Chapter 3 [ Integrated University Examination Process System Study written by Shyamalendra Nath Baruah]
Main Components of the University Examination System. Student Registration Process in University. Academic Process in a University. Pre-Examination Process of a University. Post-Examination Process of a University. Certificate Generation Process of a University
3.1 Main Components of the University Examination System.
The whole examination process can be divided into five basic modules or components. These modules are
Registration Module
Academic Module
For the Pre-Examination Module, capture Student Details from the Registration Form.
Post Examination Module
Certificate Module
Registration Module
The registration module starts with the submission of the registration form from the applicant’s end, which subsequently requires creating a checklist to edit or correct the data provided.
Next, we generate a unique registration number for each student based on a predefined logic.
The university then print the registration certificate, which includes the issued registration number, and it is ready for distribution among the examinees.
Academic Module
The academic module deals with the various courses and their detailed syllabus with the distribution of marks etc. This section will also be responsible for preparing the academic calendar, course rules & regulations for conducting examinations.
Pre Exam Module
Editing the data captured during the submission of the application form marks the beginning of the exam module, resulting in the preparation of a checklist.
University assigns a specified roll number to each student and distributes them among the students based on a predefined logic.
Post Exam Module
Authority then issue and distribute admit cards among the students, which is followed by the Post-Exam module. In this module, we collect the marks, and a checklist is once again prepared to verify the entered marks.
After editing the data, the university processes the results based on certain logic. Subsequently, we prepare a merit list and print and distribute the mark sheets.
Certificate Module
Finally, the university prints the exam certificates and distributes them to the examinees accordingly.
This is how the integrated computerization of the entire Examination system will bring about a novel approach toward making the job easier and more efficient.
3.2 Student Registration Process in University.
EXISTING NORMAL PROCESS
The steps to register with the University are as follows.
A candidate needs to collect the Registration Form.
Students need to submit the filled-up forms to their college. The college submits forms of all students to the Registration Department.
After receiving the form of each candidate, Registration Department captures the candidate’s details and maintains the same in their manual file system.
Subsequently, we manually generate a unique Registration number for each candidate, thereby registering them under the University.
Finally, the department prints the Registration Certificate and distributes it.
PROPOSED COMPUTERIZED SYSTEM
This part of the document describes the input parameters and the format of the output generated by the system.
Steps:
We capture student details either through OCR form processing or manual data entry, including photographs.
Checklist generation and correction of entered data.
Master database creation for affiliated colleges under this University with a unique college code.
Unique Registration Number generation using the formula approved by the University.
Rules for generation Registration Number:
Say the registration number is 139999.
(a) 13 is the registration year of the candidate.[2digit]
(b) 9999 is the running serial number. [4 digits, but can increase as per requirement]
After verifying the correctness of the data, system issue a registration certificate with a photograph to the students.
If needed, the system can also issue a Migration Certificate to a student who wishes to leave this university.
In such a case, the system blocks the student’s registration number, preventing them from enrolling in any courses at this university.
We will use this main student information database in other modules to maintain data integrity.
Student Enrollment registration form designed by Shyamalendra Nath Baruah
Inputs:
Capture Student Details from the Registration Form.
1) Name of Student. 2) Father’s Name. 3) Mother’s Name. 4) Residential Address. 5) Sex 6) Cast 7) Email Address 8) Mobile Number 9) Details of Examinations passed so far. 10) Board / Council / University last attended. 11) Name of the Affiliated College 12) Course in which admitted. 13) Date of Admission. 14) Academic Session. 15) Photo 16) Details of Registration Fees.
Capture College Details from a manual form.
1) College Code. 2) College Name. 3) Address. 4) Principal’s Name. 5) Phone Number 6) Email Address 7) Website 8) Mobile Number 9) Course Details 10) Subject Branch Details
Output Reports
1) Registration Certificate to each student. 2) College-wise Summary Report. 3) College List. 4) Migration Certificate. 5) Statistical Report. 6) Fee Collection Detail Report.
3.3 Academic Process in a University
EXISTING NORMAL PROCESS
The steps of the Academic Process of the University are as follows.
Academic Council will prepare the detailed Syllabus of each course.
The university will identify each course with a unique course code and an effective date.
Authority will prepare distinct rules and regulations for each degree course.
The university will determine the mode of examination, whether it is a Marks System course or a Choice-Based Credit Grading System.
The university will prepare the declaration of special awards, position holdings, gold medal conditions, rules, etc.
Preparation of Academic Calendar with details of activity for a semester.
PROPOSED COMPUTERIZED SYSTEM
This part of the document describes the input parameters and the format of the output generated by the system.
Steps:
Master database creation for course structure, syllabus, subjects, papers, etc.
Master database creation for distribution of marks for each course paper-wise, for example, Total Marks, Theory Marks, Practical Marks, Sessional Marks, Aggregate Pass Marks
Master database creation for Credit Grade System, if required.
Master database creation for Academic Calendar.
We will use all this master data in the due course of time for processing exam results, and so on.
Shyamalendra Nath Baruah develops the view syllabus of a university system.
Inputs:
Capture Course Details from a manual form.
) Course Code. 2) Course Name. 3) With effect from Date.
Capture Subject Details from a manual form.
1) Course Code. 2) Subject or Branch Code.
3) Subject or Branch Name. 4) With effect from Date.
Capture Subject Paper Details from a manual form.
