Declaration

We, the undersigned members of the research team, declare that the work presented in this
research project report, titled Online Examination Administration System is the result of our
collaborative effort.

We affirm the following:

1. Each team member contributed significantly to the research, including

conceptualization, data collection and analysis, literature review, and the composition
of this report.
2. Any external sources of information, data, or ideas used in this project are
appropriately cited and referenced in accordance with the citation style guidelines
provided by our course instructor.
3. All data, results, and findings presented in this report are accurate and honestly
represent the outcomes of our research efforts.
4. This research project has not been submitted for assessment in any other course or
program, and it is the original work of our team.
5. We have adhered to the ethical principles and guidelines outlined by our academic
institution throughout the research process, including obtaining necessary permissions
and consent when required.
6. We understand that any breach of academic integrity or ethical standards may result
in academic penalties or disciplinary actions as specified by our institution.

Members of the Research Team:

Student Reg. No. Student Name Signature Date

CT 201/106102/21 Onyango Stephen Omondi 01/02/2024

CT 201/102133/20 Ibrahim Samuel Mutua 01/02/2024

CT 201/106087/21 Kariuki Brian Kamotho 01/02/2024

CT 201/106114/21 Lemoti England George 01/02/2024

CT 201/106074/21 Waithaka Emily Wanjiku 01/02/2024

CT 201/201277/20 Frankline Kinyua Mwamodo 01/02/2024

Lecturer name Signature Date

Dr. Mary Mwadulo

Dedication

This study is dedicated to the research community that will take over from the work of this
research community.
Table of Contents
1.1 Background of Study...................................................................................................1
1.2 Problem Statement.......................................................................................................4
1.3 Research Objectives....................................................................................................5
1.3.1 General Objective.................................................................................................5
1.3.2 Specific Objectives...............................................................................................5
1.4 Significance of study...................................................................................................5
1.5 Delimitations /scope of study......................................................................................6
1.5.1 Geographical delimitations..................................................................................6
1.5.2 Methodological Delimitations..............................................................................6
1.6 Limitations...................................................................................................................6
1.7 Assumptions of the study............................................................................................7
1.8 Organization of the study............................................................................................7
1.9 Summary......................................................................................................................7
 CHAPTER ONE

INTRODUCTION

1.1 Background of Study

An online examination administration system is a software that enables digital handling of
examinations. The main goal of the online examination administration system is to enable
effective evaluation of the student through an automated system that reduces the time spent to
set and administer exams physically. In present day, digital learning has witnessed an
immense growth in many institutions of higher learning and organizations. The primary
advantage of digital learning is that it can reach a wide range of students irrespective of place
and time (Jegatha L et al.,2019). After the instructor administers the exam, students can log in
with their credentials to access their scheduled exams which are related to the courses they
are taking in the current semester. To take a specific exam, students can choose the course
from the list of scheduled exams and later the instructors analyse the performance trends of
the student (T Saina,2020).

Nowadays, the Online Examination System is becoming popular because it's fast, accurate
and doesn't need a lot of people to manage it. It's used for different types of tests like
assessments and exams, mostly online campus exams. Learning institutions can easily keep
track of how students are doing in exams, which makes calculating results faster. This system
also reduces the use of paper (Anjali Choubey,2020). Thanks to new technologies and the
internet getting faster, lots of schools are using online exams instead of the old-fashioned
paper ones to save time and effort in grading papers and creating result reports. This change
helps exams to be done anywhere and anytime thus making exam administration easy
(Tongguang Ni,2021).

However, the current online examination system has become a growing concern due to many
challenges. These challenges include increased cases in exam cheating (Hamadah A., 2021),
user unfriendliness as it is difficult for students to navigate through the system and in a case
of forgotten password, it is difficult to recover it. The current system also doesn’t have a
feature for creating and managing exams, including setting up questions, time limits and time
reminders for an upcoming exam or time left to complete an exam. It lacks a digital score
reporting system that offers personalized student feedback after examinations (Bulut et al.
, 2019). In addition, the current system lacks a bank system that allows instructions to store
and categorise questions for re-use in multiple exams.

The research problem that needs to be addressed is the issue of user friendliness in creating
an easy and more accessible online examination system. The system should also be able to
provide features like, a data bank for ease use and access of exams questions to the instructor.
The main perspective of this research work is to build a proper system to solve all major
problems that students, administrators and instructors have been facing during the online
examination (Md Rahat Ibne Sattar,2023). Online exam software has provided a systematic
and technological option for final exams, checking what students remember, apply and
understand (Kerryn Butler h,2020).

