Examination and Assessment Policy

ALHAMD UNIVERSITY

Open and Distance Learning (ODL) Examination and Assessment Policy

Approved By

Academic Council

Effective Date

After getting NOC from HEC

Policy Review Cycle

Every Three (03) Years or as directed by HEC

1. Introduction

This policy establishes the framework, procedures, and standards for conducting examinations and assessments in Open and Distance Learning (ODL) programs at ALHAMD University. The policy is developed

in alignment with the Higher Education Commission (HEC) guidelines, ensuring fairness, transparency, academic integrity, security, and quality assurance in all online and blended assessments.

The policy applies to all students, faculty members, examination staff, and administrative departments involved in the planning, conduct, evaluation, and management of ODL assessments.

2. Objectives of the Policy

The objectives of this policy are to:

1. Ensure secure, transparent, and fair assessment practices in ODL programs.
2. Maintain academic integrity and confidentiality during examinations.
3. Standardize online and physical examination procedures.
4. Facilitate effective assessment of Student Learning Outcomes (SLOs) and Program Learning Outcomes (PLOs).
5. Ensure compliance with HEC policies, accreditation requirements, and quality standards.
6. Provide students with accessible and reliable assessment mechanisms.
7. Promote continuous improvement in assessment methodologies.

3. Scope of the Policy

This policy applies to:

• All undergraduate, graduate, diploma, and certificate programs offered through ODL mode.
• Internal assessments including assignments, quizzes, discussions, projects, presentations, midterm

examinations, and practical assessments.

• Final term examinations conducted through approved examination centers or approved online proctoring mechanisms.
• Faculty members, examination staff, invigilators, proctors, and students participating in ODL assessments.

4. Definitions

4.1 Open and Distance Learning (ODL)

A mode of education where teaching, learning, and assessment are conducted partially or fully through digital platforms with limited physical interaction.

4.2 Internal Assessment

Assessments conducted during the semester including quizzes, assignments, presentations, Group Discussion Boards (GDBs), projects, practical activities, and mid-semester examinations.

4.3 Final Term Examination

A summative examination conducted at the end of the semester through approved examination centers or secure online proctoring systems.

4.4 Proctoring

Monitoring of students during examinations through physical or online means to ensure academic integrity.

4.5 Safe Exam Browser

A secure software application used to restrict unauthorized access to digital resources during examinations.

5. Infrastructure Requirements

To ensure secure and uninterrupted assessment operations, ALHAMD University shall maintain the following infrastructure:

5.1 Computer Laboratory Requirements

1. Examination laboratories shall have sufficient seating capacity to accommodate registered students.
2. Computer systems shall meet the minimum technical specifications:
3. Core i5 Processor (6th Generation or above)
4. Minimum 4 GB RAM
5. Updated antivirus and security software
6. Windows 10 or higher operating system
7. Systems shall be interconnected through a secure Local Area Network (LAN).
8. Reliable internet connectivity with backup internet support shall be available.
9. The University shall maintain technical support staff during examinations.

5.2 Power Backup

1. Examination facilities shall be equipped with uninterrupted power backup systems including UPS, generators, or solar backup systems.
2. Backup systems shall ensure continuity of examinations in case of power failures.

5.3 Security and Surveillance

1. CCTV surveillance shall be installed in all examination venues.
2. Surveillance recordings shall be retained for a minimum period as determined by the Controller of Examinations.
3. Unauthorized electronic devices shall not be allowed during examinations.
4. Examination data shall be protected through secure servers, encryption, and controlled access.

5.4 Student Identification and Authentication

1. Biometric verification and/or face recognition systems may be used for student authentication.
2. Students shall use their official university login credentials to access examination systems.
3. Students may be required to present valid university identification cards.

6. Moodle Learning Management System (LMS) and Examination Software Requirements

ALHAMD University has implemented Moodle LMS as the official platform for delivery, management,

monitoring, and assessment of all ODL programs effective from Fall Semester 2025.

