Integrated University Examination Management Process Design & Software Implementation
Implementation
3.1 Main Components of Examination System.
The whole examination process can be divided in to five basic modules or components. These modules are
1. Registration Module
2. Academic Module
3. Pre Examination Module
4. Post Examination Module
5. Certificate Module
Registration module starts with the submission of registration form from the applicant’s end, which subsequently requires creating a checklist to edit or correct the data provided. Then a unique registration number is generated to each student on the basis of a predefined logic. Registration certificate is then printed mentioning the issued registration number and is ready for distribution among examinees.
Academic module deals with the various courses and its detailed syllabus with distribution of marks etc. This section will also be responsible for preparing academic calendar, course rules & regulations for conducting examination.
Pre Exam module starts with editing of data captured during the submission of application form and a Checklist is prepared thereby. Specified roll number is assigned to each student and distributed among the students on the basis of a predefined logic. Admit cards are then issued and distributed among the students and it is followed by Post Exam module, which consists of collecting the marks, and a checklist is again prepared to verify the entered marks. After editing those data results are processed depending upon certain logic. Merit list is then prepared and mark sheet is printed and distributed.
Lastly certificate of the exam is printed and distributed to the examinees accordingly.
This is how the integrated computerization of entire Examination system will bring about a novel approach towards making the job easier and more efficient.
3.2 Registration Process
NORMAL PROCESS:
Steps to get registered under University are as follows.
· A candidate needs to collect the Registration Form.
· Students need to submit the filled up forms to their college. College submits forms of all students to the Registration Department.
· After receiving filled up form of each candidate, Registration Department captures the candidate details and maintains the same in their manual file system.
· Afterwards a unique Registration no. is generated for each candidate manually. In this way the candidate gets registered under the University.
· Finally the department prints the Registration Certificate and distributes.
COMPUTERIZED SYSTEM
The input parameters and the format of
output generated by the system are described in this part of the document.
Steps:
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Student
details captures through OCR form or manual data entry with photograph.
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Checklist generation and correction of entered
data.
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Master database creation for affiliated colleges
under this University with unique college code.
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Unique Registration Number generation using the
formula approved by the University.
§ Example :Rules for generation of Registration Number:
Say
registration number is-139999.
(a) 13 is the registration year of the candidate.[2digit]
(b) 9999
is the running serial number.[4digit ,but can increase as per requirement]
§
After verification of correctness of data a
registration certificate with photograph is issued to the students.
§
If required, Migration Certificate can be also
issued to student who wants to leave this university. Then his registration
number is blocked and he/she can’t enroll any courses under this university.
§
This main student information database will be use
in other modules to keep the integrity of data.
Inputs:
Student
Details to be captured from Registration Form
1) Name of Student.
2) Father’s Name.
3) Mother’s Name.
4) Residential Address.
5) Sex
6) Cast
7) Email Address
8) Mobile Number
9) Details of Examinations passed so far.
10) Board / Council / University last attended.
11) Name of the Affiliated College
12) Course in which admitted.
13) Date of Admission.
14) Academic Session.
15) Photo
16) Details of Registration Fees.
College
Details to be captured from Manual Form or Online
1) College Code.
2) College Name.
3) Address.
4) Principal’s Name.
5) Phone Number
6) Email Address
7) Website
8) Mobile Number
9) Course Details
10) Subject Branch Details
Minimum Output Reports may be
1) Registration
Certificate to each student.
2) College
wise Summary Report.
3) College
List.
4) Migration
Certificate.
5) Statistical
Report.
6) Fee
Collection Detail Report.
Example of REGISTRATION CERTIFICATE Format
NORMAL PROCESS
Steps of Academic Process of University are as follows.
· Academic Council will prepare the detailed Syllabus of each course.
· Each course will be identified with unique course code with effect date.
· Distinct Rules and regulations will be prepared for each Degree courses.
· Mode of examination will be determined, whether it is a Marks System course or Choice Base Credit Grading System.
· Declaration of Special award, Position Holding, Gold Medal conditions and rules etc. will be prepared.
· Preparation of Academic Calendar with details activity for a semester.
COMPUTERIZED SYSTEM
The
input parameters and the format of output generated by the system are described below.
Steps:
·
Master database creation for course structure,
syllabus, subjects, papers etc.
·
Master database creation for distribution of marks
for each courses paper wise, for example, Total Marks, Theory Marks, Practical
Marks, Sessional Marks, Aggregate Pass Marks
·
Master database creation for Credit Grade System,
if required.
·
Master database creation for Academic Calendar.
All
these master data will be used in due course of time in processing of Exam
Result etc.
Inputs:
Course Details to be captured from manual
Form
1) Course Code.
2) Course Name.
3) With effect from Date.
Subject Details to be captured from manual
Form
1) Course Code.
2) Subject or Branch Code.
3) Subject or Branch Name.
4) With effect from Date.
Subject Paper Details to be captured from
manual Form
1) Course Code.
2) Subject or Branch Code.
