1. Using Technology to ease the administration burden CAPS Recording Mark Sheets

2. How does it work?

3. All calculations & formulae here. Cannot be changed or deleted Data & raw results captured here Macro buttons – will not appear on printout Will appear at the top of every page

4. Comments

6. Getting started

7. Click on this First to Add Rows. You cannot paste in more names than there are rows! This must also be used IF you need to combine classes (See later on)

8. Change grade and date if needed Type name of subject educator / head Getting started Type name of school

9. How to quickly get Surname, Name in one column (if needed). 1.Open the spreadsheet containing Surname and Name in two columns, eg a classlist. 2.If needed, insert a column to the right of the Name column. 3.In the first cell of this column next to the name, type in the formula shown on the next slide. 4.Copy and paste the formula to all the other cells below. 5.Now copy all the combined names. 6.Open / switch to the mark sheet. 7.Click / position the cursor in the first row below the Surname, Name heading. 8.Click on Edit, Paste Special, choose Values, then OK. (NB! Do not simply use Paste – this will paste the formula and NOT the names!)

10. = column and row of Surname cell Followed by &”, “& (space after comma) Then column and row of Name cell Press Enter when done Now Copy this formula and Paste it in cells D5 to D8 (in this example) Taken from a classlist Then Copy the combined Names (cells D4 to D8 in this example). Use Edit, Paste Special, Values to paste it in the Mark Sheet.

12. How to combine 2 or more classes

13. Open the files you wish to combine Select ONLY the names and raw data captured, by highlighting them. Now copy the information Switch to the first worksheet and position the cursor immediately below the last name (no blank rows). Click on Paste OR, if using a different program, Click on Edit, Paste Special, choose Values, OK.

14. Common Issues 1 Funny ### appear when capturing marks. No Total mark captured!

15. Common Issues 2 Different FONT Different FONT. Alignment out. Borders different. Marks exceed max. Best to use the mark sheet to capture all names and marks. Used Copy & Paste from another sheet. (See FAQ 5)

16. 16 FAQ Q1. Can I add names to the list afterwards? Yes. Type them at the bottom and click on “Sort”. Q2. Can I add extra columns in the mark sheet? No. The number of tasks is given by CAPS. Q3. How do I remove a learner(s) and his/her marks? Replace the name(s) of the learner(s) with “zzz”. Click Sort. Now select ONLY the “zzz” names and raw scores (not the number or calculations), press “delete” on keyboard.

17. 17 FAQ Q4. Where can I record the informal assessment of learners? A new worksheet can easily be inserted into the existing workbook, where this information can be recorded. Q5. Why did the formatting change when I copied and pasted the information from another excel sheet? In addition to the data, it also copied the FORMAT from the original location. Instead of using Paste, use Edit, Paste Special, choose Values, OK (Might need original sheet).