This

meeting intends to induct the basics of advising to the new advisors who then brief their

advisees on advising and registration so that they can go ahead with online registration.

2. SCOPE: The process starts a week before advising and registration when the new advisors

are inducted on advising and ends during the week of advising when the actual meeting of

new intake students with their advisors is conducted.


Diploma Year I

Coordinator

Department

Registrar

Diploma Year I

Coordinator

I. Approved list of new

advisors. List of new intake students

Arrange an induction session on advising

for the approved new academic advisors.

Schedule a meeting of the new intake

students with their advisees.

In coordination with Timetable coordinator,

book several venues for conducting this

meeting.

Inform the HoD, DC members, new advisors,

Department registrar, and Academic advising

coordinator about the schedule of this

meeting.

Disseminate the above information to all

new intake students by sending them SMS

with coordination of ETC.


4. Reference ISO 9001:2000 Quality manual, TUV Rhineland,

Germany (For the procedure format/template).

Ensure that notices are posted on the notice

boards showing the list of advisees/ advisor

along with the venue, date and time of

meeting.


Title: Procedure of Assigning Academic Advisors for Existing Students

1. PURPOSE: This procedure aims to establish a systematic process to be followed in the assignation of

academic advisors in case an existing advisor leaves the college

2. SCOPE: The process may occur any time during the semester

3. PROCEDURE:


Academic Advising

Coordinator

Academic Advising

Coordinator

Academic Advising

Coordinator

Advisors concerned

Advisee Number List

Collects the names of advisors

with lower advising load in a

semester and chooses an advisor

with appropriate level of

experience,

E-mails the leaving advisor as well

as the new advisor instructing

them about transfer of advisee file

and other relevant materials. HoS

is also cc’d

The Academic Advisors complete

the hand-over. Students are

informed by e-mail.

Consults with the HoS of the new

advisor with regard to other duties

of the advisor


4. Notes:

5. Reference:

5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure

format / template)


Title: Procedure of Assigning Academic Advisors for New Students


academic advisors

2. SCOPE: The process starts at the end of a semester and is completed at the start of the subsequent

semester

3. PROCEDURE:


Academic Advising

Coordinator

Diploma Year I

Coordinator

Section Heads

HoD

Current Advising Load

Collects the names of advisors

with lower advising load in a

semester and makes a list with

projected numbers added.

Scans the list and provides

feedback.

The Academic Advising

Coordinator and the Diploma Year

I coordinator meet each Section

Head for approval

The Academic Advising

Coordinator and the Diploma Year I

coordinator meet the HoD for

approval


Diploma Year I

Coordinator

4. Notes:

As students are admitted from all Colleges of Technology, the whole process is

completed over a fortnight. The Diploma Year I Coordinator should endeavor to

maintain equitable distribution of advisees.


format / template)

The Diploma Year I coordinator

assigns the approved advisors

using SMS as and when the new

intake is obtained.


Title: Procedure of Assigning Merit award Certificates for Students


Merit award certificates for Students.

2. SCOPE: The process starts at the end of a semester after the results are announced and is completed

at the start of the subsequent semester. This is carried out at the end of semester 1 and 2

only.

3. PROCEDURE:


Coordinator to Registrar

Academic advisors


• Guidelines &

criteria sent

by the ADAA

Emails advisors for the names of

advisees who fulfill criteria for

Certificate of Achievement and

Certificate of Excellence

Send the names of advisees who

fulfill criteria for Certificate of

Achievement and Certificate of

Excellence to the Registrar

Coordinator

Compiles the lists for both

Certificates and verifies the

accuracy against data obtained

from the SMS.



&

Coordinator to HoD

Coordinator to HoD &

Web Coordinator

HoD/HoS

4. Notes: Criteria for the certificates are given below:

Semester GPA

Number of credit hours

registered

Title to be awarded

3.50 - 3.74 =15 credits or more Certificate of Achievement

3.75 - 3.89 =15 credits or more Certificate of Excellence

5. Reference:

The department coordinator for

merit awards works in

coordination with the coordinator

to HoD to secure resources for the

printing and signing of merit

certificates by the HoD/ HoS.

Make the merit award list

available to all students via

College communication means

(websites, notice boards).

Issue merit award certificates on

the set date by the HoD/HoS


Title: Procedure of Checking of Academic Advising

1. PURPOSE: This procedure aims to establish a systematic process to be followed in the checking of

academic advising

2. SCOPE: The process starts just after advising and is completed before registration is finished

3. PROCEDURE:


Academic Advising

Coordinator

Academic Advising

Committee

Advisors

Academic Advising

Coordinator

Student Advising Form

Degree Audit

Student Handbook

College By-laws

Sends a mail to all advisors asking

for advising forms of probations /

mixing / complicated cases. Then

receives the forms and convenes a

meeting of the Advising

Committee

The committee meets and scans all

the advising forms and finds errors

or inappropriate advising, if any

The advisors are called

immediately and informed about

the errors. They then correct the

advising according to the feedback

received from the committee

The coordinator prepares a report

about the proceedings and posts in

the Z drive


4. Notes:

If any common errors are observed the academic advising coordinator informs all staff

by e-mail to avoid such errors in the future.


format / template)


Title: Procedure for Conducting Workshop for Academic Advising

,

1. PURPOSE: This procedure aims to establish a systematic process to be followed in conducting a

workshop in academic advising.

2. SCOPE: The academic advising workshop is conducted once an academic year.

3. PROCEDURE:


Academic Advising

Coordinator

Department Activity

Coordinator

Academic Advising

Coordinator, members

of Academic Advising

Committee and

Department Registrar

Academic Advising

Coordinator

Student Handbook

Consults with the Department

Activity Coordinator to set up a

suitable date for the workshop

Conducts the workshop on general

strategies, calculation of GPA &

CGPA as well as new rules.

Collects feedback from staff and

provides relevant materials to

staff members.

Books the venue and makes other

arrangements for the workshop

including informing all staff

members


4. Notes:


format / template)


Title: Procedure for providing clearance to Graduating Students

1. PURPOSE: This procedure aims to establish a systematic process to be followed for giving clearance

to Graduating Students

2. SCOPE: The process starts at any time in a semester and is completed on the same day.

3. PROCEDURE:


OJT Coordinator



Student Affairs Office

Sends a list of students who finish

their OJT to the Registrar as soon

as they finish their OJT viva.

Updates the Overall CumGPA for

the students from the SMS and

checks whether the GPA and CGPA

is appearing in the transcript.

Sends the list to the college

registrar via e-mail for providing

clearance to Graduating Students

Provides the student with

clearance form and updates their

status in the system



Student Affairs Office


Checks any pending dues for the

student and signs the clearance

forms on behalf of the HoS & HoD

Provides the transcript and student

leaving certificate for the student

after receiving the clearance form.

Students come to get sign the

transcript and student leaving

certificate.


