1

Examination Automation

Manual

Office of the Controller of the Examinations

2019-20

2

Examination Automation Manual

The Office of the Controller of Examinations was set up on 1st June 2009,

soon after the College obtained ‘Autonomy’ status. The office functions in

accordance with the University Grants Commission (UGC), Regulations for

Autonomous Institutions and observes norms prescribed by The University of

Madras, to which it is affiliated, wherever required.

Currently, the office is housed on two floors of the administrative building

and employs 18 staff members comprising of computer operators, record clerks,

junior and senior assistants, who verify, compile and maintain the department

and student records/documents. The office has a finance section and a counter

on the ground floor of the administrative building, slotted exclusively for the

Controller’s Office enabling students’ to give their requisitions, represent their

grievances and to their queries addressed. Also, the office is well endowed with

the necessary infrastructure and technology-enabled to match the requirements

of the increasing student strength of the institution and for effective functioning

of the Office.

Academic Year Technology Vendor

2019 – 20 Microsoft server OS & MS sql server for database. Technology used - .NET - ASP.NET, VB. NET,

crystal reports.

Easy Software Pvt. Ltd. Chennai.

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INDEX

PARTICULARS PAGE NO

1. COE LOGIN 6

1.1 FOR COE STAFF LOG IN 6

1.2 EXAMINER LOGIN 6

2. EXAMINER MARK ENTRY SCREEN 7

2.1. REPORT GENERATION OF THE MARKS ENTERED 7

2.2 REPORT SHEET OF THE MARK ENTERED 8

2.2.1 REPORT - NO OF PAPERS VALUED BY EXTERNAL EXAMINER 8

3. STUDENT DETAILS PANEL 9

3.1. STUDENT LIST – DEPARTMENT WISE 10

3.2 REPORT - STUDENT NOMINAL ROLL 10

4. SUBJECT MASTER 11

4.1 WEIGHTAGE OF MARKS COURSE WISE 11

4.2 REGULAR - SUBJECT ENTRY WITH CBCS PATTERN 11

4.2.1.OPTIONAL SUBJECTS ENTRY 12

4.3 REPORT OF LIST OF SUBJECTS – VERIFICATION 12

4.4 SUBJECT ALLOCATION AND REPORT 13

4.4.1 REPORT - SUBJECT ALLOCATION 13

5. FEES 14

5.1 FEE PAYABLE MASTER CREATION 14

5.2 FEE PAYABLE – CLASSWISE AND FOR A STUDENT 14

5.3 FEE PAYABLE – INDIVIDUAL STUDENT 15

5.4. FEES UPDATION 15

5.5 REPORT – FEES PAYMENT 16

5.5.1 FEES DETAILS – DEPARTMENTWISE 16

5.5.2. FEES – DEPARTMENTWISE ABSTRACT 17

5.6 EXAM PENALTY FEE 17

6. ONLINE EXAM FEE PAYMENT PANEL 18

6.1 ONLINE EXAM FEE LOGIN 18

6.1.1. FEE PORTAL 18

6.2. REPORTS –ONLINE FEE PAYMENT 19

6.3. PAYABLE LIST 19

6..3.1.PAID LIST 19

6.3.2.DUE LIST 20

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7.EXAMINATION 20

7.1.EXAM TIME TABLE 20

7.2.TIME TABLE DATA ENTRY – DEPARTMENT WISE 21

7.3 HALL TICKET – UPDATION 21

7.3.1 HALL TICKET 22

8. SEATING ARRANGEMENTS FOR ESE EXAM 22

8.1.STUDENT STRENGTH AS PER HALLTICKET 22

8.2.1BLOCK DETAILS 23

8.2.2. ROOM DETAILS 23

8.2.3. COURSE GROUP MARKING 24

8.2.4. ROOM STATUS 24

8.2.5. AUTOMATIC ROOM ALLOCATION 25

8.3. REPORT - ROOM ALLOTTMETN LIST 25

