Academic Guidelines Under Autonomy

BACKGROUND OF COLLEGE AUTONOMY

The Indian higher education has mainly been under the affiliating system, wherein all colleges are linked to a University that prescribes its syllabus and organizes, controls, and oversees the evaluation system. However, with a view to improving the quality of higher education, the Government of India, through the UGC, has recommended the delinking of academically well-established colleges from the affiliating system with a view to promoting academic excellence. Hence, the emergence of an autonomous college, which is mandated to:

  • Determines and prescribes its own course of study and syllabi
  • Prescribes rules for admission in consonance with the Reservation Policy of the State Government.
  • Evolve methods of assessing students’ performance, conduct examinations and declare the examination results along with the corresponding mark sheets.
  • Uses modern tools of educational technology to achieve higher standards, incentivize creativity and promote best practices for the benefits of society at large.

Recognizing the academic excellence of St Xavier’s College, Mumbai, the UGC, State Government and the University of Mumbai, have conferred on it the status of an academically Autonomous College from June 2010. Although St Xavier’s College, Mumbai, is academically autonomous, the Graduation Degree will be conferred by the University of Mumbai.

 

ASSESSMENT

The College conducts continuous assessments for all theory and practical courses in each semester.

Theory: Continuous Internal Assessment (CIA):

  • Usually, two CIAs are held during a semester per course:
    1. 15 and 25 marks respectively in the 1st Semester only. However, due to the COVID-19 situation, only one CIA of 25 marks will be held in Semester I and the marks secured will be extrapolated to 40.
    2. 20 marks per CIA in the remaining Semesters.
    3. It is possible that a course (in consultation with the Principal) may club the two CIAs into one (40 marks). In this case, the lecturer concerned has to give to the Principal the breakup of the continuous marking scheme.
    4. It is also possible that (in consultation with the Principal) the 20 marks of CIA II could be broken down into assignments running throughout the concerned Semester.
  • There will be no retests for the CIAs. Any student who misses either CIA I or CIA II or both can acquire the 40% required to pass the course through the 60-mark ESE.
  • Special CIA Clause: The Principal will request the concerned Department(s) to hold a Special CIA Test (of one or more courses) for a student, within the same semester, under the following circumstances:
    1. If the Principal allows a student to represent the College at or to participate in some event (academic/cultural/sports) and this causes the student to miss a CIA Test (of one or more courses) (Note:The concerned event could be either a couple of weeks prior to or during the CIA period).
    2. If, just prior to or during a CIA, a student is stricken by a serious illness and the presented medical papers have been verified by the College.  (Note: The medical papers and the Parent's note would have to be presented to the College within two days of the sickness, for this clause to hold).
    3. If just prior to or during the CIA a bereavement (of an immediate family member) occurs. (Note: In this case, the Death Certificate of the departed and the Parent's note will have to be given to the College within 2 days of returning to College, for this clause to hold).
    4. For the same student, the Principal will exercise this discretionary power for only one of the two CIAs of a semester.
  • If a student fails to score 40 % in the overall total of that paper, such a student will have to appear for the Additional 100 marks Examination (in the subsequent semester) and forego all the CIA marks earned in the ongoing semester in that course.

 

Theory: End Semester Examination (ESE)

  • The ESE is for a maximum of 60 marks of 2 hours duration.
  • There will be barcoding (for TYs) and masking (for FYs and SYs) of the answer sheets prior to assessment.
  • For the F.Y / S.Y. courses there will be a Single Evaluation with Moderation for all courses as shown below:
    1. The assessed papers of the top 4 scores of the course from each division;
    2. 20% of the rest of the assessed papers on a random basis.
  • If a moderator finds issues (e.g., inconsistency, inflated/deflated marks) with the markings of the Internal Examiner, from the set given for moderation, the option to increase the number of answer booklets to be moderated in that Course could be exercised in consultation with the Principal.
  • If 30% or more of the moderated papers assessed by a particular examiner of a course have a change of more than 15% of total marks assigned to the paper, a blind moderation will be required by a second moderator. If the change is upheld, all the answer papers of that group will have to be re-evaluated blind by the second moderator. The re-evaluated marks will be the final score awarded.
  • At the Third Year, there will be a Double-Blind Evaluation by the teacher of the course and an external examiner. The average of the two scores will be the marks awarded. If in 30 % or more of the total answer booklets evaluated per course there is a marking discrepancy between the two evaluations of more than 15% of the total marks assigned to that course, a third blind evaluation will be required. The average of the 3rd Blind Evaluation and the marks of the evaluator closest to it will be the ultimate score awarded.