Title: Procedure of obtaining projections for preparation of timetable

1. PURPOSE: This procedure aims to establish a systematic process to be followed to obtain

projections for preparation of timetable.

2. SCOPE: The process starts at the beginning of a semester and is completed half way through the

semester

3. PROCEDURE:


Timetable Coordinator

Advisors



Timetable coordinator /

HoS

Projection form

Tracking form

Degree Audit

Sends an email to all advisors to

analyze the tracking form and

decide on the courses the

students will take the following

semester.

Emails projections of the advisees

based on the latest tracking form

Collects data from all advisors and

compiles the collected data.

Prepares the TC3 form based on

the compiled data

The TC3 form is submitted to the

HoSes who provide feedback.




Timetable coordinator

of other departments

4. Notes: 4.1 The advisors can consult the students for preferences before deciding the courses the student would take in the following semester. 5. Reference: 5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)

The TC3 form is revised based on

the feedback received.

The projections of the common

courses are sent to the timetable

coordinators of the other

departments.

Projections for common courses

offered by the department are

received from all coordinators.


Title: Procedure of opening and closing sections after registration

1. PURPOSE: This procedure aims to establish a systematic process for opening and closing of sections

after registration

2. SCOPE: The process starts at the beginning of a semester after the end of registration.

3. PROCEDURE:


Registrar

Timetable

Coordinator/HoS


HoS

Master timetable

Registration data from

SMS

Registrar informs the timetable

coordinator about the need of new

sections based on the registration

Timetable coordinator consults

with the HoS about the possibility

of opening a new section.

Timetable coordinator identifies a

suitable time and room to open the

new section

The HoS provides a lecturer for the

new section after the details have

been handed over by the timetable

coordinator




Registrar

Registrar


4. Notes: 4.1 A new section is opened only if there is an urgent requirement and also based on

Timetable coordinator enters the

details of the new section in the

SMS

Timetable coordinator informs the

registrar about the opening of the

new section

Registrar informs the students and

the advisor about the newly

opened section

Submitting the finalized timetable

to the college timetable

coordinator for approval and

Registrar informs the students,

advisors, HoS and timetable

coordinator about the closing of a

section based on the registration

The timetable coordinator deletes the

closed section from the SMS.


the availability of physical and human resources 5. Reference: 5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)


Title: Procedure of preparation of master timetable

1. PURPOSE: This procedure aims to establish a systematic process to be followed to prepare the

master timetable.

2. SCOPE: The process starts at the beginning of a semester and finishes by the end of the semester

3. PROCEDURE:


Timetable

Coordinator/Advisors

Timetable

Coordinator/HoS



of all departments


Projection form

Tracking form

Degree Audit

TC3 form

Master timetable

template

Obtaining and compiling the

projections received from the

advisors

Consolidating the data collected

using the TC3 form in

collaboration with the HoSes.

Preparation of timetable for the

department based on the TC3 form

Coordination with other

departments to finalize the time of

common courses

Finalizing the timetable after

receiving feedback from all

departments



HoS

College Timetable

coordinator



4. Notes: 4.1 The timetable is made with an emphasis on clash free timetable for the students, and maximum resource utilization 5. Reference: 5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)

Submitting the timetable to the

HoS

Receiving the name of the

lecturers from the HoS




allocation of room numbers




Final timetable with room numbers

submitted to the Head of Sections.

Entering of timetable in the SMS.


Title: Procedure of room allocations for extra activities

1. PURPOSE: This procedure aims to establish a systematic process to be followed to allocate rooms

for extra activities apart from teaching.

2. SCOPE: The process is carried out throughout the semester.

3. PROCEDURE:


Lecturer



College Timetable

Coordinator

Rooms timetable

Sends an email to the timetable

coordinator requesting for a vacant

room and the reason for the

request

Timetable coordinator looks at the

rooms timetable of the department

and locates a vacant classroom as

per requirement

Timetable coordinator books the

vacant classroom for the specific

date and time.

In case of unavailability of vacant

room, the timetable coordinator

requests the college timetable

coordinator for a free room.



4. Notes: 4.1 All classrooms in the college can be utilized for extra activities, provided they are free. 5. Reference: 5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)

Timetable coordinator informs the

lecturer via email about the vacant

classroom.


Title: Procedure for organizing Orientation presentation for new intake students

1. PURPOSE: This procedure aims to establish a systematic process to be followed in the organization of orientation

presentation for the new intake students.

2. SCOPE: The process starts with the actual scheduling of the presentation, dissemination of this schedule to the

students and ends after the actual presentation conducted around two to three weeks after registration.

3. PROCEDURE:


Diploma Year I

Coordinator

Diploma Year I

Coordinator

Diploma Year I

Coordinator

Diploma Year I

Coordinator

I. Master

timetable.

II. List of new intake

students

Schedule the date and time for the ‘student

orientation presentation’ in consultation with the

Timetable coordinator bearing in mind the free and

busy slots for the Diploma Year I students.

Decide the orientation venue considering the total

number of students. Check the availability and book

the venue through the DAS coordinator.

Inform the HoD on the schedule of the ‘student

orientation presentation’, who in turn informs the

ELC and IT department so that they excuse DY –I

Applied science students from attending the class

with them in case the schedule of presentation

coincides with one their classes.


Diploma Year I

Coordinator

Diploma Year I

Coordinator

Diploma Year I

Coordinator

4. Reference ISO 9001:2000 Quality manual, TUV Rhineland, Germany (For the

procedure format/template).

E-mail the certificate level lecturers of Applied

Sciences about the date and venue of the “Student

orientation presentation” which can be passed on to

the new intake students in the class

Also e-mail this information to the academic

advisors, who in turn will pass it on to their

advisees. Send SMS to students with coordination

of ETC. A hard copy is also to be placed on the

notice boards

Present/ distribute a questionnaire to students to

know the feedback of the orientation presentation

(prepared by QA officer) at the end of the

presentation session.

Evaluate the Questionnaire of student

orientation presentation and provide the DC

members with a written report regarding

the analysis.


Title : Procedure for specialization allotment to students at the end of Diploma Year I

1. PURPOSE: This Procedure aims to establish a systematic process to be followed in allotment of specialization to students at the end of Diploma Year I.

2. SCOPE: The process starts towards the end of Mid. Semester exam week in every semester. The advisor prepares a tentative list of advisees who might specialize in the next semester and submits it to the Diploma Year I coordinator who then follows a systematic procedure for allotment of specialization.

3. PROCEDURE:


Advisor

Diploma Year I

coordinator

Diploma Year I

coordinator

List of

advisees from

SMS

Prepares a tentative list of advisees who might specialize in the coming

semester with their first, second and third choice of specialization and

submits it to the Diploma Year I coordinator.

• The Coordinator compiles the entire list from different advisors and finds the total number of specializing students.

