Help

Sign inEveryone

1. 1Press Sign in at the top of the home page.
2. 2Type your Email and Password.
3. 3Tick Remember me only on your own computer.
4. 4Press Sign in. Your dashboard opens.

Get a password or reset a forgotten oneEveryone

1. 1On the sign-in page, press Forgot password?
2. 2Type your Email and press Send reset link.
3. 3Open the link in the email you receive, then type your New password and Confirm password.
4. 4Press Reset password, then sign in.
5. 5If no email arrives, ask the system administrator to set a password for you (see "Set a password for someone").

Change your password or phone numberEveryone

1. 1Press your name at the bottom of the side menu to open My profile.
2. 2To update your phone number, edit Phone and press Save.
3. 3To change your password, type your Current password, New password and Confirm password.
4. 4Press Change password.

Find your way aroundEveryone

1. 1The side menu is sorted into categories. It shows only the pages your role can open.
2. 2Use the search box at the top to jump to a student, a course or a page. Ctrl + K moves you to it from anywhere.
3. 3Recently visited in the side menu lists your latest pages, on any computer you sign in from. Press Clear history to empty it.
4. 4The bell at the top right opens Notifications. Press Mark all as read when you have dealt with them.

Switch between the white and dark themesEveryone

1. 1Press the moon or sun button at the top right of any page.
2. 2The page changes at once. Your choice is remembered on this device.

Sign outEveryone

1. 1Press the burgundy button beside your name at the bottom of the side menu.
2. 2Always sign out on a shared computer.

Create a staff accountSystem administrator

1. 1Open Users & roles and press New user.
2. 2Fill in Full name, Email, Phone and Employee ID.
3. 3Choose the Role. It decides what the person can see and do.
4. 4Choose the College for deans, CAC and records staff, the Department for department heads and instructors, and the Program for program registrars.
5. 5Type a Password (optional), or leave it empty so the person uses Forgot password?
6. 6Keep Account is active ticked and press Save.

Set a password for someoneSystem administrator

1. 1Open Users & roles and search by name or email. Students are listed here too.
2. 2Press Edit on the person.
3. 3Type the New password (optional) and press Save.
4. 4Give the password to the person privately and ask them to change it from My profile.

Add colleges, departments and programsSystem administrator

1. 1Open Academic structure.
2. 2Press New college and fill in its Name and Code, then press Save.
3. 3Press New department, choose its College, fill in the details and press Save.
4. 4Press New program, choose its Department, Level and Duration (years), and press Save.

Set up the academic calendarChief registrar, System administrator

1. 1Open Academic calendar and press New academic year.
2. 2Type the Name, Start date and End date, then press Save.
3. 3Press Add semester under that year.
4. 4Enter Registration opens, Registration closes and the Grade submission deadline, then press Save. The system enforces these dates.
5. 5Press Make current on the semester now running. Every page uses it by default.

Change who approves gradesSystem administrator

1. 1Open Approval hierarchy. The chain shows the steps in order, ending with students seeing the grade.
2. 2Press Add step to add an approver. Type the Step name, tick the roles that may approve, and choose For courses in to set how far their authority reaches.
3. 3Press Save step.
4. 4Use Move up and Move down to change the order, Edit to change a step, or Remove to delete one.
5. 5If you remove a step, grades waiting at it move on to the next step.

Change the grade scaleSystem administrator

1. 1Open Grade scales.
2. 2Press the edit button on the letter grade.
3. 3Change the Minimum, Maximum, Grade point or Meaning, and press Save.
4. 4Change these only after a Senate decision. Every change is recorded in the audit log.

Change the wording of notificationsSystem administrator

1. 1Open Message templates and press Edit on the message.
2. 2Change the Subject and Message. Keep the placeholders in double curly braces as they are.
3. 3Choose how to send it under Send by, and press Save.

See who changed whatSystem administrator, ICT officer

1. 1Open Audit log.
2. 2Press Details on an entry to see the old and new values, and Hide to close them.
3. 3Entries cannot be edited or deleted.

Encode a program’s curriculumRegistrar, Department head, Administrator

1. 1Open Curriculum and select the program.
2. 2Press Encode course.
3. 3Choose the Year, Semester and Type.
4. 4Choose New course and fill in the Code, Title, Credit hours, ECTS, and Lecture, Tutorial and Lab hours. Or choose Existing course and pick it from the list.
5. 5Select any Prerequisites. Hold Ctrl or Cmd to select several.
6. 6Press Save course. Repeat for each course. Press Print for a paper copy of the breakdown.

