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📅 Generate Annual Consolidated

Combine both semester results into an annual consolidated summary.

Overview

The Generate Annual Consolidated tool combines SEM1 and SEM2 results into a comprehensive annual report. This provides a complete view of student performance for the entire academic year and is essential for progression decisions.

When to Use This Tool

Use this tool when you need to:

  • Create year-end consolidated results
  • Determine annual progression status
  • Generate annual academic reports
  • Prepare data for graduation processing

Accessing the Tool

Tools → Generate Annual Consolidated...

Step-by-Step Guide

Open the Dialog

Click Tools → Generate Annual Consolidated... to open the generator dialog.

Select Semester 1 File

Choose the SEM1 consolidated results:

  1. Click Browse for SEM1
  2. Navigate to outputs/verified_results/{academic_year}/{year}/SEM1/
  3. Select the *_consolidated_verified.xlsx file
  4. Student data is loaded

Select Semester 2 File

Choose the SEM2 consolidated results:

  1. Click Browse for SEM2
  2. Navigate to outputs/verified_results/{academic_year}/{year}/SEM2/
  3. Select the *_consolidated_verified.xlsx file
  4. Student data is merged with SEM1

File Order Matters

Ensure you select files from the same academic year and year of study. Mismatched files will produce incorrect results.

Verify Student Matching

The tool displays matching statistics:

Statistic Description
SEM1 Students Number of students in SEM1 file
SEM2 Students Number of students in SEM2 file
Matched Students found in both semesters
SEM1 Only Students only in SEM1 (possible withdrawal/deferral)
SEM2 Only Students only in SEM2 (possible late registration/transfer)

Review any discrepancies before proceeding.

Configure Options

Set annual consolidation options:

Option Description Default
Include All Students Include students from both semesters Yes
Calculate Annual Average Compute annual weighted average Yes
Determine Annual Status Assign annual case decision Yes
Include Unit Details Show all 12 units (6 per sem) Yes

Select Output Location

Choose where to save the annual consolidated file:

  1. Default: outputs/verified_results/{academic_year}/{year}/ANNUAL/
  2. Click Browse to change if needed

Generate

  1. Click Generate
  2. The tool merges data and calculates annual results
  3. Success message displays output location
  4. Click Open Folder to view the file

Annual Consolidated Structure

The generated file contains the following sheets:

Annual Summary

Column Description
S/N Serial number
Reg. No. Registration number
Name Student name
SEM1 Average Semester 1 average
SEM2 Average Semester 2 average
Annual Average Weighted annual average
Status Annual case decision

Semester 1 Unit Results

All SEM1 units with:

  • CAT, Exam, Lab marks
  • Total and Grade
  • Unit status (Pass/Fail/Supp)

Semester 2 Unit Results

All SEM2 units with:

  • CAT, Exam, Lab marks
  • Total and Grade
  • Unit status (Pass/Fail/Supp)

Annual Statistics

  • Total students
  • Pass/Fail/Supp counts
  • Average by semester
  • Distribution by grade

Annual Calculations

Calculation Method

Annual Average = (SEM1 Average × SEM1 Credits + SEM2 Average × SEM2 Credits) / Total Credits

For equal credit distribution:

Annual Average = (SEM1 Average + SEM2 Average) / 2

Status Determination

Scenario Annual Status
All units passed in both semesters PASS
Outstanding supp(s) from either semester SUPP
Retake case in either semester RETAKE
Meets discontinuation criteria DISCONTINUED

Handling Special Cases

  • SEM1-Only Students

    Students who appear only in SEM1 (withdrew, deferred, or transferred out):

    • Included with SEM2 marked as "N/A"
    • Annual status: "INCOMPLETE"
    • Requires manual review

  • SEM2-Only Students

    Students who appear only in SEM2 (late entry, transfer in):

    • Included with SEM1 marked as "N/A"
    • Annual status: "INCOMPLETE"
    • Requires manual review

  • Different Registration Numbers

    Students with different reg numbers between semesters (corrections):

    • Listed as separate entries initially
    • Use Update Consolidated to merge if needed

Best Practices

  • Verify Both Semesters

    Ensure both SEM1 and SEM2 are fully verified before generating annual consolidated.

  • Review Discrepancies

    Investigate students appearing in only one semester before finalizing.

  • Generate After SEM2

    Wait until SEM2 processing (including supps) is complete.

  • Keep Source Files

    Retain both semester files even after generating annual consolidated.

Troubleshooting

Mismatched student counts

Problem: Number of matched students is lower than expected.

Solutions:

  1. Verify both files are from the same academic year
  2. Check for registration number variations between semesters
  3. Review the SEM1-only and SEM2-only lists
  4. Use Update Consolidated to correct registration numbers if needed
Incorrect annual average

Problem: Annual average doesn't seem correct.

Solutions:

  1. Verify the semester averages in source files
  2. Check that unit weights are configured correctly
  3. Review the calculation method (weighted vs. simple average)
  4. Recalculate manually to verify
Wrong annual status

Problem: A student's annual status doesn't match expectations.

Solutions:

  1. Review both semester case decisions
  2. Check for outstanding supp results
  3. Verify IGS unit markings
  4. Review the case decision rules