State Board of Technical Education General Guidelines

DEPARTMENT OF TECHNICAL EDUCATION

From To

The Chairman Principals of All Govt. / Govt Aided &

Board of Examinations, Self financing Polytechnics
Directorate of Technical Education,
Guindy, Chennai 600 025.

Sir/Madam,

Sub: Technical Education - Conduct of Board Examinations Guide lines to be

followed reg.
***

The Board Examinations are to be conducted smoothly and successfully without giving room to
any complaint. As the exams are conducted State wide, uniform practice in conduct of examinations in
all the centers is expected, so that a standard conduct of examination will be maintained and followed.
In this connection the guidelines that are to be followed are enclosed. The different forms that are being
used in the conduct of Examination are also given for reference and use.

You are requested to take a printout of the Guidelines and the forms and stitch them in such a
way that it will remain as a standard and permanent document for the conduct of Board Examinations.
You are also requested to go through them in detail and make sure that everyone involved in the
Examination process ( Chief Supdt., Additional Chief Supdt., Hall Supdts. External & Internal Examiners
and Students ) are familiar with the guidelines and procedures.

CHAIRMAN
Board of Examinations

Encl: As above

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 State Board of Technical Education General Guidelines

GUIDE LINES & SPECIMEN FORMS

1. Guidelines to Chief & Addl. Chief Superintendents

2. Instructions to Additional Chief Superintendents

3. Instructions to External Examiners

4. Instructions to Hall Superintendents

5. Instructions to Candidates regarding Malpractice

6. Theory Examinations Forms:

Ex 1 FORM

Ex 2 FORM

Ex 4 FORM

Ex 6 FORM

Attendance particulars of Candidates

7. Practical Exam Forms:

P-5 Form

Syllabus Completion Certificate

Certificate of Practical Examinations

Detailed Allocation of Marks

8. Model / Specimen copies for different registers:

Stationary stock Register

Answer paper issue Register

Duplicate Hall ticket Register

Answer Books Packing Register

Answer Brooks Dispatch Register

Punishment Awarded Case Register

***

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 State Board of Technical Education
DEPARTMENT OF TECHNICAL EDUCATION
BOARD OF EXAMINATION - CHENNAI 600 025
DIPLOMA EXAMINATIONS
General Rules and Instructions for Guidance of Chief and Additional Chief Superintendents
1.1 GENERAL
The Principal of the Institution where the
examinations are conducted or a person
nominated by the Chairman will be the Chief
Superintendent for that particular centre. The
Chief Superintendent at each centre will be
responsible for the conduct of the examination
at that centre. One or two Additional
Superintendent for each examination centre
will be appointed by the Chairman to assist the
Chief Superintendent in the conduct of the
examinations. It will be the primary duty of the
Chief Superintendent and the Additional Chief
Superintendents to ensure that the
examinations are conducted strictly in
accordance with the prescribed procedure and
particularly without giving any room for
malpractices of any sort to occur. It is,
therefore, imperative that the Chief
Superintendents, the Additional Chief
Superintendents and the Hall Superintendents
appointed for invigilation work are to be on
extra vigilant throughout the conduct of the
examinations and see that no malpractice of
any sort occurs in the respective centers. The
Chief Superintendent should, on no account,
entrust the conduct of the examination to
anyone else or absent himself on the days of
the examination without the prior written
permission of the Chairman.
1.2 SEATING ARRANGEMENTS
The Chief Superintendent at each centre
should personally look after the seating
arrangements for the candidates in the halls in
which the examination is to be conducted.
Candidates should be provided with suitable
General Guidelines
seats and tables placed not less than five feet
(1.5 meters) apart from centre to centre and so
arranged that when seated, they shall all face in
the same direction.
1.3 STATIONERY
Answer books and the additional sheets
required for in connection with the
examinations, will be sent to the Chief
Superintendent. Candidates should write their
answers on both sides of the paper in the
answer books and at least 25 lines/page.
However they should not write any answers on
the wrapper sheet. Any deficiency of answer
books may be obtained well in advance from
Chairmans office. Any deficiency in the supply
of other stationery articles for examinations
purposes should be made good from the
regular stock of the Institution. Candidates are
required to bring their own pens, pencils,
scales, calculators etc. However they should not
bring any calculator with programming facility.
1.4 NOMINAL ROLL
he Nominal Roll of the Candidates to be
examined at each centre should be checked by
the Chief Superintendent and any mistake in
any of the particulars mentioned there in
should be immediately reported to the
Chairmans office for necessary action. A copy
of the Nominal Roll should be put up on the
Notice Board which should be placed in a
conspicuous place for the information of the
candidates. The other copy of the Nominal Roll
should be used for reference.
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1.5 HALL TICKETS
Hall Tickets for admission to the
examination will be issued to each candidate by
the Principal. The Chief Superintendents, the
Additional Chief Superintendents or the Hall
Superintendents should check the Hall Tickets
of each candidate and satisfy themselves as to
his/her identity with reference to the passport
size photo affixed/printed. Candidates without
Hall Tickets should not be admitted to the
examination. The Principal may, however issue
Duplicate Hall Ticket to a candidate who fails to
bring his/her Hall Ticket to the examination hall,
if the Principal is satisfied that the failure to
bring the Hall Ticket was unavoidable.
ISSUE OF DUPLICATE HALL TICKETS
Duplicate Hall Tickets should be issued very
restrictedly and only in some genuine reasons.
Duplicate hall tickets should also be
affixed/printed with photos and attested duly
by the Principal himself. The candidate should
be personally identified by the Principal at the
Examination Hall when the temporary Duplicate
Hall Ticket is issued and this fact should be
noted in the temporary Duplicate Hall Ticket
itself. A fee of Rs.25/- is to be collected for each
issue of Duplicate Hall Ticket and the amount
so collected should be remitted to the Treasury
/ State Bank of India in the same head of
account of the Diploma Examination fees, after
all the examinations are over.
If a duplicate Hall ticket is given on the basis
of missing / lost original Hall Ticket, the
Duplicate Hall Ticket may be used for the
remaining period of Examinations by the
Candidate. In case the Candidate has failed to
bring the Original Hall Ticket he/she may be
