Monash Exam Check In Solution
Since 2021, Satellite has partnered with Monash University to provide a tailored exam check-in solution. This collaboration was initiated to address key logistical challenges faced by Monash during their exam processes.
The Problem: Logistical Challenges in Exam Supervision
Monash University approached Satellite to resolve issues related to tracking which students were physically present onsite at the correct exam locations. Although the exams were conducted via a digital portal, the institution required different supervisor ratios for onsite and offsite exams. If students completed their exams at the wrong location, it would breach the university's accreditation rules.
The Solution: RFID-Based Exam Check-In System
To tackle this issue, Satellite and Monash co-developed a system that leveraged RFID technology. The solution involved the following key elements:
Student Registration and RFID Wristbands
Students registered for their exam sessions through Satellite’s applications. Upon registration, they received an RFID wristband linked to their profile.
Kiosk Check-In System
Upon arriving at the exam venue, students tapped their wristbands on a freestanding kiosk to check in. The kiosk displayed a simple traffic light system:
- Green: Correct building and session
- Red: Not joined to the session
- Orange: Correct session but incorrect building
- In addition, the screen displayed the student’s photo, allowing supervisors to verify the student’s identity.
In-Room Supervisor Tools
A separate app was developed for in-room supervisors. This app allowed them to scan students’ wristbands on an ad-hoc basis to ensure the student had the necessary resources for the exam, such as a calculator or specific materials for an open-book exam.
Real-Time Monitoring and Enforcement
The system provided the exam team with real-time access to a dashboard, allowing them to cross-check students who had started their exams but had not checked into the exam building. If a student violated the location rules, the exam team could lock them out of the digital exam portal.
Operational Scale and Support
Each semester, Satellite handles 80,000 exam records over a 3.5-week exam period. In addition to software support, Satellite provides comprehensive onsite services, which include setting up hardware, delivering training, offering technical support, and managing the post-exam packout.
Scalability and Flexibility
The system was designed to be scalable. Depending on the number of buildings in use and the number of students attending each session, the exam check-in process could be easily scaled up or down. This flexibility ensured that the solution could adapt to the changing needs of Monash’s exam operations.