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🔎 Student Search

Search and view individual student records across all processed semesters.

Overview

The Student Search feature allows you to quickly find and view a student's complete academic record across all processed semesters. This provides a comprehensive view of a student's progress throughout their course.

When to Use This Feature

Use this feature when you need to:

  • Look up a specific student's results
  • Review academic history for advising
  • Verify student records for administrative purposes
  • Track student progress across semesters

Accessing the Feature

There are two ways to access Student Search:

  1. Tab Bar: Click the Student Search tab at the top of the main window
  2. Menu: Tools → Student Search...

How to Use

Enter Search Query

Type a search query in the search box:

Search By Example Notes
Registration Number E022-01-1234/2024 Partial matches work
Registration Number (partial) E022-01-1234 Finds all years
Student Name John Doe Case-insensitive
Name (partial) John Finds all matching names

View Results

Matching students appear in a list showing:

  • Registration number
  • Student name
  • Number of semester records found

Select a Student

Click on a student to view their complete record:

  • Student Information: Registration number, name
  • Semester Results: All processed semesters with marks
  • Unit Details: Individual unit grades and marks
  • Academic Summary: Overall progress and status

Student Record View

When you select a student, the record displays in three sections:

Basic Information

  • Registration Number
  • Student Name
  • Course Code
  • Current Year of Study
  • Academic Status

Results by Semester

Semester Units Passed Failed Average Status
YR3 SEM1 6 5 1 58.3 SUPP
YR3 SEM2 6 6 0 62.1 PASS
YR3 ANNUAL 12 11 1 60.2 PASS

Click on a semester row to see detailed unit results.

Individual Unit Marks

Unit CAT Exam Total Grade
EMT3101 25 48 73 A
EMT3102 18 35 53 C
EMT3103 22 15 37 E

Includes:

  • CAT marks
  • Exam marks
  • Lab marks (if applicable)
  • Total marks
  • Grade
  • Special indicators (IGS, SUPP, etc.)

Academic Status Tab

This tab reports the student's standing exactly as recorded in the consolidated results. It shows, for the most recent year and then for every year on record:

  • the recommendation, word for word as written in the workbook
  • the student matters behind it (FINANCIAL, MEDICAL, EXAM IRREGULARITY, ...)
  • the rules quoted in the reference column

Nothing here is recalculated. Correct the consolidated workbook, let the database re-sync, and the tab follows.

Every rule is clickable

A reference listing several rules, such as ENG.15(a), ENG.23(c), gives one link per rule. Click any of them to open that rule in the rules viewer. Where a reference lists subsections, such as ENG.18(a,b,c), the section and each subsection are separately clickable.

A year sat more than once shows each sitting, with the earlier one marked superseded; the later decision is the one that stands.

Search Tips

  • Use Partial Numbers

    Search E022-01-12 to find all registration numbers starting with that pattern.

  • Case Doesn't Matter

    Searching john doe, John Doe, or JOHN DOE all return the same results.

  • Year Variations

    Search without the year suffix (E022-01-1234) to find all records for that student across years.

  • Name Parts

    Search just a first or last name to find all students with that name.

How It Works

Data Architecture

Student Search uses a local SQLite database as a search cache:

┌─────────────────────┐      Sync      ┌──────────────────┐
│   XLSX Files        │  ──────────▶   │  SQLite Cache    │
│  (Source of Truth)  │                │  (Search Index)  │
└─────────────────────┘                └──────────────────┘
         │                                      │
         │                                      │
    You edit here                         Fast searches
Component Purpose
XLSX Files Master data - all your exam results live here
SQLite Database Search index - enables fast lookups across all semesters

How Syncing Works

  • When you click Sync Database, DEEPS reads all consolidated XLSX files and indexes them
  • If you edit an XLSX file (correct a mark, add a student), click Sync to update the search index
  • The database is just a cache - XLSX files remain the source of truth
  • If you delete the database, just sync again to rebuild it from your XLSX files

When to Sync

Click Sync Database after:

  • Processing new scoresheets
  • Editing a consolidated file
  • Renaming or moving files

Data Sources

Student Search queries data from all processed consolidated files in:

outputs/verified_results/{academic_year}/YR{n}/SEM{n}/
└── 2024_2025_YR3_SEM1_consolidated_verified.xlsx

Data Availability

Only semesters that have been processed through DEEPS will appear in search results. If a semester hasn't been processed yet, its data won't be searchable.

