Stage 5: Invigilators

1. Set Constraints for Invigilator

In this chapter you will learn How to Set Constraints for Invigilator.

There are 2 places where you can set constraints for Invigilator:

• Data - Invigilators List
• Grouping - Invigilator Grouping

Invigilators List

Diagram 1.1 Location of Invigilators List

Click Data tab and then Click Invigilators List tab to open up Invigilators List window

Diagram 1.1.2 Invigilators List Window

Inside Invigilators List window, you will be able to see icons on the top left side. 

	Click this icon to Add invigilator.
	Click this icon to Delete invigilator.
	Click this icon to Delete All invigilators.
	Click this icon to Print List.
	Click this icon to Print Preview.
	Click this icon to Design Print List.
	Click this icon to Hide and Show Invigilators.
	Click this icon to Reset All Invigilators Preferences.
	Click this icon to Set Preferences.
	Click this icon to Refresh invigilator list.
	Click this icon to Csv Export.

Diagram 1.2. Invigilators List Window

Diagram 1.3 Lecturer Constraints Window

Diagram 1.4 Invigilator Details

drop down button  

Diagram 1.5 Time Slot Preferences

Invigilators Grouping

Diagram 1.8 Invigilator Grouping Window

Inside Invigilators Grouping window, you will be able to see icons on the top left side. 

	Click this icon to Add invigilator.
	Click this icon to Delete invigilator.
	Click this icon to Delete All invigilators.
	Click this icon to Print List.
	Click this icon to Print Preview.
	Click this icon to Design Print List.
	Click this icon to Hide and Show Invigilators.

Diagram 1.9 Invigilator Grouping Preferences

To edit the constraint, refer to Diagram 1.3 Lecturer Constraints Window.

2. Set Constraints at Generate Option

In this chapter you will learn to set Invigilator constraint at Generate Option

Diagram 2.1 Location of Invigilator in Generate options

Click Generate Option tab and then click Invigilator to set Invigilator Constraint.

Diagram 2.2 Invigilator Window

Diagram 2.3 Invigilator Workload

Diagram 2.4 Invigilator Management

Confirmation window will appear after you click Move button

Diagram 2.5 Move to Group

Click Yes to Proceed


3. Estimate Workload Requirement

Diagram 2.6 Estimate workload requirement

You can Tick to Distribute by student ratio and then Enter a Number of students per invigilator.

You can Enter a number of Minimum invigilator and 0 means no minimum. For Example: we placed 2 since we need at least 2 invigilators to invigilate the examination.

You can custom invigilator group ratio by clicking. Custom Invigilator Group Ratio will help you put the ratio individually, meaning that each invigilator grouping will have different ratio from each other.

After that new window will appear

Diagram 2.7 Invigilator Group Ratio Window

Diagram 2.8 Invigilator Options

Enforce Gap 

Diagram 2.9 Enforce Gap

If you want to enforce gap, you may change the value of the day in the field.
 

• -1 = No guarantee of day gap between one invigilation session with another. Meaning there might will be two invigilation session in a day.
• 0 = No two invigilation in the same day. Meaning there will be only one per day.
• X = No two invigilation for amount (X) days. Meaning there will be gap.

Terminology

Diagram 2.10 Terminology

You may choose the name for the invigilator suits your preferences.

Lecturer/Teacher Must Invigilate Student

Diagram 2.11 Lecturer/Teacher Invigilate Student

• Lecturer/Teacher must invigilate student (unless clashing) = The lecturer of the subject/course need to invigilate the course. But they can invigilate other courses as well.
• Lecturer/Teacher only invigilate his/her teaching course = If you tick this, the lecturer of the subject/course will only be able to invigilate their own course and not the others.
• Use section = This will help to generate invigilator based on their section. Some of the courses will have a few section and the sections might will have different lecturer/teacher each of it.
• Mandatory time gap = This will apply the time gap for lecturer to invigilate.
• Limit the number of lecturer/teacher per slot = This will limit the number of invigilator per slot. there are two options under it.

Diagram 2.12 Options Under Limit

• Limit by student-teacher ratio = This option will use the ratio under Estimate Workload Requirement.
• Limit by section-teacher ratio = You need to tick on Use Section to use this. For example, each course has a few sections and each section has their own lecturer respectively. So you want to limit number of lecturer of the section to invigilate their section bu having the ratio of students to avoid having too much invigilators per slot.

Auto Assign Invigilator

Diagram 2.13 Auto Assign Invigilator

3. Assign Invigilator

3.1. Auto-Assign Invigilator

To auto assign invigilator, click Auto Assign Invigilator icon at Invigilator under Generate Options Tab.

