What it does
Exam score tracking records standardized exam results — score, percentile, passing threshold, pass/fail outcome, status, and notes — per learner and per program, deliberately separate from course grades. It supports single entry, spreadsheet import, filtering, statistics, and export.
Who it's for
Program administrators, coordinators, and program directors maintain and analyze results for their program; learners see their own scores; institution administrators can view scores across their institution's programs.
How it works
Exam types and exam statuses are configured per institution, so each program records against a consistent catalog. A score entry captures the learner, exam type, exam date, and score, plus optionally a percentile, passing threshold, status, and notes. When a passing threshold is provided, pass/fail is computed automatically (score at or above the threshold passes) and recomputed if either number changes.
The program view pages through large result sets, filters by exam type, status, learner, pass/fail, and date range, and shows aggregate statistics — mean, median, mode, minimum, maximum, standard deviation, and passing rate — for the filtered set.
Importing. A spreadsheet import validates every row — exam type must exist, date must parse, score must be numeric, and each row needs an email or a first and last name — then matches each row strictly to an active member of the target program. Matched rows are created; unmatched or duplicate rows are skipped. The import report shows exactly how many were imported, how many skipped, and why.
Before you start
You need people-edit permission for the program to add, edit, or delete scores. Learners can only view their own.
For an import, have your data ready as one score per line, matching the sample format in the import dialog.
Do this
Open the Exams tab (
/competencies/exams) → you should see the exam scores list with the statistics summary.Select the Add Exam button → the score entry form opens.
Fill in each field on the form: choose the Exam Type, set the Exam Date, enter the score, and add a passing score or percentile if you have them, then save → the new score appears in the exam scores list, with pass/fail shown if a passing score was set.
To add several scores at once, select Import Exam Scores to open the dialog, paste one score per line in the format shown, then confirm → the import report shows how many rows were imported, skipped, and why.
You're done when
✓ The score you entered appears in the exam scores list for the right learner and exam type.
✓ The statistics summary reflects the new score.
✓ An import report accounts for every pasted row as imported or skipped, with a reason.
Boundaries and limits
Exam scores are separate from the gradebook: they never feed course grades, and grades never appear here.
One score per learner, exam type, and date: a same-day duplicate is blocked at entry and skipped on import.
Import matching is scoped to active members of the target program only. A row whose email or name matches someone outside the program is skipped, never silently attached to the wrong person.
Pass/fail is only computed when a passing threshold is present. Scores without a threshold have no pass/fail outcome.
Statistics and exports operate on up to 1,000 records per request. Very large result sets should be narrowed with filters first.
Access is enforced at the database level. Learners can only read their own scores. Viewing a program's scores needs a program- or institution-level administrative assignment. Creating, editing, or deleting scores needs people-edit permission for that program.
Deleting a score is a soft removal. It disappears from lists but is not physically destroyed.
Common questions
Q: Should board exam results go here or in the gradebook? A: Here. Standardized exam results are tracked with the person's record; the gradebook is for course and rotation grades.
Q: Why were some rows skipped during my import? A: The import report lists each reason — most commonly the person is not an active member of this program, the exam type name doesn't match the catalog, or a score already exists for that exam type on that date.
Q: Can learners see each other's scores? A: No. A learner sees only their own results; program-wide visibility requires an administrative assignment.
Q: How is pass/fail decided? A: Automatically: if a passing threshold is recorded, a score at or above it is a pass. Without a threshold, no pass/fail is shown.
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