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Administration'A'section
No.Ad.A4/67/2012Dated,CalicutUniversityP.O.,2ndJanuary2012

Read:1.MinutesofthemeetingoftheSyndicateheldon08/12/2011videItemNo.2011.813.
2.OrderoftheHon'bleViceChancellordated31/12/2011.

ORDER
TheSyndicateatitsmeetingheldon08/12/2011consideredtheproposalfordecentralising
theworkinthePareekshaBhavanundersevenBranchHeadsforthepurposeofadministrative
efficiency,quickgovernanceandtoprovidebetterservicetothestudentcommunityandresolved
videItemNo.2011.813toaccepttheproposal.TheHon'bleViceChancellorhasorderedto
implementthedecisionoftheSyndicate.
Thefollowingordersare,therefore,issued:
NewSystemofRestructuring:Inthenewsystem,therewillbe7divisionsintheCEs
office(Fig1appended),eachwithindependentresponsibilitiesforaparticularsetofexaminations
allotedtoeachdivision.TheheadofthedivisionisredesignatedtentativelyasJointControllersof
Examinations(JCE)withtotalresponsibilityofeachdivision.Thisnewdesignation(JCE)isjustfor
convenienceandStatutoryamendmentsforsamemaybemadeinduecourse.Thefollowing
divisionsunderJCEsarecreated,underTheControllerofExaminations,withindependentcharge
andresponsibilities.
JCE1:CentralConfidentialAndGeneralsection.
(TheseniormostJointRegistrarwillworkasJCEdirectlyunderControllerof
Examinations)
JCE2:B.A.andOrientalTitleCourses.
JCE3:B.ComAndB.B.A.
JCE4:B.Sc.,B.C.AandMedicineCourses,(EPR1)
JCE5:P.G.CoursesandB.Ed/M.EdCourses.
JCE6:B.Tech.Courses.
JCE7:ProfessionalCourses.

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ResponsibilityofJCE1
Thefollowing5sectionswillfunctionunderJCE1,withspecificresponsibilities.
1.CentralConfidentialandGeneralSection:

CentralConfidentialSectionisentrustedwiththeresponsibilityofpreparationofquestionpapers
ofalldivisions(JCEs)ofUniversity
2.CentralTappal:

CentralTappalwillentercurrentdetailsoftheinwardTappal,givethecurrentnumberand
transferittotheJCEconcerned.
3.CentralStore:

(a).Storeforkeepingtheanswerscriptsbeforerevaluation.
(b).Storinganswerscriptsafterrevaluation.
4.MonitoringCell:

*Thedistributionsofquestionpapersandanswerscriptstotheexaminationcentres.
*CollectionofwrittenanswersscriptsfromExaminationcentres.
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*Redistributionofthescriptstovaluationcampsand
*Transmissionofvaluedscriptstothestores.
5.AnyOtherResponsibilityassignedbytheCEfromtimetotime.

ResponsibilityofJCE2toJCE7
EachJCEwillhavethefollowingspecificresponsibilitiesandJCEofeachdivisionwillbe
personallyresponsibleforensuringthattheentireworkassignedtoeachsectioniscompletedwellin
time.
(1).ConfidentialSection(alongwithJCE1)
(2).DespatchWorks
(3).ConductOfExaminationsAndValuations
(4).Tabulations,Revaluations,&DegreePreparations
(5).AnyotherworkassignedbyTheControllerofExaminations/Registrarfromtimetotime.
.