asked to bring the original Hall Ticket for the
next Examination and the Duplicate Hall Ticket
issued may received back and cancelled.
A register titled Duplicate Hall Ticket
Register in the format REG-3, given in the
Annexure should be maintained and should be
attested by the Principal and additional Chief
Supt. for each issue of the Duplicate Hall Ticket
General Guidelines
A report containing the list of candidates for
whom the duplicate hall tickets have been
issued along with the original chalan for the
total amount remitted should be submitted to
the Chairman, Board of Examinations after all
the examinations are over and documents
shown to the local flying squad at their time of
visit.
2.0 QUESTION PAPERS
2.1. RECEIPT OF QUESTION PAPERS
Question papers for the examinations
concerned will be sent to the Question paper
Distribution centre. The Chief Superintendent
should go and collect the Question paper
bundles from the Distribution center in person.
When these parcels are received, the Chief
Superintendent should satisfy himself, by
inspecting the seals, flaps and edges of the
parcel that they have not been tampered with
in any way. If any irregularity or anything
suspicious nature is noticed in the appearance
of the parcel, seal, flap, or edges, the Chief
Superintendent should immediately intimate
this to Technical Assistant (Mechanical), DOTE
as well as the Distributing center stating exactly
the nature of the irregularity or suspicious
circumstances.
2.2 CHECKING THE SUFFICIENCY
The parcels containing the question papers
should be kept in the personal custody of the
Chief Superintendent. The keys (including the
duplicate key, if any) of the room in which
Question papers are kept should be with the
Chief Superintendent alone. Since the
allotment of question papers for each
examination centre has been made according to
the question paper requirement furnished by
the Principal, the Chief Superintendent must
ascertain the sufficiency of number of question
papers in each subject at the examination
centre as per the Nominal Roll. The Chief
Superintendents are therefore, requested to
prepare a statement in paper-wise and course
wise from the Nominal Rolls of the candidates
appearing for each examination, compare them
with the number of copies are available in each
subject and satisfy themselves that the number
of copies of question papers in each paper
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 State Board of Technical Education
received are quite sufficient (without opening
question paper packets) and that the question
papers have been received for all the subjects
of all courses.
2.3 SHORTAGE OF QUESTION PAPERS
In case any deficiency is noticed, the Chief
Superintendent is requested to contact
immediately the Technical Assistant (Mech.),
DOTE over Phone 044-22351018 extension 336.
They are also requested to send the
Acknowledgement for the receipt of Question
paper packets duly signed by him/her and the
Additional Chief Supdts. Only the sealed
bundles containing question papers, which are
considered to be sufficient for the distribution
to the candidates alone, have to be opened and
other sealed packets, if any which are surplus
have to be kept safely without opening them
till the exams are over.
2.4 STORAGE OF QUESTON PAPER
After verifying the sufficiency of question
paper, they should be kept in a steel cupboard
in Principals room and the steel cupboard
should be sealed. If necessary, the question
paper cover may be arranged in session wise
order without writing subject or date of
examination on the cover.
2. 5 OPENING OF QUESTION PAPER COVERS
Just five minutes before the time fixed for
giving out the question paper, after all the
students are seated, both the Chief
Superintendent and Additional Chief
Superintendent should individually satisfy
themselves by inspecting carefully the Code
numbers, seals, flaps and edges of the packet
containing the question paper relating to the
examinations to be held on that particular day
open carefully. The Additional Chief
Superintendent should also verify the question
paper packets with the code letter list for the
correct code numbers and also verify the
quantities received with the quantity list
forwarded to the center. Before opening, if any
irregularity or suspicious nature is noticed in the
appearance of the packet or seals in it, the
same should be informed to Technical
General Guidelines
Asst.(mech), DOTE, Chennai/ Local Flying squad
over phone, stating exactly the nature of
irregularity of suspicious circumstances. Then
they may open the sealed cover and take out
the number of copies contained in the cover
and count them and see that they tally with the
number of copies and the Question paper Code
Number that are mentioned on the cloth lined
cover.
If the Code No. of the Question Paper
printed on the cover and that printed on
Question Paper differs, then immediately the
Question Papers are to be put inside the cover
and sealed. The variation is to be intimated
immediately to Technical Assistant
(Mechanical), DOTE and further follow up
action is to be taken as per his direction.
If the Chief Superintendents have received
question paper packets for which none of the
candidates are appearing, such packets should
not be opened and it should be kept intact as
received. On the front of these question paper
packet, it should be written that the cover has
not been opened since none of the candidates
are appearing. If more question paper packets
are received and if the question papers contain
in some pockets alone are sufficient for the
distribution to the candidates only the packets
which are required for distribution to the
candidates alone should be opened, others
should not be opened. Immediately after
opening the cover they should individually sign
in the space provided below the printed
certificates on the cover containing the
question paper.
The Chief Superintendent should announce
to the candidates the code numbers of the
respective question papers for the different
subjects for the session of examination.
2.6. DISTRIBUTION OF QUESTION PAPERS
2.6.1. If the examination is held in more than
one hall, the question paper covers may be
opened in the main hall and the question
papers due to the other halls should be taken
by the Chief Superintendent or the Additional
Chief Superintendent and handed over them
to the Hall Superintendents. Before giving the
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starting signal or bell it should be ascertained
that question papers have been transmitted to
all the Examination Halls.
2.6.2. If in a Hall there are certain candidates
who are answering different question papers,
such candidates who are to answer a particular
question paper should be asked to stand up in
their seats and question papers for which these
candidates have to answer should be
distributed to them. Similarly to the other
batch of candidates the question papers having
different Code Nos. should be distributed.
2.6.3. The period prescribed for answering the
question paper should be announced to the
