University - Examinations and Awards

Rules and Regulations for Conducting and Grading of Examinations

The University Examination Regulations for End of Semester, End of Rotation, Final Qualifying & Supplementary Examinations, and General Regulations for the Award of Degrees:

The University examinations and general regulations for conferment of degrees

At the end of each semester, there shall be End of Semester Examinations (ESE). At the end of each rotation there shall be End of Rotation Examination (ERE). At the end of each course there shall be a Final Examination for that course (FE). Towards the end of training there shall be Final Qualifying Examinations (FQE). These are apart from the continuous assessment tests, which shall be intra-semester / intra-rotation. A minimum of two to three continuous assessment tests (CAT) is recommended per subject per semester.

Each department shalll indicate at the beginning of the semester [on the teaching schedule] the minimum number of CATs to be done by students. As a general guide, every 18 theoretical contact hours may be assessed by a CAT. As a standard, students must be informed of their performance in CATs within 30 days from the day a CAT is done and 16.3.3 must be observed..

Eligibility for Examination

1. A student shall attend all such lectures, tutorials, seminars and practicals, and undertake all other assignments as approved by the University.

2. All assignments must be executed.

3. Each and every department shall, with the approval of the Senate, determine the requirements for courses that they offer. A student who does not fulfill these requirements for any course will not be allowed to sit for the examination for that course. Each department must prepare and submit, for approval by Senate, the requirements that the students must fulfill.

4. In any case, a student who absents himself / herself for a cumulative period of 21 days from all lectures, tutorials, practical and other activities prescribed for any course in any semester, shall be deemed to have withdrawn from that course.

5. A student who attends less than 90% of the scheduled and conducted sessions in a semester or rotation will be barred from sitting for end of that particular semester subject(s) or end of rotation examination. The denominator for attendance excludes absence for genuine reasons, like sickness, provided a written permission is obtained from relevant authorities, and that 16.1.4 is observed.

6. Students without continuous assessment grades will not be allowed to sit for end of semester or end of clinical rotation examinations i.e. will be barred. For such students section 16.1.7 will apply.

7. A student who is barred from sitting an end of semester or of clinical rotation examination will automatically have to repeat the semester (re-register in the barred subjects) or the whole rotation) before attempting any examination in that particular subject or rotation. For such a student, at the end of the repeated semester or rotation, sections 16.4.2 and 16.4.4 will apply, if he / she passes, and sections 9 and 16.6.4 will apply, if he / she fails the end of semester / rotation examination, on the first attempt.

8. Departments shall ensure that at least 90% of the course material [semester / rotation curriculum] has been covered by way of lectures, tutorials, seminars, practicals and assignments or any other delivery method approved by the University, before ESE, ERE or FQE examinations are set.

9. Registration for examination

16.2.1. Registration for University examination shall require the endorsement of the Registration Form by the Chairperson of Department to the effect that the candidate has pursued satisfactorily the approved courses of study in each subject being offered over the prescribed period.
16.2.2. The University Bursar shall endorse the relevant section of the same Registration Form to the effect that the candidate has completed payment of relevant fees as per approved payment plan.
16.2.3. A candidate’s registration shall not be valid unless it is so endorsed.
16.2.4. Endorsement as above shall be withheld if a student is not deemed to have followed satisfactorily the approved courses of study as detailed previously. In any event of the withholding of an endorsement (barring a student), the chairperson of the Department shall notify the student in writing (see 16.2.5 for timing) and shall also request the appropriate subsequent Faculty Board to endorse in retrospect the action taken.
16.2.5. This process of registration for examination must be completed by the last teaching day of the semester or one week before the commencement of the end of semester or end of rotation examinations.
16.2.6. On completion of registration for examination, a student will be issued with an Examination Number Card (ENC). No student will be admitted to any examination without showing his / her ENC. In case a student has been barred, the code(s) for the barred subject(s) will be seal-printed at the back of the ENC (refer to 16.1.6).

