Assessments & Exams

This guide covers everything about creating and managing assessments - from class tests and quizzes to formal examinations.

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Examinations Workflow

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Types of Assessments

Type	Description	Example
Class Test	Short test during regular class	"Chapter 3 Quiz"
Assignment	Work to be done at home	"Essay on Climate Change"
Practical	Hands-on assessment	"Chemistry Lab: Titration"
Project	Extended piece of work	"History Research Project"
Term Test	Formal test, often scheduled	"Mid-Term Mathematics Test"
Examination	End of term/year exam	"Form 3 Final Examinations"

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Creating Assessments

Quick Assessment (For Your Class)

For informal class tests and assignments:

1. Go to your subject class gradebook
2. Click + Add Assessment
3. Fill in:

Field	What to Enter	Example
Name	Assessment title	"Chapter 3 Quiz"
Type	Select type	Class Test
Category	Grading category	Continuous Assessment
Date	When it's due/given	15 Feb 2025
Maximum Score	Total marks	20
Description	Instructions/notes	"Open book, 30 minutes"

4. Click Create

Formal Assessment (Scheduled Test/Exam)

For tests that need scheduling, rooms, and invigilation:

1. Go to Academics -> Assessments
2. Click + Create Assessment
3. Complete the assessment details (see below)

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Setting Up a Formal Test

Basic Information

1. Go to Academics -> Assessments
2. Click + Create Assessment
3. Enter basic details:

Field	What to Enter	Example
Title	Test name	"Form 3 Mathematics Term Test"
Type	Assessment type	Term Test
Subject	Which subject	Mathematics
Grade Level	Which grade(s)	Form 3

Scheduling

Set when and where:

Field	What to Enter	Example
Date	Test date	20 Feb 2025
Start Time	When it begins	08:00
Duration	How long	2 hours
End Time	Auto-calculated	10:00
Venue	Room/hall	Main Hall

Class Divisions

Select which classes are taking this test:

1. Scroll to Classes Taking This Test
2. Select all relevant class divisions:
   • Form 3A Sciences
   • Form 3B Sciences
   • Form 3C Arts
3. Students in these classes will be automatically included

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Creating Examination Sessions

What is an Examination Session?

An examination session is a formal exam period (like "End of Term 1 Examinations 2025") that contains multiple individual exams.

Setting Up an Exam Session

1. Go to Academics -> Examinations
2. Click + Create Examination Session
3. Fill in:

Field	What to Enter	Example
Name	Session name	"End of Term 1 Examinations 2025"
Academic Year	Current year	2025
Term	Which term	Term 1
Start Date	First exam day	25 Mar 2025
End Date	Last exam day	5 Apr 2025
Grade Levels	Who's taking exams	Form 1-6

4. Click Create Session

Adding Exams to the Session

Once the session is created:

1. Open the examination session
2. Click + Add Exam
3. Enter exam details:

Field	What to Enter	Example
Subject	Which subject	Mathematics
Paper	If multiple papers	Paper 1 (Theory)
Date	Exam date	25 Mar 2025
Time	Start time	08:00 - 11:00
Duration	How long	3 hours
Grade Level	Which forms	Form 3
Venue	Where	Hall A - Form 3A, 3B; Hall B - Form 3C

4. Click Add
5. Repeat for all subjects

Exam Timetable

After adding all exams:

1. Click View Timetable
2. See the full exam schedule
3. Check for conflicts
4. Print or share with students

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Managing Venues and Seating

Setting Up Exam Venues

1. Go to Academics -> Examinations -> Venues
2. Click + Add Venue
3. Enter:

Field	What to Enter	Example
Name	Room/Hall name	"Main Hall"
Capacity	How many students	100
Location	Building/block	Block A
Has Desks	Desk arrangement	Yes - Individual desks

Allocating Students to Venues

1. Open an exam
2. Click Seating Arrangement
3. Choose allocation method:
   • By Class - Keep classes together
   • Alphabetical - Mix all students A-Z
   • Random - Randomly assign seats
4. Assign students to venues
5. Generate seating plan

Printing Seating Plans

1. Open the exam
2. Click Seating Plan
3. Choose format:
   • Venue list (students per room)
   • Individual desk numbers
   • Student admission slips
4. Print or export

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Invigilation

Assigning Invigilators

1. Open the exam
2. Click Invigilation
3. Click + Assign Invigilator
4. Select teachers
5. Assign to venues:

Venue	Invigilators
Hall A	Mr. Moyo (Chief), Mrs. Ncube
Hall B	Mr. Dube (Chief), Ms. Sibanda

Invigilation Schedule

Generate the full invigilation schedule:

1. Go to Examinations -> Invigilation
2. Click Generate Schedule
3. Set parameters:
   • Invigilators per venue
   • Chief invigilator required
   • Teachers to exclude (those whose subjects are being examined)
4. Review and adjust
5. Publish to teachers

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Recording Results

For Class Tests (Teachers)

1. Go to your gradebook
2. Find the assessment
3. Enter marks for each student
4. Click Save

See the Gradebooks guide for detailed mark entry.

