Examination process is one of the key areas for any education institution or university. It is crucial evaluation process to grade students. In case of theory exams there is traditional way of evaluation of answer sheets. It is being followed by many universities and education institutes. Physical handling of answer sheet has many logistical and administrative activities. Following are some of the key stake holders of the answer sheet evaluation and result processing.
1.Answer Sheet Masking Process
Prior to starting activity of answer sheet evaluation process, it is mandatory to mask Roll No, Name of any individual information entered on the main page by the student.
It is important activity to ensure that identity of the student should remain hidden while evaluating the answer sheet. Most of the universities need to get answer sheet on individual basis and manually put masking paper on the main sheet of the answer sheet.
It is manual activity and takes lot of time considering volume of answer sheets available for masking process.
Some of the institutions are moving towards having bar code on the answer sheet. Bar code of the individual answer sheet should be mapped with particular Roll Number and Subject.
Presence of only bar code can ensure that identity of the student is hidden to the evaluator. In order to implement bar code , education institution need to ensure that mapping of the bar code with student is accurate.
It is new technology and method to store information in single image in the form of QR code.
Institution can also have mechanism where qr code would have all the information of student including Name, Roll No, Subject Name etc.
Shifting information to Bar code/ QR code can help masking process of answer sheet.
2. Answer Sheet Evaluation
First level of answer sheet evaluation is done by professor or teacher in the respective subject.
Experts of particular subject/topic are assigned the task of checking answer sheets. All the evaluators need to gather at the central location (typically university central location/ hub) to complete the process.
Evaluators are assigned examination answer sheets. Each evaluator need to physically access answer sheets and mark each page with annotations and assign marks according to answers written by the student.
Evaluator need to keep track on question paper pattern and total max marks associated with each question.
Onscreen evaluation system can help to eliminate physical handling of answer sheets. This system scans each answer sheet and it is made available for onscreen marking process.
3.Calculation of Total Marks for the Answer Sheet
Each evaluator need to keep track on total no of questions attempted by the student.
If exam pattern is to attempt any 3 out of 5 questions and student has attempted all 5 questions, in such scenario evaluator need to consider top 3 questions with max marks obtained by the student while calculating the total.
Manually calculating the total is time consuming task. Onscreen evaluation system automates to score calculation process. System takes into consideration examination patter, optional/ compulsory questions, student’s attempt etc. System automatically calculates the score.
It helps to speed up answer sheet evaluation process along with total marks calculation.
Evaluator can evaluate more number of answer sheets compared to traditional way of physical handling of answer sheet using onscreen marking system.
4.Data Entry of Marks Obtained by Individual in Particular Subject
After then answer sheet evaluation work is completed, next important task is data entry of the marks obtained by individual in respective subject.
Data entry person need to manually enter marks in the system/ excel sheet for each individual answer sheet.
This data is useful for result generation and assigning the grade to students based on total marks obtained. Onscreen marking system can simplify this process as entire manual data entry wok can be eliminated. Onscreen marking system can directly generate result records for each answer sheet evaluated.
5.Moderation / Rechecking of Answer Sheet
There are rules and regulations defined for each university where certain percentage of marksheets needs to be re evaluated by moderator. Moderator is the person assigned to re- check some of the answer sheets already evaluated by evaluator in first step.
In this case there is second to third level of physical handling of answer sheet. Previously entered marks should be masked manually to avoid influence on the moderator from first level evaluator of the answer sheet.
Remasking of answer sheet is manual work and it may take lot of time. It adds up to delays in evaluation of answer sheet. There is second level of data entry work to enter marks issued by the moderator.
There are various criteria’s set by the university/ education institution. In case of large difference in marks issued by evaluator and moderator , higher marks needs to be assigned to student. This criteria varies for each university as per their rules and regulations.
Onscreen marking system can eliminate this hassle as moderator is assigned fresh digital copy of the answer sheet. Scores are automatically calculated so final marks to the student can be assigned as per criteria set by the university/ education institution.
6. Student requesting photocopy of the answer sheet
There are cases when student is not happy about total marks assigned to him/her in the examination result for particular subject.
Student can make certain fee payment to get individual photo copy of the answer sheet. This would be fourth to fifth level of physical handling of answer sheets. Some one need to get physical copy of answer sheet from the storage, scan it , photocopy it and issue it to respective student.
Imagine when thousands of students requesting photocopy of the answer sheet and such thousands of marksheets need to be photocopied and issued to students situated across multiple colleges/ institutes associated with university.
This process involves many manual, administrative activities along with paper work.
Onscreen marking process can handle such task in a simpler way.
If student requests for photo copy of evaluated answer sheet then using online software, evaluated answer sheet access can be issued to student for certain number of days.
Students can view answer sheet copy on desktop/ mobile using valid credentials. Entire manual work can be eliminated immediately.