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Administrator Grading Guide

As an administrator, your primary grading responsibility is moderating test scores for Grades 8-12 students. This guide covers the moderation workflow, SLA management, and oversight of the grading system.

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Your Grading Responsibilities

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Daily (10-15 minutes)

• Process moderation queue
• Address overdue items
• Acknowledge any moderation alerts
• Review rejected score re-entries

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Weekly (15 minutes)

• Review moderation statistics
• Check SLA compliance rates
• Analyze adjustment patterns
• Monitor audit trail for issues

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Monthly (30 minutes)

• Generate grade reports
• Review centre performance
• Assess supervisor accuracy
• Report to leadership

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Moderation Queue

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Accessing the Queue

1. Navigate to Grading in sidebar
2. Click Moderation
3. View all pending scores

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Queue Dashboard

Summary Cards:

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Queue Columns

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SLA Color Codes

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Filtering the Queue

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By Centre

Filter to specific learning centre:

• Select from dropdown
• Or “All Centres” for full view

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By Subject

Focus on specific subject area:

• Math, English, Science, etc.
• Useful for subject-focused review

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By Grade Level

Filter by student grade:

• Grades 8, 9, 10, 11, 12
• Prioritize senior grades if needed

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By SLA Status

View specific urgency:

• All items
• Within SLA only
• Approaching only
• Overdue only

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Moderation Actions

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Approving Scores

When a score looks correct:

1. Click Approve on the score row
2. Add optional notes (e.g., “Verified with test paper”)
3. Confirm approval

What Happens:

• Score moves to stage_2_internal_approved
• Score is finalized for grade calculations
• Audit log records your approval

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Adjusting Scores

When you need to change the score:

1. Click Adjust on the score row
2. Enter the corrected score (0-100)
3. Provide mandatory reason (min 10 characters)
4. Confirm adjustment

Reason Examples:

• “Corrected data entry error - original was 89, entered as 98”
• “Recalculated score from test paper - one question missed”
• “Teacher verification confirmed correct score is 85”

What Happens:

• Original score preserved in audit log
• New score applied and finalized
• score_adjusted = true flag set

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Rejecting Scores

When the score cannot be verified or is incorrect:

1. Click Reject on the score row
2. Provide mandatory reason (min 10 characters)
3. Confirm rejection

Reason Examples:

• “Wrong student selected - please verify and re-enter”
• “Score doesn’t match test paper - please verify”
• “PACE not yet completed by student - premature entry”

What Happens:

• Score returns to supervisor’s rejected list
• Supervisor must re-enter correct information
• Original entry preserved in audit log

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SLA Management

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Understanding SLA

Target: Moderate all scores within 48 hours of entry Timeline:

• 0-36 hours: Normal processing (green)
• 36-48 hours: Priority processing (yellow)
• >48 hours: Overdue, urgent (red)
• >72 hours: Escalated, critical (dark red)

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Meeting SLA

Best Practices:

1. Check queue first thing each morning
2. Process approaching items before new items
3. Clear overdue items immediately
4. Aim for <24 hour average turnaround

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SLA Reporting

Monitor your SLA compliance:

• Queue dashboard shows current status
• Weekly reports include SLA metrics
• Target: >95% within 48 hours

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Moderation Alerts

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Viewing Alerts

1. Navigate to Grading → Alerts
2. View overdue moderation items

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Alert Types

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Acknowledging Alerts

If you see an alert but need time:

1. Click Acknowledge
2. Alert moves to acknowledged status
3. You commit to processing soon
4. Still visible until moderated

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Processing Efficiently

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Batch Processing

For efficiency:

1. Filter by centre or subject
2. Review all items in that filter
3. Approve straightforward entries quickly
4. Flag items needing investigation

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Quick Approve Workflow

For routine approvals:

1. Review score and context
2. Click Approve
3. Skip notes for routine items
4. Move to next item

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Handling Exceptions

If something needs investigation:

1. Note the item details
2. Move on to other items
3. Return later to investigate
4. Don’t let unclear items block queue

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Audit Trail Access

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Viewing Audit Logs

1. Navigate to Grading → Audit
2. Search by student, date, or action type
3. View complete history

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What’s Logged

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Using Audit Data

For Investigations:

• Trace score history
• Identify who made changes
• Verify proper process followed

For Compliance:

• Generate audit reports
• Prove moderation occurred
• Document interventions

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Settings Configuration

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Pass Thresholds

Configure pass requirements:

1. Navigate to Settings → Grading
2. Set thresholds:
   • Grades 1-4: Default 90%
   • Grades 5-12: Default 80%
3. Changes apply to future tests only

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Retest Limits

Configure maximum attempts:

1. Navigate to Settings → Grading
2. Set maximum retest attempts (default: 3)
3. Changes apply to future tests only

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Monitoring Quality

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Supervisor Accuracy

Monitor for patterns:

• High rejection rates (possible training needed)
• Frequent adjustments (possible data entry issues)
• Specific supervisors with issues

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Centre Performance

Review grade statistics by centre:

• Average scores
• Pass rates
• Moderation patterns

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Flagging Issues

If you notice problems:

1. Document the pattern
2. Discuss with supervisor privately
3. Provide training if needed
4. Monitor for improvement

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Retest Oversight

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Monitoring Retests

View retest management:

1. Navigate to Grading → Retests
2. See all failed tests and scheduled retests
3. Monitor attempt counts

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Max Attempts Reached

When students exhaust retest limits:

• Receive notification
• Review student situation
• Determine next steps
• May require special intervention

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Reporting

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Grade Reports

Generate reports for:

• Individual students
• Learning centres
• School-wide
• Specific subjects

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Report Uses

For Parents:

• Student progress reports
• Grade summaries
• Performance trends

For Leadership:

• School-wide grade statistics
• Centre comparisons
• Subject analysis

For Compliance:

• ACE audit requirements
• Complete grade records
• Moderation documentation

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Best Practices

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Daily Routine

1. Morning (10 min):
   • Check moderation queue
   • Process approaching/overdue items
   • Address alerts
2. Afternoon:
   • Process remaining queue
   • Review any rejections

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Quality Standards

• Review each score carefully
• Verify pass/fail makes sense
• Document adjustments thoroughly
• Maintain consistent standards

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Communication

• Provide clear rejection reasons
• Train supervisors on common errors
• Share feedback constructively

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Troubleshooting

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Queue Not Loading

Solution:

• Refresh page
• Check internet connection
• Clear browser cache
• Try different browser

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Adjustment Not Saving

Check:

• Reason meets minimum length (10 chars)
• Score is valid (0-100)
• You have administrator access

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Supervisor Disputes Rejection

Process:

1. Review original rejection reason
2. Check audit trail
3. Discuss with supervisor
4. Supervisor re-enters if they agree
5. Escalate if unresolved

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