For Formal Examinations

Option 1: Direct Entry

1. Go to Examinations -> [Session] -> [Exam]
2. Click Enter Results
3. Enter marks for each student
4. Save

Option 2: Import from Marking

1. Download the mark sheet template
2. Fill in marks after marking
3. Upload the completed sheet
4. Review and confirm

Mark Entry Screen

When entering exam results:

Student	Reg. No.	Paper 1	Paper 2	Total	Grade
Moyo, Tendai	F3001	65	72	137	B
Ncube, Sarah	F3002	78	81	159	A
Dube, James	F3003	45	52	97	D

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Processing Results

Calculating Grades

After all marks are entered:

1. Open the exam or examination session
2. Click Calculate Results
3. The system applies the grading scale
4. Review calculated grades
5. Confirm or adjust

Grade Boundaries

Set or review grade boundaries:

Grade	Minimum %	Maximum %
A	75	100
B	65	74
C	55	64
D	45	54
E	35	44
U	0	34

Moderation

If marks need adjustment:

1. Go to Results -> Moderation
2. Select the exam
3. Choose moderation method:
   • Scale all marks by percentage
   • Adjust grade boundaries
   • Individual adjustments
4. Apply and review
5. Get approval and confirm

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Publishing Results

Making Results Available

1. Go to the examination session
2. Ensure all marks are entered and verified
3. Click Publish Results
4. Choose who can see:
   • Students
   • Parents/Guardians
   • Class teachers
5. Set publication date (now or scheduled)
6. Confirm

Student Result Slips

Generate individual result slips:

1. Go to Examinations -> [Session]
2. Click Generate Result Slips
3. Select format/template
4. Generate for:
   • All students
   • Specific class
   • Individual student
5. Print or distribute electronically

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Analysis and Reports

Class Analysis

After results are processed:

1. Open the exam
2. Click Analysis
3. View:
   • Class average
   • Pass rate
   • Grade distribution
   • Highest/lowest marks
   • Comparison with previous exams

Subject Analysis

Compare performance across classes:

Class	Average	Pass Rate	A's	B's	C's	D's	E's	U's
Form 3A	68%	92%	5	12	8	4	2	1
Form 3B	61%	85%	3	8	10	6	4	2
Form 3C	55%	78%	2	5	12	8	5	4

Student Performance Report

Track individual student performance:

1. Go to People -> Students -> [Student]
2. Click Exam Results
3. See all examination results
4. View progress over time

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Special Circumstances

Absent Students

For students who missed an exam:

1. Open the exam results
2. Find the student
3. Mark as Absent
4. Select reason:
   • Sick (with documentation)
   • Unauthorized absence
   • Other (specify)

Supplementary Exams

For students who need to rewrite:

1. Go to Examinations -> Supplementary
2. Click + Create Supplementary Exam
3. Select original exam
4. Add students who need to rewrite
5. Schedule the supplementary
6. Record results separately

Special Accommodations

For students with special needs:

1. When setting up the exam
2. Click Special Accommodations
3. Add students requiring:
   • Extra time
   • Separate venue
   • Reader/scribe
   • Large print papers
4. Include in seating arrangements

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Tips for Success

Plan Exam Timetables Early

Create examination schedules at least 2 weeks before exams start. This gives time to arrange venues, invigilators, and inform students.

Double-Check Mark Entry

Have a second person verify mark entry, especially for final examinations. Small errors can significantly impact grades.

Use Consistent Naming

Name assessments consistently:

• "Mathematics Form 3 Term 1 Exam 2025"
• "Maths test" (too vague)

Archive Past Papers

Keep records of exam papers and results. They're valuable for future planning and student progress tracking.

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Frequently Asked Questions

Can I edit exam results after publishing?

Yes, but you'll need to unpublish first, make changes, and republish. Changes are logged for audit purposes.

How do I handle students who arrive late?

Mark their start time and they should finish at their calculated end time, or follow your school's late policy.

Can exam papers be attached to the system?

Yes, you can upload exam papers (PDF) to the assessment record for reference.

What if a student takes an exam with a different class?

You can manually add students to any exam regardless of their class division.

How are repeated subjects handled?

If a student rewrites an exam, you can record both attempts. The system can be configured to use the better mark or the latest.

Can I import results from an external marking system?

Yes, use the Excel import feature with the provided template.

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Troubleshooting

Problem	Solution
Can't create exam	Check you have the correct permissions
Student missing from exam list	Verify they're enrolled in the subject class
Grade calculation wrong	Review grade boundaries and mark totals
Can't publish results	Ensure all marks are entered (no blanks)
Venue capacity exceeded	Split students across multiple venues
Timetable conflict	Two exams at same time - reschedule one

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What's Next?

After managing assessments and exams:

1. View Gradebooks -> - See compiled results
2. Review Curriculum Coverage -> - Check topics covered
3. Return to Academics Overview ->

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Need Help?

If you need assistance with assessments and examinations:

• Contact your Examinations Officer
• Speak with the Deputy Head (Academics)
• Reach out to your system administrator