In response to these challenges, the ideal system is implemented to be user friendly and to
curb these challenges. It is also advantageous in that online exams are both effective and
efficient. Students save time by simply selecting the provided best answer, and the system
ensures data security with no compromise (G A Adanir & M Cinar,2021). There is no risk of
question paper leaks in online exams, instilling confidence in the examination process and its
security features. The set of question papers is securely locked in the system and only opens
during the examination. The extensive resources needed to set up a single exam, from
teachers creating the test to administrators ensuring all students receive copies of the exam
paper, are truly remarkable (Avinash k,2020).

The objective of the system is to provide a secure system that ensures secure user registration
and authentication for administrators, instructors and students. In a well-designed online
examination administration system, security and user management are ensured through role-
based access control (Jude H,2021). This involves assigning specific roles to administrators,
instructors, and students, each equipped with corresponding permissions. Administrators have
comprehensive control, overseeing system configurations, while instructors can create and
manage exams, setting parameters like question types and time limits. Students, on the other
hand, access only the exam-related content pertinent to their role. Additionally, the system
integrates a question bank feature, allowing instructors to store and categorise questions for
reuse across multiple examinations (A Adanir,2021), streamlining the exam creation process
and enhancing overall efficiency.
This system involves the establishment of distinct user roles for administrators, instructors,
and students, ensuring secure authentication and authorised access. It facilitates the creation
and customization of exams by instructors, incorporating diverse question types and
configurable parameters. Implementation of role-based access control regulates user
permissions, maintaining the integrity of the system (O. Holden, M. Norris and V.
Kuhlmeier,2021). Robust security measures, including online proctoring and identity
verification, contribute to the reliability of the examination process. Real-time monitoring
tools, automated grading, and prompt result generation enhance the efficiency of assessments
(S. Burrows, I. Gurevych, B. Stein ,2014). Integration with a question bank system
streamlines exam creation, allowing instructors to store and reuse questions.

An existing study found that students are much more likely to cheat and get answers from
others during online exams than in-person ones. This makes it harder to maintain honesty in
online exams. To tackle cheating, some suggested strategies include using in-person
proctored exams, creating questions that are harder to cheat on (like using subjective
measures instead of objective ones), and reducing how much the exam score affects the
overall course grade (Fakhroddin.n,2022). As online courses become more common in higher
education, we hope that this review helps teachers and administrators make better choices
about online assessments. We also encourage further research to establish practices based on
evidence (Olivia l. Holden,2021).

A research study by Al-qdah & Ababneh (2017) discovered that the outcomes of exams taken
online are similar to those taken in the traditional way. Because of this, they suggest using an
Online Examination System (OES) instead of the traditional method for distance learning
institutions. Another study also found that the OES can lead to better results compared to the
traditional pen-and-paper exam system (Pulist S.,2019). The online exam system offers
students a fast and simple way to take tests. It also provides accurate and secure results right
after the exam. Students can only take the exam with their correct credentials, like a valid
username and password. The exam includes multiple-choice questions with the right number
of options (Rohan S.,Shubham W,2022).
1.2 Problem Statement
The current system at Meru University lacks a data bank that allows storage of examinations
for future use. Furthermore, the system does not randomize questions and answers of the
examination. This encourages cheating among students. Also, the system lacks a feature for
automatic submission of the examination once the allocated time expires. The existing system
lacks a feature to inform students about upcoming examinations, leaving them uninformed
about their future tests. Additionally, the current system lacks a feedback mechanism for
students regarding upcoming examinations, as well as for generating examination results and
analytics. This deficiency in the system prevents students from receiving timely notifications
and valuable feedback on their performance, hindering their ability to adequately prepare for
and understand their examinations.

The proposed system aims at seamless administration of examinations. The system provides a
data bank that stores questions for reuse. Moreover, the system implements a feature that
randomizes questions and answers in an examinations hence minimising examination
cheating. It also supports automatic submission of examinations once the allocated time
elapses. It also incorporates a feature that facilitates generation of examination results and
feedback to the student. In addition, the proposed system should have notification capabilities
for providing timely notifications for examination schedule.
1.3 Research Objectives
1.3.1 General Objective
To develop a system that will enable students take examinations online.
1.3.2 Specific Objectives
1. To allow a learner take an examination online.
2. To enable an instructor, create a question bank that allows for categorisation of
questions for reuse in multiple examinations.
3. To enable the system automatically score examinations responses based on predefined
criteria.
4. To enable the system, generate a pie chart on the performance of the learners per
subject.
5. To allow the system automatically submit the examination once the allocated time
expires.