• The coordinator applies the 2/5 th (environmental sciences), 2/5 th (chemistry) and 1/5th (biology) strategy for seat allotment in respective specialization.

• The list is segregated into two groups, namely male students and female students.

Biology Environmental

Science (ES)

Chemistry

Male

students

Female students opting

for

Get what they

opted for

Sort the list

according to the

grade obtained in

FOES

Sort the list

according to the

grade obtained in

FOC and Chemistry I

Sort the list

according to the

grade they

obtained in FOB


Diploma Year I

coordinator

4. REFERENCE: ISO 9001:2000 Quality manual, TUV Rhineland, Germany (For the procedure format/template).

• The top scorers will go into the specialization that they have opted for to fulfill the seats available in each specialization.

• The rest will go into the specialization with vacant seats available.


TITLE: STUDENT ACADEMIC APPEALS COMMITTEE

1. PURPOSE: The purpose of the Students Academic Appeals Committee (StAAC) is to establish a

uniform process for students to request for reconsideration of an academic decision. If exceptions to

academic rules and regulations are to be made, then the committee will adjudicate the case.

2. SCOPE: The process begins when students who wish to appeal to StAAC for exceptions to academic

rules and regulations put their request in writing till the committee makes a decision.

3. PROCEDURE:


Student

Student Affairs Dept.

staff from the StAAC



Departmental Registrars



Department’s Timetable of Courses

Fills the appeal form and submits

it to the Student Affairs Dept. staff

from the StAAC.

Writes a report on the students

problems and forwards the report

to the Departmental Registrars

Consults the Academic Advisor and

the related course lecturers

Writes a report on the student's

academic performance and

behavioral attributes forwards the

report to the HoD

Consults the HoD for suggestions

and feedback

Collects the appeals from students

of all departments













College Dean



4. NOTES:

Forwards the detailed report back

to the Student Affairs Dept. staff

Compiles the reports send by all

DRs

Arranges for a meeting of the

StAAC members

Compiles reports about each

student case in coordination with

the Student Affairs Dept. staff

based on the committee's

feedback

Compiles the reports send by all

DRs and submits it to the ADAA

Finalizes and compiles the

departmental recommendations

based on the HoD's decision

Modifies the reports as per

suggestions from ADAA and

submits it to the College Dean

Approves cases based on the

recommendations of the StAAC

Informs student and committee

members about the final decision


4.1 Students may appeals against dismissal, suspension etc. due to personal or health reasons

4.2 Appeals Committee comprised of the ADAA, the ADSA, The College Registrar and the

Departmental registrars

4.3 Final decision is taken by the Dean of the college

5. REFERENCE:

5.1 By-laws of Colleges of Technology, Ministry of Manpower, Sultanate of Oman



TITLE: UPDATE GPA, CGPA & OVERALL CGPA

1. PURPOSE: This procedure aims at taking prompt and proactive measures to be followed in case there are mistakes in the transcript of a student. This will help the graduating students to leave the college with an error free transcript. 2. SCOPE: Correcting the error in a transcript protects the academic standing of a student and ensures accurate applications for employment and further studies. The process starts from the time the student enrolls in the college till s/he graduates. 3. PROCEDURE:


Student

Academic Advisor




College Registrar

Student's Handbook

Approaches the Academic Advisor

(AA) Departmental Registrar (DR)

with the incorrect transcript

Approaches the DR with incorrect

transcript for the correction. Also

informs the DR about the mistake

via mail

Calculates GPA or CGPA or Overall

CGPA

Gets that the calculations

moderated by the Academic

Advising Coordinator

Communicates with the College

Registrar (CR) to revise the

transcript

Updates the transcript in the SMS


College Registrar


Academic Advisor

4. NOTES:

4.1 Academic advisors should be well versed with GPA calculations.

4.2 The Departmental Diploma Year Coordinator orients all the staff members when they

commence academic advising by conducting a workshop. This workshop is carried out to

enable the advisors to accomplish proficiency in matters related to advising like GPA

calculations, determination of probationary status etc...

5. REFERENCE:

5.1 By-laws of Colleges of Technology, Ministry of Manpower, Sultanate of Oman

5.2 Students handbook

5.3 Orientation Presentation for Academic Advising


Informs the AA about the

corrections updated in the SMS

Informs the student about the


Informs the DR about the



TITLE: REQUEST FOR ADDITIONAL INVIGILATORS

1. PURPOSE: This procedure followed at the college level is intended to help students who are

insufficiently prepared for a course and to designate a status of "Course Withdrawal (W)" in

their transcript against the course.

2. SCOPE: Students enrolled for a normal load are permitted to withdraw their candidature

from a course per semester. They may withdraw due to medical or personal reasons. A student

who wishes to discontinue a course after the drop period has ended may do so during the time

period starting from the first week after registration till a week after the announcement of

midterm examination result.

3. PROCEDURE:


Student

Academic Advisor

Academic Advisor

Student

Withdrawal Criterion

Student who wishes to withdraw a

course meets the Academic

Advisor (AA)

Checks all the criterion of course

withdrawal for the course to be

withdrawn

Provides the student with the

course withdrawal form after

making sure that the student is

eligible to withdraw the course

Gives the duly filled withdrawal

form to the course lecturer (CL)


Course Lecturer

Course Lecturer

Student

Academic Advisor

Academic

Advisor/Student



Student

Academic

Advisor/Student

Withdrawal Criterion

Collects the form from the CL and

hands it over to the AA

Based on the comments of the CL

the AA fills the details in the form

and withdraws the course from

the SMS

Forwards it to the form to the

Departmental Registrar (DR)

Ensures that the all withdrawal

criterion are fulfilled and checks

that the course is withdrawn from

the SMS

Checks the attendance of the

students & makes sure that the

student has returned all course

materials

Signs the course withdrawal form

Files the original form and

furnishes a copy of the duly signed

withdrawal form to the student.

Hands over the copy of the form

to the AA

Provides a copy of the form to the

student and the CL


4. NOTES:

4.1 A normal student (not in probation/mixing) can withdraw a course if s/he has registered in five courses.

4.2 A student in probation/mixing can withdraw a course if s/he has registered in four courses

4.3 A pre-requisite course cannot be withdrawn 4.4 Students may withdraw a course may do so up to week 8 in a regular semester and

week 5 in a summer semester 4.5 Withdrawal of a course by a student is through his/her advisor

5. REFERENCE:

5.1 Amended Article of By-laws of Colleges of Technology, Ministry of Manpower,

Sultanate of Oman



Title: Procedure for transfer of students from other Departments

,

1. PURPOSE: This procedure aims to establish a systematic process to be followed in dealing with

student transfers between departments.

2. SCOPE: The procedure for student transfers is well-established at the college level. This

procedure seeks to establish the chain of responsibilities in the department.