3) Semester
4) Paper Code.
5) Paper Name.
6) Total Marks.
7) Theory Marks.
8) Practical Marks.
9) Sessional Marks
10) Pass Marks.
11) Paper Credit.
Academic Calendar Details to be captured
from manual Form
1) Calendar Code.
2) Calendar Name.
3) Course Code.
4) Session.
5) Semester.
6) Course Start Date
7) Course End Date
8) Exam Break Date
9) Semester End Exam Date
10) Result Declaration Date
11) Other Details
Output
Reports
1)
Course wise Syllabus with distribution of marks for
each semester.
2)
Subject Branch Wise Details.
3)
Academic Calendar.
3.4 Pre Examination Process
NORMAL PROCESS:
The normal Steps of Pre-Examination Process of a University may be as follows.
· Student has to collect the Examination Application Form as well as submit it after filling up the form to the Examination Department of the University.
· Student details along with their paper subject combination are captured manually from those filled up application form. All those details are maintained in their manual file system.
· Roll Number is generated manually for each candidate.
· Admit Card is printed in pre printed stationery and distributed.
COMPUTERIZED SYSTEM
The input parameters and the format of
output generated by the system are described below.
Steps:
·
Paper Subject Details and Examination Fee Details
for each student will be captured through either online examination form fill
up process or through OMR data sheet with the help of Unique Registration
Number of the Student.
·
Checklist generation and correction of student’s
data according to the checklist.
·
Automatic Roll Number generation.
For Example the Rules for
generation of the Roll number may be:
Proposed Roll number pattern should be: 13 01 BE1 CEV 001
a) First
two characters are for enrollment year (13).
b) Next
two characters mean college code (01).
c) Next
three characters are for course code (like BE1).
d) Next
three characters are for subject branch code (like CEV for Civil).
e) Next
three characters are running serial no.
f) Total 13 digits Roll Number.
The Roll
Number is fixed for a candidate throughout the courses
Inputs:
Candidates’
Details to be captured through OMR or Online process
The details to be captured for 1st
Semester students are:
1)
Unique Registration No
2)
Student Name (for verification)
3)
College Code
4)
Course Code
5)
Subject Code
6)
Semester
7)
Paper Code
8)
Core Paper / Elective paper
9)
Regular Exam
10) Compartmental
Exam
11) Examination
Month
The details to be captured for other than 1st
Semester students are:
1)
Unique Registration No
2)
Student Name (for verification)
3)
Roll Number
4)
Semester
5)
Paper Code
6)
Core Paper / Elective paper
7)
Regular Exam
8)
Compartmental Exam
9)
Examination Month
Output Reports:
1) Admit
card or Hall Ticket Generation
2) Roll
Sheet Generation
3) Blank
Attendance list Generation
4) Blank
marks foil Generation
5) Subject
or Branch wise no. of candidates appeared.
6) Question
Paper Requisition Summary Report Paper wise.
REPORT FORMAT
Name of the UNIVERSITY
ADMIT
CARD Name of the Student ________________________________________________ Son/Daughter of _________________________________________________ Roll No.________________________ Registration No ______________________ To the Examination for the_________________________ Semester ____________ to be held in ___________________________________ Countersigned Controller Of Examinations Principal / HOD University Name (OfficeSeal)
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B. Example of aTTENDANCE TOP SHEET
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Course Code: |
Subject Code: |
Paper Code: |
Semester: |
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College Code: College Name: |
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Sl No |
Registration No. |
Roll Number |
Student Name |
Signature of Student |
Date |
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1 |
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3 |
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Total No of Absent Student(s) |
Sig. of Officer in Charge |
Principal’s Sig. |
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C. Example of Blank MARKS FOIL
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Course
Code :
Subject Code :
Semester : Marks
Foil No.:
Zone Code:
Paper Code: Exam
Month:
College Code: Full Marks: |
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Roll No. |
Marks (in figure) |
Marks (in word) |
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Tens |
Units |
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1301BE1CEV
001 |
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1301BE1CEV
002 |
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1301BE1CEV
003 |
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Examiner’s
Signature |
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Head Examiner’s Signature |
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D . College SUBJECT WISE NO. OF CANDIDATES
APPEARED
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SUBJECT WISE NO. OF CANDIDATES APPEARED Course Code: College Code: Semester: |
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Subject Code |
No. of Students |
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F. QUESTION PAPER REQUISITION
SUMMARY REPORT PAPER WISE
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PAPER WISE NO. OF CANDIDATES APPEARED Course Code: Subject Code: Semester: |
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Paper Code |
No. of Students |
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Steps for Post-Examination Module of the University may be as follows.
· After completion of examination, filled up Marks Foils are received.
· Result processing is done manually.
· Result is published.
· Mark sheet is printed in pre printed stationery and distributed.
·
Merit List is generated.
COMPUTERIZED SYSTEM
The input parameters and the format of
output generated by the system are described below.
Steps:
·
Marks
capture from Marks Foils through Double Entry Process.
