How many times have you heard the news about the leakage of question paper prior to the start of the exam process?
There is a countless number of incidences happening across multiple universities. The examination process is one of the crucial processes of evaluating the academic performance of the students.
Any such incident of question paper leakage would adversely affect the brand value of the educational institution or university.
Current Process of Manual Question paper Design
Defining Examination paper according to the syllabus and delivering printed question papers at multiple examination centers has been a huge task of administration and logistics.
Question Bank is maintained in multiple formats including documents, texts, notes, excel. A single source of a managing question bank for a particular subject topic is missing in the current context.
Examination paper setters need to travel to university locations to define question papers. The entire process is manual. Examiners need to define questions according to the exam pattern. As there is no standard way of maintaining question bank, the time required to define question paper can be higher to the extent of defining questions in the initial stages.
Moderator needs to verify question sets defined by the paper setters. There is a possibility of errors due to manual processes.
One of the question papers is selected as final question paper for the respective examination and it is then sent to printing at a secure location. Printed Examination papers need to be sent at each examination center on examination date.
The examination process is the continuous activity where the institution needs to conduct exams for each semester, streams, student batch, course types. There is a last-minute preparation process to complete the activity in time. There is no central software or technology which can help simplify so that each entity can work closely for a better process.
During each process, there is manual intervention and the possibility of leakage of question paper to outside world increases. Technology can help to simplify this process up-to a great extent.
Here is the introductory video to understand the importance of technology to solve question paper generation, delivery, and printing.
Solution for Process of Setting a Question Paper
Technology can help you to eliminate the issue of question paper leakage. It is reliable?
Yes, this technology has been used by one of the leading medical universities in India.
This technology can help you to generate question papers from the pool of question banks according to syllabus and examination pattern.
Examiner can validate, the moderator can recheck, the paper setter can check. All the entities can work together on the system to generate question papers for a particular subject.
The question paper would be delivered to the respective examination location in the digitally encrypted format along with secure locking. Examination paper can be downloaded at the exam center 30 mins prior to examination start time.
It eliminates the logistical cost of transporting question paper to examination location in a secure environment.
The digital process eliminates the complexity of managing the examination process. Leading the medical university of India is able to save significant cost by the implementation of online question paper generation and delivery process using technology.
Here are stakeholders of the process
All stakeholders involved in the Process of Setting a Question Paper
Controller of the Examination (COE)
COE controls overall examination management for the university.
It is the responsibility of the COE to manage the examination process in a professional manner. Controller of Examination(COE) defines logins for the subject matter experts, paper setters. COE also defines the overall scheme of the examination paper.
COE acts as a central administrator for the examination process. The software system can help to manage each stakeholder with ease.
Subject Matter Experts
Each subject/topic is assigned to specific professors.
A person can log in to the system and can define question bank for the respective topics. Each question has certain attributes like difficulty level, marks, topic name, comments associated with it.
Question Paper Setter
Question Paper setter can define question paper using an examination pattern defined by the controller of the examination.
The pool of questions and its attributes is already available in the system. Paper setter can verify questions and can edit/update if needed.
Moderation and Review of Question paper
Moderator needs to validate if the question paper is generated according to the defined syllabus and all questions are valid. There is a minimum of 3 paper sets are prepared for a particular exam.
After the moderator has confirmed the validity of the question papers, the system picks on one of the question papers to be delivered in secure way to the examination center.
Secure Delivery of Question Paper / Exam Paper Distribution
Each examination center admin has valid login of the system. Downloading of question paper is enabled 30 minutes prior to the exam process and a secure password is communicated to the administrator to open encrypted question paper.
If credentials are valid then only question paper can be opened for printing at the examination center.
- There is 2 step verification process, For printing Question paper, the user needs to enter Principal Password and coordinator password, if this combination is valid, then the only paper is printed.
- The question paper is directly printed (silent printing). It is not displayed to anyone before the printing process.
- In short question paper is delivered directly to the examination center in a secure encrypted manner so that there is no chance of leakage to the external world.
This way examination paper printing can be completed with the highest security during the distribution of question paper.
Secure question paper generation and delivery to examination center can be simplified using technology. This solution is used by one of the leading universities of India.
University is able to save the substantial cost of the overall management of the examination paper setting and delivery process. Entire logistics cost is reduced with the help of technology.
Advantages of Question Paper Generation and delivery Process
1. It is a highly secure process and examination paper setters can complete their activity sitting at any secure location. The need for traveling to a specific examination center or university campus is avoided.
2. The controller of the examination is able to track the entire process using a software system. Manual paper works, approval cycles, delays can be eliminated
3. The cost associated with the delivery of printed question papers at the examination center can be reduced. Question paper leakage can be avoided using technology. If you have multiple examination centers across multiple cities then you can imagine overall savings associated with physical delivery of question papers at the respective exam centers.
About the Author
Swapnil has more than 15 years of experience in the Information Technology sector. He has been working on digital platforms in the education sector. Swapnil is an avid reader and writes articles on technology and leading developments in the education and IT sectors.
Swapnil is the founder of Splashgain, an Education Technology company from India working on various innovative EdTech platforms for examinations, proctoring solutions, digital admission process and more. Splashgain has been working with many educational institutes and universities for AI-powered innovations and solutions to transform the education sector.
Splashgain has also filed a patent for an innovative product based on AI.