8.3.1. REPORT - ROOM ALLOTTMETN LIST 26

8.3.2 ROOM ALLOCATION SUMMARY 26

9.CENTRAL VALUATION 27

9.1.FOIL SHEETS FOR ESE EXAM 27

9.2. MARK ENTRY FOR ESE EXAM – COE office staff 27

9.3.EXAMINATION ABSENTEES REPORT 28

9.4.FOIL SHEETS FOR INTERNAL ASSESSMENT 28

9.4.1. REPORT - FOIL SHEETS FOR INTERNAL ASSESSMENT 29

9.5. FOIL ENTRIES 29

9.6.REPORT FOR INTERNAL MARK ENTRY 30

9.7.REPORT FOR COMPARISION (CIA AND ESE)- BEFORE DECLARATION OF RESULTS 30

9.7.1.REAPPEAR LIST 31

9.7.2.ABSENTEE LIST 31

9.8. THIRD VALUATION MARK ENTRY 32

9.8.1. REPORT - THIRD VALUATION 32

10. MODERATION REPORT 33

10.1.PASS PERCENTAGE BEFORE MODERATION 33

10.2. MODERATION – GRACE MARKS 34

10.2.1.GRACE MARK - REPORT 34

10.3. MARK MODERATION – MARKS AWARDED AFTER BOARD MEETING 35

10.3.1.MARK MODERATION REPORT 35

11. PROCESSING TO RESULT 36

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11.1. ASSIMILATE CIA AND ESE MARKS – GENERATE 36

11.2. SUBJECT ORDERING 36

11.3. CREDIT AND GRADE UPDATION 37

11.4. ARREAR UPDATION 37

11.5. WEBDISPLAY – MARKSHEET MARKING 38

11.5.1.WEB PASSWORD 38

12.ONLINE RESULT REPORT 39

12.1.MARK SHEET 39

12.2.CONSOLIDATED MARK SHEET 40

13. RESULT GALLEY 40

13.1. REPORT – RESULT GALLEY 41

14.REVALUATION 41

14.1. REVALUATION MARKS ENTRY 41

15. MARK SHEET 42

15. REPORT – MARK SHEET 42

15.1. CONSOLIDATED STATEMENT 43

15.1.1.REPORT – CONSOLIDATED STATEMENT 43

15.2. TRANSCRIPT 44

15.2.1. REPORT - TRANSCRIPT 44

15.3. PERMANANENT PASS REGISTER PREPARATION 45

15.3.1. REPORT - PERMANANENT PASS REGISTER PREPARATION 45

16. CONVOCATION REPORT 46

16.1. LIST OF GRADUANDS 46

16.1.1. RANK HOLDERS 47

17.RESULT SUMMARY 47

17.1. PASS PERCENTAGE SUBJECT WISE SEMESTER WISE 47

17.1.1. REPORT - PASS PERCENTAGE SUBJECT WISE SEMESTER WISE 48

17.2. RESULT SUMMARY – STUDENT WISE 48

17.2.1. REPORT - RESULT SUMMARY – STUDENT WISE 49

17.3. RESULT REPORT SUBJECT WISE 49

17.3..1. REPORT - RESULT REPORT SUBJECT WISE 50

18.COE – MISCELLANIOUS FEE ONLINE 51

18.1.WEB PAYMENT CONFIRMATION SLIP 51

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s Since the inception of autonomy in 2009, the Examinations Office has integrated

technology into its day-to-day governance. From 2012 till date, the office has worked

in collaboration with Easy Educational Automation Software Ltd., for supporting the COE office software with various services related to examination and valuation. 1. COE LOGIN

1.1 FOR COE STAFF LOG IN

1.2 EXAMINER LOGIN

7

2. EXAMINER MARK ENTRY SCREEN

2.1. REPORT GENERATION OF THE MARKS ENTERED

8

2.2 REPORT SHEET OF THE MARK ENTERED

2.2.1 REPORT - NO OF PAPERS VALUED BY EXTERNAL EXAMINER

9

3. STUDENT DETAILS PANEL

10

3.1. STUDENT LIST – DEPARTMENT WISE

3.2 REPORT - STUDENT NOMINAL ROLL

11

4. SUBJECT MASTER

4.1 WEIGHTAGE OF MARKS COURSE WISE

4.2 REGULAR - SUBJECT ENTRY WITH CBCS PATTERN

12

4.2.1. OPTIONAL SUBJECTS ENTRY (EXAMPLE: LANGUAGE- OPTED LANGUAGE,

ENGLISH -STREAMING, NME-INTERDISCIPLINARY, ELECTIVE PAPERS, ALLIED

PAPERS)