Printing a Student's Status

The Status Report... button on the student card prints everything on record for the selected student as one official workbook.

  1. Select the student from search results
  2. Click Status Report...
  3. Check the output folder (see below), or change it
  4. Tick anything extra you want:
  5. Also generate the standard annual transcripts (off by default)
  6. PDF copies as well (a PDF of the report, and of any transcripts)
  7. Click Generate, then Open Folder

The report is saved beside the transcripts, in the ANNUAL folder of the student's most recent year:

outputs/verified_results/2025-2026/YR4/ANNUAL/
    status_reports/E000-00-0000_2022_Student_Name_status_report.xlsx
    transcripts/

Generating it again replaces the previous copy, so a student's report is always the current one.

The workbook carries the university letterhead and reads top to bottom:

Section Contents
Student Name, registration number, intake, programme
Status as recorded The recommendation, student matters and rules for the most recent year
Record by year Every year: attempt, mean, recommendation, matters, reference
Results by year Every unit sat, year by year, as the workbook records it
Units not yet passed With the entry recorded against each, or NOT TAKEN
Summary of results Totals, weighted mean, classification
How these figures are calculated Which units are excluded from each year mean, the year weights, the weighted mean formula, and the grade and classification bands
Approvals Departmental Board, School Board, Senate

Entries are shown as recorded

A mark stays a mark, an entry such as 19 C (coursework only, no exam sat) stays 19 C, and only a unit with no entry anywhere reads NOT TAKEN. The values are read from the annual workbooks themselves, so the report matches what you see on opening them. A coursework-only entry reads NOT PASSED in this report; on the transcript that grade cell shows an em dash.

How this differs from a transcript

A transcript covers one year: units, grades and the mean. The status report adds every year at once, the reason recorded behind each decision, the rules quoted, each sitting of a repeated year, the units still outstanding, and how the weighted mean was arrived at.

Classification

A classification is stated only once the final year is complete, or where the award list already records one. Otherwise the report says why there is none yet, rather than printing a running figure that could be mistaken for an award.

PDF export needs LibreOffice

The PDF option is disabled when LibreOffice is not installed. The report is still produced without it.

Troubleshooting

Student not found

Problem: Search returns no results for a known student.

Solutions:

  1. Check spelling of name or registration number
  2. Try searching with partial information
  3. Verify the student's semester has been processed
  4. Check for registration number variations (see below)
Registration number variations

Problem: Student has multiple registration number formats.

Common variations normalized automatically:

Entered Normalized
E022 01-1234/2024 E022-01-1234/2024
E022-1-1234/2024 E022-01-1234/2024
E022-01-1234\2024 E022-01-1234/2024

The search automatically handles these variations.

Incomplete records

Problem: Student record is missing some semesters.

Solutions:

  1. Process the missing semester(s) through Step 1
  2. Check that the student's data exists in the original scoresheets
  3. Verify the consolidated file for that semester contains the student
Data out of sync

Problem: Search results don't reflect recent edits to XLSX files.

Solutions:

  1. Click Sync Database to update the search index
  2. If files were renamed, sync will automatically clean up old references
  3. Wait for sync to complete before searching again
File not found in Data Sources

Problem: Data Sources tab shows "File not found" for some entries.

Cause: Files were renamed or moved since last sync.

Solution: Click Sync Database - it will clean up orphaned entries and index the current files.