These settings are connected. Grading defines grade labels and GPA values; Examination Governance defines campus-level ownership and internal passing policy; Manage Promotions evaluates students and records the final academic outcome; the DMC uses the same evaluated marks and grading context.
The system evaluates a student against the policy that applies to the batch. Once a promotion or graduation outcome is first processed, the batch keeps the effective internal policy used for that decision so a later settings change does not rewrite completed results.
Before you begin
- Institution Admin should configure and communicate the approved academic regulations before staff evaluate a batch.
- Confirm the effective dates of grading and internal-passing policies before processing a batch.
Use the policy reference together with the role-specific Grading, Examination Governance, Promotions, and Graduation guides
-
Configure the grading version
In System Settings > Grading, create a version, add complete grade ranges from 0% through 100%, set each range to Pass or Fail, configure its grade point and GPA inclusion, and activate it with an effective date. Draft versions do not affect calculations.
-
Configure campus examination governance
In System Settings > Examination Governance, configure the Central Examination Owner, Promotion Authority, internal passing threshold, whether internal passing is mandatory, whether HOD approval is required, and the effective date. Policy history records later changes.
-
Evaluate a promotion or graduation batch
In Academic > Manage Promotions, select the academic context and choose Evaluate. The system lists the students even when the term is not yet eligible for final processing, but promotion or graduation actions remain locked until the applicable date and review requirements are satisfied.
-
Review the student result
Review the overall weighted percentage, GPA, standing, eligibility, subject breakdown, attendance, internal/external marks, grade, credit hours, financial holds, and the reason shown for any blocker. The DMC preview uses the same calculation context.
-
Complete review and record the outcome
If HOD approval is enabled, send the batch for review first. After approval, record Promote, Repeat, Defer, Withdraw, or Graduate as applicable. An ineligible student requires an authorized override reason; supporting documents are optional and retained in the audit record.
Standing describes the evaluation result. The recorded outcome is the authorized decision that moves, repeats, defers, withdraws, or graduates the student.
How grades, GPA, and CGPA are calculated
The active grading version maps each subject percentage to a configured grade band, such as A+, A, B+, or F. The band result is the grade-level result and its configured grade point. Term GPA is the credit-hour-weighted average of grade points included in GPA. CGPA is the cumulative credit-hour-weighted average across finalized academic attempts according to the configured repeat and transfer rules.
A passing grade band does not by itself guarantee an overall passing result. Promotions and the DMC also apply subject passing thresholds, attendance requirements, and the mandatory internal policy.
Internal and external examination rules
The DMC classifies assessments as Internal or External according to the configured DMC/examination classification. Internal marks are aggregated across the published internal assessments for the subject; external marks are aggregated separately. Missing submissions count as zero against the configured assessment total, so a pending internal result is shown as 0.00 / its configured maximum rather than 0.00 / 0.00.
When internal passing is mandatory, the student must meet the campus threshold for every subject. A student can meet the overall percentage and still fail overall because the mandatory internal threshold was not met.
Academic standing and eligibility
Good Standing: all required subject, attendance, internal, and programme checks pass. The student is eligible for the normal promotion or graduation outcome.
Warning: one or more subjects are not passed, but the overall weighted percentage still meets the programme threshold and no mandatory internal or attendance failure has occurred. The student is not automatically eligible and needs an explicitly recorded outcome.
Probation: the overall weighted percentage is below the programme threshold, without a higher-priority mandatory internal or attendance failure. Probation is an academic warning, not an automatic dismissal. The student is not eligible for automatic promotion, but an authorized user may record repeat, defer, withdraw, or an override promotion with a reason.
Separation: a mandatory internal passing requirement or required attendance threshold was not met. It is a stronger academic standing than probation, but the current system does not automatically delete, expel, or deactivate the student. The authorized officer must record the appropriate outcome. If institutional policy requires leaving the programme, use the Withdrawn outcome or implement a separately approved separation policy.
Incomplete: required published results or assessment totals are not available yet. The student remains incomplete rather than being treated as failed.
Promotion and graduation decisions
A promotion batch moves a student to the next academic class and term. A final-class batch becomes a graduation batch and does not require a target class or next term. Evaluation can be performed before the term end date for planning, but final actions remain date-locked.
Financial holds, HOD review, policy effective dates, final-class rules, and outcome status are enforced on the server as well as in the interface. Finalized outcomes are not recalculated when a later internal policy or grading version is created.
DMC and PDF output
The DMC preview and its A4 PDF use the same renderer and show the institution header, student and academic details, internal/external marks, total, passing threshold, percentage, attendance, credit hours, grade, GPA, CGPA, and Overall Status. The displayed grade version is explained by the active grading details in the Promotions help modal and this guide.
Recommended next step
For a completed result, open the DMC preview and confirm that its marks, grade, GPA, CGPA, attendance, and Overall Status match the evaluated batch.