Marian GRADELY USER MANUAL

Marian Gradely: SMU Mobile Grading App 2026

USER MANUAL

I. Introduction & Purpose

Marian Gradely is a secure, portable, data-accessible, and versatile academic tracking platform designed to streamline contemporary grading and attendance workflows. It simplifies grade computation and access by enabling on-the-go grade management and delivering immediate, actionable feedback to students straight to their devices. Built for diverse academic requirements, the app supports multiple examinations (written and practical) with a flexible engine featuring activity-specific transmutation and weight allocations. Efficiency-wise, educators can generate and share professional PDF grade reports and summaries via email or messaging app with a few taps. The integration of biometric authentication and automated cloud backups ensures total data integrity, providing a professional-grade solution that protects sensitive records while prioritizing academic grading proficiency. The app seamlessly integrates advanced attendance and tardiness management with an automated, contactless NFC tracking engine for improved classroom efficiency. Educators can record student attendance effortlessly and more efficiently using “Tap-by-Exception” NFC card scanning and enforce automated tardiness policies (such as 15-minute thresholds and 3-late absence conversions). Most importantly, the app highlights its worry-free, effort-free, and error-free monitoring and reporting of accumulated missed hours (Student’s Absences) in real time via email client.

II. System Requirements

Software Requirements

Operating System: Android 7.0 (Nougat / API Level 24) or higher.
Google Play Services: Required for Cloud Backup and PDF sharing functionality.

Hardware Requirements

Biometric Sensor: Fingerprint or facial recognition hardware is required for the "Biometric Lock" feature.
Storage: 50 MB of free space for local database storage.

Connectivity & Data Usage

Marian Gradely is an "Offline-First" platform. Most core features do not require an active internet connection, allowing you to work anywhere.

III. The User Manual and Privacy Policy

To access the app's User Manual and Privacy Policy, head to the Class List screen and tap the Help Icon (?) on top of the screen. You will be directed to the app's Google Site. Be sure that you are connected to the internet.

IV. Initial Setup: General Settings

Before creating your first class, you must configure your Global General Settings. To access this, tap the Gear (Settings) Icon on the top bar of the Class Details Screen (the main screen).

1. Security & Privacy (Biometric Lock): To protect your students' sensitive grading records from unauthorized access, it is highly recommended to enable the Biometric Lock. Under the "Security & Privacy" section, simply toggle this feature on. Once active, the app will require your device’s fingerprint, face unlock, or PIN to regain access if it has been left in the background for more than 30 seconds. Note: As a security measure, turning this toggle off will require you to authenticate your identity first.

2. Transmutation Standards

First and foremost, set the Transmutation Standards. This setting ensures that the app applies the correct institutional formulas to your raw scores. The transmutation standard determines how a student's Raw Score is converted into a Transmuted Grade (where 75 is the universal passing mark). The instructor only locks the global transmutation setting if they are using purely one standard in all classes. But if the instructor teaches a mix of minor and major subjects, then they leave it to its default “Flexible” setting.

3. Global Instructor Identity

Instructor Name: Enter your full professional name and title here (e.g., Dr. Maria Santos, PhD).
Automatic Sync: Once saved, this name will be automatically applied to all new classes and printed on all generated PDF Report Cards and Summaries. This eliminates repetitive data entry and ensures your reports are always "submission-ready."

4. Term Weight Allocation

This section allows for the adjustment of weight distribution across academic terms (e.g., First Term, Second Term, Third Term).

Note: Term Weight allocation is a matter of administrative policy, not teacher discretion. Teachers should only modify these values in the event of official institutional policy revisions.

5. School Information

Update this section if there are administratively approved changes to the school name, ISO details, and newly appointed academic deans. Changes made here update the branding and official details of all PDF report generation.

IV. Managing Classes

Once your General Settings are configured, you are ready to build your academic workspace. Your academic workspace is founded on your classes

1. Creating Your First Class

To add a class, go to the main Class List screen, which is also the Home screen.

The Add Button: Tap the Add Class [+] floating action button located in the lower-right corner of your screen.
Class Identity: Enter the essential details for your course:
- Basic Information: Course Code, Course No., and Descriptive Title
- Schedule & Logistics: Class Time & Days, Room, Instructor.

« Tip for Class Time & Days: You can type your schedule manually, or tap the builder icon (🛠️) inside the text field (right side) to open the Schedule Builder Dialog and select your times and days from easy dropdowns.

« Note: The Instructor field is locked if set in the General Settings. To make it editable here, leave the instructor field in the General Settings blank.

- Academic Information: Units, Semester, and School Year

2. Duplicating an Existing Class (Copy Class Details)

To eliminate repetitive data entry for similar courses or multiple sections:

Locate the Class: Go to the main Class List screen and find the course you want to replicate.
Tap COPY: On the bottom action bar of the class card, tap the COPY button.
Review & Update: A new class entry is immediately generated with (COPY) appended to the Course No. (e.g., GMATH 101 (COPY)) and marked as unsynced. Tap EDIT on the newly copied card to update specific details like section number, room, or schedule.

