SharePoint · Other

SharePoint student eLogbook for practical skills and case studies

A SharePoint eLogbook for a higher education institution. Students submit practical skills and case studies, staff review them and mark competency, and admins run the masters, templates and academic year.

Client: A higher education institution with students, teaching staff and an admin office
Industry: Other
Platform: SharePoint
Started from: Performance Management product

01The challenge

Practical skills and case studies were tracked on paper and in spreadsheets. Staff could not see what a student had submitted, competency was recorded in different places, and the admin office rebuilt the lists every semester. Records had to be kept for years but old data made the lists slow.

02The solution

We built an eLogbook on SharePoint with three roles. Admins keep the masters, build a template for each academic year, semester and level, upload students from a file and start the academic year, which creates every logbook entry. Students submit practical skills and case studies and read staff feedback. Staff review submissions, mark each skill competent or not yet competent, attach practical notes and assign extra entries. After the semester ends entries become view only, and data older than five years moves to an archive.

How a semester runs from setup to feedback

Admin sets up the mastersAcademic year, semester, level, module, category and skill lists, each with unique names and an active flag.
Template for each cohortA template lists the skills and case studies for an academic year, semester and level, with module, category, lecturer and a due date inside the semester.
Students are uploadedAdmins download a CSV template and upload it. Cells that do not match a master turn red and saving is blocked until the file is fixed.
Start the academic yearThe system matches students and templates on year, semester and level, then creates the logbook entries for every student.
Students submitA student submits each practical skill with feedback, adds case details to a case study, downloads practical notes and edits until review.
Staff reviewStaff see submissions from the last day, add feedback, choose competent or not yet competent, attach notes and comment in the Glow and Grow columns.
Semester closesEntries become view only. Admins download the feedback report as an Excel file, and older data moves to the archive.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 6Built for this client

Student dashboard

Competent against not yet competent skills by module, with due dates.

What we built

Role based accessAdmin, staff and student groups, with list and page permissions set for each.
MastersAcademic year, semester, level, module, category and skill, with duplicate and special character checks.
TemplatesOne template per academic year, semester and level, locked once the year starts.
CSV student uploadValidated against the masters before anything is saved.
Competency trackingCompetent or not yet competent on each practical skill, set by staff.
Practical notesFiles attached to a skill or case study and downloaded by students.
Reports and archiveExcel feedback report and a five year archive with date filters.
Filters and searchFilter by year, level, skill, category or status on every dashboard.