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The Marks Administration System Release 3


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Marks Administration System

Module Coordinator

T

RAINING MANUAL



AUTHOR

DATE

VERSION 0.01



The Marks Administration System Release 3



About MAS
The Marks Administration System (MAS) mostly known as “MAS” was introduced in 2006 through an ongoing Marks Administration initiative between the institution, University of the Western Cape and an IT solutions company Software Features KKM.
The main purpose for the development of MAS was to Capture & Publish students’ marks as part of the initial leg of an overall student tracking and administration systems at the institution; secondly to have a standardised approach (practice) to capturing, publishing, and saving marks across all faculties. The Marks Administration Systems has had two releases since its inception in 2006 to date, and over these years it has undergone updates and improvements as far as functionality/ and or usability is concerned.
With the 3rd Release (MAS R3), the sensitivity of mark allocation and administration has been borne in mind at all stages of the system's conception and design. Having engaged in numerous software development projects over time, we are also aware that a new system introduces change in the practices of those users affected who carry out the essential work that keeps the university going.
The benefits of using the Marks Administration System:

  • Ensure the consistent application of a single set of assessment rules

  • Form the basis for a broader system for tracking students’ performance

  • Retain assessment marks in a secure manner

  • Assure the integrity of assessment marks as far as possible and not include measures that could compromise this

  • Be successfully accepted and utilized by the university’s community

The 3rd Release (MAS R3) will still have a single user-friendly interface able to service all users (Lecturers; Marks Administrators; and Technical Support Staff) as required. The look and feel will be kept standard while functionality presented will be tailored to the user’s role as far as the system is concerned. This web-based application will be a role-based system.

This means that every user needs to have a role assigned to them before they can work within the system. The user’s level of access to the Marks Administration System is determined by the role(s) assigned to him/her. A user can be assigned one or more of the nine roles within the MAS system.
The Marks Administration System roles are:


  1. Faculty Officer

  2. Module Coordinator

  3. Marks Administrator

  4. Lecturer

  5. Departmental Chair

  6. Faculty Management

  7. Student Admin

  8. Registrar’s Office

  9. Super User


Please note:

    1. A role can only be assigned to a UWC staff member.

    2. A user may be assigned more than one role within the MAS system.

However, only one instance of any role may be assigned to a user.

    1. Assignment of roles may only be done by the Faculty Officer. The department or faculty grants permission before a role can be assigned to a particular user.

Minimum skills required by User(s)

The Marks Administration System (MAS) is web-based meaning that the assigned user would be required to have a certain level of Internet skills; and secondly the user should know how to access and browse websites. Other additional skills that the user might require:



  • Ability to Open and close application programs e.g. MS Excel, Internet browser etc.

  • Open, save, close a file e.g. MS Excel

  • Cut, copy and paste

  • use the mouse e.g. right and left click content

  • Working on multiple windows e.g. minimizes windows.



Offline Marks Capture

Generate .csv file
Follow these steps to Generate a CSV file:


  • Manage Marks

  • Select generate Upload file

Once the page has loaded continue by:



NB: alternatively you may use the module code; alpha code or description to search for a module.


Once the module list has loaded continue by:


  • Select a module by clicking on the radio button.

  • Click on the select button.

Once the select a task list page has loaded:




  • Select a task by clicking on the tasks radio button

  • Click the select button

A confirmation page will load:




  • Click the OK button to confirm that the marks are locked.

Once the page has loaded:




  • Click on the Create CSV file

Once the confirmation message pops up:




  • Click the save button to save the CSV file on you computer

  • Save the file to your desktop




Download .csv
Follow these steps to Generate a CSV file:


  • Manage Marks

  • Select generate Upload file

Once the page has loaded continue by:




  • Select a department form the drop down menu

  • Click on the search button.

NB: alternatively you may use the module code; alpha code or description to search for a module.


Once the module list has loaded continue by:


  • Select a module by clicking on the radio button.

  • Click on the select button.

Once the select a task list page has loaded:




  • Select a task by clicking on the tasks radio button

  • Click the select button

A confirmation page will load:




  • Click the OK button to confirm that the marks are locked.

Once the page has loaded:




  • Click on the Create CSV file

Once the confirmation message pops up:




  • Click the save button to save the CSV file on you computer

  • Save the file to your desktop




Upload .csv
Follow these steps to Generate a CSV file:


  • Manage Marks

  • Upload Marks

  • Click Browse Button

  • File selection screen opens

  • select file and click Open.