 

Practicals

  • The Practical component per course is for 50 marks, of which 5 marks are for the Journal and 45 marks for the ESE or 15 marks for CIA and 30 marks for ESE.
  • Science subjects have a Practical component per course as:

FYBSc (except Mathematics)        (2 courses / semester)

SYBSc (except Mathematics)        (3 courses / semester)

TYBSc (including Mathematics)     (4 courses / semester)

  • For Mathematics in:

FYBSc there are no Practicals.

SYBSc the Practical Component is for Courses 3.03 and 4.03

TYBSc there is a Practical Component in all the Courses.

  • In Statistics for Arts:

FYBA           (1 course / semester)

SYBA           (2 courses / semester)

TYBA           (3 courses / semester)

  • In Psychology (Courses: APSY0505 and APSY0605) a 100 marks Practical Course per semester is held. The breakup of the 100 marks is: Journal 20; viva- voce 20 and ESE 60.
  • All practical journals have to be signed by the Faculty-in-Charge (FIC) at each of these Practicals. The HoD along with the FIC will certify these Journals. No marks are allocated for attendance at practicals, but journals will be certified only against the completion of at least 75% attendance at the Practicals.
      • A student whose Journal is not certified in a Course will be given ZERO marks for the Journal in that Course. 
      • The Journal Marks will be carried forward if a student fails or is absent for the corresponding practical of the Course.
  • The End Semester Practical Examination (45 marks) of any Course need not be held only at the end of that semester; it could be held (in consultation with the Principal) through the semester. In such a case, the Department is expected to ultimately submit to the Examination Department the Consolidated Marks (per Course).
  • NO Additional ESE for Practicals will be held within the ongoing semester unless permitted by the Principal. 
  • If for the Practicals, a student is absent or fails to get 40% of the total practical marks (i.e., 40/100 or 60/150 or 80/200) then an Additional Practical ESE will be held when the concerned Practical Examination is held for the next batch of students in the subsequent academic year(s). However, for Mathematics and Statistics, the Additional Exams will be held in the subsequent semester.
  • A student will have to appear for the Practicals of all the Courses of the subject that he/she has chosen.  
  • If a TYBSc/TYBA student fails in or is absent for one or more of the Practicals in Semester V, he/she will be allowed to appear for the Additional Examination in Semester VI of the concerned academic year. 
  • If a TYBSc/TYBA student fails in or is absent for the Practicals in Semester VI, he/she will have to appear for these practicals in the subsequent Semester V of the following academic year.
  • The Practical marks per Course in the subject (i.e., CIA marks from those Departments who hold CIA for Practicals and ESE) would be recorded & maintained by the department and submitted at the end of the semester to the Examination Department.

 

PASSING NORMS

  • To Pass a Theory Course a student is required to obtain a minimum of 40% of the total marks allotted to that course, which includes CIA I, CIA II and the ESE. 
    1. A student will have to re-appear for the Additional 3-hours 100 marks Examination at the end of the subsequent semester if he/she fails to secure the required minimum 40 % of the total marks at the Regular Examination.
    2. When a student appears for an Additional 100 marks Examination, only the marks secured by a student at that Additional Examination will be the marks ultimately awarded.
  • To Pass a Practical Course: A student is required to secure a minimum of 40% of the total marks allotted for the said course.
    1. If a student appears for an Additional Practical Examination, the Practical Marks obtained earlier, except the journal marks, are annulled.
    2. The marks obtained at the Additional Practical Examination will be the marks ultimately awarded.

 

GRACING NORMS

  • Grace marks for passing: Up to a maximum of 1% of the Grand Total per semester can be added to any Course(s) to fulfil the passing norms.
  • Grace marks for Award of Class: Up to 1% will be added to the Grand Total to obtain a 2nd Class or 1st Class provided the student has not obtained grace marks for passing in any Course. (Note: this applies only to the final Consolidated Marksheet).
  • A student will be entitled to 10 Grace Marks, which will be added to his / her Even Semester Marksheet in the academic year when he/she represented the College in sports, NCC or cultural activities and were among the winners (1st, 2nd or Runners-up) or have reached the quarter-finals of any competition held by the University of Mumbai.
    • Only students who have passed in all subjects will be eligible for the Grace Marks as indicated in the above point. In this case, these Grace Marks will be distributed over 3 subjects so that the benefit is reflected in such a student’s Grade Point Average (GPA).
  • There are no Grace Marks awarded for the Additional Examination.
  • For Degree Class Improvement, the candidate has to appear for the examinations of all the 6 semesters for UG and all the 4 semesters for PG.
    • There is no scheme for performance improvement of any semester individually.