16.3. Continuous assessment tests, end of semester, end of clinical rotation and final qualifying examinations

16.3.1. At the end of a semester there shall be end of semester examination, which in some cases may be final for that course.
16.3.2. During clinical rotations there shall be mid- or inter-rotation test(s) and other inter-rotational or previous assignments as specified in the departmental requirements. At the end of a clinical rotation there will be an end of rotation examination [ERE]. All these will be part of the continuous assessment [CAT] for the student in that rotation and will account for 40% of the FQE. Departmental requirements shall show clearly weighting of the components that contribute to the 40%. Students must pass the end of rotation examination to qualify for the final qualifying examination [FQE].
16.3.3. The aggregate continuous assessment scores must be communicated, on a result slip, to the student by the Chairperson of the department one week before sitting for the final qualifying examination.
16.3.4. The continuous assessment tests results for each student shall be submitted by the Chairperson of department to the Dean of the Faculty not later than the day the end of semester or final qualifying examinations begin.
16.3.5. The Dean shall submit the same to the Deputy VC for Academic Affairs one week before the Examiners’ / Faculty Boards meetings.
16.3.6. The marks obtained in the end of semester or the final qualifying examination shall contribute 60% of the grade for the course while continuous assessment tests including end of rotation examination shall contribute the remaining 40% of course.
16.3.6. Failure in the clinical part of the examination [ERE or FQE] shall be tantamount to failure of the entire examination, regardless of the continuous assessment and written paper marks.
16.3.7. In all cases of final and final qualifying examinations an external examiner may be invited to oversee the conduct of the examinations.
16.3.8. In case of disagreement between the Internal and External Examiners, the decision of the external examiner shall be final.

Supplementary Examinations

1. A student who fails in any course shall have the option of re-writing the examination in the failed course at a supplementary examination to be held during the long vacation (Mid-September).

2. If he / she passes the supplementary examination he / she shall be awarded a grade not higher than “C”.

3. A student who fails in any clinical rotation shall have an opportunity of re-sitting a supplementary examination in the failed rotation(s) at supplementary examinations to be held during the long vacation. Such a student must undertake a supervised four-week supplementary rotation prior to sitting for the supplementary examination. Supplementary rotations will not involve either continuous assessments or end of rotation examinations. The supplementary examination will be of the same format as the end of rotation examination.

4.If he / she passes the supplementary examination, of the failed rotation, he / she shall be awarded a grade not higher than “C”.

5.A student failing in both odd- and even-semester examinations for a subject that is taught over two semesters, shall sit for two separate supplementary examinations, i.e. each semester separately, during the long vacation.

Re-registration for a course / rotation

1. A failing student may however, opt to re-register for and repeat the failed course on a future occasion [i.e. skip the supplementary examination]. Re-registration of this kind is only possible if a student does not attempt a supplementary examination in the failed subject(s). In such cases a student must inform the Dean of the Faculty [Dean] in writing of the decision to utilize this option and get a written response from the Dean before leaving the University for long holidays. A student who absents him/herself from any scheduled supplementary examination without any written approval shall be considered to have failed the examination(s) in question. For such cases 16.6.1 will apply.

2.If he / she repeats the course and passes, then he / she shall be awarded the full grade earned on that occasion as any other student sitting for the first time.

3.Re-registration involves - [a]. Paying re-registration fees {as determined by the University}, . Attending all scheduled class and / or clinical sessions relevant to the failed subject(s) in a semester, [c]. Appearing for all intra-semester continuous assessment tests relevant to the failed subject(s), and finally [d]. Sitting for the end of semester examination in the particular subject(s).

4. A student who has re-registered for one or more pre-clinical subject(s) in the 1st, 2nd, 3rd, 4th, 5th or 6th semesters, will not be able to proceed to clinical rotations until he / she clears the re-registered subject(s).Pre-clinical subjects include: all subjects taught and examined in semesters 1, 2, 3, 4, 5 and 6 of the MD Course.

5. A student who re-registers for a subject(s) in a semester shall not be allowed to register for any other new subject(s) in a concurrent semester. He/she must concentrate on the re-registered subject(s) ONLY.

6. A student who re-registers for a clinical rotation shall not be allowed to register for any concurrent subject or rotation. He / she must concentrate on the re-registered rotation ONLY.

7. A student can re-register for a maximum of four semesters during the course of training. This implies a maximum of 14 semesters for MD Programme, 10 semesters for the Post Basic BScN 3-year programme, and 12 semesters for the MMED 4-year programme.

Withdrawal from the course
1. A student who fails the supplementary examination shall repeat the semester in the failed subject(s). The conduct of subject(s) repeated after failing the first supplementary attempt shall be guided by regulations 16.5.2-16.5.7 for ESE, ERE and FINALS and regulations 16.4.2 and 16.6.2 for the second supplementary attempt.

2. A student who fails an examination of a certain course after a repeated semester will still be given another chance to supplement. If, however, he / she fails a supplementary examination yet again he / she shall be asked to withdraw from the University.

3. A student who fails the supplementary examination of a clinical rotation shall have to repeat the failed rotation(s).

4.A student who fails an end of rotation examination after a repeated rotation shall still be given another chance to supplement the failed rotation. If, however, he / she fails a supplementary examination yet again he / she shall be asked to withdraw from the University. However due consideration may be given to clinical students to utilize the maximum 14 semesters allowed for the MD programme registration before they are finally dismissed from the university.

5. A student who fails any examination (ESE or ERE) after being barred shall be discontinued from the University. He / she shall not be given an opportunity to attempt any supplementary examination.

