Exam Scheduler. Optimising your students exam experience

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1 Exam Scheduler Optimising your students exam experience

2 Optimise your students exam experience by using Scientia s Exam Scheduler software solution. Examination planning in Higher Education (HE) and Further Education (FE) institutions is a high profile exercise involving many stakeholders and competing requirements. It is therefore essential that an effective software solution is available to assist with this process. Scientia s Exam Scheduler is a proven, easy-to-use graphical scheduling tool that can accommodate these diverse interests and allow you to develop a timetable that meets all of your stakeholders needs. With the student experience now being a key focus for many academic institutions, students are being offered more choice and have growing expectations of a well-spread exam timetable being delivered early in the academic cycle. Exam Scheduler enables the whole exams team to meet and exceed these expectations. Large numbers of exams can be scheduled quickly and easily with our new, improved, Auto-Scheduling functionality. An improved student experience is achieved through improved exam spread, and access to individual exam timetables. Multiple users are able to collaborate on data entry, validation, scheduling revisions and post scheduling tasks such as assigning invigilation tasks.

3 Benefits Improve student experience and achievement Students who have an overloaded and cramped examination timetable are more likely to perform poorly and not reach their full potential. Exam Scheduler can spread a student s exam load as evenly as possible across the exam period to give them the best chance of performing well. Students can receive an individually personalised timetable. Reduce administrative load The administration of examinations can be an arduous and time-consuming task. Exam Scheduler can lighten the load; by enabling departmental scheduling, by ensuring that resource data is only entered once as it can be re-used in subsequent exam periods. The allocation of seats and the planned provision of special arrangements for students with additional needs are all automated, and this significantly reduces the administrative workload. Above: Exam Scheduler provides you with multiple useful graphical overviews of your timetable data

4 Return on investment Utilising Exam Scheduler will enable exams to be scheduled more effectively and efficiently, reducing the cost of administration. Exam Scheduler can reduce the need for hiring external space during the examination period. Early draft schedules enable you to provide information on your likely space requirements. The advanced scheduling capabilities also enable you to maximise the utilisation and occupancy of the available space within the institution for exams, as well as allowing you to minimise the number of supervisors required during the examination period by reducing the number of sessions. Client thought: Exam Scheduler has enabled us to create transparent student exam schedules with accurate resource utilisation at a glance. The multi-user environment that we have been able to run has been achieved through integrated dataflow between this exam planning tool, other Scientia software at use at the University, and our student record system. Carsten Meng Smidt, Project Manager and Dorte Jensen, Special Adviser at the University of Copenhagen.

5 Features Intelligent scheduling engine Advanced auto-scheduling can assist institutions in producing an efficient timetable optimised to the needs of individual students. The automatic scheduling engine takes into account user-adjustable constraints, which can include student overloading, back-to-back exams, and avoiding disruption during exams by avoiding mixed exam durations in the same exam session. Detailed information regarding any special requirements for students can be recorded. These students are automatically moved into their own activity with the duration automatically adjusted. Invigilators can be drawn from staff or from an external pool. The automatic allocation algorithm schedules invigilators according to their skills and constraints. User experience Exam Scheduler provides support for multiple users and multiple exam periods in one database. Users can individually customise the user interface to their preferences. Each user can define and reuse filters to enable them to work with relevant data. Timetables can be made available to staff and students, accessible through the web. Printable seating plans can be defined, and students automatically allocated to individual seats. Integration and reporting capabilities Easy import and export of staff, student, location and exams data. Extensive printing from within the application makes it straightforward to review your work as you schedule. Web-based reports available across the institution include individual student exam timetables. Data can be exported out of Exam Scheduler in various document standards. Above: Scheduling is simple select an activity, a timeslot and location and go, or select any number of activities and auto-schedule

6 Supporting you every step of the way We believe that just having the best software solution for the job isn t enough. We know that in order for your institution to get the best from our software solutions that you should also be able to call on our Support Services including access to: A dedicated help desk, manned by a team of experts, offering a prompt response and in-depth technical support. Technical consultants who can guide you through all phases of your implementation. Training consultants who provide training in all our products and who can also provide inhouse bespoke training courses to meet your administrator s needs. Timetabling and scheduling process consultants who have a wealth of sector expertise and can offer a comprehensive analysis of your current processes and advice on how to restructure them where necessary. About Scientia Over the years, Scientia has built an enviable reputation as a global market leader in the provision of resource management solutions for the Higher and Further Education sectors. Scientia provides smart software solutions and consulting expertise to help institutions make the most efficient use of their valuable resources, including staff and space. As part of the Scientia suite of resource management solutions, Exam Scheduler provides users with a complementary tool that can be integrated with Scientia software and other institution systems to offer strategic and operational support. Contact us For more information about Exam Scheduler and our other smart software solutions, consulting services or to find your local office to contact us, please go to our website Ref: 3303 Copyright Scientia Ltd All rights reserved. Scientia is a registered trademark of Scientia Ltd.