smart - the university of edinburgh | the university of edinburgh · 2015-09-16 · return to...

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SMART

User Guide v4.0

Paul Gorman, Rosie Filipiak, Greg Carter

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What do you want to do?

� Create a Course Structure

� Find a list of students

� Enter Marks

� Enter Submissions

� Enter Attendances

� Manage Course Results

� Run a Course spreadsheet for a Board of Examiners

� Create an XML file for upload to EUCLID

� Run a Progression sheet: CSE

� Run a Progression & Classification sheet: HSS

� Run a Classification sheet: CSE

� Run a Classification sheet for sending to Registry

� Create barcode labels

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Contents Accessing SMART ...................................................................................................................................................... 6

Access via MyEd/EASE ........................................................................................................................................... 6

New Users ............................................................................................................................................................. 6

Multiple instances ................................................................................................................................................. 8

SMART Homepage................................................................................................................................................. 8

Navigation bar ....................................................................................................................................................... 8

Course list .............................................................................................................................................................. 9

Notes and Alerts .................................................................................................................................................. 10

Logging Out ......................................................................................................................................................... 11

Login reset ........................................................................................................................................................... 11

SMART Modules ...................................................................................................................................................... 13

Student Records ...................................................................................................................................................... 14

Detailed record for a single student.................................................................................................................... 14

Generate lists of students ................................................................................................................................... 16

Course Management ............................................................................................................................................... 19

Adding coursework/exam component to a structure that has none ................................................................. 19

Add a sub-component ..................................................................................................................................... 20

Edit component description ............................................................................................................................ 21

Delete component........................................................................................................................................... 21

Move component Up/Down ........................................................................................................................... 22

Edit marking scheme ....................................................................................................................................... 22

End-level components ..................................................................................................................................... 22

Components that have sub-components ........................................................................................................ 23

Edit sub-component marking scheme ............................................................................................................ 23

Show/Hide all marking scheme ....................................................................................................................... 23

Set additional details ....................................................................................................................................... 24

Testing a structure .............................................................................................................................................. 24

“Rolling over” a structure from a previous session............................................................................................. 25

Marks, Submission and Attendance ........................................................................................................................ 26

Enter new submissions ........................................................................................................................................ 26

Batch set up ..................................................................................................................................................... 26

Batch data entry .............................................................................................................................................. 27

Entering data manually ................................................................................................................................... 27

Entering data from a file ................................................................................................................................. 27

Validating submissions .................................................................................................................................... 28

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View validated submissions ............................................................................................................................ 29

Enter new marks ................................................................................................................................................. 30

Batch set up ..................................................................................................................................................... 30

Entering data manually ................................................................................................................................... 32


Batch submission ............................................................................................................................................. 34

Check validated marks .................................................................................................................................... 34

View validated marks ...................................................................................................................................... 35

Enter new Attendance ........................................................................................................................................ 36


Batch submission ............................................................................................................................................. 38

View validated attendances ............................................................................................................................ 39

Validation process ............................................................................................................................................... 41

Results – Course level .............................................................................................................................................. 43

Amend data ......................................................................................................................................................... 44

Amending results ............................................................................................................................................ 45

Amending raw marks (inc. Special Circumstances) ......................................................................................... 46

Return to Registry sheet...................................................................................................................................... 47

Output files ...................................................................................................................................................... 48

XML file ............................................................................................................................................................ 49

Results – Programme level ...................................................................................................................................... 51

Science and Engineering Progression spreadsheets ....................................................................................... 51

UG Progression to graduate ............................................................................................................................ 51

PG Progression to dissertation ........................................................................................................................ 52

Science and Engineering Classification spreadsheets ..................................................................................... 53

UG Classification .............................................................................................................................................. 53

PG Classification .............................................................................................................................................. 53

Humanities and Social Science Progression matrices ..................................................................................... 54

UG Progression matrices ................................................................................................................................. 54

PG Progression matrices ................................................................................................................................. 55

Classification “Return to Registry” sheets ....................................................................................................... 55

Support Tools .......................................................................................................................................................... 56

Enter Course group data ..................................................................................................................................... 56

Request barcoded label....................................................................................................................................... 56

System Administration ............................................................................................................................................ 59

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User accounts ...................................................................................................................................................... 59

Account Status ................................................................................................................................................ 61

Anonymous marking regulations .................................................................................................................... 61

Module permissions ........................................................................................................................................ 62

Course permission level (within the user's School) ........................................................................................ 62

Personal Details ............................................................................................................................................... 63

Programme Management ................................................................................................................................... 64

Edit duration .................................................................................................................................................... 64

Edit weighting .................................................................................................................................................. 64

Manually set a course-level mark ....................................................................................................................... 65

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Accessing SMART

Access via MyEd/EASE

SMART is an EASE-protected system and is available as a channel in MyEd. When you have added the channel,

you can click on the Launch SMART button to open the application (fig 1).

Fig 1: SMART Channel in MyEd

You can also open SMART outwith the portal by opening a new browser session and going to

https://www.smart.mis.ed.ac.uk/ . You will still have to log in to EASE. The first screen you will see after a

successful EASE login asks you to confirm that you are an authorised user (fig 2).

Fig 2: SMART login screen

New Users

If you are a new user, SMART will realise this and upon clicking the button you will be presented with an online

application form (fig 3). The text in the first part of this is a legacy from SMART’s origins in the College of Science

and Engineering. The screen also asks you to accept the University’s computing regulations. Check the box and

click Start account application.

Fig 3: Starting the application process

The second part of the application form is where you’ll enter your personal details (fig 4).

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Fig 4: Application process; personal details screen

Check the box to confirm the details and click Submit application. Alternatively, you can cancel the application

process and exit EASE. You will see a screen confirming the successful submission of your application (fig 5).

Your application will be processed by System Administrators (usually SACS), and you will be notified by email

when your application is complete and your account is ready for use.

Fig 5: Confirmation of application

If you try to access SMART after submitting an application but before it has been processed, you’ll get the

warning screen below (fig 6).

Fig 6: Application not yet processed

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Multiple instances

If, during the application process, you shut your browser without logging out of EASE, and then immediately try

to log back into SMART, or if you open another browser window and try to log in, you’ll get the message below

(fig 7):

Fig 7: Multiple instances message

Log out of all the instances of EASE you have open, close those browsers, wait 30 seconds or so and try again.

SMART Homepage

When your application has been processed, you’ll be emailed automatically. Then, when you next log into

SMART, you should arrive at the homepage (fig 8). If you don’t, see Login Reset, below

Fig 8: SMART Homepage

The screen is divided into two distinct areas, separated by a thin black line. At the top is the navigation bar (fig

9), which remains the same no matter what SMART function you are using. Below that is the main area, which

will look different depending on which module you are in.

Navigation bar

The first, and biggest, button is the Log Out button. This does exactly as it says, and should be the only method

used for exiting SMART. Unlike other systems, you cannot log out of SMART simply by closing a browser

window. If you do not use this to log out, then next time you try to log in you’ll have to go through the login

reset procedure.

The next button is Get Help. Clicking this opens a pop-up window which explains in basic terms the features of

the screen that you’re viewing.

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The raised grey box in the centre of the navigation bar displays your uun and your account type, i.e. User, School

Admin or System Admin; and the permissions, i.e. read-only or full access.

Fig 9: Navigation bar

At the right-hand side, there are two drop-down menu boxes. The upper one allows you to navigate to the

different SMART modules. Simply select the module you want and it will load.

Course list

The lower dropdown menu lists all SMART courses. At the top of the list are two test courses for you to work

with. Each course has 20 test students enrolled on it. You can use these test courses to explore and practice

using the data entry and course-level results functionality within SMART, or to test a course structure, without

jeopardising real data. These courses are only visible to you.

Only courses owned by your School will be listed, but the list may be long and finding courses can be tricky. To

help, you can use the small search box to the right. You’ll need to enter the full course code + instance (i.e.

BILG09011(2012-3_SV1_SEM2)) or nothing will be found and the message bad code will display. The list is

ordered, for Semester 1, by Academic Year (where the current year’s courses are listed first, and the previous

year’s at the bottom). In Semester 2, when only the current year’s courses are in SMART, then only the current

year’s courses are listed. (SMART is subordinate to EUCLID, so for a short period of the year both the current

and next session year’s courses may be active.)

