Frequently Asked Questions¶
Common questions about DEEPS and their answers.
Installation and Setup¶
Q: What are the minimum system requirements?¶
A: Windows 10/macOS 10.15/Ubuntu 18.04+, 4GB RAM, 2GB disk space. See System Requirements for details.
Q: Is DEEPS really free for educational institutions?¶
A: Yes, DEEPS is provided free for testing and evaluation. This is an experimental system - users are responsible for their own data security and handling.
Q: Does DEEPS work offline?¶
A: Yes, after initial setup and license verification, DEEPS works completely offline. No internet required for daily operations.
Data and Privacy¶
Q: Where is student data stored?¶
A: All data is stored locally on your institutional servers. No student information is transmitted externally or stored in the cloud.
Q: Is DEEPS FERPA compliant?¶
A: Yes, DEEPS is designed with educational privacy requirements in mind, including FERPA compliance for US institutions.
Q: Can multiple users access the same database?¶
A: Yes, DEEPS supports multi-user access with role-based permissions. See Multi-User Setup for configuration.
Data Import¶
Q: What Excel formats are supported?¶
A: DEEPS supports .xlsx and .xls files. We recommend using .xlsx format for best compatibility.
Q: Can I import data from other student information systems?¶
A: DEEPS imports Excel files. If your SIS can export to Excel format, you can use that data with DEEPS.
Q: What if lecturers use different Excel formats?¶
A: DEEPS has flexible column mapping to handle different Excel layouts. You can also provide lecturers with a standard template.
Student Records¶
Q: How does DEEPS handle transfer students?¶
A: DEEPS can track transfer credits and maintain complete academic history. Transfer credits can be imported and mapped to your institution's courses.
Q: Can DEEPS track students across multiple years?¶
A: Yes, DEEPS maintains complete academic history from enrollment to graduation, tracking progression across all years.
Q: What about students who repeat courses?¶
A: DEEPS handles course repeats and supplementary exams, automatically calculating the best grades and tracking academic standing.
Reports and Documents¶
Q: Can I customize transcript formats?¶
A: Yes, DEEPS allows customization of report templates to match your institutional formatting requirements.
Q: Does DEEPS generate official transcripts?¶
A: Yes, DEEPS creates official transcripts with institutional branding, security features, and proper formatting for external use.
Q: Can I export data for other systems?¶
A: Yes, DEEPS can export data in PDF, Excel, and CSV formats for integration with other institutional systems.
Technical Issues¶
Q: What if DEEPS crashes during data processing?¶
A: DEEPS has automatic backup features. No data should be lost, and you can restore from the most recent backup.
Q: How often should I backup DEEPS data?¶
A: DEEPS creates automatic backups daily. We recommend additional manual backups before major data imports or at semester end.
Q: Can I run DEEPS on a Mac or Linux?¶
A: Yes, DEEPS supports Windows, macOS, and Linux. Download the appropriate version for your operating system.
Academic Processes¶
Q: How does DEEPS calculate GPA?¶
A: DEEPS uses standard GPA calculation methods and can be configured for your institution's specific grading scale and credit system.
Q: Can DEEPS handle different grading systems?¶
A: Yes, DEEPS supports letter grades, percentage grades, and various institutional grading scales.
Q: What about prerequisite tracking?¶
A: DEEPS can track course prerequisites and flag when students attempt courses without meeting requirements.
Updates and Support¶
Q: How do I update DEEPS?¶
A: Updates are distributed as new installation packages. Download and install the latest version from the official repository.
Q: Is there user training available?¶
A: This documentation provides comprehensive guides. Additional training can be arranged through deeps-support@dkut.ac.ke.
Q: What if I need a feature that's not available?¶
A: Contact samuel.macharia@dkut.ac.ke to discuss feature requests. This is a research project exploring academic data processing improvements.
Licensing and Distribution¶
Q: Can I share DEEPS with other institutions?¶
A: Yes, DEEPS is freely available for educational institutions. Share the official download links with other schools.
Q: Are there any usage restrictions?¶
A: DEEPS is free for educational use. Commercial use or redistribution of modified versions requires permission.
Q: Will DEEPS remain free in the future?¶
A: Yes, our commitment is to keep DEEPS free for educational institutions to support academic data management worldwide.
Still have questions? Contact us at samuel.macharia@dkut.ac.ke or check our Contact page.