Institute of Chartered Accountants of India (ICAI) Exam Observer Guidelines
Detailed guidelines for observers conducting pre-examination and examination activities for the Institute of Chartered Accountants of India (ICAI) exams, ensuring a smooth and orderly conduct of the examinations.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
The Institute of Chartered Accountants of India (Set up by an Act of Parliament)
WELCOME TO ICAI EXAM TEAM BULLET POINTS FOR OBSERVERS BULLET POINTS FOR OBSERVERS BULLET POINTS FOR OBSERVERS PRE- EXAMINATION ACTIVITIES
Activity to be done by the Observer BEFORE 12.15 PM AT 12.15 PM Reach download/update Application ICAIObserver from the Play store/App store. at BOB the and Take selfie in the background of the Bank through the app. The app will capture the location along with the date and time. Mobile 12.15 PM to 12.25 PM 12.25 PM to 12. 30 PM The Code of Question Paper Booklet meant for the day of exam will be updated in the Portal through System on day of exam. Cut open the CodeKey . Verify the Codes on Code key with sealed packets and Total number of packets to be collected with packet statement. Collect all the packet meant for the day. Scan QR code of all the sealed packets. Contact ICAI Exam department immediately, if any discrepancy /mismatch found. sealed packed
Activity to be done by the Observer 12.30 PM to 1.00 PM Reach the Exam Centre with confidential material. Ensure sealed packet are kept in safe custody of the Centre Superintendent at the Centre. 01:30 to 1:40 PM Sealed packets are to be opened at 1:30 PM by the Centre Superintendent/Chief Invigilator. Form C is to be signed by the Observer and those who are present in control room when the question paper packets are opened. Ensure that No Exam functionary is in the possession of Mobile/Smart Watch/ Electronic Device, while opening the question paper in the control room / in Exam Hall during Exams. Room wise distribution of question papers to the respective exam rooms. Entry of the candidates to be allowed in the exam premises. Mobile Phone, smart watch or other electronic device/Bags/belongings of students not allowed inside the exam room. Ensure that they are deposited at Mobile/Bag Counter at the centre immediately after entering. Mobile/Bag Counter should be kept before Frisking point of the candidates. Frisking of all the candidates to be done by the centre at the entry. Frisking of female candidates are to be done by female staff only. Entry of the candidates in the Exam Rooms/Hall according to seating plan.
DURING EXAMINATION ACTIVITY 1.45 PM to 2:00 PM 1.45 pm sharp Question Paper with correct code distributed to candidates / placed on all seats in order irrespective of Present/absent. Ensure MCQ Booklets (as applicable) are distributed in serial order to all the seats without any mistake. Ensure that all candidates are received question paper timely. Codes are announced / written on notice board in exam room. Reading descriptive paper) No reading time is allowed for MCQ based question paper. No reading time is allowed to Foundation paper 3 & 4 and all PQC Exams i.e. INTT AT, IRM Technical Exams. Observers are required to observe that CA Examinations are held as per given time schedule in orderly manner. time to the candidates (Only 2:15 PM to 2:30 PM 1.58 PM to 2:00 PM Distribute the Answer books (relevant prescribed (format) /OMR Sheets as applicable To open Seal of MCQ based question paper as applicable. Start writing Exams at 2 PM Sharp. Late entry allowed upto 2:15 PM (IST) For PQC Exams late entry allowed upto 2:30 PM (IST) Ensure all unused MCQ Booklets including absent students are packed immediately after 2.15 PM.
2:00 PM to conclusion of the examination No student/exam functionaries should carry mobile phone, smart watch, or any electronic device or books etc. in Exam hall/rooms during Exams. No corrections or clarifications to the question paper are to be announced. Guidelines relating to Unfair Means (UFM) and Concessions to Differently Abled candidates to be followed. In UFM, ensure to report in the prescribed format.(Annexure 19) The UFM report (Annexure 19) is to be signed by the Observer, on duty, on the day along with other exam functionaries. In case of seizure of mobile phone or any other electronic gadgets, please check whether photographs of the question paper were found in Mobile Phone / other electronic gadgets or they were found guilty of circulation of the question paper, the same may be properly packed and sent to ICAI and to be mentioned in observer report. Candidates be advised through the respective Invigilators to write the Roll No. as indicated in the Admit card on the cover page of the main answer book(s) only. Kindly note that Roll No, Name, Signature, Registration Number should not be written on any other places including additional answer book by candidates, room invigilator or other exam functionaries. To check that the name of exam, Group / Paper No. and subject/s of the examination and their respective code/s properly and prominently displayed on the black/ white board and in each examination room.