Fig 10: Course list

Within Academic Year, courses are ordered by School Acronym (the part of the course code after the instance),

i.e. “BIO-3-EEP3”. In this example, “BIO-3” would come before a School Acronym beginning with “BIO-4”, and

“BIO-3-EEP3” would come before “BIO-3-FZoo3”. The actual acronym element (“EEP3”) needs to be entered into

the Keyword field for that course in EUCLID, or else it will display as “No Keywords”, as in “LAW-P-No

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Keywords”, which would in turn be listed above “LAW-P-Research met”. The number (1,2,3,4) after the School

abbreviation corresponds to Study Year of the course; P is Postgraduate. Using Keywords will make it much

easier to find the course you want in the SMART list.

Select the course you want to work with, and although the Main Menu screen won’t change, the course

selected will be the one that appears when you access any of the modules.

Notes and Alerts

Below this are two buttons: Notes and Alerts. On the Main Menu, the buttons are greyed out, because any

notes or alerts are displayed in the large boxes in the centre of the screen. When you navigate away from the

Main Menu, the buttons become available for use.

Notes can be used like post-it notes, to simply record a piece of information that you want to store. They can be

created and deleted as required, and are not module-specific (i.e. wherever you are in SMART, clicking the

button will open up the box and will display all of your Notes).

To create a note while in the Main Menu (fig 11), simply type into the text box at the top of the Notes box in the

main area of the screen, and click Add Note. There is a 50-character limit and the following characters are

accepted: .:_,-"

Fig 11: Notes box (Main menu screen)

To delete a note, simply click the blue “delete” option next to the note in question. Fig 12 shows the Notes pop-

up box which is what appears when you are not on the Main Menu.

Fig 12: Notes box (pop-up)

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Alerts are system-generated and can’t be created by users. They display information sent by SMART, for

instance to notify you that a “Return to Registry” sheet or barcode labels that you requested has been created.

In this case, the alert will contain a link to the file. They can be deleted in the same way as Notes.

Main area

As explained above, the centre/right hand side of the main area contains your Notes and Alerts. On the left are

navigation buttons (fig 13) to take you to the different modules within SMART, and these are the same as those

in the navigation bar.

Each of the SMART modules will be dealt with in the following sections.

Fig 13: Module navigation buttons

Logging Out

To log out of SMART, as mentioned above, click the Log Out button (fig 14). This button is always visible, and is

the recommended method of exiting the application. Using it (rather than simply closing the browser) allows

SMART to perform its clean-up tasks, and prevents you from having to go through the login reset procedure (see

below). Clicking it will keep your browser open and log you out of SMART but you will still be logged into EASE.

Fig 14: Log Out button

Login reset

If you did not log out properly - for whatever reason – then the next time you try to access SMART, you will have

to go through the login reset procedure. This is because SMART will still think you are logged in from your last

session.

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After logging into EASE you will be taken to the screen as seen in fig 15, below:

Fig 15: login reset screen

When this screen appears, SMART also sends an email to the email address that you entered when applying for

an account. This email (fig 16) contains a randomly-generated code that you have to type, or copy and paste,

into the box on the login reset screen. Then click Submit code. If you have mistyped the code, the message

Wrong code submitted will appear.

Fig 16: login reset email

You will then proceed as normal to the Main Menu screen. The reset code is for one use only; you do not need

to remember it.

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SMART Modules Each of the SMART modules follows the same basic template: a large area in the centre of the screen which is

initially empty, but is where the data is displayed and input is done. There will also be a dropdown menu at the

top left-hand side, which gives you access to the various options within that module (fig 17).

Do not use the back arrow to navigate within SMART as this is not recognised as a navigation function and will

generate an error.

Fig 17: Module screen

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Student Records There are two functions in this module:

• View a detailed record for a single student

• View and Generate printable lists of students

Detailed record for a single student

The search screen (fig 18) is simple, consisting of a dropdown menu, a text box, and a search button.

Fig 18: ‘Detailed record for a single student’ search screen

The dropdown menu (fig 19) lets you enter your search criteria in 4 different ways.

Fig 19: ‘Detailed record for a single student’ dropdown

SMART is optimised for barcodes, so that is the option displayed by default, and the text box “has focus”. This

means you don’t need to click into it to enter the data, nor do you need to click the Do search button to start

the search, because barcode scanners automatically do a carriage return when they submit data. Simply scan

the barcode with your scanner to return the data.

If searching by exam or matric number or surname, you will need to click Do search.

If you search using the matriculation number just enter the numerical part, not the leading “S”.

If searching by surname, no wildcards are needed: typing “smi” (without the inverted commas) will return a list

of all students for whom these letters appear in sequence.

If your search returned no results, a message will appear to that effect, with a Start a new search button.

If your search returned more than one result, you will see a message: Your search for a surname containing

string nnn returned many results [where nnn is the surname or partial surname you entered]. There will be a

dropdown box with a list of students whose surname contains the letters you typed (fig 20). Searching by

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surname is not recommended as it will bring up a list of all students within the University with that surname.

Beneath the box is a Start a new search button.

Fig 20: result of a query returning multiple students

Selecting a student will return their data (fig 21), showing the current year’s course enrolments, and all previous

years’ courses.

The student’s identification details - name, exam and matric numbers – appear at the top of the grey box. To the

right is a start a new search button. Beneath these are the programme and year of programme. There is also an

option to email the student’s University email account: clicking it will open your default mail program to send a

message to the student.

Fig 21: Student data

The enrolment data comes from the University’s central student record system, EUCLID, and is updated every

night.

For “archived enrolments” (previous years), you can select whether or not a particular course counts towards

the student’s Honours calculation, by clicking the blue edit button under Hons calc. Simply clicking the button is

enough to change the value from Yes to No or vice-versa. It is not recommended that the edit facility in archived

enrolments be used.

For current enrolments, you can edit the following data:

• Status

• Study method

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• Honours calculation

• Groups (for practicals and tutorials)

• Add Notes

Click the blue edit button at the end of the row for the course you wish to edit. That course will then open up,

allowing you to make the changes (fig 22).

Fig 22: Course enrolment edit screen

To save any changes, click the confirm action tick box and click Edit enrolment record. Cancel will take you back

to the course enrolment display screen.

The Notes field also displays in the Course Results module.

However, editing data within individual student course enrolments is not recommended and unlikely to be

needed. The only occasions might be when a student retaking a course in further years is registered “E – exam

only” and you need to change this to “CE – coursework and exams” in order to enter marks for components of

the course already passed in a previous year. This edit within SMART is not transmitted to EUCLID.

Generate lists of students

Using this option from the module’s dropdown will present you with a full class list for the course that you are

currently working with (fig 23). There are several dropdowns along the table heading to let you customise and

filter your list.

Fig 23: class list

List type: This allows you to control how the list is displayed. The default is to show the whole course. If practical

or tutorial groups exist for the course, you’ll be able to select them from the dropdown, and only those students

who belong to the group will appear in the list.

List filters: The three list filter dropdowns let you filter in/out students according to their enrolment status:

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• Show/hide Enrolled

• Show/hide Withdrawn

• Show/hide Cancelled

Display: This menu lets you choose whether or not to list students by:

• exam number only (ordered by exam number)

• personal details (uun, surname, forename, ordered by surname)

• exam numbers & personal details

To comply with the University’s anonymous marking regulations, most users will only be able to choose

between exam numbers or personal details: exam numbers don’t show name, and personal details don’t show

exam numbers. A small number of administrative staff will be able to use the 3rd option.

To the right of the screen are three further options.

Email: Clicking this will open a pop-up which lets you send an email to the entire class list. Use it like an email

(there is a subject line and message text box)

PDF & CSV reports: Reports in either of these formats can be generated by clicking the appropriate button. To

create one, a pop-up will appear where you can choose your operating system (Windows, Mac or Linux), and

(for PDFs only) specify whether you want barcodes included.

Click submit request and a message will tell you that (for PDFs) creation of your file has been scheduled for the

evening, or (for CSVs) that it is available now from your Alerts screen (fig 24).

Fig 24: CSV report confirmation

Click the Alerts button to access the report (fig 25):

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Fig 25: Alerts box with CSV file ready for download

Creation of some of the PDF reports is done during the evening as a scheduled task. This helps minimise the load

on the server during the day when many people will be using the system for mark validation and spreadsheet

calculation. Bear this in mind and make sure you request your report before you need to have it!

Due to the University’s anonymous marking regulations you should ensure that exam numbers and personal

details (matriculation number and name) are never displayed side-by-side in any downloads you request from

SMART for academic staff.