candidates immediately after the question
papers are distributed. Question papers should
be distributed exactly at the starting time
prescribed. If unavoidably delayed by a few
minutes the candidates must be given full time
allowed for the examinations.
2.7. SPECIAL INSTRUCTIONS FOR SHORTHAND
EXAMINATION
For the dictation of passages for the
Shorthand subject of the Modern office practice
students, only one copy of the question paper
should be taken out from the packet and the
passage should be dictated according to the
instructions contained in the question paper.
Soon after the dictation is over, the question
paper should be kept back in the question
paper packet and sealed immediately. The time
of opening the packet and closing after the
dictation is over should be indicated in the
packet
3.0. DISTRIBUTION OF ANSWER BOOKS
The distribution of Answer Books to the
candidates should be entrusted only to the Hall
Superintendents.
As soon as the answer books have been
distributed to the candidates, it should be
announced in the examination hall that the
candidates should fill up the details in the
Answer Books carefully. The candidates should
General Guidelines
be directed to read the instructions printed in
the Answer Book before writing their
examinations. They should also be informed
that they should write their Register Number
and Name only in the space provided for this
purpose on the front page and not anywhere in
the Answer Book. Violation of these instructions
will lead to severe punishment to the
candidates.
4.0. SUPERVISION
4.1. HALL SUPERINTENDENTS
4.1.1. Sufficient number of Hall Superintendents
should be posted in each hall. However, if the
Chief Superintendent feels that some more Hall
Superintendents are required, then he/she may
appoint additional Hall Superintendents under
intimation to the Flying Squad. On the first day
of Theory Examinations the Chief and Additional
Chief should convene a meeting with all the Hall
Superintendents who have come for duty at the
center and explain the duties and
responsibilities of Hall Superintendents for the
smooth conduct of Theory Examinations. Hall
Superintendents should be informed that they
should remain inside the Hall for the entire
duration of Examination. They should also be
informed that without prior permission they
should not absent themselves from the duty.
4.1.2. Each Hall Superintendents may be
allotted a particular block of candidates
specifying clearly, the register numbers. He is
responsible for the distribution of question
papers and collection of the Answer Books from
the candidates of the allotted block.
4.1.3. Each examination hall must be posted
with a minimum of one External Hall
Superintendent.
4.1.4. If sufficient External Hall Supdts. have
not turned up, the Chief Superintendent may
contact over phone the Local Flying Squad and
request them to make arrangements from
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 State Board of Technical Education
nearby institutions for staff and appoint them
as External Hall Superintendents and the action
may be ratified from the Chairmans Office over
phone as well as through letters.
4.1.5. No Hall Superintendent should be
permitted to use mobile phone while on duty
4.1.6. After the examinations for the regular
candidates are over if the number of Hall
Superintendents are found to be surplus for all
the remaining Examinations the Chief
Superintendent may relieve the excess staff.
While relieving the surplus Hall
Superintendents, the staff coming from the Self
financing Polytechnics may be considered first
in preference to the Government and Aided
Polytechnics.
4.2. No candidate should be allowed to enter
the examination hall after the lapse of an
hour (30 minutes) from the commencement of
the examination. No candidate should be
permitted to leave the examination hall before
45 minutes after the commencement of the
examination.
4.3. Signatures of all the candidates present
should be obtained in the prescribed format
after verifying the correct entry of the Register
Number written by the candidate on the front
page and the identification of the candidate
with reference to the signature and the photo
in the hall ticket. The serial number of the
Answer Book used by the Candidate should also
be written by the candidate in the attendance
sheet while signing. This work must be
completed before allowing any candidate to
leave the hall.
4.4. The signatures obtained from the
candidates for the various days / sessions of
examinations should be filed separately and
kept at the institute as a permanent record for
any future reference.
General Guidelines
4.5. The Chief Superintendent and Additional
Chief Superintendents should go round the
whole Examination Centre then and there and
check up the supervision of the Hall
Superintendents.
4.6. If any Hall Superintendent is found to be
careless in the supervision work necessary
warning may be given. Any Hall
Superintendent, who is found to be repeatedly
negligent in duties, may be relieved
immediately and the fact intimated to the
Chairmans Office (Regional Officer III) as well
as to the respective institutes.
5.0 MALPRACTICE
5.1 PREVENTIVE MEASURES
As a preventive measure necessary warning
may be given through a specific circular in bold
letters put up in the Notice board and also at
the beginning of each examination either
through the mike from the main hall or
separately at each hall that the following
activities would be booked as a malpractice.
(i) Possession of printed or written
material, containing matter
connected to the examination.
(ii) Possession of any connected matter
written on the scale. Kerchief,
geometry box etc.
(iii) Possession of mobile/ pager/ iPod
calculator with programming
facility.
(iv) Copying from any of the above
materials or from that of the
neighbor.
(v) Talking or transaction of any materials
between the neighboring
candidates or outsiders.
(vi) Impersonation.
(vii) Answer or any other thing written on
the question paper.
(viii) Act of any other misbehavior in the
examination hall.
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The instructions to candidates with regard
to malpractice (given in the guide lines) is
to be displayed at the entrance of each
examination hall so that all the candidates
are very well aware of the different kind of
acts which are treated as malpractice.
5.1.1 Candidates may be permitted to throw
out any paper or bits before the beginning of
the Examination after the above warning. The
Chief Superintendent and the Additional Chief
Superintendent should confirm at every
Examination Hall that the initial warning is
given properly.
The Chief Superintendent should also take
all other precautionary measures that no
student or other persons who are not
connected to the examination are moving
around (near) the examination halls throughout
the duration of the examination sessions.
Candidates who have left the hall should be
kept 20 meters away from the examination
premises. No staff should have a chance of
