AIExamPlanner

AIExamPlanner addresses the complex challenge of creating conflict-free exam schedules that optimize study time between exams.

Traditional exam scheduling is often a manual, time-consuming process that struggles to handle complex student enrollment patterns. Our tool automates this process by:

• Ensuring no student has two exams scheduled at the same time
• Maximizing the study gap between exams for each student
• Respecting institution-specific constraints like holidays and venue availability
• Allowing for fixed-date exams that cannot be moved

The result is an optimal exam schedule created in minutes instead of days, with better outcomes for both students and administrators.

Getting started with AIExamPlanner is simple:

1. Access: Sign in with your access code on our landing page. If you don't have one, request access by emailing belias.panagiotis@gmail.com
2. Upload Data: Upload an excel file with 3 columns: student IDs, exam/course IDs, and exam names. We do not store any of the data you upload.
3. Define constraints: Set your exam period dates, excluded dates (e.g. public holidays), fixed exam dates and other optional constraints
4. Optimize: Let our algorithm find the best schedule (you may cancel to see the best results identified so far anytime you wish). You can also edit the schedule after it has been generated and easily see the impact of your changes to the study-time of students.

The entire process is guided with clear instructions at each step, making it accessible even for first-time users.

AIExamPlanner requires a simple Excel file (.xlsx or .xls) with the following columns:

• Student ID: A unique identifier for each student
• Exam ID: A unique identifier for each exam
• Exam Name: The name or title of the exam (or "Course Name")

Each row represents one student-exam combination. For example, if Student A is taking Exams 1, 2, and 3, there would be three rows for Student A.

You don't need to include any scheduling information in your upload - that's what our system will generate for you based on your constraints.

Note: We do not store any of the data you upload.

AIExamPlanner offers several constraints to customize your exam schedule:

• Date Range: Define the start and end dates of your exam period
• Excluded Dates: Specify holidays, weekends, or any other dates when exams cannot be scheduled
• Fixed Exam Dates: Pre-assign specific dates (and optionally timeslots) for certain exams
• Maximum Exams Per Day: Limit how many exams a student can take in a single day (1-3)
• Daily Exam Limit: Set a maximum number of exams that can be scheduled on any given day
• Maximum Study Gap: Limit the maximum number of days between consecutive exams for any student

These constraints allow you to create a schedule that meets your institution's specific needs while maintaining fairness for students.

The optimization time depends on several factors:

• Dataset Size: The number of students and exams in your dataset
• Constraint Complexity: How many and how strict your constraints are
• Runtime Setting: You can set a time limit for the optimization (default is ~5 minutes)

In most cases with a few hundred students and courses, AIExamPlanner finds an excellent solution within 1-2 minutes. For very large institutions with thousands of students and complex enrollment patterns, it may take slightly longer.

Our interface provides real-time updates during the optimization process, and you can stop it at any time to use the best solution found so far.

If the optimization does not find a valid schedule within 1-2 minutes, you can try to relax some of the constraints.

Yes, AIExamPlanner provides full editing capabilities for your generated schedule:

• Manual Adjustments: Change the date or timeslot of any exam after generation
• Impact Analysis: See how your changes affect the overall schedule quality and constraint satisfaction
• Excel Export: Download the schedule as an Excel file for further customization

This flexibility allows you to make final tweaks to accommodate special circumstances while still benefiting from the algorithmic optimization for the majority of your schedule.

Yes, data security is a priority for AIExamPlanner:

• Your data is processed in-memory and never permanently stored on our servers
• All session data is automatically cleared when you log out or close your browser
• We use secure HTTPS connections to protect data in transit
• No student personal information is required beyond ID numbers (which can be anonymized)

Our service is designed to be privacy-first, ensuring that your institutional data remains confidential and secure throughout the scheduling process.

AIExamPlanner is currently available completely free of charge. We believe in making advanced scheduling technology accessible to educational institutions of all sizes.

Simply request an access code to begin using the full features of our platform at no cost to your institution.