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Assessments & Exams

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

Examinations Workflow​

START: Examination Management
         │
         ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 1: Create Examination Session                          │
│  ──────────────────────────────────                          │
│  Set up the exam period:                                    │
│  • "End of Term 1 Examinations 2025"                        │
│  • Start date: 25 March                                      │
│  • End date: 5 April                                        │
│  • Grade levels: Form 1-6                                   │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 2: Add Individual Exams                                │
│  ────────────────────────────                                │
│  Schedule each exam:                                        │
│  • Mathematics - 25 March, 8:00-11:00                       │
│  • English - 26 March, 8:00-11:00                           │
│  • Physics - 27 March, 8:00-11:00                           │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 3: Set Up Venues & Seating                             │
│  ───────────────────────────────                             │
│  Assign students to venues:                                 │
│  • Hall A: Form 3A, Form 3B                                 │
│  • Hall B: Form 3C, Form 3D                                 │
│  • Generate seating plans                                    │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 4: Assign Invigilators                                 │
│  ───────────────────────────                                 │
│  Assign teachers to exam venues:                            │
│  • Hall A: Mr. Moyo (Chief), Mrs. Ncube                     │
│  • Hall B: Mr. Dube (Chief), Ms. Sibanda                    │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 5: Conduct Exams                                       │
│  ─────────────────────                                       │
│  • Print seating plans                                       │
│  • Print attendance lists                                    │
│  • Run examinations                                          │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 6: Enter Results                                       │
│  ─────────────────────                                       │
│  Record marks for each exam:                                │
│  • Enter marks per student                                   │
│  • Import from Excel (optional)                             │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 7: Process & Publish Results                           │
│  ─────────────────────────────────                           │
│  • Calculate grades automatically                           │
│  • Review and moderate if needed                            │
│  • Publish to students and parents                          │
│  • Generate result slips                                     │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
                EXAMINATIONS COMPLETE ✓

Types of Assessments​

TypeDescriptionExample
Class TestShort test during regular class"Chapter 3 Quiz"
AssignmentWork to be done at home"Essay on Climate Change"
PracticalHands-on assessment"Chemistry Lab: Titration"
ProjectExtended piece of work"History Research Project"
Term TestFormal test, often scheduled"Mid-Term Mathematics Test"
ExaminationEnd of term/year exam"Form 3 Final Examinations"

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:
FieldWhat to EnterExample
NameAssessment title"Chapter 3 Quiz"
TypeSelect typeClass Test
CategoryGrading categoryContinuous Assessment
DateWhen it's due/given15 Feb 2025
Maximum ScoreTotal marks20
DescriptionInstructions/notes"Open book, 30 minutes"
  1. 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)

Setting Up a Formal Test​

Basic Information​

  1. Go to Academics → Assessments
  2. Click + Create Assessment
  3. Enter basic details:
FieldWhat to EnterExample
TitleTest name"Form 3 Mathematics Term Test"
TypeAssessment typeTerm Test
SubjectWhich subjectMathematics
Grade LevelWhich grade(s)Form 3

Scheduling​

Set when and where:

FieldWhat to EnterExample
DateTest date20 Feb 2025
Start TimeWhen it begins08:00
DurationHow long2 hours
End TimeAuto-calculated10:00
VenueRoom/hallMain 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

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:
FieldWhat to EnterExample
NameSession name"End of Term 1 Examinations 2025"
Academic YearCurrent year2025
TermWhich termTerm 1
Start DateFirst exam day25 Mar 2025
End DateLast exam day5 Apr 2025
Grade LevelsWho's taking examsForm 1-6
  1. 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:
FieldWhat to EnterExample
SubjectWhich subjectMathematics
PaperIf multiple papersPaper 1 (Theory)
DateExam date25 Mar 2025
TimeStart time08:00 - 11:00
DurationHow long3 hours
Grade LevelWhich formsForm 3
VenueWhereHall A - Form 3A, 3B; Hall B - Form 3C
  1. Click Add
  2. 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

Managing Venues and Seating​

Setting Up Exam Venues​

  1. Go to Academics → Examinations → Venues
  2. Click + Add Venue
  3. Enter:
FieldWhat to EnterExample
NameRoom/Hall name"Main Hall"
CapacityHow many students100
LocationBuilding/blockBlock A
Has DesksDesk arrangementYes - 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

Invigilation​

Assigning Invigilators​

  1. Open the exam
  2. Click Invigilation
  3. Click + Assign Invigilator
  4. Select teachers
  5. Assign to venues:
VenueInvigilators
Hall AMr. Moyo (Chief), Mrs. Ncube
Hall BMr. 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

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:

StudentReg. No.Paper 1Paper 2TotalGrade
Moyo, TendaiF30016572137B
Ncube, SarahF30027881159A
Dube, JamesF3003455297D

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:

GradeMinimum %Maximum %
A75100
B6574
C5564
D4554
E3544
U034

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

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

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:

ClassAveragePass RateA'sB'sC'sD'sE'sU's
Form 3A68%92%5128421
Form 3B61%85%3810642
Form 3C55%78%2512854

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

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

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.

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.

Troubleshooting​

ProblemSolution
Can't create examCheck you have the correct permissions
Student missing from exam listVerify they're enrolled in the subject class
Grade calculation wrongReview grade boundaries and mark totals
Can't publish resultsEnsure all marks are entered (no blanks)
Venue capacity exceededSplit students across multiple venues
Timetable conflictTwo exams at same time - reschedule one

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 →

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