reading the concerned question paper before
the examination is over. No unconnected staff
is permitted to enter the examination hall.
5.2. PROCEDURE OF BOOKING THE
MALPRACTICE CASE
As soon as a malpractice case is detected,
the materials possessed by the candidates may
be seized and a signature of the candidate may
be obtained on each bit with date. A written
statement may be obtained from the candidate
admitting that he/she was caught in the act of
copying or was found in possession of notes,
bits etc., as the case may be. He/she may be
permitted to write the examination for the
entire period. No candidate should be deprived
of the opportunity of writing the examination
till the end of the duration whatever the case
may be.
5.2.1 Following information may also be noted
down immediately after detecting the case.
General Guidelines
(i) Exact location of the candidate
concerned in the examination hall.
(ii) Time of copying.
(iii) Number of pages so far written by the
candidate.
(iv) The particular question he was
answering at the time of detecting the case.
(v) Particulars of materials seized from the
candidate.
5.2.2. The Chief Superintendent may issue a
memo to the candidate asking him to appear
for an enquiry indicating the time and date.
Enquiry should be conducted on the same day
after the examinations are over. The Chief
Superintendent and the Additional Chief
Superintendent will form the members of the
Enquiry Committee. They will enquire the
candidate in the presence of the Hall
Superintendent who detected the case. The
candidate may be asked to give replies to all the
questions in writing. A copy of the prescribed
pro-forma of the enquiry committee report is
sent for the guidance of the Chief
Superintendents. All the questions in the
enquiry report should be correctly filled by the
Chief Superintendent.
5.3. A report of the malpractice should be sent
to the Regional Officer III, DOTE, Chennai 600
025 by name together with the following
enclosures in a sealed cover.
(i) Answer book.
(ii) Bits or any other materials seized from
the candidate(duly signed by the candidate)
(iii) Hall layout plan showing the exact
position of the candidate.
(iv) Enquiry report with the specific
remarks by the Chief Superintendent
regarding the merit of the case.
(v) In case the candidate has already been
booked in malpractice in earlier Board
examinations, a copy of the punishment
given to be enclosed.
(vi) Statement given by the candidate.
(vii) Statement given by the Hall
Superintendent / the Additional Chief
Superintendent.
5.4. Following are some of the typical cases of
malpractice which may be prevented in future.
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5.4.1. A candidate took away the answer book
written by him from the examination hall.
5.4.2. A candidate had inserted a pre-prepared
additional sheet containing answers to the
various questions which were found in the
question paper / not asked in the question
paper.
5.4.3. A candidate had received from an
outsider through the window a bit containing
answers for the days examination.
5.4.4. A candidate had replaced the answer
book itself with a fresh answer book with
answers already written for the various
questions.
5.4.5 A candidate posses a mobile phone inside
the examination hall.
The Chief Superintendents are therefore
requested to take all necessary pre-cautionary
steps to avoid any such malpractices to occur.
6.0. COLLECTION OF ANSWER BOOKS
6.1 At five minutes before the close of the
examination of the particular day, candidates
should be warned to prepare their Answer
Books for handing over. Soon after the ending
bell is heard they should be asked to stop
writing and stand up and also to fasten the
additional sheet / drawing sheet, if any with
thread supplied to them carefully and tightly.
6.2. As soon as the time for the examination is
over, the Hall Superintendents posted in the
particular half should be asked to collect the
Answer Books from the candidates allotted to
him and arrange them in order.
6.3. No candidate should be permitted to retain
his Answer Book beyond the prescribed time.
6.4. As soon as the Answer Books have been
collected from the candidates each Hall
Superintendent should be asked to check up
whether they have collected all the Answer
Books from the candidates allotted to them,
who were present themselves for the
examination on that day. If they found that the
number of candidates present for the particular
day of the Examination and the number of
Answer Books collected from them do not tally,
General Guidelines
they should immediately make a check to find
out the omission of any Answer Book. If such
cases happened it will be considered a serious
lapse on the part of the concerned Hall
Superintendent and it should be immediately
brought to the notice of the Chairmans Office.
6.5. The candidates should also be warned that
if they leave their Answer Book on the table
without handing over to the concerned Hall
Superintendent, their Answer Book will not be
valued and they will be treated as absent for
the particular day of the Examination.
6.6. All the Answer Books collected from the
Hall Superintendents should be sorted out
according to their Register numbers for each
course separately.
6.7. Before collecting the Answer Book it should
be ensured that the candidates have written
their Register numbers correctly on the space
provided in the Answer Book and fastened
correctly the additional sheets if any to the
main Answer Book. If any corrections or over -
writings made in writing Register Number or
Name, the same should be attested by the Chief
Superintendent ensuring that the genuineness
of the candidates who had written.
7.0 PREPARATION OF DESPATCH DOCUMENTS
7.1 The following dispatch documents in the
prescribed formats are to be prepared well in
time before the examination is over. It is
informed that from October 1993 examination
onwards the Ex.3 form is abolished (The
contents of Ex.3 are included in Ex.1.)
(1) Ex. 1. Certificate of opening the
Question paper and Dispatch.
(2) Ex.2 Attendance particulars.
(3) Ex-4Report of the Chief Supdt.
(4) Ex. 6 Question paper account.
7.1.1. One copy of Ex.1 and Ex.6 prepared for
each of the courses of a session may be sent by
ordinary post to the Chairman, Board of
Examination, Chennai 600 025 soon after the
answer book parcel is dispatched. The actual
time of registration of the answer book parcel
should be noted correctly in the Ex.1 form
under the column time of dispatch.
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7.1.2. Five copies of Ex.2 forms may be
prepared after checking clearly the Register
numbers of candidates present and absent. The
Chief Superintendent is requested to take
special care in collecting all the correct register
numbers from the Nominal roll for each subject.
7.1.3. The total number of Answer Books
enclosed in the bundles should be indicated
separately in the Ex.2 form just below the line
Register number of Malpractice and should tally
with the actual number of Answer Books being
