The College of Medicine and Health Sciences is a compliance with University Academic Council decision SQU/AC3/2007-08, and to ensure students’ rights and privacy are protected during their studies.
1.Definitions
Examinations Papers refer to the individual student paper that contains questions and/or answers related to different types of assessment.
1.1 Each Course Coordinator should classify, index and stack examination papers, for example:
- 2019, Human Nervous System examination papers, Number = 120
- 2018, Growth and Development Examination papers, Number = 40
2. Abbreviations
MD : Doctor of Medicine
PC : Pre-clerkship
JC : Junior Clerkship
SC : Senior Clerkship
3.Storage
3.1 Doctor of Medicine (MD) (Phases I, II), Biomedical Sciences, and
Intercalated Phase:
3.1.1 Each course coordinator is required to keep final examination papers for two semesters.
3.1.2 The examination papers are to be kept in a secure place accessible by the course coordinator, the Head of the Department and/or the Examination Officer.
4.Storage of Phase III Assessment Forms and Examination Papers
Phase III involves continuous assessment of student across its stages. Stage I Pre-clerkship (PC) and Junior Clerkship (JC), Stage II Senior Clerkship (SC) and Pre-internship) and lastly, the final MD examination. Because of that, the in- course assessments/work place-based assessment forms, student’s portfolios and the final examination papers for each Phase III cohort is to be kept for a year and in a secure location after the cohort completes the final MD examination, after which they can be disposed. Thus, for each component, the timeline for disposal should be as follows: the
- PC examination papers: 4 years
- JC examination papers: 3 years
- SC examination papers: 2 years
- Final MD examination papers: 1 year
1. The In-course assessment forms and the portfolios are kept in the department of the concerned rotation coordinator or the Block Coordinator office, depending on the logistical availability of a secured storage space.
2. The JC and SC final examination papers are kept with the Block Coordinator in the department.
3. The final MD papers are kept in the department of the chair of the Written Examination Subcommittee.
4. Other arrangements are possible depending on the availability of the resources. The papers should be classified, indexed and stacked, for example: 2017 Junior Clerkship Medicine and Allied = 120
5.Disposal
After fulfilling the above timelines, the concerned department coordinator should directly or through the Dean’s office, liaise with the Record of Documents and Archives دائرة الوثائق) ) at the university administration for pick- up of examination papers, similar to the process used for other departmental documents.
Note: For safe and secure disposal of examination papers, Documents Department ultimately coordinates with the Secure Document Destruction Lab that belongs to the National Documents and Archives Authority
(بمعمل الإتلاف الآمن للوثائق بهيئة الوثائق والمحفوظات الوطنية).
Contact
1. Coordination, Follow-up, and Archiving Department
Dean Office
College of Medicine and Health Science
Email: deanmed@squ.edu.om
Ext: 3556
2. Records Management Section
Record Department
SQU administration
Email: r.mng@squ.edu.om
Ext: 3306
Last updated 18th October 2023