As a teacher or chaplain, you are responsible for assessing each student's Practical Ministry once every month. Your rating must be fair, consistent, and based on evidence — not personal impression alone.
Core principle
The rating system exists to standardise assessment across all teachers. Your dropdown selection converts directly to marks. Your comments explain the rating. Together, they create a complete, auditable record that is fair to every student.
The ERP system handles all mark calculations, grade band assignments, cap rule enforcement, and term averages automatically. Your job is to select the right rating, provide evidence-based comments, and submit on time.
1
Open the student's monthly assessment form in the ERP
Navigate to Practical Ministry → Monthly Assessment → Select student → Select month. The Basic Information section will auto-fill from the student record. Verify the details are correct before proceeding.
2
Review the student's submitted evidence
Before opening any section, check the student's evidence — ministry links, prayer records, supervisor confirmation, and any uploads. Do not rate without reviewing the evidence first.
3
Rate each section using the dropdown
Work through Sections A to F in order. For each section, select Excellent, Good, Satisfactory, Poor, or Not Done. The ERP converts your selection to marks automatically. Do not try to enter marks manually.
4
Add comments where required
Comments are required when: (a) rating is Not Done, (b) final grade is A+ or F, (c) you are applying an adjustment, or (d) you are overriding an auto-suggestion. Comments are also good practice for Good and Satisfactory ratings.
5
Apply an adjustment if needed
Only apply an adjustment if the calculated score genuinely does not reflect the student's performance. Select the type (Positive or Negative), then the reason, then the marks. All adjustments above ±3 automatically route to the Coordinator for approval.
6
Review the Final Score and check cap rules
The ERP shows you the final score, grade, and whether any cap rules have been applied. Review this before submitting. If a cap has been applied, make sure you understand why and that your ratings are correct.
7
Submit the assessment
Click Submit. The form moves to Submitted or Pending Approval status. Once submitted, the student can see their result. Once Locked, no changes can be made without Coordinator intervention.
Use this guide when deciding which rating to select. All five teachers assessing the same section should reach similar ratings for a student of similar performance.
Excellent
100%
Outstanding. Consistent, faithful, clear, mature, and high quality. Goes beyond the minimum. Evidence is strong and verifiable. No significant gaps.
Good
80%
Good work. Mostly regular with minor gaps or areas for improvement. Evidence is present and generally sufficient. A few things could be stronger.
Satisfactory
60%
Acceptable but basic. Student completed the requirement but showed limited depth, enthusiasm, or consistency. Needs encouragement and guidance.
Poor
40%
Weak or irregular. Student attempted the area but the quality, consistency, or attitude was not adequate. A conversation with the student is recommended.
Not Done
0%
Not submitted, absent from the activity, or no evidence whatsoever. A comment is required when this rating is selected. This may trigger a grade cap.
Calibration reminder
Before your first assessment of the term, discuss these ratings with other teachers. Agree on what "Good" looks like versus "Excellent" in your context. Inconsistent rating language is the most common source of student disputes.
Section A — Digital Ministry Assignments (20 marks)
Check that the student has submitted an evidence link or upload. Without evidence, you cannot award Good or Excellent.
Verify the biblical content is scripturally correct. If it is incorrect, select the Biblical Content Correct field as "No" — this will flag for Coordinator review.
Assess voice clarity, visual quality, and professional presentation. A blurry video with unclear audio should not receive Excellent.
Count the number of submissions. One submission per month is minimum for Satisfactory. Multiple quality pieces support Excellent.
Do not award Excellent if evidence is missing, even if you know the student did the work.
Do not award Excellent if the Supervisor Verification field is Not Verified for service sections.
Section B — Devotional / Biblical Communication (15 marks)
Assess whether the message was clear, biblically sound, and delivered sincerely.
Check presentation — appropriate dress, good background for recordings, clear voice.
Consider time discipline — was the student within the required duration?
A live devotional with strong biblical content and clear delivery warrants Good or Excellent. A recorded video that is mumbled, rushed, or theologically unclear should be Satisfactory or Poor.
Section C — Prayer and Spiritual Discipline (20 marks)
The ERP auto-suggests a rating based on the number of weekly prayer records submitted:
| Records Submitted | Suggested Rating | Marks |
|---|
| 4 or more | Excellent | 20 |
| 3 | Good | 16 |
| 2 | Satisfactory | 12 |
| 1 | Poor | 8 |
| 0 | Not Done | 0 |
You may override the suggestion
If a student submitted 4 records but the entries appear copied or not genuinely verified, override the Excellent suggestion to Good or Satisfactory and explain in the comment. Similarly, if a student submitted only 3 records but the prayer was exceptionally sincere and confirmed by the partner, you may upgrade to Excellent with a comment.
Section D — Fasting Prayer (15 marks)
The ERP auto-suggests based on attendance percentage linked from the attendance register:
| Attendance % | Participation | Suggested Rating | Marks |
|---|
| 90–100% | Active | Excellent | 15 |
| 75–89% | Any | Good | 12 |
| 60–74% | Any | Satisfactory | 9 |
| 40–59% | Any | Poor | 6 |
| Below 40% | Any | Not Done | 0 |
Participation matters
A student who attends 95% of fasting prayer sessions but sits passively, looks distracted, or leaves early should not receive Excellent. Use the Participation Level field (Active / Present / Passive / Irregular) to reflect this, and downgrade the rating if warranted. Note your reason in the comment.
Section E — Church / Youth / Main Service Ministry (20 marks)
Confirm the student was involved in at least one verified service area this month.
The Supervisor must verify involvement. If Supervisor Verification is "Not Verified," Excellent cannot be awarded — the ERP will warn you.