packed. The Register number of malpractice
cases should also be indicated in the list of
candidates present by rounding them off. The
first copy of Ex.2 form should be used for
comparing the Answer Books and the Register
Numbers in this Ex.2 Form should be ticked off
with pencil and the same Ex.2 form should only
be kept inside the Answer Book packet. The
fifth copy to be pasted outside the packet. The
third copy may be sent to the Chief Coordinator
to whom the Answer Book parcel is sent,
separately in ordinary tapal. The fourth copy is
to be retained at the institute for any future
reference. The second copy of the Ex.2 of all
the Examinations are compiled semester wise
and branch wise bound together and kept safely
after all the theory Examinations are over.
It is hereby informed that the Chief
Superintendent need not send any Ex.2 Form to
the Computer Centre, Directorate of Technical
Education, Chennai 600 025.
8.0. PACKING OF ANSWER BOOKS
8.1 The Answer Books of all the candidates in
each subject should be bundled firmly and
wrapped up neatly in brown paper in the form
of packets with flaps being pasted intact. The
fifth copy of the Ex.2 form may be then pasted
over the packets and all the vulnerable joints of
the packets should be carefully sealed with the
personnel seal of the Chief Superintendent as
well that of the Additional Chief
Superintendent. Signature to be affixed across
the bundle after pasting the Ex-2 Form so that a
Part of the Signature should fall on the EX-2
Form and the remaining part on the bundle
wrapper.
General Guidelines
8.2. On the front of each cloth bundle
containing the Answer Books, concerned code
numbers of the question paper should be noted
boldly at the left top corner. It may be super
scribed at the top with words REGISTERED
PARCEL WITH ACK. DUE CONFIDENTIAL-
GOVT. RECORDS. The correct address of the
Chief Coordinator should be written legibly
using sketch pen.
8.3. The Chief Superintendent should frank the
parcel with his signature on the left lower
corner indicating clearly the Institute Code
number and the name of the centre with
address using sketch pen. Institute rubber
stamp should not be affixed for this purpose.
The institute code number should not be
written at the top along with the question
paper code.
8.4. Packing of the Answer Books should be
done under the personal supervision of the
Chief Superintendent and the Additional Chief
Superintendent and with at least two external
Hall Superintendents.
8.5. During the drawing Examination candidates
should not be supplied more than one drawing
sheet. However, only in extra-ordinary
circumstances two drawing sheets may be
supplied. Drawing sheets should not be
multiple folded. They should be double folded
only when packing.
9.0. DISPATCH INSTRUCTIONS
9.1. After stitching all he packets and affixing
seals properly on the cloth cover these parcels
should be sent to Post Office for dispatch. In the
case of Examination held in the afternoon the
Chief Superintendent should try to dispatch the
Answer Books as far as possible on the same
day. In case if it is not possible to dispatch
them on the same day, they should be
dispatched on the next immediate postal
working day.
9.2. Such of those Answer Books which cannot
be dispatched on the same day should be kept
in the steel almirah which should be sealed with
the seals of both the Chief as well as the
Additional Chief Superintendents.
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9.3. Immediately on the next day, the sealed
almirah in which the packets were kept should
be opened in the presence of the Chief
Superintendent and Additional Chief
Superintendent/s. They should also satisfy by
inspecting carefully that the seals and the edges
of the packets have not been tampered in any
way.
While sending, parcels to the Post Office
should be accompanied by a responsible staff
not lower than the rank of Clerk. Parcels should
not be taken through their bicycle. Each postal
receipt should be checked and the concerned
date of Examination may also be noted on it,
and should be signed by the Additional Chief
Superintendent immediately on their receipt
from the Post Office.
A Bundle Packing Register should be
maintained in the format given and attested by
the Chief and Additional Chief Superintendents
then and there.
10. REPORT OF THE EXAMINATION
As soon as the Examinations are over separate
report regarding the conduct of the
Examination should be sent in the prescribed
Form Ex.4 by the Chief Superintendent.
11.0. PRACTICAL EXAMINATIONS (For the kind
attention of Chief Superintendent only).
In the case of Practical Examinations, the Chief
Superintendents should note the following
points and act accordingly.
11.1. The Chief Superintendent should ask the
External Examiner to go through the External
Examiners Instructions given by DOTE .
11.2. The Chief Superintendent should go in
rounds when the Practical Examinations are
being conducted and should see that the
Examinations are being conducted strictly in
accordance with the Time Table displayed in the
Notice Board and also check the presence of
External and Internal Examiners in the Lab /
Work Shop.
General Guidelines
11.3. Apart from the Staff connected with the
Examinations, other persons should not enter
in to the place where the Practical Examinations
are conducted.
11.4. The Chief Superintendent should inform
the Internal and External Examiners that
instruction details as to the Board Practical
Examinations given by the DOTE is to be
followed while entering data in to CD (compact
disc) and filling the details in Data Entry Sheet.
11.5. The Answer Papers of all the Candidates,
who have attended the Practical Examinations,
are to be packed in a cover neatly. The detailed
allocation of marks of each question, detailed
allocation of marks of all the candidates, P5
form duly filled and Certificate of Examination
should be enclosed along with the answer
papers. The packet should be closed and sealed.
The contents of the bundle should be written
on the top of the cover and duly signed by the
Internal and External Examiners.
11.6. In case of Work Shop, the specimens
prepared by the candidates are to be placed in
a box, sealed and should be stored safely in a
secured place.
11.7. As soon as the practical examinations for
the various examinations are over, the sealed
covers containing the mark lists of the various
subjects may be sorted out course-wise and
sent to the Computer Center of DOTE as per the
Instructions issued.
11.8. The Answer Papers of the various practical
examinations conducted at their respective
centers should be preserved for one year and
sent to this office if they are called for.
12.0. REMUNERATION
The rates of remuneration for the different
categories of the staff employed for the Board
Examinations are allowed as per G.O.Ms. No.94
Higher Education (B1) Department, Dated
3.10.2008.
CHAIRMAN
BOARD OF EXAMINATION
CHENNAI 600 025.
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State Board of Technical Education General Guidelines

