• 1.Examination Date Specifications
    The Information System allows every teacher to post under his/her course multiple examination dates with slots open for reservations and it subsequently makes sure that every student reserves a slot on only one of the upcoming examination dates under this particular course.

    The application the path to which is

    Teacher Examination .. Edit examination dates

    allows you to specify the following:

    Date of examination
    Besides the actual date (day of month, month, year), this item also covers the time (hour and minute) of the start of the examination. Every student is allowed to make a reservation for a slot on one upcoming examination date only. He/she is allowed to make another reservation only after this date.
    Examination room
    Please provide some information related to the venue of examination in the form your students comprehend.
    Type of examination date - examination vs. re-sit (optional)
    The dates can be posted as examination ones, re-sit ones, or hybrid (i.e. those allowing students to make both examination and re-sit reservations). It is also possible to post dates which have no specification in this respect. As every student is allowed to reserve a slot on only one examination date, in the situation where he/she intends to take a re-sit he/she can only make a reservation on a re-sit date, hybrid one, or the one with no specification in this respect.
    Maximum number of students
    This item enables you to specify the number of examination date slots your students can reserve, i.e. the maximum number of students that can sit for the exam on that date.
    Do not remove the students who have interrupted their studies from the reservation list
    In some special cases, the System may allow the capacity limit entered for a date to be exceeded. That is, if the reservation list gets full and one of the students on it interrupts his/her studies (thereby allowing someone else to reserve the slot previously occupied by him/her) and he/she subsequently resumes his/her studies, the problem mentioned above (i.e. the number of reservations exceeding the limit) occurs. Although teachers may occasionally encounter such a situation, the number of students by which the specified limit gets eventually exceeded usually turns out to be very low. However, if you think this situation might pose a problem for you, please check the option of 'do not remove the students who have interrupted their studies from the reservation list'.

    Note: Despite having incorporated this option into the System at the request of some of its users, the IS developers advise teachers against using it since they believe it is better to have a few more students (than expected) come to an examination than many fewer.

    Reservations for a slot on this examination date required
    Once you activate this option, the System will start allowing your students to reserve slots on the examination date. In most situations, teachers check it without specifying any open for reservations from date. However, if you do not want your students to make any reservations since you, for instance, want all of them to sit for the exam, do not check this option.
    Open for reservations from - Open for reservations to
    Provided you want your students to hunt for slots on your examination date, please enter a date for 'open for reservations from'. This will cause the date slots to open for reservations at 5 p.m. (on the date specified). If you decide on this option, please make sure that you also check 'reservations for a slot on this examination date required'. Provided you leave the open for reservations from field blank, you will prevent your students from hunting for the slots (in their effort to make their reservations as early as possible) as they will have no way of finding out when exactly they can start making their reservations.

    You may also want to enter some dates into the open for reservations to and cancellation possible to fields.

  • 2.Examinations, Re-Sits, Evaluation
    Please ensure that you post on the System a sufficient number examination/re-sit dates and let your students know it is their duty to reserve a slot on one of these. After the examination/re-sit proper, you should enter the '-' mark (meaning 'absent'), which is equivalent to 'F' or 'N', into your evaluation form for those of the students who have not taken it.

    Provided a student has already failed an examination and he/she wants to reserve a slot on an examination date, the System will not allow him/her to do so. That is, such a student is only allowed to make his/her reservation for a re-sit date slot or hybrid date one. As a rule of thumb, the student may make reservations for slots on re-sit dates repeatedly (depending on the number of re-sits he/she is entitled to), but he/she may reserve a slot on only one such upcoming date.

    Teachers are not entitled to deprive the students who have not taken their examination yet of an opportunity to do so on a re-sit date. However, such students may be awarded the '-' mark for their previous absence.

  • 3.Editing Examination Dates
    Editing examination dates (posting new ones, modifying and canceling the ones posted before) can be done several ways:
    Editing one date at a time

    To edit one examination date, please use the application the path to which is as follows:

    Teacher Examination .. Edit examination dates

    Clicking on the link 'Post a new examination date ...' will open a blank form used to post a new date, which can be pre-filled with the information entered for a previously posted one.