1.4 Significance of study

The study of online examination administration system is essential for the increasingly digital
world. The study aims at developing a system that streamlines the process of online
examination administration from examination preparation, delivery, assessment to report
generation besides providing notification for examination schedule.

The contribution of this study would be of interest to students, instructors and the research
community in general. There are a number of merits to instructors which include: access to a
data bank allowing storage of questions for future reuse, access to an incorporated feature in
the system that enables randomization of questions to minimize cheating. Furthermore, they
can easily analyze performance trends.

Students reap as well from the system in several ways. Students can take their examinations
anywhere just with internet connection reducing logistical burdens to both students and the
instructor since there no need to meet physically at the designated examination centers. Upon
submission of the examination the students are able to get their results in due time. On top of
that, they get timely notification of upcoming examinations.
The study holds significant importance to the research community. They can assess the
impact of technology on education as they advance the assessment methodologies. It
demands collaboration between diverse disciplines including statistics, computer science,
psychology and education. The contributions of the research community ultimately shape a
more equitable and effective learning environment for future generations.

1.5 Delimitations /scope of study

1.5.1 Geographical delimitations
This research focuses on developing an online examination system for Meru University of
Science and Technology. Therefore, the research delimits itself to students, instructors and
administrators of Meru University and the process of accessing examinations online since the
current system is not user friendly. The current system also lacks a data bank for storage of
questions and it does not randomize questions and answers. Additionally, the existing system
does not automatically submit the examination once the allocated time expires and does it
notify students about upcoming examinations. It also does not provide a feedback mechanism
to students upon completing examinations and generating examination results and analytics.

1.5.2 Methodological Delimitations

This research study uses questioner method to gather data from students to get their feedback
about the current examination system. Using questioners is ideal for this study because it
allows a researcher to collect data from a large number of students simultaneously and
students can provide honest responses. Use of questioners is a relatively easier method to
plan, conduct and administer as it does not require much technical skills or knowledge.

1.6 Limitations
1) Poor response from students.
Limitation: During the study there was less co-operation from some students due to
their fear of being exposed.
Mitigation measure: The researcher assured students who participated of
confidentiality in that their identity will be anonymous and that the research is for
academic purpose.
2) Participants may encounter technical problems such as internet connectivity issues,
browser compatibility or hardware malfunctions.
Mitigation measure: Allow for a practice test or tutorial to familiarize students with
the exam platform.
1.7 Assumptions of the study
1. Users have reliable and consistent access to the internet to complete the online
examinations
2. The online examinations system is always available during the examination period.
3. Students will not cheat during the examination period.
4. Every student, instructors and administrators have suitable devices such as laptops
and smartphones for a better access of the online examination.
5. The authentication process is effective to ensure only authorized personnel access the
online examinations.
6. Every student will not have difficulties navigating the system.

1.8 Organization of the study

The study is organized in chapters. Chapters one introduces the study in the context while
outlining the problem statements, research objectives, significance of study, scope of
study, limitations, assumptions of the study, organization of study and then summary of
the study

1.9 Summary
This chapter laid the framework for a study of the background and reasons for
developing and deploying an online exam administration system. The project's major
purpose is to develop an efficient and successful online assessment system.
The first section presented an overview of the issues associated with the semi-manual
online examination administration approach. The absence of a databank for exam
questions, the system's lack of user friendliness, the inability to notify students of
impending exams, the lack of a mechanism for providing feedback to students after
they finish an exam, and the system's inability to submit the exam after the allotted
time have all been discussed.
The limits of the current registration method and the potential benefits of an online
exam administration system were the primary focus of the well-defined study
problem. Six study objectives were designed to address the research issue and focus
the investigation on certain aspects of the online registration system's deployment.
The study's capacity to reduce administrative burden, improve data accuracy, and
provide students with a more convenient registration experience served as a crucial
indicator of its importance.

To explain the study's boundaries, one geographical and one methodological

constraint were identified. Each one was accompanied with an explanation. The study
also found five limitations in their mitigation methods that are likely to prevent the
researcher from carrying out the investigation as planned. Finally, the study identified
six assumptions that the researcher argues based on their own intuition, experience,
and observations but which have not been scientifically validated.
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