INSTRUCTIONS TO ADDITIONAL CHIEF SUPERINTENDENT

Before examination

Report to Chief Superintendent of the center one day before the commencement of
examination and verify the following:

1. 5 spacing is provided between each seat of candidate accommodating all candidates on the
session of highest strength. If long benches are provided candidates with same question should
not be permitted to sit on the same bench.
2. Adequacy of question papers for all examinations as per the nominal roll without opening the
question paper covers.
3. All the question paper covers should be kept in a safe steel cupboard under the safe custody of
the chief superintendent.
4. Display of examination time table and warning notice regarding malpractice in common place in
the examination center.
5. Whether enough external Hall supdts. have been posted to the center.
6. Hall tickets are issued to the candidates with signature of Candidates and Principal
7. All registers are maintained in the center as per DOTE guidelines.

During examination

1. Check whether the seal of the steel cupboard where question packets were kept were intact.
2. Take the question paper covers needed for that session of examination verify with code cover
along with the Chief Superintendent and seal the cupboard again.
3. Warn the candidates not to involve in any sort of malpractice (through Public Address system ,if
provided)
4. After half an hour verify balance question papers for each subjects and the return of balance
Answer books with absentees statement from each Hall.
5. Enter the details in session wise issue register for each session.
6. Go round the entire Centre continuously supervising the Hall Superintendents to avoid any sort
of malpractice in the center.
7. See to that the Persons not connected to examination are not allowed inside the exam halls.

Regarding Hall Superintendent

1. Assist the Chief Supdt. in the allotment of Hall Supdts.to various Halls for the next session.
2. All the Hall superintendents should put their mobile phones in silent mode during the
examination period.
3. At least one External Hall Supdt. must be posted for each Hall.
4. All the Hall superintendents must be allotted a particular list of candidates. He/ she should be
responsible for the issue of question paper/ collection of Answer books/ any report of
malpractice in the allotted list of Candidates.

Registers to be signed

1. Question paper cover s after opening questions in each session.

2. Session wise issue register entering details.

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State Board of Technical Education General Guidelines

3. Duplicate hall ticket registers whenever duplicates are issued.

4. Answer book stock register after each session.
5. Answer book packing register.
6. In each answer paper bundles across bundles & Ex2 forms.
7. Malpractices register whenever malpractice is booked.
8. Receipt for dispatch of Answer books with exact time of receipt of postal receipt.
9. Sealing of steel cupboard containing question paper/ packed Answer bundle of evening exams,
if not dispatched on the same day, before leaving center.

Packing of Answer books

1. Answer books of each code should be packed as a single parcel with single Ex2 form combining
all answer books of various courses (irrespective of branch/ semester/ scheme /FT/PT/SWC)
with strong thread.
2. Ex2 form should be pasted on respective bundle and both Chief and Additional should sign
across Ex2 form and bundle.
3. All the Answer books packets to be sent to particular center should be bundled inside a cloth
cover.
4. All the vulnerable joints in the parcel should be sealed with personal seal.
5. All packing should be done under the presence of at least two External Hall Superintendents.

In case of malpractice

1. Note down the following details. (i). Page number the candidate was answering; (ii).question
number the candidate was answering (iii). Exact location of candidate in the hall (iv). Time of
copying
2. Collect the malpractice material from the candidate and get the signature in the malpractice
material.
3. Allow the candidate to continue to write the examination
4. Report to chief superintendent for booking malpractice in the specified format.

***

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 State Board of Technical Education
INSTRUCTIONS TO HALL SUPERINTENDENTS / INVIGILATORS
Before examination commencement
Hall Superintendent / Invigilator should report
to the chief superintendent, at least 45 minutes,
before the commencement of the examination.
The Hall Superintendent should get the register
numbers allotted to them and go to the hall
allotted to them at least 30 min before the
commencement of the examination and should
keep their mobile phones in switched off mode.
At the examination Hall
Check whether candidates possess the valid hall
tickets and are seated in the place allotted to
them. Distribute the answer book personally to
the each candidate present and do not place
the answer book on the vacant seats.
Instruct the candidates to read the instruction
in the front page and help them to fill up the
front page of the answer book in case of need
and doubt.
Warn them of any sort of malpractice and ask
them to throw away any sort of bit material
under their possession.
On receipt of question paper check the
adequacy and correctness of question code and
inform the candidates about the question code
and write on the black board.(Other codes of
previous exam should be rubbed off)
Distribute the respective question papers to the
relevant candidates (10 min before) and ask
them to verify the question code and allow
them to read. They can start answering at
9:30AM & 2:15PM in the FN&AN respectively.
After distributing the question paper, verify the
candidate with photo in the hall ticket. This
check is very vital to check Impersonation. Also
check the filled up details in the front page of
the answer book wrapper and get the signature
of the candidate in the attendance sheet after
entering the serial number of the answer book
in the attendance sheet.
General Guidelines
Any correction in the register number of the
candidate should be attested by the Chief
Superintendent. Candidates may be allowed
into the examination hall during the first half an
hour of the examination and should not be
allowed after 30 minutes. Also the candidates
should not be allowed to leave the hall during
first 45minutes.
Invigilators should be continuously on the
move for the entire time of 3Hr of examination
to avoid any type of malpractice. Any untoward
incident of malpractice should be brought to
the notice of the Chief and Additional Chief
immediately for further action.
After 30 minutes
After half an hour is over, verify the absentees
list in the attendance and vacant seats with
balance answer books and question papers and
be ready to hand over balance to Chief/
Additional Chief superintendent. After all this
verification is over the candidate may be
allowed to leave the hall that too after 45min
only.
Persons not connected to the examination
should not be allowed inside the hall. Exercise
continuous watching at inside and outside the
hall to avoid any type of malpractice.
Candidates must be allowed to leave the hall
only after handing over the answer book
personally to the Hall Superintendent and in
any case not to be placed on the table while
they leave the hall.
At the end of the examination, all the answer
books collected from the candidates must be
arranged serially and handed over to Chief
Supdt. / Additional Chief Supdt. in person.
Assist the Chief Superintendent in the packing
of all answer paper bundles.
In general each invigilator is responsible for the
candidates allotted to him / her.
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 State Board of Technical Education
In case of malpractice
Note down the Page number and time of
copying. Collect the hall ticket of the candidate
and malpractice material possessed by the
candidate and hand over them to the Chief
***
General Guidelines
Superintendent. Allow the candidate if he / she
wants to continue the examination. Also assure
that the candidate is issued with a show cause
notice to attend the enquiry by the Chief
Superintendent.
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 State Board of Technical Education General Guidelines

