Final Decisions

Overview

The Final Decisions module is the central diagnostic hub for year-end academic results. It aggregates data from the entire academic year to calculate a final Promotion Mark (Pass or Retain) based on the linked Template or Subject-Specific Formulas. The system dynamically recalculates these verdicts in real-time as year-end marks are captured or modified.

Navigation Path

My School > Curriculum > Promotion Requirement:  Final Decisions

Purpose of Feature

The Final Decisions module is designed to:

• Automate Promotion Logic: Apply complex departmental criteria (2012 DOE-NPPPPR) to determine Learner progress.

• Facilitate Moderation: Allow authorized users to adjust final marks or override system-generated verdicts with documented reasons.

• Apply Concessions: Formally link special concession rules to specific Learners for progression.

• Audit Year-End Results: Provide a transparent view of calculated versus moderated results before finalizing promotion schedules.

Step-by-Step Instructions

1. Viewing Final Decisions

1. Select the Year, Grade, Curriculum, and Formula Type (e.g., Promotion Mark).

2. The grid displays:

   • Concession: Any special rules applied to the Learner.

   • Calculated Decision: The automated system verdict.
     

   • Moderated Result: The manual override (appears "greyed out" if no change was made).

3. Subject Breakdown: Hover over the info icon (i) next to a Learner’s name to see their specific subject marks.

4. Logic Audit: Hover over the Calculated Decision to see the specific criteria met or failed (e.g., "Must pass Home Language at 40%").

2. Moderating Marks and Decisions

1. Double-click a Learner’s row or select them and click Moderate the selected learner.

2. Marks Tab: Double-click a subject row to enter an adjusted mark. Enter a Reason and click Save.

   • System Indicator: The Calculated Decision cell will turn Green to show it is now based on moderated marks.

3. Decision Tab: To override the system's final verdict:

   • Select a Concession (if applicable).

   • Select the new Verdict (e.g., Promoted or Retained).

   • Enter mandatory Reasons in both English and Afrikaans.

   • Select the Authorizing Person from the dropdown.

   • Click Save.

   • System Indicator: The Moderated Decision cell will turn Red to show a manual override is active.

3. Bulk Actions

• Recalculate: Click Recalculate to refresh all automated results across the grade. Moderated marks (Green) remain, but the system re-runs the logic against them.

• Promote All: Click Promote All to override every "Retained" result with "Promoted."

• Revert to Calculated: Click Use calculated decision for all to clear all manual moderations (Red cells) and return strictly to system logic.

4. Capturing Final Year-End Marks (e.g., Grade 12 NSC)

1. Click on a Learner’s name (requires 'View and Enter' rights).

2. Select a Term and a Subject.

3. Click the Plus (+) sign at the appropriate hierarchy level (Subject, Task, or Assessment).

4. Enter the Raw Mark and Out Of. The system automatically updates the percentage and final subject levels.

5. Click Save Changes.

System Behaviour

• Real-Time Recalculation: The system is "live." Any change made to an assessment in the Marks per Group module will trigger an immediate update in the Final Decisions grid.

• Decision Reports: Use the Decisions Report button at the bottom of the page to export an Excel summary for departmental moderation meetings.

• Risk Identification: Click the Calculated Decision column header twice to sort the grid. This brings all "Retained" Learners to the top for immediate review.

Restrictions & Reasons

• Grade Visibility: If a grade is missing from the dropdown, it is because it was set to "No Calculation" in the Decision Guidelines module.

  • Reason: The Final Decisions screen is specifically for automated logic. Grades without automated logic must be promoted manually under My School > Learners > Promotions.

• Calculation Blocks: If the system cannot calculate a result, a task will appear on the My Home > Tasks dashboard.

  • Reason: This usually occurs due to missing marks in mandatory subjects or incomplete formula setups. The system cannot provide a legal verdict on an incomplete dataset.

• Authorization Requirement: Moderated decisions require a specified authorizer and dual-language reasons.

  • Reason: To ensure compliance with school governing body (SGB) policies and to provide a valid audit trail for parental or departmental appeals.