Examination Management System Manual

8/8/2019 Examination Management System Manual

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Updated on 17th February, 2010

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Ver - 1.1

EXAMINATION MANAGEMENT SYSTEM (EMS) - DOC

ABOUT EMSThe Examination Management System is online centralized Software for Registration of Students in

various Departments of University of Jammu. It enables the users to enter the data from remote

location and facilitates the enrolment.The Examination Management System is also a utilitarian online tool which enables the user to enter

student awards error free.

REQUIREMENTS FOR INSTALLATIONProcessor : P-IV or above

RAM : 512 MB or above

Operating System : Preferably Windows Vista but shall also work withWindows XP SP-2

Monitor : Digital CRT/TFT (15” or larger)

Optical Drive : 52x CD/DVD ROM Drive

Network : Connectivity with University campus.

HOW TO INSTALL

The following steps are to be followed to install Examination Management System to the system.1. Open internet explorer and type http://192.170.6.195/trycab1/publish.htm in the address

bar. The following screen shall appear:

2. Click on the install button encircled at “1” and follow the instructions as provided by the

system. It will install the required software on the machine.3. Then click on the link launch encircled at “2” highlighted in blue colour & underlined.

4. It will install EMS on the machine.

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WHAT’S NEW?

EMS Ver 1.1 includes the Locking process of Examination forms at the Entry level.

HOW TO USE EMS?

For using the EMS you will have to follow the below mentioned steps:Click on Start Menu Programs Computer Centre University of Jammu

Then Click Examination Management System and the following screen will appear :

The user is required to enter the Username and Password as provided by the AdministratorVarious menu options shall get highlighted as shown in the following screen. These menu items are

subjected to the permission of the Administrator and only those items are being highlighted which

are essentially required by the user.

Here the user name and Here the user name and Here the user name and Here the user name and the password the password the password the password is is is is to be to be to be to be

t ed t ed t ed t ed




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INSTRUCTIONS FOR THE DEPARTMENTAL USE:The user is required to start the process, which include two parts i.e. creating profiles of the students

and enrollment of the students in different semesters.

CREATING STUDENT PROFILES:

The profiles of students are initially to be created in 1st

semester or at the beginning ofthe course and are not needed to be re-entered again in rest of the semesters. The profiles only

captures the Students’ Particulars needed by the University for printing different types of reports

required by the university & other bodies.

File Menu File Menu File Menu File Menu

The other menu items are The other menu items are The other menu items are The other menu items are shown here like shown here like shown here like shown here like Student Student Student Student,,,,Examination Examination Examination Examination,,,, Reports Reports Reports Reports,,,,

Settings Settings Settings Settings and and and and Help Help Help Help




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Note: - If a student is already a student of University of Jammu viz. he/she is alread

allotted a Registration Number by the Registration Section of the University and its profile is created

in this database then there is no need of creating the profile. But, in case of a fresh student seeking

admission in University of Jammu, the system will automatically assign a Registration Number to

the candidate and the user is required to leave the column as it is.

STEPS FOR CREATING STUDENT PROFILES

Steps:

Click on Student menu Student Profile Add

The following screen shall appear

In student profile the user needs to store the information of the students like Persona

Information , Registration Details , Previous Qualification Details , Migration Details , Address , etc.

1. To search a particular record of the student, select the appropriate college, session.

Roll no., Registration no., Name, Father’s Name etc. and click Search button (This

condition is applicable only if the student’s profile already exists).2. To add a particular record of the student, select the appropriate college and session

and click Add button. The following information will appear after clicking the AddButton.

a) Tab - “Particular”

Here the department or Here the department or Here the department or Here the department or college name is to be selected college name is to be selected college name is to be selected college name is to be selected

along with the current along with the current along with the current along with the current session or admission.session or admission.session or admission.session or admission.

Search student through his Search student through his Search student through his Search student through his

Roll.No.Roll.No.Roll.No.Roll.No.

Search through Search through Search through Search through Reg. No Reg. No Reg. No Reg. No

Search through student’s Search through student’s Search through student’s Search through student’s

name or his father’s name name or his father’s name name or his father’s name name or his father’s name

Add New Student




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In the above window, the user needs to enter the profiles and particulars of the fresh students whoare to be enrolled later in a particular semester. The details of the students’ profile include student’s

Name, Father’s name, Date of Birth, Address, Gender, Religion Caste, Nationality, etc. And after

putting in the requisite information.

b) Tab - “Registration No.” (if applicable)

This tab allows the user to furnish information about the registration receipt details whileregistration of a student and also mention the amount and date of receipt.

For this, the user requires to follow the following steps:

Furnish details in Regn Receipt, Receipt Date and Amount columns.

c) Tab - “Previous Qualification”

Profile details are to

be entered here

Receipt details




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Note: Use this if the candidate is entered afresh.

The user is required to furnish details abut the students’ previous qualifications. The information

required includes:

i. Previous Course

ii. Roll No.

iii. Year of Passing

iv. Board/University details

v. Resultvi. Marks obtained

vii. Maximum Marks

viii. Division

Previous course

details.

Roll. No. of the

courseYear of Passing University/Board

name

Result details and

division




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d) Tab - “Migration Details”

Note: Use this if the candidate is entered afresh.

Migration Details tab allows the user to enter the migration details of those candidates who have

migrated from any other University and seeking admission in University of Jammu. The details to be

furnished include:i. Migration No.

ii. Date of issuance of Migration No.iii. University/Board Name

iv. Remarks

v. ObjectionsAfter entering all the details (which ever applicable) like student particulars, Registration receiptdetails, Previous qualification details and Migration details, click the Add button to complete the

process.