    Provided some examination dates have already been posted under the course selected, the application will display a table listing operations you can perform on the individual dates. To change some of the date-related information, click on the edit reference.

    Editing several examination dates of the course at a time

    The application allows you to post several new dates (or edit several existent ones) at once. You should edit your dates this way only if you are already familiar with the individual items and you no longer need any explanatory notes.

    [1] Form used for editing several examination dates of the course at once

    Exporting examination dates

    Exporting examination dates proves particularly useful when it comes to posting or editing batches of dates. Provided you want to do the latter, you should first export all the previously posted dates using 'Export of examination dates of the course', edit the exported file in your computer and subsequently import the file back into the System using the appropriate importing application.

  • 4.Informing Students about Changes
    Informing students about the changes in examination dates appears to be vital whenever you modify your dates in any way (e.g. change the number of students allowed to make a reservation, change the time of examination, post a new examination date, etc.). Please do so by e-mail, which you can send from the application the path to which is as follows:

    Teacher Examination .. Edit examination dates Notify the students who have not completed the course yet by e-mail

  • 5.Reserving Rooms
    Room reservations are not made automatically by the System and you should therefore make them by yourself using the application the path to which is as follows:

    Teacher Examination .. Edit examination dates Room reservations

  • 6.How can I find out what time my students are free (sit for no other examination)?
    The System enables you to keep track of how many of your students sit for examinations in other courses and when. The path to the application providing you with the information is:

    Teacher Examination .. Edit examination dates When are my students free?

    It is advisable that you use this application whenever planning your examination dates since these may otherwise collide with those of your colleagues'.

  • 7.Operations Involving Reservation Lists
    The page listing your examination dates also displays references to multiple operations that you can perform on the students who have reserved slots on a particular examination date such as displaying the reservation list of the date, the students' photographs, their letters of excuse, etc.

    [1] Application used for editing examination dates

    Provided you wish to work with several dates at once, click on the change filter reference (situated next to the name of the course at the top of the page) and check the selected by examination dates option. This will allow you to limit the list of students you are working with to those with reservations on the selected dates.

    Operations - all these only concern the students who have reserved a slot on the selected examination date:

    list
    Clicking on this reference will take you to the list of the students (containing their names and personal identification numbers) who reserved slots on the selected examination date.
    mail
    This reference allows you to send e-mail to the students.
    photo
    This option enables you to browse the photographs of the students. Alternatively, these can also be displayed in the mode suitable for printing from a browser.
    edit
    Use this option to edit some of the information related to the examination date selected such as the time of examination, its venue, and maximum number of slot reservations. Besides, you can also change the type of the date (e.g. examination into re-sit), the date by which the students are allowed to make reservations and cancel them, etc. However, this option only enables you to edit one date at a time.
    cancel
    Click on this reference provided you wish to cancel the examination date. Since this application allows you to cancel even the dates whose slots your students made reservations for, you should proceed with caution each time you decide to perform this operation. Prior to the removal of the date, you will be prompted to confirm it.
    reserve
    This option enables you to reserve slots on the examination date for any number of students enrolled in the course under which the date has been posted. You might even want to make multiple reservations for the same student - an option only available to teachers. Nevertheless, this application should only be used in special situations since students are expected to make reservations on their own.
    cancel reservation
    Use this option to cancel a student's reservation.
    letters of excuse
    This application allows you to keep track of the letters of excuse your students have submitted to the Office for Studies.
  • 8.Entering Grades (Evaluation)
    The '-' mark (meaning 'absent') should be entered into the evaluation form for those students who have not sat for an examination and failed to submit a valid letter of excuse to the Office for Studies.