3. Editing, Deleting, or Restoring Classes

Mistakes happen! Marian Gradely allows you to refine your Class List without losing your hard work.

a. Editing Class Details

If you need to update a Course Title or Schedule:

Access: Tap Edit at the bottom of the class card you wish to change.
Enter Edit Mode: Once you are on the Class Details screen, tap the Pencil Icon in the top right corner.
Fast Saving: You do not need to navigate through every setup screen again. Simply update the necessary fields and tap the Check Icon (✓) in the top right corner to finish.

b. Deleting a Class

To remove a class from your active list, tap Delete on the rightmost part of the class card.
Note: This moves the class to the Trash Bin rather than deleting it permanently.

c. The Trash Bin: Restoring or Permanent Deletion

If you deleted a class by mistake, you can still get it back:

To Restore: Tap the Trash Bin Icon at the top of the main screen. Find the pertinent class card and tap Restore to bring it back to your active Class List.
Permanent Deletion: If you are certain, you no longer need a class, you can select Delete Forever.

⚠️ Caution: Use “Delete Forever” with care. Once a class is purged from the Trash Bin, all student data and grades are permanently unrecoverable.

V. Managing Your Roster: Adding & Editing Students

After creating your class, tap the Class Card to enter the Class Details screen. From there, tap the MANAGE STUDENTS blue button at the bottom.

1. Adding Students

There are two ways to populate your class list:

Individual Entry: Tap the Plus [+] icon at the top. Input the student’s details and tap Add.
Bulk Upload (XML System):

1. Prepare the File: Obtain the XML student list from your Dean’s Secretary.

2. Transfer to Phone: Send the file to your phone via USB or Email and save it in the Downloads or Documents folder.

3. Upload: In the Manage Students screen, tap the Upload Icon at the top. Tap the Sandwich (Menu) Icon ☰ and navigate to your folder. Select the file (usually named by Course Code) to automatically populate the roster.

2. Using Cloud Drive for Uploads

If you prefer cloud storage over local folders, you can access files directly from Google Drive or Microsoft OneDrive:

Sign In: On the main Class List screen, tap the Account Icon (top right) and sign in to your Google Account. If you have already configured your phone to access Microsoft OneDrive, the app can directly access it.
Verification: Once configured, a welcome message with your name will appear above the SMU Header, confirming you can now access your Drive during the upload process.
Save and Upload. Save the XML file to your Google Drive or OneDrive and you may upload it to the app later.

3. Editing, Deleting, and the Trash Bin

The app now features a “Safety Net” system. When you delete a student, they are moved to a Trash Bin instead of being permanently erased.

Edit: Tap the Pencil Icon beside a student’s name to update their details.
Delete: Tap the Trash Bin Icon on the far right of the student’s name.
Bulk Delete: Long-press a student's name to enter selection mode. Tap the Select All icon (top right), then tap the Trash Bin to confirm.
Restoring Students: If you deleted a student by mistake, tap the Triple Dot Icon (⋮) in the top right corner and select Trash Bin from the dropdown menu.

o To restore: Locate the student's name and tap the Undo/Rotate Icon (↺).

o Note: Restoring a student will automatically recover all of their previously recorded scores and activity data across all terms.

o To permanently erase: To completely remove a student and all associated data from the device, tap the Trash Bin Icon.

o Note: Permanent deletion cannot be undone. Use this only if you are certain the data is no longer needed.

VI. Adding Activities

Once your class roster is populated, you can begin adding assessment activities. Assessment activities are the backbone of the grading system, allowing you to track student performance across various evaluation types (e.g., quizzes, exams, assignments, related-learning experiences, laboratory, and research outputs).

A. Accessing the Activities Screen

Via Class Details Screen

From the Home (Class List) screen, tap your target class card to open the Class Details screen.
Tap the Activities & Grade Summaries button.
In the floating dialog, select the Activities link for the desired term tab at the top (e.g., First Term / Midterm or Second Term / Third Term) to view or manage activities for that specific grading period.

Via Student Management Screen:

If you are already in the Student Management screen (after importing your students), tap the Clipboard Icon in the top right of your screen.
In the floating dialog, select the Activities text link for the specific term (e.g., First Term).

B. Creating a New Activity

Tap the Plus [+] floating button in the bottom right. A dialog box will appear for you to fill in:

Activity Title: Enter a descriptive name (e.g., 1T Quiz 1: Intro to Health Care Ethics).

Note: Be very specific with your titling to facilitate the search and import feature later.

Date: Select the date the activity was conducted using the date picker.
Highest Possible Score (HPS): Input the maximum points for the activity.
Transmutation Standard: Choose the standard from the dropdown.

Note: This dropdown is only interactive if your General Settings are set to FLEXIBLE. If you chose Minor, Major, or Review in the General Settings, this will be locked to that standard automatically.

Pro-Tip: If the Save button does not respond, double-check that all fields are filled.

C. Activity Categories

Choose the correct category via the dropdown menu to match institutional standards:

LOTS: Lower Order Thinking Skills (Equivalent to Class Standing 1).
HOTS: Higher Order Thinking Skills (Equivalent to Class Standing 2).
EXAM: Reserved for all Major Examinations.

D. Weight Allocation & Color Indicators

Input the % Weight Allocation for the activity relative to others in the same category (e.g., if there are four equal quizzes in LOTS, each should be 25%). If there is only one activity in a category, input 100%.

