Question Paper Management (QPMS)

A secure, structured digital workflow for submitting, reviewing, and finalizing examination question papers — replacing unsecured email chains, physical handoffs, and the risk of paper leaks with an end-to-end traceable system.

1. What QPMS Solves

Traditional question paper management carries significant risks — papers printed too early, shared via WhatsApp, left on printers, or submitted in inconsistent formats. QPMS addresses all of these:

• Secure Submission: Papers are submitted through an authenticated, encrypted channel — only the assigned teacher and HOD can access them.
• Version Control: Every resubmission is version-numbered. The HOD always sees the latest version; older versions are archived.
• Standardized Format: Pre-designed templates ensure all question papers follow the institution's formatting standards automatically.
• Complete Audit Trail: Every upload, review, revision, and approval is logged with timestamps and the acting user's identity.

2. My Paper Allocations

The starting view shows all question papers the teacher has been assigned to set for the current examination cycle.

2.1 Allocation Card Information

• Paper Title: e.g., "Theory Examination — Data Structures — SE-A (Semester IV)"
• Examination Type: Sessional / Unit Test / End Semester / Practical / Viva
• Submission Deadline: The last date and time by which the teacher must upload the paper. A countdown badge shows days/hours remaining.
• Max Marks & Duration: Total marks and examination duration as configured by the exam committee.
• Template Available: Whether a formatting template has been provided by the HOD for this paper.
• Current Status: Not Started / Draft Saved / Submitted / Returned for Revision / Approved.

2.2 Urgency Indicators

• Green — More than 5 days to deadline
• Amber — 1–5 days to deadline
• Red — Deadline today or overdue

3. Creating & Uploading a Question Paper

3.1 Using a Template

The HOD may provide a formatted question paper template — a document pre-filled with the institution's header, paper code, subject details, and standard formatting rules. The teacher downloads this template, writes the questions directly in the provided structure, and re-uploads the completed paper.

• Download Template: Available as a Word document or Google Doc — the teacher fills in sections for Part A (short questions), Part B (medium questions), Part C (long questions) as per the exam structure.
• Question Distribution: The template guides the teacher — e.g., "Part A: 5 questions × 2 marks = 10 marks. Part B: 3 questions × 5 marks = 15 marks. Part C: 2 questions × 12.5 marks = 25 marks."
• CO-PO Mapping: If the institution tracks Course Outcome (CO) mapping, the teacher maps each question to the appropriate course outcome in the template.

3.2 Uploading the Paper

• Accepted Formats: PDF is mandatory for the final submission. The HOD cannot be sent editable Word files — converting to PDF is enforced to prevent post-submission alterations.
• File Encryption: Uploaded papers are stored encrypted — they cannot be downloaded by anyone other than the reviewing HOD and the designated exam committee members.
• No Preview After Upload: For maximum security, the teacher does not see the uploaded paper after submission — only the HOD can view it. This prevents the teacher from accidentally sharing a screenshot of the paper.
• Submission Confirmation: A submission receipt with date, time, and a unique submission ID is shown to the teacher after upload — this serves as proof of timely submission.

3.3 Draft Save

• If the paper is not fully ready, the teacher can save a draft — this uploads the paper in a "Draft" state that is not forwarded to the HOD yet.
• Draft papers are visible only to the teacher — they can replace the draft file before formally submitting.

4. Revision Cycle

After the HOD reviews the submitted paper, they may return it with comments requesting changes. The teacher goes through a structured revision cycle.

4.1 Receiving Revision Feedback

• Notification: The teacher receives an in-portal notification: "Your question paper for Data Structures has been returned for revision. Please review the HOD's comments."
• HOD Comments: The HOD's specific feedback is shown — e.g., "Please increase the difficulty of Part C questions. The current long-answer questions are too straightforward for an end-semester examination."
• Revision Deadline: A new deadline is set for the corrected resubmission.

4.2 Resubmitting

• The teacher downloads their previous draft (if they saved a copy locally), makes the requested changes, and uploads the revised PDF.
• The system automatically versions the new upload as "Version 2" — the HOD can compare if needed.
• This cycle continues until the HOD marks the paper as Approved.

5. QPMS Dashboard — Submission Status Overview

A summary panel showing all the teacher's paper submissions and their current status at a glance.