    Provided your examination consists of questions each of which is evaluated separately, you may want to use the application designed to add up the individual scores and grade students on the grounds of their totals. The path to the application is as follows:

    Teacher Notebooks

  • 9.Why and under what circumstances does the Information System cancel my students' reservations?
    The Information System cancels a student's reservation for a slot on an examination date whenever it finds out that:
    • the student has completed the course, i.e. has been awarded a grade (evaluation) completing it
    • the student is no longer enrolled in the course
    • the student has taken the maximum number of re-sits he/she is entitled to within the course
    • the student has taken the maximum number of second re-sits he/she is entitled to within his/her programme of studies

    The automatic cancellations are usually carried out at night when the System checks all the upcoming examination dates for valid reservations.

  • 10.What happens when I award a grade to a student who has made a reservation for a slot on an upcoming examination date?
    This is something you do not have to worry about at all as the System itself checks all the upcoming examination dates for valid reservations and cancels the invalid ones automatically.

    Whenever the System cancels a reservation, it notifies both you and the student who made the reservation of the cancellation.

  • 11.Examination Dates - Sharing Capacity Limits
    A teacher might want one capacity limit to be shared by several examination dates. This applies to the situation where, for instance, he/she teaches several different courses and wants the students enrolled in all of these to take their examinations in the same place and at the same time. In such a situation, he/she can link the capacity limit of one examination date to the capacity limit of another. The application allowing teachers to do so also proves useful when it comes to courses taught by different people as well as those taught at different faculties.

    When the teacher wants several examination dates to share a capacity limit, he/she first posts the dates on the System. The application then allows him/her to specify the shared limit, i.e. the maximum total of slot reservations allowed for these dates. Subsequently, the System continuously adds up the numbers of the reservations on all these dates ensuring that the limit, which has been specified as the capacity limit for one of them, does not get exceeded.

    The capacity limit can be shared by different examination dates of the same course, different examination dates of different courses, dates posted under the courses taught by different teachers or those taught at different faculties.

    How shall I proceed to make several examination dates share a capacity limit?

    Let us look at the following example: Let us say there is the course A taught by the teacher T1 and the course B taught by the teacher T2, both of which are offered by the same faculty (the courses might as well be taught at different faculties, or there might be one course only). T2 decides to entrust T1 with the organization of his/her examination and T1 wants his/her students (enrolled in A) to take their examination together with T2's students (enrolled in B) in the room K123, which has the capacity of 40 seats. T1 wants to submit the examination papers to both the groups on January 1 at 8 a.m.

    To organize the examination session, T1 first posts under his/her course, i.e. A, an examination date of the following parameters:

    Mon 1. 1. 20.. 8:00 K123 (examinations only (no resits)), reservations: 0, maximum number of students: 40
    open for reservations to Tue 20. 12. 20.., cancellation possible to Tue 20. 12. 20..
    After posting the date, T1 marks it as the one whose capacity limit should be shared using the option of Activate and deactivate capacity-limit sharing in the dates to be selected. As a result, the date will start to be displayed in the following form:
    Mon 1. 1. 20ZZ 8:00 K123 (examinations only (no resits)), reservations: 0, maximum number of students: 40, capacity-limit sharing enabled)
    open for reservations to Tue 20. 12. 20.., cancellation possible to Tue 20. 12. 20..
    Next, T2 posts a new examination date under his/her course, i.e. B, with the parameters below. While doing so, he/she need not specify any capacity limit for that one.
    Mon 1. 1. 20.. 8:00 K123 (examinations only (no resits)), reservations: 0, maximum number of students: 40
    open for reservations to Tue 20. 12. 20.., cancellation possible to Tue 20. 12. 20..
    Then, T2 uses the option of Link the capacity limit of an examination date of this course to a capacity limit of some other date. The first page displayed allows T2 to select the secondary date - he selects his/her one. The second page, which gets displayed after he/she clicks on 'Select', lists all the primary dates, i.e. those tagged with 'capacity-limit sharing enabled', that T2 can link his/her own date to. T2 selects the one posted by T1.

