Schedule an Exam
Schedule an Exam
Create and schedule individual exams within an exam session, assigning dates, times, rooms, and supervisors.
Time required: 5-10 minutes per exam
Prerequisites
- Exam Manager or Academic Admin role
- Exam session created
- Classrooms/rooms configured
- Faculty available as supervisors
Steps
Step 1: Navigate to Exams
- Go to OpenEduCat → Exam → Exams
- Click Create to open a new exam form
Step 2: Enter Basic Information
Fill in the exam details:
| Field | Required | Description | Example |
|---|---|---|---|
| Name | Yes | Exam name | ”Data Structures Final” |
| Session | Yes | Parent exam session | ”Fall 2024 Finals” |
| Subject | Yes | Subject being examined | ”Data Structures” |
| Exam Type | No | Type of exam | ”Written” |
| Course | Auto | Populated from session | - |
| Batch | Auto | Populated from session | - |
Step 3: Schedule Date and Time
Set the examination schedule:
| Field | Required | Description | Example |
|---|---|---|---|
| Exam Date | Yes | Date of examination | 2024-12-10 |
| Start Time | Yes | Exam start time | 09:00 |
| End Time | Yes | Exam end time | 12:00 |
Note: Times are in 24-hour format. The system validates that end time is after start time.
Step 4: Assign Room and Supervisor
| Field | Required | Description | Example |
|---|---|---|---|
| Room | Yes | Examination room | ”Hall A” |
| Supervisor | No | Faculty supervisor | ”Dr. Smith” |
| Total Marks | Yes | Maximum marks | 100 |
| Passing Marks | Yes | Minimum to pass | 40 |
Step 5: Add Attendees (Optional)
In the Attendees tab:
- Click Add a line
- Select students who will take this exam
- By default, all students in the batch are included
To auto-populate attendees:
- Click the Get Attendees button to add all enrolled students
Step 6: Save and Schedule
- Click Save to create the exam in Draft state
- Click Schedule Exam button to move to Scheduled state
Exam States
| State | Description | Available Actions |
|---|---|---|
| Draft | Exam created, not scheduled | Edit, Schedule, Delete |
| Scheduled | Exam scheduled, ready to conduct | Hold Exam, Cancel |
| Held | Exam conducted | Enter Results |
| Result Updated | Marks entered | Generate Marksheet |
| Done | Results finalized | View Only |
Action Buttons
| Button | State Required | Action |
|---|---|---|
| Schedule Exam | Draft | Move to Scheduled state |
| Hold Exam | Scheduled | Mark exam as conducted |
| Update Results | Held | Open result entry wizard |
| Generate Marksheet | Result Updated | Create marksheets |
| Set to Done | Result Updated | Finalize exam |
| Get Attendees | Any | Auto-add batch students |
Bulk Exam Creation
To create multiple exams at once:
- Go to Exam Sessions and open your session
- Click Create Exams button (Enterprise)
- Select subjects to create exams for
- Set default date range and duration
- Click Generate to create all exams
Field Reference
Main Form
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
name | Name | Char | Required |
session_id | Session | Many2one | Links to op.exam.session |
subject_id | Subject | Many2one | Links to op.subject |
exam_type_id | Exam Type | Many2one | Links to op.exam.type |
course_id | Course | Many2one | Auto from session |
batch_id | Batch | Many2one | Auto from session |
exam_date | Exam Date | Date | Required |
start_time | Start Time | Float | Hours in decimal |
end_time | End Time | Float | Hours in decimal |
room_id | Room | Many2one | Links to op.classroom |
supervisor_id | Supervisor | Many2one | Links to op.faculty |
total_marks | Total Marks | Integer | Maximum marks |
passing_marks | Passing Marks | Integer | Minimum to pass |
state | State | Selection | Workflow state |
Attendees Tab
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
attendees_line | Attendees | One2many | Links to op.exam.attendees |
Troubleshooting
”Room already booked for this time”
The room is scheduled for another exam. Either:
- Choose a different room
- Change the exam time
- Reschedule the conflicting exam
”Supervisor has conflicting schedule”
The faculty member is assigned to another exam at the same time:
- Select a different supervisor
- Change the exam timing
”Cannot schedule - session not active”
The exam session may be in Draft or Done state:
- Open the exam session
- Ensure it’s in “In Progress” state
- Try scheduling again
Time showing incorrectly
Times are stored as decimal hours (e.g., 9.5 = 9:30 AM). If display seems wrong:
- Check your timezone settings
- Verify the decimal conversion
Related: Create an Exam Session | Generate Hall Tickets | Enter Exam Results