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 3^rd 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 3^rd 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:

Faculty Officer
Module Coordinator
Marks Administrator
Lecturer
Departmental Chair
Faculty Management
Student Admin
Registrar’s Office
Super User

Please note:

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

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:

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

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

Manage marks
Student search
Enter student number/ surname or initial
Click search
Select a student from the student list
Click the select button

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

Manage students
Add Tutorial Groups to a Module
Enter module code
Click search
Select module from module list
Click select
Enter tutorial group name
Click submit

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

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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