Post examination activities are crucial to publish examination results on time. Many education institutes and universities face many challenges to publish results within 30 to 45 days after completion of the exams.
Each entity from examination department right from controller of examination, registrar , answer sheet evaluator professor or teachers, moderators, result printing team are involved in this co-ordinated task to complete result publishing activity in stipulated deadlines.
Many education institutes specially higher education is becoming tech-savy and percentage of visiting faculty is usually high for many institutes. In today’s environment, there are more than 60% faculty for leading management institutes are visiting and they are located across multiple cities or multiple countries in some cases.
Post examination activity of physical answer sheet checking has many manual activities involving higher cost and logistics. Onscreen marking systems have come to the rescue to simplify this process with the help of technology.
Onscreen evaluation system is helping many universities and autonomous institutes to simply automate and control examination answersheet Checking and result processing tasks.
Usage of onscreen evaluation solution is recommended with right co ordination of the tasks along with defining roles and responsibilities of the individual entity.
1. Answer sheet scanning team
A.This team is responsible for scanning physical copies of the answer sheet.
B. After scanning all answer sheets should be properly masked to hide identity of the student information like roll number , name , division etc.
Some institutes are using bar codes to map answer sheet with particular student. It helps in masking process.
C. All scanned copies of the answer sheet should be uploaded to software system as per respective subject code , stream code, student id number or roll number. Onscreen evaluation solution has automated this mapping process to avoid errors associated with manual uploading of answer sheets.
Registrar has overall administrative and managerial responsibility of university.
In case of results, registrar has responsibility of keeping records of all student information along with permanent grades and masks obtained in each exam ,semester and overall result.
Onscreen evaluation system can provide all required statistics to registrar. It can become easy for registrar to login to the system and track progress or download marks in excel sheet.
3. Controller of examination
Controller of examiner is responsible for managing examination process from start to end.
COE acts as a co-ordinator for various activities starting from defining exam time table, defining process to design question papers, conducting exams across multiple exam centers , evaluation and result publishing etc.
Software tools like onscreen marking system provides central dashboard accessible to controller of examination. COE can monitor overall activities of answer sheet evaluation by logging to the system. Detailed analytics can help to keep track on completion activity. It can help to analyse of overall progress of answer sheet evaluation.
Traditional answer sheet evaluation may not be able to provide dynamic status of answer sheet evaluation process. Online system can help to understand progress with detailed dashboard.
Evaluators or answer sheet checking teachers /professors are core to this evaluation activity.
Traditional answer sheet checking process involves physical handling of answer sheets.
Onscreen evaluation system helps evaluator to check it online from any location.
It also helps to speed up checking process as system is able to auto calculate the scores.
Dashboard of the evaluator provides key insights of answer sheet checking progress.
It can show key statistics like total number of answer sheets evaluated , total pending answer sheets, subject and stream wise analysis.
There are 2 types of evaluators.
A. Internal Examiner / Evaluator :
Those are teachers/ professors working in the institute on full time basis. Usually administrator or examination controller team assigned answer sheet evaluation to multiple internal examiners.
B. External examiner / Evaluator :
External examiners can be full time faculty from other institutes/ universities or visiting faculty from the corporate world. In traditional examination answer sheet checking, external evaluator need to travel to respective institute campus to physically check answer sheets and compile result. It is time consuming activity.
Onscreen marking can solve this issue where faculty can easily evaluate answer sheets from any secure location with internet connectivity.
Role of the moderator is to re check certain percentage of answer sheets evaluated by the first level evaluator.
In the traditional method, some need to manually mask marks assigned by the first level evaluator. IT is done to ensure that moderator is not getting biased with marks entered by the evaluator. Second level evaluation or moderation can be done in fair manner.
Onscreen evaluation process makes it simpler as there is no need of manual masking process. Software takes care of assigning fresh copy of digital answer sheet for evaluation for the moderator.
Moderators also get dashboard to track progress of the evaluation. Overall job of answer sheet evaluation is made simpler.
Each institute/ university can have different rules and regulations related to moderation process.
1.If student secures more than 90% marks
2. If student is failed in the exam
3. Student is topper for the exam or in top 5 percentile bracket
4. Student is in lowest 5 percentile of the overall batch
If above mentioned rules matches with the score obtained by the student during evaluation phase then such cases can be automatically assigned to the moderator. Manual process is time consuming as there is manual handling of answer sheets and assignment to moderator. Software system like onscreen marking system can easily complete this task in quick time. It helps to improve result processing activity of the university.
6. Program Head
This role is related to management institutes where person is responsible to review progress of their respective program related to result publishing.
Program heads can login to the system and can easily track each evaluator progress along with key statistics like percentage of work done , total pending work.
Program heads can add more number of evaluators to the task in case if overall things are behind the schedule.
Program heads can get alert about progress of answer sheet evaluation on their email and sms.
Life of the students can be made simpler in case of request for copy of evaluated answer sheet.
In case of student is not happy with marks assigned and want to recheck the things then students can request for photocopy of the evaluated answer sheet. In traditional process, student need to fill the form for it and make certain fee payment based on number of subject copies needed. Administrative team need to arrange photo copy of the answer sheet and it need to be forwarded at the respective student institute. Logistical activities only adds to delay in processing such requests.
Onscreen evaluation system can easily issue online access to student for certain number of days.
Student can easily check individual copy of the answer sheet. After certain number of days, online access to answer sheet can be removed. Entire process can be completed in paperless manner without any need of manual photo copying process.
Manual process takes lot of days as it involved getting access to physical copy of the evaluated sheet , making photocopy of it and then issuing it to student. All those delays usually adds to frustration of the student and it can also lead to delay in result processing.
Onscreen evaluation system can simplify tasks of all those entities to ensure that result processing can be completed in quick time in cost effective manner.