1.Introduction

Section 3.4.4 of 3.4 of Assessment Administration, Exam security and invigilation of the Sultan Qaboos University Students’ Academic Assessment Procedure 2-07 (2023) states that:

“Everyone who participates in the assessment process or in examination work must inform the HoD in writing, before starting the work, of any conflict of interest that makes him/her lose neutrality and objectivity in performing his/her work tasks, while clarifying the nature of the relationship and the nature of the conflict. The HoD must present the matter to the Department Board to take the necessary measures. In all cases, it is a reason for a conflict of interest that prevents the person from participating in the assessment process or in the examination work, whether marital relationship, or blood kinship and affinity up to the fourth degree.” This statement does not fully apply to the College of Medicine and Health Sciences (COMHS) because the curriculum is not departmental in nature. In addition, the type of assessment in Phase III of the MD program includes various activities that are not covered by this section/s.

 

2.Purpose

This procedure outlines the steps to identify, disclose/declare and manage conflict of interest in student assessment at the COMHS.

 

3.Scope

This procedure applies to all faculty members, instructors, teaching assistants, administrative staff and clinical tutors involved in the assessment process/activities of students at the COMHS.

 

4. Definitions

4.1 Conflict of Interest: A conflict of interest in student assessment arises when an individual personal, financial, or other interests by any means could compromise or have the potential to compromise, or appear to compromise, their impartiality in evaluating a student's performance.

Examples include (but not limited) is assessing a student:

A. related to one of the examinees by “marital relationship, blood kinship and/or affinity up to the fourth degree (of family)” Appendix (I).

B. of a close friend.

C. of person with a financial interest in a student’s success or failure.

D. of a person with personal relationships that could affect impartiality.

E. with whom there is a current patient-doctor relationship where the

student is a patient.

4.2 Assessment: a systematic process of collecting, analyzing, and interpreting information to determine how well student performance matches expected learning outcomes. For the purpose of this procedure; it refers to those involved in the actual conduction and marking of assessment components or assigning grades and not to indicate the involvement in the designing of the assessment (writing questions, constructing stations, reviewing/vetting assessment components).

5. Identification of Potential Conflicts

Last updated on 26 January 2024

5.1 The staff within the scope of this procedure should regularly review their professional and personal circumstances to identify potential conflicts of interest.

5.2 Prior to each assessment period, assessor/evaluators should assess whether any conflicts of interest exist concerning the students they will assess/evaluate.

 

6. Disclosure Process

6.1 The assessor/evaluator who identifies that he/she has a conflict of interest should report it to the examination coordinator.

6.2 The reporter should disclose the nature of the conflict of interest.

6.3 The disclosure should be in timely manner so that the examination coordinator can make appropriate arrangements to address and act on the conflict-of-interest situation.

6.4 For major examinations (like end of semester/end of year/final MD); the disclosure should be communicated to the examination coordinator using the disclosure (Appendix 2) form that includes the nature of the conflict, the parties involved, and relevant details.

6.5 Any faculty, staff or clinical tutors who observe, become aware or witness a conflict of interest that has not been disclosed/declared by the assessor/evaluator should notify the concerned examination/phase coordinator.

 

7. Management of Conflict-of-Interest Disclosure

7.1 The examination coordinator should assess the nature of the conflict of interest to decide the appropriate action plan.

 

7.2 The action plan might include the following:

A. Swap the assessor/evaluator with another to examine the concerned student.

B. Replace the assessor/evaluator from the group/cohort assessment process.

C. Any other action judged to be appropriate

D. Consult with a senior/administrative member (head of the department, leader of the clinical examination group, leader of written examination group, chairperson of the examination committee or assistant deans) to decide the appropriate or an alternative action plan.

7.3 If evidence prevails that an assessor/evaluator was involved in a conflict-of- interest situation, and a potential misconduct has arisen, Staff Academic Misconduct Policy should be applied.

 

8. Awareness, Report, Review and Revision

8.1 Examination coordinators should include statements related to conflict-of-interest types, declaration and procedure of reporting in instructions to examiners verbally or in writing ahead of the examination time to spread awareness of such a responsibility.

8.2 For work-place based assessment in phase III, rotation coordinators to spread awareness to the involved tutors and assessors verbally and in writing at the beginning of the rotations.

8.3 All stakeholders should be aware of and have access to the procedure through COMHS website, email, etc).

8.4 Revisions to this procedure should be made when necessary to address arisen concerns and stakeholder’s feedback during implementation and to ensure its effectiveness and relevance.

 

9. SQU related policies and procedures

- Student Academic assessment procedure 2-07 2023

- Staff Academic Misconduct Policy 2023

 

10. Appendixes

APPENDIX I. Definition for kinship adopted by SQU

APPENDIX II. Conflict of Interest Disclosure Form

 

Last updated on 26 January 2024