NB: The file will then be uploaded to MAS




System Security Functionality (Roles)

Request Access to a Module
Follow these steps to request access to a module within another faculty:


  • Manage users

  • Request access to a module in another faculty

Once the page has loaded continue by:




  • Select a department form the drop down menu

  • Click on the search button.

NB: alternatively you may use the module code; alpha code or description to search for a module.


Once the module list has loaded continue by:


  • Select a module by clicking on the radio button.

  • Click on the select button.

After you have select the module, you will be asked to give a reason for viewing the module and gain access to that module.




  • Type in a reason in the given text box

  • Select a person to send that request to,

  • Click the send button.

Once you have done with the request click on the exit button to take you back to the home page.



View User’s Roles & Access to Modules for Roles
Follow these steps to request access to a module within another faculty:


  • Manage users

  • Select manage a users roles and the access to modules for each role

Once the page has loaded continue by:




  • Select a department form the drop down menu

  • Click on the search button.

NB: alternatively you may use the module code; alpha code or description to search for a module.


Once the module list has loaded continue by:


  • Select a module by clicking on the radio button.

  • Click on the select button.

Once the View User’s roles & Access To Modules for roles has loaded:




  • Click on the radio button next to the role you wish to view.

NB: the selected Users roles will be displayed onto the right hand side of the page.




Manage Assessment Schedule

View & Copy Module’s Previous Assessment Schedule
Follow these steps to view and copy a module:


  • Manage assessment

  • Select Set up assessment schedule

Once the page has loaded continue by:




  • Select a department form the drop down menu

  • Click on the search button.

NB: alternatively you may use the module code; alpha code or description to search for a module.


Once the module list has loaded continue by:


  • Select a module by clicking on the radio button.

  • Click on the select button.

Once you have done this you are now viewing the modules assessment schedule.




Marks Management

Capture Marks Per Student
Follow these steps to Capture Marks per Student:


  • Manage marks

  • Capture marks per student

  • Enter module code

  • Select modle from module list

  • Select task

  • Click edit next to the student name

  • Edit raw mark

  • Click save

  • You are left with the option of creating a CSV file or forward marks for vetting

  • Click exit when you done




Capture Marks Per Class
Goto


  • Manage Marks

  • Capture Marks Per Class

  • Enter module code

  • Click search button

  • Select the module from the drop down box

  • New screen select task

  • When requested to lock task to continue press ok button

  • New you will be able to edit task marks.




View / Update Tasks Ready for Vetting


  • Manage marks

  • View / Update Tasks Ready for Vetting

  • You can choose to download the csv file are update the class or student online

  • Click exit to return to the main menu



 

 

 

 

 

Capture Continuous Assessment % for Associate Students


  • Manage marks

  • Capture Continuous Assessment % for Associate Students

  • Enter module code

  • Click search

  • Selected a module from the module list

  • Click the select button

  • Enter the percentage for the associated student

  • Click save

  • Click exit to return to the main menu




 

 

Search for & Select a Student



Flag a Student for Special Assessment


  • Manage marks

  • Flag a student for special Assessment

  • Enter module code

  • Select a module from the module list

  • Click select

  • Select a task from the task list




Student Management

Add Tutorial Groups to a Module




Add a Student to a Tutorial Group(Per Student)


  • Manage students

  • Add a Student to a Tutorial Group(Per class)

  • Enter module code

  • Click search

  • Select module from module list

  • Click select

  • Select a the group on each students drop down menu

  • Check the add check box

  • Click on submit




Add a Student to a Tutorial Group


  • Manage students

  • Add a Student to a Tutorial Group(Per class)

  • Enter module code

  • Click search

  • Select module from module list

  • Click select

  • Enter student number/ surname or initial

  • Click find


???

 

Add an Unregistered Student to a module


  • Manage students

  • Add an Unregistered Student to a module

  • Enter module code

  • Click search

  • Select module from module list

  • Click select

  • Enter student number

  • Click find

  • Click on submit




View Classlist


  • Manage students

  • View Classlist

  • Enter module code

  • Click search

  • Select module from module list

  • Click select

  • You have the option to download the report

  • When you are done click exit to return to the main menu



 


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