3. PROCEDURE:


HoD Coordinator

Academic Advising

Coordinator

Academic Advising

Coordinator & HoD

Coordinator

Academic Advising

coordinator and

Diploma Year I

coordinator

Department Transfer

form

Collects the completed transfer

form from student affairs.

Ensure that ‘non-eligible’ students

sign the appropriate undertaking

for conditional transfer.

Assigns advisors to the non-

eligible students and informs the

advisors regarding their status

Checks if each case has certified as

‘eligible’ or ‘non-eligible’ by the

student affairs and assigns advisors

to the eligible cases.


Academic advisor

Academic advising

coordinator

HoD

4. Notes

An ‘ineligible’ student is conditionally accepted for a semester. The student must obtain a grade

of B- in two challenging courses, Fundamentals of Biology and Fundamentals of Chemistry and

not be under probation.

5. References

5.1 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure

format / template)

Monitors the student performance

at the end of the semester to

check if all conditions are fulfilled

and informs the academic advising

coordinator.

E-mails the HoD regarding

students who fail to attain

eligibility to continue in the

Department

E-mails the HoD of the original

departments in the case of those

students who do not fulfill all

conditions. Such students go back

to their respective departments.


TITLE: PROCEDURE OF ATTENDANCE MONITORING

1. PURPOSE: This procedure aims to establish an accurate record of attendance and

punctuality of students in class

2. SCOPE: 3.1 Setting out a policy for the Colleges in order to keep up with the highest standards

of punctuality. 3.2 Facilitating continuity and progression in the learning process 3.3 Ensuring that students benefit fully from opportunities that the college offers them

The process starts when the lecturer extracts the updated class-list of students from the SMS

and proceeds further with the systematic issuance of warning letters to the students with

absence.

3. PROCEDURE:


Departmental

Registrar

Lecturer

Lecturer

Lecturer

Academic Calendar

Attendance List from

the SMS

Article 69 of the College

Bylaws

Yes

Depending on the absenteeism (10%, 20%, debarring

letter-30%) of the student(s), the lecturer issues warning

letters.

The lecturer gives a copy of the warning letter to the student, the

advisor and to the Departmental Student Attendance Coordinator

(DSAC)

Depending on the number of teaching weeks the

departmental registrar sends the absenteeism

calculation to all lecturers in first week after

registration.

The lecturers will use the class-list from the SMS and

monitor the attendance of the students.


Departmental Student

Attendance

Coordinator

Coordinator to

Departmental

Registrar

Coordinator to

Departmental

Registrar

College Registrar &

Student Affairs Dept

4. NOTES :

4.1 Lessons must begin and finish punctually at the scheduled time

4.2 An original sick leave referred by College (College form) to a government health center

only should be accepted for absence due to medical reasons

4.3 Original sick leaves should be maintained by the advisors. A copy of sick leave to be

given to the student, the lecturers concerned and to Attendance Coordinator

4.4 Original warning letter must be retained by the lecturer. A copy is to be given to the

student, the advisor and the Attendance Coordinator

5. REFERENCE :

5.1 Bylaws-Article 69 5.2 Student Handbook 5.3 Academic Calendar 5.4 ISO 9001:2000 Procedure format

The DSAC sends the compiled list to the Coordinator to

Departmental Registrar (CDR)

The CDR goes through the list and makes the necessary

corrections. The CDR forwards the list to the College Registrar

(CR) in the Student Affairs Dept. (SAD)

After segregating the warning letters based on student’s

department (Applied Sciences/ Engineering/Pharmacy),

absenteeism (10%, 20%, debarring letter-30%) and non-show the

DSAC compiles the list.

The CR forwards the names of students from other depts. to

their respective depts. The SAD informs the guardians of the

student(s) about their wards absence and that their child will be

debarred from the final examination if his/her absence reaches

30%


E-learning Coordinator


Title: Procedure in Coordinating E-learning Traini ng Workshop for Lecturers

1. PURPOSE: This procedure aims to establish a system of coordinating E-learning

training workshop for DAS Lecturers

2. SCOPE: The procedure starts with the scheduling of the E-learning training workshop and ends with the reminding of staff to attend the training.




ETC


Determines the date for the E-

learning training workshop for

lecturers and officially informs the

HoD

Coordinates and informs ETC of

the schedule E-leaning training

workshop for DAS Lecturers

Finalize and confirms availability

and willingness to conduct the

training workshop

Informs and reminds via e-mail

the lecturers of the schedule of

the E-learning training / workshop

Note 4.1


4. Notes: 4.1 Newly-joined lecturers of the DAS are required to attend the training workshop. Lecturers who have attended the previous E-learning training may also attend the training if they would like to attend.

5. Reference: 5.1 ISO 9001- 2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)


Title: Procedure in Coordinating Course Enhancement with ETC

3. PURPOSE: This procedure aims to establish a system of coordinating course

enhancement in the E-learning portal with ETC.

4. SCOPE: The procedure starts with the sending via e-mail of the lecturer’s request for course enhancement and ends with the preparation of written report on the lecturers’ usage of E-leaning portal.


Lecturer





Sends via e-mail the request for

course enhancement in the e-

learning portal

Receives the request for course

enhancement from the staff

Sends an e-mail to ETC informing

them of the request of staff for

course enhancement

Files records of transactions and

prepares report of e-learning

usage by the lecturers

Note 4.1

Informs / updates via e-mail the

staff of the status of their request


4. Notes: 4.1 Written report on the use of e-learning by the staff is submitted by the e-learning Coordinator at the end of the semester or as per request of the HoD.



Examination Committee


Title: Result submission and analysis

1. PURPOSE: The procedure aims to establish a systematic step by step process to be followed for result submission and analysis for Department of Applied Sciences 2. SCOPE: The process starts with compilation of results in designated assessment forms by lecturers followed by its submission to the examination committee after being approved by the concerned HoS’s. It includes the responsibilities of the examination committee in analyzing results and its subsequent submission to the HoD for CAB meeting for results approval. . 3. PROCEDURE:


Lecturer

Lecturer

Lecturer

Lecturer

Lecturer

DAS assessment forms

As 1.1, 1.2, 2.1, 2.2, 3.1, 3.2

Compile results of respective

courses in appropriate assessment

forms.

Create a course grade report form

for HoS’s approval. Submits it to

concerned HoS for approval along

with assessment form

Enter student’s marks in SMS after

getting approval from concerned

HoS

Submits hard copies of course

grade report, assessment form and

SMS form to the exam committee

Upload soft copies of the

assessment forms and course

grade report in the O’drive in the


DAS Examination Committee




4. Reference: 5.1 By-laws of Colleges of Technology, Ministry of Manpower, Sultanate of Oman 5.2 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)

Prepares a histograms and ppt.

slides of

I. Level-wise grade analysis

II. Gender wise grade

analysis

Submits the result analysis to the

HOD to present it in CAB meeting

for approval of results.

