Exam Module User Guide (Non-Technical)

This guide explains how school staff can run an exam from start to finish using the Exam module.

Who should use this

• Exam controller
• Class teacher
• Result/publishing authority
• Office/admin staff

Quick terms

• Draft: work in progress, not final
• Submitted: marks sent for approval
• Approved: marks finalized for result processing
• Published: results released
• Locked: final state, no further edits

Before you start

Make sure these are ready:

1. Academic session is created.
2. Classes and sections are created.
3. Subjects are assigned to each class.
4. Students are assigned to class/section with roll numbers.
5. Grade system is configured.

If any of the above is missing, result generation may fail or show incomplete data.

Full exam workflow

Follow these steps in order.

1) Create an exam

1. Go to Admin > Exams.
2. Click Create.
3. Enter exam details:
   • exam name
   • date range
   • result publish date
   • classes/sections
4. Save.

Tip: Set a realistic publish date. You cannot publish before this date.

2) Add exam schedules

1. Open the exam from Admin > Exams.
2. Click Schedules.
3. Add subject-wise exam date/time entries.
4. Save each schedule.

3) Enter marks

1. Open the exam.
2. Click Marks.
3. Select class/section/subject as needed.
4. Enter marks for students.
5. Save.

4) Submit marks for approval

1. In the Marks page, click Submit for Approval.
2. Marks move from Draft to Submitted.

5) Approve marks

1. Authorized user opens the same Marks page.
2. Click Approve Marks.
3. Marks become Approved.

Important: Approved marks are treated as final for result generation.

6) Generate results

1. Open exam results page (Results / Class Results).
2. Click Generate Results.
3. System creates result snapshots for students.

If you update approved marks before publishing, click Regenerate Results.

7) Publish results

1. In Class Results, click Publish Results.
2. System checks:
   • publish date reached
   • snapshots exist
   • all marks are approved
   • snapshots are up to date
3. If checks pass, results become Published.

8) Lock results

1. After publish, click Lock Results.
2. Status becomes Locked.

Locked results are final.

Bangladesh grading logic used

The module applies these rules automatically:

1. If a student fails any compulsory subject, overall result is Fail.
2. Optional/4th subject gives only bonus points: (grade point - 2) if positive.
3. GPA is capped at 5.00.

What is blocked by workflow

• Approved marks cannot be freely changed like draft marks.
• After results are Published or Locked, exam structure changes are restricted.
• After Publish/Lock, student result cards use stored snapshot data (frozen result).

Viewing results

Class results

1. Open exam.
2. Go to Results (Class).
3. Select class/section.
4. Review tabulation, GPA, pass/fail, merit positions.

Student result card

1. Open exam.
2. Go to Results (Student).
3. Choose student to view detailed card.

Public/tenant result lookup

Users can search published results from the public results page:

1. Open the site Results page.
2. Select exam.
3. Select class.
4. Enter either:
   • roll number, or
   • registration number
5. Click Search/Show Result.

Extra options on result view:

• Copy Link: share exact result lookup URL
• Print / PDF: print from browser (or save as PDF)

Common messages and what to do

• "No approved marks found" -> approve marks first.
• "Generate result snapshots before publishing" -> click Generate Results.
• "Result publication date has not been reached yet" -> wait until publish date.
• "Snapshots are stale. Regenerate results before publishing" -> click Regenerate Results.
• "No published result found" -> verify exam/class/roll/registration and publish status.

Recommended daily checklist for exam team

1. Confirm pending exams and schedule completion.
2. Check mark entry progress by class.
3. Submit and approve marks class by class.
4. Generate/regenerate snapshots before publication day.
5. Publish only after final verification.
6. Lock after official confirmation.

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If users report that UI changes are not visible, ask technical staff to run frontend build/dev commands (npm run build or npm run dev).