Invigilation, seating and duty rosters
Students are placed in halls and seated for each paper, and the invigilation roster is proposed by your rules. The invigilator takes exam attendance and counts booklets in the hall on the phone.
PLANSFrom Growth
The problem it solves
- The duty chart is made in a spreadsheet the night before. Someone gets two halls at once, or a duty during their own lecture.
- Seating plans are made by hand, and neighbours write the same paper.
- Absentee statements and booklet counts are written on paper and typed again by the exam cell.
- A faculty member on approved leave is given a duty.
How it works
- Give each paper its room. Press Place Students in Halls (by register number), then Make Seating Plan. Where two papers share a hall at the same time, students are seated in turn.
- Set the roster rules on the exam, starting from the college's defaults: students per invigilator, duties a day, departments left out.
- Press Propose Roster. Invigilators and relievers are proposed, the staff with the fewest duties first. Change what you want and press Confirm Roster; staff are told at once.
- A faculty member who cannot come presses I cannot come in the Campus app, with the reason. The exam cell names the replacement and approves.
- On the day the invigilator opens the hall on the phone or the web. They mark absent or malpractice, note late arrivals and booklets, and press Submit Attendance. The paper's attendance is filled from the hall.
Everything it does
Halls and seating
- A hall per paper and room, with seats (empty: the room's capacity), date and times from the paper
- Place Students in Halls fills open halls in register number order. Exempted and not-eligible students are not placed; students without a seat are counted as Not Placed
- Mix Papers in a Room: on to start with. Seats are numbered 1, 2, 3, or by row and place (A1, A2, B1) with Seats in a Row
- Give the Sets in Turn: question paper sets A and B handed out by seat
- A course examined in parts gets a hall per part
- The hall ticket shows each student's hall and seat; a hall's room is booked once the exam is scheduled, moving ordinary bookings out
Roster rules
- Students per Invigilator: 30; Invigilators per Hall at Least: 1; Duties a Day at Most: 2 (0: no limit)
- Halls per Reliever: one reliever for that many halls written at the same time (0: none)
- Not the Subject's Teacher: off until ticked
- Departments left out, and the staff to choose from (else the college's teaching staff)
- Duties by Designation: a share per designation, for example 0.5 for a professor, 0 for none
- Never two duties at the same time; never while teaching a class that is held
- A duty added by hand against a rule is refused until Rule Set Aside says why
- Clear Proposed removes the proposal; Give to Replacement hands a duty to someone else
In the hall
- Present, Absent or Malpractice per student; the time a late student came; booklet number and remarks
- Late Entry up to 30 minutes: a student who came later cannot be marked present
- Count Answer Booklets: on to start with; Submit is refused until booklets returned equal students present
- After submitting nothing changes until the exam cell presses Reopen with a reason
- A malpractice opens a discipline incident where discipline is in use, and holds the script back from valuation
Prints and reports
- Hall Attendance Sheet for the door with a signature column, or the attendance after submitting
- Absentee Statement per paper: placed and present, register numbers absent and malpractice, halls not submitted
- Invigilation Rates per role; Duties by Staff Member totals the amounts (a report, not a payment)
Who uses it
Controller of examinations (exam cell)Makes halls and the seating plan, proposes and confirms the roster, approves duty changes and reopens a hall.
Faculty (invigilator)Sees and acknowledges duties, asks for a change, takes the hall's attendance and booklet count.
Heads of departmentSee their department's duties and agree which staff are left out.
ParentsAre told when the student was absent at an exam.
Where you use it
- Web: Examination > Invigilation (My Duties, My Halls, Halls, Duties, Duty Change Requests), the exam's Invigilation tab, Configuration > Invigilation Rates and Duties by Designation
- The Campus app, faculty view: Exam duties with Acknowledge and I cannot come, and Take the hall attendance. Built and in testing, not in the app stores yet
- Not on the student portal: the seating plan and the roster; students see their hall and seat on the hall ticket
What you control
Settings
- Students per Invigilator 30; Invigilators per Hall at Least 1; Duties a Day at Most 2; Halls per Reliever 0
- Not the Subject's Teacher: off
- Mix Papers in a Room: on; Seats in a Row: 0 (numbered seats)
- Late Entry up to: 30 minutes; Count Answer Booklets: on
- Defaults per college on the Invigilation tab of the institution form; a new exam starts with them
Approvals
- Invigilation duty change: one level, the exam cell, with no set-up; more levels can be added. The faculty member who asks never decides; the replacement is checked against the exam's rules.
Notifications
- Invigilation Duty Assigned, Invigilation Duty Changed and Invigilation Duty Tomorrow (a daily reminder): to the staff member. It goes at once, in the app inbox and by the first channel that reaches them (app push, WhatsApp, SMS or email)
- Absent at an Exam: to the parents when the hall is submitted, once per student and hall, the same way
- A person can switch off a channel such as SMS; in-app notices always arrive
Works with
SmartMy HRMSStaff on approved leave that day are not proposed, and a duty by hand needs a reason. Leave still waiting is shown to the exam cell.
Questions
Can we keep faculty from invigilating their own subject?
Yes. Tick Not the Subject's Teacher on the exam. The roster then leaves them out of the halls of their course.Can senior faculty get fewer duties?
Yes. Duties by Designation gives each designation a share, for example half as many for professors, or none for the principal.Do invigilators need a laptop in the hall?
No. The faculty view of the Campus app lists the hall's students by seat, with one tap for absent or malpractice, and the booklet count. The app is built and in testing, not in the app stores yet.What if an invigilator falls sick on the morning of the exam?
The exam cell uses Give to Replacement on the duty. Where there is time, the faculty member presses I cannot come and the exam cell approves a replacement.Are invigilators paid from here?
No. Invigilation Rates give a total per staff member as a report. Payment is made in payroll or accounts.Related features
EXAMS AND RESULTSExam sittings and subjects examined in partsForenoon and afternoon sittings, a rule for what happens to classes on exam days, and periods taken by an exam counted in nobody's attendance. A course can be examined in parts, such as theory, practical and viva on different dates, with the marks merged into one result.EXAMS AND RESULTSHall tickets, held for dues or debarmentHall tickets are printed for the whole semester or one student, and students download them from the portal. A student who owes fees, is short of attendance or is debarred gets no hall ticket until the reason is cleared.EXAMS AND RESULTSValuation of answer papersAnswer scripts are valued blind by dummy number, on paper or on the screen from scans. One, two or more evaluators never see each other's marks. When marks differ too much a further evaluator or the chief examiner decides, and every mark stays on record for revaluation.APPS AND PORTALFaculty view in the appThe faculty view of the Campus app puts the day on the phone: today's lectures and registers, assignments, marks, student leave and exam duties. The same app runs the library counter and the activity instructor's sessions, and each person sees only the pages their role allows.ACTIVITIES, DISCIPLINE, GROUPDiscipline: incidents, hearings and appealsRecord an incident and open a case for each student responsible. A committee hears it, decides with actions proposed by your action ladder, and the student can appeal online. Suspensions, fines, exam debarments and withheld results take effect across attendance, fees, hall tickets and results by themselves.ADMISSIONS AND STUDENT RECORDSBuildings, rooms and room bookingKeep your campus as sites, blocks, floors and rooms, with each room's type, capacity and code. Sections sit in their own rooms. Seminar halls, labs and auditoriums are booked for events and extra classes, never twice at the same time.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.