Feed the data in the DAS result analysis

sheets for grades distribution

i. Course wise analysis

(A, B, C, pass %, Fail %)

ii. Course wise analysis

(A, A-, B+, B, B-, C+, C, C-, D, F)

iii. Section wise analysis

(A, A-, B+, B, B-, C+, C, C-, D, F)

iv. Gender wise analysis

v. % Outcomes covered

Upload soft copies of result analysis

in the Z- drive


Title: Setting of Theory Final Exam Schedule

1. PURPOSE: The procedure aims to establish a systematic step by step process to be followed for setting theory final exam schedule for Department of Applied Sciences 2. SCOPE: The process starts with downloading a list of all courses and clash list and sets a tentative schedule for the final exam. It entails the responsibilities of the examination coordinator, ADAA and college registration and examination coordinator. 3. PROCEDURE:


DAS Examination committee


College Exam Coordinator



Department’s time table of courses / clash list

Attend a meeting with ADAA to

discuss the total number of days

required to complete the final exam.

Download course list and clash list

from the SMS. Set a tentative

schedule of final exam after

checking clashes among subjects.

Sends it to staff, display it on

college website and for students’

feedback with a deadline.

Sends it to College exam

coordinator and other

departments to check

interdepartmental clashes

Recheck the clashes after

amendments to accommodate

student’s request




DAS Examination committee / College exam

coordinator

College exam coordinator





Posts the final version on college

website.

Post a hard copy of examination

schedule on the college notice

board

Prepare a duty grid to ensure

equal distribution of invigilation

duties

Finalize the invigilation duties and

e-mail it to the staff.

Amends the final exam schedule

based on students’ feedback to

accommodate requests.

Requests the required number of

venues from the college resource

coordinator.

E-mail the final version of

timetable to the college exam

coordinator to be uploaded to the

college website.

Assign invigilation duties in

consultation with HoS’s




4. Notes: 4.1. No two final exams are to be scheduled on the same day for any student. 5. Reference: 5.1 By-laws of Colleges of Technology, Ministry of Manpower, Sultanate of Oman 5.2 ISO 9001:2000 Quality Manual, TUV Rhineland, Germany (for the procedure format / template)

E-mail assessment forms and all

other exam related forms to the

staff.

Uploads the final exam schedule

on the Z-drive


Title: Procedure For Setting Final Exam Schedule For Techniques

1. PURPOSE: The procedure aims to establish a systematic step by step process to be followed for setting techniques final exam schedule for Applied Sciences. 2. SCOPE: The process starts with downloading a list of techniques courses offered by DAS and clash list and sets a tentative schedule for the final exam. It entails the responsibilities of the examination coordinator, respective lab. supervisors of chemistry, biology, physics and college registration and examination coordinator. 3. PROCEDURE:



DAS Examination coordinator

DAS Lab. Supervisors


DAS Lab Supervisors

Department’s time table

of courses / clash list

Attend a meeting with ADAA and

get the days for technique exam.

Sends an e-mail intimating lab.

supervisors of Biology, Chemistry

and Physics about the days to

schedule technique exam.

Sets a tentative schedule for all

technique courses of their sections

Conducts a meeting with all Lab.

supervisors to solve issues with

schedule and invigilation.

Send the individual schedule to

the exam coordinator.








E.mail the final techniques

schedule to College exam

coordinator for posting on the

college website

E.mails the Final techniques

schedule to all teaching and

technical staff for preparation and

compliance

Posts a hard copy the Final

techniques exam on DAS

examination notice board

Compiles Techniques schedule for

all sections.

Uploads the technique schedule to

Z- drive


Title: Setting of Theory Final Exam Schedule

1. PURPOSE: The procedure aims to establish a systematic step by step process to be followed for setting theory final exam schedule for Department of Applied Sciences 2. SCOPE: The process starts with downloading a list of all courses and clash list and sets a tentative schedule for the final exam. It entails the responsibilities of the examination coordinator, ADAA and college registration and examination coordinator. 3. PROCEDURE:




College Exam Coordinator



Department’s time table of courses / clash list

Attend a meeting with ADAA to

discuss the total number of days

required to complete the final exam.

Download course list and clash list

from the SMS. Set a tentative

schedule of final exam after

checking clashes among subjects.

Sends it to staff, display it on

college website and for students’

feedback with a deadline.

Sends it to College exam

coordinator and other

departments to check

interdepartmental clashes

Recheck the clashes after

amendments to accommodate

student’s request




DAS Examination committee / College exam

coordinator

College exam coordinator





Posts the final version on college

website.

Post a hard copy of examination

schedule on the college notice

board

Prepare a duty grid to ensure

equal distribution of invigilation

duties

Finalize the invigilation duties and

e-mail it to the staff.

Amends the final exam schedule

based on students’ feedback to

accommodate requests.

Requests the required number of

venues from the college resource

coordinator.

E-mail the final version of

timetable to the college exam

coordinator to be uploaded to the

college website.

Assign invigilation duties in

consultation with HoS’s





E-mail assessment forms and all

other exam related forms to the

staff.

Uploads the final exam schedule

on the Z-drive


Health and Safety Committee


Title: Procedure in Emergency Evacuation (Fire, Earthquake)

1. PURPOSE: This procedure aims to establish a systematic process to be followed in assisting students and other staff in responding to an emergency incident that requires the evacuation of teaching and laboratory rooms, and/or the Old Building. 2. SCOPE:The protocolstarts as soon as either the students or Departmental staff seeks emergency assistance or call the attention of the designated lecturer or laboratory technician for emergency assistance. 3. PROCEDURE:


Lecturer

Laboratory Technician

Lecturer Laboratory Technician


Emergency evacuation action plan (Pending)

If a smoke, fire or explosion is

discovered: Major emergency:

call Building Maintenance @

5137 and the Fire Department @

9999 Minor emergency:

notify the Block Coordinator for

extinguishing the fire; Notes 4.1,

4.2 and 4.3All equipment should

be switched off; fume cupboards

and biosafety cabinets should be

closed

For minor emergencies,

immediately switch off the main

switch of the room; use the fire

extinguisher available and put out

the fire; if uncertain, evacuate.

Close doors when leaving.

For major emergencies, assist the

students and staff in evacuating

and going to the designated

assembly points. Note 4.4

Fill up the incident report form

and submit immediately to the

Safety Coordinator; Note 4.5


Title: Procedure in Emergency Evacuation (Fire, Earthquake)

4. Notes: 4.1 Calling the Building Maintenance and Fire Department automatically requires an

evacuation of the entire building. Provide your name and exact location (building, floor, and room number), type of incident and the time the major emergency started.

4.2Block Coordinators should immediately inform the Safety Coordinator. If there is a designated Fire Warden and Floor Warden, they should also be informed.