Modify Student Profile:

If the user wants to modify the existing record created by him, then Click on Student menu Student Profile Modify and select the criteria and select the candidate to be modified after

clicking the Modify button.

Add Button




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STUDENTS’ ENROLLMENT:

The student enrollment is a repetitive process for every semester. The user is required toenroll the students as per their appearance i.e. either as Regular/Private, Exam details, Admission

Category, Medium, etc.

Enrollment is the process by which the user selects the courses, the student has opted for. Thescreen shall provide the courses according to the syllabus notified. All the compulsory papers shall

be disabled indicating that these have to be allotted to the students whereas depending upon the

syllabus, optional papers shall be selected by user depending upon the courses opted by the student.

STEPS INVOLVING STUDENTS’ ENROLLMENT

Steps:

Click on Student menu Enrollment Add

The following screen shall appear:

1. Select the Session in which student is to be enrolled.2. Select the faculty under which the course is enrolled.

3. Select the type of course level.

4. Select the subject.5. Select the Examination e.g. July-August-09 i.e. Exam to be held in the month of July-

August-09. (To be created by Computer Section at the start of every semester)

6. Select the course under which student is to be enrolled.

7. Select the semester/part.8. Click the search button to lock these details.

9. Click the select schedule in case you want to change any of the option.

10. & 11. Select the District/College12. Select the student type.

13. Select the Medium.

14. Select the Admission category.15. Enter the date of Admission in the format of dd/mm/yyyy.

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16. Enter the Reg No. in case the student is getting enrolled to a course for first time

and for subsequent semester, the user can provide a Reg.No./Roll. No.17. Search the candidate with requisite Reg No/Roll No as entered at 16.

18. Check the Particular, if found correct then click Add Subjects.

A new screen shall be displayed with all the courses/papers as notified in the syllabus.

Select the Course/Paper as per syllabus & click Add Enrollment to process the enrollment.

Add Enrollment tofinish the rocess

Optional Papers




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TABULATION OF MARKS

Tabulation of Marks is a dual process of data entry at user level which enables the users to

enter, modify, view and verify marks from remote location (computer).

Steps for adding marks:

Click on Examination menu Tabulation of Marks Add


The above shown screen will be required to put-in the requisite information about:

• Faculty

• Course Level (UG, PG, M.Phil. etc)

• Subject

• Schedule

• Course

• Part (Semester)

• Paper

• Paper Type (External/Internal)

• College Name

• Group




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After selecting the information required, press Enter Marks button to proceed further for entry ofmarks. After pressing the Enter Marks Button the following screen shall appear:

List of Roll No. shall be displayed according to the Enrollment already done.

The user is required to enter marks according to their corresponding Roll. No. for selected paper

After finishing the respective entry of marks, the user shall press Execute button to proceed further.The same process is repeated for all the papers for which Internal Assessment marks are needed for

theory & practical.

Steps for Modifying marks:

Click on Examination menu Tabulation of MarksModify

The following screen shall appear where the user required putting in information regarding the paper

for which the marks are to be modified:

Execute button Select Syllabus




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After giving the information regarding the paper whose marks are to be modified, select Enter Marks button to proceed further. The following screen shall appear:

Enter Marks

Button

Execute button




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Here the user can alter the already entered marks and modify them after pressing Execute

button to finish the process for selected paper. The user can select the other paper in the same way

by pressing Select Syllabus button.

Verification of marks:

Verification of marks is the process by which user finalizes the entry of marks indicating thatno further modification will be possible and the user can take a final printout to be sent to the

Evaluation section for processing.

After verification of marks, a locking No. shall be displayed on the printing of marks whichotherwise is not available. Users are requested to sent the printout of the Award Rolls dully signed

by the teacher In-charge and other formalities are taken care of earlier.

REPORTS

1. REGISTRATION RETURN

Click on Reports menu Examination Registration Return Registration Return List


Here the user is required to select the schedule details like Faculty, Course, Subject and Schedule.

Add Button




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After this, the user has to Enter Course Details like Course and Part/Semester and then press

Add button and then Execute Button. The report for the selected Schedule of students shall appear

on the screen and the user can print a copy of it & also can save it in different formats like .pdf, .doc

etc.

2. EXAMINATION FORM LIST

Click on Reports menu Examination Examination Form Examination Form List


Here the user is required to select the schedule details like Faculty, Course, Subject and

Schedule.

After this, the user has to Enter Course Details like Course and Part/Semester and then pressAdd button and then Execute Button. The report for the selected Schedule of students shall appear

on the screen and the user can print a copy of it & also can save it in different formats like .pdf, .docetc.

Before sending the RR (if applicable) & Examination form List to the respectiv Examination Sections, the user has to lock the examination form indicating that there is no

further enrollment.

Add Button




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Procedure for Locking the Examination Forms


• Faculty


• Subject

• Schedule

• Course

• Part (Semester)

After putting in the requisite information, Click on Search Button for proceeding further. Then

Check the Check box “ Lock Examination Form for above Schedule”. For finishing the process putthe current date and press Add button for finishing the process.

Search Button

Locking Date




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3. AWARD ROLLS

Click on Reports menu Examination Tabulation Tabulation of marks

The following window shall appear:


• Faculty


• Subject

• Schedule

• Course

• Part (Semester)

• Paper

• Paper Type (External/Internal)

• College Name

• Group Note: The user has to select the Group according to the strength of the students. If the students

exceed the number above 200, then the user has to select item “2” from the Group and if the student

strength is more than 400, the user shall select item “3” from the group and so on.

After giving the required details, click on Print Report button to print the report pertaining AwardRolls.

Examination Management System Manual

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