1) Course Code. 2) Subject or Branch Code. 3) Semester 4) Paper Code. 5) Paper Name. 6) Total Marks. 7) Theory Marks. 8) Practical Marks. 9) Sessional Marks 10) Pass Marks. 11) Paper Credit.
Capture Academic Calendar Details from a manual form.
1) Calendar Code. 2) Calendar Name. 3) Course Code. 4) Session. 5) Semester. 6) Course Start Date 7) Course End Date 8) Exam Break Date 9) Semester End Exam Date 10) Result Declaration Date 11) Other Details
Output Reports
1) Course-wise Syllabus with distribution of marks for each semester. 2) Subject Branch Wise Details. 3) Academic Calendar.
Integrated University Examination Process
3.4 Pre-Examination Process of a University
EXISTING NORMAL PROCESS:
The steps of the Pre-Examination Process of the University are as follows.
The student has to collect the Examination Application Form as well as submit it after filling up the form to the Examination Department of the University.
Student details along with their paper subject combination are captured manually from those filled-up application forms. All those details are maintained in their manual file system.
The Roll Number is generated manually for each candidate.
We print the Admit Card on preprinted stationery and distribute it.
PROPOSED COMPUTERIZED SYSTEM
This part of the document describes the input parameters and the format of the output generated by the system.
Steps:
We will capture Paper Subject Details and Examination Fee Details for each student through either the online examination form fill-up process or through the OMR data sheet using the Unique Registration Number of the Student.
Checklist generation and correction of students’ data according to the checklist.
Automatic Roll Number generation. Rules for generation of Roll number:
The proposed Roll number pattern should be: 13 01 BE1 CEV 001
a) The first two characters are for enrollment year (13). b) The next two characters mean college code (01). c) The next three characters are for course code (like BE1). d) The next three characters are for the subject branch code (like CEV for Civil). e) The next three characters are running serial no. f) Total 13 digits Roll Number.
A candidate maintains the same Roll Number throughout the courses.
Output Concept design view developed by Shyamalendra Nath Baruah, Assam, India
Inputs:
Capture Candidates’ Details through OMR or an online process.
Capture the details for 1st Semester students.
1) Unique Registration No 2) Student Name (for verification) 3) College Code 4) Course Code 5) Subject Code 6) Semester
7) Paper Code 8) Core Paper / Elective paper 9) Regular Exam 10) Compartmental Exam 11) Examination Month
Capture the details for students other than those in the 1st Semester.
1) Unique Registration No 2) Student Name (for verification) 3) Roll Number 4) Semester 5) Paper Code 6) Core Paper / Elective paper 7) Regular Exam 8) Compartmental Exam 9) Examination Month
Output Reports:
1) Admit card or Hall Ticket Generation 2) Roll Sheet Generation 3) Blank Attendance list Generation 4) Blank marks foil Generation 5) Subject or Branch wise no. of candidates appeared. 6) Question Paper Requisition Summary Report Paper wise.
3.5 Post-Examination Process of a University
EXISTING NORMAL PROCESS:
The steps for the Post-Examination Module of the University are as follows.
After completion of the examination, filled-up Marks Foils are received.
Result processing is done manually.
The result is published.
Mark sheet is printed in pre-printed stationery and distributed.
Merit List is generated.
PROPOSED COMPUTERIZED SYSTEM
This part of the document describes the input parameters and the format of the output generated by the system.
Steps:
We capture marks from Marks Foils through a Double Entry Process.
Mismatch List, Missing Marks List generation.
Comparison of the Mismatch list and correction of the same.
Result Processing and Assignment of Class/Division/Grade.
Result Sheet and Tabulation Register generation.
Online Result Declaration.
Mark sheet printing in pre-printed stationery.
Prepare the Merit List (The Merit list will be printed at the end of the courses).
1) Course Code 2) Subject Code 3) Semester 4) Marks Foil No. 5) Zone Code 6) Paper Code 7) Obtained Marks
Output Reports:
1) Mismatch list 2) Missing marks statements reports. 3) Tabulation register 4) Result Sheet 5) Mark sheet or Grade Sheet Print 6) Merit list 7) Subject/Branch wise no. of candidates passed (without grace marks) 8) Subject/Branch wise no. ff candidates passed (with grace marks) 9) Subject/Branch wise report of candidates in a college. 10) Statistical Report
3.6 Certificate Generation Process of a University
EXISTING NORMAL PROCESS:
The steps for the Certificate Module of the University are as follows.
After completing a course, the student receives their Provisional Pass Certificate from the University, signed by the Registrar.
The University issues the original certificate after completing the Convocation Process for that batch, and the honorable Vice Chancellor of the University signs this certificate.
A Rank Certificate is provided to Rank Holders of different courses.
Transcript Certificate
PROPOSED COMPUTERIZED SYSTEM
This part of the document describes the input parameters and the format of the output generated by the system.
Steps:
Online Provisional Pass Certificate can be provided immediately after the declaration of the final semester result for a particular course.
The university can issue original certificates after fulfilling the requirements governed by the rules and regulations.
After receiving the required certificate fees and other necessary documentation, we can issue rank certificates.
Upon request from the student with the required certificate fees and documentation, we can issue a Transcript Certificate.
Inputs:
Certificates of Students of various courses
1) Course Code 2) Subject Code 3) College Code 4) Registration Number 5) Roll Number 6) Type of Certificate