4.3In cases that a staff is using a fire extinguisher to extinguish a small fire, Block Coordinators should immediately inform the Safety Coordinator, Head of Section concerned and Head of Department.

4.4Follow the instructions given by the Floor Warden when evacuating. If Buddies are also pre-assigned, ask them to immediately assist the most vulnerable group (disabled, pregnant, sickly). Headcount should be strictly monitored to ensure that the same number of students or staff that moved out from a room is still the same when reaching the assembly point. The group is advised to be together and not mingle with other groups to monitor the headcount. No individual should attempt to return to the building unless advised by authorities.

4.5Incident report should cover the post-evacuation status of the room and/or building property.

5. Reference: 5.1 (Pending) Departmental HSE Policy Manual.


Title: Procedure in Chemical and Biological Spills

1. PURPOSE: This procedure aims to establish a systematic process to be followed in assisting students and other staff in responding to a major or minor chemical or biological spill emergency incident that requires either the evacuation of laboratory rooms or the use of relevant spill kits. 2. SCOPE:The protocolstarts as soon as a spill, either major or minor, occurs in the laboratory requiringimmediate action by the students, lecturer or technician. 3. PROCEDURE:


Lecturer



Block Coordinator First Aid Provider Safety Coordinator


Laboratory spill action plan (Pending)

If a spill occurred: Major spill: call

Building Maintenance @ 5137

and the Civil Defense @ 9999

Send for a first aid provider in

cases of injuries or contamination

Minor emergency: notify the

Block Coordinator to activate spill

kit use; Notes 4.1, 4.2 and 4.3

All equipment should be switched

off; fume cupboards and biosafety

cabinets should be closed

For minor emergencies,

immediately switch off the main

switch of the room; request

assistance of the Block

Coordinator to activate the use of

the relevant spill kits; if there are

injuries or contaminated

individual/s, seek a first aid

provider and provide first aid

Notes 4.3 and 4.4





Title: Procedure in Chemical and Biological Spills

4. Notes: 4.1 A spill can be either chemical or biological in nature. 4.2Calling the Building Maintenance and Civil Defense automatically requires an

evacuation of the laboratory. Provide your name and exact location (building, floor, and room number), type of incident and the time the major emergency started.

4.3Switching off the electrical supply to cut the possible source of a fire; closing all possible sources of exit will ensure that the fumes, especially if hazardous, are contained and isolated in the laboratory.

4.4The lecturer or technical staff should immediately inform Block Coordinators to activate the use of the spill kit.

4.5Incident report should cover the post-cleanup status of the laboratory and/or laboratory property.



Title: Procedure in Laboratory Waste Management

1. PURPOSE: This aims to ensure that the Department is in compliance with all national, and local regulations pertaining to the handling, storage, and disposal of solid (hazardous), radioactive, and biological (medical) wastes. 2. SCOPE: The protocol applies for all laboratory activities that generates or potentially generates waste. 3. PROCEDURE:


Lecturer




Block Coordinator

Safety Coordinator

Laboratory Waste

Management Matrix (Pending) Departmental

HSE Policy Manual

Waste generated or about to be

generated should be classified

according to its classification.

Students should be advised

accordingly. Note 4.1

Classified waste should be

disposed accordingly; all waste

collected in special containers

shall be properly labeled. Note 4.2

For disposal of accumulated waste

in special containers, fill up the

disposal report form and submit

to the Block Coordinator. Note 4.3

Filled disposal report form will be

submitted to the Safety

Coordinator.

Coordinate with a pre-arranged

disposal company for collection,

transport and disposal of collected

waste. Note 4.4


Title: Procedure in Laboratory Waste Management

4. Notes: 4.1 Waste in the laboratory is classified as (a) universal waste (b) chemical waste (c)

biological waste and (d) unwanted waste; Non-hazardous solid waste shall follow the normal disposal practice of the College.

4.2For collected solid/liquid waste, the following should be written: date of storage, nature/name of the solid/liquid waste and amount (if possible); area where the special containers are located should also be properly designated. This shall also be applicable for chemicals or other potentially hazardous materials that are being discarded from the laboratory and store rooms.

4.3Each block/laboratory room must have a file copy of the disposal report form and a log of collected solid/liquid waste for audit purposes.

4.4Depending on the arrangement, special waste shall be collected and stored in a designated area of the laboratory room. Collection, transport and disposal by a pre-arranged company shall be done on an agreed

4.5Incident report should cover the post-evacuation status of the room and/or building property.



Title: Procedure in Providing First Aid (Laborato ry)

1. PURPOSE: This procedure aims to establish a systematic process to be followed in providing assistance and first aid. 2. SCOPE: The protocol starts as soon as either the students or Departmental staff seeks emergency assistance or call the attention of the designated lecturer or laboratory technician for emergency assistance. 3. PROCEDURE:


Lecturer



First Aid provider Clinic Staff


First aid action plan

Ensure that the area is safe;

students and other bystanders

should be asked to move away

from the victim

Check for response.

If there is a response, make the

victim comfortable and at the

same time check for possible

injuries; closely monitor the

response.

If there is no response, send for

the designated first aid provider

immediately; also call the College

Dispensary (Clinic);

Note 4.1

If there is no response, check for

the airway and breathing.

Start CPR; Note 4.2





Title: Procedure in Providing First Aid (Laborato ry)

4. Notes: 4.1 Call 9999 immediately if breathing is not observed. 4.2CPR = 30 chest compressions: 2 breaths per cycle for a period of five (5) cycles or

until the emergency medical services (EMS) arrive. 4.3Incident report should cover emergency provision/s provided by the first aid

provider and/or EMS. 5. Reference: 5.1 (Pending) Departmental HSE Policy Manual.


On the Job Training

Coordinator


Title: Procedure for ‘On the Job Training’ to Students

1. PURPOSE: This procedure aims to establish a systematic process to be followed right from sending the students to OJT till they graduate. 2. SCOPE: The process starts with Academic Advisors sending names of their prospective advisees to the OJT Co-ordinator for preparing the list that will be going for training in the following semester and ends with sending their names to Student Affairs Department for graduation. 3. PROCEDURE:


Academic Advisor

OJT Coordinator

OJT Supervisor

From the list of advisees available with Academic

advisors

Sends the names of eligible

advisees to OJT Coordinator in the

current semester for preparing

the list for following semester

Receives the names of students

from Academic Advisors and

prepares the OJT list for the

following semester; Contacts

Companies for placements &

conducts meeting with students to

detail them about OJT

The Training i/c or OJT Supervisor

in the Company informs the OJT

Coordinator about the time of

starting of training & supervises

the work during training period


Students

College Assessor

4. Notes: 4.1 The students should start the training ideally within 4-8 weeks of the beginning of the new semester. 4.2 After completion of 8-week training, they should come to the College between 9th – 12th week for presentation & submit OJT report. Their names shall be sent to the Student Affairs Department for graduation only after the above procedures are completed.

