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📋 Next Semester Scoresheets

Generate empty scoresheet templates for the upcoming semester with student lists pre-filled.

Overview

The Next Semester Scoresheets tool generates blank scoresheet templates for the next semester, pre-populated with student registration numbers and names. This saves lecturers time by eliminating manual data entry of student information.

When to Use This Tool

Use this tool when you need to:

  • Prepare scoresheet templates for a new semester
  • Distribute templates to lecturers for mark entry
  • Ensure consistent student lists across all unit scoresheets

Accessing the Tool

Tools → Next Semester Scoresheets...

Step-by-Step Guide

Open the Dialog

Click Tools → Next Semester Scoresheets... to open the generator dialog.

Select Source File

Choose the current semester's consolidated file as the source for student lists:

  1. Click Browse
  2. Navigate to outputs/verified_results/{academic_year}/{year}/{semester}/
  3. Select the consolidated file (e.g., 2024_2025_YR3_SEM1_consolidated_verified.xlsx)
  4. Student list is extracted automatically

Which File to Use

Use the verified consolidated file from the most recently completed semester. This ensures you have the correct student list for progression.

Select Next Semester Units

Choose which units to generate templates for:

Option Description
From Syllabus Load units from course syllabus JSON
Manual Entry Enter unit codes manually
Previous Templates Copy structure from existing templates

If using syllabus:

  1. Select the Year (e.g., YR3)
  2. Select the Semester (SEM1 or SEM2)
  3. Units are loaded automatically from the syllabus

Configure Template Format

Set template options:

Option Description Default
Include Header Add unit code and name header Yes
CAT Column Include column for CAT marks Yes
Exam Column Include column for Exam marks Yes
Lab Column Include column for Lab marks Depends on unit
Total Column Include auto-calculated total Yes
Row Striping Alternate row colors Yes

Select Output Location

Choose where to save the templates:

  1. Click Browse to select output folder
  2. Default: inputs/{academic_year}/{year}/{semester}/templates/

Generate

  1. Click Generate
  2. Progress bar shows template creation status
  3. Success message displays the number of templates created
  4. Click Open Folder to view the templates

Generated Templates

The tool creates separate Excel files for each selected unit:

templates/
├── EMT3201_scoresheet_template.xlsx
├── EMT3202_scoresheet_template.xlsx
├── EMT3203_scoresheet_template.xlsx
├── EMT3204_scoresheet_template.xlsx
├── EMT3205_scoresheet_template.xlsx
└── EMT3206_scoresheet_template.xlsx

Each template contains:

Column Description
S/N Serial number (auto-filled)
Reg. No. Student registration number (pre-filled)
Name Student full name (pre-filled)
CAT Empty column for CAT marks
Exam Empty column for Exam marks
Lab Empty column for Lab marks (if applicable)
Total Formula: =CAT+Exam+Lab
Grade Formula-based grade

Why Templates Have Formulas

Input templates include formulas (Total, Grade) to help lecturers:

  • See calculated totals as they enter marks
  • Catch data entry errors immediately (e.g., marks > 100)
  • Verify calculations before submission

This "garbage in, garbage out" prevention ensures cleaner data reaches DEEPS.

Note: After DEEPS processes the scoresheets, the verified output files contain static values only (no formulas) to ensure audit integrity and prevent accidental changes.

Student Filtering

The tool filters students based on their status:

Students who are included in next semester templates:

  • PASS - Students who passed all units
  • SUPP - Students with supplementary exams (after passing supps)
  • CONDITIONAL - Students proceeding on condition

Students who are NOT included:

  • RETAKE - Students repeating the current year
  • DISCONTINUED - Students no longer enrolled
  • DEFERRED - Students with deferred status

Manual Additions

You can manually add students to templates if needed (e.g., transfer students, re-admitted students).

Best Practices

  • Verify Student Lists

    Review the generated templates to ensure all expected students are included and no duplicates exist.

  • Use Verified Source

    Always generate from the verified consolidated file, not the raw auto-generated file.

  • Protect Columns

    Consider protecting pre-filled columns (Reg. No., Name) to prevent accidental changes.

  • Distribute Promptly

    Send templates to lecturers at the start of the semester so they can enter marks progressively.

Troubleshooting

Missing students in templates

Problem: Some expected students are not in the generated templates.

Solutions:

  1. Check the student's status in the source consolidated file
  2. Verify students with RETAKE status are correctly excluded
  3. Add students manually if they should be included
  4. Ensure the source file is the most recent verified version
Extra students in templates

Problem: Students who should be excluded appear in templates.

Solutions:

  1. Update the source consolidated file with correct case decisions
  2. Re-generate templates from the corrected file
  3. Remove students manually from individual templates
Unit not in syllabus

Problem: A required unit doesn't appear in the syllabus selection.

Solutions:

  1. Check the syllabus JSON configuration in Settings
  2. Use Manual Entry to add the unit code
  3. Update the syllabus JSON file if the unit should be included