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Course Management This module is where you create your course structure and marking scheme. The module has four functions,

each of which is a part of the course structure.

A student can fail either by coursework or exam or both, and the assessment given for each method may be

different. They may also be able to resit if they fail the first (“main”) diet. SMART must therefore provide

functionality for creating up to four different course structures.

Each course has a main structure, against which all students are initially enrolled. Depending on their results in

the main diet, they may be moved onto any one of the other three structures for the resit diet. The four

different structures (for which the controls explained below are identical) are:

• Main structure

• Fail (coursework) structure

• Fail (exam) structure

• Fail (coursework and exam) structure

The controls within SMART are identical for each structure. However, because SMART does not work for resits,

the only structure you will use is the Main “structure”.

Adding coursework/exam component to a structure that has none

First you need to select a course to work on. Click on the down arrow in the second right hand options box and a

list of all the courses you have access to will be listed under “School courses [academic year dates]”. Click on a

course to select it. If a course structure has neither a coursework nor exam component, then the screen will

look like fig 26, below:

Fig 26: a blank course structure

Now you need to set up the coursework and/or exam structure. As an example we will use a typical History

Honours course which has both a coursework and an exam component:

Assessment Information:

• One essay of about 3000 words (one third of overall assessment)

• One two-hour examination paper (two-thirds of overall assessment)

We’ll look at how to create a coursework component first, by using the Click here link. This creates a basic

template for you to complete as per the structure of your course (fig 27):

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Fig 27: blank coursework structure

To edit it, use the dropdown at the right-hand side. It contains several options (fig 28) which we will examine in

order:

Fig 28: Structure dropdown

Set up the exam component in the same way using the click here to add one for the exam component. These

are your “end-level components”.

Add a sub-component

This option opens a form that lets you define a sub-component of the Coursework or Exam. For the coursework

essay choose Add a sub-component from the drop down menu. Enter an acronym and a name (e.g. S1 and

Semester 1 essay). To store, check the confirm action check box and click Add this component (fig 29).

Fig 29: Add sub-component

To put the questions into the exam end-level component choose Add a sub-component from the drop-down

menu. Enter an acronym and a name (eg. Q1 and Question 1) (fig 30). The acronym is what will appear on

spreadsheets so make sure it is unique and makes sense. Repeat these steps adding sub-components for all the

questions in your exam.

Fig 30: Adding further sub-components

As you add sub-components, you will see that your course structure takes on a hierarchical layout: further sub-

components can be added to existing sub-components (fig 31).

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Fig 31: sub-component of a sub-component

Each sub-component will appear indented to indicate what level it is on and to which “parent” component it

belongs (fig 32). SMART lets course structures have up to 10 levels, and each level can have as 10 components.

Fig 32: Component hierarchy

Edit component description

If you wish to later edit the component acronym or name you entered, simply click on the Edit component

description from the item’s drop-down menu. Enter the new acronym or name, tick confirm action and click

Edit this component description, or click Cancel to remove the form.

Delete component

This option can be found in the drop-down menus to the right of each component. It will delete a

component/sub-component. However, care should be taken if students are enrolled on the course, because

deleting a component will delete any sub-component of it too, and all related marks. If you select this option, a

message will appear to that effect (fig 33).

If you select this option AND tick the check box AND click “Delete this component” when you did not want to

delete it, it is too late. The deletion is final and SMART Support cannot help you.

Fig 33: delete a component: are you really sure you want to go ahead?

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Move component Up/Down

This option is found in the drop-down menus to the right of each component. It allows you to reorder the

components within the course structure by moving them up or down the components list. Any sub-components

within a component are moved along with the component.

If a component is at the top, then only “move component down” will appear in the list; likewise if the

component is at the bottom, then only “move component up” will appear.

“Moving” is purely aesthetic and is useful if components were created out of sequence, i.e. Practical 1, Practical

3, Practical 2.

To move the component, tick the confirm action checkbox and click the move this component button. Click the

cancel button to remove the form (fig 34).

Fig 34: Moving a component

Edit marking scheme

Now you need to set the marking scheme for your components. Selecting this opens up the relevant part of the

course structure, and lets you specify that marks or submissions or attendance is recorded (or not). If you

choose that marks are recorded, you will need to define other information to complete the marking scheme.

You will need to specify the total that the coursework is marked out of, and how much of the whole course this

element is worth.

End-level components

Starting with the coursework end-level component click on the down arrow in the options box on the RHS and

choose Edit marking scheme. The default setting is record marks; enter the total that marks are out of

(normally 100%), and enter the weighting of this component (for our example: a count of 1/3 of the whole

course). The boxes also accept decimal places. Tick confirm action and Edit marking scheme.

Your coursework entry will look like Fig 35:

Fig 35: Editing marking scheme for end-level components

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Now set up the exam component in the same way using the options box on the RHS, click on the down arrow

and choose Edit marking scheme. Set up the boxes in the same way as for coursework component (marks are

out of 100, weighting is 2/3). Tick confirm action and Edit marking scheme.

Your course management should now reflect the weighting between the two components of your course, for

our example this is 1/3 coursework and 2/3 exam. The boxes accept decimals or fractions so you can also set

this up using percentages.

Now we need to set up the individual items within each component.

Components that have sub-components

We have already set up the coursework sub-component - Semester 1 essay - now we want to add the specific

marking details to this. Click on Edit marking scheme from the essay sub-component drop-down menu. Marks

are out of 100, and in this example because there is only one essay for the course, it is worth 100/100 (or 1/1) of

the coursework component. Tick confirm action and Edit marking scheme.

Edit sub-component marking scheme

If you have marked a sub component as recording marks, then you can specify the mark scheme for it (as with

Edit Marking Scheme for the overall component, above).

When marks are being recorded for a sub-component, the description of the top-level component will default to

“Accepting all marks from immediate end-level components”.

Choose edit marking scheme for each exam question (Q1, Q2, Q3, etc). Marks are out of 100 and for our

example where students answer two questions for the exam, you should enter count for 1/2 of component

EXAM for each exam question.

Once you have set up the marking scheme for all your exam questions go back to the Exam end-level

component and click on edit marking scheme where you will find a drop-down box giving options of how many

of the questions count for the exam total (fig 36). This is how SMART handles the “best x of y rule”. If there are

two end-level components, there will be an option to change this to “best 1 of 2”; if there are 3, there will be a

“best 1 of 3”, “best 2 of 3” option, and so on. For our example select “best 2 of 8”.

Fig 36: sub-component weighting

Show/Hide all marking scheme

This dropdown option is at the top, right-hand side of the Main Structure menu (fig 37). It lets you toggle

between showing the full structure (with the total the course is marked out of, how much of the course each

component counts for, etc.) and just the basic components.

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Fig 37: Show/hide all marking scheme

Set additional details

This is where you can set the pass rate for the course structure elements (coursework & exam). If you have a

minimum pass mark for either the exam or coursework component click on the Set additional details button in

the top bar of the pane, this gives you the option to enter a percentage minimum figure for either component.

If you have no minimum mark for either component check both are set to zero which is the default setting. If

you leave the pass rate at zero, then the common marking scheme will be invoked. Otherwise you could enter

your own pass rate (or 35 to use the “double 35% rule used by some Schools).

You can also set the date for the exam using a calendar dropdown. The default is the date of the last exam, or

today’s date if this is a new course.

Fig 38: Set additional details

Your course will always begin in Diet 1 (main), and all enrolled students will be in the main structure of your

course. After you have run your final course spreadsheet and sent results to Registry, amend the diet to resit.

This will move students who failed the main diet into one of the other 3 possible structures of your course. If

your course is “in” the resit diet and you want to move it back to the main diet, all enrolled students will be

moved back to the main structure.

The default setting for Active diet is Main, because SMART is not set up for use in the resit diet.

Your course structure is now completed.

Testing a structure

Course structures and marking schemes are vital. They translate all of the raw marks into final course results.

At this point there are two options for checking your structure is correct.

Click on Print structure to print out the entire structure for reference or to send to your Course Organiser to

confirm. If you are a course secretary or organiser, it is your responsibility to check that the structure and

marking scheme are correct. This should be done before any marks for the course are entered (fig 39).

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Fig 39: Print Structure

The Test this structure functionality will help you check your course structure. What it does is:

Deletes all contents of your T2_uun (TEST-2-uun) course

Copies the structure from your active course to your TEST-2 course

Random marks (between 0 and “marked out of” for the component) are inserted for each

component for each test student

And, as described in below, this allows you to run a spreadsheet straight away and on the course-level

spreadsheets you can extract the CSV file and compare results with your manual calculations.

