Proctor Assignment at Carleton University

Carleton University needs proctors during examination sessions to oversee the students as they write their final examinations. The process of assigning proctors to examinations is quite complex because of the sheer number of examinations and various complex constraints on allowable assignments. We developed a computer-based system to replace an existing manual system for assigning proctors, freeing up valuable staff time in the overloaded scheduling office. Our system combines some problem-specific heuristics, a genetic-algorithm framework , and a simple user interface based on readily available software tools. A bout 60,000 person-examinations take place over 12 to 15 days at the end of the fall and winter terms at Carle-ton University, and a smaller number at the end of the summer term. During each of the larger fall and winter examination periods, the university hires about 120 seasonal employees as proctors to oversee the writing of the examinations. The process of assigning proctors to examinations is quite complex. The proctors are divided into various classes (mainly by level of experience). Depending on their class, proctors are excluded from working in certain examination rooms and may or may not be eligible for certain roles (such as head proctor for a given building). There are also restrictions on unfavorable conditions, such as the assignment of many consecutive examinations to a particular proctor without a period off. Other factors include proctor preferences, such