University of Johannesburg

University of Johannesburg Streamlines Exam Scheduling and Enhances Efficiency with Celcat

The University of Johannesburg, a large Public Higher Educational Institution in South Africa with a student population of almost 55,000, spread over four campuses, faced substantial challenges in managing its complex exam scheduling process. Manually allocating venues and ensuring clash-free timetables was resource-intensive and prone to errors. The University of Johannesburg implemented Celcat’s exam scheduling software to address these issues, resulting in improved efficiency, reduced workload, and enhanced overall exam management.

From Manual Processes to Streamlined Automation

Before implementing Celcat, the University of Johannesburg’s exam scheduling was a difficult and time-consuming process. They described the manual venue allocation as taking “three solid weeks per campus.” This involved numerous staff members manually moving and changing allocations, leading to inefficiencies and potential errors.

Additionally, managing the diverse needs of a variety of learning courses posed a significant challenge. The existing master timetable couldn’t accommodate the flexibility required for other course types, resulting in scheduling conflicts and difficulties maintaining a clash-free timetable.

Implementing Celcat Exam Scheduling

The University of Johannesburg has adopted Celcat’s exam scheduling software, phased in from 2016, to ensure a smooth transition. The University of Johannesburg’s official exam timetable is re-optimised from a “zero-base” – using the current year’s student numbers per module combination, plus curriculum-based module combinations for new academic programmes – every three years. Key features that proved invaluable included:

• Automated Scheduling: The software automated the scheduling process, significantly reducing the time and effort required for venue allocation.
• Tagging Functionality: They utilised the tagging feature to efficiently categorise and allocate venues based on specific requirements. This streamlined the process and ensured accurate allocation.
• Constraint Management: The ability to soften constraints allowed for flexible scheduling while minimising conflicts, ensuring a fair and efficient exam process.
• Integration with Timetabling: The full integration of exam scheduling with Celcat’s timetabling system provided a unified platform for managing all scheduling needs.
• Data Import and Export: The software’s ability to import and export data via CSV files streamlined data entry and ensured accurate information flow.
• Reporting Tools: The reporting features provided valuable insights into exam scheduling, enabling the institution to track progress and identify potential issues. The University of Johannesburg had requested the development of the Exam Paper Spread Report to track the optimisation efficiency which had been added to the standard system in 2016.

Enhanced Efficiency and Improved Exam Management

The implementation of Celcat exam scheduling software provided significant benefits for the University of Johannesburg:

• The automated scheduling process dramatically reduced venue allocation time. A process previously taking three weeks per campus is now managed by a single staff member, who schedules exams for almost 55,000 students across six annual exam periods and multiple campuses, all without scheduling conflicts.
• Automation and efficient tagging functionality led to a more streamlined and accurate scheduling process.
• The use of artificial students and robust constraint management significantly reduced scheduling conflicts.
• Detailed reports provided valuable insights into exam scheduling, enabling data-driven decision-making.
• The optimisation features helped maximise exam paper spread per student and optimise room utilisation.
• The integration with the timetabling system created an easy-to-use database that provided greater overall visibility.

Key Takeaways

• Celcat’s exam scheduling software significantly improved the University of Johannesburg’s exam management process, resulting in increased efficiency and reduced workload.
• The software’s flexibility and robust features enabled the University of Johannesburg to accommodate the diverse needs of its student population.
• Effective integration with other systems and reporting capabilities provided a comprehensive solution for exam scheduling and analysis.

“By implementing Celcat’s exam scheduling software, the University of Johannesburg transformed its exam management process, achieving greater efficiency and ensuring a fair and streamlined experience for its students and staff”, says Ms Gerda Language, Supervisor for the Examination Timetables at the University of Johannesburg.