Quarterly Assessment Tracking — The 25% That Closes Every Quarter
The Quarterly Assessment is a single high-stakes exam that determines 25% of every student’s grade each quarter. OpenEduCat schedules four QA windows, records raw scores, applies the transmutation formula, and propagates the result to SF9 and Form 138 automatically.
The Quarterly Assessment Risk
The QA is a one-time exam per quarter per subject — there is no averaging, making a missed or misrecorded QA a grade-critical error
Make-up QA exams for absent students must be tracked separately, with the make-up date and score recorded for audit purposes — most systems do not support this distinction
Teachers must manually compute: raw score → percentage → weighted 25% share → add to WW and PT shares → apply transmutation — four times per student per quarter
SF9 quarterly grades must exactly match the transmuted QA-inclusive grade — any discrepancy between the teacher's records and the SF9 creates a compliance problem
Class rankings and General Averages (used for academic awards) depend on correct QA scores — late or incorrect QA entry delays end-of-year award processing
QA Calendar — Typical School Year
Typical dates shown — OpenEduCat allows school-specific scheduling
| Quarter | Typical Exam Window | Score Entry Deadline | Grade Lock |
|---|---|---|---|
| Q1 | 3rd week of September | Last week of September | October 1 |
| Q2 | 3rd week of January | Last week of January | February 1 |
| Q3 | 3rd week of March | Last week of March | April 1 |
| Q4 | 3rd week of May | Last week of May | June 1 |
How QA Tracking Works in OpenEduCat
Schedule QA Windows per Quarter
School administrators set the QA exam dates for each quarter and each grade level. Teachers see the QA deadline on their gradebook dashboard and receive reminders before the score entry window closes.
Teachers Set Highest Possible Score
When creating the QA assessment record, the teacher sets the total possible points (e.g., 50-item test = 50 points, or 100-point scale). This denominator is stored and used for percentage conversion.
Enter Raw Scores per Student
Teachers record each student's raw score directly. The system converts to percentage and computes the 25% QA contribution immediately. Students with make-up exams are flagged separately with make-up date and score fields.
System Applies Transmutation with QA Component
The QA percentage (×0.25) is added to the WW (×0.25) and PT (×0.50) contributions to produce the Initial Grade. The transmutation formula (×0.60 + 40) yields the Transmuted Quarterly Grade.
QA Results Propagate to SF9 and Form 138
The Transmuted Quarterly Grade — which includes the QA score — flows automatically into the corresponding quarter column on the SF9 and Form 138. The General Average updates when all four quarters are complete.
Frequently Asked Questions
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