Processing Exams¶
Learn how to efficiently process examination results from Excel files into DEEPS.
Excel Data Import¶
Preparing Excel Files¶
Before importing, ensure Excel files follow these guidelines:
Required Columns:
Student ID | Student Name | Course Code | Course Name | Marks | Grade
REG001 | John Doe | CS101 | Programming | 85 | A
REG002 | Jane Smith | CS101 | Programming | 72 | B
File Format Requirements: - Excel files (.xlsx or .xls) - UTF-8 encoding for special characters - No merged cells in data areas - Clear column headers in first row - No empty rows in data range
Import Process¶
Step 1: Start Import Wizard 1. Navigate to Data → Import Excel Data 2. Select the Excel file from your computer 3. Choose the worksheet containing exam data 4. Preview data to ensure correct formatting
Step 2: Column Mapping
Excel Column → DEEPS Field
"Registration No" → Student ID
"Student Names" → Student Name
"Course Unit Code" → Course Code
"Course Unit Name" → Course Name
"Total Marks" → Marks
"Letter Grade" → Grade
Step 3: Data Validation - Verify student ID format matches institutional standards - Check marks are within valid range (0-100) - Confirm grades align with institutional scale - Review any flagged inconsistencies
Data Validation¶
Automatic Validation Checks¶
DEEPS performs comprehensive validation during import:
Identity Verification: - Student ID format compliance - Duplicate student detection - Name consistency checking - Enrollment status verification
Academic Integrity: - Course code verification - Prerequisite requirement checking - Credit hour validation - Academic year consistency
Grading Standards: - Marks within valid range (0-100) - Grade-to-marks correspondence - Grading scheme compliance - Statistical outlier detection
Handling Validation Errors¶
Common Issues and Solutions:
| Error Type | Description | Solution |
|---|---|---|
| Invalid Student ID | ID doesn't match format | Check institutional numbering system |
| Duplicate Records | Same student/course pair | Review for data entry errors |
| Grade Mismatch | Marks don't align with grade | Verify lecturer's grading scheme |
| Missing Course | Course not in system | Add course to database first |
| Out of Range | Marks exceed 100 or below 0 | Correct data entry errors |
Error Resolution Workflow: 1. Review error report generated by DEEPS 2. Correct issues in original Excel file 3. Re-import corrected data 4. Verify all validations pass
Grade Processing¶
Understanding Grading Systems¶
DEEPS supports multiple grading schemes:
Special Grade Categories¶
Supplementary Examinations: - SUPP - Student must retake examination - CARRY - Course continues to next semester - INC - Incomplete due to medical/emergency
Administrative Grades: - AUDIT - Course audited, no credit - PASS - Credit granted without grade - TRANSFER - Credit from another institution
Academic Standing Calculation¶
DEEPS automatically calculates student academic standing:
GPA Calculation:
Semester GPA = Σ(Grade Points × Credit Hours) / Σ(Credit Hours)
Cumulative GPA = Total Grade Points / Total Credit Hours
Academic Status Determination: - Good Standing: GPA ≥ 2.0 - Academic Warning: GPA 1.5-1.99 - Academic Probation: GPA 1.0-1.49 - Academic Suspension: GPA < 1.0
Student Status Management¶
Status Categories¶
Track comprehensive student information:
Enrollment Status: - Active - Currently enrolled and attending - Leave of Absence - Temporary absence with intent to return - Graduated - Completed degree requirements - Transferred - Moved to different program/institution - Withdrawn - Voluntarily left program - Dismissed - Involuntarily removed from program
Academic Status: - Regular - Following standard progression - Repeat - Retaking failed courses - Accelerated - Advanced progression - Part-time - Reduced course load
Processing Status Changes¶
Workflow for Status Updates:
- Review Academic Performance
- Analyze GPA and credit completion
- Check prerequisite fulfillment
-
Evaluate progression requirements
-
Determine Appropriate Action
- Continue regular enrollment
- Place on academic probation
- Require course repeats
-
Process graduation requirements
-
Update Student Records
- Change status in DEEPS database
- Generate notification letters
- Update academic advisor
- Log change in audit trail
Progress Tracking¶
Academic Progression¶
Monitor student progress through degree requirements:
Degree Audit Features: - Credits Completed vs Credits Required - Core Requirements completion status - Elective Requirements fulfillment - GPA Requirements tracking
Visual Progress Indicators:
Year 1: ████████░░ 80% Complete
Year 2: ██████░░░░ 60% Complete
Year 3: ███░░░░░░░ 30% Complete
Year 4: ░░░░░░░░░░ 0% Complete
Early Warning System¶
DEEPS identifies at-risk students:
Risk Indicators: - Consecutive failed courses - Declining GPA trends - Excessive supplementary exams - Poor attendance patterns (if tracked) - Missing prerequisite courses
Intervention Triggers: - Automatic advisor notifications - Academic support referrals - Counseling recommendations - Tutoring program enrollment
:material-batch-processing: Batch Processing¶
Efficient Large-Scale Processing¶
For processing multiple courses simultaneously:
Multi-Course Import: 1. Prepare standardized Excel template 2. Collect all course files in single folder 3. Use batch import wizard 4. Monitor processing progress 5. Review consolidated error report
Processing Optimization: - Process courses by department/faculty - Handle prerequisite courses first - Batch similar grading schemes together - Schedule processing during low-usage times
Quality Control Procedures¶
Pre-Processing Checklist: - [ ] All Excel files use standard template - [ ] Course codes verified in system - [ ] Student IDs validated - [ ] Grading schemes confirmed - [ ] Backup created before processing
Post-Processing Verification: - [ ] Error reports reviewed and resolved - [ ] Sample records spot-checked - [ ] Statistical summaries reviewed - [ ] Academic standing updated correctly - [ ] Audit logs generated
Troubleshooting¶
Common Processing Issues¶
Import Failures:
Issue: "Column mapping failed"
Solution: Verify Excel headers match expected format
Issue: "Duplicate student records"
Solution: Check for multiple entries of same student
Issue: "Invalid grade values"
Solution: Ensure grades match institutional scale
Performance Issues: - Large files (>5MB) may require extended processing time - Network drives can slow import process - Concurrent user access may affect performance
Recovery Procedures: - Failed imports don't modify existing data - Use database rollback for problematic batches - Restore from automatic backups if needed
Continue to Generating Reports to learn about creating official documents.