6.1 Moodle LMS Implementation

1. Moodle LMS serves as the centralized digital learning and assessment platform for all ODL courses at ALHAMD University.
2. All ODL courses are hosted and managed through the official ALHAMD University Moodle LMS.
3. The LMS shall support:
4. Course delivery
5. Assessment management
6. Assignment submission
7. Quiz and examination management
8. Discussion forums
9. Attendance tracking
10. Gradebook management
11. Learning analytics
12. Outcome-based education tracking
13. Moodle shall be integrated with university authentication systems and student information systems where applicable.

6.2 Moodle Server and Hosting Requirements

1. Moodle servers shall be hosted in a secure and scalable environment.
2. Regular server backups shall be maintained.
3. SSL certificates and secure encrypted connections (HTTPS) shall be mandatory.
4. Disaster recovery and data backup mechanisms shall be implemented.
5. Server uptime and performance monitoring shall be maintained by the IT Department.

6.3 Moodle Examination Features

The Moodle LMS shall support the following examination features:

1. Timed online quizzes and examinations.
2. Randomized question generation.
3. Question shuffling and answer shuffling.
4. Large categorized question banks.
5. Automatic grading for objective assessments.
6. Essay and assignment grading workflows.
7. Restriction of browser navigation during examinations.
8. Safe Exam Browser integration.
9. Multi-factor authentication for secure access.
10. Examination logs and activity tracking.
11. Auto-save and auto-submit functionality.
12. Integration with plagiarism detection systems.
13. Learning analytics and progress monitoring.
14. Rubric-based grading.
15. CLO and PLO mapping capabilities.

6.4 Moodle Quiz and Assessment Security

To ensure examination integrity, the following Moodle security measures shall be implemented:

1. Use of Safe Exam Browser (SEB) during high-stakes examinations.
2. IP address restrictions where applicable.
3. Time-limited access windows.
4. Randomization of questions and answer choices.
5. Sequential navigation settings for examinations.
6. Webcam and screen monitoring through Moodle-compatible proctoring plugins where applicable.
7. Prevention of multiple simultaneous logins.
8. Automatic locking of examination attempts after expiry of examination time.
9. Audit logs shall be maintained for all examination activities.

6.5 Moodle Question Bank Management

1. Moodle Question Banks shall be developed course-wise and program-wise.
2. Questions shall be tagged according to:
3. CLOs
4. SLOs
5. PLOs
6. Bloom’s Taxonomy Levels
7. Difficulty Levels
8. Faculty members shall regularly review and update question banks.
9. Access to Moodle question banks shall be role-based and restricted.
10. Backup copies of question banks shall be maintained securely.

6.6 Moodle Gradebook and Feedback

1. Moodle Gradebook shall be used as the official assessment record system.
2. Students shall have continuous access to grades, assessment status, and instructor feedback.
3. Faculty members shall update grades within prescribed timelines.
4. Rubrics and marking guides shall be uploaded in Moodle where applicable.
5. Learning Mastery Gradebook and competency tracking features may be enabled for outcome-based

education.

6.7 Moodle Assignment and Plagiarism Management

1. All assignments and project submissions shall be submitted through Moodle.
2. Moodle plagiarism detection plugins such as Turnitin or equivalent systems may be integrated.
3. Similarity reports shall be reviewed by faculty members before grading.
4. HEC Plagiarism Policy and university academic integrity regulations shall apply to all submissions.

6.8 Moodle Attendance and Student Engagement

1. Moodle activity tracking shall be enabled for monitoring student participation.
2. Attendance records may be maintained through Moodle attendance plugins.
3. Student engagement reports may be used for academic advising and intervention.

6.9 Moodle Accessibility and Student Support

1. Moodle LMS shall provide accessible learning resources for students.
2. Technical support shall be available during assessments.
3. Students shall receive orientation and user manuals regarding Moodle usage.
4. Helpdesk support shall be available through email, ticketing systems, or hotline services.