In the Activity List screen, pay attention to the allocation summary text:

🟢 Green: The component activities perfectly total 100%.
🔴 Red: The category is under-allocated (less than 100%).
🟠 Orange: The category is over-allocated (more than 100%).

Pro-Tip: If the summary allocation text is Red or Orange, tap the Pencil Icon on the activity cards to adjust the percentages until the total hits 100% and turns Green.

E. Deleting and Restoring Activities

The system uses a swipe-to-delete gesture and a dedicated recovery area to ensure you never lose important grading data by accident.

Deleting an Activity: Locate the activity card and swipe it to the left. A confirmation prompt will appear; tap Delete to move the activity to the Trash Bin.
Restoring from Trash: Tap the Triple Dot Menu Icon (⋮) in the top header action bar and select Trash Bin from the dropdown menu. Locate the pertinent activity and tap the Undo/Rotate Icon (↺) to return it to your active list.

Note: Restoring an activity automatically recovers all student scores and merits previously recorded within that entry.

Emptying the Trash (Permanent Deletion): To permanently clear all items in the recovery area, tap the Trash Bin with (x) Icon at the top of the Trash screen.

⚠️ Warning: Permanent deletion is final and cannot be undone. Once confirmed, all associated scores and data for those activities will be wiped from the system.\

F. Duplicating Activities Within the Same Class

To save time when creating multiple similar assessments (e.g., standard 10-item quizzes with the same weight and grading standard), you can quickly duplicate an activity within your current term or copy it forward into a completely different term.

Locate the Activity: Navigate to the Activity List screen and find the specific activity card you wish to copy.
Open Copy Options: Tap the Copy Icon located directly next to the Pencil (Edit) Icon on the right side of the activity card. A dropdown menu will appear listing all available school terms.
Select Destination:

o To Duplicate Within the Same Term: Select the option labeled "Duplicate (Current)".

o To Copy to a Different Term: Select the target destination (e.g., "Copy to Second Term").

Instant Clone: The system will immediately generate a cloned version of the activity in the selected term, unconditionally appending “(Copy)” to its title to prevent naming confusion.
Edit Details: Navigate to the term where you copied the activity, tap its Pencil (Edit) Icon, and update the details (such as renaming the sequence or changing the date).

Note: Similar to the class import feature, student scores are not copied during this process to ensure a clean slate for the newly created assessment, regardless of which term it is placed in.

G. Importing Activities from Other Classes

If you need to pull in assessments from an entirely different course, you can import activities using a Course Code or Course Number search.

How to Import Activities

Navigate to the Target Class: Open the class where you want the new activities to appear. Go to the Activity List screen
Access the Import Tool: Tap the More Options icon ( ⁞ ) in the top-right corner of your screen to open the dropdown menu, then select Fetch Activities Cloud Download icon ( ) from the list to search and import.
Search for Source Class: Enter the Course Code or Course Number of the class you wish to copy from.
Select & Import: Review the list of available activities from that class. Select the items you need and tap Import.

Note: This will create a copy of the activity structure in your current class. Student scores are not copied during this process to ensure a fresh start for the new term.

Edit Activity Details: Tap the pencil icon of the newly-added activity card to edit activity details.

VII. Inputting Activity Scores

To begin grading, tap the specific Activity Card in the Activity List Screen. This will open the Scores Input Screen, featuring an Excel-like grid with a "sticky" column for student names. Scroll the grid to the right to access additional columns.

1. Entering Raw Scores & Merit Points

Tap the gray box corresponding to a student to enter their data:

Raw Score: Enter the student’s actual points earned.
Merit Point/s: You can add Raw Score Merits or Transmuted Grade Merits.

· Incentives: Use positive values for voluntary participation or extra-mile efforts.

· Demerits: Enter a negative value (e.g., -5) if demerits are inevitable.

Remarks: If you issue Merit Points, you must indicate the justification in the Remarks column to ensure transparency.

2. Special Considerations (Unexcused Policy)

For students who missed an activity without a valid excuse but are granted "Compassionate Teaching" consideration:

Navigate to the UNEXCUSED column and select UNEX from the dropdown.
The system will automatically award only 75% of the student's earned raw score, mirroring the university's unexcused major exam policy.

3. Administrative Status Marks (In Exam Activities Only)

In Major Exam activities, a STATUS column appears. Selecting a status will color-code the student's row and lock it (except NTP) to prevent accidental score entries across all activities and terms.

4. Exporting to Microsoft Excel Sheets

If you wish to have a backup of the scores in Microsoft Excel format or want to easily input the scores to the conventional Excel Grade Computation template, you can export the Marian Gradely scores to Microsoft Excel Sheets.

Navigate to the Activity List Screen: Ensure you are viewing the specific term you wish to export (e.g., First Term). The export function pulls all activities currently listed on this screen.
Access the Menu: Tap the three-dot menu icon (⋮) located in the top right corner of the screen.
Select "Export to Excel": This will trigger your device’s native file manager.
Choose a Save Location: Select your preferred folder (such as Downloads or a linked Google Drive) and tap Save. The app will automatically generate a cleanly formatted .xlsx file named after your class and term.

