Schedule and Manage Examinations

Schedule and Manage Examinations

Create exam sessions, schedule exams, allocate rooms, generate hall tickets, and publish results.

Time: 15–30 minutes per exam session Module: OpenEduCat Exam, OpenEduCat Exam Enterprise Permissions: Exam Officer or Exam Manager

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Prerequisites

• Courses, batches, and subjects configured
• Students enrolled in courses
• Exam rooms/venues configured
• Grading system set up (for results)
• Access to Examination menu

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Overview

The Examination Management system enables:

• Exam session creation and scheduling
• Room and seat allocation
• Hall ticket generation
• Student exam attendance tracking
• Marks entry and result publishing
• Marksheet generation
• Re-evaluation request handling
• Result analysis and reporting

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Exam Workflow

Exam Session Creation
        ↓
    Schedule Exams
        ↓
    Allocate Rooms
        ↓
    Generate Hall Tickets
        ↓
    Conduct Exams
        ↓
    Enter Marks
        ↓
    Publish Results
        ↓
    Generate Marksheets

State	Description
Draft	Exam being prepared
Schedule	Exam schedule published
Held	Exam conducted
Result Announced	Results published
Cancel	Exam cancelled

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Steps

1. Configure Exam Types

1. Navigate to Examination → Configuration → Exam Types
2. Click New
3. Configure the exam type:

Field	Action
Name	Type name (e.g., “Mid-Term”, “Final”)
Code	Short code (e.g., “MID”, “FIN”)

4. Click Save

Common Exam Types:

• Mid-Term Examination
• Final Examination
• Internal Assessment
• Practical Examination
• Viva Voce
• Re-examination

2. Create Exam Session

1. Navigate to Examination → Exam Sessions
2. Click New
3. Complete the session form:

Field	Action
Name	Session name (e.g., “Fall 2024 Finals”)
Exam Type	Select type
Course	Select course
Batch	Select batch
Academic Year	Select year
Academic Term	Select term
Start Date	Set session start
End Date	Set session end
Venue	Select primary venue

4. Click Save (Draft state)

3. Schedule Individual Exams

1. Open the exam session
2. Navigate to Exams tab
3. Click Add a line
4. For each subject exam:

Field	Action
Subject	Select subject
Exam Date	Set date
Start Time	Set start time
End Time	Set end time
Total Marks	Enter maximum marks
Passing Marks	Enter minimum passing
Room	Select exam room

5. Repeat for all subjects
6. Click Save

4. Configure Exam Rooms

1. Navigate to Examination → Configuration → Exam Rooms
2. Click New
3. Configure the room:

Field	Action
Name	Room name/number
Building	Select building
Capacity	Maximum seating
Code	Room code
Facilities	Select available facilities

4. Click Save

5. Allocate Students to Rooms

1. Open the exam session

2. Click Allocate Rooms button

3. System distributes students based on:

   • Room capacity
   • Student roll numbers
   • Any custom allocation rules

4. Review allocation in Room Allocation tab

5. Manual adjustments if needed

6. Click Confirm Allocation

6. Generate Hall Tickets

1. Open the exam session

2. Click Generate Hall Tickets

3. System creates hall tickets for all students

4. Each ticket contains:

   • Student name and photo
   • Roll number
   • Exam schedule
   • Room allocation
   • Important instructions

5. Students can download from portal

6. Print hall tickets for distribution

7. Conduct Exam and Mark Attendance

1. On exam day, open the specific exam

2. Navigate to Attendance tab

3. Mark student attendance:

   • Check present students
   • Note absent students

4. Record any incidents/issues in notes

8. Enter Marks

After exam evaluation:

1. Navigate to Examination → Mark Entry
2. Select exam session and subject
3. Enter marks for each student:

Field	Action
Student	Auto-populated
Marks Obtained	Enter score
Grade	Auto-calculated (if configured)
Remarks	Optional notes

4. System validates:

   • Marks within range
   • Passing status

5. Click Save

9. Publish Results

1. Open the exam session

2. Verify all marks entered

3. Click Publish Results

4. Results become visible:

   • Student portal
   • Parent portal
   • Marksheet generation enabled

5. State changes to Result Announced

10. Generate Marksheets

1. Navigate to Examination → Marksheets

2. Select exam session

3. Click Generate Marksheets

4. System creates marksheets with:

   • Student details
   • Subject-wise marks
   • Total and percentage
   • Grade/GPA
   • Pass/Fail status
   • Rank (if configured)