7. Student Orientation and Training

1. All newly admitted ODL students shall complete the mandatory ODL Student Orientation Program.
2. Orientation shall include training on:
3. LMS usage
4. Examination procedures
5. Academic integrity requirements
6. Online communication protocols
7. Submission procedures
8. Students may only access course assessments after successful completion of the orientation program.

8. Question Bank Management

8.1 Development of Question Banks

1. Separate question banks shall be maintained for each course.
2. Questions shall be mapped to:
3. Course Learning Outcomes (CLOs)
4. Student Learning Outcomes (SLOs)
5. Program Learning Outcomes (PLOs)
6. Questions shall be categorized according to Bloom’s Taxonomy.
7. Question banks shall include:
8. Multiple Choice Questions (MCQs)
9. Short Answer Questions (SAQs)
10. Essay Questions
11. Case Studies
12. Practical/Problem-solving Questions

8.2 Confidentiality and Security

1. Access to question banks shall be restricted to authorized personnel.
2. Question banks shall be encrypted and securely stored.
3. Unauthorized sharing or reproduction of examination material shall be treated as misconduct.

8.3 Review and Updating

1. Question banks shall be reviewed periodically.
2. Faculty members shall update questions to maintain relevance, validity, and reliability.
3. Obsolete or repeated questions shall be revised or removed.

9. Examination Registration and Date Sheet Mechanism

9.1 Registration

1. Students shall register for examinations within the prescribed schedule.
2. Students shall select their preferred examination center where applicable.
3. Late registration may be subject to approval and additional fees.

9.2 Examination Scheduling

1. The Controller of Examinations shall issue the official examination schedule.
2. Internal assessments may allow flexible scheduling within a specified period.
3. Final examination schedules shall be communicated well in advance.

10. Question Paper Generation

10.1 Examination Paper Design

1. Examination papers shall be prepared according to approved course outlines and assessment schemes.
2. Papers shall assess cognitive, affective, and psychomotor learning domains where applicable.
3. Examination content shall align with CLOs and PLOs.

10.2 Randomization and Security

1. Each student may receive randomized or individualized questions.
2. Question papers shall be encrypted and password-protected.
3. Examination papers shall remain confidential until officially released.

11. Conduct of Assessments Through Moodle LMS

11.1 Internal Assessments

Internal assessments conducted through Moodle LMS may include:

• Online quizzes
• Assignments
• Group Discussion Boards (GDBs)
• Presentations
• Projects
• Reflective journals
• Practical activities
• Midterm examinations

Procedures

1. Internal assessments shall be conducted through Moodle LMS.
2. Faculty members shall configure assessments according to approved course plans.
3. Moodle quiz settings may include:
4. Time limits
5. Password protection
6. Randomized questions
7. Browser security settings
8. Attempt restrictions
9. Safe Exam Browser integration may be used for secure assessments.
10. Plagiarism checks shall be mandatory for assignments and projects.
11. HEC Plagiarism Policy shall be strictly followed.
12. Faculty members shall ensure originality, transparency, and fairness in assessment.

11.2 Final Term Examinations

1. Final examinations may be conducted through Moodle LMS at approved examination centers or through secure online proctoring systems.
2. Moodle examination settings shall ensure secure and controlled assessment environments.
3. Examinations shall be supervised by the Controller of Examinations or authorized representatives.
4. Students must comply with all LMS examination instructions and authentication procedures.
5. Any attempt at cheating, impersonation, or misuse of Moodle systems shall result in disciplinary action.

11.3 Moodle Logs and Monitoring

1. Moodle activity logs shall be used to monitor examination activities.
2. Examination attempts, login times, IP addresses, and submission records may be reviewed during investigations.
3. Logs shall be retained according to university record retention policies.