To use the functionality, press the test the course structure button in the pop-up button. You’ll see the

following message (fig 40):

Fig 40: successfully imported structure

“Rolling over” a structure from a previous session

While not an explicit function from the main menu, you are able to roll over a course structure from one year to

the next. When you try to display a course that has no structure, SMART will check to see whether there was a

structure for the previous year’s instance of the course. If SMART finds one then the main screen will show a

button that you can click to import that structure into the current instance of that course. This will save the

effort of recreating your course structure every year.

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Marks, Submission and Attendance This is the module where you enter, check, view and amend all of your raw data. As such, it is the module that

course secretaries will use most often. Check the course you want to work on is listed in the 2nd

down right hand

drop-box and change if necessary using the drop-down menu.

The options for this module are within the dropdown menu on the left hand side (fig 41).

Fig 41: Marks, Submission and Attendance dropdown

Enter new submissions

If you chose to record submissions when creating the course structure, then you can record receipt of these

here.

Batch set up

When you choose this function you will see that the main area displays two panes. The left pane will display the

forms that you will use to enter each piece of data while the right pane shows you a report of all pieces of data

you have entered for the batch.

You will notice that SMART deals with data in terms of batches. You do not need to worry about this as you will

not be expected to use batch numbers. However, SMART does process the chunk of data that you submit for

validation as a batch and it is a nice short word to describe a bunch of matriculation numbers and marks

submitted in one go.

Ensure the correct course is showing in the 2nd

of the drop-down boxes on the RHS. From the left hand drop-

down menu under Submissions choose Enter new submissions then from Components chose the relevant item.

Those components you have set up to record submissions will be indicated with (recordable) after the name.

Your screen will now look like Figure 42.

Fig 42: Recording new submissions

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The Submitted date defaults to the current date but you can change it for each batch of submissions you enter.

You will also see that once you have selected a component, a scrap batch button has appeared near the top of

the left pane. At any point prior to submitting the batch for validation you can eradicate it and start over. If the

data you have entered so far is correct then click the start entering batch data button to continue.

Batch data entry

You have two options for data entry.

Manual entry using individual student ID to enter data

File upload allows you to upload a completed spreadsheet of the information into SMART

Entering data manually

The default entry type is manual entry. Click Start entering batch data.

The SMART interface defaults to barcode entry and use of the scanner to enter individual student details, and

the textbox next to it already has focus for accepting data without having to click on it. You can change this at

any point for an individual student by using the Student drop-down menu. The drop-down menu allows you to

choose between the barcode, typed matriculation number, typed exam number or surname. As with the

Student Records module, if your search returns multiple results you be asked to choose a student from a drop-

down list of results.

After you have scanned the barcode, or entered your student data and clicked next, the student ID form loads

again ready for another student. The data you have just entered now appears in the report in the right hand

pane, the most recent record at the top.

At the top of the report you will see a record count. Next to each record there is a remove link that allows you

to get rid of a single record from the report (fig 43).

Fig 43: report of submissions entered

When you have finished entering the batch click on Data entry completed. You will then be asked to confirm

the batch details are correct and Submit this batch for validation.

Entering data from a file

With this option you can submit a file using matric numbers as the student identifiers. Change the entry type to

file import and click Start entering.

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Fig 44: File upload screen

First click on the upload requirements link which details the upload file specifications which must be adhered to:

The file must have been checked for viruses by a UoE-supported and up-to-date virus scanner.

The file must be a comma-separated-value file (.csv) file.

Column 1 will be matriculation numbers, headed "matric".

Column 2 will be marks, headed "mark".

Matriculation numbers must be in the 7-digit numeric format (but missing leading zeros are acceptable).

Marks must be integers no longer than 3 digits in length, between zero and "marked out of".

The file must contain at least 1 row of data and no more than 1000 rows of data.

Records with null marks will not be imported.

The file will not have any other structure/content than specified above.

Click on Browse to find your file. Tick to confirm the file meets the upload requirements and click Upload this

file. If the file structure does not meet the specified requirements you will get an error message (fig xx).

Fig 45: File upload failure message

If the file format is correct, the students will appear in the report on the right-hand side (as per manual entry,

above). You will be asked to confirm the batch details are correct and Submit this batch for validation.

If you get an error message, check your file type & structure against the list of requirements. The most common

error is uploading an .xls rather than a .csv file.

Validating submissions

The data entered – whether by hand or via file import – have not yet been stored to the database. First, they

need to be validated, to ensure that among other things, the student has been identified correctly (i.e. correct

exam or matric number for a student on the course).

Tick the box confirming that the details (in the report on the right) are correct, and click Submit this batch for

validation (fig 46).

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Fig 46: Submit batch for validation

Once you have done that you will get confirmation that your batch of data has been submitted, along with its

position in the validation queue. Once the batch has been validated the submissions will be available for

viewing.

View validated submissions

This function allows you to see the component submissions and generate reports. From the left hand drop-

down menu under Submissions choose View validated submissions then from Components chose the relevant

item. Those components you have set up to record submissions will be indicated with (viewable) after the

name. The screen will now look like Fig 47. The display defaults to exam number but you can change this to

personal details in the drop-down box if you need to see the names of students.

Figure 47 Viewing validated submission

You can generate reports from this page but remember PDF reports take overnight to be generated, CSV

requests are generated immediately. Both are sent to your Alerts box.

Clicking on E-Mail opens a box indicating it would send an email to students who have not submitted – but

whether this is ‘live’ or not is unknown.

On the right-hand side of each record that contains data, there is a drop-down menu with options to change the

submission record as detailed below.

Amend record

This option opens a form to change the date the submission was received. Tick confirm action and Amend

record. The status column will now read ‘amended’

Null record

This option opens a form to remove the submission record. Tick confirm action and Null record. The date

submitted column will now say ‘nulled’ and a drop-box will remain.

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Revive record

This option is only available from the drop-box of nulled records. On the form tick confirm action and revive

record.

View audit trail

This option is only available from the drop-box of amended records. It records the amendment action taken, by

whom, and when. Tick Hide audit to close.

Enter new marks

SMART deals with data in terms of “batches”: these are just the bunch of student marks that you are submitting

in one go. From the left hand drop-down box under Marks choose Enter new marks.

Batch set up

Choose your course component from the drop-down menu in the left hand pane (fig 48). This menu contains all

of your structure components and those that can accept marks have (recordable) next to the names.

Fig 48: Choose component for mark entry

The form that loads has the Course and Component listed (fig 49). The ‘marked out of’ box defaults to the

figure you set up in your original course structure. This figure can be over-ridden if necessary but all markers

should be marking in whole integers using percentages. In the ‘Marker’ box you should put the initials of the

Course Organiser. Note that entries in this box are case-sensitive.

Make sure you write the initials that you entered in this box on your batch of marking - the person that later

validates the batch will need this information for the second entry. It is also useful for the second entry if you

now how many records were in the submitted batch. This data could be collated in a template “SMART Mark

Entry Log” (example below).

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SMART Mark Entry Log Course Code

Instance (if relevant)

Course Name

Keyword or Code in brackets in place of Keyword

Item of Assessment eg. Essay, Exam Q1

Marker ID for batch input (case sensitive)

Number in batch for input

Number of marks input for each question

Q1 Q5 Q9

Q2 Q6 Q10

Q3 Q7 Q11

Q3 Q8 Q12 Total

SMART Input

Input Number

Mode of Input Manual/file upload NB. File upload can be used for one input only

Input by Alerts checked and all successful

Date

1

2

Notes

Comments By Date

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Fig 49: Batch setup form

The Scrap batch button can be used at any time before submitting the batch for validation; the entire batch will

then be erased.

You have 5 options for ‘Entry type’ (fig 50)

Fig 50: entry types

Chose the one you will be using and click Start entering batch data. Even after specifying an entry type, you

may switch between the different methods at any point.

Entering data manually

The SMART interface defaults to barcode entry and using the scanner to enter individual student details, but

you can change this at any point for an individual student by using the Student drop-down menu.

After you have scanned the barcode, or entered the student ID number and clicked next, you will be able to

enter the mark, click next and the mark now appears in the right hand pane with the number of records entered

noted above (fig 51). The most recent mark entry will always be added to the top of the list. Next to each

record there is a remove link which lets you remove an individual record.

