Grading System Overview
Zion’s Grading module provides a complete digital solution for test score entry, multi-stage moderation, grade calculations, and ACE compliance audit trails. Designed specifically for ACE curriculum requirements, it ensures accurate, auditable, and timely grade management.
What is the Grading System?
In ACE schools, students complete PACE workbooks and take tests to demonstrate mastery. Zion transforms this grading process from paper-based records into a digital workflow with built-in moderation and compliance features.
Traditional Grading (Manual):
- Paper gradebooks and test records
- Manual grade calculations
- No systematic moderation process
- Difficult to track retests
- Audit trails nearly impossible
- Time required: Hours per week
Zion Grading (Digital):
- Digital test score entry
- Automatic grade calculations
- 3-stage moderation pipeline
- Retest tracking and limits
- Complete audit trail for ACE compliance
- SLA tracking for timely moderation
- Time required: Minutes per class
How the Grading System Works
Test Score Entry
Who: Supervisors
Where: Grading → Enter Scores
Time: 1-2 minutes per test
- Select the student
- Select the PACE being tested
- Enter the test score (0-100)
- Select test type (PACE Test, Self Test, Final Test)
- Confirm and submit
Automatic Calculations:
- Pass threshold applied based on grade level
- Pass/fail status determined immediately
- Moderation stage assigned automatically
Pass Thresholds
Different grade levels have different pass requirements:
| Grade Level | Pass Threshold | Rationale |
|---|
| Grades 1-4 | 90% | Foundational mastery required |
| Grades 5-12 | 80% | Standard mastery level |
3-Stage Moderation Pipeline
For Grades 8-12, test scores go through a moderation process before finalization:
Stage 1: Entry (Supervisor)
- Supervisor enters test score
- Score status:
stage_1_pending
- Awaits administrator moderation
Stage 2: Internal Moderation (Administrator)
- Administrator reviews score
- Can approve, adjust, or reject
- Approved scores move to
stage_2_internal_approved
- Rejected scores return to supervisor
Stage 3: Finalization
- Approved scores are finalized
- Available for report cards
- Locked from further modification
Grades 1-7: Test scores are automatically finalized after entry (no moderation required). This reflects the lower complexity of these grade levels.
Retest Management
When students fail a test, the retest process begins:
- Failed Test Identified: Score below pass threshold
- Retest Scheduled: Date set for retest attempt
- Retest Taken: Student retakes the test
- New Score Entered: Linked to original attempt
- Attempt Tracking: System tracks attempt number
Retest Limits:
- Default maximum: 3 attempts per test
- Configurable per school
- System enforces limits automatically
Key Features
1. Supervisor Score Entry
Intuitive interface for entering test scores:
- Student Search: Find student by name or number
- PACE Selection: Only shows assigned PACEs
- Score Validation: 0-100 range enforcement
- Duplicate Prevention: Blocks duplicate entries
- Immediate Feedback: Pass/fail shown instantly
2. Administrator Moderation Queue
Centralized view of scores awaiting moderation:
- SLA Indicators: Time since entry
- Green: <36 hours
- Yellow: 36-48 hours (approaching)
- Red: >48 hours (overdue)
- Critical: >72 hours (escalated)
- Filtering: By centre, subject, grade, SLA status
- Sorting: By time pending, grade level, entry date
- Bulk Actions: Process multiple scores efficiently
3. Moderation Actions
Three options for each pending score:
Approve:
- Accept score as entered
- Moves to finalized status
- Optional notes for record
Adjust:
- Change the score value
- Mandatory reason required (min 10 characters)
- Original score preserved in audit log
- Moves to finalized status
Reject:
- Return to supervisor for re-entry
- Mandatory reason required
- Score appears in supervisor’s rejected list
- Does not count toward grades
4. Audit Trail
Complete tracking for ACE compliance:
Every Action Logged:
- Score entry (who, when, what)
- Moderation decisions (approve/adjust/reject)
- Score adjustments (before/after values)
- Retest scheduling and completion
- Threshold changes
Audit Information:
- User ID and name
- Role at time of action
- Timestamp
- Previous and new values
- Reason for change (when applicable)
5. Grade Calculations
Automatic calculations at multiple levels:
Student Level:
- Subject averages
- Overall average
- Pass rate percentage
- PACE completion rate
Centre Level:
- Average scores by subject
- Top performers identification
- Students needing attention
School Level:
- Grade-level aggregations
- Subject performance trends
- Term-over-term comparisons
6. SLA Monitoring
Ensure timely moderation with alerts:
Alert Thresholds:
- Warning: >36 hours pending
- Overdue: >48 hours pending
- Escalated: >72 hours pending
Alert Features:
- Automatic daily generation
- Administrator notifications
- Acknowledgment tracking
- Resolution tracking
Benefits by Role
For Supervisors
- Quick Entry: Enter scores in under 2 minutes
- Clear Rejections: Know exactly what needs fixing
- Retest Tracking: Never lose track of scheduled retests
- Student Progress: See individual student performance
For Administrators
- Moderation Queue: Centralized review of all pending scores
- SLA Compliance: Never miss moderation deadlines
- Audit Ready: Complete paper trail for inspections
- Performance Insights: School-wide grade analytics
For School Leadership
- Compliance: Meet ACE curriculum requirements
- Transparency: Clear, auditable grading process
- Quality Control: Moderation ensures accuracy
- Data-Driven: Make decisions based on real grade data
Test Types
Three test types are supported:
| Test Type | Description | Typical Use |
|---|
| PACE Test | End-of-workbook assessment | Most common, after completing PACE |
| Self Test | Student self-assessment | Mid-PACE progress check |
| Final Test | Comprehensive unit test | End of major unit or subject |
Grade Level Requirements
Grades 1-7 (Automatic Finalization)
- Scores finalize immediately after entry
- No moderation queue
- Simpler workflow for lower grades
- Full audit trail still maintained
Grades 8-12 (Moderation Required)
- Scores enter moderation queue
- Administrator review required
- 3-stage pipeline enforced
- Higher accountability for senior grades
Best Practices
For Supervisors
- Enter Scores Promptly: Within 24 hours of test
- Double-Check Entries: Verify before submitting
- Handle Rejections Quickly: Review and correct within 48 hours
- Track Retests: Schedule retests within policy guidelines
For Administrators
- Daily Queue Review: Check moderation queue each morning
- Meet SLA Targets: Process before 48-hour deadline
- Document Adjustments: Always provide clear reasons
- Monitor Patterns: Watch for systematic issues
For Accuracy
- Enter scores from original test papers
- Verify student identity before entry
- Use notes field for unusual circumstances
- Review audit trail if questions arise