12. Online and Physical Proctoring

12.1 Online Proctoring

The University may use online proctoring systems including:

• Webcam monitoring
• Screen monitoring
• AI-assisted monitoring tools
• Activity logging

12.2 Physical Proctoring

1. Approved examination centers shall provide suitable examination environments.
2. Invigilators and proctors shall monitor students throughout examinations.
3. Examination centers shall comply with university and HEC requirements.

13. Academic Integrity and Misconduct

13.1 Academic Integrity

Students are expected to:

1. Submit original work.
2. Avoid plagiarism, cheating, collusion, and impersonation.
3. Follow examination instructions and university regulations.

13.2 Violations

The following shall constitute misconduct:

• Cheating during examinations
• Plagiarism
• Unauthorized collaboration
• Sharing login credentials
• Use of unauthorized devices or materials
• Impersonation

13.3 Disciplinary Action

Violations may result in:

• Warning
• Cancellation of examination
• Award of zero marks
• Suspension
• Expulsion
• Any other penalty under university regulations

14. Evaluation and Marking Strategy

14.1 Evaluation Principles

1. Assessments shall be evaluated fairly, transparently, and consistently.
2. Marking shall focus on learning outcomes and approved rubrics.
3. Student identity may be concealed during evaluation where feasible.

14.2 Rubrics and Feedback

1. Rubrics shall be provided where appropriate.
2. Students shall receive timely feedback on assessments.
3. Faculty members shall maintain assessment records.

15. Result Preparation and Declaration

15.1 Compilation of Results

1. Results shall be compiled course-wise and semester-wise.
2. Automated and manual verification mechanisms shall be used.
3. Any discrepancies shall be resolved before final declaration.

15.2 Grade Assignment

1. Grades shall be assigned according to the approved ALHAMD University grading policy.
2. Results shall be communicated through official university systems.

15.3 Confidentiality

Student results and records shall remain confidential and accessible only to authorized individuals.

16. Student Feedback and Appeals

16.1 Examination Feedback

1. Students may request feedback regarding examination performance.
2. Requests must be submitted within seven (07) working days of result declaration.

16.2 Rechecking and Appeals

1. Students may apply for rechecking or review of grades within the prescribed period.
2. Appeals shall be processed according to university regulations and prescribed fee structures.
3. The decision of the competent authority shall be final.

17. Assessment Design and Quality Assurance

ALHAMD University shall ensure that:

1. Assessments measure achievement of stated learning outcomes.
2. Course grading policies are communicated at the beginning of each semester.
3. Multiple assessment methods are used to evaluate student learning.
4. Students have continuous access to grade books and progress tracking.
5. Timely feedback mechanisms are available.
6. Learning mastery tools are integrated within the LMS where possible.
7. Practical work is conducted and assessed appropriately.
8. Assessment practices comply with HEC and accreditation standards.

18. Roles and Responsibilities

18.1 Controller of Examinations

The Controller of Examinations shall:

• Supervise examination operations
• Ensure examination security and confidentiality
• Approve examination centers
• Coordinate result preparation and declaration

18.2 Faculty Members

Faculty members shall:

• Develop question banks and assessments
• Ensure alignment with CLOs and PLOs
• Evaluate assessments fairly
• Provide timely feedback to students

18.3 IT and LMS Support Team

The IT team shall:

• Maintain examination systems and servers
• Ensure technical support during assessments
• Protect examination data and security

18.4 Students

Students shall:

• Follow examination rules and regulations
• Maintain academic honesty
• Protect login credentials
• Complete assessments within prescribed timelines

19. Review and Continuous Improvement

19.1 Periodic Review

1. This policy shall be reviewed every three years or earlier if required.
2. Reviews shall consider HEC updates, technological advancements, and stakeholder feedback.

19.2 Continuous Improvement

1. Assessment processes shall be evaluated after each semester.
2. Necessary improvements shall be implemented to enhance quality, fairness, and effectiveness.

