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User Guide Overview

Master DEEPS with this comprehensive guide designed for academic staff and administrators.

Main Interface Layout

DEEPS features an intuitive interface organized into functional areas:

┌─────────────────────────────────────────────────┐
│  🏠 Home  📁 Data  📊 Reports  ⚙️ Settings    │
├─────────────────────────────────────────────────┤
│                                                 │
│  📋 Quick Actions        📈 Dashboard           │
│  • Import Excel Data    • Recent Activity       │
│  • Generate Reports     • Processing Status     │
│  • View Students        • System Health         │
│                                                 │
├─────────────────────────────────────────────────┤
│  📄 Document Preview / Data Tables              │
│                                                 │
└─────────────────────────────────────────────────┘

Core Workflow

DEEPS follows a logical academic data processing workflow:

  1. Data Import - Load Excel files from lecturers
  2. Data Validation - Verify and clean imported data
  3. Student Management - Review and update student records
  4. Grade Processing - Apply academic rules and calculations
  5. Report Generation - Create official documents
  6. Data Archival - Backup and maintain historical records

User Roles

Understanding Access Levels

DEEPS implements role-based access to ensure data security and workflow efficiency:

System Management: - Full access to all features - User account management - System configuration - Database maintenance - Audit log review

Course Processing: - Import Excel exam results - Process course grades - Generate class reports - View student academic history - Create supplementary lists

Student Records: - Access complete student database - Generate official transcripts - Process graduation requirements - Create senate documents - Manage student status changes

Read-Only Access: - View processed reports - Export approved data - Access summary statistics - No editing capabilities

Academic Concepts

Key Terms and Processes

Understanding these concepts will help you use DEEPS effectively:

Academic Standing: - Good Standing - Student meeting all requirements - Academic Probation - Below minimum GPA requirements - Academic Suspension - Temporary removal from studies - Academic Dismissal - Permanent removal from program

Grade Processing: - Regular Exams - Standard semester/term examinations - Supplementary Exams - Additional attempts for failed courses - Special Exams - Medical or emergency alternative assessments - Carry Forward - Incomplete courses continued to next term

Student Status: - Active - Currently enrolled and attending - Inactive - Temporarily not enrolled - Graduated - Completed degree requirements - Transferred - Moved to different institution/program - Withdrawn - Voluntarily left the program

:material-workflow: Common Workflows

Processing Semester Results

Step-by-Step Process:

  1. Collect Excel Files from course lecturers
  2. Import Data using DEEPS import wizard
  3. Validate Results for errors and inconsistencies
  4. Review Student Records for academic standing
  5. Generate Reports for department and senate
  6. Archive Data for historical record keeping

Generating Student Transcripts

Transcript Creation Process:

  1. Select Students for transcript generation
  2. Choose Template (official, unofficial, partial)
  3. Verify Academic History completeness
  4. Generate Documents in PDF format
  5. Review and Approve before distribution
  6. Log Transaction for audit purposes

Creating Senate Documents

Official Reporting Process:

  1. Gather All Data for reporting period
  2. Run Validation Checks for completeness
  3. Generate Pass Lists by academic standing
  4. Create Supplementary Lists for failed courses
  5. Compile Senate Report with statistics
  6. Export Final Documents for presentation

Quick Start Tasks

Your First Week with DEEPS

Day 1-2: Setup and Familiarization - Complete initial system setup - Import sample data for practice - Explore the main interface - Review user role permissions

Day 3-4: Data Import Practice - Practice with Excel file imports - Learn data validation processes - Understand error correction methods - Test report generation features

Day 5-7: Production Workflow - Import real exam data - Process student records - Generate required reports - Set up backup procedures

Essential Skills Checklist

Master these core competencies:

Data Management: - [ ] Import Excel files without errors - [ ] Validate and clean imported data - [ ] Handle duplicate student records - [ ] Manage missing or incomplete data

Student Records: - [ ] Navigate student database effectively - [ ] Update student status and information - [ ] Track academic history across terms - [ ] Handle special cases (transfers, repeats)

Report Generation: - [ ] Create pass/supplementary lists - [ ] Generate individual transcripts - [ ] Produce senate documents - [ ] Export data in multiple formats

System Administration: - [ ] Manage user accounts and permissions - [ ] Configure system preferences - [ ] Perform database backups - [ ] Monitor system performance

Getting Help

Built-in Help Features

DEEPS includes comprehensive help resources:

Context-Sensitive Help: - Hover tooltips for interface elements - Help buttons in dialog boxes - Step-by-step wizard guidance - Error message explanations

Documentation Access: - Built-in user manual - Video tutorial links - Sample data and templates - Best practices guide

Support Channels

When you need additional assistance:

  1. Online Documentation - This comprehensive guide
  2. FAQ Section - Common questions and answers
  3. Email Support - deeps-support@dkut.ac.ke
  4. Community Forum - User community discussions

Tips for Success

Efficiency Best Practices

Organize Your Workflow: - Process data in consistent batches - Use naming conventions for files - Maintain regular backup schedules - Document any custom procedures

Quality Assurance: - Always validate imported data - Cross-check reports before distribution - Keep audit trails of all changes - Regular system maintenance

Collaboration: - Train multiple staff members - Establish clear role assignments - Maintain communication protocols - Share best practices with team

Ready to dive deeper? Continue with Student Data Management or Processing Exams.