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ASSF4630 - Allocate Supervisors To Venue

Purpose

To allow the Allocation of Exam Supervisors to Exam Venues within Exam Sessions
Subsystem Assessments
Normally Run By Administration Specialist
Anticipated Frequency As required
Structure Blocks Examination Period
Exam Session Venue
Examination Session Venue Supervisor/Examination Instance Supervisor
Buttons Default Supervisor (overlay)
Default Off Campus Supervisor (overlay)
Exam Venue Supervisor (overlay at bottom block)
Exam Instance Supervisor (overlay at bottom block)

 

This form is used to allocate Supervisors to Venues within Exam Sessions. The allocation of Supervisors can only be undertaken after the final timetable has been produced and loaded into Callista from the Timetabling Subsystem.

Supervisors are allocated to either:

  • A particular session at a particular Venue; or
  • One or more examinations during a session at a Venue.

Each Supervisor has a pre-defined Supervisor Type, which may or may not be flagged as 'in charge'. Supervisor Types are created and maintained in the Maintain Examination Supervisor Types form (ASSF0150).

More than one 'in charge' Supervisor can be allocated to a Venue/Exam where this role is shared between Supervisors.

A Supervisor can be automatically allocated to either:

  • All sessions at a Venue within an Exam Period; or
  • All exam instance at a Venue within an Exam Period.

 

The Examination Period block contains:

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

    Buttons

    • Default Supervisor (overlay)
      • Person ID
      • Examination Instance check box
      • Examination Venue check box
      • Ignore Warnings check box
      • Supervisor Type
      • In Charge check box
      • Venue Code
      • OK/Cancel buttons
    • Default Off Campus Supervisor (overlay)
      • Examination Instance check box
      • Examination Venue check box
      • Ignore Warnings check box
      • OK/Cancel buttons

The Exam Session Venue block contains:

  • Session date
  • Start Date
  • End Date
  • Session Number
  • Exam Location Code
  • Venue Code
  • Description

    Buttons

    • Exam Venue Supervisor (overlay - changes bottom block)
      • Person ID
      • Name
      • Supervisor Type
      • In Charge check box
      • Supervisor Type Description
      • Override Start Time
      • Override End Time
    • Exam Instance Supervisor (overlay - changes bottom block)
      • Person ID
      • Name
      • Supervisor Type
      • In Charge check box
      • Supervisor Type Description
      • Assessment ID
      • Decription
      • Override Start Time
      • Override End Time
  

Examination Period

Perform a query to retrieve the Calendar Type to the Examination Period(s) for which Supervisors are to be allocated.

  

Exam Session Venue

All Exam Session Venues for the context Examination Period are retrieved. To view them, select the Session Date field and scroll through the records.

Queries can be performed to refine the data displayed in the block. In Query mode:

  • Enter details in one or more fields. Queryable fields are Session Date, Session Number, Exam Location Code and Venue code.
  • Execute query.
 

Examination Session Venue Supervisor

Within this block, Exam Supervisors are allocated to a particular Exam Session Venue.

  • Insert Person ID or select a Supervisor from the LOV.
  • The Supervisor's default Supervisor Type is inherited from their normal Supervisor Type but can be overridden for the session Venue.
  • The In Charge check box shows whether or not the Supervisor is 'in charge'. This defaults according to the Supervisor Type.
  • The Override Start Time and Override End Time fields are used to indicate the Supervisor's attendance time at the Exam Session Venue. The Supervisor's Start and End Times are inherited from the session Start and End Times, unless Override Start and End Times are recorded. This can be used to limit Supervisors to attendance for only part of a session if standard Start and End Times do not apply.

Rules/Notes:

The number of Supervisors assigned to the Exam Session Venue is validated by the Supervisor limit in Maintain Venues (ASSF4200).

Warnings are displayed where the Supervisor is assigned to a session and:

  • The Venue is not within their recorded Exam Location
  • The Supervisor is allocated to another location on the same day
  • The Supervisor is already allocated to supervise at a different Venue within the session
  • The person does not have a Supervisor Type of 'in charge'
  • An in-charge Supervisor has already been nominated for the Venue Session
  • The person is an active student
  • The person is not a staff member
  • The Supervisor limit for the Venue has been exceeded

An error validation is displayed where a Supervisor is assigned with a Closed exam Supervisor Type.

Exam Instance Supervisor

Within this block, Exam Supervisors can be allocated to one or more particular exam within the session Venue.

  • Insert Person ID or select a Supervisor from the LOV.
  • The default Supervisor Type is inherited from their normal Supervisor Type but can be overridden for the session Venue.
  • The In Charge check box shows whether or not the Supervisor is 'in charge'. This defaults according to the Supervisor Type.
  • Select the Assessment ID for the Exam Session Venue. This is the particular exam to which the Supervisor is being allocated.
  • The Override Start Time and Override End Time fields are used to limit the Supervisors Attendance Time at the Exam Session Venue. The Supervisor's Start and End Times are inherited from the session Start and End Times, unless Override Start and End Times are recorded. This can be used to limit Supervisors to attendance for only part of the Exam Session if standard Start and End Times do not apply.