20. Compliance with HEC Policies

This policy shall be implemented in accordance with:

• HEC ODL and Online Education Guidelines
• HEC Plagiarism Policy
• ALHAMD University Academic Regulations
• Relevant accreditation and statutory body requirements

21. Effective Implementation

This policy shall come into effect upon approval by the competent statutory bodies of ALHAMD University and shall apply to all ODL programs offered by the University.

21A. Detailed Moodle LMS Examination Framework

21A.1 Moodle Course Structure Standards

To ensure consistency and quality across all ODL courses, every Moodle course shell shall include the following minimum components:

1. Course Information Section:
2. Course title and code
3. Credit hours
4. Instructor information
5. Course outline
6. Weekly study plan
7. Assessment scheme
8. CLOs and PLOs mapping
9. Communication guidelines
10. Academic integrity statement
11. Learning Content Section:
12. Recorded video lectures
13. Reading materials
14. Interactive learning resources
15. Downloadable presentations and notes
16. External academic resources
17. Assessment Section:
18. Assignments
19. Discussion forums
20. Quizzes
21. Practice tests
22. Midterm and final examinations
23. Rubrics and grading criteria
24. Student Support Section:
25. Technical support contact information
26. LMS usage guidelines
27. Examination instructions
28. Complaint and grievance procedures

21A.2 Moodle User Roles and Permissions

The Moodle LMS shall operate using role-based access control mechanisms.

A. LMS Administrator

The LMS Administrator shall:

1. Manage server operations and system configuration.
2. Create and manage user accounts.
3. Assign permissions and user roles.
4. Ensure platform security and backup management.
5. Monitor server performance and system logs.
6. Coordinate with examination and academic departments.

B. Course Instructor

The Course Instructor shall:

1. Upload learning materials.
2. Configure assessments and examinations.
3. Maintain question banks.
4. Grade assessments and provide feedback.
5. Monitor student participation.
6. Ensure CLO and PLO alignment.
7. Ensure academic integrity in online activities.

C. Students

Students shall:

1. Access courses using official credentials.
2. Participate in online learning activities.
3. Submit assessments within deadlines.
4. Maintain confidentiality of login credentials.
5. Follow examination instructions and ethical standards.

D. Controller of Examinations

The Controller of Examinations shall:

1. Supervise Moodle-based examinations.
2. Approve examination schedules.
3. Ensure security and confidentiality.
4. Verify result compilation processes.
5. Resolve examination-related disputes.

21A.3 Moodle Assessment Categories

The following assessment categories may be used within Moodle LMS:

A. Formative Assessments

Formative assessments are designed to support continuous learning and may include:

• Weekly quizzes
• Discussion boards
• Reflective journals
• Interactive activities
• Self-assessment exercises
• Practice tests
• Draft submissions

B. Summative Assessments

Summative assessments may include:

• Midterm examinations
• Final term examinations
• Major projects
• Capstone activities
• Viva voce examinations
• Comprehensive assignments

C. Practical and Laboratory Assessments

Programs requiring practical work may use:

• Physical laboratory sessions
• Simulation software
• Virtual labs
• Video demonstrations
• Practical portfolios
• Face-to-face evaluations

21A.4 Moodle Quiz Configuration Standards

Faculty members shall configure Moodle quizzes according to approved university standards.

Recommended Quiz Settings

1. Time-bound attempts.
2. Single-attempt or controlled multiple-attempt settings.
3. Randomized question selection from question banks.
4. Randomized answer order.
5. Delayed feedback options during examinations.
6. Automatic submission after expiry of time.
7. Restricted review options during active examination periods.
8. Password-protected examinations.
9. Browser security enforcement.
10. IP restrictions where applicable.

21A.5 Safe Exam Browser (SEB) Standards

The University may use Safe Exam Browser (SEB) for secure examinations.

