EDUTEK SMS Complete User Guide

How to Use Character Ratings

• 1Teachers access “Character Ratings” from their dashboard (under Results).
• 2Select a class, session, and term to load students.
• 3Rate each student on a scale of 1–5 for both Affective (Discipline, Punctuality, Teamwork, Attitude, Attentiveness) and Psychomotor (Handwriting, Sports, Practical Skills, Game, Verbal) domains.
• 4Save – ratings are stored and later used in report cards and automated comments.

How Results Are Calculated (Nigerian Standard)

• 1Raw Scores: Teachers enter CA1 (max 20), CA2 (max 20), and Exam (max 60). If “Auto CBT Score” is enabled, the CBT (objective) part is auto‑filled from the student’s exam (scaled to 30), and teachers only enter Theory (max 30).
• 2Total Score: CA1 + CA2 + Exam (or CBT+Theory) + Extra (if enabled) = Total. The total is automatically capped at 100 (so even if scores exceed 100, it’s reduced to 100).
• 3Percentage: The total is already a percentage out of 100 – no extra conversion needed.
• 4Grade (Nigerian Standard): Based on percentage:
  A = 70–100%, B = 60–69%, C = 50–59%, D = 45–49%, E = 40–44%, F = 0–39%. Remarks: Excellent, Very Good, Good, Fair, Poor, Fail.
• 5Subject Average & Overall: The system calculates the student’s average across all subjects for the term, and the class average (if needed).

How CGPA (Cumulative Grade Point Average) Works

• 1Grade Points (4.0 Scale): Each percentage maps to a grade and a grade point.
  A = 4.0 (90–100), A- = 3.7 (87–89), B+ = 3.5 (80–86), B = 3.3 (77–79), B- = 3.0 (74–76), C+ = 2.8 (70–73), C = 2.5 (67–69), C- = 2.3 (50–66), D+ = 2.0 (47–49), D = 1.7 (44–46), D- = 1.5 (40–43), F = 1.3 (0–39).
• 2Credit Units (CU): Each subject is assigned a credit unit (e.g., Mathematics = 5, English = 5, others = 2). This reflects the subject’s importance or contact hours.
• 3Points per Subject: Grade Point × Credit Unit = Subject Points.
• 4GPA (Grade Point Average): Sum of all Subject Points ÷ Sum of all Credit Units = GPA. This is the weighted average of grade points.
• 5Overall Grade (based on GPA): A (≥3.5), B (3.0–3.49), C (2.5–2.99), D (2.0–2.49), F (<2.0).
• 6Pass/Fail Count: The system also counts how many subjects the student passed (score ≥ 40) and failed (score < 40).

Automatic Report Card Printing

• 1After entering all results, system calculates totals and grades based on weighting.
• 2Class Teacher adds remarks/comments (or use auto‑generate).
• 3Head Teacher approves final results.
• 4Reports → Report Card → Select student, term, session → Print.

How Attendance is Calculated on Report Cards

• 1Total School Days (Denominator): The system counts weekdays (Monday–Friday) between the Term Resumption Date and Term Closing Date set in School Settings. Weekends (Saturday & Sunday) are excluded.
• 2Days Present (Numerator): The system counts distinct days the student was marked “Present” in attendance. If a student is marked present in either Morning or Afternoon session, it counts as one present day. If both sessions are marked present, it still counts as one day.
• 3Attendance Percentage: Days Present ÷ Total School Days × 100.
• 4Example: If the term has 80 weekdays and the student was present on 75 days, attendance = 75 / 80 (94%).
• 5Why not session-based? Nigerian school report cards traditionally report attendance by days, not sessions. This is the standard format expected by parents and inspectors.

Data Retention & Retrieval

• 1All data is stored per term and session – results, comments, affective/psychomotor ratings, and attendance are all linked to the specific term and session they were recorded for. This means nothing is ever overwritten or lost.
• 2“Next Term Begins” is now stored per term – each term has its own next_term_begins date in the academic_terms table. When you print a report card for a past term, you see the exact date that was set for that term – not today’s date.
• 3How to access old report cards:
  • Admin: Go to Admin → Results Management. Use the filters to select the Session, Term, and Class. Click “View Result” or “Report Card” for any student.
  • Teacher: Go to Reports → Report Card. The page includes dropdowns to select the session and term (passed via URL).
  • Direct URL: You can construct a URL like /admin/reports/report_card.php?student_id=123&class_id=5&session_id=2&term_id=3 to load a specific historical report.
• 4Why this matters: Parents may need a child’s historical report cards for school transfers, university applications, or scholarship verification. The system preserves all data indefinitely, ensuring you can always generate an authentic, timestamped report card exactly as it looked when the term ended.
• 5Best practice: Always set term dates (resumption, closing, and next term begins) when creating a new term – this locks in accurate attendance and the correct “Next Term Begins” for that term. Past data is never affected by changes made later.

How to Use AI Credits

• 1School admin buys AI credits (via AI Credits page).
• 2Teachers go to Lesson Notes → AI Generator.
• 3Select Class, Subject, Topic → “Generate” (uses 1 credit).
• 4System calls Groq/Gemini AI to create full lesson plan.
• 5Teacher can edit then save as lesson plan.