Observer should ensure the arrangement is as per the ICAI guidelines. Invigilators should normally be over 30 years of age. Invigilators should be members of the teaching staff of such institution. where the invigilators are not the teaching staff, the invigilators should possess a minimum qualification of graduation. The number of Invigilators should be strictly in the proportion of 1 for every 20 candidates. The number of Class IV staff (Peon, Watchman, etc.) should not exceed the proportion of one (all categories of Class IV staff included) for every 50 candidates. Proper seating arrangements in row of 5/6 with display of seating plan, drinking water (500 water bottle), vigil on bathrooms, etc. Seating arrangements should not be in row of 4/multiple of 4 under any circumstances.
Observer should ensure the adherence of the facilities made by the centre. Displaying signboard/ Banner near main entrance of the School/ College/ Institute. Seating Plan and arrow marks guiding the students to their respective Room/ Hall. Shuffling of seating plan / or shuffling of Invigilators on daily and regular basis. No. of exam rooms/hall engaged / No. of invigilators engaged as per ICAI Norms (1:20). Proper lighting in the rooms/ halls and also in staircases/ corridors. Arrangement of proper power back-ups such as generators, emergency lights etc. (KVA capacity is mandatory to mention) Engaging sufficient staff to keep the examination premises and toilets clean every day. Packaged drinking water 500 ml water bottle is provided to the candidates. Instructions for the candidates is to be read out by the Invigilators. Do not directly interact with the Centre Exam Functionaries or the candidates. Sort/Resolve any issue politely with/ through the Centre Superintendent or Chief Invigilator. No Candidates will be allowed to leave the examination hall before the scheduled time. To ensure that our examination is conducted as per the ICAI guidelines in orderly manner. Do not take any decision at your end without consulting/ approval of the ICAI Exam Department (including giving any extra time to the candidates).
POST EXAMINATION ACTIVITY To collect answer books /OMR Sheets as applicable from the candidates immediately at conclusion of the examination. Candidates will be allowed to take away Question Paper including MCQ Booklet with them. Ensure Answer books/OMR Sheets as applicable are collected from all candidates. Room wise Numbers of used answer books are reconciled with the attendance register and Form 'A' is prepared on the basis of the Attendance Register. To confirm absentee and sign form A. All the used answer books and unused question papers & MCQ Booklet of the day is reconciled, properly packed, sealed and handed over to the representative of M/s Blue Dart Courier against their official Receipt, and send us. No answer book as applicable is left in exam room/ control room while packing/dispatching. Take a selfie in the background of the Blue Dart Van and upload the same at the ICAI Observer APP along with courier consignment Slip. Attendance Register is to be sent to ICAI after conclusion of each Group/UNIT. Submit a report on the observer portal at http://observers.icaiexam.icai.org in the prescribed format, on a day-to-day basis without fail. Take a report of unused answer book stationery left at the Centre, in the prescribed format after conclusion of the exam term.(on Last day of the Exam). All the unused answer books Main/Supplementary) left at the Centre are to be returned to the ICAI Examination Department after three days of the last date of exam. Exam Store Section of ICAI will arrange for the reverse pick up of all unused answer books left at the Centre after three days of exam term through authorized courier agency. The concerned Exam Centre is required to issue a certificate that they have No Answer Book (either Main or Supplementary) left with them after conclusion of every exam term. Last day of Exam, submit your Bill online without fail within 3 days of conclusion of all exams to enable us to process your claim.
FORM/ANNEXURE To be signed by Observer and other Exam Functionaries who are present in the Control Room while opening of question paper FORM C Ensure Absentee of the candidates, to be confirmed and signed by Observer and Centre functionaries. FORM A To report UFM Cases (Available with centre in Instruction to Centre Superintendent) ANNEXURE 19 To be signed by all exam functionaries (Centre Superintendent, Chief Invigilator, Invigilators and Observer/Special Observer)
MAJOR DEFICIENCIES -NOTICED DURING MAY/JUNE 2024 EXAMINATIONS Sl No MAJOR DEFICIENCIES 1 Frisking was not done or was done in a very casual manner resulting in examinees took mobile phone / other electronic gadgets and other cheating material inside the examination room. 2 Power Back Up was not installed or were not in the working condition resulting in hardship caused to the examines during Power Cuts. 3 Water Bottles [500ml]were not served to the examinees. RO water / Mineral water in glasses were given to them. 4 Suitable Furniture were missing in certain centres resulting in hardship to the students in writing their examination. 5 Adequate Social Distancing were not maintained during conduct of our examinations. 6 Lighting and Fans were found less in numbers. 7 ICAI Exam Department was not informed about the certain incidents, which mandatory requires guidance / advise / directionsfrom the Competent Authority. 8 Absentee record were not maintained correctly / Answer Books were not counted properly resulting there was a mismatch in answer books in certain cases.
