College Exam Management System - User Manual

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1. Overview

This module is designed specifically for Higher Education (Colleges/Universities). Unlike standard school exams, this system handles:

• Semester-based Exams (Internal/Sessional & External/University).

• Subject Types (Theory vs. Practical).

• Admit Card Generation based on Fee Clearance.

• Answer Script Archiving.

2. Prerequisites (Before You Start)

Before scheduling an exam, ensure the following data exists in the system:

1. Academic Session: Ensure the current session (e.g., 2024-2028) is active.

2. Course (Class): Classes like B.Pharm, D.Pharm must exist.

3. Subjects: Subjects must be assigned to the respective Course.

   • Note: Ensure Subjects are correctly marked as Theory or Practical in the Subject Master.

4. Students: Students must be admitted and linked to the correct Session and Course.

3. The 8-Step Workflow

Step 1: Create Exam Template 📝

Purpose: Define the structure of an exam once, so you can reuse it every year.

• Navigate to: College Exam Section > Exam Templates > Add New.

• Action:

  1. Select the Course (e.g., Bachelor of Pharmacy).

  2. Give it a generic Name (e.g., Sessional Exam - Semester 1).

  3. Add Subjects: The system auto-loads subjects linked to that course.

  4. Define Full Marks and Passing Marks for each subject.

  5. Click Save.

• Tip: You can view the template details later to verify if a subject is Theory or Practical.

Step 2: Schedule Exam 📅

Purpose: Create a specific instance of an exam for a specific batch (e.g., Sessional Exam Dec 2024).

• Navigate to: College Exam Section > Schedule Exam > Add New.

• Action:

  1. Select Course & Session.

  2. Select the Template you created in Step 1.

  3. Exam Name: Enter the specific name (e.g., First Sessional Dec 2024).

  4. Centre Type:

     • Home Centre: Internal exams (Marks entered by your teachers).

     • Other Centre: University exams (Marks entered based on University results).

  5. Set Timetable: Enter Date, Shift (Morning/Evening), and Time for each subject.

     • Note: Pay attention to the "Theory" vs "Practical" tags.

  6. Select Students: Check the box to select all eligible students.

  7. Click Save Schedule.

Step 3: Issue Admit Cards 🆔

Purpose: Generate Hall Tickets, enforcing Fee Clearance checks.

• Navigate to: College Exam Section > Issue Admit Card.

• Workflow:

  1. Select the Scheduled Exam.

  2. The list shows every student with their Current Fee Due.

     • 🔴 Red Amount: Fees are pending.

     • 🟢 Green Amount: Fees are clear.

  3. Verify History: Click the "Verify History" button to open the student's fee ledger in a new tab to check payment details.

  4. Selection: Check the boxes for students you want to allow. (You can issue cards to defaulters if you have special administrative permission).

  5. Click Generate Selected.

  6. Print: Once generated, a "Print" button appears. Click to download the PDF Admit Card containing the photo, roll no, and timetable.

Step 4: Exam Attendance 🙋‍♂️

Purpose: Record who sat for the exam. Critical Step: You cannot enter marks for a student unless they are marked Present.

• Navigate to: College Exam Section > Exam Attendance.

• Action:

  1. Select Exam and Subject.

  2. Bulk Action: Click "Mark All Present" (fastest method).

  3. Manually toggle specific students to ABSENT (Red Badge) if they didn't show up.

  4. Click Save Attendance.

Step 5 & 6: Marks Entry ✍️

Purpose: Enter the marks obtained by students.

• Navigate to: College Exam Section > Marks Entry.

• Action:

  1. Select Exam.

  2. Tabs: Click the Subject Tabs at the top to switch subjects instantly.

  3. Data Entry:

     • Keyboard Navigation: Type marks and press Enter to jump to the next student.

     • Status: The system automatically calculates PASS or FAIL as you type.

     • Absent: Students marked absent in Step 4 are disabled and shown in Red.

  4. Bulk Upload (Optional):

     • Click "Download Template" to get an Excel/CSV file.

     • Fill marks in Excel.

     • Click "Upload CSV" to bulk import marks.

  5. Click Save Marks.

Step 7: Result Sheet & Publishing 📢

Purpose: View the consolidated result matrix and declare results.

• Navigate to: Schedule Exam > Click "Result" Button.

• Features:

  1. Matrix View: Shows all subjects side-by-side for every student.

  2. Fail Highlighting: Failed subjects are highlighted in Red. Absentees in Yellow.

  3. Export:

     • PDF: Clean A4 Landscape format for Notice Boards.

     • Excel: Raw CSV data for statistical analysis.

  4. Publish: Click the "Publish" button.

     • Warning: Once published, marks cannot be edited unless un-published.

Step 8: Answer Sheet Upload (Archiving) 📂

Purpose: Store digital copies of the physical answer scripts for future reference (e.g., re-evaluation or audit).

• Navigate to: College Exam Section > Answer Sheet Upload.

• Note: Only available for Home Centre exams.

• Action:

  1. Enter the physical Serial Number of the answer booklet.

  2. Drag & Drop the scanned PDF/Image onto the upload zone.

  3. Click the small Save Icon.

  4. Use the Eye Icon to view the uploaded script later.

4. Common Scenarios (FAQ)

Q: I created an exam but forgot to add a subject. Can I edit the template?

• A: No. Once an exam is scheduled using a template, the template is locked to preserve data integrity. You must delete the schedule first, edit the template, and reschedule.

Q: The exam date changed due to a holiday. What do I do?

• A: Go to Schedule Exam list. Click the Edit button. You can change dates for any subject unless attendance has already been marked for it.

Q: Why can't I enter marks for a specific student?

• A: Check Exam Attendance. The student is likely marked "Absent". You must mark them "Present" there first.

Q: A student paid their fees, but the Admit Card page still shows "Due".

• A: Go to Collect Fees module and record the transaction. Then refresh the Admit Card page. The status will update automatically.