4.3 REPORT OF LIST OF SUBJECTS – VERIFICATION

13

4.4 SUBJECT ALLOCATION AND REPORT

4.4.1 REPORT - SUBJECT ALLOCATION

14

5. FEES

5.1 FEE PAYABLE MASTER CREATION

5.2 FEE PAYABLE – CLASSWISE AND FOR A STUDENT

15

5.3FEE PAYABLE – INDIVIDUAL STUDENT

5.4. FEES UPDATION

16

5.5 REPORT – FEES PAYMENT

5.5.1 FEES DETAILS – DEPARTMENTWISE

17

5.5.2. FEES - DEPARTMENTWISE ABSTRACT

5.6 EXAM PENALTY FEE

18

6. ONLINE EXAM FEE PAYMENT PANEL

6.1 ONLINE EXAM FEE LOGIN

6.1.1. FEE PORTAL

19

6.2.REPORTS –ONLINE FEE PAYMENT

6.3. PAYABLE LIST

6.3.1.PAID LIST

20

6.3.2.DUE LIST

7.EXAMINATION

7.1.EXAM TIME TABLE

21

7.2.TIME TABLE DATA ENTRY – DEPARTMENT WISE

7.3 HALL TICKET – UPDATION

22

7.3.1 HALL TICKET

8. SEATING ARRANGEMENTS FOR ESE EXAM

8.1.STUDENT STRENGTH AS PER HALLTICKET

23

8.2.1 BLOCK DETAILS

8.2.2. ROOM DETAILS

24

8.2.3. COURSE GROUP MARKING

8.2.4. ROOM STATUS

25

8.2.5. AUTOMATIC ROOM ALLOCATION

8.3. REPORT - ROOM ALLOTTMENT LIST

26

8.3.1. REPORT - ROOM ALLOTTMENT LIST

8.3.2 ROOM ALLOCATION SUMMARY

27

9.CENTRAL VALUATION-

9.1.FOIL SHEETS FOR ESE EXAM

9.2. MARK ENTRY FOR ESE EXAM – COE OFFICE STAFF

28

9.3.EXAMINATION ABSENTEES REPORT

9.4.FOIL SHEETS FOR INTERNAL ASSESSMENT

29

9.4. 1. REPORT - FOIL SHEETS FOR INTERNAL ASSESSMENT

9.5. FOIL ENTRIES

(I) CIA MARKS

(II) ESE MARKS FOR I VALUATION (SE INTERNALS)

(III) ESE MARKS FOR II VALUATION (SE EXTERNALS)

(IV) CIA AND ESE FOR PRACTICAL, SOFT SKILL, NME

(V) M.Phil Dissertation mark entry

INTERNAL MARK ENTRY’

30

9.6. REPORT FOR INTERNAL MARK ENTRY

9.7. REPORT FOR COMPARISION (CIA AND ESE)- BEFORE DECLARATION OF RESULTS

31

9.7.1.REAPPEAR LIST

9.7.2.ABSENTEE LIST

32

9.8. THIRD VALUATION MARK ENTRY

9.8.1. REPORT - THIRD VALUATION

33

10. MODERATION REPORT

10.1.PASS PERCENTAGE BEFORE MODERATION

34

10.2. MODERATION – GRACE MARKS

10.2.1.GRACE MARK - REPORT

35

10.3. MARK MODERATION – MARKS AWARDED AFTER BOARD MEETING

10.3.1.MARK MODERATION REPORT

36

11. PROCESSING TO RESULT

11.1. ASSIMILATE CIA AND ESE MARKS – GENERATE MARKSHEET

11.2. SUBJECT ORDERING

37

11.3. CREDIT AND GRADE UPDATION

11.4. ARREAR UPDATION

38

11.5. WEBDISPLAY – MARKSHEET MARKING

11.5.1.WEB PASSWORD

39

12.ONLINE RESULT REPORT

12.1.(MARK SHEET)

40

12.2.(CONSOLIDATED MARK SHEET)

13. RESULT GALLEY

41

13.1. REPORT – RESULT GALLEY

14.REVALUATION

14.1. REVALUATION MARKS ENTRY

42

15. MARK SHEET

15. REPORT – MARK SHEET

43

15.1. CONSOLIDATED STATEMENT

15.1.1.REPORT – CONSOLIDATED STATEMENT

44

15.2. TRANSCRIPT

15.2.1. REPORT - TRANSCRIPT

45

15.3. PERMANANENT PASS REGISTER PREPARATION

15.3.1. REPORT - PERMANANENT PASS REGISTER PREPARATION

46

16. CONVOCATION REPORT

16.1. LIST OF GRADUANDS

47

16.1.1. RANK HOLDERS

17.RESULT SUMMARY

17.1. PASS PERCENTAGE SUBJECT WISE SEMESTER WISE

48

17.1.1. REPORT - PASS PERCENTAGE SUBJECT WISE SEMESTER WISE

17.2. RESULT SUMMARY – STUDENT WISE

49

17.2.1. REPORT - RESULT SUMMARY – STUDENT WISE

17.3. RESULT REPORT SUBJECT WISE

50

17.3.1. REPORT - RESULT REPORT SUBJECT WISE

51

18.COE – MISCELLANIOUS FEE ONLINE

18.1.WEB PAYMENT CONFIRMATION SLIP