Fig 51: entered data

If you make an error whilst typing in a student’s matric number or exam number – by entering an incorrect

number of characters (matric number should be 7 digits, exam number 6) you will get an error message (left

hand section of Figure 52). Just Click here to retry.

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If the matric or exam number is correct you may need to go back to EUCLID to check the student’s registration

details for the course.

Fig 52: Student ID error message

Once you have completed your batch click Data entry completed. You now need to confirm the batch details

are correct and validate the marks (see below).


With this option you can submit a file using matric numbers as the student identifiers. Change the ‘entry type’

to file import (see figure 50 above) and click Start entering.

Fig 50: file import screen


• The file must have been checked for viruses by a UoE-supported and up-to-date virus scanner.

• The file must be a comma-separated-value file (.csv) file.

• Column 1 will be matriculation numbers, headed "matric".

• Column 2 will be marks, headed "mark".

• Matriculation numbers must be in the 7-digit numeric format (but missing leading zeros are

acceptable).

• Marks must be integers no longer than 3 digits in length, between zero and "marked out of".

• The file must contain at least 1 row of data and no more than 1000 rows of data.

• Records with null marks will not be imported.

• The file will not have any other structure/content than specified above.


file. If the file structure does not meet the specified requirements you will get an error message. Otherwise the

file contents will be displayed in the right hand pane and you will be asked to confirm the batch details are

correct and Submit this batch for validation.

If you get an error message check your file structure against the list of requirements, the most common error is

uploading an .xls rather than a .csv file.

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Batch submission



exam or matric number for a student on the course), that the mark they have been given does not exceed the

“marked out of” for the component, etc.

It is good practice to check the contents of the right hand pane before clicking Submit this batch for validation

just to confirm the data is all correct (fig 51).

Fig 51: validate marks

Once you have submitted the batch you will get a message confirming this and the batch’s place in the

validation queue (this always shows #1). Once the batch has been validated it is available for viewing and

double entry checking.

Check validated marks

This is the ‘double entry’ checking facility. In the left hand drop-down menu under Marks choose Check

validated marks. You now follow the same steps as for Batch setup above. You will need to enter Marker.

Once the batch is done, click on Scanning completed and confirm the details are correct.

After a couple of minutes you will find your validation report in your Alerts box. If all matches the Validation

summary will say “COMPLETE SUCCESS”. If there is a discrepancy it will be indicated as in Figure 52.

Fig 52: validation report

Find the relevant student work in the paperwork and check what the mark should have been. You can then

amend it as below.

Validation report (mark checking) for batch 86760:

Component S1 of course T2_rfilipia

Marked out of 100 by unknown

Batch submitted by rfilipia on 2012-10-23 16:42:36.0

Validation summary: PARTIAL FAILURE

student_input input_type matric_no mark validation_result

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View validated marks

This allows you to view all the component marks that have been entered into the database (Figure 53). The first

drop-down menu in the top of the pane allows you to choose which component to view; you will then get a list

of enrolled students and their marks for that component. The second drop-down menu in the pane lets you

choose whether to display exam numbers or personal details.

You can generate reports from this page but remember PDF reports may take overnight to be generated. This is

to manage the burden on the server; during the day the system will be busy validating marks, submissions and

attendance, and running calculations for course-level and programme-level spreadsheets. Users should bear this

in mind and request the reports that they need in advance. CSV requests are generated immediately. Both are

sent to your Alerts box.

Clicking on Delete will delete the entire batch record – only use if for example you have entered an entire batch

under the wrong item of assessment – there is no recovery functionality within SMART following a Delete

action.

Figure 53: Viewing validated marks

Marks that have been double checked as correct are indicated as “checked entry”, marks that have not been

double checked or were returned as a failed validation have the status “new entry”.

On the right-hand side of each record that contains data there is a drop-down menu with options to change the

submission record. These are the same as for recording submissions. The options are to:

View audit trail

This displays all changes to the mark, with date and name of person entering marks

Amend record

When you choose this option a form will load for you to amend the record details. You will be able to edit the

mark, marker and marked out of value for the record.

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When you have entered the new data, tick the confirm action checkbox and then click the amend record

button. Otherwise, click the cancel button.

Null record

This allows you to treat the record as if it never existed, i.e. it will not feature in any calculations (as opposed to

setting a mark to zero, in which case it will be included in calculation). Crucially, a nulled record will still show up

on this mark list as being nulled, i.e. you can revive the mark or at least still query the full audit trail to show

when and who nulled it.

When you select this option a form will load for you to confirm your action. To null the mark, tick the confirm

action checkbox and then click the null record button. Otherwise, if you do not want to go ahead with the null

then click the cancel button.

Additionally, if this option is selected and the record nulled, an option “Revive Record” will appear. Selecting this

option will restore the most recent mark for this student.

Enter new Attendance

2.6.1 As with Submissions and marks, choose your component from the list (where marked as “recordable”,

as in fig 54).

Fig 54: Enter new attendances dropdown

Once you have selected a recordable component, you will see that another form has loaded for you to enter the

date of attendance, group attended and whether you will be submitting the attendances directly or via a file(fig

55). See “Support Tools”, below, for details on creating groups. You can only record attendance data if students

doing the course have been allocated groups.

You will also see that once you have selected a component, a scrap batch button has appeared near the top of

the left pane. At any point prior to submitting the batch for validation you can eradicate it and start over. If the

data you have entered so far is correct then click the start entering batch data button to continue.

Once you click that button, you will see that all the details you have entered so far have been committed. A

second part of the form, headed batch data, has now appeared. The contents of that form depend on whether

you chose to enter attendances manually or via a file; both options are now described.

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Fig 55: Group dropdown

Using this method of data entry you will, for each student, manually enter a piece of student identification (fig

56).

The SMART interface is optimised for barcode entry. So the drop-down menu that allows you to choose the type

of student identification to use defaults to SMART Barcode and the textbox next to it already has focus for

accepting data without having to click on it. The drop-down menu allows you to choose between the barcode,

typed matriculation number, typed exam number or surname. As with the Student Records module, if your

search returns multiple results you be asked to choose a student from a drop-down list of results.

After you have scanned in your barcode, or entered your student data and clicked next, the student

identification form loads again, ready for another student. Also, the data you have just entered will be added to

the report in the right pane; your most recent entry will always appear at the top of the report.

At the top of the report you will see a record count. Next to each record there is a remove link that will allow

you to get rid of a single record from the report.

When you have finished entering data, you should click the data entry completed button.

Fig 56: attendance entry

As with marks & submissions, the data you have entered (not yet validated) will appear in the right-hand box.

When you have completed the batch entry, click the Data entry completed button. You will be asked for

confirmtation, then your batch will go into the validation queue.


With this option you can submit a file using matric numbers as the student identifiers. Change the ‘entry type’

to file import and click Start entering.

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Fig 57: file import screen


• The file must have been checked for viruses by a UoE-supported and up-to-date virus scanner.

• The file must be a comma-separated-value file (.csv) file.

• Column 1 will be matriculation numbers, headed "matric".

• Column 2 will be marks, headed "mark".

• Matriculation numbers must be in the 7-digit numeric format (but missing leading zeros are

acceptable).

• Marks must be integers no longer than 3 digits in length, between zero and "marked out of".

• The file must contain at least 1 row of data and no more than 1000 rows of data.

• Records with null marks will not be imported.

• The file will not have any other structure/content than specified above.


file. If the file structure does not meet the specified requirements you will get an error message. Otherwise the

file contents will be displayed in the right hand pane and you will be asked to confirm the batch details are

correct and Submit this batch for validation.

If you get an error message check your file structure against the list of requirements, the most common error is

uploading an .xls rather than a .csv file.

Batch submission



exam or matric number for a student on the course), that the mark they have been given does not exceed the

“marked out of” for the component, etc.

It is good practice to check the contents of the right hand pane before clicking Submit this batch for validation

just to confirm the data is all correct (fig 58).

Fig 58: validate attendance

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Once you have submitted the batch you will get a message confirming this and the batch’s place in the

validation queue (this always shows #1). Once the batch has been validated it is available for viewing.

View validated attendances

You can check previously-entered attendance data with this option. For the course in question, a list of

students – ordered initially by exam number but where your permissions allow this can be amended to

show personal details – and their group & date of attendance data is displayed (fig 59). On the right-hand side of

each record that contains data, there will be a drop-down menu with various options to manipulate the

attendance record. These are described below.