VIII. Summary Finalization and PDF Generation of Term Grades

Once all activity scores are recorded, you must finalize the grades for the term. To do this, return to the Student Management screen, tap the Clipboard Icon, and select the Summary button for the respective term (e.g., First Term Summary).

1. The Term Summary Overview

The Summary screen provides a comprehensive look at the weighted averages for each student:

LOTS & HOTS Columns: Shows the independent weighted averages for Lower and Higher Order thinking activities.

Total CS (Class Standing): The combined weighted average of both LOTS and HOTS.

EXAM: The transmuted grade of the major examination (or the weighted average if multiple exam activities exist).

2. Component Weighing & Finalization

Weight allocations are managed to ensure that nature and context of assessments are considered in grading. You have the professional flexibility to determine the weight of each component based on your course requirements. There are two ways to do this.

Method A: The Term Settings via the Activity List

From the Student Management screen, tap the Clipboard Icon (top right).
Select the Activities text link for the Term you wish to configure.
In the Activity List screen, tap the Triple Dot Menu Icon (⋮) in the upper right action bar and select Gear Icon (⚙️) from the dropdown menu.

Class Standing Ratio: Set the weight allocation of LOTS vs. HOTS. (Institutional Tip: HOTS activities are typically given higher weight.)
Term Grade Ratio: Set the weight allocation of Total CS vs. EXAM. (Note: This is subject to the teacher’s wisdom and the nature of the course.)
Save Settings: Tap Save Settings to lock these ratios for the term.

Method B: In the Term Summary Screen.

For a broader view, you can also set weights while reviewing the final totals:

Tap the Clipboard Icon and select the Summary button for the desired Term.
Input your desired percentages into the %Wgt boxes at the top of the columns.

⚠️ Critical Allocation Warnings:

Term Settings Dialog: If your weights do not total exactly 100%, the Current Sum text will turn Red. You must adjust the percentages until the text turns Green.
Term Summary Screen: If the weights do not total 100%, a Red Warning Banner will appear. You must resolve this to ensure final grades are calculated accurately and the warning disappears.

3. Second-Level Merit Points

Just as with individual activities, you can award merits at the summary level. You may apply merit points to the Total CS or the Exam grade directly to account for overall exemplary performance or justified special considerations. There are two ways of doing this.

Method A: Global Merits (Term Settings Dialog)

If you wish to award a specific number of merit points to every student in the class without exception, use the global setting to save time.

1. Navigate to the Term Settings (via the Clipboard icon > Activities > Triple Dot Icon (⋮) > Gear Icon (⚙️).

Locate the boxes for LOTS Grade, HOTS Grade, Total CS Grade, Exam Grade, or Term Grade.
Enter the merit value.
Save Settings: The value you enter will be automatically applied to every student in the roster, updating their totals instantly.

Method B: Individual Merits (Term Summary Screen)

For merits based on individual student performance or specific circumstances:

Navigate to the Term Summary screen.
Locate the specific student and the grading column you wish to adjust.
Manually input the merit points directly into the corresponding box.

o Note: Individual merits are added on top of any global merits set in the Term Settings.

4. Generating the PDF Report (Term Grade Summaries)

When the grades are finalized, you can generate an official Term Summary Report for your records or for submission to the Dean every term. Term Summary Reports are accessed in a similar manner as the activities, either via Class Details screen or Student Management Screen.

View/Download: Tap the Download Icon to generate and view the PDF on your device.

Share: Tap the Share Icon to send the PDF directly via Email, Messenger, or other supported platforms.

IX. Computation of Final Grade

To determine the official grade for the student’s permanent records, navigate to Student Management > Clipboard Icon > Final Grade Summary.

Automatic Aggregation: The app automatically pulls the transmuted grades from the First, Second, and Third terms to calculate the final average.
The “Invalid Grade” Rule: Per institutional policy, final grades of 73 or 74 are considered invalid. You must exercise professional deliberation to adjust these:
- To 72: If the student lacks sufficient merits or attendance.
- To 75: If the student has earned enough merit points through participation or extra-mile activities.
Justification: Use the Other Remarks column to explicitly document the basis for these adjustments (e.g., "Adjusted to 75 due to consistent class participation").
Reporting: Once the grades are final, generate the Final Grade Summary PDF. This serves as your official basis for encoding grades into the ESMIS.

X. Summary Form Generation

At the end of the semester, you will need a formal rating sheet summary for the Dean.

Access: Go to the Class Details screen, scroll down, and tap the SUMMARY FORM FOR RATING SHEETS button at the bottom.
Action: Tap the Share icon to send it to a wireless printer or the Download icon to save a copy for physical filing.

XI. Individual Term Grade Report Card & Bulk Export

To periodically provide students with a detailed breakdown of their performance, either individually or for the entire class at once:

1. Single Student Report Generation

Access: In the Student Management screen, tap the specific student's name.
Select Term: Choose the term you wish to report. This will generate a digital "Report Card" in PDF showing their LOTS, HOTS, and Exam performance.
Distribution: Tap the Share Icon (top right) to send the card directly to the student via Messenger or Email.
Consolidated Individual Rating Report: At the end of the semester, you can generate all the individual reports of a student from the first term to the third term consolidated in one PDF file in just one click. The Third Term already includes the Final Grade computation report. To access, follow the same procedure as above and select the “Generate Consolidated Individual PDF.”