Rules/Notes:

The number of Supervisors assigned to the Exam Session Venue is validated by the Supervisor limit in Maintain Venues (ASSF4200).

Warnings are displayed where the Supervisor is assigned to a session and:

  • The Venue is not within their recorded Exam Location
  • The Supervisor is allocated to another location on the same day
  • The Supervisor is already allocated to supervise at a different Venue within the session
  • The person does not have a Supervisor Type of 'in charge'
  • An in-charge Supervisor has already been nominated for the Venue session
  • The person is an active student
  • The person is not a staff member
  • The Supervisor limit for the Venue has been exceeded

An error validation is displayed where a Supervisor is assigned with a Closed exam Supervisor Type.

Default Supervisor overlay

This overlay is used to allocate a Supervisor to all Exam Sessions held at a particular Venue.

  • Insert Person ID or select from LOV.
  • Select either the Examination Instance or Examination Venue check box.
    • The Examination Instance check box, when selected, causes the Supervisor to be allocated to all Examination Instances for all sessions at the Venue. If the Supervisor should not be allocated to all Examination Instances, delete those that aren't applicable after running the default process.
    • The Examination Venue check box, when selected, causes the Supervisor to be allocated to all Exam Sessions at the Venue. If the Supervisor should not be allocated to all Exam Sessions, delete those that aren't applicable after running the default process.
  • The Ignore Warnings check box, when selected, suppresses any warning messages and ignores failed validations.
    For example, if the specified Venue is not associated with the Supervisor's nominated Exam Location/s, the process will ignore the warning validation and allocate the Supervisor to the Venue. A general warning message is displayed to indicate if any warning validations were encountered during the process. These must be resolved after the defaulting process has run.
  • Optionally set the Supervisor Type. The In Charge check box shows whether or not the Supervisor is 'in charge'. This defaults according to the Supervisor Type chosen. If it is not selected, the Supervisor's 'pre-defined' Supervisor Type is used.
  • Select the Venue Code to which the Supervisor is to be defaulted.
  • Select OK to run the defaulting process and return to the main form.

Rules/Notes:

The number of Supervisors assigned to the Exam Session Venue is validated by the Supervisor limit in Maintain Venues (ASSF4200).

Warnings are displayed where the Supervisor is assigned to a session and:

  • The Venue is not within their recorded Exam Location
  • The Supervisor is allocated to another location on the same day
  • The Supervisor is already allocated to supervise at a different Venue within the session
  • The person does not have a Supervisor Type of 'in charge'
  • An in-charge Supervisor has already been nominated for the Venue session
  • The person is an active student
  • The person is not a staff member
  • The Supervisor limit for the Venue has been exceeded

An error validation is displayed where a Supervisor is assigned with a Closed Exam Supervisor Type.

Default Off-Campus Supervisors overlay

This overlay is used to allocate off-campus Supervisors to Exam Session Venues that match the Supervisors' Location Code. An off campus Supervisor is one whose recorded Exam Location is not a sub-location of a CAMPUS location.

  • Select either the Examination Instance or Examination Venue check box.
    • The Examination Instance check box, when selected, causes all off campus Supervisors to be allocated to all Examination Instances for all sessions at the Venues. If a Supervisor should not be allocated to all Examination Instances, delete those that aren't applicable after running the default process.
    • The Examination Venue check box, when selected, causes all off campus Supervisors belonging to this location to default to all Exam Sessions at the Venue. If a Supervisor should not be allocated to all Exam Sessions, delete those that aren't applicable after running the default process.
  • The Ignore Warnings check box, when selected, suppresses any warning messages during the Supervisor defaulting process and ignores failed validations.
    For example, if the Venue Supervisor limit would be exceeded by allocating all Supervisors, the process will still allocate all Supervisors and exceed the limit. A general warning message is displayed to indicate if any warning validations were encountered during the process. These must be resolved after the defaulting process has run
  • Select OK to run the defaulting process and return to the main form.

Rules/Notes:

Venues with a parent Exam Location linked to an owning location of 'system location type' CAMPUS, are on campus Venues. Venues linked to any other type of location are off campus Venues.

Warnings are displayed where the Supervisor is assigned to a session and:

  • The Venue is not within their recorded Exam Location
  • The Supervisor is allocated to another location on the same day
  • The Supervisor is already allocated to supervise at a different Venue within the session
  • The person does not have a Supervisor Type of 'in charge'
  • An in-charge Supervisor has already been nominated for the Venue session
  • The person is an active student
  • The person is not a staff member
  • The Supervisor limit for the Venue has been exceeded

An error validation is displayed where a Supervisor is assigned with a Closed exam Supervisor Type.

 

Last Modified on 23 February, 2004