Students visit College in the early

weeks of the following semester &

receive the OJT Log book after

signing an undertaking; After 8

weeks/300 hours training, they

submit a report and do power-

point presentation on what they

learnt in the industry

Takes care of the trainees and

contacts them periodically;

Discusses with OJT Supervisors on

the progress of training


Staff Activity Coordinator


Title: PROCEDURE FOR THE CONDUCTION OF ACADEMIC ACTIVITIES SPONSORED BY DAS.

1. PURPOSE: This procedure aims to establish a systematic process to be followed for

conduction of academic activities sponsored by the DAS.

2. SCOPE: The process starts after undertaking “Training Need’s Analysis” or/and

receiving suggestions and recommendations by the HoSs and approved by the HoD

3. PROCEDURE:


Staff Coordinator

(With a Team)

.

Undertakes “Training Need’s

Analysis” or/and receives

suggestions and

recommendations by the HoSs

and approved by the HoD

Inform through e-mail the staff

about the academic activity and

remind them of their attendance

and participation

Coordinate and facilitate the

preparations and arrangements

necessary in conducting academic

activities which include informing

/ inviting the top management,

invitation of guest speaker/s and

participants, preparation of the

venue and facilities needed for the

activity etc

Coordinate and facilitate the

conduct and proceedings of the

academic activity and its

documentation and evaluation

with the help of HoS’s

Coordinators


HoS’s Coordinators

4. Notes: Nil

5. Reference:

5.1 DAS Coordinators Job descriptions version-3/ Rev July 2012

5.2 Dr.Maximo Roger Pua’s DAS Procedures and the references therein (for the procedure

format / template)

Collects the attendance and

feedback forms relating to their

section/Unit and do the analysis .


Title: PROCEDURE FOR ATTENDING ACADEMIC ACTIVITIES INSIDE THE COLLEGE


permitting a staff member to attend academic activities inside the college.

2. SCOPE: The process starts when the Staff Coordinator receives a letter of intent and the

letter of invitation from a staff member wishing to attend an academic activity or the letter

of invitation from the department within the HCT conducting the activity.

3. PROCEDURE:


Staff member

(or)

The Department within

the HCT Conducting the

activity

HoD – Cordinator

.

Requesting the DC through the

Staff Coordinator through a Letter

of intent and the letter of

invitation for attending an

academic activity inside the

college.

After receiving the instructions

from the HoD, Informs the Staff

Coordinator about the activity, by

forwarding the E-mail with any

specific comments by the HoD .

Requesting the HoD, DAS, HCT

through a Letter of invitation for

permitting the staff to attend the

academic activity being organized

by them.


Staff Coordinator

4. Notes: Nil

5. Reference:



format / template)

Coordinates between the

department conducting the

academic activity and DAS staff

concerned for their attendance

and participation

E-mails the schedule and venue to

the staff members who need to

attend the academic activity. [The

HoD and the HoS concerned are

also e-mailed]

Checks with the HoD Coordinator

regarding the attendance of the

staff in the academic activity,

submit the attendance sheet to

the HoD and then file the same

Coordinates with the HoD

Coordinator on the

documentation of the activity


Title: PROCEDURE FOR THE CONDUCTION OF SOCIAL ACTIVITIES


conduction of social activities.

2. SCOPE: The process starts after receiving specific instructions from HoD about

“Welcoming New Staff”, “Farewell for outgoing Staff” or “Annual Year-End Parties” or other

events as felt necessary by the DcC

3. PROCEDURE:


Staff Coordinator

(With a Team)

HoS’s Coordinators

.

Plans and coordinates social

activities that will enhance

cooperation between and among

the DAS Staff and administrators

Informs through e-mail the DAS

Staff about the social activity and

form committees to assist, if

necessary

Coordinates and facilitates the

collection of financial contribution

for social activities if necessary

and upon the approval of the

Department Council

Coordinates and facilitates social

activity to welcome new staff

members of the DAS

Coordinate and facilitate farewell

party for staff members of the

DAS

Collects staff contributions for

social activities and hand over

them to Staff Coordinator


4. Notes: Nil

5. Reference:



format / template)


Title: PROCEDURE FOR ATTENDING ACADEMIC ACTIVITIES OUTSIDE THE COLLEGE


permitting a staff member to attend academic activities outside the college.

2. SCOPE: The process starts when the Staff Coordinator receives a letter of intent and the

letter of invitation from a staff member wishing to attend an academic activity outside the

college.

3. PROCEDURE:


Staff member

Staff Coordinator

DC

Requesting the DC through the

Staff Coordinator through a Letter

of intent and the letter of

invitation for attending an

academic activity outside the

college.

Requesting the DC for approval

with his/her comments, forwards

the Letter of intent from the staff

member to attend the said

academic activity outside the

college to all members of the DC.

Discuss the merits of the case in

the subsequent meeting and

communicate their approval to the

Staff Coordinator.


Staff Coordinator

4. Notes:

4.1 If the nature of the academic activity is of high importance, a request of the same by the

Staff Coordinator must be made to the DC by highlighting the deadline given by the

organizers of the activity.

5. Reference:



format / template)

Inform the staff concerned if his /

her request to attend an academic

activity is approved or

disapproved.


QA Coordinator


Title: Procedure in Conducting Evaluation of HoD / HoS / Unit Coordinator

5. PURPOSE: This procedure aims to establish a system in conducting evaluation /

appraisal of HoD / HoS

6. SCOPE: The procedure starts with the preparation of the evaluation tool and ends with the presentation / discussion of the results.


DAS QA Coordinator

DAS QA Coordinator\

DAS QA Coordinator

DAS QA Coordinator

DAS QA Coordinator

HoD

Prepares the evaluation tools

(Note 4.1)

Distributes the evaluation tool to

the respondents

Retrieves, collates and tallies the

results

Prepares the analysis of the results

Summarizes the analysis of results

Receives the summary of

evaluation results


HoD

HoS / Unit Coordinator

HoD

4. Notes: 4.1 Two types of evaluation tools will be used in evaluating the HoS / Unit Coordinator. One will be answered by the HoD while the other is to be answered by the staff under the HoSs / Unit Coordinator. For the HoD, the respondents will be the HoSs / Unit Coordinator and the Staff. 4.2 The HoD / HoS / Unit Coordinator may give (in writing) his / her feedback or objection (if any) to the result of evaluation. This will be filed together the signed result of evaluation for future reference.


Presents the

summary of

evaluation to the

HoSs / Unit Coor.

Signs and

files the

result

(Note 4.2)

Receives and signs the

summary of evaluation

(Note 4.2)

Files the summary of

evaluation of HoSs / Unit

Coordinator


Title: Procedure in Conducting QA Awareness Seminar for DAS Staff

7. PURPOSE: This procedure aims to establish a system of conducting quality

assurance (QA) awareness seminar for the DAS Staff

8. SCOPE: The procedure starts with the sending of an e-mail to the HoD asking approval in conducting a QA awareness seminar and ends with the result analysis of the seminar evaluation.


