Exams Manager
Making Exams Management Easy
Specialised higher education software for examinations management
Databee Exams Manager is a system designed to manage every aspect of an Examinations Office within a University or Higher Education Institution.
Our product is uniquely designed for Examination Offices by a team with specialist knowledge of software design and examinations.
Exam Allocation
Databee Exams Manager has a simple yet powerful graphic user interface for exam timetabling. The timetabling process is integrated with the exam request process so all of the necessary information relating to each exam is already available while allocating your exams.
Users can switch between automatic and manual exam allocation to suit their processes and create the best possible timetable.
Manual exam allocation is done through a simple chart that displays all of the times at which you can run an exam.
In the chart below, each potential exam session is represented by one coloured box. Blue boxes represent times when all of the students in the current exam are available. The darker blue shades indicate that the students are available but some of the students already have an exam that day. The yellow and brown boxes indicate that students in the current exam are already sitting exams at that time. Grey boxes indicate that the examiner requested that the exam not run at that time.
To allocate the exam to a certain time a user simply clicks on one of the coloured boxes (preferably a light blue one with a high number).
Automated and advanced options can greatly speed up the allocation process:
Alternative Exam Conditions
Databee Exams Manager helps to manage your alternative exams by:
- Automatic daily import of alternative condition data
- Easy manual and automatic scheduling of alternative exams
- Personalised timetables for students
- Management of required equipment and materials
- Automatic calculation of additional time
- Integrated supervisor management
- QA process to ensure no students are missed
- Extensive reporting
The screenshot below show the manual allocation process. The user is required to select an available time and venue from the list of available venues:
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Correspondence
Databee Exams Manager has a built in correspondence system. The correspondence system allows users to send bulk and individual correspondence to:
- Students
- Staff
- Distance Exam Centres
- Exam Supervisors
Correspondence can be sent as email, SMS/text message or printed.
Exams Manager’s Standard Letters function is a built in ‘merge’ document system to create personalised bulk email and letters. It doesn’t require you to create data files or do additional data entry as you might in a word processor. Exams Manager’s merge feature works with the data you already have to send personalised messages to your clients.
A history of all correspondence is kept automatically. The history is shown on the relevant pages for each Staff Member, Student, Supervisor and Exam Centre. You can even record notes of any correspondence that occurs outside Exams Manager.
Personalised Timetables
At most universities almost all services to students are personalised. Students receive individual confirmation of their enrolment, their results and their graduation. Databee Exams Manager can make it easy to add this personal level of service to student exam timetables.
Databee Exams Manager can create personalised timetables — including alternative and distance arrangements — for each of your students and send these timetables as individual emails or publish them online.
Online publication of timetables is all done within Exams Manager – your staff will not need to use any other systems to publish your exam timetables.
This image shows a personalised timetable for a student with one alternative and one normal exam. Details such as Seat No, Venue and Duration are all optional.
Distance Exams
Databee Exams Manager will help to streamline your distance exam processes by:
- Automatically calculating the distance between your students and nearby Exam Centres
- Publishing your list of Exam Centres online for students to view
- Allowing students to nominate an Exam Centre online
- Automatically calculating the time difference in other states and countries
- Managing correspondence with Students and Exam Centres
- Scheduling your distance exams
- Providing a wide range of reports
- Barcode scanning receipt of completed scripts and student attendance
The ‘Distance Exam Cover Sheet’, shown below, is a comprehensive report to accompany packages of exams going to Exam Centres.
Receipt of the completed exam scripts and confirmation of the Student’s attendance are both recorded quickly and easily by scanning barcodes.
Exams Manager has every process covered
Ease of Use
The intuitive user interface allows users to perform complex tasks with ease. Many repetitive tasks are made easier and faster through simple automated processes.
Its simple menu system helps new users get started easily, yet it has plenty of shortcuts and advanced features for experienced users.
The integrated documentation system with 'Help Icons', links directly to help pages about each heading.
Student Attendance
Barcode scanning can be used to record student attendance. This can be done by scanning barcodes on student attendance sheets.
A website allows academic and general staff to view student attendance immediately after it is scanned.
Scanning student attendance sheets is an alternative to scanning student ID cards. One of the key logistical challenges of scanning student ID cards is having a large number of mobile barcode scanners at your exam venues. Scanning the barcodes on these attendance sheets can be done at any time from a PC, laptop or iPad.
Many universities are already scanning these barcodes for every student who attends an exam (there are some clever shortcuts which make this quicker than you might think). The time they invest in this is repaid by not having to confirm attendance for school staff.
Most Exams Offices would receive dozens or hundreds of requests to confirm exam attendance for certain students. Using this system, school staff have access to the live attendance data. This improves the service to your clients while reducing staff workload during a peak time.
Attendance lists can also be produced with student photos.
In 2016, an Australian University conducted a survey of Databee Exams Manager Users. The survey assessed how long the Universities spent on key exam tasks before and after they implemented Databee Exams Manager. The results were surprising even for us!
Clients have experienced significant benefits in terms of time, cost and quality assurance.
Before Implementing
Databee Exams Manager
After Implementing
Databee Exams Manager
4-5 weeks / 4+ staff
2-3 weeks / 2.0 staff
The full results of the survey are available here.
For privacy reasons the names of all the universities have been anonymised.
Request a Demonstration
Request a demonstration to see Exams Manager in action