View audit trail

This will reload the row with the full history of what has happened to the attendance record since it was first

validated into the database. Click on the hide audit link to hide this data again.

Amend record

When you choose this option a form will load for you to amend the record details. You will be able to edit the

attendance date and group attended for the record.

When you have entered the new data, tick the confirm action checkbox and then click the amend record

button. Otherwise, click the cancel button.

Null record

This allows you to treat the record as if it never existed. Crucially, a nulled record will still show up on this

attendance list as being nulled, i.e. you can revive the attendance or at least still query the full audit trail to

show when and who nulled it.

When you select this option a form will load for you to confirm your action. To null the attendance, tick the

confirm action checkbox and then click the null record button. Otherwise, if you do not want to go ahead with

the null then click the cancel button.

Revive record

This option appears for records that have been nulled. When you choose it a form will load. To revive the

attendance, tick the confirm action checkbox and then click the revive record button. Otherwise click the cancel

button.

Fig 59: View validated attendances

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Also on this screen (next to the buttons to generate PDF or CSV versions of the page) there is an Email option.

This opens a new window (fig 60) which allows you to send an email to students who are not marked as having

attended the event (i.e. Tutorial) in question. The subject line defaults as “No attendance for [name of group] on

course [course name & instance]”. Type your message and click Send email.

Fig 60: “Email students” window

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Validation process

The mark entry system was designed to be used with barcode scanners. These devices allow data to be entered

quickly. As such, the software that processes the data you submit had to be “light” enough to process the

submitted data and return the page ready for your next barcode in a timely fashion (i.e. there’s no point

scanning in a barcode and then having to wait a few seconds for the page to display again to allow you to enter

another barcode).

The problem is that rigorous validation of the data to prevent problems occurring later on requires many

database queries to be run for every piece of data scanned in. That takes time to process; far too much time to

make an online barcode submission page work.

So validation is split into two phases:

You will get basic feedback on the data that you submit, as you submit it. Basic means you can check that your

matriculation number is 7-digits long and contains only numbers, your mark is between zero and the value you

specified as marked out of, etc. All of these checks can be performed quickly as they do not require the SMART

interface to make a time consuming call to the database.

Extended validation can only be performed after you have submitted the whole batch of data, for the time

constraints just described. This type of validation connects to the database and checks things like: whether a

mark has already been entered, is the student enrolled on the course, is the student even in SMART, etc.

When you submit your batch of data it goes into the validation queue. The database server runs a validation job

every sixty seconds (the server cannot be set to a shorter interval than that) and validates the next batch of data

in the queue.

When your batch of data has been validated, SMART will send you an alert, which you can check either by

clicking on the alerts button in the navigation area or by going to the homepage. That alert has a link on it for

you to view your validation report. Figure 61 is a sample of what you will see in a validation report (a mark entry

report in this case):

Validation report (mark entry) for batch 193:

Component EXAM of course BI0005(8)

Marked out of 10 by ghfn

Batch submitted by gcarter on 2006-07-20 09:12:30.0

Validation summary: COMPLETE SUCCESS

student_input input_type matric_no mark validation_result

341405 matric no. 341405 2 Successful validation






Fig 61: sample validation report

The batch details are displayed on the first four lines of the report.

The possible values for validation summary are:

Complete success. All of the records are now in the database.

Complete failure. None of the records could be added to the database.

Partial failure. Some records were added to the database but some could not be.

Student_input, input_type and mark (if relevant) are what you submitted.

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Matric_no is the matriculation number corresponding to the student_input. This is output in the report because

it is the main student identifier that you would use to investigate certain validation failures by checking in

EUCLID.

The possible values for validation_result for each record are:

Successful validation

FAILED VALIDATION: No student found

FAILED VALIDATION: No active enrolment found

FAILED VALIDATION: Incorrect course structure instance. This appears if you try and enter a mark against a

course component that is part of a course structure that the student is not enrolled against.

FAILED VALIDATION: coursework-only enrolment. This appears if you tried to submit data for an exam

component when the student is coursework-only.

FAILED VALIDATION: exam-only enrolment. This appears if you tried to submit data for a coursework

component when the student is exam-only.

FAILED VALIDATION: Record already exists. This appears in all three entering reports if the mark, submission or

attendance already exists.

FAILED VALIDATION: No record to check. This appears in the checking reports if a record has not been entered

yet.

FAILED VALIDATION: Discrepancy in "mark". This appears in the checking reports if the mark does not match the

one in the entered record.

FAILED VALIDATION: Discrepancy in "marked out of”

FAILED VALIDATION: Discrepancy in "marker"

FAILED VALIDATION: Discrepancy in "mark" and "marked out of"

FAILED VALIDATION: Discrepancy in "mark" and "marker"

FAILED VALIDATION: Discrepancy in "marked out of" and "marker"

FAILED VALIDATION: Discrepancy in "mark" and "marked out of" and "marker"

FAILED VALIDATION: Unknown problem

Note that the checking reports do not make any changes to the data. What they tell you is whether there are

any discrepancies with what you have just submitted for checking and what is officially recorded in the

database. SMART has no basis for deciding which set of data is correct and you, as the person receiving the

validation summary alert, must action the failed validation by identifying the exact problem and re-entering the

correct information.

Note that you must check all of your own alerts as alerts are only sent to the individual who carried out the

initial task that generated that alert.

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Results – Course level

This module is where you review the marks for a course, for use at an exam board, and for ultimately

sending to Registry. The two main functions are for spreadsheets and Registry sheets. You will see that there

are four spreadsheet options; they correspond to each of the four course structures for a course. There are only

two options for Registry sheets though; the “main” structure of the course corresponds to Registry’s diet 1

sitting, while the other three structures correspond to Registry’s resit sitting.

The module dropdown lets you access the spreadsheet for each of the structures (assuming you created them)

as per section 2.2 above (fig 62).

Fig 62: Results – course level dropdown

When you choose one of the four course spreadsheet structures, you will either be presented with feedback in

the main pane as to why your spreadsheet could not be created, or the spreadsheet will start being created.

Possible reasons for not creating a spreadsheet are:

No students enrolled or withdrawn on the course

No course components defined in the course structure

No marks recorded for any of the students enrolled on the course

If these checks are successful then the spreadsheet will be created. Note that this could take a while, especially

during peak periods when a lot of users are trying to create their own spreadsheets.

We’ll look at the Course spreadsheet – main structure because that’s the one most commonly used.

The main structure spreadsheet displays as per fig 63 below. Each column corresponds to an element,

i.e. Tutorial group meeting, piece of coursework or exam for which marks are recorded. Students are

displayed by exam number, personal details or a combination of both, depending on your permissions,

and are ordered initially by their percentage (descending). This can be toggled to arrange by ascending

percentages, or by name (alpha by surname). Changing any of these will not update/refresh the spreadsheet; it

merely changes the display. At the top of the pane there is a recalculate spreadsheet button that will redo the

calculations.

Fig 63: main structure spreadsheet

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Each component shows the “marked out of” figure below it (i.e. “oo15” = “out of 15”). Each component also has

a Scale button beneath it. Clicking this opens a new window which lets you change the scale of the component.

The default is set at 40% for “just pass” and 70% for “just excellent”. Changing either of these to a higher

number will naturally lower the score of the students (because you have just made it harder to achieve a better

score), and vice-versa.

Fig 64: Scale marks for component

Figure 65 shows the change to the screen when a component (here, CW1) has had its scale amended (in this

case, the “just excellent” percentage was increased to 80).

Fig 65: Spreadsheet showing component with amended scale

As you can see, compared to “before” in figure 63, the marks have been lowered as a result of increasing the

scale.

Amend data

At the far right-hand side of the marks row is an option to amend the data for each individual student (fig 63).

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Fig 66: Amend data option

Clicking this opens a pop-up window (fig 67) which displays the currently calculated results for each part of the

course structure, and the course overall. You can amend the end results, or the raw data.

Fig 67: Amend data window

Amending results

If you are amending results you will see four pieces of information on screen; coursework percentage, exam

percentage, final course percentage and final course result. The course work percentage and exam percentage

data may not be editable if the course does not have those components or if the student is either exam-only or

coursework-only.

Each editable piece of information has flags next to it. This is what they mean:

Calculated: The values displayed come directly from calculations based on what is defined in the course’s

marking scheme.

Overridden: The value has been set manually by a user.