Consider faithfulness, punctuality, teamwork, and attitude — not just presence.
A student who served in multiple areas faithfully all month with supervisor verification warrants Excellent or Good. A student who served once without consistent commitment warrants Satisfactory.
Section F — Additional Ministry Initiative (10 marks)
This section only applies if the student did genuine extra ministry beyond their assigned duties.
If they select Excellent, a description and verifier are required. The ERP will warn you if these are missing.
Cleaning, setup, and general service are valid but should not receive Excellent — reserve that for spiritual or ministry-focused extra work.
If no additional ministry was done, select Not Done. There is no negative consequence — this section rewards extra effort.
Adjustments are available when the calculated score does not fully reflect the student's actual performance. They are not for correcting your own rating errors — if you selected the wrong rating, correct the rating instead.
| Positive Reason | Max Adjustment |
|---|
| Exceptional spiritual attitude | +1 to +2 |
| Strong improvement from previous month | +1 to +3 |
| Took leadership beyond assigned duty | +1 to +3 |
| Helped others complete ministry work | +1 to +2 |
| Significant additional ministry with evidence | +1 to +3 |
| Genuine effort despite weakness in skill | +1 to +2 |
| Negative Reason | Max Adjustment |
|---|
| Poor attitude or unwillingness | -1 to -3 |
| Late submission without valid reason | -1 to -2 |
| Biblical content error | -2 to -5 |
| Careless or copied work | -2 to -5 |
| Lack of sincerity in prayer record | -1 to -3 |
| Disobedience or discipline concern | -2 to -5 |
| Evidence doubtful or not verified | -2 to -5 |
Adjustment limits
- Maximum positive adjustment: +5 marks
- Maximum negative adjustment: -5 marks without Coordinator approval
- Adjustments above ±3 automatically require Coordinator approval before the form can be locked
- Adjustments above ±5 require Admin approval and cannot be submitted without it
The ERP applies cap rules automatically after calculating the score. You do not manually apply caps. However, you must understand them so you can explain them to students.
| Condition | Grade Cap | ERP Action |
|---|
| Section A (Digital Ministry) rated Not Done | Maximum B | Auto-applied |
| Section B (Devotional) rated Not Done | Maximum B | Auto-applied |
| Section C (Prayer) rated Not Done | Maximum B | Auto-applied |
| Section D (Fasting) attendance below 40% | Maximum C+ | Auto-applied |
| Section E (Service Ministry) rated Not Done | Maximum B | Auto-applied |
| Biblical content marked incorrect | Maximum C+ or review | Coordinator flagged |
| Serious discipline issue | Coordinator review | Escalated |
The ERP enforces these rules automatically. Understand them so you know what to expect.
🔒 Force comment: If any section is rated Not Done, a comment is required before the form can be submitted.
🔒 Force comment: If the final grade is A+ or F, an overall comment is required.
🔒 Force comment: If any adjustment is applied, a reason and overall comment are required.
⚠ Warning: If evidence is missing but rating is Good or Excellent, the ERP will warn you before submission.
⚠ Warning: If Biblical Content is marked incorrect, a coordinator review flag is raised.
⚠ Warning: If Supervisor Verification is "Not Verified" and Section E is rated Excellent, submission is blocked.
🚫 Block: Adjustments above ±5 cannot be submitted without Admin approval.
🚫 Block: Adjustments above ±3 cannot be locked without Coordinator approval.
The term grade is calculated automatically at the end of 3 months.
Formula
Term Score = (Month 1 Final Score + Month 2 Final Score + Month 3 Final Score) ÷ 3
| Months with Cap Applied | Term Rule |
|---|
| No months capped | Term grade calculated from average score as normal |
| One month capped | Term grade may remain as calculated |
| Two months capped | Term grade maximum B+ |
| Three months capped | Term grade maximum B — Coordinator review required |
Student disputes a grade
Direct the student to raise a formal concern with the Practical Ministry Coordinator within 7 days of the grade being locked. Do not reopen or modify the form without Coordinator authorisation. Document your reasoning in the ERP comment before locking.
Student was absent for genuine reasons
Note the reason in the section comment. If the absence was verified (illness, family emergency), you may upgrade a rating with a positive adjustment. Do not simply ignore the absence — it must be documented.
Evidence is suspicious or copied
Select the appropriate rating (Poor or Not Done) and apply a Negative Adjustment with reason "Evidence doubtful or not verified." Add a clear comment. The ERP will route this for Coordinator review. Do not attempt to resolve this yourself.
Biblical content error in student's ministry
Select "No" for Biblical Content Correct in Section A. This flags the assessment for Coordinator review automatically. In serious cases, apply a Negative Adjustment with reason "Biblical content error." Document the specific error in your comment.
Student shows significant improvement
This is a valid reason for a Positive Adjustment. Select "Strong improvement from previous month" as the reason and add a specific comment noting what improved. This is especially important for students who struggled in Month 1 and made visible growth by Month 2 or 3.
| Action | Responsibility | Deadline |
|---|
| Complete all monthly assessments | Class Teacher / Chaplain | Within 5 days of month end |
| Submit assessments in ERP | Class Teacher / Chaplain | By the 5th of the following month |
| Review and approve flagged assessments | Practical Ministry Coordinator | Within 48 hours of submission |
| Lock all approved assessments | Coordinator / System | By the 10th of the following month |
| Calculate and publish term grades | ERP System / Coordinator | End of term |
Late assessments
Assessments submitted after the deadline require Coordinator approval. Repeated late submission affects the reliability of the grading process and is a matter of professional responsibility.