Examination Scheduling & Hall Governance

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Examination Scheduling & Hall Governance within SmartERP.

Schedule final exam timetables, allocate exam halls, assign faculty invigilators, and enforce electronic hall passes.

{screenshot:examination-scheduling-and-hall-governance-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_higher_education, smarterp_student_records
• Security Groups:
  • Admissions Officer (Technical ID: smarterp_higher_ed.group_admissions_user)
  • Registrar / Academic Dean (Technical ID: smarterp_higher_ed.group_registrar_manager)
  • Faculty Member / Instructor (Technical ID: smarterp_higher_ed.group_faculty_user)
• Master Data Dependencies: Faculties, departments, ECTS modular curricula, academic semesters (Ethiopian/Gregorian calendar), tuition fee schedules, and student master files.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Higher Education app icon.
4. From the top navigation bar, open Higher Education → Academic Registry → Students / Admissions / Courses / Grading.

{screenshot:examination-scheduling-and-hall-governance-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student ID Number (Mandatory): Unique institutional student registration identifier
   • Full Name & National ID (Mandatory): Legal name matching Ministry of Education (MoE) enrollment records
   • Academic Program & Faculty (Mandatory): Approved undergraduate or postgraduate modular program
   • Semester Term (Mandatory): Active academic term adhering to ETA curriculum guidelines
3. Configure optional operational parameters and localized tags as required:
   • Course Prerequisite Override (Optional): Authorized waiver for advanced module enrollment
   • Tuition Sponsorship (Optional): Cost-sharing agreement or private employer corporate sponsorship
   • Dormitory & Campus Facility (Optional): Assigned residential block and meal plan access
4. Click the Save icon in the control bar to commit the record.

{screenshot:examination-scheduling-and-hall-governance-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Applied → Admitted → Registered / Enrolled → Active Study → Grades Finalized → Graduated).
• Ledger & System Impact: Semester registration automatically generates student tuition invoices in Accounts Receivable; fee settlement via Telebirr/CBE Birr marks student financially cleared.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:examination-scheduling-and-hall-governance-transaction-processing-state}

Centralized Final Examination Timetabling#

Scheduling university-wide final examinations requires resolving complex student course combinations to eliminate scheduling conflicts:

• No student scheduled for two exams in the same examination session.
• Maximum two exams per student in any single 24-hour calendar window.
• Adequate physical spacing (alternate seating) to prevent academic dishonesty.

Generating the Exam Schedule#

1. Navigate to Higher Education > Examinations > Exam Schedules.
2. Select Academic Term: Semester I Final Exams.
3. Click Compute Conflict-Free Exam Schedule:
   • The system clusters course enrollments and assigns 3-hour examination slots (Morning: 09:00–12:00, Afternoon: 14:00–17:00).
4. Review generated schedule matrix; resolve any student exam clashes.
5. Click Publish Examination Timetable.

Hall Capacity & Alternate Seating Allocation#

To eliminate examination copying, SmartERP splits large courses across multiple halls and intersperses different subject cohorts:

• In Hall A (Capacity 100), seat odd rows with Civil Engineering students and even rows with Economics students.
• Hall invigilators receive a barcoded Exam Seating Chart indicating the exact assigned desk for each candidate.

Faculty Invigilation Roster Management#

1. Open Higher Education > Examinations > Invigilation Assignments.
2. The system auto-generates invigilator assignments based on faculty department FTE ratios.
3. Invigilator duties include Chief Invigilator (responsible for sealed exam envelope intake from exam vault) and Room Invigilators (hall monitoring).
4. Automated SMS notifications alert faculty of their invigilation shifts 24 hours in advance.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Education: Compute semester GPA and cumulative CGPA (smarterp_higher_ed.ir_cron_cgpa_calc): Runs at the end of each examination period to compute student academic standing
  • Finance: Generate semester tuition fee invoices (smarterp_higher_ed.ir_cron_tuition_invoices): Runs prior to semester registration deadline
• Custom Print Templates & Reports:
  • Official Student Academic Transcript (MoE & ETA Standards)
  • Semester Course Registration & Clearance Slip
  • Student ID Card with Cryptographic QR Verification
  • Examination Results & Faculty Grade Distribution Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#