OTHER DEFICIENCIES MAY/JUNE 2024 SL NO OTHER DEFICIENCIES 1 Question Papers were not brought in closed vehicle from the Centre. 2 Instructions to the candidates were not read out by the Invigilator before the commencement of paper of the examination. Codes of the question paper meant for the day were not written on the black/white board. 3 4 Seating and other arrangements were not up to satisfaction. 5 Seating plan and arrow marks were not displayed for guidance. 6 Toilets and Centre premises were not cleaned properly. 7 Shuffling of seating plan in each group and/ or shuffling of Invigilators on daily and regular basis was not done.
INCIDENTAL MATTERS Sl No 1 Nature of Incident Power Cut/Power failure Exams & Generator /Power Back up is non functional Proposed Course of Action to be taken by Exam Centres & Observers Immediately contact with ICAI Exam Department, send email with complete details i.e. time when power failure occurred, time when power restored, quality of visibility in rooms, whether any loss of time and extra time required to the candidates. Do not provide any extra time without taking prior permission from ICAI Exam Department. Immediately contact with ICAI Exam Department, send e mail with complete details at what time Question Paper was distributed to the candidates, At what time answer book was given, How much delay, reason for the delay, whether any loss of time, how much extra time required to the candidate(s) if any. during 2 Delay distribution Question (MCQ/Descriptive) at the Centre (Any specific room/ all rooms) Distribution wrong format of Answer Book to the candidates in of Paper Do not provide any extra time without taking prior permission from ICAI Exam Department. Immediately contact with ICAI Exam Department, send e mail with complete details viz whether correct format of Answer Books given to the candidates, whether any loss of time, in changing of answer books, any extra time required to the candidates. Do not provide any extra time without taking prior permission from ICAI Exam Department. 3 of
INCIDENTAL MATTERS Sl No 4. Nature of Incident Candidate(s) seated at wrong place (i.e. seated in exam room other than allotted to him/her) Proposed Course of Action to be taken by Exam Centers & Observers Immediately contact with ICAI Exam Department, send email with complete details i.e. which room the candidate was allotted, which exam room the candidate seated mistakenly, whether he was shifted to right place, loss of time and whether extra time required if any, take guidance from ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. Immediately contact with ICAI Exam Department, send email with complete details i.e. which exam room candidates was allotted,reason for shifting the candidates to some other exam rooms, loss of time and whether extra time required if any, take guidance from ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. Immediately contact with ICAI Exam Department, take guidance from ICAI Exam Department. Prepare a List of Roll Numbers of candidates and serial Number of respective MCQ Booklet number issued to the candidates and sent to ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. 5. Candidate(s) of specific exam rooms shifted to some other exam rooms for unavoidable reason (viz improper supply in some rooms /outside noise etc) Distribution Question Paper Booklet in wrong without serial order at the centre in a particular room/s. Power 6 of MCQ sequence/
INCIDENTAL MATTERS Sl No 7 Nature of Incident Untoward incident/Mishappening at the Exam Centre i.e. fire etc Proposed Course of Action to be taken by Exam Centres & Observers Immediately contact with ICAI Exam Department, take guidance from ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. Designated Bank of Baroda not opened at the schedule time (Saturday/Sunday) or Keys of Almirah are missing caused delay in reaching / distribution of question paper to the candidates or any bank related issue Any other issue which needs to be dealt with immediately. Branch of Immediately contact with ICAI Exam Department, take guidance from ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. 8 Immediately contact with ICAI Exam Department, take guidance from ICAI Exam Department. Do not provide any extra time without taking prior permission from ICAI Exam Department. 9
MOST IMPORTANT If you are not able to perform the observer ship duty selected by you for any reason, it is must to decline the duty on the Portal and inform the ICAI Exam Department well in advance to enable us to make alternative arrangements. Kindly have a note that if the observer ship duty is not followed as per ICAI Guidelines or any unauthorized absence from observer duty/ from the Exam Centre will be viewed seriously. Do not take any decision by your own without prior permission of ICAI Exam Dept, including extra time.
EXAMINATION HELPLINE In case of any clarification/assistance, prior to or during the course of examinations, you may contact any of the following Officers of the Examination Department Name and Designation of the designated officer Contact Numbers Sl No Dr. Sunil Pandey, Sr. Executive Officer 09560507605/0120-3054846 / 3054829 1 Dr. (CMA) Prashant Bakshi, Joint Secretary 09310542611 /0120- 4953722 /3054822 2 3 CA. Anand Chaturvedi, Joint Secretary 08130377889 / 0120-3054825 Shri S.K. Garg, Director 09350852388 /0120-3054815/ 4953715 4
THANK YOU The Institute of Chartered Accountants of India [Set up by an Act of Parliament] ICAI Bhawan , Indraprastha Marg, New Delhi 110 002.
