Definitive Guide to Examination Management System

Examination Management System

As of today, examinations are considered an important step in the learning progress of a student in almost all educational institutions. Traditional K12 and higher education systems and processes revolve around the examinations preplanned in advance.

With the large scale implementation of digital transformation tools, examinations are also digitized. Planning and conducting examinations requires a lot of focus and preparation. Digital software tools can reduce the workload of administrators by planning the examinations, preparing examination timetables, assigning examination halls and sending notifications to students about upcoming examinations.

Once the examinations are conducted, the marks can be entered into the same software to generate and publish results of the students.

This article is a brief guide to the examination management system features available in Fedena.

Features of Fedena Examination Management System

1. Support of different Gradebook standards

Different schools across the globe have different examination grading standards. Fedena’s examination management module supports some of the major grading standards in the world. This includes CCE(Continuous and Comprehensive Evaluation), GPA(Grade Point Average), CWA(Course Weighted Average), ICSE(Indian Certificate of Secondary Education), and Normal grading standards. In Fedena, you can select more than one grading system within a single institution. The grade books of the students will be generated based on the grading system selected while creating the courses. 

2. Customise Report Cards

Fedena provides features to customize the report cards in the gradebook according to the unique requirements of the institution. Report cards are one aspect of the institution that is usually branded in the institution’s theme. The printed reports that are given to the parents of the institution are different for each institution. Teachers can select one page or multipage template to start with and then go ahead with customization. 

3. Bulk Import of Examination Marks using CSV 

Once an examination is created in Fedena, then teachers usually enter the exam scores manually. Instead of that Fedena has a bulk import feature where the exam scores can be imported from a CSV file by batch tutors or administrators. This feature saves the precious time of teachers who can leave the bulk upload work to administrators of the institution or can do themselves from a simple spreadsheet.

4. Conduct Online Exam

The online examination management system provides a secure and safe way to conduct examinations to multiple students at the same time. The questions will be created and uploaded days or hours before the examination. Students can access the questions and start answering at the preset time for the examinations. If a computer and a high-speed internet connection are available, then thousands of students can participate in the examination at the same time. This makes it easy for educational institutions to conduct online examinations as the students can log in from their house to participate in the exam.

5. Communication & Announcements

While creating and scheduling the examinations, you can choose to send notifications to the students and parents along with the publication of examination dates in the school calendar. The alerts will be received as SMS and also parents can view the upcoming examinations from their mobile app.

The Workflow of Normal Examination Scheduling

Pre Examination:

1 – Create Course & Batches: Where the institute can record students’ details and later on institute can conduct different types of examination based on batch or course wise.

2- Select Grading System: Admin can set up the grading system applicable to the institution. You can choose one or multiple grading systems for your institution. After this, when you create a new course, you can select the grading system to be applied to that specific course.

3- Ranking & Grading Level: Admin or teacher can define different ranking or grading level based on the percentage scored in each subject and based on the number of subjects. This help in generating the student reports easily.

4- Exam Group: To set-up an examination, after configuring the grading system settings, next create an exam group. After creating the exam group, you can select the subjects to be included in that examination group, each subject’s maximum and minimum marks, date with start and end timings for each subject exam, etc.

5- Exam Timetable & Schedule: In advance, teacher or admin can plan for the examination and share the exam schedule in the timetable module, so that students can prepare themselves accordingly. Pre-created examination’s schedule will be available in the calendar that can be accessed by parents and students from their profile or from Fedena mobile app

6- Send Notification About Upcoming Exam: Along with SMS or email feature, institutes can take advantage of push notification also and send a real-time notification to parents to alert them regarding the upcoming examinations.

During Examination:

1- Mark Attendance: Using Fedena Attendance Module, teachers can easily make the attendance just in a click. They have to no longer depend on pen and paper, this process completely digitize the attendance procedure and this minimizes the paper wastage and let you store all data at a single place. To eliminate the proxy attendance and make the whole process automated institute can integrate the biometric device with Fedena.

Post Examination:

1- Reports and Gradebook generation: Once the examinations are over, the marks can be entered for each subject. Teachers can enter marks for each students along with remarks. Based on the grading system selected, the marks entry process and steps will differ. Once the marks for students are entered, there are various reports available in Fedena combining data from other modules like attendance.

According to the grading system selected, there are many preconfigured reports available in Fedena. There is also option to export as CSV reports. Fedena has a dedicated section to configure and generate gradebooks.

Gradebook also referred to as report card or mark sheet or scorecard is any system used to record a student’s progress during the academic year via marks or grades. To know more about how to generate gradebooks in Fedena, check this article.

Examination Module

How to choose the right Exam Management System?

Choosing the right exam management system for your institution is very similar to selecting an ERP software.

1. First you have to study the institutions around who have similar grading standards. Find out which software they are using to manage their examinations.

2. Then research for more software providers in your geography. Then invite them to give demo in your institution. It will be better if you have an a-team of 5 to 6 people selected from the staff of your institution to do the research and selection process.

3. Keep an eye on the pricing of the software. Some software is priced based on the number of students and some others provide the software for a flat price.

4. Then calculate the total cost of ownership(TCO) of the software for the next five years. This is prepared by adding up all the possible costs that can incur while using the software which includes licensing costs, annual maintenance costs, resource salary, etc.

5. Then you can decide the best software based on this research.

Conclusion

Since examinations are the key process in the academic activities of an institution, a good examination management system is must for the smooth running of the institution as well as to achieve the goals of the institution. Fedena as an ERP coordinates the different aspects of running an educational institution. Along with the examination management system, Fedena has many other modules which can be used to manage your institution better. For more information, contact a Fedena expert.

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