Configure Grading and Calculate GPA

Configure Grading and Calculate GPA

Set up grade scales, manage gradebooks, calculate GPA/CGPA, and generate transcripts.

Time: 10–20 minutes for setup Module: OpenEduCat Grading, OpenEduCat Grading Enterprise Permissions: Grading Officer or Grading Manager

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Prerequisites

• Courses and subjects configured
• Students enrolled in courses
• Exam results available (for mark-based grading)
• Access to Grading menu

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Overview

The Grading Management system enables:

• Multiple grading scales (percentage, letter, GPA)
• Gradebook management with weighted calculations
• GPA and CGPA computation
• Transcript generation
• Grade assignment from exam results
• Subject credit hour management
• Academic standing determination

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Grading Concepts

Grade Scale Types

Type	Example	Use Case
Percentage	85%	Direct percentage scores
Letter	A, B+, C	Letter grade system
GPA	4.0, 3.5	Point-based system
Descriptive	Excellent, Good	Qualitative assessment

GPA Calculation

GPA = Σ(Grade Points × Credit Hours) / Σ(Credit Hours)

Example:
Subject A: Grade A (4.0) × 3 credits = 12.0
Subject B: Grade B (3.0) × 4 credits = 12.0
Total: (12.0 + 12.0) / (3 + 4) = 3.43 GPA

CGPA Calculation

Cumulative GPA across all semesters/terms.

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Steps

1. Create Grade Scale

1. Navigate to Grading → Configuration → Grade Scales
2. Click New
3. Configure the scale:

Field	Action
Name	Scale name (e.g., “Standard GPA Scale”)
Code	Short code (e.g., “GPA-4”)
Scale Type	Select type (GPA, Letter, etc.)
Description	Optional description

4. Click Save

2. Add Grade Definitions

1. Open the grade scale
2. Navigate to Grades tab
3. Click Add a line
4. For each grade level:

Field	Action
Name	Grade name (e.g., “A”, “A+“)
Code	Grade code
Sequence	Order (highest first)
Min Percentage	Lower bound (e.g., 90)
Max Percentage	Upper bound (e.g., 100)
Grade Points	GPA value (e.g., 4.0)
Pass/Fail	Mark as passing grade

5. Add all grade levels
6. Click Save

Example Grade Scale:

Grade	Min %	Max %	Points	Pass
A+	95	100	4.0	Yes
A	90	94	4.0	Yes
A-	85	89	3.7	Yes
B+	80	84	3.3	Yes
B	75	79	3.0	Yes
B-	70	74	2.7	Yes
C+	65	69	2.3	Yes
C	60	64	2.0	Yes
C-	55	59	1.7	Yes
D	50	54	1.0	Yes
F	0	49	0.0	No

3. Assign Grade Scale to Course

1. Navigate to Courses configuration

2. Open the course

3. In grading settings:

   • Select Grade Scale for the course
   • Set Credit Hours per subject

4. Click Save

4. Create Gradebook

1. Navigate to Grading → Gradebooks
2. Click New
3. Configure the gradebook:

Field	Action
Name	Gradebook name
Course	Select course
Batch	Select batch
Academic Year	Select year
Academic Term	Select term
Grade Scale	Select grading scale

4. Click Save

5. Configure Grade Components

Set up weighted categories:

1. Open the gradebook
2. Navigate to Components tab
3. Click Add a line
4. For each component:

Field	Action
Name	Component name (e.g., “Midterm”)
Type	Select type (Exam, Assignment, etc.)
Weight	Percentage weight (e.g., 30%)
Max Marks	Maximum possible marks

5. Common configuration:

Component	Weight
Midterm Exam	20%
Final Exam	40%
Assignments	20%
Attendance	10%
Participation	10%

6. Ensure weights total 100%
7. Click Save

6. Enter Grades

1. Open the gradebook

2. Navigate to Students tab

3. For each student:

   • Enter marks for each component
   • System calculates weighted total
   • Grade auto-assigned based on scale

