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Processing Scoresheets

Complete guide to processing exam scoresheets and generating results.

Scoresheet Requirements

Expected Format

DEEPS processes Excel files with the following structure:

┌─────────────┬───────────────────┬──────┬────────┬──────┬───────┐
│ REG NO      │ NAME              │ CAT  │ ASSIGN │ EXAM │ TOTAL │
├─────────────┼───────────────────┼──────┼────────┼──────┼───────┤
│ E021-01-001 │ JOHN DOE          │ 25   │ 15     │ 45   │ 85    │
│ E021-01-002 │ JANE SMITH        │ 28   │ 18     │ 52   │ 98    │
│ E021-01-003 │ BOB WILSON        │ 22   │ 12     │ 38   │ 72    │
└─────────────┴───────────────────┴──────┴────────┴──────┴───────┘

Required Columns

Column Description Notes
Registration No Unique student ID Must be in first columns
Name Student name Can be one or multiple columns
Mark columns CAT, Assignment, Exam, etc. Must match unit assessment pattern

Assessment Patterns

Different units may have different assessment structures:

Component Weight
CAT 30%
Exam 70%
Component Weight
CAT 20%
Labs 20%
Exam 60%
Component Weight
CAT 15%
Project 30%
Exam 55%

Configuring Assessment Patterns

Define assessment patterns in File → Settings → Paths → Unit Assessments JSON

Opening a Semester

Step 1: Select Input Folder

  1. Go to File → Open Input Folder...
  2. Navigate to the semester folder: 
    inputs/2024-2025/YR3/SEM1/
  3. Click Select Folder

Step 2: Verify Detection

DEEPS will scan and display:

  • Number of scoresheet files found
  • Academic year detected
  • Year of study and semester
  • Any configuration issues

Check the Detection

Verify DEEPS correctly identified:

  • The academic year
  • Year of study (YR1, YR2, etc.)
  • Semester (SEM1, SEM2)

If incorrect, check your folder structure matches the expected format.

Processing Steps

Start Processing

Click Process Scoresheets to begin. DEEPS will:

  1. Read files - Load each Excel file
  2. Parse data - Extract registration numbers and marks
  3. Validate - Check for errors and inconsistencies
  4. Calculate - Compute totals and grades
  5. Merge - Combine all units into consolidated sheet
  6. Classify - Separate pass, supplementary, and special cases
  7. Export - Save results to output folders

Progress Monitoring

Watch the log panel for status updates:

[INFO] Starting scoresheet processing...
[INFO] Found 12 scoresheet files
[INFO] Processing EMT3101.xlsx... OK (45 students)
[INFO] Processing EMT3102.xlsx... OK (45 students)
[WARN] EMT3103.xlsx: Missing marks for 2 students
[INFO] Processing complete. 45 students processed.

Status Indicators

Icon Meaning
Successfully processed
Processed with warnings
Failed - needs attention

Output Files

Consolidated Results

Main output in outputs/verified_results/[year]/[YR#]/[SEM#]/:

File Contents
YR3_SEM1_consolidated_verified.xlsx All students with all unit marks
YR3_SEM1_pass_list.xlsx Students passing all units
YR3_SEM1_supp_list.xlsx Students with supplementary exams
YR3_SEM1_special_cases.xlsx Cases requiring manual review

Consolidated Sheet Structure

┌─────────────┬──────────┬─────────┬─────────┬─────────┬─────────┬────────┐
│ REG NO      │ NAME     │ EMT3101 │ EMT3102 │ EMT3103 │ AVERAGE │ STATUS │
├─────────────┼──────────┼─────────┼─────────┼─────────┼─────────┼────────┤
│ E021-01-001 │ JOHN DOE │ 85      │ 72      │ 68      │ 75.0    │ PASS   │
│ E021-01-002 │ JANE S.  │ 98      │ 45      │ 82      │ 75.0    │ SUPP   │
└─────────────┴──────────┴─────────┴─────────┴─────────┴─────────┴────────┘

Static Values for Audit Integrity

Verified output files contain static values only (no Excel formulas). This ensures:

  • Immutable record - What you see is exactly what was approved
  • No accidental changes - Editing one cell won't cascade to others
  • Transmission safety - File displays consistently across different spreadsheet applications

Input scoresheet templates have formulas to help lecturers catch errors during data entry. See Next Semester Scoresheets for details.

Handling Warnings

Common Warning Types

Missing Marks

Cause: Student has no marks in one or more units

Action:

  • Check if student was absent/deferred
  • Verify lecturer submitted all marks
  • Add to special cases if needed
Duplicate Registration Number

Cause: Same reg number appears multiple times

Action:

  • Check for typos in registration numbers
  • Verify correct student in each entry
  • Contact lecturer to clarify
Invalid Marks

Cause: Marks outside expected range (e.g., >100 or negative)

Action:

  • Verify with lecturer
  • Correct in source file
  • Reprocess
Unknown Unit Code

Cause: Unit code not in configuration

Action:

  • Add unit to Units JSON configuration
  • Or rename file to match known unit code

Reprocessing

When to Reprocess

  • After correcting errors in source files
  • When new scoresheets are added
  • After configuration changes

How to Reprocess

  1. Make corrections to source Excel files
  2. Go to File → Open Input Folder...
  3. Select the same semester folder
  4. Click Process Scoresheets

Backup Before Reprocessing

DEEPS overwrites previous output files. Keep backups if you need to compare versions.

Updating Results

After Initial Processing

Use Tools → Update Consolidated... to:

  • Add late submissions
  • Correct individual marks
  • Handle special cases

Update Workflow

  1. Go to Tools → Update Consolidated...
  2. Select the consolidated file to update
  3. Make changes in the editor
  4. Click Save and Recalculate

Quality Checklist

Before generating senate documents, verify:

  • [ ] All expected units are included
  • [ ] Student count matches enrollment
  • [ ] No unresolved warnings
  • [ ] Pass/Supp/Special counts look reasonable
  • [ ] Spot-check a few students manually
  • [ ] All mark columns are populated

Tips and Best Practices

Best Practices

  • Process early - Don't wait until deadline
  • Check warnings - Address issues before finalizing
  • Keep originals - Never edit lecturer's original files directly
  • Document exceptions - Note any special cases

Common Mistakes

  • Processing wrong semester folder
  • Ignoring warning messages
  • Not verifying student count
  • Mixing different year groups

Next Steps