Add or edit a course in the catalogueRegistrar, Department head

1. 1Open Courses and press New course, or press the edit button on a course.
2. 2Choose the Department and fill in the Code, Title, Credit hours and hours.
3. 3Press Save. To teach the course, also place it in a program under Curriculum.

Plan a semester and assign teachersChief registrar, Department head

1. 1Open Semester planning.
2. 2Choose the Semester, Program and Year of study. The courses from the curriculum appear.
3. 3Press Create missing offerings to create this semester’s courses.
4. 4Choose a Teacher on each row. Teaching load on the right shows how much each teacher already has.
5. 5Change the Capacity where needed. Press Add section if a course needs another section.
6. 6Press Open for registration. Students can only be enrolled into open courses.

Add class times and roomsChief registrar, Department head

1. 1Open Course offerings and open the course.
2. 2Under Class times, choose the Day, Start and End, and type the Room.
3. 3Press Add class time. It appears on each enrolled student’s timetable.

Register a new studentRegistrar, Admission officer

1. 1Open All students and press Add student.
2. 2Fill in Full name, Student number, Email and Phone.
3. 3Choose the Program, Admission year and Year level, and enter the Admission date.
4. 4Press Save student. This creates the record and a sign-in account.
5. 5The student gets a password through Forgot password?, or the administrator sets one.
6. 6A new student has no courses yet. Enroll them next.

Enroll a whole cohortRegistrar

1. 1Only registrars enroll students. Students do not enroll themselves.
2. 2Open Cohort enrollment.
3. 3Choose the Semester, Program and Year of study.
4. 4Under Courses this semester, tick the courses. If the list is empty, create and open them in Semester planning first.
5. 5Check the names under Students in this cohort.
6. 6Press Enroll N students and confirm.
7. 7Read Not enrolled afterwards. It names anyone a registration rule refused, and why.

Enroll or remove one studentRegistrar

1. 1Open Course offerings and open the course.
2. 2Under Class list, type the student number and press Enrol.
3. 3To take a student off the course, press Remove on their row and confirm.
4. 4After the registration period, use a Late Add Course or Drop request instead (see "Submit a request for a student").

Look up a student, change status or assign an advisorRegistrar, Department head and other staff with access

1. 1Open All students and search for the student, then open the record.
2. 2Use the tabs for Overview, Grades, Enrollments, Academic standing and Status history.
3. 3To correct details, press Edit, then Save student.
4. 4To change status, press Change status, choose the New status, give a Reason, and press Save status.
5. 5To set an advisor, choose one under Advisor and press Assign.

Record library clearanceLibrary officer

1. 1Open Library clearance and find the student.
2. 2Press Update.
3. 3Enter the Outstanding items. Zero means the student is cleared. Add Notes if needed.
4. 4Press Save.

Enter grades for your courseInstructor

1. 1Open Grade sheets and open your course.
2. 2Press Add assessment. Type the Title, Type, Maximum score and Weight (%), and press Save.
3. 3Repeat until the assessment weights add up to exactly 50%. The final exam makes up the other 50%.
4. 4Type each student’s scores in the table. Each score saves when you leave the box.
5. 5Type the Final exam mark out of 100. Total and Grade fill in by themselves.
6. 6If a student has no mark for a reason such as absence, choose a code under Special instead.

Submit grades for approvalInstructor

1. 1Open the course under Grade sheets and check the marks.
2. 2Press Submit grades.
3. 3If a notice says the sheet is not ready, it lists what is missing. Press Cancel and fix it.
4. 4Otherwise press Submit grades again to confirm. You cannot edit the grades afterwards unless an approver returns them.

See which grades are still missingRegistrar, Dean, Department head

1. 1Open Grade collection. Each course shows how far its grades have moved through the approval steps.
2. 2Tick Outstanding only to list only the courses still waiting.

Approve or return gradesAnyone named in the approval hierarchy

1. 1Open Grade approvals. The top of the page shows the chain and your step. You see only the sheets waiting for you.
2. 2Press Review to read the marks of a course.
3. 3If they are correct, press Approve all and confirm. The sheet moves to the next step, and after the last step students can see their grades.
4. 4If something is wrong, press Return to instructor, type the Reason, and press Return grades.
5. 5If a notice says approved grades are waiting to be released, the chief registrar presses Publish now.

Handle NG, supplementary exams and locked gradesRegistrar, CAC, Department head

1. 1Open Special grades and choose a tab. You see the tabs your role allows.
2. 2NG grades: on NG conversion, press Convert, choose the code under Convert to, give a Reason, and press Convert.
3. 3Supplementary exams: on Fx supplementary, press Enter result, type the Supplementary score (out of 100), and press Apply result.
4. 4Published grades that need correcting: on Locked grades, press Unlock, give a Reason, and press Unlock again.

