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📜 Generate Senate Documents

Create official senate documents from processed exam results.

Overview

The Generate Senate Documents tool creates formal academic documents from your processed results. These documents are formatted for presentation to senate meetings and include all required sections, citations, and formatting.

When to Use This Tool

Use this tool when you need to:

  • Prepare results for senate approval
  • Generate official examination reports
  • Create case listings with rule citations
  • Produce print-ready senate submission documents

Accessing the Tool

Tools → Generate Senate Documents...

Step-by-Step Guide

Open the Dialog

Click Tools → Generate Senate Documents... to open the generator dialog.

Select Consolidated File

Choose the verified consolidated results file:

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

Enter Meeting Details

Provide information about the senate meeting:

Field Description Example
Meeting Date Date of the senate meeting 15th December 2024
Meeting Venue Location of the meeting Senate Hall
Meeting Reference Meeting number/reference S.M. 423/24
Chairperson Name of the chairperson Prof. John Smith

Select Document Sections

Choose which sections to include:

Section Description Default
Header with Logo Institution logo and header Yes
Meeting Details Date, venue, reference Yes
Pass List Students proceeding normally Yes
Supplementary Cases Students with supp exams Yes
Retake Cases Students requiring retake Yes
Special Cases Cases requiring manual review Yes
Rule Citations Reference to regulations Yes
Signature Lines Spaces for official signatures Yes

Configure Formatting

Set document formatting options:

Option Description
Paper Size A4, Letter
Margins Normal, Narrow
Font Times New Roman, Arial
Include Statistics Summary statistics section

Generate

  1. Click Generate
  2. Documents are created in both Word (.docx) and PDF formats
  3. Success message shows the output location
  4. Click Open Folder to view the documents

Document Sections

Document Header

  • Institution logo (centered)
  • Document title: "EXAMINATION RESULTS"
  • Academic year and semester
  • Course/Program name
  • Date of document generation

Candidates Proceeding Normally

Lists all students who passed all units:

S/N Reg. No. Name Average Remarks
1 E022-01-1234/2024 John Doe 65.4 Pass
2 E022-01-1235/2024 Jane Smith 72.1 Pass

Includes reference to ENG. 13 (a) or relevant regulation.

Candidates with Supplementary Examinations

Lists students requiring supp exams with:

  • Registration number and name
  • Failed unit(s) with marks
  • Supp exam date (if scheduled)
  • Rule citation

Sample Entry

E022-01-1240/2024 - Alex Brown

Failed Units: EMT3103 (38%), EMT3105 (35%)

Ref: ENG. 15 (d) - Student shall be allowed supplementary examination

Candidates Required to Retake

Lists students who must repeat:

  • Registration number and name
  • Reason for retake
  • Academic standing
  • Rule citation

Cases for Individual Consideration

Lists unusual cases requiring senate attention:

  • Deferred examinations
  • Medical cases
  • Extenuating circumstances
  • System-flagged anomalies

Each case includes:

  • Student details
  • Case description
  • Supporting information
  • Recommendation

Signature Section

Signature lines for:

  • Examination Officer
  • Head of Department
  • Dean of Faculty
  • Academic Registrar

Each line includes:

  • Name field
  • Signature space
  • Date field

Rule Citations

The document automatically includes relevant regulation citations:

Rule Description Auto-Applied To
ENG. 13 (a) Normal progression Pass cases
ENG. 15 (d) Supplementary examinations Supp cases
ENG. 16 Retake requirements Retake cases
ENG. 17 Discontinuation Disc cases

Custom Rules

Configure rule citations in Settings → Paths → Rules JSON or view current rules via View → Engineering Rules.

Best Practices

  • Verify Data First

    Review the consolidated file thoroughly before generating documents. Corrections after printing are difficult.

  • Meeting Details

    Confirm the correct meeting date, venue, and reference number before generating.

  • Print Preview

    Always preview the PDF before printing to catch formatting issues.

  • Keep Copies

    Archive both the Word and PDF versions with the semester's records.

Output Files

Generated documents are saved to:

outputs/senate_documents/{academic_year}/{year}/{semester}/
├── 2024_2025_YR3_SEM1_senate_document.docx
├── 2024_2025_YR3_SEM1_senate_document.pdf
└── 2024_2025_YR3_SEM1_generation_log.txt
File Purpose
.docx Editable version for final adjustments
.pdf Print-ready version for distribution
_log.txt Generation details and statistics

Troubleshooting

Logo not appearing

Problem: The institution logo is missing from the document.

Solutions:

  1. Check logo path in Settings → Logo Configuration
  2. Verify the logo file exists and is accessible
  3. Ensure the logo is in a supported format (PNG, JPG)
  4. Try re-selecting the logo file in settings
Rule citations incorrect

Problem: The wrong regulation is cited for a case.

Solutions:

  1. Review the case decision rules in View → Case Decision Rules
  2. Check the rules JSON configuration
  3. Manually edit the Word document if needed
  4. Contact support if the citation logic appears wrong
Formatting issues in PDF

Problem: The PDF has unexpected formatting (page breaks, margins, etc.).

Solutions:

  1. Try different paper size settings
  2. Adjust margins in the options
  3. Edit the Word version and re-export to PDF
  4. Check that all required fonts are installed