Established as a University in 2000, Auckland University of Technology is the second largest university in New Zealand. In 2016 they held 2,100 exam sessions with 64,000 exams sat, in total 171 rooms were included in the exam pool.
An effective examinations invigilation process is a vital part of every academic institution. It ensures that exams are conducted in accordance with regulatory requirements. Invigilation is part of a wider exams management process: separate from – but integral to – the scheduling of exams.
AUT has around 180 exam invigilators on its books. Between them, they observe more than 30,000 students sitting some 1,000 exams every semester. Just like any other staff member or student, each invigilator has restrictions and preferences around their availability.
Prior to deploying the Invigilator Rostering module in Exam Management System (EMS), the scheduling team at AUT would simply email their invigilators, asking them to reply with their availability for upcoming exams sessions. The would then manually enter individual invigilator’s availability into Exam Scheduler (ES) – a very time-consuming process and prone to errors.