WingsUnderJCE
(A).PersonalwingorGeneralwing.(directlyunderthecontrolofeachJCE)
(B).OperationalwingunderthedirectcontrolofAsst.Registrars/SOs.
A.PersonalwingorGeneralwing
(OfficerResponsible:JCEandsectionOfficer)
*TappalWork
*Transit&retransitoffilesfromtheJCEtohigherauthorities
*Despatchofcertificates,marklists,lettersetc.,fromJCE.
*Transitofdatasheetsofdegreecertificates,RVapplicationstoandfromsectionsandits
recording.
*Recordingandmaintenanceofrecordofdegreesofcertificatespreparedandsendthroughthe
JCE.
*Sendingappointmentsletterstoexaminers,fixingexaminersforRevaluation,arrangingCV
camps,homeRevaluation,makinganyarrangementsforvaluationofexigencies,etc
*Assistingthemonitoring/tabulationsections
*Assistingcampvaluation,transmissionofanswerscriptsfromcentretoUniversityortocamp
centres.
*Alltypingworks
*Assistingtabulationsectioninenteringmarksinthecomputer,publicationofresult
*ConveningPassBoardmeetingafterthecompletionofvaluationandtabulation.
*Conveningspotpaymentstoexaminersoncompletionofthevaluation.
*Arrangingvaluedanswerscriptsorderlywiththehelpofmonitoringcell.
*Issueofresultnotificationwithrevaluationdates,datesofnextsupplementaryexaminationand
dateofitsreceiptofapplications.
*makingcommunicationandcontactswithotherJCEs.
B.OperationalwingunderthedirectcontrolofAsst.Registrars/SOs
*VerificationofRegistrationofthestudentsadmittedintheDepartmentsofUniversity
*Ascertainingthenumberofstudentsregisteredfortheexaminationandassigningthenumberof
candidatestoeachcentre
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*PreparationofQuestionpaperStatementsandCovers
*Tabulation
*PreparationofIssuanceofMarkListandProvisionalCertificate
*Revaluation
*Degreecertificatepreparation
*Anyotherworkassignedbysectionofficers
.
MostImportant:Sinceexaminationisaveryserious,moreresponsibleandtimeboundactivity,it
shouldbeattendedtomoreresponsibilitytocompleteallcomponentsofthetaskinanintegrated
manner,topublishtheresultintime.Assuch,itistheresponsibilityofeachJCEtoensurethatperson
withspecificresponsibilitywithrespecttoeachitemofworkundertheJCEareassignedtoeach
staff(AR,S.Oandassistants).TheJCEshouldalsoensurethattheallottedworktothesubordinated
staffiscompletedonatimeboundmanner,andtheresultarepublishedwellintime.Theresultof
eachexaminationshouldbepublishedwithin30daysfromthelastdateofexaminationandwork
distributionandplanningshouldbedoneaccordingly.
TheJCEwillbetheofficerresponsibleformobilizingtheteaminadisciplinedmannerand
completingtheexaminationworkasperschedulefixed.IftheJCEisneedspecialassistanceto
manageanycontingencyduringthecourseoftheexaminationrelatedwork,theCEshouldarrangeto
providethesame.Theoverallresponsibilitywithrespecttoconductofexaminationandpublication
ofresultasperactandstatuewillcontinuetoremainwiththeCEhimself
SelectionofJCEs:TheseniormostJointRegistrarorseniormostDeputyRegistrar(preferablywith
atleast23yearsofservicetoretire)WorkinginthepareekshabhavanwillbenominatedasJCEof
therespectivedivision.
JCEsduringleave:TheJCEsmayhandoverthechargeoftheirdivisiontothenextseniormost
personsintheirdivisions,assigningspecifictasktobecompletedduringtheirabsence,whenever
theygoonleave.

Sd/

DeputyRegistrar(Administration)

ForRegistrar
Table1:RESPONSIBILITIESOFJCEs.
JCE1

JCE2

1.Confidential
2.Despatch
1.Central
3.Examination
confidential and
2.Central
Valuations
Tappal
4.Tabulation,
3.Central
Revaluation&
Store
Degree
4.Monitoring certificate

JCE3

JCE4

JCE5

JCE6

JCE7

1.Confidential
2.Despatch
3.Examination
and
Valuations
4.Tabulation,
Revaluation&
Degree
certificate

1.Confidential
2.Despatch
3.Examination
and
Valuations
4.Tabulation,
Revaluation&
Degree
certificate

1.Confidential
2.Despatch
3.Examination
and
Valuations
4.Tabulation,
Revaluation&
Degree
certificate

1.Confidential
2.Despatch
3.Examination
and
Valuations
4.Tabulation,
Revaluation&
Degree
certificate

1.Confidentia
2.Despatch
3.Examinatio
and
Valuations
4.Tabulation,
Revaluation&
Degree
certificate

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preparation

preparation

preparation

preparation

preparation

preparation

Table2:RESPONSIBILITIESOFASSISTANTREGISTRARS,SECTIONOFFICERSAND
ASSISTANTSUNDERJCE2TO7
PERSONALWING

OPERATIONALWING

1.Tappal
2.TransitandRetransitoffiles
3.Despatchofmarklist,certificatesandRV
Applications
4.RecordofDegreecertificates.
5.Sendingappointmentlettersto
examiners(TheoryandPractical
6.ArrangingValuation
7.Assisting,monitoring/TabulationSection
andCampvaluation
8.Typing
9.Assistingpublicationofresult.
10.Conveningpassboardmeetingsandspot
paymentcamps
11.Systematicarrangementofvaluedanswer
scriptsinthestore.
12.Resultnotifications
13.CommunicationwithotherJCEs.

1.Registrationofstudents
2.Assigningstudentstoexaminationcenters.
3.Preparationofquestionpaperstatements
andcovers
4.Tabulation.
5.Marklistandprovisional
certificates(preparationandissue)
6.Revaluation
7.Degreecertifiactepreparation

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