DAS QA Coordinator

DAS QA Coordinator\

DAS QA Coordinator

DAS Staff Activity Coordinator

DAS Staff Activity Coordinator

Office Coordinators

Sends an e-mail to the HoD asking

approval to conduct the QA

Awareness Seminar for the DAS

Staff

(Note 4.1)

Coordinates with the DAS Staff

Activity Coordinator

Conducts the seminar

Forwards the attendance and

evaluation to the Office

Coordinators

Checks the attendance and

evaluates the conduct of the

seminar

Collates, tally and prepares the

analysis and summary of the

results


Office Coordinators

DAS QA Coordinator

4. Notes: 4.1 The QA Awareness Seminar is conducted in Semester 1 and it is intended for new staff members. However, it may be conducted at anytime if the need arises (e.g. new updates, directives, policies, guidelines related to QA are to be implemented).


Forwards result to QA Coordinator

Files the evalaution results for

future use


Title: Procedure in Conducting Internal Audit

9. PURPOSE: This procedure aims to establish a system in conducting internal audit in

the department. 10. SCOPE: The procedure starts with the preparation of the schedule of internal audit

and ends with the submission of final audit report.


Lead Auditor

(DAS QA Coordinator)

DAS Internal Auditors

Lead Auditor (DAS QA Coordinator)


Auditees



By-laws, Quality Assurance Manual,

Quality Assurance Sub manual, QAD Audit

Visit Report

Prepares and sends an audit plan

to the auditees.

Note 4.1

Conducts the audit as scheduled

Prepares the audit report

Discusses result of the audit with

the auditees

Implements corrective and

preventive actions

Closes audit and prepares final

audit report

Checks the implementation of

corrective and preventive actions

by the auditees


DAS Council

4. Notes: 4.1 The audit plan is based on the areas that will be audited by the QAD and or on the areas identified to be critical / at risk / problematic / needs monitoring and evaluation in order to avoid major and detrimental effect on the quality operation of the department, its product (quality education) or services.


Receives Final Audit Report


Student Activity Coordinator


Title: Procedure in Organizing New Intake Student Orientation

11. PURPOSE: This procedure aims to establish a system in organizing and coordinating

the activities conducted during New Intake Orientation Week

12. SCOPE: The procedure starts with identifying and informing the persons who will be involved in the campus tour and presentations and ends with the student activity coordinator assisting during the orientation week.




Diploma Level Coordinator

Identifies and informs the B. Tech

students who: a) will assist in the

campus tour of the new intake

students during the Orientation

Week b) will give presentation

regarding their study experiences

in HCT. Invites alumni who will

give information on their

occupational experiences after

graduating from HCT

Coordinates with the Diploma

Level Coordinator with regard to

the schedule of campus tour and

presentation

Finalizes and informs the Student

Activity Coordinator of the

schedule and activities during the

Orientation Week




4. Notes: 4.1 The Student Activity Coordinator assists the B.Tech. students and alumni during their presentation


Informs the B. Tech students and

alumni of the schedule of campus

tour and presentation

Assists / helps during the

Orientation Week of New Intake

Note 4.1


Title: Procedure in Coordinating Student Project Exhibition

13. PURPOSE: This procedure aims to establish a system in coordinating student project

exhibition.

14. SCOPE: The procedure starts with identifying the course projects to be exhibited and ends with the evaluation of the event.




HoD



Identify together with the course

project coordinators and

supervisors, the projects that

could be exhibited. Prepares the

activity plan

Seeks approval from the HoD

Approves the projects to be

exhibited and the activity plan

Informs the students, concerned

project supervisors and concerned

course project coordinators of the

result of the discussion with the

HoD

Coordinates with the private

sector regarding sponsoring the

event


Student Activity Coordinator, Concerned

Students, Concerned Course Project Supervisors

and Coordinators


4. Notes: 4.1 Evaluation forms can be obtained from the QA Coordinator


Conduct the event and

implements the activity plan

Evaluate the event

Note 4.1


Title: Procedure in Coordinating Science Club Activities

15. PURPOSE: This procedure aims to establish a system in coordinating Science Club

activities.

16. SCOPE: The procedure starts with the planning of Science Club annual activities and ends with the submission of annual report.



Student Activity Coordinator and Student Leaders of Science Club

Science Club


Student Activity Coordinator and Student Leaders of Science Club


Evaluates the conduct of the

activity

Prepares together with the

Science Club leaders the Science

Club Annual Report

Submits the report to the HoD

Inform the HoD, HoSs and HoU of

the planned activities

Implements the planned activities

Plans together with the Science

Club members the annual

activities of the club

Note 4.1


4. Notes: 4.1 Symposium, conferences, posting of Science Club articles in notice boards, publication of Science articles, attendance to Science activities in other colleges and universities



Title: Procedure in Coordinating School Visit

17. PURPOSE: This procedure aims to establish a system in coordinating school visit

18. SCOPE: The procedure starts with the school coordinating their visit to the

Department of Applied Sciences and ends with the actual visit of the school students to the department.


School

HoD Office

Student Activity Coordinator and Student

Leaders

Student Activity Coordinator and Student

Leaders

4. Notes: 4.1 There should be proper coordination with the HoSs / HoU, concerned lecturers and technicians of the visit to avoid the disruption of classes and practicals.


Receive, orient, implement the

activity plan and tour, the visitors

in the department

Receives the letter and informs

the Student activity coordinator

Plan the activities during the visit

and the tour of the visitors in the

department. Informs the HoD,

HoSs and HoU

(Note 4.1)

Informs the department of their

plan to visit the department


Webpage Coordinator


Title: Procedure in Updating DAS Webpage in the HCT Website

19. PURPOSE: This procedure aims to establish a system in updating the DAS webpage

in the HCT website.

20. SCOPE: The procedure starts with the request to update / upload article or information on the DAS webpage and ends with the publication of the updates / information / article in the DAS webpage.


HoD / HoS / HoU


HoD / HoS / HoU


ETC

Requests the webpage

coordinator to upload / update /

revise articles / information in the

DAS Webpage

(Note 4.1)

Prepares and submits the dummy

of the article / information to be

uploaded / updated in the DAS

webpage

Comments and approves

Coordinates with ETC Web Team

for the publication of the article or

information in the DAS webpage

Publish the article / information /

revision / improvement in the DAS

webpage of the College website


4. Notes: 4.1 The Webpage Coordinator may give suggestions in improving what have been published / posted in the DAS webpage.


Documents

Forms Guidelines Policies - hct.edu.om · DAS Forms, Guidelines, Policies and Procedures _February 2013_v.1 Page 1 of 228 February 2013 Forms Guidelines Policies ... 30 Project I