Create examinations, route approvals, and publish assessments

Manage Exams has two main routes. A subject assessment is created for an assigned class subject and may require Coordinator approval. A class-wide examination includes all eligible subjects for the chosen Theory or Practical component and proceeds to Campus Admin for time and venue allocation.

The exam type controls class-wide scheduling, Coordinator approval, student PDF submissions, passing-percentage settings, and attendance-threshold requirements. Campus Examination Governance determines whether the Coordinator or the Examinations Office owns central examination scheduling.

Before you begin

• Configure the exam type and campus governance before creating examinations.
• Assign class subjects and primary teachers, and configure the selected component and marks allowance.
• Check attendance records and the applicable financial-clearance policy before finalizing eligibility.

Create and route the examination

1. Check setup and scheduling authority

   Confirm the academic class, subject assignments, primary teachers, exam types, and Theory/Practical marks configuration. Check the campus Examination Governance policy. A Teacher schedules assigned subject assessments; the authorized Coordinator or Examinations Office schedules class-wide types.

2. Start in Manage Exams

   Create the examination from Manage Exams. The wizard has Context, Details, Schedule, Notes, and Review steps. My Exams is the teacher work view and does not create new examinations.

3. Complete Context

   Select the campus and academic class, then Theory or Practical and an available exam type. For a subject assessment, choose the assigned subject. Only components with configured marks are eligible. The assessment component cannot be changed after creation.

4. Complete Details

   Enter a clear examination title. For a subject assessment, provide the due date, total marks, and any teacher-entered passing percentage required by the type. Dates cannot be in the past. Keep marks within the remaining allowance shown for that class, subject, component, and exam type.

5. Complete the Schedule step

   For a subject assessment, the chosen due date is used and no class-wide subject table is required. For a class-wide examination, complete the date, campus, and marks for every eligible subject row. The responsible teacher comes from the primary class-subject assignment. Campus Admin assigns start/end times, buildings, and rooms afterward.

6. Add notes and review

   Add any student or staff instructions, then review the complete examination. Correct missing rows, duplicate titles, invalid dates, and marks-capacity warnings before submission.

7. Review attendance eligibility when required

   For an exam type that requires attendance review, inspect the student-by-subject eligibility list. Review the recorded attendance percentage and threshold. Where authorized, add a subject-specific exception with the required reason and supporting evidence. Use Finalize & Notify after reviewing the list. If times or venues are still pending, notices remain deferred until allocation is complete.

8. Follow the resulting workflow

   A subject assessment requiring approval becomes Pending Coordinator Approval and appears in the Coordinator approval workflow. A subject assessment without that requirement is published directly. A class-wide examination goes to Campus Admin for venue allocation, with participant timetable notices held until all subject times and venues are ready.

Subject assessment approval

The Coordinator responsible for the class reviews the pending item in My Approvals. Approval changes the assessment to Approved, notifies the requesting teacher, and starts the student notification flow. Declining requires a reason and emails that reason to the creator.

The creator can correct a declined assessment and save it for another approval review while editing remains permitted. A pending or declined assessment is not an instruction for students to submit work. Campus Admin venue allocation is a different workflow used for class-wide examinations.

Class-wide examination ownership

Where the campus central-exam owner is Coordinator, the authorized Coordinator prepares the subject schedule. Where it is Examinations, staff assigned to the Examinations role for that campus handle that schedule. The Examinations Office route is limited to class-wide exam types.

Class-wide types do not pass through the subject-assessment Coordinator-approval step. Their next operational stage is Campus Admin assigning every subject time and venue. Saving the academic schedule alone does not mean the final timetable has been sent.

Theory, Practical, and available marks

• Choose Theory or Practical before scheduling. A subject with no positive marks configured for that component is unavailable.
• For a class-wide exam, every eligible subject for the selected component must have a completed row; the primary teacher must be assigned in Classes.
• The marks-capacity indicator accounts for the configured allowance and existing assessments. Reduce the new allocation or ask the authorized academic administrator to correct the configuration.
• Existing combined assessments can retain their legacy combined component when edited; new assessments use Theory or Practical.