Diagram 3.1.1 Auto Assign Invigilator Location

IMPORTANT: Make sure to set all constraints under Generate Option first. Refer to Set Constraints at Generate Option.

A confirmation popup will appear. Click Yes.

Diagram 3.1.2 Confirmation Popup

Another popup will appear. You may get between these two.

Diagram 3.1.3 Auto Assign Completed

Once done, you can go to Slots to view Invigilator List.

Diagram 3.1.4 Invigilator List at Slots

3.2. Force-Assign Invigilator Minimum Load

You may use this function IF not all slots are assigned with invigilators.

To Force-Assign Invigilator Minimum Load, click Force Assign Invigilator Minimum Load icon at Invigilator under Generate Options Tab.

Diagram 3.2.1 Force Assign Invigilator Minimum Load Location

A confirmation popup will appear. Click Yes.

Diagram 3.2.2 Confirmation Popup

Once done, another popup will appear saying it has been completed.

Diagram 3.2.3 Completion Popup

3.3. Lock Invigilator

• Lock Invigilator in a slot.
• Lock all Invigilator

Lock Invigilators in a Slot

To lock only invigilators in a slot, there are 3 simple steps doing so.

STEPS 1: Go to Slots.

STEPS 2: Right Click on any slot.

STEPS 3: Click Lock/Unlock and then select Lock Invigilators in this Slot.

Diagram 3.3.1 Lock Invigilatos in a Slot

Lock All Invigilators

To lock All invigilators, there are 3 simple steps doing so.

STEPS 1: Go to Grouping and Select Lecturer Grouping.

STEPS 2: Click on any preferred group of invigilator. OR you can click on the icon above all folders to include ALL invigilators.

STEPS 3: Click on Lock All Invigilators Slots.

Diagram 3.3.2 Lock All Invigilator

4. Analysis

4.1. Slots

You may analyze the Invigilator to know if the invigilator has been placed in the right slot.

Diagram 4.1.1 Slots Analyzation

To edit, you may refer to the Stage 5: Invigilator (Editing Invigilator)

4.2. Invigilator List

To access Invigilator List, you need to go to Data and select Invigilators List.

You may analyze the Invigilator List to know if the invigilator has been placed in the right slot.

Diagram 4.2.1 Invigilator List Analyzation

To Locate the invigilator, you may right click and select Locate.

Diagram 4.2.2 Locate Invigilator

To edit, you may refer to the Stage 5: Invigilator (Editing Invigilator)

4.3. Invigilator Grouping

To access Invigilator Grouping, you need to go to Grouping and select Invigilators Grouping.

You may analyze the Invigilator Grouping to know if the invigilator has been placed in the right slot.

Diagram 4.3.1 Invigilator Grouping Analyzation

To Locate the invigilator, you may right click on slot and select Locate.

Diagram 4.3.2 Locate Invigilators

To edit, you may refer to the Stage 5: Invigilator (Editing Invigilator)

5. Editing Invigilator

5.1. Highlight

There are two things you able to highlight to edit Invigilator.

• Highlight Slots with Insufficient Invigilator
• Highlight Slots with Excess Invigilator

To Highlight, go to Slot and Click Highlights Icons.

Diagram 5.1.1 Location of Highlight in Slots

Highlight Slots with Insufficient Invigilator

If you choose to highlight this, it will highlight slot that do not have enough invigilator. Refer to the diagram below.

Diagram 5.1.2 Insufficient Invigilator

Highlight Slots with Excess Invigilator

If you choose to highlight this, it will highlight slot that have more than enough invigilator. Refer to the diagram below.

Diagram 5.1.3 Excess Invigilator

5.2. Remove Invigilator from Slot

There are few places you can remove invigilator from slot:

• Slots
• Invigilator Grouping
• Generate Options

Remove Invigilator at Slots

To remove invigilator from slot, you may refer to the diagram below.

Diagram 5.2.1 Remove Invigilator From Slot

Remove Invigilator at Invigilator Grouping

To remove Invigilator at Invigilator Grouping, refer to the diagram below.

Diagram 5.2.2 Remove Invigilator at Invigilator Grouping

Remove Invigilators at Generate Options

To remove Invigilator at Generate Options, refer to the diagram below.

Diagram 5.2.3 Remove Invigilator at Generate Option

5.3. Manually Allocate Invigilator into Slot

To manually insert Invigilator into Slot, you can refer to the diagrams below.

For example, we will add invigilator into slot with insufficient invigilators now.

Diagram 5.3.1 Location of Manage Invigilation

Diagram 5.3.2 Allocate Invigilator into Slot