    Once the linking operation has been completed by clicking on the Link button, T1's date starts to be displayed in the following form:

    Mon 1. 1. 20.. 8:00 K123 (examinations only (no resits)), reservations: 0, maximum number of students: 40, capacity-limit sharing enabled
    The examination date shares a capacity limit with the following: ... Mon 1. 1. 20.. 8:00 K123 (Autumn 20..) info
    open for reservations to Tue 20. 12. 20.., cancellation possible to Tue 20. 12. 20..

    And T2's date starts to be displayed in the following form:

    Mon 1. 1. 20.. 8:00 K123 (examinations only (no resits)), reservations: 0, maximum number of students: 40
    The examination date shares a capacity limit with the following: ... Mon 1. 1. 20.. 8:00 K123 (Autumn 20..) [primary] info
    open for reservations to Tue 20. 12. 20.., cancellation possible to Tue 20. 12. 20..

    Last, as the desirable linking operation has been completed successfully, T1 should disable the capacity-sharing mode in which his/her examination date is as soon as possible for no one else to be able to link his/her date to it. T1 can do so either for all of his/her dates using the reference 'Deactivate capacity-limit sharing in all the examination dates of this course' or for only the dates selected after clicking on 'Activate and deactivate capacity-limit sharing in the dates to be selected'.

    NB: No matter which of the two options (each of which leads to the removal of the capacity-limit sharing enabled tag from T1's examination date record) T1 decides on, he/she will not cancel the previously established link!

    Any time you wish to break a capacity-limit sharing link, please click on 'Deactivate a capacity-limit sharing link'. It is only the links involving the examination dates posted under your courses, i.e. those pointing to or from your examination dates, that can be deactivated.

    Primary and Secondary Dates

    Capacity limits can be shared by two, three, four, or more examination dates. The primary date is the one that some others (the so-called secondary dates) are linked to. The primary date must be tagged with 'capacity-limit sharing enabled' for someone to be able to link other dates to it later on.

    There may be a virtually unlimited number of secondary examination dates linked to a primary one. The only limitation in this respect is that the primary examination date must not simultaneously act as a secondary one and vice versa.

    The valid capacity limit, i.e. the maximum number of students who are allowed to make their reservations for slots on all the interlinked dates, is the one entered for the primary date. The limits entered for the secondary ones are ignored. Once the link between a primary examination date and a secondary one has been established, the limit displayed for the latter is the same as that displayed for the former. The application used for sharing capacity limits displays under each of the dates the common total of all the reservations made up to that moment. The other date-specific information is not shared.

    How do students reserve slots on the examination dates that share a capacity limit?

    The students reserving slots on the examination dates that share a capacity limit make their reservations the same way as they do in the regular ones. That is, they do not even need to know the fact that the dates are in the limit-sharing mode. The number of reservations made and the shared capacity limit, which are displayed for every date, represent the total of all the reservations made under all the dates up to that moment and the limit specified for the primary date respectively.

    Provided a student reserves a slot on one examination date (e.g. the primary one) and then on another (e.g. the secondary one), he/she is included in the total twice. He/she, however, may only make one reservation per date.

    I would like to work with the list containing all the students who have reserved slots on certain examination dates. Is there any automatic way of separating these from the rest?

    Yes, there is. To compile this list, please proceed as follows:

    1. Selecting Courses

      Use Teacher's Notebook to select the courses from which you want to extract the students either by checking them or entering their codes (separated with spaces) into the text field titled 'Enter the code of course'. Before clicking on 'Browse the courses selected' or 'Select' (depending on the alternative you decided on), please make sure that you have checked the selected by examination dates option below.

    2. Selecting Examination Dates

      After displaying all the examination dates posted under the selected courses, the application allows you to choose the ones with the reservations made by the students that you intend to put on the list. Finally, click on 'Select'. The information specifying the selected dates can be found at the top of the newly displayed page.

    3. Displaying List

      To get the list of the extracted students displayed, click on 'Show list' (situated in Teacher's Notebook - section titled 'Students'). Now the list should only contain those who reserved slots on the examination dates previously selected.


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