6. A student who is barred for 3 or more subjects shall be discontinued immediately from the University without attempting any ESE, ERE or FINAL examinations.

7. A student who fails 50% or more of the attempted pre-clinical subjects in each of the two end of semester examinations of the same academic year shall be discontinued from the University at the end of the second, fourth or sixth semester without attempting supplementary examination or re-registering.

8. A student who is found guilty of an examination irregularity at any level (including during Continuous Assessment Tests – CATs) shall be discontinued from the University immediately (summary dismissal; see 16.14.3.6). Examination Irregularity means: A deliberate action that goes against any stated examination regulation or procedure including cheating, forgery of clerkships or laboratory procedure reports, sharing information with other students or being found with materials (in soft or hard copy forms) other than those authourized to have in the examination rooms.

Deferment of examination

On ground of illness: -
1. A student who has satisfied all the requirements as specified in the regulations above, but is unable to take the main (end of semester / final qualifying) examination on grounds of ill health, shall, on application to the Deputy Vice Chancellor Academics (DVCAC), and on provision of a Medical Certificate issued or endorsed by the Director of the University’s Teaching Hospital, be allowed to take the supplementary Examination as his / her main examination. He / She shall be credited with the grade obtained in the supplementary Examination. Subsequent application for deferment, on grounds of ill health, shall be subject to a Medical Certificate issued by a properly constituted Medical Board.

2. On grounds other than ill health: -
In cases of deferment on grounds other than ill health, the appropriate Dean shall invite the applicant for an interview and advise the University as appropriate. It shall be the student’s responsibility to satisfy the university beyond reasonable doubt why he/she wishes to defer the examinations.

3. In all cases of deferment of examinations, the applicant shall obtain a written response before leaving the University.
A student sitting for an examination after an approved deferment, shall be awarded the full grade earned on that occasion as any other student sitting for the first time. The full grade does not apply to the deferred supplementary examinations (16.7.5).

4. Deferment of supplementary examinations will follow the same procedures as 16.7.1 and 16.7.2.

5. Deferment of Continuous Assessment Tests, Assignments and / or End of Rotation Examinations will be handled by Chairs of Departments in collaboration with Year Co-ordinators. All communications [requests and approvals] must be in writing and shall be copied to the relevant Faculty Deans and the Examinations office.

Final Qualifying Examinations (FQE)

1. Towards the end of the training period (particularly for Doctor of Medicine programme), there shall be Final Qualifying Examinations (FQE). The conduct of FQE will be governed by the same general University examinations regulations [refer to 16.3].

Processing and discussion of results

1. At the Departmental meeting level, results shall be presented on the HK1 Form [a subject based detailed Form showing marks scores out of 100 for each individual student in CATs, ESE, ERE, and / or FE]. Weighted marks and grades for CAT (40%), ESE / ERE / Final Examination (FE) score (60%) and Final Grade (FG) (100%), as well as weightings for Written, Practical / Oral Examinations for each student will also be shown on this Form. The subject best student [refer to 16.18.1] must be indicated on each HK1 Form.

3. At the Faculty / Institute Board meeting level, results from the HK1 will be summarized and presented on the HK2 Form [a semester based form showing weighted marks scores and grades for each student as CAT (marks out of 40=40%), ESE/ERE/FE score (marks out of 60=60%) and FG (marks CAT+ESE/ERE/FE=100%) for all subjects in the particular semester]. Copies of all HK1 Forms of relevant semester subjects will be attached as appendixes to the HK2 Form. All legitimate Faculty / Institute Board members are entitled to receive full copies of the results on HK2 and HK1 appendices.

4. At the Senate meeting level, results will be presented in a spiral bound booklet on the HK3 Form [a semester based form showing only grades for each student as CAT, FE and FG for all subjects in the particular semester]. Copies of all HK1 and HK2 Forms of all examination results presented to the Senate for approval will be attached as appendixes to the HK3 Form in the same spiral booklet. The booklets will be marked “CONFIDENTIAL”. All Senators are entitled to receive, for scrutiny, full copies of the results to be presented to Senate at least 24 hours prior to the Senate meeting.

5. Results on HK1 and HK2 forms discussed at Departmental and Faculty / Institute Board meetings are tentative subject to approval by the Senate [refer to 16.10.4]. Therefore after the Departmental/Examiners’/Faculty Board meetings all HK1 and HK2 forms distributed for discussion will be collected and retained by the respective meeting secretariat. Chairpersons of Departments will keep copies of the relevant HK1 forms for departmental reference.

6. It is important for all those involved in processing, discussing and approval of examination results to abide by regulations 16.9.1 – 16.9.4 in order to ensure transparency and quality control in the examination process.

