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✏️ Update Consolidated

Edit and recalculate existing consolidated results files.

Overview

The Update Consolidated tool allows you to make corrections to an already-processed consolidated results file. It automatically recalculates grades, classifications, and case decisions when you modify marks.

When to Use This Tool

Use this tool when you need to:

  • Correct data entry errors in marks
  • Add missing students to the consolidated file
  • Update marks after supplementary exams
  • Recalculate grades after manual adjustments

Accessing the Tool

Tools → Update Consolidated...

Step-by-Step Guide

Open the Dialog

Click Tools → Update Consolidated... to open the editor dialog.

Select Consolidated File

Choose the consolidated results file to edit:

  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. The file loads with student data displayed in a table

Make Edits

You can edit the following fields:

Field Editable Auto-Recalculated
Registration Number Yes -
Student Name Yes -
CAT Marks Yes Grade, Total
Exam Marks Yes Grade, Total
Lab Marks Yes Grade, Total
Total No Auto-calculated
Grade No Auto-calculated
Case Decision No Auto-calculated

Editing Cells

  • Double-click a cell to edit
  • Press Enter to confirm changes
  • Press Escape to cancel editing
  • Changes are highlighted in yellow until saved

Review Changes

Before saving, review all changes:

  1. Modified cells are highlighted
  2. Recalculated fields show new values
  3. Case decisions update automatically

Save

  1. Click Save and Recalculate
  2. All calculations are refreshed
  3. Changes are saved to the file
  4. A backup of the original is created automatically

Automatic Recalculations

When you modify marks, the following are automatically recalculated:

Total marks are recalculated based on:

  • CAT marks (typically 30%)
  • Exam marks (typically 70%)
  • Lab marks (if applicable)

The weightings are determined by the unit assessment configuration.

Grades are assigned based on the grading scale:

Total Grade
70-100 A
60-69 B
50-59 C
40-49 D
0-39 E

Case decisions are determined by the case decision engine:

  • PASS - All units passed (40+)
  • SUPP - One or more supplementary exams needed
  • RETAKE - Requires course retake
  • SPECIAL - Requires manual review

Adding Students

To add a missing student:

  1. Click Add Student button
  2. Enter the student's registration number
  3. Enter the student's name
  4. The student is added with empty marks
  5. Fill in the marks for each unit
  6. Save to recalculate

Registration Number Format

Ensure the registration number follows the correct format (e.g., E022-01-1234/2024). The system will normalize common variations automatically.

Removing Students

To remove a student:

  1. Select the student row
  2. Click Remove Student
  3. Confirm the removal
  4. Save changes

Caution

Removed students cannot be easily recovered. Consider creating a backup before removing students.

Best Practices

  • Backup First

    The tool creates automatic backups, but you can also manually copy the file before making major changes.

  • Document Changes

    Keep a record of what changes you made and why (e.g., "Corrected EMT3101 exam mark for E022-01-1234/2024").

  • Verify After Saving

    After saving, review the recalculated results to ensure they are correct.

  • Process Promptly

    Make corrections as soon as you identify errors to avoid confusion.

Troubleshooting

Changes not saving

Problem: Clicking Save doesn't appear to save changes.

Solutions:

  1. Ensure the file is not open in another program (Excel)
  2. Check that you have write permissions to the folder
  3. Look for error messages in the log
  4. Try saving to a different location
Grades not recalculating

Problem: After changing marks, grades remain the same.

Solutions:

  1. Use Save and Recalculate (not just Save)
  2. Check that the total marks fall within a different grade boundary
  3. Verify the unit assessment configuration is correct
Case decision seems wrong

Problem: The case decision doesn't match expected outcome.

Solutions:

  1. Review the case decision rules in View → Case Decision Rules
  2. Check all unit results for the student
  3. Verify IGS (retake) units are correctly marked
  4. Contact support if the logic appears incorrect

  • Extract Cases

    Extract students by case type (Pass, Supp, Retake, etc.)

    Extract Cases

  • Generate Senate Documents

    Create official senate documents from consolidated results

    Senate Documents