2. Bulk Class Report Generation

Access: Go to the main Class Details screen of your selected subject section.
Trigger Export: Tap the green BULK INDIVIDUAL REPORTS button located between the MANAGE STUDENTS and VIEW SUMMARY FORM actions.
Select Target Term: A dropdown menu will appear with options for First Term, Second Term, and Third Term.
Automatic Compilation: Tapping your desired term will automatically compile the periodic grades for every single student enrolled in that class into an ordered, multi-page document sequence and open your system's PDF viewer or send it to your physical printer via WiFi.
File Delivery & Naming: The generated file is cleanly structured and automatically saved using a distinct naming convention (Bulk_[Term]_[CourseCode]_[CourseNo].pdf) to prevent file overwrites and ensure easy tracking in your device's downloads folder.

XII. Grade Completion (Removing INC Marks)

When a student is marked NFE (No Final Exam) in the final term, the system automatically assigns an INC final grade. To resolve this and process their completion, follow these precise steps:

1. Initiate the Process:

o Navigate to the Final Summary screen.

o Find the student's row and tap the box under the COM/SUB column.

o Select COM (Complete) from the dropdown menu.

2. Update Activity Scores:

o Return to the Third Term Final Exam Activity screen.

o Locate the student and delete the NFE status.

o Input the actual score the student earned in their completion examination.

3. Document the Completion:

o Return to the Final Summary screen.

o In the Other Remarks column, enter the specific date of completion.

o Tap the Checklist Icon to enter the Completion Form screen. Double-check that all data (new grade and date) has synced correctly.

4. Finalizing & Generating the Form:

o Generate the Completion Form PDF (via the PDF or Share icon) for physical printing and submission to the OUR.

o Once the form is generated, return to the Final Summary screen.

o Tap the COM status in the COM/SUB column and change it to SUB (Submitted).

o Result: This clears the student's data from the virtual completion form to make way for the next student's completion while keeping the permanent record updated.

XIII. Cloud Backup, Restore, and Archiving

1. Cloud Management

a. Secure your data against device loss by linking to your Google Drive:

· Backup: Go to General Settings > Cloud Data Management and tap Backup Now. Wait for the “Backup successful! ” confirmation.

· Restore: On a new device, sign in to your Google Account, go to General Settings, and tap Restore Data. The app will restart once the data is successfully synced.

b. Crucial: Understanding User Profiles

Android treats your Work Profile (the one with the briefcase icon 💼) and your Personal Profile as two completely different phones or accounts.

· The Rule of Ownership: For the “Cloud Restore” to work, the Google Account used to download the app from the Play Store must be the same account used for the Cloud Backup or for Marian Gradely account configuration.

· The “Sandboxing” Effect: Even if you manually sign into your @smu.edu.ph account inside the app while on your Personal Profile, Android’s security system prevents the app from “reaching across” to access files or authentication tokens stored in your Work Profile.

2. Archiving Classes

Keep your dashboard organized for a new semester without deleting historical data:

To Archive: Tap Archive at the bottom of a class card on the main screen. This hides the class from your active list.
To Revisit: Tap the Archive Icon (top middle of the main screen). You can Restore a class to view its grades again or use the Trash Bin to delete it forever.

⚠️ Note: Be cautious with permanent deletion; only delete classes once you are certain there are no longer any grading disputes. For peace of mind, use the Transfer functionality below to backup your data before permanent deletion.

XIV. Transferring a Class Record to Another Instructor

In cases of official faculty resignation, emergency medical leave, or administrative load reassignments, Marian Gradely allows for the seamless digital handover of an entire class record to a successor. This process ensures the continuity of the class record, including the student roster and all previously recorded scores and computed grades.

1. Initiating the Transfer (Original Instructor)

To hand over a class, you must be actively signed into your Google Account within the app.

Access: On the main Class List screen, locate the class card you wish to hand over and tap Transfer (located alongside the Archive and Delete options).
Verification: A dialog box will appear. Type in the exact Gmail address used by the receiving instructor for their Marian Gradely app.
Execution: Tap the Transfer button.
Result:

o The app packages the class data into a secure JSON file and uploads it into a dedicated, isolated folder on your Google Drive titled Marian Gradely Transfers (recipient_email@gmail.com).

o The folder is immediately shared with the recipient, and your local copy of the class is automatically moved to your Archive section.

o This archived copy remains on your device as a "Read-Only" historical snapshot of your professional contribution.

2. Receiving the Transfer (New Instructor)

Marian Gradely prioritizes data privacy and device performance by putting you in control of your data. Shared classes are imported safely and quickly with just two taps.

Step-by-Step Import Process

Access the Import Picker: Tap the Import Class button located at the top of your main Class List screen (next to the welcome greeting).
Locate and Select the Class File: Depending on how you received the file, locate the .json record using one of the following methods:
- Method A (Direct from Google Drive): The system file picker will open in your Google Drive. Open the Marian Gradely Transfers (...) folder. If the folder is not immediately visible, tap the Search (magnifying glass) icon at the top right and search for "Marian" or the Course Code.
- Method B (Email Download Fallback): If there is a sync delay on Google Drive and the file does not appear in search results, open the transfer email on your device and download the attached .json file. In Marian Gradely’s file picker, switch to your device's Downloads (or Recent) folder and tap the downloaded file.
Automatic File Detection: Once selected, a confirmation dialog will instantly appear in Marian Gradely displaying the Course Code, Course Number, and the Original Instructor's Name.
Accept & Import: Review the details to verify the class, then tap Accept & Import.
Completion: The progress bar will briefly display "Importing students and scores..." as the data integrates into your active Class List. Once completed, you have full authority to continue grading right where the previous instructor left off.

