How Should I Handle Being Blamed for Exam Sheet Errors Despite Following Protocol?

Responsibilities and Challenges in Examination Coordination

I am working in a private school at the PGT level. In addition to teaching, I am also serving as an Assistant Examination Coordinator, Smart Class Coordinator, and assisting teachers and office staff with computer-related tasks. I joined the school in June 2016 and am currently on probation. As an assistant exam coordinator, I have been assigned tasks such as preparing result sheets for all classes from Nursery to XII, formatting question papers, and creating various formats upon request from the Principal and other staff members. I dedicate an extra 1.5 hours daily to these responsibilities while most teachers leave on time. I strive to carry out my duties as flawlessly as possible, but occasional interruptions during work increase the likelihood of errors in formats and result sheets. To address this, I have arranged for other staff members to verify the formats and sheets at three levels after printing.

Our school is affiliated with CBSE, and the Principal emphasizes the importance of flawless execution of these tasks despite the heavy workload and error-prone work environment.

Implementation of a Review System

Regarding the process, in July, I encountered several issues while preparing and printing result sheets, particularly those related to students' results, which require thorough checking. Consequently, I implemented a system where all printed sheets must be meticulously reviewed and signed by the teacher, a rechecker, and the examination coordinator. A circular, signed by the Principal and examination coordinator, was circulated to all teachers to formalize this process, which has been in place since July.

Following the completion of our school examinations on 17.03.2017, a circular dated 08.03.2017 reiterated the requirement for class teachers, recheckers, and examination coordinators to thoroughly check computerized sheets. Any corrections were to be communicated to me, and after rectification, a revised sheet would be provided for report card completion.

Issues and Accountability

In the final examinations, four sheets were provided to teachers, all of which needed careful scrutiny before report card filling. Unfortunately, one teacher overlooked checking a sheet thoroughly and failed to notify the corrections. In a rush to submit the report cards, erroneous information was included, and the Principal signed off on them. During a Parent-Teacher Meeting (PTM), a parent raised concerns about this issue. Upon investigation, I confirmed the errors and promptly informed the Principal. The Principal acknowledged the oversight and initiated actions against the teachers involved.

A committee has been formed, and I have provided detailed written statements. However, I feel disadvantaged as a new member compared to the more experienced teachers who signed off on the erroneous sheets. The class teacher is now shifting blame, citing a computer error and denying responsibility. Despite this, the established procedure mandates thorough checking before signing. Three teachers signed the sheet, yet the Principal holds me accountable, citing potential damage to the school's reputation. I have submitted a written apology.

Seeking Guidance

I seek your guidance on how to proceed in this situation. Your insights are highly valued, and I thank you in advance for your assistance.

Thank you.

Dear Yami, the root cause of the problem you are facing today is the circular issued on 08-03-2017. In the circular, it should have been clearly mentioned what the responsibilities of the teachers and the computer department are. Responsibility was not just towards timeliness but also for the accuracy of the information provided to the next stage.

However, as the inquiry has been ordered, you may state your position. You were only responsible for processing information provided by the teacher. Your job was not to assess the accuracy of the information. Yet, why you were proactive in tendering your apology is not understood. Possibly, this unwarranted proactive approach could weaken your case. You could have waited for the inquiry.

Partisanship of the Principal

Now, the partisanship of the Principal. He is trying to protect the teacher who has been with the school for a long time. This happens many times. Nevertheless, if action is taken only against you, then you may approach the Secretary of the school to redress your grievance. If your grievance is not redressed, then possibly you need to approach the Education Department. However, taking on school authorities is not that easy. Most of the time, educational institutions in India are run by politicians, and they have a hand-in-glove relationship with the bureaucracy. Anyway, let us wait and watch what happens further.

Thanks,

Dinesh Divekar

The circular stated that all the sheets need to be checked by class teachers. If any corrections are found, they should be notified to the department. In this case, the class teacher identified some corrections, but not all were reported. The committee's report states that I am accountable for 10% of the damage. A show-cause notice has been issued to me regarding the case.