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🔍 Extract Cases

Extract students by case type from consolidated results into separate files.

Overview

The Extract Cases tool filters and extracts students from consolidated results based on their case decision (Pass, Supplementary, Retake, etc.). This creates separate files for different student categories, useful for administrative workflows.

When to Use This Tool

Use this tool when you need to:

  • Create separate lists for different student outcomes
  • Generate supplementary exam lists
  • Identify students requiring academic review
  • Prepare case-specific reports for departments

Accessing the Tool

Tools → Extract Cases...

Step-by-Step Guide

Open the Dialog

Click Tools → Extract Cases... to open the extraction dialog.

Select Consolidated File

Choose the consolidated results file:

  1. Click Browse
  2. Navigate to the consolidated file
  3. Select *_consolidated_verified.xlsx
  4. The tool analyzes the file and shows available cases

Select Case Types

Choose which cases to extract:

Case Type Description Students Included
Pass Students proceeding normally All units ≥ 40 marks
Supplementary Students with supp exams At least one unit < 40
Retake Students requiring retake Multiple failures or policy violation
Discontinued Students to be discontinued Exceeded retake limits
Special Requires manual review Unusual cases flagged by system

Multiple Selections

You can select multiple case types to extract them all at once. Each case type creates a separate file.

Configure Output

Set extraction options:

Option Description
Output Folder Where to save extracted files
Include Summary Add a summary sheet with statistics
Include Full Details Include all columns from original

Extract

  1. Click Extract
  2. The tool creates separate files for each case type
  3. Success message shows the number of students in each category
  4. Click Open Folder to view the files

Output Files

The tool creates separate Excel files for each selected case type:

extracted_cases/
├── 2024_2025_YR3_SEM1_PASS_students.xlsx        # 45 students
├── 2024_2025_YR3_SEM1_SUPP_students.xlsx        # 12 students
├── 2024_2025_YR3_SEM1_RETAKE_students.xlsx      # 3 students
├── 2024_2025_YR3_SEM1_SPECIAL_students.xlsx     # 2 students
└── 2024_2025_YR3_SEM1_extraction_summary.xlsx   # Summary statistics

Each extracted file contains:

  • Registration number
  • Student name
  • All unit marks and grades
  • Total marks and overall grade
  • Case decision
  • Relevant rule citations

Case Type Details

Students Proceeding Normally

  • All units passed (≥ 40 marks)
  • No outstanding supplementary exams
  • Ready for progression to next semester/year

Typical actions:

  • Update student records
  • Generate progression lists
  • Prepare for next semester registration

Students with Supplementary Exams

  • One or more units < 40 marks (first attempt)
  • Eligible for supplementary examination
  • Must pass supp exam to proceed

Typical actions:

  • Generate supplementary exam lists
  • Schedule supplementary examinations
  • Notify affected students

Students Requiring Course Retake

  • Failed supplementary exam(s)
  • Multiple unit failures
  • Policy-based retake requirement

Typical actions:

  • Generate retake lists
  • Calculate fee implications
  • Update academic standing

Students to be Discontinued

  • Exceeded maximum retake attempts
  • Policy-mandated discontinuation
  • Requires academic board review

Typical actions:

  • Prepare discontinuation letters
  • Generate appeal information
  • Update enrollment status

Requires Manual Review

  • Deferred exams
  • Medical cases
  • Unusual circumstances
  • System-flagged anomalies

Typical actions:

  • Manual case-by-case review
  • Gather supporting documentation
  • Present to academic committee

Best Practices

  • Verify Source Data

    Ensure the consolidated file is complete and accurate before extracting cases.

  • Restrict Access

    Case lists contain sensitive student information. Limit distribution to authorized personnel only.

  • Extract After Review

    Run extractions after the departmental review process to include any corrections.

  • Archive Extractions

    Keep extracted case files with the semester's records for future reference.

Troubleshooting

No students in a case type

Problem: A case type shows 0 students when you expected some.

Solutions:

  1. Verify the consolidated file is correct
  2. Check case decision column in the source file
  3. Ensure the file was processed with the latest rules
  4. Re-run Update Consolidated to refresh case decisions
Student appears in wrong case

Problem: A student is categorized incorrectly.

Solutions:

  1. Review the student's marks in the consolidated file
  2. Check the case decision rules in View → Case Decision Rules
  3. Verify IGS/retake unit markings
  4. Use Update Consolidated to correct if needed