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Tools Reference

Complete guide to all DEEPS tools and features.

Tools Overview

DEEPS provides a comprehensive set of tools for exam processing and academic administration. Each tool is designed for a specific task in the exam processing workflow.

  • 📁 Create Academic Folder

    Create standardized folder structures for new semesters, annual, or graduation periods.

    Use for: Starting a new semester or academic period

  • 📄 XLSX to PDF Converter

    Convert Excel spreadsheets to PDF format for printing and distribution.

    Use for: Creating print-ready documents

  • 📑 Sheet Extractor

    Extract specific sheets from multi-sheet Excel workbooks into separate files.

    Use for: Sharing individual unit data with lecturers

  • ✏️ Update Consolidated

    Edit and recalculate existing consolidated results files.

    Use for: Correcting marks or adding missing students

  • 🔍 Extract Cases

    Extract students by case type (Pass, Supp, Retake, etc.) into separate files.

    Use for: Creating case-specific lists for administration

  • 🔎 Student Search

    Search and view individual student records across all processed semesters.

    Use for: Looking up student academic history

  • 📋 Next Semester Scoresheets

    Generate empty scoresheet templates with student lists pre-filled.

    Use for: Preparing templates for lecturers

  • 📜 Generate Senate Documents

    Create official senate documents from processed exam results.

    Use for: Preparing results for senate approval

  • 📅 Generate Annual Consolidated

    Combine both semester results into an annual consolidated summary.

    Use for: Year-end processing and progression decisions

  • ✅ Check Missing Data

    Verify data completeness by checking for missing folders and files.

    Use for: Auditing data integrity and completeness

File Menu

Item Shortcut Description
Open Input Folder... Ctrl+O Select a semester folder for processing
Settings... Ctrl+, Configure DEEPS settings
Exit Ctrl+Q Close DEEPS

View Menu

Item Description
Course Syllabus... View configured course units in tree format
Unit Assessments... View assessment breakdown for each unit
Engineering Rules... View rules and regulations for citations
Calculation Rules... View grade calculation rules
Case Decision Rules... View case decision engine configuration
Raw Auto-generated Files... Open the .raw output folder
Clear Log Clear the processing log panel

Tools Menu

Icon Item Description Page
📁 Create Academic Folder... Create folder structure
📄 XLSX to PDF Converter... Convert Excel to PDF
📑 Sheet Extractor... Extract sheets from workbooks
✏️ Update Consolidated... Edit consolidated files
🔍 Extract Cases... Extract by case type
🔎 Student Search... Search student records
📋 Next Semester Scoresheets... Generate templates
📜 Generate Senate Documents... Create senate docs
📅 Generate Annual Consolidated... Combine semesters
✅ Check Missing Data... Verify data integrity

License Menu

Item Description
License Status Shows current license status indicator
License Details... View detailed license information
Renew License Open donation/renewal page

Help Menu

Item Description
Documentation Open online documentation
File Requirements... View scoresheet format requirements
About DEEPS Version, credits, and support info

Keyboard Shortcuts

Shortcut Action
Ctrl+O Open Input Folder
Ctrl+, Open Settings
Ctrl+Q Exit
F5 Process Scoresheets
Ctrl+L Clear Log

File Naming Conventions

DEEPS uses consistent file naming with the academic year prefix:

File Type Example
Consolidated (Semester) 2024_2025_YR3_SEM1_consolidated_verified.xlsx
Consolidated (Annual) 2024_2025_YR3_annual_consolidated.xlsx
Senate Document 2024_2025_YR3_SEM1_senate_document.docx
Raw Auto-generated Stored in hidden .raw/ folder

Raw vs Verified Files

  • Verified Results (outputs/verified_results/) - Working copies you edit and verify
  • Raw Files (outputs/.raw/) - Auto-generated backups, do not edit

Typical Workflow

The tools are designed to support this typical exam processing workflow:

graph TD
    A[📁 Create Academic Folder] --> B[Collect Scoresheets]
    B --> C[Process Scoresheets - Step 1]
    C --> D[✏️ Update Consolidated - Step 2]
    D --> E[🔍 Extract Cases]
    E --> F[📜 Generate Senate Documents]
    F --> G[📋 Next Semester Scoresheets]

    D --> H[📅 Generate Annual Consolidated]
    H --> I[Annual Senate Documents]

Workflow Summary

  1. 📁 Create Academic Folder - Set up folder structure
  2. Collect scoresheets - Get completed scoresheets from lecturers
  3. Process - Run Step 1 processing from main window
  4. ✏️ Update Consolidated - Review and correct results (Step 2)
  5. 🔍 Extract Cases - Create case-specific lists
  6. 📜 Generate Senate Documents - Prepare for senate
  7. 📋 Next Semester Scoresheets - Prepare for next semester
  8. 📅 Generate Annual Consolidated - After both semesters

Getting Help