Dependant: This value is calculated but it is based on a value that was manually set

Example: (fig 68) The coursework mark was calculated and the exam mark was manually overridden. The final

course mark would still be calculated from those two values using the marking scheme but, because you

manually set the exam mark, the final course mark is flagged as dependant. The Course result may also need

amended dependent on the changes you have made to the other values.

Once you have edited the data that you want to, tick the confirm this amendment button and then click make

amendment. When you have done this you will get a feedback message indicating that the results have been

amended and that the changes will be displayed on the spreadsheet the next time it is refreshed. You can now

close the popup.

If you have to amend results/marks for multiple students then it is good practice to make all of your

amendments first and then refresh the spreadsheet, rather than making the server do unnecessary processing.

Remember that many users will be trying to use SMART during peak periods.

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Special Circumstances

In cases where a student has attained a mark of 38 or 39 but has been awarded a Pass due to Special

Circumstances, this can be entered by selecting the result Pass(ES) (for standard courses) or Pass(PS) (for

Pass/Fail-only courses) from the Course Result dropdown within the Spreadsheet amendment pop-up (see

figure 67a).

Fig 67a: Special Circumstances result “Pass(ES)”.

Fig 68: amend results

Amending data will necessitate a refresh of the results spreadsheet. Upon doing so, the amended results are

highlighted (fig 69):

Fig 69: amended marks

Amending raw marks

If you choose to amend raw marks, a dropdown will show you all the components for which you can do so.

Select one (fig 70) and then amend the mark (fig 71).

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Fig 70: amend raw marks pop-up

There may also be a checkbox labelled zero-weight this component, which allows you to treat this component,

not just the mark, as if it did not exist for this student. Marks for sibling components (e.g. Prac2 and Prac3, if you

were editing Prac1 in a set of three practicals) will be re-weighted so that those marks count for all of the parent

component (e.g. Practicals).

If you are currently viewing a mark that is involved in zero-weighting then the form will instead give you a

checkbox to remove zero-weighting.

Fig 71: amend raw marks

A confirmation message will then appear (fig 72).

Fig 72: confirmation

The course spreadsheet functionality works the same for the other course structures.

Return to Registry sheet

This option displays the basic mark and result data for each student on the course (fig 73). Registry does not

need the raw marks of each component, only the end mark & result.

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Fig 73: Return to Registry sheet

Next to each student is the option to add (or where already added, to remove) a CAA [Credits Awarded on

Aggregation] marker to the student’s result (fig 74). This will give the student a pass in the course despite

obtaining a failing mark, by taking mitigating circumstances into account.

Fig 74: Add/Remove CAA flag option

Clicking this option will refresh the screen and show the amended flag.

Output files

At the top right of the Return to Registry screen are 3 options for creating output files: in XML, PDF and CSV

(spreadsheet) format. PDF and CSV were previously accepted by Registry as formats for the receipt of exam

results, but these have been superceded by the XML format, which can be uploaded directly to EUCLID by

School staff. This is the only method now accepted by Registry, and submission of PDF or CSV will result in your

sheets being returned without being processed.

Fig 75: Output file options

Nonetheless, the PDF and CSV formats are useful for internally reviewing a cohort of marks or for presentation

to an Exam Board. Requesting either format opens a pop-up (fig 76). Here, you must specify your computing

platform (the default is Microsoft Windows).

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Fig 76: File request pop-up

Clicking Submit Request gives you a confirmation that the file is ready to be retrieved from your Alerts screen

(fig 77).

Fig 77: confirmation screen

An example of the PDF version is below:

Fig 78: “Return to Registry” PDF sheet

XML file

To create the XML output for upload to EUCLID, simply click the XML button. You will receive the following

message:

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Fig 79: XML file production

Clicking Submit Request will create the file, which you can retrieve from your Alerts screen. When you do, you

will be given the option to Open or Save the file (fig 80). Because XML files are not intended for visual display in

themselves (they are just code (as per fig 81), and are normally rendered through another programme) select

Save and specify a location.

Fig 80: Open/Save XML file dialog box

Fig 81 (for reference only): XML file contents

If you have reviewed the results in either PDF or CSV format and are happy with them, your next step is to

upload them. Null sits and Resit First Attempt students must be removed manually from the XML file prior to

upload. Full documentation on the EUCLID upload process can be found on the Registry SACS website

(http://www.euclid.ed.ac.uk/staff/User_Guides/Mark_Entry/)

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Results – Programme level There are two parts to this module:

• Progression

• Classification

The available options are as per the dropdown (fig 82)

Fig 82: Results – Programme level dropdown

Most of the sheets follow the same format, though they do differ in particulars. The navigation is the same for

all (fig 83): There is a dropdown menu for Programme (sorted alphabetically by Programme name); a menu

controlling the display non/anonymised data; and a further menu to display by exam diet (redundant because

resits are not used in SMART).

Fig 83: Progressions & Classification sheet screen navigation

Science and Engineering Progression spreadsheets

We will look at the ‘UG Progression to graduate’ and ‘PG Progression to dissertation’ sheets.

UG Progression to graduate

The UG Progression sheets all follow a similar format (fig 84).

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Fig 84: SCE UG Progression spreadsheet

Each course is listed, with the student results in a column below. Where a student was not enrolled on a

particular course, a grey “n/a” appears. Where no result has yet been received for a course, a red ”???” appears.

Figure 84 has been edited for reasons of space, but any course that a student on the programme has enrolled on

will appear, so there may be dozens. At the right-hand side of the screen is a total of credits taken, credits failed,

an annual percentage (updated as results feed through) and a result (again updated pending results).

A PDF or CSV version can be produced. If new results have been received, the screen can be refreshed using the

“recalculate spreadsheet” button, to provide an up-to-the-minute overview.

PG Progression to dissertation

Fig 85: SCE PG Progression to dissertation spreadsheet

Each course is listed, with the student results in a column below. Where a student was not enrolled on a

particular course, a grey “n/a” appears. Where no result has yet been received for a course, a red ”???” appears.

Figure 84 has been edited for reasons of space, but any course that a student on the programme has enrolled on

will appear, so there may be dozens. At the right-hand side of the screen is a total of credits taken, credits failed,

credits passed greater than or equal to 50%, and credits passed between 40 & 50%, taught credit average, and

an intermin recommendation (updated pending results). The recommendation can be edited (see fig 86 for

options). If an edit is made, the screen will need to be refreshed using the “Recalculate spreadsheet” button.

Fig 86: progression recommendation options

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Science and Engineering Classification spreadsheets

UG Classification

Fig 87: SCE UG Classification speadsheet

The UG Classification spreadsheetshows each student on a programme, and the credits they have attained at

each classification in both Honours year, a yearly percentage score, a combined credit-by-classification total, an

overall percentage (with the rounded score in brackets), the credits taken and the resultint classification. The

“amend data” option (fig 88) lets you alter the weighting of the two Honours years, and amend the calculated

percentage and classification. The standard red chevrons will appear to denote a manually-amended mark.

Fig 88: amend data option

PG Classification

The PG Classification spreadsheet showsthe credits taken for each student, credits failed, the taught credit

average, dissertation result, credits passed greater than or equal to 50%, and credits passed between 40 & 50%

and the Classification recommendation based on those results. The edit recommendation button lets you award

the MSc, a Diploma, or Fail.

Fig 89: SCE PG Classification spreadsheet

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Humanities and Social Science Progression matrices

UG Progression matrices

There are two HSS UG progression matrices: one for 3rd

years and one for those due to graduate. These are large

spreadsheets (fig 91 has been truncated), as they show every student on a programme, with their results for

every course they have taken at Honours level. Also shown are credits taken, failed, credits passed at each

classification, and a percentage for 3rd

& 4th

years; an overall percentage and result; and an indication if the

student is borderline.

Fig 91: HSS UG Progression sheet

The blue hyperlinks at the right-hand side give options to amend result (fig 92), amend year weighting (fig 93) or

(dis)count courses from the calculation as applicable (fig 94).

Fig 92: amend recommendation

Fig 93: amend weighting

Fig 94: (dis)count courses

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PG Progression matrices

There are two HSS PG progression matrices: one for students due to start their dissertation and one for students

due to graduate. They follow a similar pattern to those listed above, displaying course results for each student,

credits taken, credits failed, average of taught credits, credits passed above 50%, credits passed between 40 &

50%, dissertation result, Classification recommendation. There are also options to amend, depending on the

time of year and whether the data is complete.