7.Supplementary examination results will be processed and presented on modified HK2 and HK3 forms only, because they do not involve CAT marks and grades.

Declaration of results

1. Results of Semester examinations taken at the end of each Semester shall normally be published before the commencement of the next Semester.

2. Tentative results showing Examination numbers (without names and grades) of successful and unsuccessful students will be posted on the notice boards soon after the respective Faculty Boards meetings.

3. Results on a slip indicating the student’s performance in the examination shall be made available to the student.

4. Declaration of the official examination results (i.e. publication and issuing of result slips to students) will occur after Senate has approved the results.

Eligibility for Awards

1. A Bachelor’s degree or Doctor of Medicine or any other degree appropriately designated shall be awarded to a candidate who has been properly admitted to the University, has followed the approved courses of study over the prescribed period and has satisfied the following conditions: -

2. University Requirements:
1. Evidence of regular enrolment in the degree programme;
2. Discharge of all obligations owed to the University;
3. A pass in all university required courses;
4. Satisfactory performance in the appropriate University Examinations.

3. Faculty / Departmental Requirements:
1. Satisfactory discharge of such requirements as may be prescribed for the degree.

Requirements for Graduation

A student shall be expected to have: -
1. Satisfied all General University and Faculty requirements;
2.Obtained passes in the requisite core courses and prescribed electives;
3. Accumulated a minimum of the required credits per course.

Confirmation of Award of Degree

1. A list of candidates who are deemed eligible as indicated in the above section shall be laid before the Senate for approval at the first meeting in the following academic year. No award shall be confirmed unless the Senate is satisfied that the candidate has satisfied all the conditions for the award of a degree.

Presentation of Award

1. Following confirmation of an award of a degree as mentioned above the candidate shall be entitled to be awarded a certificate of the appropriate Bachelor’s Degree or MD degree under the seal of the university at a congregation of the university assembled for that purpose or, failing that, to be sent the certificate by registered post. The certificate shall indicate the type of degree / qualification offered.

De-Registration and Cancellation of Award

16.14.3. Notwithstanding previous confirmation of an award of a degree as in section 16.11 and presentation of a diploma as in section 16.12, the Senate may at any time cancel an award, even with retrospective effect, if it becomes known that: -
16.14.3.1. A candidate had entered the university with false qualifications, or
16.14.3.2. A candidate had impersonated someone else, or
16.14.3.3. A candidate had been guilty of an examination irregularity or malpractice for which a student would have been dismissed immediately from the University, or
16.14.3.4. That there are other reasons that would have led to the withholding of confirmation of the award in the first place.
16.14.3.5. In any such event, the decision of the Senate shall be published on the university Notice Board and the candidate notified. Such cancellation and the reasons for it shall be entered on the candidate’s transcript.
16.14.3.6. Students dismissed from the studies because of cheating or any other serious misconduct may be considered for re-admission to the University after they have been away from the university for a period not less than three years.

Transcript of Academic Record

16.15.1. At the end of a student’s programme, the University shall, on the payment of an appropriate fee, issue to the particular student a complete transcript of his / her academic record. This transcript shall be marked STUDENT COPY and shall record all courses attempted and all results obtained.

Appeals

16.16.1. All appeals against examination results should be directed to Senate through relevant Faculty Boards. Any appeal by students against examination results should be made within 7 days from the day Faculty Boards publish the tentative results. Appeals made after this time will not be entertained.
16.16.2. Any appeals against the Senate’s decision on an appeal by a student should be forwarded to the Examinations Appeals Committee (EAC). The decision of EAC will be final and binding. HKMU shall not be involved in solving any academic or examination matters outside the established University participatory organs and framework.

The Grading System

Marks Range Grade Remark
75-100% A Distinction
70-74% B+ Very Good
60-69% B Good - Credit
50-59% C Pass
46-49% D Condonable Failure
0-45% E Fail

Criteria for Selecting Best Students

1. To qualify as best student in a subject a student must have the highest numerical score at B Grade or above in that subject. Such a student will receive an established subject specific Prize.

2. To qualify for overall best student award at the end of the academic year a student must: -
16.18.2.1. Have the highest aggregate score for both semesters combined.
16.18.2.2. Have scores at B grade or higher in all subjects in both semesters.
16.18.2.3. Be among the best in discipline and behaviour at University level.

Such students will receive the established overall best student award for each study year (currently MD1–5, BScN1-3, Diploma1-2 and WTC).
16.18.2.4. On submission of tentative results for approval by the Senate, Faculties and Institutes must also submit for approval a list of students proposed for best student’s awards.
16.18.3. A student who supplements or re-registers for a subject(s) in a semester cannot qualify for the best student award in that/those subject(s) or semester.

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