Frequently Asked Questions¶

Common questions about DEEPS and their answers.

Installation and Setup¶

What are the system requirements?

Windows: Windows 10 or later (64-bit)
macOS: macOS 10.15 (Catalina) or later
Linux: Ubuntu 18.04+ or equivalent
RAM: 4GB minimum
Disk: 500MB for application + space for your data

Does DEEPS require an internet connection?

Only for:

Initial license activation
License renewal

All data processing works completely offline.

Is DEEPS free?

DEEPS is donation-supported software. Support the project at siliconwit.com/donate to receive activation credentials.

Working with Scoresheets¶

What Excel formats are supported?

DEEPS supports .xlsx files (Excel 2007 and later).

Older .xls files should be saved as .xlsx first.

What if lecturers use different Excel layouts?

DEEPS is flexible with column names. Common variations like "REG NO", "Reg. No.", "Registration Number" are recognized.

For best results, provide lecturers with a standard template using Tools → Next Semester Scoresheets.

How should I name scoresheet files?

Include the unit code in the filename:

EMT3101-Thermodynamics.xlsx
SMA2101.xlsx
EMT3102 Solid Mechanics.xlsx

What happens if a student is missing from a scoresheet?

DEEPS will process available data and flag missing students in the special cases output.

Folder Organization¶

Why does DEEPS need a specific folder structure?

The folder structure (inputs/YEAR/YR#/SEM#/scoresheets/) allows DEEPS to automatically detect:

Academic year
Year of study
Semester

This information is used in outputs and documents.

Can I change the folder structure?

DEEPS expects the standard structure. Use Tools → Create Academic Folder to create properly organized folders.

Where are output files saved?

Outputs go to:

outputs/verified_results/ - Consolidated scoresheets
outputs/senate_documents/ - Word documents
outputs/.raw/ - Intermediate files

Senate Documents¶

Can I customize the senate document format?

Yes, configure institution details in File → Settings → Senate Documents:

Institution name and logo
School and department names
Signing officials

What document formats are generated?

DEEPS generates:

Microsoft Word (.docx) for editing
PDF for distribution

How are engineering rules cited?

Configure the rules JSON file in Settings → Paths → Rules JSON. DEEPS will automatically cite relevant rules (e.g., ENG. 15(d)) in senate documents.

Data Security¶

Where is my data stored?

All data stays on your local computer in the folders you specify. DEEPS does not transmit any data externally.

How should I back up my data?

Back up these folders regularly:

inputs/ - Source scoresheets
outputs/ - Generated results
~/.config/deeps/ - Settings

See Cloud Backup for automated cloud backup.

How do I securely send results to the exam office?

Use GPG encryption. See Encrypting Documents for detailed instructions.

Troubleshooting¶

DEEPS won't start

Windows: Install Visual C++ Redistributable if prompted

Linux: Check Python version: python3 --version (requires 3.8+)

macOS: Allow the app in System Preferences → Security & Privacy

License activation fails

Check your internet connection
Verify username and key are correct
Contact support if the problem persists

Processing takes a long time

Check for very large files (>50MB)
Close other applications
Ensure sufficient disk space

Some students are missing from consolidated results

Check for:

Typos in registration numbers
Inconsistent reg number formats across files
Missing rows in source scoresheets

Licensing¶

How do I get a license?

Support the project at siliconwit.com/donate
Receive credentials via email
Activate in License → Renew License

What happens when my license expires?

Processing features become limited. Renew your license to restore full functionality.

Can I use DEEPS on multiple computers?

Contact support to discuss multi-machine licensing.

Still Have Questions?¶

Use the chat widget in the bottom-right corner, or visit our contact page.

Contact Page