You are preparing the end-of-term exam schedule and, before you announce it, you want to be sure that each class sits one exam per period, that each committee has room for the class sitting in it and is not booked for two classes at once, that each invigilator is in one committee only per period, and that invigilation is spread across the staff without exhausting anyone. The free exam schedule sheet answers those questions from one record you type: the exams. The template and its page are in Arabic.
The problem it solves
In exam week three schedules overlap: subjects, committees and invigilators. You move a subject's date and it collides with another subject for the same class. You move a class to a smaller committee and it no longer fits. You assign an invigilator to two committees because the name appears in two distant rows. At the end of the week you find one invigilator had five sessions and another none. These mistakes are hard to see by eye on a long page, yet their effect is plain on the day.
How it works, step by step
- In Classes you write each class code, name and number of students.
- In Committees you write each committee code, name and number of seats.
- In Invigilators you write each invigilator with a code, a name and a maximum number of sessions.
- In Exams you write each exam as one row, choosing period, class, committee and invigilator from ready lists.
- The sheet writes each exam's status beside it and colors anything not clean red.
- You open Invigilators to see the spread, and Summary to see the exams in each day and period with their problems.
What each sheet does
- Exams: the main record. Beside each row sit the class size and committee seats, four flags (student clash, committee clash, invigilator clash, over capacity), then the number of problems and the status.
- Invigilators: each invigilator's sessions, what is left of their limit, and a status: within limit, over limit or none assigned.
- Committees and Classes: each committee's exams, double bookings and over-capacity count; each class's clashing exams.
- Summary: clean exams and each kind of clash, the highest and lowest invigilation counts and the gap between them, and a table of days whose dates you type to see each period's exams.
Why it matters
An exam schedule touches students and parents at a sensitive time, and correcting a mistake after the announcement is embarrassing and costly. Finding it while you type means changing one row. And spreading invigilation by number protects you from complaints: this is your count and this is your limit, and you can see for yourself who needs relief and who can take more.
A quick walk-through with the sample sheet
The numbers below come from the sample sheet, not from real statistics. It has three classes, four committees, seven invigilators and 21 exams over five days, seven of them with a problem. On 21 December, "First year B" sits maths and computing in the same first period, so the sheet writes "student clash". On 22 December "First year A" (32 students) sits in committee 3, which seats thirty, so it writes "over capacity". On 23 December committee 1 is booked for two classes in the second period, so "committee clash". On 24 December invigilator Wael appears in two committees, so "invigilator clash".
In Invigilators, three are over their limit, the busiest with five sessions against a limit of three, and one has no sessions at all. The gap between the highest and lowest count is five, and that is what you adjust before you announce.
The online version
The same schedule works online: it opens on the ready example, you change any cell and see the result at once, add an exam from a form instead of typing into the table, and import or export an .xlsx file. Your data stays in your browser and is not sent anywhere. Try it from the template page.
Who it suits
- Whoever runs exams at a school, institute or learning center.
- A principal who wants fair invigilation.
- Anyone preparing mid-year and final exams who edits the schedule several times before announcing it.
The sheet compares each row with its own committee's seats, so if two classes share a committee, check their combined size yourself. It does not assign exams or invigilators for you; it checks what you wrote. For the daily timetable there is the class timetable sheet, and for results the student grades sheet.