Is Your Educational Institution Prepared to Improve the Process to Manage External Examiners?

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Coordinating pre-examination preparations presents significant challenges for the CoE. Engaging external examiners strategically is essential to optimizing the examination process and enhancing the experience for external faculties. This requires careful planning to mitigate conflicts while prioritizing better institutional outcomes.

Activities External Faculties Are Involved In

Preparing for exams involves faculty allocation to specific tasks ahead of time and creating a schedule in advance. This ensures that resources are managed efficiently and avoids conflicts or unavailability during the exam.

External individuals play key roles in various examination-related activities:

Facilitating Practical Examinations

External faculties, who are subject matter experts or who handle the subject, must oversee practical.

Invigilating Examinations

External invigilators, unrelated to the subject being examined, are assigned to supervise the exam.

Evaluating Answer Scripts

Subject matter experts or external evaluators proficient in the subject are designated to assess answer scripts.

Challenges Related to External Examiner Management Every Controller of Examinations Faces

Criteria Based Shortlisting
Inconclusive Rostering
Scheduling Conflicts
Payment Discrepancies
Limited Capabilities for Analysis

Managing external examiners begins with shortlisting them based on specific criteria. This includes engaging subject matter experts for practical exams, correcting answer scripts, and assigning faculties unrelated to the subject for invigilation duties.

Upon sending out invitations and receiving the entries, the institution reviews and selects examiners based on predetermined requirements. This process, however, can be time-consuming and demands careful scheduling to avoid conflicts with their invigilation responsibilities. Unfortunately, the manual nature of this effort introduces room for error, consuming valuable time and resources.

Once examiners are assigned, tracking their attendance and tasks becomes imperative. A detailed roster is prepared to record their presence during examination days. This attendance data is a foundation for managing their assignments, generating pro forma invoices, and processing payments. However, relying solely on manual methods implies potential inaccuracies that will cause problems when paying examiners.

Payment processing, in particular, relies heavily on accurately recorded attendance and task completion. In manual systems, discrepancies are common, resulting in potentially overpaying or underpaying examiners. This can sour relationships and compromise the institution’s credibility.

Moreover, manual processes hinder the analysis of examiner performance. While institutions can track which examiners evaluate answer scripts, they need more analytical tools to discern evaluation patterns or identify outliers. Consequently, the quality and consistency of evaluations may be compromised, impacting overall assessment outcomes.

Enhancing Examiner Management with Exam Management Software

Simplified Roster Preparation

Transitioning to a online solution streamline the preparation of examination rosters. Once external examiners accept the invitation for invigilation or answer script evaluation, a clear, unambiguous schedule is auto generated. This schedule includes detailed information about the faculty’s role within the institution and the specific subject they will oversee. It also assists the controller of examinations with a clear-cut roster, eliminating scheduling conflicts.

Reliable Attendance Tracking

On examination or evaluation days, online attendance recording simplifies tracking. This digital system accurately captures external examiners’ attendance and their involvement in specific activities. The attendance data serves as crucial input for subsequent payment processing.

Streamlined Payment Processes

With comprehensive attendance records at hand, processing payments becomes effortless. The software automatically generates invoices based on the days an external faculty member engages in invigilation or answer script evaluation. These invoices are readily available for acknowledgment and processing, providing institutions with a convenient and transparent payment system. This transparency reassures the faculty members about the fairness of the payment process.

In addition, the payment payout process is simplified as the records assist in making online payment to the examiners involved.

Reviewing Examiner Evaluation Styles

Exam management software enables institutions to analyze how examiners conduct evaluations. By filtering examination results by evaluators, institutions can identify outcome variations and find improvement areas. This insightful analysis sheds light on each evaluator’s approach and thought process, facilitating informed adjustments to enhance overall performance.

Analyzing Faculty Behavioral Patterns

Examining evaluation styles and attendance patterns allows the controller of examinations to identify preferred examiners for future cycles. Institutions can refine their selection criteria and improve operational methods by filtering out irregularities or deviations from guidelines. This strategic approach supports continuous improvement in examiner management and academic assessments.

Transitioning to exam management software streamlines administrative processes and empowers institutions to make data-driven decisions, optimize resource allocation, and elevate the quality of academic assessments. By leveraging technology, your institution can enhance efficiency and effectiveness across the examination management spectrum, ultimately benefiting students, faculty, and the institution.


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