京都府立医科大学
学生成績管理システム開発 Student Grade Management System
for Kyoto Prefectural University of Medicine

Kyoto Prefectural University of Medicine has two departments. One is the School of Medicine. The other is the School of Nursing. There are about 920 students in total. The School of Medicine has 100 students per year, across 6 years. The School of Nursing has 80 students per year, across 4 years.

Today, student grades are managed in Excel. One Excel file is created for each exam. Each year has about 30 subjects. As a result, a large number of Excel files are exchanged.

Teachers enter scores on their own personal computers. After entering the scores, they save the file to a USB drive. They then deliver the USB drive to the administrative office. This office is called the Education Support Division. The division compiles all data on a single computer.

Clinical practice is also evaluated on paper-like forms. 100 fifth-year students rotate through 30 clinical departments. This produces about 9,000 evaluation sheets per year.

This method has several problems. A single misaligned row can turn a passing student into a failing one. Handling personal data on personal computers is risky. If the one compiling computer breaks, all work stops. The university manages its own servers, which raises reliability concerns.

For these reasons, the university wants a cloud-based grade management system.

The goal is to manage student grades in one place on the cloud.

Teachers will enter scores through a web browser. They can also upload their current Excel files. USB drive handoffs will be eliminated.

The system will detect input errors before registration. It will flag out-of-range scores and invalid student ID numbers.

The Education Support Division and Education Center can view all grades. Teachers can view only their own subjects.

Final output must be available in Excel. This is a mandatory requirement.

In the future, the university wants to add grade analytics and a student portal.

The passing score is 60 points. Scores below 60 lead to a make-up exam. Grades use a five-level scale. Clinical practice uses a three-level scale.

Promotion is decided at the end of March each year. There are three conditions for promotion. First, the student must pass all required subjects. Second, the attendance rate must be at least two-thirds. Third, the student must earn at least 30 credits per year.

If a student repeats a year, only the failed credits must be retaken. Retaking all subjects of that year is not required.

Between 200 and 400 users. Mainly teachers and administrative staff. Students are out of scope for this phase.