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Setting a Final Exam Schedule

 Concept: The Final Exam Scheduling Utility Streamlines Data Entry and Automates Repetitive Scheduling 
At some point after a term has been published in EMS Academic Planning, you must schedule the final exams for the term. EMS Academic Planning helps you automate the final exam scheduling process by using final exam schedule templates that you can use each term to enter the entire schedule. You create a final exam schedule template based on all your current course schedule patterns (for example, MWF 9am-9:50am, TR 1pm-2:20pm, and so on), and their corresponding final exam days and times. In addition to creating a template, you have the flexibility to define common exams that recur every term, set unique final exam schedules for specific courses, set the same final exam for multiple courses, and/or exclude certain courses from the final exam scheduling process.

Tip: Unless otherwise specified in Final Exam Settings, EMS Academic Planning attempts to schedule the final exam for a course in the same room that the course has been using for the term. The final exam session publishing process adds the final exam as a separate booking in the course's reservation series

Creating a Final Exam Schedule Template

1. On the EMS Academic Planning menu bar, click Academic Planning > Courses > Final Exam Schedule Templates. The Final Exam Schedule Templates window opens. This window lists all the final exam schedule templates that are currently configured in your EMS database.

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2. Click New. The Final Exam Schedule Template dialog box opens. The Final Exam Schedule Template tab is the active tab.

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3. In the Description field, enter a name or description for the final exam schedule template, for example, Fall Finals. The description can be a maximum of 50 characters, including spaces.

4. Open the Schedule tab.

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5. Continue to one of the following procedures to create a list of unique course schedule patterns.

Creating a Final Exam Schedule Template "From Scratch"

  1. From the Schedule tab, click New
  2. Enter the information for a unique course schedule pattern and the corresponding final exam day and time, and then click OK. The Final Exam Schedule Days dialog box closes. You return to the Schedule tab with the pattern displayed on the tab. Final Exam Schedule Days dialog box (shown with information for a final exam schedule)
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  3. Repeat this procedure as many times as needed to create a final exam schedule template for each unique course schedule pattern in the term.
  4. Click OK to close the dialog box and return to the Final Exam Schedule Templates window, where you will see the newly configured final exam schedule template automatically selected. If any meeting patterns are left without a corresponding final exam time, then courses that fit that meeting pattern in the term will not have a final exam scheduled for them.

Importing a Term to Create a Final Exam Schedule Template

1. Click Import, and on the dropdown list that opens, select Term. The Term Picker dialog box opens, listing the terms currently configured in your EMS database.

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2. Select your Domain and Term for which you are creating the final exam schedule template, and then click OK. EMS Academic Planning scans the term and identifies unique meeting patterns to begin the template building process. After the import is complete, a message opens indicating this.

3. Click OK to close the message and return to the Schedule tab, which shows the imported patterns on the Schedule tab.

4. Select an individual pattern, or CTRL-click to select multiple patterns, and then click Edit to open the Final Exam Schedule Days dialog box and assign the final exam day of the week and the final exam start and end times.

5. Click OK to close the Final Exam Schedule Days dialog box and return to the Schedule tab.

6. Click OK to close the Final Exam Schedule Template dialog box and return to the Final Exam Schedule Templates window with the newly configured final exam schedule template automatically selected. If any meeting patterns are left without a corresponding final exam time, then courses that fit that meeting pattern in the term will not have a final exam scheduled for them.

Importing a File to Create a Final Exam Schedule Template

You can import your course schedule patterns from a tab-delimited text file. 

Tip: See Also: Import File Specifications in the EMS Setup Guide for a table that details the Course Schedule Patterns import file specifications.

Course Schedule Patterns import file format

 

1. Click Import, and then on the dropdown list that opens, click File. The Open File dialog box opens.

2. Browse to and select the import file, and then click Open. The Open dialog box closes and the course schedule patterns are imported. After the import is complete, a message opens indicating this.

3. Click OK to close the message and return to the Schedule tab. The imported patterns are displayed on the Schedule tab.

4. Select an individual pattern, or CTRL-click to select multiple patterns, and then click Edit to open the Final Exam Schedule Days dialog box and assign the final exam day of the week and the final exam start and end times.