SEB Requirements

1. Students shall install the approved version of SEB.
2. SEB shall restrict access to:
3. Web browsers
4. Screen capture tools
5. Communication applications
6. External software
7. Examination configurations shall be centrally managed.
8. Students violating SEB rules may face disciplinary action.

21A.6 Online Proctoring Standards

ALHAMD University may use Moodle-compatible online proctoring systems.

Online Proctoring Measures

1. Webcam monitoring.
2. Screen activity recording.
3. Audio monitoring where applicable.
4. Identity verification.
5. AI-assisted suspicious activity detection.
6. Live or recorded proctor review.

Student Responsibilities During Online Proctoring

Students shall:

1. Ensure stable internet connectivity.
2. Maintain a quiet examination environment.
3. Keep camera enabled throughout examinations.
4. Avoid unauthorized communication.
5. Follow all proctor instructions.

21A.7 Moodle Data Security and Privacy

ALHAMD University shall ensure protection of student and examination data.

Security Measures

1. Secure hosting infrastructure.
2. Regular security audits.
3. Data encryption.
4. Firewall protection.
5. Multi-factor authentication.
6. Backup and disaster recovery systems.
7. Controlled administrator access.
8. Secure retention of examination records.

Privacy Compliance

1. Student information shall remain confidential.
2. Examination recordings shall only be accessed by authorized personnel.
3. Personal data shall not be shared without approval except where required by law.

21A.8 Moodle Attendance and Analytics

1. Moodle activity completion tracking shall be enabled.
2. Faculty members may monitor:
3. Login frequency
4. Participation records
5. Assignment submissions
6. Assessment performance
7. Academic advisors may use analytics for student support and intervention.
8. Attendance reports may contribute toward participation grading where approved.

21A.9 Digital Learning Resources Standards

All digital learning materials uploaded to Moodle LMS shall:

1. Align with approved course outlines.
2. Be academically appropriate and updated.
3. Support accessibility requirements.
4. Be properly referenced and copyright compliant.
5. Include multimedia resources where applicable.

21A.10 Faculty Training and Capacity Building

ALHAMD University shall organize regular training programs for faculty members regarding:

1. Moodle course management.
2. Online assessment strategies.
3. Outcome-based education implementation.
4. Digital pedagogy.
5. Academic integrity practices.
6. Online proctoring tools.
7. Student engagement strategies.

21A.11 Student Support Services

The University shall provide the following support services:

1. LMS technical helpdesk.
2. Examination support services.
3. Orientation workshops.
4. Academic advising.
5. Online counseling support.
6. Accessibility support for students with special needs.

21A.12 Emergency and Contingency Measures

In case of technical failures or emergencies:

1. Alternative examination arrangements may be provided.
2. Examination timings may be extended where justified.
3. Backup servers and internet systems shall be activated.
4. Technical incidents shall be documented and reviewed.
5. Students shall immediately report technical problems through official channels.

21A.13 Quality Assurance and Monitoring

The Quality Enhancement Cell (QEC) shall periodically monitor:

1. Moodle course quality.
2. Assessment quality and reliability.
3. Compliance with HEC standards.
4. Student satisfaction and feedback.
5. Faculty compliance with LMS standards.
6. Examination security measures.

21A.14 Record Retention Policy

The University shall maintain digital examination and assessment records including:

1. Examination logs.
2. Student submissions.
3. Grades and feedback.
4. Attendance records.
5. Proctoring recordings.
6. Result compilation records.

Records shall be retained according to university regulations and HEC requirements.

22. Conclusion

ALHAMD University is committed to maintaining high standards of academic integrity, quality assurance, and transparency in Open and Distance Learning assessments. Through secure systems, fair evaluation practices, and continuous improvement, the University aims to provide students with a reliable, accessible, and effective assessment environment aligned with national and international standards.

Prepared By

Office of Distance Learning / Controller of Examinations

Reviewed By

• Quality Enhancement Cell (QEC)
• Academic Council

Approved By

Competent Authority and the BOG