Exam Scheduling

This chapter covers how to schedule and manage examinations in the School Management System.

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Overview

Exam Scheduling involves creating exam schedules, assigning dates, times, and rooms, and organizing invigilation duties. This ensures smooth conduct of all examinations.

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Accessing Exam Scheduling

• Log in as Administrator or Exam Coordinator

Navigate to Examinations → Exam Schedule

View existing schedules

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Creating an Exam

Step-by-Step Process

Click Add Exam

Fill in exam details:

Basic Information

Exam Name - e.g., "Class 10 Mid-Term 2024"

Exam Type - Select from configured types

Academic Year - Current year

Class(es) - Select classes taking this exam

Start Date - First exam date

End Date - Last exam date

Subject Details

For each subject in the selected classes:

Subject - Name

Date - Exam date

Time - Start and end time

Duration - Minutes/hours

Total Marks - Maximum marks

Passing Marks - Minimum to pass

Room - Examination room

Invigilator - Teacher assigned

Save the exam

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Scheduling Options

Manual Scheduling

Add each subject exam individually:

• Select class and exam

• Add subject exam with full details

Repeat for each subject

Bulk Scheduling

Schedule multiple subjects at once:

• Select class and exam

• Upload schedule via spreadsheet

System parses and creates schedule

Import Schedule

Import from template or previous year:

Go to Import Schedule

• Upload file (Excel/CSV)

• Map columns to fields

Import

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Room Management

Creating Rooms

Go to Exam Rooms

Click Add Room

Enter:

- Room Number/Name - Capacity - Number of seats - Building - Location - Facilities - Projector, etc.

Save

Room Allocation

When scheduling exams:

• Select available room

• System shows capacity

Assign students to seats

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Seating Plan

Creating Seating Plans

Automatically generate seating arrangements:

Go to Seating Plan

• Select exam

• Choose rooms

Configure:

- Arrangement - By roll number, alphabetical - Seats per row - Room layout

• Generate plan

View and print

Manual Adjustments

After auto-generation:

• View seating plan

• Drag and drop students

• Swap seats if needed

Save final plan

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Invigilation Duties

Assigning Invigilators

• In exam schedule, assign teacher to each session

Ensure:

- Teacher not teaching the subject (where possible) - Adequate coverage per room - No back-to-back duties

Invigilation Schedule

View complete invigilation duties:

Go to Invigilation Schedule

View by:

- Teacher - Date/Session - Room

Export for printing

Room-wise Duties

• Select room

• View all sessions in that room

See assigned invigilator

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Exam Calendar

Viewing Calendar

Go to Exam Calendar

• See all exams in calendar view

• Navigate by month/week

Color-coded by class

Publishing Calendar

Share schedule with teachers and students:

• Create calendar

Click Publish

Options:

- Show to all users - Show to specific roles - Display on website

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Managing Schedule Changes

Rescheduling

Change exam date/time:

• Find the scheduled exam

Click Reschedule

• Select new date/time

• Enter reason

• Confirm

System notifies affected users

Cancelling Exams

If exam must be cancelled:

• Find exam

Click Cancel

• Enter reason

• Confirm

Notify all students and teachers

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Online Exam Scheduling

For computer-based exams:

Select Online Exam

Configure:

- Platform - In-house or third-party - Login credentials - Auto-generate or custom - Time slot - Start and end - Duration - Total time allowed - Browser lockdown - Enable or not

Schedule multiple slots if needed

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Exam Clash Detection

The system can detect scheduling conflicts:

• Enable clash detection in settings

System warns if:

- Same student has two exams same time - Same teacher assigned to two rooms - Room double-booked

Resolve conflicts before publishing

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Notifications

Send automatic notifications:

Configure in Settings

Notify:

- Teachers of invigilation duties - Students of exam schedule - Parents of upcoming exams

Include:

- Date, time, venue - Exam instructions

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Common Tasks

Re-using Previous Schedule

Copy schedule from previous exam:

Go to Copy Schedule

• Select source exam

• Select target exam/classes

Copy - dates shift accordingly

Publishing Admit Cards

Generate and distribute admit cards:

Go to Admit Cards

• Select exams and classes

• Generate cards

Print or email to students

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Reports

Schedule Reports

Go to Reports → Exam Schedule

View:

- Complete schedule by class - Room utilization - Invigilator allocation

Export to PDF/Excel

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Troubleshooting

Problem: Room showing as unavailable

Solution: Check for other exams in same room; clear conflicts

Problem: Teacher assigned to two rooms

Solution: Use clash detection; reassign invigilator

Problem: Cannot reschedule

Solution: Check if marks already entered; may need admin override

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Related Topics

Exam Setup - Initial configuration

Marks Entry - Recording marks

Results & Reports - Generating results

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Permissions

The following roles can manage Exam Scheduling:

Administrator - Full access

Teacher - View only

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Last Updated: April 2026