2013 Texas Ad Astra SummitMonday, July 22nd

Ace your Exams

Jenny HulsenAccount Manager

Ad Astra

Configuration and SchedulingWhere to Start?

Exam scheduling permissions• Role permissions necessary• Dependency on academic security settings

Configuration and Scheduling – Where to Start?

Creating exam types• Reusable term to term• Selecting conflict settings• Creating default meeting type preferences• Attaching courses

Creating an Exam Type

Exam Type Form

Information Needed:•Meeting Type•Exam Room Preferences•Require 2X Room Capacity

Associate Courses

Conflict Rules• Do Not Cancel Any Existing Section Meeting Dates

Selecting this option indicates that exams should be scheduled just like any other activity with respect to double booking and room availability. If a conflict exists then the room is not available.

• Cancel All Existing Section Meeting Dates That Are On Same Day As Exam Dates (Same Term As Exam) Selecting this option indicates that the exam dates are likely in conflict with the associated term dates. In this case, all conflicting section meeting dates for sections in the same term that occur during exam dates are canceled. This allows exams to be scheduled into rooms formerly occupied by sections of the same term. Section meetings of other terms are considered conflicts.

• Cancel All Existing Section Meeting Dates That Are On Same Day As Exam Dates (Any Term) Selecting this option indicates that the same rules as above apply for section meetings of ANY term. All overlapping section meeting dates are canceled regardless of term.

• Cancel Only Section Meeting Dates That Conflict With Their Exam Date And Time Selecting this option indicates that only those section meetings are canceled that conflict with both the date and time of actual exams. This option will leave section meetings that are not in direct conflict with an exam meeting. This may be used when certain courses have an exam and others meet as normal.

Exam Session Creation

• Term Selection• Create Exam Session• Create Exam Meetings• Exam Mappings• Exam Meeting Patterns

Terms

Term SelectionEdit an existing Term

Create Exam Session

Create Exam Meetings

Click the to create exam meetings

Create Exam Meetings

Create Exam Mappings

Create Exam Mappings

Create Exam Mappings

Create Exam Mappings

Create Exam Meeting Patterns

Apply Exam Times

Click Apply Exam Times when all edits are complete

Filtered Section List

Optimize Exams

Exam Calendar

Enhancements Over Older Versions

Configuration allows for more customization based on exam types

• Mid-terms• Std. Finals• Ext. FinalsEasier configuration and faster meeting creation

(multi-course selection tools)Simpler UI (maintained as meeting of section,

rather than separate tab)

Changes in 7.5.7

• Ability to create and schedule based on Section Cap. vs. Actual Enrollment

• Session deletion for single action removal of exam meetings (term form)

• Multi-update of exam settings (exam type, then term form)

• Optimization filtering of Exams vs. Sections

Term-based Process

Create or refine Exam Types

Create Exam Meetings

Map or roll-forward meeting patterns

Apply meeting patterns

Complete scheduling

manually or through the Optimizer

Future Plans for Exam Functionality

Exam/SIS integration functionalityExam Timetabling• Instructor Conflict Checking• Room Conflict Checking• Student Conflict CheckingExam Load/Rules Support• Common exams / cross campus time-linked• Student load restrictions

Questions??

Jenny Hulsen913-652-4189jhulsen@aais.com