3. Data Ownership & Syncing Logic

New Stewardship: Once imported, the class record is entirely decoupled from the old account and is linked to the new instructor’s Google Drive for all future backups.
Drive Isolation: Because the file picker opens under strict, unverified-block-free security guidelines, your app can only see files explicitly shared for Marian Gradely, keeping the rest of your personal Drive private and secure.

4. Managing Errors and Rejections

Recipient Rejection: If you open a shared file and realize it was sent to you by mistake, simply tap Ignore on the Import Dialog. The record will not be added to your active database.
Sender Recall: If you initiate a transfer by mistake, you can open your personal Google Drive app, navigate to the specific Marian Gradely Transfers folder, and delete the JSON file before the recipient imports it. This effectively cancels the handover.
Resuming a Class: If a transfer is cancelled or rejected, the original instructor may navigate to their Archive section, locate the class, and restore it to resume active grading.
Accidental Rejection: If a recipient accidentally taps Ignore, they can simply tap Import Class again, re-select the file from the picker, and the prompt will reappear.

5. First-Time Setup (Permission Request)

Upon your very first transfer attempt, a standard Google system dialog may appear asking you to grant the app permission to access Google Drive. Please tap Allow. This grants the app the necessary clearance to create the secure transfer folders and share records smoothly with your colleagues.

XV. Attendance Management

Marian Gradely features an automated attendance tracking engine that replaces traditional physical paper rosters. It supports contactless NFC (Near Field Communication) tap-to-record tardiness, manual dropdown entry, real-time accumulated missed hours calculation, institutional tardiness rules enforcement, and automatic administrative notice generation.

A. Attendance Code Orientation

The app utilizes standardized codes to keep tracking concise and compliant with university regulations:

-P- (Present): The default baseline status for all student attendance cells. Indicates full, on-time attendance.
A (Absence Pending Admission Slip): The initial code recorded when a student is absent.
L (Late / Tardy): Indicates arriving after session start.
AL (Arrived > 15m): Arrived beyond 15 minutes after session start. Technical Absence.
A3L (Absent due to 3 Lates): Automatically generated upon recording a student's 3rd active tardy. Converts 3 accumulated lates into 1 full absence equivalent.
LF (Late Forgiven): Manually assigned when a student provides a valid excuse or appeal for being tardy.
AEx (Excused Absence): Updated from A once the student presents an excused Admission Slip. Note: Excused absences are still included when computing total accumulated missed hours toward policy threshold limits.
AUn (Unexcused Absence): Updated from A once the student presents an unexcused Admission Slip.

Policy Note: All recorded absence types (A, AEx, AUn, and A3L) count toward a student's accumulated total absence hours and policy threshold limits.

B. Session Opening Reminder & Inputting Hours per Meeting

To promote data integrity and eliminate accidental record overwrites, Marian Gradely automatically displays a sequential, two-step Attendance Setup Reminder dialog whenever you open the Attendance screen. Follow these steps to select session parameters, safeguard existing date columns, and verify class start times:

Initial Session Setup Workflow

Open the Attendance Screen:
Navigate to the target class and tap Attendance. The system automatically launches Step 1 of 2 in the setup wizard.
Step 1: Select Session Type & Safeguard Existing Columns:
- Select Session: Choose today's session designation using the built-in dropdown menu:
  - Single Session: Standard full-period meeting (default date format, e.g., 2026-10-07).
  - Session 1 (S1): First meeting block of a multi-session day (e.g., lecture block: 2026-10-07 (S1)).
  - Session 2 (S2): Second meeting block of a multi-session day (e.g., lab block: 2026-10-07 (S2)).
- Built-in Duplicate Safeguard: If the selected date/session column already exists, an informational notice appears. The system blocks duplicate column creation, ensuring existing student attendance records for that session are 100% preserved.
- Tap Next: Start Time ➔ to set/switch the active scanning session and proceed to Step 2, or tap Cancel to dismiss the prompt.
Step 2: Verify Class Start Time:
- A second prompt (Verify Start Time - Step 2 of 2) immediately opens, displaying the active class start time card marked as either Scheduled Start Time or Ajdusted Start Time.
- Review the displayed time and choose one of the following options:
  - Confirm & Start: Accepts the displayed start time and completes the setup workflow.
  - Adjust Time: Directs you to the Time Picker if the class start was delayed or rescheduled.
  - Reset to Default Time: (Appears when an Ajusted Start Time is active) Reverts an adjusted start time back to the official class schedule directly from within the card.
Finalize Setup & Begin Scanning:
Confirm that today's date column appears on the grid and that the top NFC Banner reflects the active session (e.g., NFC READY (S1)) alongside the confirmed start time baseline. You are now ready to scan NFC cards, log late arrivals, or mark absences.