 

RESULTS

  • A 10-Point Grade System for all courses has been adopted – it involves calculations for a Semester Grade Point Average (SGPA) and the final Cumulative Grade Point Average (CGPA).
  • Marksheets/Gradesheets are issued per Semester & per Additional Examination.
  • Those students who do not register for the Additional Examination within the stipulated period will not be permitted to appear for the concerned examination(s).
  • Those students who fail in Courses adding up to 12 credits or less, across both semesters in an academic year, will be ‘Allowed to Keep Terms’ (ATKT) and appear for the Additional Examination(s) in the subsequent Semester.
  • Those students who fail in Courses adding up to more than 12 credits across both semesters in an academic year will be declared failed in that academic year.
  • Students who have not cleared Semester I or II or III or IV will not be allowed to appear for the Semester VI examination.
  • To be admitted into the TY, one of the following conditions must be fulfilled:
    • The student passes both the FY and SY classes.
    • The student passes both the FY Semesters but fails in courses adding up to 12 or fewer credits at the SY.
    • The student passes both the SY Semesters but fails in courses adding up to 12 or fewer credits at the FY.
  • Students who have not cleared any one of Semester I, II, III, IV will not be allowed to appear for the Semester VI examination.
  • The Semester VI results of any student will not be declared until that student has cleared all the Courses from Semesters I to V.
  • A student who is not satisfied with the evaluation of his/her paper in any Course can apply (by the date notified on the Examination Notice Board), for a photocopy and/or a re-evaluation of the answer paper. If the re-evaluation reveals a (+ / -) 15% or greater difference, an average of the first evaluation and of the re-evaluation will be the final score awarded. If the re-evaluation reveals less than (+ / -) 15% then the original marks will be retained.
  • Error(s) in the hard or soft copies of the marksheet (viz., name of the student, marks, SGPA, CGPA, grades, UID No., etc.) have to be brought to the notice of the General Office via the Principal / Vice-Principal within 20 days of the distribution/uploading of the mark-sheets in the Odd Semesters and within 7 days in the Even Semesters. No changes will be entertained after the lapse of these 20 or 7 days.

 

ATTENDANCE

  • The College expects 100% attendance at all lectures/practicals per chosen Course. As there are legitimate reasons why 100% attendance is not possible, a minimum of 75% attendance is made mandatory (refer: Ordinance 119 vide University’s Circular No. UG/502 of 1999).
  • A student with less than 75% attendance in a Course will not be allowed to appear for the ESE in that Course. 
  • A condonation of up to 50% of lectures/practicals per Course could be made at the discretion of the Principal, in the following cases:
    1. Serious illness authenticated by a Doctor’s Certificate and Medical Records & submitted within 2 days of resuming college.
    2. Other serious reasons, with validating documents (acceptable to the Principal) & submitted within 2 days of resuming college.
    3. No condonation is possible if a course’s attendance, for whatever reason(s), is below 50% of the said course’s lectures/practicals.
  • For students who are sent by the Principal to represent the College, the total attendance will be reduced by the number of days spent representing the College. However, such students will have to log in at least 75% attendance of the lessened total.
  • Unless unavoidable, students are not allowed to miss lectures, practicals, CIAs or ESE without the prior permission of the Principal. Absence without prior permission will make students liable to disciplinary action, including denial of Terms.
  • Absence from any Test / Exam must have documentary justification which must be presented, to the concerned Vice-Principal within two days of returning to College:
    1. In case of illness, a Medical Certificate and Medical Records must be produced.
    2. In case of bereavement, the Death Certificate will have to be submitted.
    3. No documents will be accepted after the two days.
  • The Leave Application / Medical Papers must be accompanied by:
    1. The duly filled College Absence Record Form (which is available in the College Hostel Office).
    2. A covering letter from the Parent or Guardian of the student.
  • Serious illness or other circumstances are valid reasons for absence from lectures, practicals and exams. However, if the College is not provided with sufficient evidence of academic participation by the concerned student, the College may not grant such student terms for the concerned Course(s) in that Semester. Such students would have to repeat the concerned Course in the next academic year.
  • Attendance Grades (AG) (as shown in Table below) for each course will be displayed in the semester Marksheets. 

