The Ultimate Guide to Managing Online Exams at Exam Centers

Online Exam Center

When looking to conduct online exams at designated and secure test centers, it is essential to carefully plan and manage the various activities and coordination involved.

This can help to ensure that the exam experience is seamless, secure, and fair for all exam takers.

Many high-stakes exams, such as government recruitment exams, private company recruitment exams, and academic entrance exams, are conducted at physical exam centers. These centers typically have the infrastructure and technology necessary to manage high-stakes exams in a secure and efficient manner.

The infrastructure of the physical exam center plays a key role in the successful management of high-stakes exams across multiple locations.

This can include factors such as the availability of power backup facilities, sufficient numbers of computers connected in a LAN environment, and trained staff with knowledge of networking and security protocols.

In addition to the physical infrastructure of the exam center, technology also plays a crucial role in conducting high-stakes exams.

This can include technology-based tools and platforms for creating, editing, and formatting exam questions, as well as for generating and printing answer sheets.

It can also include systems for automated and consistent evaluation of exams, as well as for real-time monitoring and feedback.

By combining the right infrastructure and technology, it is possible to conduct high-stakes exams at physical exam centers in a way that ensures a fair, secure, and efficient experience for all exam takers.

Article Contents

Some key factors to consider when selecting exam centers-

Key factors to consider while choosing exam center

1. Infrastructure

The exam center should have the necessary infrastructure to support the online exam process, including power backup, sufficient numbers of computers connected in a LAN environment, and disaster recovery capabilities.

2. Connectivity

The exam center should be well-connected to various transportation systems, to make it easy for exam takers to reach the center.

3. Trained staff

The exam center should have trained staff with knowledge of networking and security protocols, to ensure that the online exam process runs smoothly.

4. Mobile jammers

In high-stakes exams, it may be necessary to use mobile jammers to prevent malpractices such as cheating. The exam center should have the necessary equipment and expertise to implement this.

5. Web cameras

If the online exam involves proctoring with web cameras, the exam center should ensure that the computers and laptops have working web cameras.

By carefully considering these factors and implementing appropriate measures, it is possible to conduct online exams at designated and secure test centers in a way that ensures a fair and secure experience for all exam takers.

Steps to Conduct Online Exam at Physical Exam Center

Eklavvya has strategic partnerships with more than 500 online exam centers across India. These centers have excellent infrastructure, including internet connectivity, power backups, and trained invigilators.

If you want to conduct exams at these designated centers, you can share a list of cities with us and we will manage the entire exam center coordination and execution process for you.

Our team has extensive experience in conducting online exams at multiple centers, and we are committed to ensuring a seamless, secure, and fair exam experience for all exam takers.

We provide technology for the Exam Registration / Booking Process-

Pre exam registration steps

1. Candidate can register online

We have custom application forms that are suitable to register candidates for the exam process. Candidates can enter basic details along with email and mobile number. It is used for communication purposes.

Candidates can also upload photos and signatures along with the form.

There is a facility to accept additional documents like academic mark sheets, reco. letters etc along with the application form. Candidates can also make an online payment associated with the exam registration and booking process.

2. Application Verification and Hall Ticket Generation 

All the submitted applications can be verified in the online system to identify and authenticate applicants.

Hall tickets for such applicants can be generated with suitable exam center allocation. Hall tickets can be downloaded by the applicants in their respective logins. The system also sends emails/SMS about hall ticket generation.

3. Demo Exam

Demo exam access can be provided to candidates to provide familiarity with the actual exam process. Candidates can check the demo exam to get familiar with the live exam process.

The exam center would be available with the following things-

Exam Centre Preparation

1. Candidate Hall Ticket Verification

There would be a facility to verify the hall ticket along with the photo ID of the candidate before allowing the candidate to enter the examination hall. Seating arrangements are planned according to the total number of candidates.

Security at the examination center to ensure no electronic gadgets. The actual attendance of the candidate is marked with the candidate’s signature.

2. Pre-Exam Demo

Prior to the start of the online exam, a short demo exam can be arranged which would help candidates understand the system before starting the final exam.