Attendance eligibility and Financial Hold

Attendance eligibility is reviewed per student and subject. An authorized exception can allow a student who does not meet the attendance threshold, with a recorded reason and any required evidence. It is separate from recording presence on exam day.

A Financial Hold can block exam participation or actions under the applicable school policy. An attendance exception does not clear a Financial Hold. Refer the financial issue to Finance.

Student timetable emails identify allowed, exception-approved, and blocked subjects. The class-wide calendar attachment includes only subjects the student is allowed to attend; a wholly blocked student can receive a warning without a timetable attachment.

Editing and cancelling examinations

Use Manage Exams for changes within your scheduling authority. Past or cancelled examinations cannot be edited. Already conducted subject rows are protected. Review the resulting venue status after changing a class-wide schedule, because its times and rooms may need Campus Admin allocation again.

Use the cancellation action and its confirmation for an examination that must not proceed. Examinations Office users can cancel only schedules created under that office and must enter their current password when prompted. Cancellation updates the exam state and sends applicable student, teacher, and Coordinator cancellation notices.

A cancelled exam remains identifiable as cancelled. Do not treat an older timetable email or a manually imported calendar entry as permission to attend it.

Attendance, marking, and results

Assigned teachers use the exam attendance and marking actions for their own class subjects. The Examinations Office scheduling role alone does not grant marking or attendance-entry permission.

Where exam attendance is required, save a complete eligible-student attendance roster before marking. If that roster changes, review and save attendance again. Absent students are restricted to zero marks; changing attendance after positive marks exist requires the confirmation shown by the portal.

Publishing or changing a student mark queues a Marks Published or Marks Updated email for that student. Creating or publishing an exam schedule is distinct from entering marks and from later grading, DMC, or promotion workflows.

Class-wide timetables, venue allocation, and approval

Manage Exams supports different exam types. A regular subject assessment can use a due date without a class-wide subject timetable. A class-wide examination type instead lets the authorized HOD or assigned Examinations user build a row for each subject (and configured Theory or Practical component), with its own date and time.

For regular subject exam types configured to require Coordinator approval, the request remains pending until the assigned HOD/Coordinator approves or rejects it. Approval triggers the student exam email and calendar information. Class-wide timetables use a separate path: an authorized HOD or assigned Examinations user submits the dated subject rows, then Campus Administration handles venue allocation.

The campus administrators assigned to the exam campus and the person who submitted a class-wide exam receive a venue-workflow email. The Campus Admin assigns a building and room for every subject, checks room capacity and time conflicts, and completes the venue task only when all scheduled subjects have an allocation. This venue step is separate from Coordinator approval for regular subject exams.

On initial submission, the campus administrators assigned to that campus and the person who submitted the exam receive a venue-workflow email. Students and assigned teachers are not sent the finalized timetable until all subject venues are complete. Once finalized, eligible students receive one email with one consolidated .ics attachment containing their applicable subject events; assigned teachers receive their assigned subject events, and the Coordinator/HOD receives the class-wide timetable. Each subject remains a separate event at its own date and time.

In Outlook, use the menu beside the .ics attachment and choose Add to calendar, then confirm. This adds the events from that file together. Manual import is a fixed copy and does not automatically change when a later email arrives. If the email offers Add all exams to Outlook, connecting Microsoft once is the automatic-sync option for date, time, venue changes, and cancellations; do not also import the attachment after connecting, or duplicate events may appear.

Students use My Exams for exam types that require a response PDF: review the task and deadline, upload the PDF, and submit it before the deadline. Subject-specific tasks are grouped for filtering, while class-wide tasks appear under General. A permitted resubmission replaces the previous PDF. Staff with teacher, faculty, or HOD roles are routed to the exam management workspace for their assigned exam, attendance, marking, and review tasks.

Recommended next step

Continue with Exam Venue Tasks and My Exams for students and teachers.