Grade Rosters - Using The VLOOKUP Formula: Student Administration and Records

Grade Rosters Using The VLOOKUP Formula
Student Administration and Records
http://www.admin.cam.ac.uk/offices/students/class/index.html graderosters@admin.cam.ac.uk

Explanation A bespoke mark sheet will have been created by the Department or Faculty.
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A Grade Roster will have been sent from the Student Administration and Records Section, which now needs to be populated.
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Explanation The data can be transferred using the VLOOKUP formula, as long as there is a code or name within a field which is common to both documents. The common identifier between a Department or Faculty mark sheet, and the Grade Roster, should be the Candidate Number. File History of Art Part IA Easter Term 2008 mark sheet.xls is listed in Student Number order. File Grade_Roster_ART0_280408.xls is listed in Name order (by surname). The VLOOKUP formula can move data into the Grade Roster using the common identifier as a link. In this example, the candidate number 8253Q is unique to both files, whereas the name is in a different format.
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The format of the VLOOKUP formula for transferring data between the bespoke Department or Faculty mark sheet and the Grade Roster looks like this.
=VLOOKUP([common identifier field],[pathway of bespoke Department or Faculty mark sheet]\[name of bespoke Department or Faculty mark sheet],[work sheet name],[start field of range to be looked up]:[end field of range to be looked up],[column number],FALSE)
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Explanation This screenshot shows the VLOOKUP formula being used, as entered in Field O4.
Screens
The VLOOKUP formula in this example is working as follows:

Part of VLOOKUP formula =VLOOKUP( $A4, 'Y:\Andy\Grade Roster mockups for training\ [History of Art Part IA Easter Term 2008 mark sheet.xls] Sheet1'! $A$3: $L$33, Purpose indicates this is the VLOOKUP formula common identifier field; this is looking up in the Grade Roster the common identifier to the two files pathway to get to the bespoke Department or Faculty mark sheet; this is where you have saved this on your computer name of bespoke Department or Faculty mark sheet this is the worksheet or tab name in the bespoke Department or Faculty mark sheet start field of range to be looked up in the bespoke Department or Faculty mark sheet. The range must include the common identifier field end field of range to be looked up in the bespoke Department or Faculty mark sheet. The range must include the common identifier field this is the number of columns in from the common identifier (student number) in the bespoke Department or Faculty mark sheet. When counting you must count the first column included in the range, which in this example is Column A, as 1. To populate the Total Mark column in the Grade Roster, data is being obtained from Column L in the bespoke Department or Faculty mark sheet. Column L is 12 columns along from Column A (including counting Column A), the common identifier in file History of Art Part IA Easter Term 2008 mark sheet.xls this must appear, otherwise the VLOOKUP formula will not work
12,
FALSE)
Therefore, once all these parts of the VLOOKUP formula are brought together, the VLOOKUP formula looks like this: =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,12,FALSE) Please note: all the quotation marks, commas, brackets etc, must appear in the places as shown, otherwise the VLOOKUP formula will not work.
http://www.admin.cam.ac.uk/offices/students/class/index.html graderosters@admin.cam.ac.uk Page 4 of 6

Explanation The VLOOKUP formula can then be copied and pasted to other cells. Each time the VLOOKUP formula is pasted into another cell along the same row, but in a different column, the number of columns along will need to be altered in the VLOOKUP formula. For example, the VLOOKUP formula has been copied and pasted from Field O4 to Field P4. Field P4 is in the column for Paper 01 in the Grade Roster. In the bespoke Department or Faculty mark sheet, paper 1 is in Column D. This means the column number in the VLOOKUP formula would now need altering to 4, as Column D is 4 columns along from Column A (including counting Column A), the common identifier in file History of Art Part IA Easter Term 2008 mark sheet.xls.
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Therefore, the VLOOKUP formula in Field P4 would look like this: =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,4,FALSE) Next, the VLOOKUP formula was copied and pasted into Fields: Q4 R4 S4 T4 U4 V4
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Explanation Screens In each of those Fields the VLOOKUP formula was altered to reflect the different column which was being referenced in the bespoke Department or Faculty mark sheet (History of Art Part IA Easter Term 2008 mark sheet.xls). The item you will have to alter will always be the number of columns in from the common identifier. The VLOOKUP formulas appeared as follows: Q4 R4 S4 T4 U4
V4 =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,5,FALSE) =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,6,FALSE) =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,7,FALSE) =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,8,FALSE) =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,9,FALSE) =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008 mark sheet.xls]Sheet1'!$A$3:$L$33,10,FALSE)
The VLOOKUP formulas can then be copied from Field O4 to Field V4, and then pasted into the relevant columns and rows for all the other candidates. Please note, if there is no mark for a candidate in the bespoke Department or Faculty mark sheet, then a 0 will appear for them in the Grade Roster. You must ensure this is removed before sending the Grade Roster to the Student Administration and Records Section, otherwise a 0 will be uploaded for the candidate, when this might not be correct. Please also note, if when copying and pasting a #N/A appears in a Field, this indicates that there is no corresponding candidate number between the bespoke Department or Faculty mark sheet, and the Grade Roster. If this happens, please ensure this is removed before sending the Grade Roster to the Student Administration and Records Section.
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Grade Rosters - Using The VLOOKUP Formula: Student Administration and Records

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Grade Rosters Using The VLOOKUP Formula

Student Administration and Records