Export Marks and Statistics

Overview

The Export Marks and Statistics feature allows users to extract comprehensive academic data into an Excel format. This tool is essential for external reporting, verifying data accuracy before printing report cards, and performing in-depth analysis of academic performance across different phases.

Navigation Path

My School > Learners > Learner Marks: Export Marks and Statistics

Purpose of Feature

The primary purpose of this report is to generate a raw dataset of learner marks and statistical summaries. It is used to ensure all captured data is correct and to maintain offline backups of academic records for auditing or administrative review.

Step-by-Step Instructions

1. Filter Selection

• Select the relevant Academic Year from the dropdown menu.

• Choose the correct Phase (e.g., Foundation Phase, Intermediate Phase, etc.) for which the data is required.

• Select the specific Term/s to be included in the export.

2. Learner Type Selection

Select the appropriate learner status to define the scope of the report:

• Current Learners: Includes all active learners, as well as those scheduled to leave the school after the end of the term.

• All Learners: Includes every learner on the system, including waitlisted learners who have been assigned subjects.

3. Generating the Export

• Click the Export button.

• The system will compile the data and generate an Excel file which will automatically download to your local device.

System Behaviour

• Data Synchronisation: The export reflects the most recent marks saved in the database at the exact time of the request.

• Excel Formatting: The file is structured with specific columns for learner details, subject names, assessment tasks, and final percentages to allow for easy filtering and sorting.

• Calculated Fields: The system automatically includes calculated statistics, such as class averages and pass rates, based on the weights defined in the curriculum setup.

Frequently Asked Questions (FAQ)

Why are some learner marks blank in the exported Excel file?

This typically occurs if marks have not yet been saved in the Marks per Learner or Marks per Group modules, or if the learner is not correctly linked to those specific subjects for the selected term.

What is the difference between 'Current' and 'All' learners in the export?

'Current Learners' filters out students who have already left the school. 'All Learners' provides a full database extract, which is useful for historical audits or identifying waitlisted students who may have been erroneously assigned marks.

Why is the export taking a long time to generate?

The generation speed depends on the volume of data. Exporting an entire phase for multiple terms involves processing thousands of data points. For faster results, it is recommended to export per phase or per individual term.