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Ver - 1.1
EXAMINATION MANAGEMENT SYSTEM (EMS) - DOC
ABOUT EMS
The Examination Management System is online centralized Software for Registration of Students in
various Departments of University of Jammu. It enables the users to enter the data from remote
location and facilitates the enrolment.
The Examination Management System is also a utilitarian online tool which enables the user to enter
student awards error free.

REQUIREMENTS FOR INSTALLATION


Processor : P-IV or above
RAM : 512 MB or above
Operating System : Preferably Windows Vista but shall also work with
Windows XP SP-2
Monitor : Digital CRT/TFT (15” or larger)
Optical Drive : 52x CD/DVD ROM Drive
Network : Connectivity with University campus.

HOW TO INSTALL
The following steps are to be followed to install Examination Management System to the system.
1. Open internet explorer and type http://192.170.6.195/trycab1/publish.htm in the address
bar. The following screen shall appear:

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2. Click on the install button encircled at “1” and follow the instructions as provided by the
system. It will install the required software on the machine.
3. Then click on the link launch encircled at “2” highlighted in blue colour & underlined.
4. It will install EMS on the machine.

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WHAT’S NEW?
EMS Ver 1.1 includes the Locking process of Examination forms at the Entry level.

HOW TO USE EMS?


For using the EMS you will have to follow the below mentioned steps:
Click on Start Menu Programs Computer Centre University of Jammu
Then Click Examination Management System and the following screen will appear :

Here the user name and


the password is to be
typed

The user is required to enter the Username and Password as provided by the Administrator.
Various menu options shall get highlighted as shown in the following screen. These menu items are
subjected to the permission of the Administrator and only those items are being highlighted which
are essentially required by the user.

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The other menu items are


File Menu shown here like Student,
Student,
Examination,
Examination, Reports,
Reports,
Settings and Help

INSTRUCTIONS FOR THE DEPARTMENTAL USE:


The user is required to start the process, which include two parts i.e. creating profiles of the students
and enrollment of the students in different semesters.

CREATING STUDENT PROFILES:


The profiles of students are initially to be created in 1st semester or at the beginning of
the course and are not needed to be re-entered again in rest of the semesters. The profiles only
captures the Students’ Particulars needed by the University for printing different types of reports
required by the university & other bodies.

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Note: - If a student is already a student of University of Jammu viz. he/she is already
allotted a Registration Number by the Registration Section of the University and its profile is created
in this database then there is no need of creating the profile. But, in case of a fresh student seeking
admission in University of Jammu, the system will automatically assign a Registration Number to
the candidate and the user is required to leave the column as it is.

STEPS FOR CREATING STUDENT PROFILES

Steps:
Click on Student menu Student Profile Add
The following screen shall appear

Search student through his


Roll.No.

Search through Reg. No Here the department or


college name is to be selected
along with the current
Search through student’s session for admission.
name or his father’s name

Add New Student


In student profile the user needs to store the information of the students like Personal
Information, Registration Details, Previous Qualification Details, Migration Details, Address, etc.

1. To search a particular record of the student, select the appropriate college, session.
Roll no., Registration no., Name, Father’s Name etc. and click Search button (This
condition is applicable only if the student’s profile already exists).
2. To add a particular record of the student, select the appropriate college and session
and click Add button. The following information will appear after clicking the Add
Button.

a) Tab - “Particular”

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Profile details are to
be entered here

In the above window, the user needs to enter the profiles and particulars of the fresh students who
are to be enrolled later in a particular semester. The details of the students’ profile include student’s
Name, Father’s name, Date of Birth, Address, Gender, Religion Caste, Nationality, etc. And after
putting in the requisite information.
b) Tab - “Registration No.” (if applicable)

Receipt details

This tab allows the user to furnish information about the registration receipt details while
registration of a student and also mention the amount and date of receipt.
For this, the user requires to follow the following steps:

Furnish details in Regn Receipt, Receipt Date and Amount columns.

c) Tab - “Previous Qualification”

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Note: Use this if the candidate is entered afresh.

Result details and


division

Roll. No. of the


course
Year of Passing University/Board
name
Previous course
details.

The user is required to furnish details abut the students’ previous qualifications. The information
required includes:
i. Previous Course
ii. Roll No.
iii. Year of Passing
iv. Board/University details
v. Result
vi. Marks obtained
vii. Maximum Marks
viii. Division

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d) Tab - “Migration Details”
Note: Use this if the candidate is entered afresh.

Add Button

Migration Details tab allows the user to enter the migration details of those candidates who have
migrated from any other University and seeking admission in University of Jammu. The details to be
furnished include:
i. Migration No.
ii. Date of issuance of Migration No.
iii. University/Board Name
iv. Remarks
v. Objections
After entering all the details (which ever applicable) like student particulars, Registration receipt
details, Previous qualification details and Migration details, click the Add button to complete the
process.

Modify Student Profile:


If the user wants to modify the existing record created by him, then Click on Student menu
Student Profile Modify and select the criteria and select the candidate to be modified after
clicking the Modify button.

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STUDENTS’ ENROLLMENT:
The student enrollment is a repetitive process for every semester. The user is required to
enroll the students as per their appearance i.e. either as Regular/Private, Exam details, Admission
Category, Medium, etc.
Enrollment is the process by which the user selects the courses, the student has opted for. The
screen shall provide the courses according to the syllabus notified. All the compulsory papers shall
be disabled indicating that these have to be allotted to the students whereas depending upon the
syllabus, optional papers shall be selected by user depending upon the courses opted by the student.