DUTIES AND RESPONSIBILITIES OF EXTERNAL EXAMINER

The staff who is appointed as External Examiner should note the following points and act
accordingly:

Should carry his / her ID card and report to duty in time

Should meet the Chief Superintendent in person before taking up the assignment.
Before start conducting the practical exam, the External Examiner should check whether
80% of syllabus is covered and equipments are available to conduct the practical. The
exam is to be started only after ascertaining that the basic requirements for the conduct
of practical exam is available in case of short fall the fact has to be conveyed to the Chief
Superintendent. In case of deficiency, the practical exam has to be changed to a future
date. In any case equipments to cover 80 % the syllabus must be available and classes are
to be conducted before conducting the exam. Also ascertain that the record note books
are corrected and valued properly.

Should conduct the Practical exam in Co-ordination with Internal Examiner strictly in
accordance to the Timetable.

Record note books are to be signed by both the internal and external
The Question Paper prepared by the External and Internal Examiners should cover the
entire portion that is taught to the students during their regular practical classes.

The students should be admitted only after verifying their Hall ticket.
The candidate should be warned to avoid any kind of Malpractice.

Both External & Internal should be vigilant and should conduct the practical exam as per
norms.
Change of batch of student should be properly certified by the Chief Superintendent and
can be allowed only in extraordinary cases.
The answer papers are to be valued only by the External & Internal Examiners. Outsider
should not be allowed inside the practical exam lab. or allowed to do the evaluation.
Uniformity in evaluation among the papers evaluated should be there. The external
should sign in each of the answer script after the valuation is over.
Entry of practical marks into the Data entry sheet and practical kit should be carried out
only by the External / Internal Examiner.
Necessary care is to be taken during entry and marking the absentees.
Once the process of examination is over the answer papers are to be packed serially &
sealed. The Data entry sheet cover properly closed should be handed over to the Chief
Superintendent along with the Answer paper bundle.
In case of workshops, on the specimen the register numbers are to be punched, placed
inside a box & sealed, an attendance certificate (P5) of the students should be pasted on
the box before handing it over to the Chief Superintendent.
***
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State Board of Technical Education General Guidelines

, ,

, ,

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 State Board of Technical Education General Guidelines

FORM EX 1
BOARD EXAMINATIONS OCTOBER/APRIL -201

CERTIFICATE OF OPENING OF QUESTION PAPER PACKETS AND

DESPATCH OF ANSWER BOOKS OF THE EXAMINATIONS

1. Institution Code : 354

Name of the Centre :

2. Name and subject of Examinations:

Subject
Sl.No. Semester & Course Name of the Subject Code No.of Qn. Paper
code
1 III SEM ECE 3 C++ Programming 770

2 VI SEM MECH 3 Automobile Technology 313

3 VI SEM / EEE 2 Electrical Estimation 533

3. Date and Time of Examination : 2804-2011 9.30 12.30 pm

4. Day, Date & Time of Despatch : Thursday 28-04-2011 - 1.00 am

Certified that:

1. Number of packets containing Question papers bearing code numbers .

...Examined carefully by the Chief Superintendent and Additional Chief Superintendent.

2. The seals, flaps and edges were intact and the packets not bear any mark or identification of having
tampered with.

3 . number of packets are opened by the Chief Superintendent on . at.in the

presence of Additional Chief Superintendent, Hall Superintendents and the assembled Students.

4. The packing of Answer Books were done under the personal supervision of Chief Superintendent, Additional
Chief Superintendent and Hall Superintendents (one or two).

5. The answer packets were not dispatched on the same day were kept under the personal Custody of Chief
Superintendent. They were examined carefully by the chief superintendent and the Additional Chief
Superintendent. The seals and edges of the packets were intact and were not tampered in any way when they
were dispatched on..

SIGNATURE OF THE ADDL. SIGNATURE OF THE

CHIEF SUPERINTENDENT CHIEF SUPERINTENDENT

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 State Board of Technical Education General Guidelines

FORM EX 2

BOARD EXAMINATIONS OCTOBER / APRIL 20__

Inst. Code Name of the Centre Date / Day Session

FN/AN

Subject Question
Course Name of the Subject
Code Paper Code

Register Number of Candidates Present:

(Note :Full Time, Part time, sandwich and related
courses should be combined & packed together
with a single Ex- 2 Form)

10103513 10103527 1 10103552 10103563 10116354 29104082 29104118

10103515 10103528 10103540 10103553 10103565 10116355 29104089 29104119

10103516 10103529 10103541 10103554 10103566 10116357 29104090 29104120

10103517 10103530 10103542 10103555 10103567 10116358 29104098 29104121

10103519 10103532 10103543 10103556 10103568 10116359 29104100 29104128

10103521 10103533 10103544 10103557 10103569 10116360 29104107 29111832

10103522 10103534 10103547 10103558 10103570 10116361 29104113

A. Total number of Candidates present :

B. No. of Malpractices booked :

Register Number of Malpractice, if any :

(Note: Answer book to be dispatched in a Separate

Cover to the Regional Officer-III,(By Name) DOTE,
Chennai -600 025)
Total Number of Answer books actually
enclosed (A - B) (A minus B) :

Additional Chief Superintendent 627 755. Chief Superintendent

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 State Board of Technical Education General Guidelines

FORM EX 4

BOARD EXAMINATIONS OCTOBER / APRIL

Report of the Chief Superintendent

1. Were the parcels containing the question :

paper examined and found intact.