5. Download or print individual/bulk marksheets

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Field Reference

Exam Session (op.exam.session)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Session name
Exam Type	exam_type_id	Many2one	Yes	Type of exam
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Academic Year	academic_year_id	Many2one	No	Year reference
Academic Term	academic_term_id	Many2one	No	Term reference
Start Date	start_date	Date	Yes	Session start
End Date	end_date	Date	Yes	Session end
Venue	venue_id	Many2one	No	Primary venue
State	state	Selection	No	Workflow state
Exam IDs	exam_ids	One2many	No	Individual exams
Company	company_id	Many2one	No	Multi-company

Exam (op.exam)

Field	Technical Name	Type	Required	Description
Session	session_id	Many2one	Yes	Parent session
Subject	subject_id	Many2one	Yes	Subject examined
Exam Date	exam_date	Date	Yes	Date of exam
Start Time	start_time	Float	No	Start time
End Time	end_time	Float	No	End time
Total Marks	total_marks	Float	Yes	Maximum marks
Passing Marks	passing_marks	Float	Yes	Minimum to pass
Room	room_id	Many2one	No	Exam room
State	state	Selection	No	Exam state
Attendee IDs	attendee_ids	One2many	No	Student attendees

Exam Attendee (op.exam.attendee)

Field	Technical Name	Type	Required	Description
Exam	exam_id	Many2one	Yes	Parent exam
Student	student_id	Many2one	Yes	Student
Status	status	Selection	No	present/absent
Marks	marks	Float	No	Obtained marks
Grade	grade_id	Many2one	No	Assigned grade
Room	room_id	Many2one	No	Allocated room
Seat No	seat_number	Char	No	Seat allocation

Exam Room (op.exam.room)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Room name
Code	code	Char	No	Room code
Capacity	capacity	Integer	No	Seating capacity
Building	building_id	Many2one	No	Building reference

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Re-evaluation Process

Submit Re-evaluation Request

1. Student submits request via portal
2. Select exam and subject
3. Pay re-evaluation fee (if applicable)
4. Request submitted for review

Process Re-evaluation

1. Navigate to Examination → Re-evaluations
2. Open pending request
3. Assign to evaluator
4. After re-evaluation:
   • Update marks if changed
   • Update result status
   • Notify student

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Result Analysis

Class Statistics

View class-level statistics:

• Pass percentage
• Average marks
• Highest/Lowest marks
• Grade distribution

Subject Analysis

Compare subject-wise performance:

• Subject pass rates
• Average scores per subject
• Difficulty analysis

Student Performance

Track individual student:

• Subject-wise performance
• Comparison with class average
• Progress over exams

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Views Available

View	Features
List	Sessions with dates and status
Form	Full session with exams
Calendar	Exam schedule calendar
Gantt	Timeline view of exams
Pivot	Analysis by course, subject

Calendar View

• Shows exams by date
• Color-coded by course
• Click to view/edit
• Export to ICS

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Portal Features

Student Portal

Students can:

• View exam schedule
• Download hall tickets
• Check exam results
• Download marksheets
• Submit re-evaluation requests

Parent Portal

Parents can:

• View child’s exam schedule
• View exam results
• Download marksheets
• Track academic progress

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Troubleshooting

Issue	Cause	Solution
Cannot publish results	Marks incomplete	Enter all marks first
Hall ticket missing	Allocation not done	Complete room allocation
Wrong room allocation	Capacity exceeded	Increase capacity or add rooms
Marks entry blocked	Exam not held	Change exam state
Grade not calculated	Grading not configured	Set up grade scale
Portal access denied	Result not published	Publish results first

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Best Practices

1. Early scheduling: Publish exam schedule in advance
2. Room verification: Confirm room availability
3. Buffer time: Allow time between exams
4. Clear instructions: Include all info on hall tickets
5. Timely results: Publish results promptly
6. Backup data: Export marks before publishing

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Security Notes

Role	Capabilities
Exam Officer	Create, schedule exams
Exam Manager	Full CRUD including results
Faculty	Enter marks for assigned subjects
Student	View own results (portal)
Parent	View child’s results (portal)

Record Rules

• Faculty see exams for their subjects
• Students see only their own results
• Officers see exams they manage

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Integration Features

Grading Integration

• Auto-calculate grades from marks
• GPA calculation
• Cumulative results

Attendance Integration

• Link exam attendance
• Track no-shows
• Absence reports

Fee Integration

• Exam fees
• Re-evaluation fees
• Automatic invoicing

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Related Tasks

• Configure Grading System
• Manage Exam Rooms
• Set Up Academic Calendar