Read semester results, SGPA and CGPARegistrar, Dean, Department head

1. 1Open Semester results.
2. 2Choose the Semester, and narrow by Program or Year of study if you wish.
3. 3Only published grades count. If a notice says some are not published, those are still in Grade approvals.
4. 4SGPA is the sum of (credit hours × grade point) for the semester, divided by the semester’s credit hours. CGPA does the same over all semesters.
5. 5Withdrawn, dropped and incomplete grades are not counted. If a course was repeated, only the latest attempt counts.
6. 6Press Recalculate after a grade has changed. Press Export to Excel for a spreadsheet.
7. 7Press the Grade report button on a row for one student’s PDF.

See your grades and print a grade reportStudent

1. 1Open My grades. Results are grouped by semester, with your SGPA.
2. 2Grades appear once they are published.
3. 3Press Grade report for a PDF of that semester.

See your timetableStudent

1. 1Open My timetable.
2. 2Your timetable appears once the registrar’s office enrolls you. If it is empty, contact them.

Appeal a gradeStudent

1. 1Open My grades and press Appeal beside the course.
2. 2Explain clearly in Reason why you believe the grade is wrong.
3. 3Press Submit appeal.
4. 4Follow its progress under My appeals.

Request Add Course, Drop, Readmission, Withdrawal or Leave of absenceStudent

1. 1Open My requests and press New request.
2. 2Choose the Type of request.
3. 3For Add or Drop, choose the Course. For Readmission, you may choose the Year to return to.
4. 4Write your Reason and press Submit request.
5. 5Your department head recommends it, then the registrar decides. Follow Progress on the request.
6. 6While it is still open, you can press Cancel request.

Get a transcriptStudent

1. 1Open Transcript.
2. 2Press Download unofficial copy for a copy for your own use.
3. 3For an official one, type the Purpose under Request an official transcript and press Send request.
4. 4When the registrar issues it, press Download under My requests on the same page. It carries a verification QR code.

Submit a request for a studentRegistrar, Department head

1. 1Open Academic cases and press New request.
2. 2Type the Student number and choose the Type of request.
3. 3For Late Add Course or Drop, choose the Course. For Readmission, you may set the Year to return to.
4. 4Write the Reason and press Submit request.

Recommend a requestDepartment head

1. 1Open Academic cases and open the request.
2. 2Read the Reason and write your Notes. Notes are required if you refuse.
3. 3Press Recommend to send it to the registrar, or Do not recommend to end it as rejected.

Decide a request (including Readmission)Registrar

1. 1Open Academic cases and open a request the department head has recommended.
2. 2Write your Notes. Notes are required if you refuse.
3. 3Press Approve and confirm. The change applies at once: the enrollment or student status is updated and recorded in the audit log.
4. 4Or press Reject. The student is told the outcome.

Assign an appeal committeeDepartment head

1. 1Open Grade appeals and open the appeal.
2. 2Read the Reason for appeal.
3. 3Under Assign the review committee, choose three instructors. The original instructor cannot serve.
4. 4Press Assign committee. Press Acknowledge only if you need more time first.

Review and decide an appealCommittee members, Dean

1. 1Open Grade appeals and open the appeal.
2. 2Committee members discuss it under Committee discussion: type a comment and press Post comment.
3. 3The dean chooses Approve or Reject under Record the decision.
4. 4If approved, type the New final exam mark (out of 100). Add Notes for the student.
5. 5Press Record decision and confirm. It cannot be changed afterwards.

Issue an official transcriptRegistrar, Records officer

1. 1Open Transcripts. Waiting requests are listed.
2. 2Press Issue to create the official copy with its verification QR code. Press PDF to open it.
3. 3Or press Reject and give a Reason (shown to the student).
4. 4Anyone holding the transcript can check it by scanning the QR code.

View and export reportsRegistrar, Dean, Department head, Senate

1. 1Open Reports. It is limited to your college or department where that applies.
2. 2Use the filters at the top, for example the semester.
3. 3Read Grade distribution, Results by course, Enrollment by course and Students by program and status.
4. 4Press Export to Excel on a table to download it.

Review quality assurance figuresQA officer, Academic vice president

1. 1Open Quality assurance. It shows totals only, with no individual student data.
2. 2Check Grade distribution, Course success rate and Outlier courses.
3. 3Press Export to Excel to download the figures.