2. Have you entered the register Nos. of the absentees :

for each subject of examination in the CD and submitted it
to Chairmans office.

3. Were any malpractices booked? If yes, state :

the nature of the malpractices and whether a report
has been sent to the chairmans office.

4. Were any candidates sent out of the exam hall :

for violating any of the exam related rules. If so, state their
names and the nature of the offence in each case.

5. Were the answer books dispatched on the :

same day of examination? If not,
reasons for the same should be stated.

6. Have the names with designation of the examiners :

(both Internal & External) , Tech. Assts. & Skilled Asst.)
who have conducted the practical examination in each
subject with the number of candidates examined
(excluding absentees) entered in P 5 ( Enclose the list)

7. The name of the officer who acted as Addl. Chief Supdt. :

at the centre and a certificate to the effect
that he was present on all days of examinations.

8. Name of the Hall Supdts. with official designation :

and the dates on which they acted as Hall Supdts.
(Enclose the list)

9. Any other special feature the Chief Supdt. wish to mention. :

Certified that Addl. Chief Supdt. (mentioned above) acted on all days of the examinations.

CHIEF SUPERINTENDENT

(Note :To be retained at the Examination Centre and shown to Local/Regional Flying Squad)

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 State Board of Technical Education General Guidelines

EX -7
BOARD EXAMINATIONS APR / OCT 201

ATTENDANCE PARTICULARS OF CANDIDATES

Centre : _______________________ Ques. Code :

Sem / Branch : ___________________ Hall Name / No : ___________
Subject :________________________ Date & Session : ____ FN/ AN

Main Answer
Sl.No Reg. No Name Signature
Book No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25

Total No. of candidates present: Total No. of candidates absent:

Hall Supdt. Signature Addl. Chief Supdt. Chief Supdt.

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 State Board of Technical Education General Guidelines

FORM P-6

BOARD EXAMINATIONS APRIL / OCTOBER - 20

Centre : Practical Code No.:

Course : Semester :

Subject :

SYLLABUS COMPLETION CERTIFICATE

No. of Experiments as No. of Experiments Percent of syllabus

Name of the subject
per syllabus completed completed

Certified that the syllabus was completed as per the norms and Board Practical Examinations can be conducted
as per timetable.

INTERNAL EXAMINER HEAD OF THE DEPARTMENT PRINCIPAL

NOTE : 1) To be sent to the External Examiner along with the time table copy
2) A copy should be kept inside the sealed cover with other documents

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 State Board of Technical Education General Guidelines

FORM P-5

BOARD EXAMINATIONS OCTOBER / APRIL -201

Name of the Centre :

Sem. / Branch :

Name of Subject : MS OFFICE Lab

Subject Code : PCODE NO: 3036

DETAILS OF CANDIDATES EXAMINED

NO. OF
DATE TIME REG. NO. OF CANDIDATES PRESENT CANDID
ATES.

Total No. of Candidates Present :

Register No. of Absentees : 2732903,

Total No. of Absentees : 03

Name of the Technical Assistant : V. NAGARAJAN

Name of the Skilled Assistant : V. NIRMALA

Signature Signature
(INTERNAL EXAMINER) (EXTERAL EXAMINER)
NAME : NAME :
DESIGNATION : DESIGNATION :
STAFF ID : STAFF ID :

( Note : The candidates to be examined is to be checked with Nominal Roll)

One copy of this form is to be handed over to the Chief Supdt.,one copy is to be placed inside the practical cover
& one copy is to be pasted on the cover
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 State Board of Technical Education General Guidelines

FORM P-7

BOARD EXAMINATIONS OCTOBER / APRIL -201

CERTIFICATE OF PRACTICAL EXAMINATION

Certified that the Board Practical Examination for the subject _________________________________

with subject code ______________ of _________________ semester _____________________ Branch was

conducted as per duration and scheme of examination prescribed by the Directorate of Technical Education.

INTERNAL EXAMINER EXTERNAL EXAMINER

NAME IN BLOCK LETTERS NAME IN BLOCK LETTERS

NOTE : This copy should be kept inside the sealed cover with other documents

25 | P a g e
 State Board of Technical Education General Guidelines

FORM P-8

BOARD EXAMINATIONS, APRIL / OCTOBER

Centre : Max. Marks : 75

Course : Duration : 3 Hrs.

Subject : Date :

Subject Code: PCODE No. :

DETAILED ALLOCATION OF MARKS

Sl. Allocation of Marks

Reg. No Name of the candidate Total
No I II III IV V VI VII Viva

INTERNAL EXAMINER EXTERNAL EXAMINER

WITH NAME & DESIGNATION WITH NAME & DESIGNATION

NOTE : The number of columns in the table can be decided by the External Examiner as per requirement. This statement is to be placed
inside the practical cover.

26 | P a g e
 State Board of Technical Education General Guidelines

REG - 1

BOARD EXAMINATIONS APR/OCT 201

STATIONERY STOCK REGISTER

ANSWER BOOKS

Opening Balance before commencement of Examination : ____________

(B/F from Page_______ Vol. No. __________ )
Answer Books received for Current Examination : __________
(Ref. DOTE letter)
Total : ______________

Sign of Additional Chief Supdt. for having verified the above : ______________

SESSION WISE - ISSUE DETAILS

Date & Session No. of Answer Books Actually used Availability of total Answer Books
of issue
Issued Returned Before issue After issue
(Opening (Closing
Balance) Balance)
1 2 3 4 (2-3) 5 6 (5-4)

Closing balance (at the end of examinations)_____ in words( __________________ )

Signature Addl. Chief Supdt. Chief Superintendent

Note: Separate account must be maintained for Additional Sheet / Wrapper Sheet / Drawing sheet / Accountancy book .

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State Board of Technical Education General Guidelines

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