Marks Log

Marks Log


Overview

The Marks Log serves as a comprehensive audit trail, allowing administrators to track the capturing, modification, and deletion of learner marks. It provides transparency regarding which staff members performed specific actions and when those changes occurred.

My School > Curriculum > Curriculum Setup:  Marks Log

Purpose of Feature

The Marks Log is essential for maintaining data accountability and resolving disputes regarding mark entries. It allows the school to:

  • Identify the origin of mark entry errors.

  • Verify the timeline of mark adjustments.

  • Audit staff activity within the curriculum module.

Step-by-Step Instructions

1. Define Search Criteria

To view specific log entries, populate the following filters:

  1. Year & Curriculum: Select the academic year and the relevant curriculum (e.g., CAPS).

  2. Academic Hierarchy: Choose the Grade, Learning Program (Term), Subject, Task, and specific Assessment.

  3. Subject Group: Filter by a specific class group or select "All" to view the entire grade.

  4. Staff Member: Filter by a specific user to audit their activity, or select "All" to view all changes.

  5. Mark Number: Select the specific mark tab (if multiple tabs were used during capture).

2. Set Date Range

  1. From Date: Enter the start date for the audit period.

  2. To Date: Enter the end date for the audit period.

3. Learner-Specific Search (Optional)

If investigating a specific learner rather than a class:

  1. Set the Status (Current, Left, or Other).

  2. Type the learner's name in the Learner Search field.

4. Generate the Log

  1. Click Fetch Detail to display the audit results.

  2. The system will display a list showing the date, the staff member, the action (Insert, Update, or Remove), and the previous/new mark values.

  3. Click Reset to clear all filters for a new search.

System Behaviour

  • Data Availability: For records prior to 2023/10/27, the log only displays the final mark recorded. For all entries after this date, the system provides a full, granular history of every change made to a mark.

  • Audit Transparency: The log records "System" entries if marks were updated via automated processes (such as a bulk recalculation or import), ensuring no data change goes untracked.

  • Real-Time Updates: Log entries are generated instantly upon clicking 'Save' or 'Accept' in any mark capture screen.

Restrictions & Reasons

  • Access Permissions: Only users with at least Viewing Rights for the 2.1 Curriculum Setup module can access the Marks Log.

    • Reason: The log contains sensitive academic and staff performance data. Access is restricted to ensure privacy and data security.

  • Historical Limitations: Full version history is not available for marks captured before the system update on 2023/10/27.

    • Reason: The granular logging architecture was implemented on this date; data prior to this was stored as a single "last saved" state to optimize database performance.

  • Non-Editable Log: The Marks Log itself cannot be edited or deleted by any user.

    • Reason: To maintain the integrity of the audit trail for compliance and reporting requirements.


 © Copyright d6 group (Pty) Ltd.

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