Introduction

Managing external examinations can be challenging for educational institutions when exam schedules, student information, subject details, marks entry, and examination records are handled manually. These tasks can consume valuable time and increase the chances of errors.

Aptora IMS (Institution Management System) simplifies the process with its External Exam Services module, which helps institutions organize examination details, map institutions and subjects, enter marks, generate results reports, and manage supplementary, revaluation, and betterment applications.

In this step-by-step tutorial, you will learn how to use the External Exam Services module in Aptora IMS. From creating exam names to generating external examination reports, this guide explains each step to help administrators and staff manage examination activities in a more organized and efficient way.

Prerequisites

Before starting the external exam management process in Aptora IMS, make sure you have:

1. Completed the necessary institution and academic configuration.

2. The required examination details and academic year information.

3. The relevant institution, course, and subject details.

4. Student information and examination marks, where applicable.

5. The necessary permissions to access the examination management module.

Step 1: Exam Names Creation

           The first step is to create the exam name in Aptora IMS. This allows you to configure the examination before proceeding with institution mapping and marks entry.

1. Log in to your Aptora IMS dashboard.

2. Navigate to Exam Services in the left-side menu.

3. Select Exam Names Creation.

4. Click Add Exam Name.

5. Fill in the exam form with the required details.

6. Click Submit.

After submitting the form, a notification will appear at the top of the screen confirming that the exam name has been saved successfully.

Step 2: Institution Exam Mapping

            After creating the exam name, map the examination to the relevant institution. This step helps associate the exam with the appropriate institution and its examination details.

1. Navigate to Exam Services.

2. Select Institution Exam Mapping.

3. Enter the required institution and examination details.

4. Complete the institution mapping form.

5. Click Submit.

   Ensure that the details are correct before submitting the form.

Step 3: Course and Subject Mapping

             Course and subject mapping helps associate the relevant subjects with the selected examination and course.

Follow these steps:

1. Navigate to Course and Subject Mapping from the dashboard.

2. Fill in the required institution, course, and examination details.

3. Click Get Details.

4. Select Add Subject Mapping.

5. Enter the details of the subject you want to add.

6. Click Submit.

After submission, a notification will appear at the top of the screen. You can also verify the newly added subject at the bottom of the page.

Step 4: Maximum Marks Entry

             Before entering students' external examination marks, configure the maximum marks and pass marks for each subject.

1. Navigate to Exam Services.

2. Select Maximum Marks Entry.

3. Fill in the required institution and examination details.

4. Click Submit.

5. Select Add Subject Marks.

6. Enter the maximum marks and pass marks for the relevant subject.

7. Click Save Marks.

A confirmation message stating that the marks have been saved successfully will appear on the screen.

Repeat the process for the other subjects as required.

Step 5: External Marks Entry

Once the maximum marks are configured, you can enter students' external examination marks.

1. Navigate to Exam Services.

2. Select External.

3. Click External Marks Entry.

4. Fill in the required details.

5. Click Load Students.

6. Select the student or students for whom you want to enter marks.

7. Enter the marks obtained in each relevant subject.

8. Click Save Selected Students.

After saving the marks, a notification will appear confirming that the marks have been added successfully.

Tip: Verify the marks entered for each student before saving to help maintain accurate examination records.

Step 6: External Results Report

            The External Results Report allows you to view students' external examination results and initiate applications for revaluation, supplementary examinations, and betterment, where applicable.

How to Generate the External Results Report

1. Navigate to Exam Report.

2. Select External.

3. Click External Results Report.

4. Fill in the required institution and examination details.

5. Click Generate Report.

The system will display the generated examination report. From this screen, you can access the available options for Revaluation, Supplementary, and Betterment.

How to Apply for a Supplementary Examination

If a student needs to apply for a supplementary examination, follow these steps:

1. Click Apply Supplementary.

2. Select the subject for which the student wants to apply.

3. Enter the Actual Fee and Committed Fee.

4. Click Apply Fees To Selected.

5. Verify that the fees have been generated for the selected subject.

6. Click Submit Selected Subject Fees.

7. A notification box will appear. Click Submit Application.

8. Wait for the confirmation message indicating that the supplementary application has been submitted successfully.

How to Apply for Revaluation and Betterment

You can follow a similar process to submit applications for Revaluation and Betterment.

1. Open the External Results Report.

2. Select the appropriate application option.

3. Choose the relevant subject.

4. Enter the required fee details, where applicable.

5. Apply the fees to the selected subject.

6. Submit the selected subject fees and confirm the application.

Make sure you review the subject and fee details before submitting each application.

How to Apply for Revaluation and Betterment

You can follow a similar process to submit applications for Revaluation and Betterment.

1. Open the External Results Report.

2. Select the appropriate application option.

3. Choose the relevant subject.

4. Enter the required fee details, where applicable.

5. Apply the fees to the selected subject.

6. Submit the selected subject fees and confirm the application.

Make sure you review the subject and fee details before submitting each application.

Step 7: External Application Report

The External Application Report helps administrators review applications submitted for supplementary examinations, revaluation, and betterment.

How to View the External Application Report

1. Navigate to Exam Services.

2. Select External.

3. Click External Application Report.

4. Choose the required academic year.

5. Select the student status.

6. Click View Report.

The report displays the relevant examination application details, helping you identify which students or classes have applied for supplementary examinations, revaluation, or betterment.

How to View and Export Student-Wise Reports

If you want to review applications for individual students:

1. Open the External Application Report.

2. Click View Student.

3. Review the student-wise application details.

4. Export or download the report in the available formats: Excel, CSV, or PDF.

These export options help administrators maintain records, review applications, and share examination-related information when needed.

Benefits of Using External Exam Services in Aptora IMS

Using the External Exam Services module can help educational institutions:

• Organize examination details: Manage exam names, institution mapping, and subject mapping in a structured workflow.
• Simplify marks entry: Record students' external examination marks through a dedicated module.
• Generate examination reports: View external results and relevant application details.
• Manage examination applications: Process supplementary, revaluation, and betterment applications through the available options.
• Maintain organized records: Access student-wise reports and export data in supported formats.
• Reduce manual work: Keep examination-related activities organized within the institution management system.

Conclusion

             Managing external examinations becomes more organized when exam configuration, institution mapping, subject mapping, marks entry, results reporting, and examination applications follow a structured process.

            With the External Exam Services module in Aptora IMS, administrators and staff can manage these activities from a centralized system, access relevant reports, and maintain examination records more efficiently.

             Follow this tutorial to get started with external exam management in Aptora IMS and make your institution's examination workflow easier to manage.

Related Tutorial: How to Create Attendance Level Entry in Aptora IMS

Looking to manage attendance-related activities in Aptora IMS? Read our step-by-step guide:

https://www.aptora.in/blog/how-to-create-attendance-level-entry-in-aptora-step-by-step-tutorial

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