Vidya SethuDocs

Grading

Creating a grading term

A term is what teachers enter marks against. It decides what each subject is out of, when marks close, and when the results become final.

Watch

1 minute 34 seconds. Recorded in Vidya Sethu, signed in as an office admin.

  • 0:13 Choose the academic year
  • 0:17 Add a term
  • 0:23 When the term runs
  • 0:29 When marks close
  • 0:34 What every subject is out of
  • 0:38 A subject worth less
  • 0:42 A subject with no marks
  • 0:46 One class marked differently
  • 1:12 Locking a term

What a term is

Every term belongs to one academic year. Creating a term in 2026–27 does not create it in 2027–28 — a new year starts with none, and you either make them again or start from last year's names with Start from last year's terms.

A school usually runs three or four: Term 1, Half-yearly, Term 2, Final Term. The order you put them in is the order students and parents see on a report card.

Creating one

Go to Setup → Grading, check the academic year at the top is the one you mean, then + Add a term.

  1. 1

    Name it

    Whatever the school calls it — Term 1, Half-yearly, Unit test 2, Final Term. The name appears on every report card for that term.

  2. 2

    Say when it runs — optional

    From and To describe the term. They change nothing on their own; leave them empty if the school does not publish term dates.

  3. 3

    Set when marks close

    Teachers can enter marks until is the date that does the work. It is inclusive. Leave it empty to keep the term open until you lock it by hand.

  4. 4

    Set what every subject is out of

    One figure for the whole term, usually 100. Every subject follows it unless you say otherwise on the row below.

  5. 5

    Change the subjects that differ

    Type a different figure in Out of for that subject — Physical Education out of 20 while the rest stay at 100. Tick grade only for a subject that takes a letter and no number, and use set to give one class its own figure.

  6. 6

    Save

    The term appears in the list and teachers can enter marks against it straight away.

What each subject is out of

A mark is scored against the most specific figure that applies. Vidya Sethu looks in this order and stops at the first one it finds:

  1. 1This class, this term. What you set behind set on the subject's row.
  2. 2Every class, this term. The subject's own Out of figure.
  3. 3The term's default. Every subject is out of …
  4. 4100, if nothing above was set.

So in the video, Mathematics is out of 50 in LKG and out of 100 everywhere else, Physical Education is out of 20 in every class, and Art & Craft takes a letter with no number at all.

Worth knowing

This is set per term, not once for the school. Sports can be out of 20 this term and out of 50 in the Final Term, and the earlier term's marks keep the figure they were entered against.

The two kinds of date

FieldWhat it doesLeave empty?
From / ToDescribes the period the term covers. Shown on the term list. Changes nothing else.Yes — most schools do.
Teachers can enter marks untilThe last day marks can be typed or corrected. After it, marks are immutable and class teachers can release results.Yes — the term then stays open until you lock it.
Locked nowShuts the term immediately, whatever the date says. Untick to reopen it.Normally unticked.

Finalize, release, lock

Three different things, done by different people:

StepWhoWhat it means
FinalizeClass teacherTheir section's marks are complete. Refused while any subject is unfilled, and the refusal names which.
ReleaseClass teacherStudents and parents of that section can now see the results. Until then they see nothing.
LockThe officeThe whole term closes, for every section at once.

A student who missed the exam

Type AB in the cell. It counts as nothing out of the paper's full marks and satisfies the completeness check, so one absence does not stop a section being finalized.

Locking a term

Locking stops every teacher entering marks for that term, in every section, until you unlock it. Before it does, it checks that each section has finalized — and names the ones that have not, with what is still missing:

Lock Term 1?
Every teacher stops being able to enter marks for Term 1, in every section, until you unlock it.
48 of 48 sections have not finalizedLKG – Beryl · 8 of 8 subjects not filled

You can lock anyway — tick Lock anyway — and those sections keep whatever marks they have and can go no further until it is unlocked. Nothing is lost either way.

Before you lock

Releasing is per section and happens before the lock, not after. A section that has not released by the time you lock still shows its students nothing, so check the Releasedcolumn reads 48 of 48 first.

Editing and deleting

A term can be renamed and its figures changed at any time. Renaming moves the marks already recorded with it — they stay attached to the term, not to its name.

Deleting

The bin on a term row deletes it immediately, without asking. A term that already holds marks cannot be deleted at all — the bin is disabled, and locking is what you want instead. But an empty term goes the moment the bin is clicked, so read the row before you click it.

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