Attendance Range (%) per Course

Grades

100 to 95

A+

< 95 to 90

A

<90 to 85

B+

<85 to 80

B

<80 to 75

C

< 75

TNG

Debarred Students who pass the Additional Exams

D

Note: TNG = Terms Not Granted (Debarred for ESE in that Course)

  • The AG for those students appearing for the Additional 100 marks Examinations and were not debarred for the ESE of that Course, will be the same as that secured during the said semester. 
  • The AG ‘D’ will be given to students who were debarred and have passed the Additional Examination of the said Course.
  • Students, who have been debarred twice within the 1st four semesters, will not be re-admitted in the subsequent academic year.

 

RULES FOR EXTRA-CURRICULAR ACTIVITIES

  • Two mandatory (Non-Academic) ECC will be required to be earned by a student to obtain a Degree.
  • Each student has to log in (over the 3-years of UG studies) a minimum of EC activities hours as follows:
    • For Arts, Management, Mass Media and Voc (T) students: 50 hours. These 50 hours will be accumulated as 20 hours in FY, 20 hours in SY and 10 hours in Semester V – This new stipulation is only for the current FYs & SYs.
    • For Science, Information Technology and Voc (SD) students: 40 hours. These 40 hours will be accumulated as 15 hours in FY, 15 hours in SY, and 10 hours in semester V – this new stipulation is only for the current FYs & SYs.
  • If by Semester VI, a student fails to earn these mandatory hours, he/she will have to do 10 additional monitored SIP hours in Semester VI.
  • The students’ EC progress, in terms of hours & quality of participation, is monitored and recorded by the EC Committee (ECCom), under the supervision of the EC Faculty-in-Charge. The ECC Grade awarded will be either ‘A’ or ‘A+’.
  • The following activities are eligible for EC credits:
    1. Representing College at ECCom. approved competitions / NCC
    2. Engaging in the co- & extra-curricular activities of the College Associations / Departments (These activities have to be certified by the Association’s Faculty-in-Charge or HoD). 
    3. Being a member of the College Magazine Committee or Students’ Council or any approved College Student Body.
    4. Involving in Malhar/Paradigm/Jan-Fest as organizer/volunteer.
    5. Enrolling in activities organized by the Student Council, SSL, AICUF, I.M.G. and other such bodies approved by College.
    6. Participating in Sports, certified by the College Sports Director.
    7. Involving in the International programmes of the College.
    8. Providing on-campus services, through the XRCVC, students with disabilities on campus.
  • Students are advised to check the College website for the ECC data submission procedure.

 

SOCIAL INVOLVEMENT PROGRAMME (SIP)

  • Two mandatory (Non-Academic) SIP Credits will be required to be earned by each student to obtain a degree.
  • These credits have to be completed over semesters I or II by working with an NGO assigned by the SIP Department. 
  • The SIP Credits is based on 50 hours of logged-in activity as shown below:
    1. 45 hours of actual social activity with the assigned NGO. This service with the assigned NGO will be monitored by the SIP Department of the College.
    2. 5 hours of service conducted by the Departments of the College. This service must be discipline-centric and so monitored by the concerned Department.

 

INTERNSHIPS/FIELDWORK EXPERIENCE CREDIT

  • Internships/Fieldwork experiences are encouraged by the College so that students gain practical experience in their sphere of study.
  • For this activity to be awarded the two Non-Mandatory Credits on the Consolidated Marksheet, the following protocol should be followed:
    • The internship activity cannot be a part of either a CIA or of an ES Examination.
    • It must be undertaken only during the breaks between Semesters:
      1. For UG students: III & IV or IV &V or V & VI.
      2. For PG students: VII & VIII or VIII & IX or IX & X.
    • A minimum of 60 hours of experience, and only 6 hours per day.
    • It has to be first approved by the Department’s HoD(s) through which the student would graduate (Single Major for UG and PG / Double Majors for UG).
    • International Exchange students cannot avail of this Credit. Hence, College Departments should not entertain applications from such students.
  • The concerned Department would have to monitor this activity as under:
    1. The HoD, on behalf of the student, would issue a request letter to the organization in which this activity will be undertaken.
    2. The Department would collect from the student the certification given to him/her by the said organization, post the internship.
    3. The Department would then conduct a viva voce to verify the quality of the tasks undertaken by the student in the concerned organization. 
    4. On certifying that the activity is acceptable, the Department would then submit a report to the Examination Department, not later than the end of February of that student’s Semester VI.