Note: The duplicate safeguard ensures that re-selecting an existing session column will only switch active scanning targets—it will never overwrite, clear, or reset previously saved attendance entries.

Updating Hours per Meeting During an Active Session

Because university classes run on varied schedule lengths (e.g., 1.0 hour, 1.5 hours, or 3.0 hours), you must verify the session duration. Normally, this is configured once during the initial attendance setup (defaulting to 1.5 hours) and remains saved unless manually modified.

If you need to modify class duration:

Locate the Hours/Meeting input box in the top control bar above the attendance matrix.
Enter the scheduled duration for a single class meeting (e.g., 1.0, 1.5, or 3.0 hours).
Tap outside the input field or press Done/Enter on the keyboard to save changes.

Dynamic Total Absence Calculation

The system automatically applies the specified meeting length across all student records to compute accumulated missed hours toward policy limits. Total accumulated absence hours are automatically calculated as:

Total Absent Hours = Total Absences (A + AEx + AUn + A3L) × Hours per Meeting

C. Adding and Editing Dates and Deleting Columns

Adding Dates & Session Columns

To manually add an attendance column for today or a previous/future date:

Tap the ADD DATE button in the top control bar.
Select the session type from the popup menu:
- Single Session: Creates a standard date column without a suffix (e.g., YYYY-MM-DD).
- Session 1 (S1): Appends (S1) to the date column (e.g., YYYY-MM-DD (S1)).
- Session 2 (S2): Appends (S2) to the date column (e.g., YYYY-MM-DD (S2)).
Select the target calendar date from the date picker dialog and tap OK.
Upon creation, the new column appears on the matrix, automatically creating records for all active students.

Editing Dates and Deleting Columns

Tap directly on any date column header in the attendance matrix to open the column options menu:

Edit Date: Opens the date picker to modify the column date or reassign its session designation.
Delete Column: Permanently removes the entire session column and clears its attendance records across all students.

D. NFC Student Card Registration (Binding)

Before students can use tap-to-record tardiness, their physical IC card (SMU official ID Card) must be registered in the system:

E. Class Session Start Time & Schedule Flexibility

To evaluate tardiness accurately during NFC taps, the app determines the official session start time:

Automatic Schedule Sync: Upon opening a class session, the app automatically parses the official start time from the class schedule string (e.g., “08:00 AM - 10:00 AM MWF”).
Manual Start Time Override: If class start is delayed due to unforeseen circumstances or makeup sessions:
1. Tap the Start: [Time] button on the top NFC Banner.
2. Select the adjusted start time using the Time Picker.
3. The status changes to Adjusted: [Time], and all incoming taps will evaluate tardiness against this new baseline.

Reset to Scheduled Time: Tap the Refresh icon next to the time button to restore the original schedule.
Data Integrity Protection: Modifying or resetting the start time only affects incoming NFC taps for the current active session. It will never alter or retroactively recalculate previously saved historical attendance records.

F. NFC Tap-to-Record Tardiness Workflow

Marian Gradely implements an efficient “Tap-by-Exception” protocol designed to eliminate door bottlenecks.

Default Baseline (-P-): Upon creating a date column, all enrolled students are automatically pre-populated as -P- (Present). On-time arrivals sit down without needing to tap.
Tap-by-Exception (Late Arrivals): Only students arriving after class has started are required to tap their ID card at the teacher’s Android phone.
15-Minute Tardiness Rule Matrix:

Automatic 3-Late Conversion (A3L): When a student taps late (L) for the third time without an intervening reset, the system automatically converts that entry to A3L and recalculates total absence hours. LF (Late Forgive) is recorded for documentation purposes, but does not count toward the 3-late absence conversion (A3L) or accumulated missed hours.
Live Status Override: If a student was sitting at default -P- or previously marked A, scanning their card instantly overwrites their cell with L, A3L, or AL, displaying a real-time visual banner confirmation (e.g., "Tap Recorded: Dela Cruz, Juan (-P- L)").
Manual Override & Non-NFC Fallback: If a device lacks NFC support, or if an instructor needs to adjust a record due to a valid student appeal, tapping any cell manually opens the dropdown menu to assign or overwrite any code (-P-, L, AEx, etc.) directly.

G. Manual Attendance Checking and Attendance and Tardiness Status Overrides

While Section F details automated NFC-based tardiness logging, instructors can perform manual roll calls, update admission slip Absence statuses, or adjust records for student appeals at any time using the interactive grid:

Recording Absences During Roll Call: Since all cells default to -P- (Present), instructors only need to tap the cell of any missing student and select A (Absence Pending Admission Slip).
Updating Admission Slips: When a student submits an official admission slip the next time they appear, tap their recorded A cell and update it to:
- AEx (Excused Absence): For approved medical or university-sanctioned excuses.
- AUn (Unexcused Absence): For unapproved or invalid excuses.
Manual Tardiness Entry & Escalation: On devices without NFC hardware (or when a student’s ID card is unavailable due to loss, confiscation, or being forgotten), instructors can manually select L or AL from the cell dropdown. Manually recording L for a student’s third active tardy automatically converts the entry to A3L and recalculates their accumulated missed hours in real time.
Overriding NFC Taps (Appeals & Adjustments): Manual entries always take precedence over system-generated NFC records. The manual edit immediately updates the database and recalculates warning thresholds in real time. If a student is marked L (via NFC tap or manual entry) but presents an acceptable excuse, the instructor can manually update their status to LF. This keeps a record of the late arrival while removing it from their active tardiness count and resetting any potential A3L escalation.