Classification “Return to Registry” sheets

Awards are now uploaded to EUCLID in the format of an XML file (similar to course results). There is a button (fig

95) on the Results - Programme Level screen to create the XML file. Information on uploading can be found

here. A PDF (fig 95a) or CSV can also be generated for your records. The sheets (in all formats) are quite simple,

displaying (for the selected UG or PG Programme) only the student’s matriculation number and instance, name

(listed alphabetically by surname), exam number (UG only), Final Award (PG only), and their result.

Fig 95: Return to Registry Classification XML button

Fig 95a: Return to Registry Classification sheet

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Support Tools Support Tools is a small “miscellaneous” module with two options to help School staff that, while not part of the

core tasks of storing and calculating marks, support these processes:

• Enter course group data

• Request barcoded labels

Enter Course group data

This is where you allocate students on the course to different Practical & Tutorial groups (as per “Attendances”,

above). The following screen will appear, with an alphabetical-by-surname list of students on the course, and a

box for Practical and Tutorial groups. Enter the code or name of the group for each student. Note that using the

Tab button to navigate will go down the columns (i.e. you only need to tab once to move down to the next

student).

Fig 96: Enter course group data

Click Update group data to store.

Note that this form could take a while to process. Be patient – it is much quicker than allocating groups one by

one in the student record.

Request barcoded label

Most Schools have adopted barcodes as a way to speed up the process of entering hundreds of student marks

per day.

This function lets you produce a new batch of sticky labels for students to affix to work for eventual scanning

into SMART. There are 5 options, as per fig 97.

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Fig 97: label type dropdown

The first creates a single ad hoc barcode, with the student’s exam number, which is emailed to the student.

Enter their matriculation number to send the email (you will be copied into the mail). Although SMART will

email the file straight away, it still may take a few minutes for the email to travel through UoE email relay

servers, and even longer if the student has decided to set up forwarding from their SMS account to another one.

It is the student’s responsibility to check their SMS account; if the student has set up forwarding to other

accounts and they are either over-quota or blocking attachments, then they must bear this in mind

The second creates a sheet of labels – either 16 or 24 to the sheet, depending on the labels you use – for a

specific student. Each label with have a barcode and the student’s exam number.

The third option creates a single sheet for each student on the particular course you have selected. Again, you

can choose 16 or 24 labels (2x8 or 3x8).

The fourth option creates a sheet of exam barcodes, for use on exam scripts only. Again, select the label layout.

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On the subsequent screen you must choose how many labels you want per student,

Then, choose how many of those labels you want to be named. Normally you would choose 1 named label

thus enabling students to identify their desk and barcodes in the exam hall.

The fifth option is to create a single barcode sheet for all students on School-owned programmes. Select the

year of programme.

All labels are generated in an overnight process and can be retrieved from your Alerts window the following day.

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System Administration There are a number of options which may be available, dependent on a user’s SMART permissions.

User accounts [School and System Administrator]

Programme management [School and System Administrator]

Manually set a course-level mark [School and System Administrator]

Scheduled task manager [System administrator only]

Update academic session [System administrator only]

Maintain exam number seeds [System administrator only]

User accounts

There are two options within user Accounts: Pending Accounts & Processed Accounts. The default screen is

Pending Accounts. If someone has applied for a SMART account but it has not yet been processed, their name

will appear in the Pending accounts box (fig 105) for System Administrators and School Administrators for the

member of staff’s School.

Fig 105: User accounts screen

The Processed accounts option displays a list of all SMART users (fig106), and their current SMART status:

whether they are currently logged in or not, or if their account is locked (fig 107). Note that changing a user’s

account details while they are logged in will cause them to be logged out of SMART.

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Fig 106: Processed accounts

Fig 107: Account status

Click View Details to see a user’s account. You cannot edit your own account (fig 108) but can transfer your

admin rights (if you are going to be away from work for a while, for instance) to a colleague.

Fig 108: Your own account

The full list of permissions is displayed in fig 109 below. Ticking the Confirm box in any of the sections and

pressing the (contextually-named) submit button will save the changes to the account.

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Fig 109: Permissions screen

Account Status

Accounts can be set to active, locked or can be deleted.

Account types are User, School Administrator, System Administrator.

Anonymous marking regulations

The account can be set up to either ignore or comply with anonymous marking regulations: this will

determine whether or not a user is able to see student personal details (name & uun) or just their exam

number.

The University operates anonymous marking regulations to reduce the possibility of biased marking.

The implementation of these guidelines is that every student is given an exam number. Students submit

their assignments by exam number, which is irretrievable from student systems like EUCLID. Therefore

markers cannot identify the scripts that they are marking.

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This system can only work if markers are not allowed to see exam numbers alongside readily identifiable

data like matriculation numbers and names.

However, a very small number of clerical staff need access to both sets of information so that marks can

be entered into student systems like SMART, and for work to be returned to the student.

The effect of this is that a SMART user account needs to be set up to either comply with or ignore the

anonymous marking regulations; the default setting is to comply.

The vast majority of users will comply with anonymous marking regulations; you are responsible for

choosing which of your users will ignore them and therefore get to see exam numbers alongside

personal student details.

Module permissions

For each of the SMART modules, you can give a user Full access, View-only access, or no access at all.

Course permission level (within the user's School)

Here you can restrict a user’s permissions on School-owned courses so that they have full permission on all

courses; view permission on all courses but only edit permissions on specified courses; only view and edit

specified courses; a mixture of viewing and editing on specified courses (fig 110)

Fig 110: Course permission level for a user

If you opt to restrict access to specified courses, then you must choose those courses from a list. Note

that changing the overall permission level will remove these definitions.

If you want to change course permissions and select one of the options from the dropdown, the screen

will refresh with two hyperlinks (fig 111) which allow you to choose courses from within your School,

and those outwith your School.

Fig 111: Choose course definitions

A pop-up window will open, displaying any current course definitions. Click Add course to search for

courses (fig 112).

Fig 112: course definition pop-up

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A dropdown menu will now appear; in here you can specify individual courses or, as seen in this

demonstration, “All Year 3 courses” for the user’s school (fig 113).

Fig 113: course definition dropdown

Selected courses then appear in a list (fig 114). Individual courses can be deleted from the list by clicking

the blue delete button. This will then remove the user’s permission on that course.

Fig 114: List of course definitions

Personal Details

You can edit any aspect of the user’s SMART personal details here (i.e. location, contact details, department,

etc.)

School and System Administrators have full access to all SMART modules and all courses (fig 115). No individual

course definitions can therefore be made for these users.

Fig 115: System/School Admin access permissions

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Programme Management

Programme management is slightly more complex than you might imagine because SMART is set up to process

programmes that do not belong to any Schools within the College. To address this issue, any programmes that

are external to the College can be “claimed” by a School.

This function will display a list of all unclaimed external programmes, all external programmes that you have

claimed and all programmes that do actually belong to your School. Displayed are Programme Name and School

cod (NB: the programme code (i.e. C0174 in fig 116 below) is an obsolete coding structure).

For each programme there is a dropdown, via which you can:

“claim” a programme for your School

“relinquish” it: you will no longer be able to run reports for it but another School will be able to claim it as theirs.

Edit the duration of the programme

Edit the weighting.

In order to run programme-level reports for a programme, you will need to claim that programme as one that

your School deals with.

Duration and Weighting are displayed for those programmes handled by your School.

Fig 116: Programme management dropdown

Edit duration

Progammes may be 1 year (i.e. for Postgraduate programmes), 4 or 5. Choose as appropriate from the

dropdown, tick the box and click Edit programme duration (fig 117).

Fig 117: Edit programme duration

Edit weighting

Set the weighting here

Fig 118: Edit programme weighting

Note that you will not see this option until you have set a duration for the programme. SMART does not know

how to populate the weightings form unless it knows the programme duration.

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A form will allow you to enter the weightings. For example, if your programme duration was 4 years then you

will see:

textbox_1 : textbox_2 (out of textbox_3)

Textbox_1 is your 3rd year weighting numerator, textbox_2 is your 4th year weighting numerator and textbox_3

is the denominator (e.g. 60 : 40 out of 100).

Once you have entered your weightings, tick the confirm checkbox and then click the edit programme

weightings button.

Manually set a course-level mark

Here you can set a student’s course-level mark.

Fig 119: manually set a course-level mark

Upon submitting, if the data you entered (i.e. combination of matriculation number and course) was correct,

you will receive a “Mark has been set” confirmation message. If either matric number or course was keyed

incorrectly – or if the student has not been enrolled on the course in EUCLID – then you will receive “That

enrolment does not exist”.

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