 

TRANSFER OF CREDITS

Transfer of Credits from Other Institutions

  • The College will accept the transfer of credits for one semester from another institution within India (limited to A Grade Colleges or otherwise of repute) or from a University of repute abroad. 
  • The student will be expected to earn as many credits to complete the semester as demanded by the host institution. 
  • The College will transfer only the number of credits that it normally has for the semester missed, even if the number of credits that the host institution grants are greater than the number required by the College.
  • Students can go to:
    1. An Indian institution only during Semester III or IV. 
    2. A foreign institution (whose academic year begins in August/September), only during Semester IV. 
  • Only students who fulfil the following qualifications in the first 3 semesters are permitted to avail of this facility:
    • a minimum CGPA of 7.5; and
    • a minimum average attendance of 75%.
  • To encourage a choice based credit system, these students will be allowed to choose any academic courses at the host institution in addition to at least two courses (in the semester pattern) in the subject that he/she is going to major in or a minimum of one each for a double major student.
    • It is therefore necessary that the student gets a prior clearance regarding the type of mandatory courses required, from the college Head(s) of Department(s) which he/she hopes to major in.
    • The onus of responsibility to cover up any such requirements will rest on the student. The Department can conduct an evaluation of the Course-work done by the student in the other academic institution, prior to accepting the said Courses into the academic programme of the College.

 

Transfer of Credits to the Honours Programme (HP)

  • Students doing short term academic courses in India or abroad can apply to count them as Inter-Disciplinary Transfer Credits for the Honours Programme.
  • The Council for International Programmes (C.I.P.) can assist the HP Co-ordinatorin determining whether one or two credits can be given for a foreign programme.
  • A Department can offer an Honours Credit for the faculty-guided work done within the ambit of the subject, either within College or in some other institutions during the breaks between semesters.

 

LETTERS OF RECOMMENDATION (LoR) BY COLLEGE DEPARTMENTS

  1. This set of instructions applies only to LoRs (hard or soft copies) that are being used for admission into Universities for further studies.
  2. Students who need such LoRs are required to fill in an Application Form which is available with the concerned Department from where the LoR is solicited.
  3. A Processing Fee of Rs. 500 / Application / University / Recommending Teacher would have to be paid, prior to starting the LoR process. The fees thus collected will be directed towards that Department’s Improvement Fund.
  4. For more detailed instructions, please approach the concerned Teacher in the Department.
  5. Economically disadvantaged students, who find it difficult to pay the LoR Fees, can approach the Principal for financial assistance through the SBF.

 

PARENTS’ COLLABORATION

  • Parents are invited to make inquiries about their child’s attendance and performance either:
    1. At the General Office or the concerned Department(s).
    2. Through the college website: www.xaviers.edu (Click on ‘Parent Login’, current Class serves as Username and the current Roll No. as Password).
  • If a student takes ill suddenly during college hours, preliminary first aid will be administered by the College. However, it is advisable that the Parent / Guardian come personally to the College to take their child/ward home or for further medical treatment/advice.
  • In case a student suffers from a chronic medical condition (either physical/mental), self-disclosure (with supporting medical documents) by the parents would help the College in administering the appropriate medical assistance, in case of an emergency. 
    1. Parents are advised to promptly bring such medical details to the attention of the Teacher-Mentor / concerned Vice-Principal.
    2. Confidentiality, of both the student as well as the nature of the illness, is assured by the College. 
  • A student suffering from a contagious illness should not come to college (for lectures/tests/exams), as it puts other students at risk.  
    1. A medical letter will have to be submitted by the Parents / Guardian to the Principal reporting the illness so that the absence of the student is noted. 
    2. Such a student will be allowed to return to college if and only if a ‘Fitness Certificate’ issued by a Medical Practitioner is submitted to the Principal.  
    3. Serious action will be taken against any student who flouts the rules.
  • The College will attempt to notify Parents of debarred students via postal mail and email prior to the commencement of the examinations. 
  • Parents, of debarred students, can discuss this matter with the concerned Vice-Principal or write a letter to the Principal.

 

ADDENDUM

Wherever an issue has not been covered by these Autonomy Rules and Guidelines of the College, the Rules and Statutes of the University of Mumbai would apply, as long as the latter does not go against the spirit of the College Autonomy arrangements.

Additional information