H. Automatic Email Report Generation

1. Attendance Report Threshold Table

The app compares accumulated absence hours against the official university contact hour matrix to enforce warning and dropping policies:

2. Managing Pending Absence Reports (Email Queue)

When an Absent status entry pushes a student into a new report threshold level, the app initiates a 20-minute grace period before delivering report notification. Once the threshold is confirmed, a red banner appears at the top of the screen indicating the number of pending reports. Tap Review to open the queue and manage each notice:

Draft: Tap this to open and review the email in your device’s email client. The app automatically detects the student's gender and routes the email to the appropriate recipient (Associate Dean of Men for male students or Associate Dean of Women for female students). The subject and body are pre-populated with the student's full name, ID number, course code, section schedule, total absent hours, and bulleted date logs. Once the email is sent from your email client, the app automatically removes the report from the pending queue.
Skip: If you wish to manually dismiss a queued report without sending an email, tap this button. A confirmation dialog will verify your choice before clearing the report from the queue.
Auto-Correction Safeguard: You do not need to manually clear or skip a queued report if an absence mark was adjusted during class:
- Updating A to L (Late) or -P- (Present): If a student initially marked A (Absent) arrives within the 15-minute grace period and their status is updated to L (Late), or if an erroneous mark is changed to -P- (Present), the system immediately recalculates total absence hours and automatically retracts/removes the pending report from the queue.
- Updating A to AL (Technical Absence): If the student arrives after the 15-minute mark, their status is updated to AL (Arrived beyond 15 minutes). Because AL is treated as a technical absence and still counts toward total absent hours, the pending report will not be retracted and will remain in the email queue.

F. Attendance (Lates and Absences) Summary Report Generation

The Attendance Summary Report serves as the digital counterpart to the traditional physical Class Monitoring Form. While typically required at the end of the semester, instructors can generate and export this PDF report at any time during the term.

Tap the Export PDF icon on the top app bar of the Attendance screen.
The app formats an official document complete with university headers, course metadata, signature lines for the Instructor and Academic Dean, and an itemized matrix of all tardiness and absence dates.
Visual Color Indicators:
- Blue Dates: Highlight dates coded as A3L to mark absences resulting from 3 accumulated late arrivals.
- Red Dates: Highlight exact session dates where a student breached a policy threshold (1st Warning, 2nd Warning, or Dropped status).

G. Special Use of NFC Functionality: Automatic Conversion of Attendance to Activity Scores or Merit Points

This feature allows you to quickly assign scores or merit points to students using their ID cards in case you want to convert a certain activity attendance or participation (seminar, extension, donation) to a graded/scored activity or you want to add it as merit points to another activity (existing or forthcoming). Instead of having a separate record and manually typing scores or points, you can tap a student's ID to instantly award them the activity's Highest Possible Score (HPS) or grant them a specific number of bonus merit points.

Available NFC Modes

Depending on which column you activate, the NFC/RFID tap will behave differently:

Direct Activity Score (Raw Score): Tapping a student's ID automatically awards them the Highest Possible Score (HPS) for that specific activity. This is ideal for pass/fail tasks, attendance-based activities, or completion grades.
Raw Score Merit Points: Tapping a student's ID adds a pre-configured number of bonus points directly to their Raw Score.
Transmuted Grade Merit Points: Tapping a student's ID adds a pre-configured number of bonus points directly to their final Transmuted Grade (Percentage).

Step-by-Step Instructions

1. Activating the NFC Scoring Mode

Open the Score Input Screen for your chosen activity.
Trigger the NFC configuration by selecting the specific column you wish to automate (Raw Score, Merit Raw, or Merit Transmuted).
The NFC Configuration Dialog will appear.

2. Configuring the Points

If using Direct Activity Score (Raw Score): The “Points to award” field will be locked to the activity's Highest Possible Score (HPS).
If using Merit Points: Enter the exact number of points you want to award per tap in the text field. The system will remember your configured value for each mode even if you switch between columns.
Confirm on each tap: Toggle this switch ON if you want a prompt to appear asking for your confirmation before the points are officially saved to the student's record. Leave it OFF for rapid, continuous scanning.
Tap Activate NFC.

3. Scanning and Awarding Points

Once activated, a green banner will appear at the top of the screen reading: "NFC Tap Active: [Mode Name]".
Native NFC: Tap the student's NFC-enabled ID card against the back of your device.
USB RFID Scanner: Ensure your USB scanner is connected. Have the student tap their card on the scanner. The system is designed to seamlessly intercept the scanner's rapid input without disrupting any text fields on your screen.
The configured points will be instantly applied to the recognized student's row.

4. Deactivating the NFC Mode

To stop scanning and return to manual entry, locate the green "NFC Tap Active" banner at the top of the screen.
Tap the "X" (Close) icon on the right side of the banner.
The banner will disappear, and standard manual input will resume.

-- END --

“Grade with responsibility. Compute with style.”

Last updated: 2026/09/25 15:47

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