·
Mismatch List, Missing Marks List generation.
·
Comparison of the Mismatch list and correction of the same.
·
Result Processing and assignment of Class/Division/Grade.
·
Result Sheet and Tabulation Register generation.
·
Online Result Declaration.
·
Mark sheet printing in pre-printed stationary.
· Merit List preparation (Merit
list will be printed at the end of the courses).
Marks
of Students of various courses
1) Course Code
2) Subject Code
3) Semester
4) Marks Foil No.
5) Zone Code
6) Paper Code
7) Obtained Marks
1)
Mismatch list
2)
Missing marks statements reports.
3)
Tabulation register
4)
Result Sheet
5)
Mark sheet or Grade Sheet Print
6)
Merit list
7) Subject/Branch wise no. of candidates passed (without grace marks)
8) Subject/Branch wise no. ff candidates passed (with grace marks)
9)
Subject/Branch
wise report of candidates in a college.
10) Statistical
Report
REPORT FORMAT
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Course Code: Subject Code: Semester: Paper: College
Code: |
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Roll Number |
Marks from Table1 |
Marks from Table2 |
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B. Example of TABULATION REGISTER
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Course Code :
Branch /Subject
Code:
Semester: College Code: College
Name:
Exam Month:
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Roll No.: Registration No.: |
Name: |
Subject Combination: |
Subject Marks Grace Marks (If Any): |
Aggregate Marks: Division: |
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C. MARK SHEET Format
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Name of
the UNIVERSITY
MARK SHEET
The following are the marks obtained by ____(Name
of the Student)_________________________ Roll No _________________________ of the ________(College
Name)___________________________ at the ___(Course Semester)_________________________Examination held in____(Exam Month)_____ |
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Paper Details |
Max Marks |
Pass Mark |
Marks
Obtained |
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Grand Total |
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Result |
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Remark |
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D. MERIT LIST Format
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Course Code :
Examination Year: College Name: |
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Name |
Roll No. |
Aggregate |
Division/Grade |
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E.
SUBJECT
WISE NUMBER OF CANDIDATE PASSED
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SUBJECT WISE NO. OF CANDIDATES PASSED College
Name: |
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Subject |
No. Of Candidate |
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F. subject/branch WISE NUMBER OF
CANDIDATE PASSED (WITHOUT GRACE)
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BRANCH WISE NUMBER OF CANDIDATE PASSED (WITHOUT GRACE MARKS) |
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BRANCH |
No. of Candidate |
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G. SUBJECT/ BRANCH WISE NUMBER OF
CANDIDATE PASSED (WITH GRACE)
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SUBJECT WISE NUMBER OF CANDIDATE PASSED (WITHGRACE MARKS) |
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BRANCH |
No. of Candidate |
Grace Marks |
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h. BRANCH /SUB WISE REPORTS OF
CANDIDATES IN A COLLEGE
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College Code: College Name : |
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SUBJECT/BRANCH: |
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Roll No. |
Division |
Marks |
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K. CoURSE WISE REPORTS CONTAINING
TOTAL NUMBER OF CANDIDATE APPEARED, PASSED AND FAILED.
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Course |
No. Of Candidates |
Percentage of |
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Total Appeared |
Total Passed |
Total Failed |
Total Pass |
1st Class/Div |
2nd Class/Div |
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L.
Course & Category WISE REPORTS CONTAINING PASS PERCENTAGE OF
CANDIDATES.
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Course |
Pass Percentage of |
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GEN |
SC |
ST |
OBC |
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M.MISSING MARKS
STATEMENT REPORTS.
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MISSING MARKS STATEMENT REPORT |
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Course: |
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Roll No |
Subject |
Paper Code |
Marks |
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3.5 Certificate Process
NORMAL PROCESS:
Steps for Certificate Module of the University are as follows.
· After successful completion of a course, student gets their Provisional Pass Certificate from the University signed by the Registrar.
·
Original Certificate is issued after completion
of the Convocation Process for that batch and this certificate is signed by the
honorable Vice Cencellor of the University.
·
Rank Certificate is provided to Rank Holders of
different courses.
·
Transcript Certificate
COMPUTERIZED SYSTEM
The input parameters and the format of
output generated by the system are described below.
Steps:
·
Online Provisional
Pass Certificate can be provided immediately after declaration of the final
semester result for a particular course.
·
Original
Certificate can be issued after fulfillment of requirements governed by the
rules & regulations of the university.
·
Rank
Certificate can also be issued after getting the required certificate fees etc.
·
Transcript Certificate can be issued on request
from the Student with required certificate fees etc.
Inputs:
Certificates
of Students of various courses
1) Course Code
2) Subject Code
3) College Code
4) Registration Number
5) Roll Number
6) Type of Certificate
Output Reports:
1)
Provisional Pass Certificate
2)
Original Pass Certificate
3)
Rank Certificate
4)
Transcript Certificate
REPORT FORMAT
A. Provisional pass certificate
B. original pass certificate
C. rank certificate
D. transcript certificate