5. Click OK to close the Final Exam Schedule Days dialog box and return to the Schedule tab.

6. Click OK to close the dialog box. You return to the Final Exam Schedule Templates window with the newly configured final exam schedule template automatically selected.

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If any meeting patterns are left without a corresponding final exam time, then courses that fit that meeting pattern in the term will not have a final exam scheduled for them.

Setting a Unique Final Exam Schedule For a Specific Course

1. Open the specific course in the Course Navigator through either the Academic Browser, the Academic Book, or the Navigator.

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2. In the middle pane of the Navigator, select a course date record, and then click Edit. The Course Dates dialog box opens. The Course Dates tab is the active tab.

3. Open the Final Exam Settings tab.

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Tip: Typically, courses with multiple course dates, lab components, or short-term courses are marked as “No Exam Required.”

4. Do any of the following:

• If a final exam is not required for the course, then clear the Final Exam Required option, and go to Step 5.

• If the course is having a final exam at a day/time other than what is specified by the template, select Special/Common Exam, and then enter the date, and start and end times for the special/common exam.

• Optionally, if you would like the seat fill percentage to be a different value than the default value, update the seat fill percentage for the exam.

• If the exam is to take place in a different room (not the same room that the course has been using all semester), click the Search icon emsum_EMSCampus_image075.png next to Room Required to open the Room Selector dialog box and select a different room for the exam.

• If the exam is to take place in the same room that the course has been using all semester, then select Require Current Room. During publishing of the final exam session, if the same room is unavailable, EMS Academic Planning leaves the course unassigned for a manual search.

5. Optionally, in the Notes field, enter any information that is pertinent to the course or final exam.

6. Click OK. The Course Dates dialog box closes. You return to the Course Navigator with the course date still selected.

Specifying Final Exam Settings For Multiple Courses

1. On the EMS Academic Planning menu bar, click Academic Planning > Courses > Academic Browser. The Academic Browser opens.

2. If needed, open the Filter tab.

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3. On the Domain dropdown list, select the appropriate domain and on the Term dropdown list, select the appropriate term.

4. Set any other criteria (academic unit, subject, and so on) as needed to provide assistance in locating the courses for which you want to set preferences and requirements, and then click Get Data. The courses that meet your search criteria are displayed on the Results tab.  For detailed information about searching with the Academic Browser, See Also: Searching with the Academic Browser.

5. In the search results, CTRL-click to select the multiple courses for which you are setting the final exam schedule.

6. On the Tools menu, click Set Final Exam Settings. The Set Course Final Exam Settings dialog opens.

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7. Do one of the following:

• If a final exam is not required for the courses, then select Final Exam Not Required, and then go to Step 8.

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Typically, courses with multiple course dates, lab components, or short-term courses are marked as “No Exam Required.”

• If the courses are having their final exams at a day/time other than what is specified by the template (see Creating a final exam schedule template), select Special/Common Exam, and then enter the date, and start and end times for the special/common exam.

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All the selected courses will meet at the date/time specified

• If the final exams for all the selected courses are to be in the same room, then select Common Exam Room.

• If the exam/exams are to take place in a different room (not the same rooms that the courses have been using all semester), click the Search icon emsum_EMSCampus_image075.png next to Room Required to open the Room Selector dialog box and select a different room for the exams. All courses will meet in this room for the final exams.

• If the exams are to take place in the same rooms that the courses have been using all semester, then select Require Current Room.

Tip: If no room is requested, or Require Current Room is selected, then each course will have the final exam in its own room. During publishing of the final exam session, if the same room is unavailable, EMS leaves the course unassigned for a manual search.

8. If you want the seat fill percentage to be a different value than the default value, update the seat fill percentage for the exam. You also enter any information that is pertinent to the course or final exam in the Notes field.

9. Click OK. The Related Courses Dates dialog box opens. This dialog box lists all the courses that you selected on the Results tab of the Academic Browser.

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10. Select the courses to which the final exam settings are to be applied, or click Select All to select all the courses in a single step, and then click OK. A message opens indicating that any final exam settings that exist for the selected courses will be overwritten, and asking you if it is OK to continue.

11. Click Yes. A second message opens indicating that the final exam settings were successfully set.

12. Click OK to close the second message and the Related Course Dates dialog box. You return to the Results tab of the Academic Browser, with the courses still selected on the tab.