3. Final Exam

The final exam would start after the completion of the demo exam. Invigilators monitor the entire exam process. CCTV recording is captured continuously for the exam center area.

Post Online Exam

Post Exam Process

1. Result Processing

After completion of the online examination, answer keys are inserted in the software system to calculate the result.

Entire analytics of the result including ranking, pass-fail percentage, topic-wise analysis, avg, min, and max score analysis is made available in the system.

2. Online Exam Audit Records

The system maintains various audit records including CCTV footage, candidate attendance record, exam activity record, and geo-tagging. It can be useful during the audit process.

The following Additional Features are also available-

1. Offline Exam Management

In the case of locations where internet connectivity is a challenge, we have the facility to conduct exams in LAN. The local server machine is connected to LAN.

Candidates can appear for the online exam without any need for internet connectivity. As soon as the exam is completed on a local server, the entire data of the exam is synced with an internet-based cloud system. Entire data is stored on the local machine in an encrypted format.

2. Question Paper Download 

The question paper for the exam is downloaded 30 minutes prior to the examination’s state date and time. It ensures the security of the question paper. Question paper download and storage is encrypted for security purpose. It prevents leakage of the question paper before the exam.

3. Exam Center Coordinator 

This person ensures that the examination is being conducted in a professional manner without any technical difficulty.

4. Exam Center In charge 

The exam center in charge needs to ensure that the infrastructure facility, LAN, and computers are in proper working condition with proper power supply backup.

5. Video Recording of Exam Activity

In case of high stake exams, we have examination centers equipped with CCTV cameras with the facility of continuous video recording of exam activity.

CCTV recordings can be handed over for audit purposes based on the needs of each examination center.

6. Attendance Recording with verification 

We have a facility where the attendance of each candidate can be recorded and the identity of the individual can be verified using hall tickets and govt identity card verification, biometric verification process.

7. Secure Encryption of Data during Exam activity

Entire data of the examination process, candidate responses, and audit logs are stored in an encrypted format to avoid manipulation and malpractices.

Online Exam Live Workbench Monitoring

online-Exam-Workbench

Live workbench allows you to track and monitor online exams happening across multiple centers in real-time.

With live workbench, you can see the live status of candidate attendance, exam statistics by center, the number of questions attempted by each candidate, and the exam start status for each center.

This allows you to assess the overall progress of the online exam at multiple locations and make any necessary adjustments to ensure a smooth and successful exam experience.

Center based exam Dashboard

In addition to providing real-time visibility into the progress of the online exam, live workbench also allows you to monitor and track other key metrics, such as candidate activity, system performance, and network connectivity.

This can help you identify and resolve any potential issues that may arise during the exam, ensuring that the exam is conducted in a fair and secure manner.

 

Here are some of the Online Examination Activity photographs of examinations conducted across multiple cities

Examination Center for Online Exams
Online Examination Process at Exam Centers in Indian Cities
Online exam Activity at Exam center

Global-Olympiads-Academy Debraj Chakravarty
Debraj Chakravarty
Global Olympiads Academy

The Eklavvya platform is amazing to conduct secure online exams for any age group. We have successfully conducted remote proctored assessments for our International Olympiad exams for students in the age group of 6 to 18 years. We conducted thousands of such assessments and counting.

The Eklavvya platform has simplified our examination process to a great extent. It gives the flexibility for students to take the exams from home while being remotely proctored by Ekavvya’s Proctors. Students were able to appear for online exams of mathematical questions with simple, user-friendly features of the online assessment process. Mock exams helped prepare them to a great extent.

The system is very easy to understand and extremely user-friendly. Eklavvya’s account management team has been very understanding of our needs and customizing the solution. Thanks for the excellent platform and support.

Annie Francis Registrar- MIT SDE MIT Group of Institutions
Annie Francis
Registrar- MIT SDE MIT Group of Institutions

The entire examination experience for us at MIT School of Distance Education and our students has changed since we partnered with the Eklavvya platform. The once very complicated system of getting the question banks ready to get uploaded, and making any corrections in them has just vanished.

