This article is the sixth part of our self-learn series. This article explains how exam staff can perform their daily tasks by using Sqayy CMS and provides readers with an initial setup checklist that must be performed before exam module can be utilised. The initial setups in Exam should be performed after completing the initial setups in Academic. Once the initial setups in Exam is completed, kindly read Self-Learn Learning


Exam is a module available for Sqayy CMS users upon subscription. The exam module allows user to publish exam slip, publish exam result, publish exam schedule and generate index no.


User would no longer have to keep student information in a spreadsheet. This demolishes the practice of having different list of students according to departments. All departments will have the same list of students. Exam staff will not have to worry whether the student list is up-to-date as all students records are synced.


The exam module is closely related to barring feature found in Settings > General. If a student does not meet certain conditions, such as exceeding minimum outstanding, system will automatically block students from viewing exam slips and exam results.


Daily Tasks


Daily tasks refers to processes that must be performed by exam staff on a daily basis. Take note that the tasks in this article do not necessarily match the SOP of a campus.


As an exam staff, user is responsible to manage exam results, manage exam slips and manage exam schedules. Exam unit is also responsible to generate exam index no if management enables the feature. Academic staff such as lecturers, are responsible to key in exam results and student attendance for exams. The list of tasks are like so:

  • Create exam schedule - Exam unit can create exam schedules. System will check for clashing of invigilators and venue. Meaning to say, it is not possible for users to slot invigilators to oversee exams conducted at the same time. The same logic applies to venue
  • Generate exam index no - User can generate exam index no. Key in prefix such as DIT1804 and the system will generate the running number. For example, DIT180401 where '01' is the running number white 'DIT1804' is the prefix
  • Publish exam slip - User no longer needs to fill in exam slips for each students as the system automatically generate exam slips based on student information that is stored in the system. Once published, students can view and print their exam slips from student portal. System can also automatically bar students from viewing their exam slips in student portal
  • Record exam results - Lecturers need to key in examination marks
  • Record exam attendance - Lecturers can key in student exam attendance
  • Publish exam results - Exam unit can publish exam results for students to view in student portal


Initial Setups Checklist


In Sqayy CMS, a single module such as Exam is dependent on how other modules were configured. This means that the settings in General, Finance, Academic and etc are related to how well the exam module can function. As an integrated system, user needs to perform initial setups that are not in Settings > Exam before exam module can be rolled out. 


Refer to the table below for the initial setups that must be completed in the correct sequence before user can proceed with using exam module:


Directory
Feature
To Do
Checkbox
Settings > Academic
Faculty
  • Create faculties

Settings > General
System Preference
  • All fields are updated

Organization Information
  • All fields are updated

References
  • All items are updated

Phrase
  • All fields are updated

Access Level
  • Add new access level
  • Tick relevant features in the access level
  • Save access level

Staff
  • Add new staff
  • Note that password is IC No/Passport

Barring
  • Update all fields

Settings > Admissions
Document Types
  • Add document types

Settings > Academic
General
  • Update all fields

Course Group
  • Add course group

Course Type
  • Add course type

Course Status
  • Add course status

Grading Scheme
  • Add grading scheme

Assessment Type
  • Add assessment type

Academic Status
  • Add academic status

Academic Status Rules
  • Add academic status rules

Attendance Type
  • Add attendance type

Attendance Warning
  • Add attendance warning

Credit Hour Completed
  • Update all fields

Courses

Programs
  • Add programs

Study Plan

Settings > Finance
General
  • Update all fields

Account Types
  • Add account types

Taxes
  • Add taxes

Course Price
  • Add course price

Notification
  • Add invoice notification

Payment Method
  • Add payment method

Bank
  • Add bank

Approver
  • Add transaction approver

Academic
  • Add academic

Sponsor Status
  • Add sponsor status

Sponsor
  • Add sponsor

Online Payment
  • Update all fields

Adjustment Type
  • Add adjustment type

Academic Session Billing Date
  • Update all fields

Transaction Types
  • Update all fields

Penalties
  • Update all fields

Chart of Accounts
  • Add account codes

Fee Structure

Instalment
  • Create instalments

Fines
  • Add fines

Settings > Facilities
Facility Type
  • Add facility type

Facility Block
  • Add facility block

Facility
  • Add facility 

Settings > Exam
General
  • Update all fields

Result Slip
  • Update all fields

Exam Reminder Slip
  • Add exam reminder slip

Exam Slip
  • Update all fields

Result View
  • Update all fields

Exam Transcript
  • Update all fields

Admissions
Intakes

Academic Sessions
  • Add academic session


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