QPMS Administration
The QPMS (Question Paper Management System) Administration section provides the Administration Panel with institution-level oversight of the entire question paper lifecycle — from HOD allocation through teacher submission, HOD review, Exam Coordinator approval, and final paper locking. No physical copies, no risk of leaks.
⚙️ The Administration Panel has read/monitor access at all stages and direct action capability for paper review and locked paper management.
① Institute-Level Paper Review
The Administration team can review question papers at the institution level — seeing all papers across all departments regardless of their HOD approval status. This is used by the Principal or senior admin to do a final quality check before papers reach the Exam Cell.
Paper Review Dashboard
| Column | What it Shows |
|---|---|
| Paper Title | Subject name and exam type (Internal/External/Practical) |
| Department | Which department's HOD allocated this paper |
| Assigned Teacher | The teacher responsible for setting this paper |
| Deadline | Submission deadline — overdue papers highlighted in red |
| HOD Status | Pending / Approved / Rejected / Sent Back by HOD |
| Exam Cell Status | Pending / Locked by Exam Coordinator |
| Actions | View paper content, Download, Add admin note |
Filters Available
- Department Filter: View papers from one specific department
- Status Filter: Pending / HOD Approved / Locked / All
- Deadline Filter: Overdue only, upcoming deadline (within 3 days)
- Academic Year & Semester: View papers from past exam cycles for audit
② Locked Papers Archive
Once the Exam Coordinator locks a paper, it enters the Locked Papers Archive. Locked papers cannot be edited by anyone — including the original teacher, HOD, or Exam Coordinator. Only the Administration team can unlock a paper in exceptional circumstances.
Locked Paper Features
- View Locked Papers: Browse all finalized, locked papers with their complete submission history — who submitted, who reviewed, who locked, and at what timestamps.
- Download Locked Paper: The Administration team can download the final locked paper as a PDF for printing. Downloads are logged with the admin's name and timestamp for audit purposes.
- Unlock Paper (Emergency): In exceptional cases (e.g., critical error found in a paper after locking), the Administration can unlock a specific paper. This action requires a written reason and is permanently recorded in the audit log. After correction, the paper goes through the full review cycle again.
- Locked Paper Count by Department: A summary bar shows how many papers each department has submitted and locked — helps track exam cell readiness before exam dates.
⚠️ Security Note: Locked papers are stored with an integrity hash. If any file is tampered with outside the system, the hash check fails and the paper is flagged as potentially compromised — providing a digital seal of authenticity equivalent to a physical security seal.
③ Pending Paper Tracker
The Pending Paper Tracker gives the Administration team a real-time dashboard of all question papers that have not yet been submitted, reviewed, or locked — across all departments simultaneously.
Not Yet Submitted
Papers allocated to teachers but where the teacher has not uploaded anything yet. Deadline proximity shown in countdown format.
Awaiting HOD Review
Submitted papers sitting in the HOD's review queue — flagged if waiting for more than 48 hours without action.
Awaiting Exam Cell
HOD-approved papers that have not yet been locked by the Exam Coordinator — the final bottleneck before exam readiness.
Overdue Papers
Papers past their submission deadline. Department name, teacher name, and days overdue shown — with option to send a reminder notification.
Send Reminder Notifications
- Remind Teacher: Send an in-portal notification and email to the teacher reminding them to submit their allocated paper — without requiring the Admin to contact the HOD first.
- Remind HOD: Send a reminder to the HOD whose review queue has papers waiting for more than a configurable number of days.
- Remind Exam Coordinator: Alert the Exam Coordinator about approved papers waiting to be locked before the exam date.
- Bulk Remind: Send reminders to all parties with overdue items across all departments simultaneously — one click covers the entire institution.
④ Question Paper Patterns (Exam Formats)
The Administration team defines the exam paper format templates that HODs and teachers use when submitting question papers. This ensures all papers across the institution follow a standardised structure.
Creating a Paper Pattern
- Go to Administration → QPMS → Paper Patterns.
- Click "Add New Pattern".
- Enter a pattern name (e.g.,
Semester End Exam — 70 Marks). - Define sections:
| Section | Type | Questions | Marks Each | Total |
|---|---|---|---|---|
| Section A | Short Answer | 10 (attempt 8) | 2 | 16 |
| Section B | Medium Answer | 8 (attempt 6) | 4 | 24 |
| Section C | Long Answer | 5 (attempt 3) | 10 | 30 |
- Assign the pattern to specific departments or make it institution-wide.
- Save — the pattern becomes available in the HOD's paper allocation form as a selectable template.
Benefit: The QPMS eliminates physical paper handling entirely — no printing, no physical delivery to the exam cell, no risk of papers being lost or leaked in transit. The entire allocation → submission → review → locking workflow saves 3–5 days per exam cycle. The pending tracker means the Administration team knows the exact exam readiness status of every department at any moment — without making a single phone call.