Continuous Assessment & Grading Scheme Rules

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Continuous Assessment & Grading Scheme Rules within SmartERP.

Configure continuous evaluation components, quizzes, laboratory practicals, final examinations, and standardized letter grade scales.

{screenshot:continuous-assessment-and-grading-rules-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_higher_education, smarterp_student_records
• Security Groups:
  • Admissions Officer (Technical ID: smarterp_higher_ed.group_admissions_user)
  • Registrar / Academic Dean (Technical ID: smarterp_higher_ed.group_registrar_manager)
  • Faculty Member / Instructor (Technical ID: smarterp_higher_ed.group_faculty_user)
• Master Data Dependencies: Faculties, departments, ECTS modular curricula, academic semesters (Ethiopian/Gregorian calendar), tuition fee schedules, and student master files.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Higher Education app icon.
4. From the top navigation bar, open Higher Education → Academic Registry → Students / Admissions / Courses / Grading.

{screenshot:continuous-assessment-and-grading-rules-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student ID Number (Mandatory): Unique institutional student registration identifier
   • Full Name & National ID (Mandatory): Legal name matching Ministry of Education (MoE) enrollment records
   • Academic Program & Faculty (Mandatory): Approved undergraduate or postgraduate modular program
   • Semester Term (Mandatory): Active academic term adhering to ETA curriculum guidelines
3. Configure optional operational parameters and localized tags as required:
   • Course Prerequisite Override (Optional): Authorized waiver for advanced module enrollment
   • Tuition Sponsorship (Optional): Cost-sharing agreement or private employer corporate sponsorship
   • Dormitory & Campus Facility (Optional): Assigned residential block and meal plan access
4. Click the Save icon in the control bar to commit the record.

{screenshot:continuous-assessment-and-grading-rules-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Applied → Admitted → Registered / Enrolled → Active Study → Grades Finalized → Graduated).
• Ledger & System Impact: Semester registration automatically generates student tuition invoices in Accounts Receivable; fee settlement via Telebirr/CBE Birr marks student financially cleared.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:continuous-assessment-and-grading-rules-transaction-processing-state}

Continuous Assessment (CA) Breakdown Architecture#

Modern Ethiopian university pedagogy mandates continuous evaluation rather than relying solely on a single high-stakes final examination. Standard course mark weighting structures:

• Quizzes & Homework Assignments: 10% – 15%
• Laboratory Practical & Project Reports: 15% – 20%
• Midterm Examination: 20% – 25%
• Final Comprehensive Examination: 40% – 50% Total cumulative marks must aggregate to exactly 100%.

Configuring Institutional Grading Scales#

SmartERP supports both Fixed Criterion-Referenced scales and Standard Normalized Curve scales. The standardized MoE Criterion-Referenced Scale:

Special Non-Numeric Grades:

• I (Incomplete): Granted for verified illness preventing final exam attendance; must be cleared within 4 weeks of the following term.
• W (Withdrawn): Official withdrawal before term deadline; no impact on GPA.
• P / F (Pass / Fail): Non-credit audit or zero-credit physical education/orientation courses.

Submitting and Locking Grades#

1. Instructors input final marks into the Grade Submission Sheet.
2. The department head reviews grade distribution curves (checking for abnormal failure rates).
3. The Department Council signs off, locking the marks against tampering.
4. Grades publish to student portal dashboards simultaneously.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Education: Compute semester GPA and cumulative CGPA (smarterp_higher_ed.ir_cron_cgpa_calc): Runs at the end of each examination period to compute student academic standing
  • Finance: Generate semester tuition fee invoices (smarterp_higher_ed.ir_cron_tuition_invoices): Runs prior to semester registration deadline
• Custom Print Templates & Reports:
  • Official Student Academic Transcript (MoE & ETA Standards)
  • Semester Course Registration & Clearance Slip
  • Student ID Card with Cryptographic QR Verification
  • Examination Results & Faculty Grade Distribution Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#