Author Topic: A Flash Package for Coordinating Practical Examinations  (Read 2688 times)

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A Flash Package for Coordinating Practical Examinations
« on: November 23, 2011, 07:47:33 am »
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Author : B S Manusudhan
International Journal of Scientific & Engineering Research Volume 2, Issue 10, October-2011
ISSN 2229-5518
Download Full Paper : PDF

Abstract- The developed package is end-user software that handles multiple inputs. The respective colleges send number of students appearing for the particular laboratory exams, along with respective subject codes. This forms the Student database. They also send faculty available for the particular subject together with number of years of experience which constitutes the Faculty database. The total data received is to be maintained as a database. The case study here is with respect to one particular branch. The same can be extended for all other branches of any university which conducts practical examinations. Two faculties are to be allocated per batch of the practical exam of a subject, generally one internal from same college and other as external from other college (sometimes both externals). This is done considering their years of experience in that particular subject. The database related to different colleges are to be correlated and a final individual duty allotment list is created. A Graphical User Interface (GUI) is created to get the inputs from the user. The main objective is to maintain and relate database from different colleges and perform faster allocation.

Index Terms- VTU case study, Unique ID, On-Line student Update, Faculty Allocation, Sub-Regions, Unallocated Batches, Subject Expert.

1. Introduction
To design a user friendly tool for allocating faculty for conduction of practical examinations considering VTU, E&C department as a special case study. A Technical University needs a Technical Approach in resolving Problems. The project aims to provide the officer in-charge /chairman of the examinations, with a technical tool for allotment of internal and external examiners for the smooth conduct of the practical examinations. In the existing system, the allocation of faculty for engineering practical examinations in VTU is done manually. It involves one Chairman and about 4 to 5 officials to complete the allocation procedure. They maintain a chart of the subjects and faculties and do the allocation referring to the charts. The procedure lasts for about one week. This procedure is followed in every region and for every subject available in that region .Apart from the financial burden on VTU every semester, the procedure is tedious and time consuming. It is prone to errors since procedure involves a large amount of data thereby reducing the efficiency of the allocation performed. Transparency is also less in this procedure. The developed package almost nullifies all the above mentioned limitations of manual allocation and provides a best possible allotment of internal and external faculties. This package can also be applied to any examination of any university (provided with suitable databases).This package is also applicable for other applications like selecting faculty for setting the question papers for various examinations held under a university with minor modifications.
The developed package needs to be supplied with a database containing two tables: A Student Table and a Faculty Table. The package performs the allocation of both the internal and external faculties and generates final table/database containing individual allotment list for all the colleges/branches containing batches with their respective allotted internal and external faculties.

2 Databases:
Student Table:
The student table consists of the following data: city, college, subject, date, batch number, number of students in that particular batch, USN of the students in that batch, internal and external faculty column which is filled during the execution of the package. Each record is identified by a unique id generated internally to resolve ambiguities.
B S MANUSUDHAN/ECE/ATME/manuatme@gmail.com
Faculty Table:
The faculty table consists of the following data: faculty’s name, city, college, three subjects (or less than three) handled by the faculty along with experience in those subjects and preferred city on approval by chairman. Each record is identified by a unique id generated internally to resolve ambiguities.
I have considered only E&C dept. of 32 colleges in Mysore Region for creating database. This can be extended to any number of departments and any number of colleges since the allocation algorithm remains same irrespective of number of records. I have divided Mysore region into 4 sub-regions namely Mysore, Mangalore, Hassan and Shimoga. These sub-regions include colleges in and around them. For example Mysore region includes colleges in Mysore, Mandya, Chamarajanagar, etc within about 50-60Km distance from Mysore. These sub-regions facilitates allocation of female faculty as external, within the sub-region provided their preferred city is set to the respective region so that it avoids long distance travelling, specially for female faculties. Preferred city can also be set for other faculties provided their request is genuine and approved by the chairman. It is optional and not mandatory to set the preferred city for each faculty.
Faculty Allocation Algorithm:
The allocation algorithm is based on seniority of the faculty. During initial part of execution all the internal examiners are allotted which is then followed by the external allocation. The main condition for allocation to a particular subject is that the faculty must have experience in handling the considered subject. 

3 Internal Faculty Allocations:
It involves the following steps:
1.   Search for faculty in same college & city as that of the student table record (batch)  under consideration .Pick the senior-most
If not found?  Go to step 2.
2.   Search for faculty in same city as that of the student table record (batch) under consideration. Pick the senior-most
If not found?  Go to step 3.
3.   Search for faculty in any city & college which means to allocate any faculty with relevant experience that particular subject provided that faculty is available. Pick the senior-most   

4. External Faculty Allocation:
It involves the following steps:
1.   Search for a faculty with the same preferred city & make sure faculty is not from the same college (& city) as that of the student table record (batch) under consideration. Pick the senior-most.
If not found?  Go to step 2.
2.   Do not consider faculty’s preferred city & still make sure faculty is not from same college (& city) as that of the student table record (batch) under consideration. Pick the senior-most
If not found?  Go to step 3.
3.   Target faculty’s preferred city not considered and college & city also not considered which means to allocate any faculty with relevant experience that particular subject provided that faculty is available. Pick the senior-most. 

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