This article is the sixth part of our self-learn series. This article explains how exam staff can perform their daily tasks by using Sqayy CMS and provides readers with an initial setup checklist that must be performed before exam module can be utilised. The initial setups in Exam should be performed after completing the initial setups in Academic. Once the initial setups in Exam is completed, kindly read Self-Learn Learning. Exam is a module available for Sqayy CMS users upon subscription. The exam module allows user to publish exam slip, publish exam result, publish exam schedule and generate index no.User would no longer have to keep student information in a spreadsheet. This demolishes the practice of having different list of students according to departments. All departments will have the same list of students. Exam staff will not have to worry whether the student list is up-to-date as all students records are synced.The exam module is closely related to barring feature found in Settings > General. If a student does not meet certain conditions, such as exceeding minimum outstanding, system will automatically block students from viewing exam slips and exam results.

Daily Tasks

Daily tasks refers to processes that must be performed by exam staff on a daily basis. Take note that the tasks in this article do not necessarily match the SOP of a campus.

As an exam staff, user is responsible to manage exam results, manage exam slips and manage exam schedules. Exam unit is also responsible to generate exam index no if management enables the feature. Academic staff such as lecturers, are responsible to key in exam results and student attendance for exams. The list of tasks are like so:

  • Create exam schedule – Exam unit can create exam schedules. System will check for clashing of invigilators and venue. Meaning to say, it is not possible for users to slot invigilators to oversee exams conducted at the same time. The same logic applies to venue
  • Generate exam index no – User can generate exam index no. Key in prefix such as DIT1804 and the system will generate the running number. For example, DIT180401 where ’01’ is the running number white ‘DIT1804’ is the prefix
  • Publish exam slip – User no longer needs to fill in exam slips for each students as the system automatically generate exam slips based on student information that is stored in the system. Once published, students can view and print their exam slips from student portal. System can also automatically bar students from viewing their exam slips in student portal
  • Record exam results – Lecturers need to key in examination marks
  • Record exam attendance – Lecturers can key in student exam attendance
  • Publish exam results – Exam unit can publish exam results for students to view in student portal

Initial Setups Checklist

In Sqayy CMS, a single module such as Exam is dependent on how other modules were configured. This means that the settings in General, Finance, Academic and etc are related to how well the exam module can function. As an integrated system, user needs to perform initial setups that are not in Settings > Exam before exam module can be rolled out.

Refer to the table below for the initial setups that must be completed in the correct sequence before user can proceed with using exam module:

Directory Feature To Do Checkbox
Settings > Academic Faculty
  • Create faculties
Settings > General System Preference
  • All fields are updated
Organization Information
  • All fields are updated
References
    • All items are updated
Phrase
  • All fields are updated
Access Level
  • Add new access level
  • Tick relevant features in the access level
  • Save access level
Staff
  • Add new staff
  • Note that password is IC No/Passport
Barring
  • Update all fields
Settings > Admissions Document Types
  • Add document types
Settings > Academic General
  • Update all fields
Course Group
  • Add course group
Course Type
  • Add course type
Course Status
  • Add course status
Grading Scheme
  • Add grading scheme
Assessment Type
  • Add assessment type
Academic Status
  • Add academic status
Academic Status Rules
  • Add academic status rules
Attendance Type
  • Add attendance type
Attendance Warning
  • Add attendance warning
Credit Hour Completed
  • Update all fields
Courses
Programs
  • Add programs
Study Plan
Settings > Finance General
  • Update all fields
Account Types
  • Add account types
Taxes
  • Add taxes
Course Price
  • Add course price
Notification
  • Add invoice notification
Payment Method
  • Add payment method
Bank
  • Add bank
Approver
  • Add transaction approver
Academic
  • Add academic
Sponsor Status
  • Add sponsor status
Sponsor
  • Add sponsor
Online Payment
  • Update all fields
Adjustment Type
  • Add adjustment type
Academic Session Billing Date
  • Update all fields
Transaction Types
  • Update all fields
Penalties
  • Update all fields
Chart of Accounts
  • Add account codes
Fee Structure
Instalment
  • Create instalments
Fines
  • Add fines
Settings > Facilities Facility Type
  • Add facility type
Facility Block
  • Add facility block
Facility
  • Add facility
Settings > Exam General
  • Update all fields
Result Slip
  • Update all fields
Exam Reminder Slip
  • Add exam reminder slip
Exam Slip
  • Update all fields
Result View
  • Update all fields
Exam Transcript
  • Update all fields
Admissions Intakes
Academic Sessions
  • Add academic session

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