Using your school assessment system
Follow these steps from the beginning of the school year to the final report card.
- Prepare the school year. Under School, check the academic year, its three terms, result settings and grading scale. CA and exam contributions must add up to 100.
- Prepare classes and subjects. Create your classes, then assign subjects to each class for the academic year. The example JHS class has the eight subjects you selected.
- Register students. Add each student under Students and create an active enrolment for their class and year. A student number identifies the student throughout the system.
- Give staff their own accounts. An administrator creates a User account, selects its role, creates a Teacher profile and assigns the teacher to a class subject and term. Choose Class teacher when the teacher also needs to enter attendance and report comments.
- Set up assessments. Choose the class, subject, term and assessment type. Enter the maximum mark and its contribution to the final total. A test out of 50 that contributes 20 gives a student with 40 marks 16 marks toward the final total. Types containing “exam” count as exams; all other types count as CA.
- Enter marks. Choose the assessment, load the class and enter each student's mark. Blank means pending; 0 means the student scored zero. Saving updates grades and draft reports automatically. Teachers need a matching assignment before they can enter marks.
- Review report cards. Calculate reports after changing result settings or the grading scale. Complete attendance, conduct and teacher comments on each report. A class position appears only when all assigned subjects have complete marks. Students with equal marks share a position.
- Publish the term. The administrator or head teacher checks and publishes results. Publication requires complete marks in every assigned subject for every active class, plus attendance and both teacher comments. Publishing locks the term's marks and reports and protects the academic setup used by those reports.
- Find a student's information. Search Students by name or student number and open their profile. Its links lead to their enrolment, marks, subject results and report cards. Open a report to print it or download a PDF.
Teaching classes and attendance
Teachers can open My teaching classes on the dashboard to see students and select an assessment to enter marks. Only subjects assigned to that teacher are shown. If no class appears, ask the administrator to check the teacher profile and class subject assignments.
Assigned class teachers can open Daily attendance, choose a date and mark each student Present, Late, Absent or Excused. Save the register, or reopen a saved date to correct it. Present and Late count as days present. Register totals update draft report cards automatically. Leave holidays unmarked; published terms are locked.
Correcting a mistake
Before publication, open the full Edit form to change a mark, assessment, enrolment or report comment. Change the underlying marks to correct a grade. Direct edits to calculated grades, inline edits, bulk imports and deletion are unavailable in the new workflow so records stay consistent. Mark unused setup records inactive instead of deleting their history.
Passwords and access
Keep each staff member's login private. Administrators can reset a staff password from User accounts. Leave the new password blank when editing an account if its password should stay the same. Viewers can see published results; they cannot enter marks or change records.
The practice records
The Ghanaian student and school records are fictional examples. The example students have marks in three subjects; the other five subjects remain pending. Replace practice information and enter actual assessed marks before using reports as official school records.