Coordinator Payment Recording

Coordinators can record student payments in bulk with full transparency:

• 1Select School & Students: The coordinator chooses a school and selects which students to pay (checkboxes with “Select All”).
• 2Expected Total: The system automatically calculates the total amount (students × ₦1,000) and shows it to the coordinator.
• 3Upload Receipts: The coordinator uploads one or more receipt images/PDFs. The total of all receipts must match the expected total.
• 4Submit for Approval: The payment batch is sent to the Super Admin for approval.
• 5Approval: Super Admin reviews the receipts and either approves or rejects the batch. Once approved, students are marked as paid, and a professional receipt is generated.

Coordinator Dashboard Features

• •Assigned Schools: View all schools assigned to you with student counts and active status.
• •Payment Stats: See pending, approved, and rejected payments.
• •Subscription Status: Track your annual subscription and get reminders when it’s about to expire.
• •School Acknowledgments: See which schools have viewed your payment receipts – builds trust.
• •Profile & Settings: Update your contact details and change your password.

₦8,000 per Student per Term – Spending Records

According to the Code Club policy, coordinators collect ₦8,000 per student per term for club running and certificate processing. This page allows coordinators to record and account for their spending – maintaining full transparency and accountability.

How It Works

• 1Access: Coordinators go to their dashboard and click “Spending Records” under Quick Actions.
• 2Add Spending Record: The coordinator selects a school, a student (or checks “Apply to all students”), enters the term, year, spending category, amount, and description.
• 3Bulk Apply: The “Apply to all students” checkbox creates a separate record for every student in the school – perfect for recurring expenses like certificate printing.
• 4View Summary: Coordinators see spending summary by term and a detailed list of all recorded spending entries.

Why This Matters

• ✓Transparency: Schools and Super Admins can see exactly how the ₦8,000 per student is being utilized.
• ✓Accountability: Coordinators maintain a clear audit trail of their club expenses.
• ✓Trust: Schools see that the coordinator is managing the funds responsibly.
• ✓Record Keeping: All spending data is stored permanently – no more lost receipts or forgotten expenses.

Filing a Dispute

Schools can file a dispute against a coordinator directly from the school dashboard:

• 1Access: School Admin goes to Quick Actions → File a Dispute.
• 2Fill Details: Enter a subject, description, and optionally link to a student.
• 3Submit: The dispute is sent to the Super Admin for investigation.
• 4Resolution: The Super Admin can change the status (Investigating, Resolved, Dismissed) and add notes.

This ensures full accountability and protects both schools and coordinators.

School Receipt Management

Schools can view and download professional payment receipts:

• •View Receipts: School dashboard shows all approved payment batches with a “Download Receipt” button.
• •Preview & Download: Clicking opens a preview page with all details, the EDUTEK SMS logo, and a “Download PDF” button.
• •Bulk Download: Schools can download a ZIP file containing all receipts for their school in one go.
• •Auto‑mark as Viewed: When a school admin views the receipts, the system automatically marks them as “Viewed” – the coordinator sees this acknowledgment.

Verify a Receipt

Every generated receipt contains a QR code that links to a public verification page:

• 1Scan the QR code on the receipt with your phone or any QR scanner.
• 2You will be taken to a secure public page showing the receipt details (school, coordinator, students, amount, date, and status).
• 3The page confirms whether the payment is verified and approved by EDUTEK SMS.

This feature ensures total transparency – parents, auditors, or anyone with the receipt can independently verify its legitimacy.

What is Code Club?

Code Club is a fully integrated coding platform where students learn programming through interactive lessons, Scratch projects, and level-based exams. It’s designed for primary and secondary schools to introduce students to computational thinking and coding skills.

• 1Enable Code Club: School Admin goes to Admin Dashboard → Schools and toggles “Code Club” ON for your school. This unlocks the coding module.
• 2Student Activities: Students access Code Club from their student dashboard. They watch lesson videos, complete Scratch projects, and take level exams (Level 1, 2, 3). Each level has a set of lessons and a final exam.
• 3Project Submissions: Students submit Scratch project URLs. Teachers (or school admins) can review and approve/reject submissions. Approved projects mark lessons as completed and award XP points.
• 4Level Promotion: When a student completes all lessons and passes the level exam, the admin can promote them to the next level. Promotions are managed from the school dashboard.
• 5Certificates: Students earn certificates upon completing each level or the entire program. Super Admins can preview and manage certificates from the admin dashboard.
• 6Coordinator Role: Each school is assigned an Edutek School Coordinator (by Super Admin). The coordinator is the contact person for the school regarding Code Club fees and support. School admins see the coordinator’s name, phone, and email on their dashboard.

💰 Fee Structure

Code Club has a transparent two‑tier fee structure:

• •₦1,000 – Platform access fee per student per term (paid to Edutek via the coordinator).
• •₦8,000 – Club running & certificate processing fee per student per term (paid through the school coordinator).
• •Schools are encouraged to negotiate additional remuneration with their coordinator to motivate them.

What You Can Import/Export