Purpose

To record the availability of Exam Venues

This form is used to record the availability of Exam Venues for sessions within a specified Examination Period. Institutions typically correspond with Exam Location Coordinators to determine the availability of venues within one or more Examination Periods.

Usage of this form differs according to the method of entry:

• When the form is entered from a menu, the form is used to make venues available to sessions within the selected Examination Period.
• When entered via the Venue Session Availability button in the Maintain Venues form (ASSF4200), the form is used to attach sessions to a particular venue (entered in context) within the selected Examination Period.

This form may also be used to de-select venues that are unavailable. Many institutions will assume, as a starting point, that all open venues are available for every session within an Examination Period, unless otherwise advised that specific venues are unavailable for one or more sessions. If this method is used, the job Default Exam Venue Session Availability (ASSJ4212) may first be run to create availability records for every open venue for every session within an Examination Period. Alternatively, the Default Sessions facility in this form may be used to create availability records for individual venues for every session. If then advised that specific venues are unavailable for any sessions, the relevant availability records are then deleted from this form.

Information recorded in this form is used within the Timetabling Subsystem. It will only attempt to allocate student exams to venues identified as available in a particular session.

For further information on the use of Exam Venues, refer to Managing Examination Details in Assessments for the Subsystem Specialist.

The Examination Period block contains:

• Calendar Type
• Description
• Start Date
• End
• Calendar Status

The Venue block contains:

• Location Code
• Description
• Venue Code
• Seats
• Description

The Exam Venue Session Availability block contains:

• Date Alias
• Session Date
• Start Time
• End Time
• Session Number
• Venue Code
• Location Code
• Seats
• Comments

  Button

• Default Sessions

When entering this form from a menu:

Venu (2nd block)

• Perform query to retrieve the Examination Period(s) in which venues will be attached to Exam Sessions. This will display all sessions for all Venues.
• Perform a query in the Venue block to limit the display to
• all sessions in all venues within a location using the Exam Location code; or
• All sessions within a particular Venue using the Venue code.
  

Exam Venue Session Availability (3rd block)

• When adding a Venue to the Exam Session and the Venue has not been queried, in the Exam Venue Session Availability block:
• Select an Exam Session from the Date Alias LOV.
• Select the Venue code for the venue available in this Exam Session.
• When adding a Venue to an Exam Session and a query has limited the sessions to a particular venue, in the Exam Venue Session Availability block:
• Select an Exam Session from the Date Alias LOV.
• The Venue code is defaulted to the particular venue code and the parent exam Location is displayed upon leaving or saving the record.
• To return to the display of all venues for all sessions. In the Venue block:
• Enter Query Mode to clear the Venue block.
• Cancel query to display all session venues.

Rules/Notes:

Unable to select the same Exam Session with the same exam venue twice.

A warning is displayed when adding availabilities to a closed venue. Venue management is in the Maintain Venues form (ASSF4200).

When entering this form via the Venue Session Availability navigation button in Maintain Venue (ASSF4200):

Examination Period (1st block)

• The Venue block displays the venue in context from ASSF4200.
• Perform a query in the Examination Period block to retrieve the examination period(s) in which the Venue will be attached to Exam Sessions. This will display all sessions with which the Venue has been previously associated.
• When adding the Venue to an Exam Session within the Examination Period, in the Exam Venue Session Availability block:
• Select an Exam Session from the Date Alias LOV.
• The Venue code is defaulted to the context venue's and the exam Location is displayed upon leaving or saving the record.

To view Exam Sessions for another venue, close this form to return to ASSF4200 in order to query another venue code.

Rules/Notes:

Unable to select the same Exam Session with the same exam Venue twice.

A warning is displayed when adding availabilities to a closed Venue. Venue management is in the Maintain Venues form (ASSF4200).

The Default Sessions button

This button is used to allocate a particular Venue to all sessions within an Examination Period.

Rules/Notes:

The Default Sessions button is not accessible where:

• The Examination Period is not specified
• There are no Exam Sessions for the Examination Period
• The Venue code is Closed
• There are already sessions attached