A very simple registration process swiftly created exams, an easy-to-use interface, proctored examination link, proctored invigilation reports, examination videos, and ever-ready-to-customize requirements, we find Eklavvya to be a one-stop-destination for all exam requirements for any educational institution. We are able to follow an exam pattern and monitor the exam performance of every student without any hassle. Eklavvya – we definitely see it to be a World Class Technology Partner.

Abhijeet Joshi
Abhijit joshi
Sys Computers, Senior Partner

I appreciate the Online Exam platform developed by Eklavvya solution, Pune. I have managed to conduct IT Flair Hunt Contest for more than 10000 students from 12 schools. We at Sys Computers, are finding Online Exam activity simplified with Eklavvya solution. Looking forward to continued support in the future for college-level talent hunt initiatives. The platform is user-friendly and it is easy to configure.

Frequently asked Questions about Center-Based Exams

What are the requirements for conducting online exams at physical exam centers?

The requirements for conducting online exams at physical exam centers will vary depending on the specific exam and the needs of the exam takers. In general, the exam center should have reliable power and internet connectivity, sufficient numbers of computers connected in a LAN environment, and trained staff with knowledge of networking and security protocols.

How do I ensure the security and integrity of online exams at physical exam centers?

To ensure the security and integrity of online exams at physical exam centers, it is important to implement measures such as secure login procedures, surveillance cameras, and strict access controls. It may also be necessary to use secure exam software and systems that prevent cheating or unauthorized access.

How do I manage the logistics and coordination of online exams at multiple physical exam centers?

To manage the logistics and coordination of online exams at multiple physical exam centers, it is necessary to have a clear plan and schedule, as well as systems and processes in place to manage the allocation of exam takers to centers, the distribution of exam materials, and the collection and processing of exam results.

What technology and infrastructure is required for conducting online exams at physical exam centers?

The technology and infrastructure required for conducting online exams at physical exam centers will vary depending on the specific exam and the needs of the exam takers. In general, the exam center should have technology-based tools and platforms for creating, editing, and formatting exam questions, as well as for generating and printing answer sheets. It may also be necessary to have systems for automated and consistent evaluation of exams, as well as for real-time monitoring and feedback.

How do I ensure a fair and consistent experience for all exam takers at physical exam centers?

To ensure a fair and consistent experience for all exam takers at physical exam centers, it is important to have clear and consistent procedures for administering the exam, as well as systems and processes in place to ensure that all exam takers receive the same exam under the same conditions.

Can online exams at physical exam centers be monitored in real-time?

Online exams at physical exam centers can be monitored in real-time using technology-based systems that provide real-time feedback and data on the progress of the exam. This can help to identify and address any issues or concerns during the exam.

How do I handle technical issues or disruptions during online exams at physical exam centers?

In the event of technical issues or disruptions during online exams at physical exam centers, it is important to have a plan in place to quickly and effectively address the problem. This may involve having trained staff on hand to troubleshoot technical issues, as well as backup systems and procedures to ensure that the exam can be completed as smoothly as possible.

Can online exams at physical exam centers be automatically graded and evaluated?

Online exams at physical exam centers can be automatically graded and evaluated using technology-based systems that are designed to accurately and consistently grade exams. These systems can provide efficient and reliable evaluation of exams, helping to ensure a fair and consistent experience for all exam takers.

How do I ensure compliance with relevant regulations and standards for online exams at physical exam centers?

To ensure compliance with relevant regulations and standards for online exams at physical exam centers, it is important to carefully research and understand the applicable regulations and standards, and to implement systems and processes that are designed to meet these requirements.

How do I plan and budget for conducting online exams at physical exam centers?

When planning and budgeting for conducting online exams at physical exam centers, it is important to consider the costs associated with the infrastructure and technology required, as well as the staffing and logistics costs involved in managing the exams at multiple locations. It may also be necessary to budget for contingency plans and backup systems in case of technical issues or disruptions.

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