4. Or import from exam results

5. Click Save

7. Calculate GPA

1. Open student gradebook entry

2. Click Calculate GPA

3. System computes:

   • Subject GPA from grades
   • Weighted GPA by credit hours
   • Term GPA

4. Review calculation

5. Publish grades when ready

8. Calculate CGPA

1. Navigate to Grading → CGPA Calculation

2. Select student

3. System aggregates:

   • All completed terms
   • Credit hours earned
   • Cumulative points

4. Displays:

   • Term-wise GPA
   • Cumulative GPA
   • Credits completed

9. Generate Transcript

1. Navigate to Grading → Transcripts

2. Select student

3. Click Generate Transcript

4. Transcript includes:

   • Student information
   • Term-wise courses
   • Grades and credits
   • GPA per term
   • Cumulative GPA
   • Academic standing

5. Download or print

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Field Reference

Grade Scale (op.grade.scale)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Scale name
Code	code	Char	No	Short code
Scale Type	scale_type	Selection	No	Type of scale
Description	description	Text	No	Details
Grade IDs	grade_ids	One2many	No	Grade definitions

Grade Configuration (op.grade.configuration)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Grade name (A, B)
Code	code	Char	No	Grade code
Sequence	sequence	Integer	No	Display order
Min Percentage	min_per	Float	No	Lower bound
Max Percentage	max_per	Float	No	Upper bound
Grade Points	grade_point	Float	No	GPA value
Result	result	Selection	No	pass/fail
Grade Scale	grade_scale_id	Many2one	Yes	Parent scale

Gradebook (op.grade.book)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Gradebook name
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Academic Year	academic_year_id	Many2one	No	Year
Academic Term	academic_term_id	Many2one	No	Term
Grade Scale	grade_scale_id	Many2one	No	Grading scale
Component IDs	component_ids	One2many	No	Grade components
Student Lines	student_line_ids	One2many	No	Student grades

Gradebook Line (op.grade.book.line)

Field	Technical Name	Type	Required	Description
Gradebook	grade_book_id	Many2one	Yes	Parent gradebook
Student	student_id	Many2one	Yes	Student
Total Marks	total_marks	Float	No	Computed total
Percentage	percentage	Float	No	Computed %
Grade	grade_id	Many2one	No	Assigned grade
GPA	gpa	Float	No	Calculated GPA
Result	result	Selection	No	pass/fail

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Academic Standing

Based on CGPA, determine standing:

Standing	CGPA Range
Dean’s List	3.7 - 4.0
Good Standing	2.5 - 3.69
Academic Warning	2.0 - 2.49
Academic Probation	Below 2.0

Configure Standing Rules

1. Navigate to Grading → Configuration → Academic Standing
2. Define standing levels with CGPA thresholds
3. System auto-assigns standing based on CGPA

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Views Available

View	Features
List	Gradebooks with course, batch
Form	Full gradebook with components
Pivot	Analysis by grade distribution
Graph	Visual grade statistics

Grade Distribution Chart

• Bar chart of grade counts
• Pie chart of pass/fail
• Trend line across terms

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Portal Features

Student Portal

Students can view:

• Current grades
• GPA and CGPA
• Grade history
• Transcript download

Parent Portal

Parents can view:

• Child’s grades
• Academic standing
• Progress trends

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Troubleshooting

Issue	Cause	Solution
Grade not assigned	Marks outside range	Verify grade scale ranges
GPA incorrect	Missing credit hours	Set subject credits
CGPA not calculating	Incomplete terms	Enter all grades
Transcript empty	Grades not published	Publish grades first
Weight mismatch	Components don’t total 100%	Adjust weights
Grade conflict	Overlapping percentage ranges	Fix scale definitions

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Best Practices

1. Clear scale definition: Ensure no gaps in percentage ranges
2. Consistent weights: Use standard component weights
3. Credit accuracy: Verify credit hours per subject
4. Regular updates: Keep gradebook current
5. Publication timing: Publish grades at term end
6. Transcript verification: Review before issuing

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Security Notes

Role	Capabilities
Grading Officer	Enter and manage grades
Grading Manager	Full CRUD including scales
Faculty	View grades for their subjects
Student	View own grades (portal)
Parent	View child’s grades (portal)

Record Rules

• Faculty see grades for subjects they teach
• Students see only their own grades
• Officers have access per course assignment

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Integration Features

Exam Integration

• Import marks from exam results
• Auto-grade from exam marks
• Link exam sessions

Assignment Integration

• Include assignment marks in gradebook
• Weight-based inclusion
• Auto-sync scores

Progression Integration

• GPA affects progression
• Academic standing rules
• Graduation requirements

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Related Tasks

• Manage Examinations
• Configure Academic Calendar
• Track Student Progress