Design and Implementation of Academic Staff Exams Invigilation System



This research project, assigning invigilators to various examination hall for invigilation in Niger State polytechnic shows certain hitches which includes under-posting and over-posting of some staff coupled with tediousness involved in preparing schedule of invigilators to different examination halls. This research project feels standards as to be set for the process of scheduling invigilators for examinations by focuses on producing web based application that shall be used to assign academic staff to invigilate examinations and also eliminate all forms of problems relating to the topic of this research.

The design will be implemented by way of PHP and MYSQL in conjunction with HTML (Adobe Dreamweaver) in order to make the system accessible to the stakeholders all over the polytechnic community at anytime


An invigilator is the person who supervises students during an examination. Invigilator exam assignment is a problem of assigning invigilators to exams in such a way that there are no conflicts or clashes. Usually an invigilator is assigned more than one exam, and more than one invigilator is needed for an exam. An invigilator should not be scheduled to invigilate more than once in the same time slot. There may be preferences, inconvenient assignments, and pre-assignments related to invigilator-exam and/or invigilator-time slot pairs. Invigilator-exam assignment problem actually has a multi-objective structure like real-life decision problems. In recent years, multi-objective decision making has become a promising field, and attracted more and more researchers.

The examination scheduling problem is a highly complex combinatorial problem consisting of NP-complete sub-problems. Invigilator-exam assignment is often done separately from the scheduling of examinations to time slots and rooms. In the literature there are so many researches related to other educational timetabling problems though not so many for invigilator-exam assignments. A review about automated timetabling problems is given by Burke and Petrovic. This paper suggests a number of approaches and emphasizes three points: recent heuristics and evolutionary timetabling algorithms, multi criteria decision making, and cased-based reasoning approach

The system worked well but eventually with the increasing amount of data, provided by the growing population of lecturers, on the time and dates of their examination papers coupled with their preferred invigilation dates, the committee which had been manually transferring data into the computer realized an urgent need for a computer-aided system that could minimize manual involvement and processing time in data handling. Therefore, this system which is the examination invigilation scheduling system (ISS) aims to reduce manual involvement and time taken by the scheduling committee in developing a systematic approach in the preparation of invigilation schedules that can capture the lecturers’ preference online. With this in mind, the committee creates a centralized database for collecting information, and identifies suitable software systems which facilitates the data processing process and supports the ISS on-line. Thus, the examination invigilation schedules can be optimized based on the preferences of lecturers and the constraints faced. The development of this system is significant as it is capable of minimizing the involvement and time spent by the committee on the preparation of invigilation schedules. Besides, it ensures consistency, reliability and continuity in the invigilation schedules produced in future semesters. The management of Sarawak through the Examination Unit in the Academic Administration Office will then be able to have full control over the final examination. The lecturers’ preferences will be optimized with the constraints controlled, and the number of alterations made at the Examination Operation Room to the final list of invigilators will be greatly reduced



Design and Implementation Academic Staff Exams Invigilation System processes is very necessary for every academic environment, hence are handled in a manual way which pose the following problems: -