STEPS INVOLVING STUDENTS’ ENROLLMENT

Steps:
Click on Student menu Enrollment Add
The following screen shall appear:
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1. Select the Session in which student is to be enrolled.


2. Select the faculty under which the course is enrolled.
3. Select the type of course level.
4. Select the subject.
5. Select the Examination e.g. July-August-09 i.e. Exam to be held in the month of July-
August-09. (To be created by Computer Section at the start of every semester)
6. Select the course under which student is to be enrolled.
7. Select the semester/part.
8. Click the search button to lock these details.
9. Click the select schedule in case you want to change any of the option.
10. & 11. Select the District/College
12. Select the student type.
13. Select the Medium.
14. Select the Admission category.
15. Enter the date of Admission in the format of dd/mm/yyyy.

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16. Enter the Reg No. in case the student is getting enrolled to a course for first time
and for subsequent semester, the user can provide a Reg.No./Roll. No.
17. Search the candidate with requisite Reg No/Roll No as entered at 16.
18. Check the Particular, if found correct then click Add Subjects.
A new screen shall be displayed with all the courses/papers as notified in the syllabus.

Select the Course/Paper as per syllabus & click Add Enrollment to process the enrollment.

Optional Papers
Add Enrollment to
finish the process

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TABULATION OF MARKS

Tabulation of Marks is a dual process of data entry at user level which enables the users to
enter, modify, view and verify marks from remote location (computer).

Steps for adding marks:

Click on Examination menu Tabulation of Marks Add

The following screen shall appear:

The above shown screen will be required to put-in the requisite information about:
• Faculty
• Course Level (UG, PG, M.Phil. etc)
• Subject
• Schedule
• Course
• Part (Semester)
• Paper
• Paper Type (External/Internal)
• College Name
• Group

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After selecting the information required, press Enter Marks button to proceed further for entry of
marks. After pressing the Enter Marks Button the following screen shall appear:

Execute button Select Syllabus

List of Roll No. shall be displayed according to the Enrollment already done.

The user is required to enter marks according to their corresponding Roll. No. for selected paper.
After finishing the respective entry of marks, the user shall press Execute button to proceed further.
The same process is repeated for all the papers for which Internal Assessment marks are needed for
theory & practical.

Steps for Modifying marks:

Click on Examination menu Tabulation of Marks Modify

The following screen shall appear where the user required putting in information regarding the paper
for which the marks are to be modified:

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Enter Marks
Button

After giving the information regarding the paper whose marks are to be modified, select Enter
Marks button to proceed further. The following screen shall appear:

Execute button

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Here the user can alter the already entered marks and modify them after pressing Execute
button to finish the process for selected paper. The user can select the other paper in the same way
by pressing Select Syllabus button.

Verification of marks:

Verification of marks is the process by which user finalizes the entry of marks indicating that
no further modification will be possible and the user can take a final printout to be sent to the
Evaluation section for processing.
After verification of marks, a locking No. shall be displayed on the printing of marks which
otherwise is not available. Users are requested to sent the printout of the Award Rolls dully signed
by the teacher In-charge and other formalities are taken care of earlier.

REPORTS

1. REGISTRATION RETURN
Click on Reports menu Examination Registration Return Registration Return List

The following screen shall appear:

Add Button

Here the user is required to select the schedule details like Faculty, Course, Subject and Schedule.
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After this, the user has to Enter Course Details like Course and Part/Semester and then press
Add button and then Execute Button. The report for the selected Schedule of students shall appear
on the screen and the user can print a copy of it & also can save it in different formats like .pdf, .doc,
etc.

2. EXAMINATION FORM LIST

Click on Reports menu Examination Examination Form Examination Form List

The following screen shall appear:

Add Button

Here the user is required to select the schedule details like Faculty, Course, Subject and
Schedule.

After this, the user has to Enter Course Details like Course and Part/Semester and then press
Add button and then Execute Button. The report for the selected Schedule of students shall appear
on the screen and the user can print a copy of it & also can save it in different formats like .pdf, .doc,
etc.
Before sending the RR (if applicable) & Examination form List to the respective
Examination Sections, the user has to lock the examination form indicating that there is no
further enrollment.

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Procedure for Locking the Examination Forms

Search Button

Locking Date

The above shown screen will be required to put-in the requisite information about:
• Faculty
• Course Level (UG, PG, M.Phil. etc)
• Subject
• Schedule
• Course
• Part (Semester)

After putting in the requisite information, Click on Search Button for proceeding further. Then
Check the Check box “Lock Examination Form for above Schedule”. For finishing the process put
the current date and press Add button for finishing the process.

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3. AWARD ROLLS

Click on Reports menu Examination Tabulation Tabulation of marks

The following window shall appear:

The above shown screen will be required to put-in the requisite information about:
• Faculty
• Course Level (UG, PG, M.Phil. etc)
• Subject
• Schedule
• Course
• Part (Semester)
• Paper
• Paper Type (External/Internal)
• College Name
• Group
Note: The user has to select the Group according to the strength of the students. If the students
exceed the number above 200, then the user has to select item “2” from the Group and if the student
strength is more than 400, the user shall select item “3” from the group and so on.

After giving the required details, click on Print Report button to print the report pertaining Award
Rolls.

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