Academic Setup Module User Guide

This guide explains how a non-technical school user can use the Academic Setup module from start to finish.

If you do not see a menu item mentioned in this guide, your account may not have permission for that section.

Module scope

In this system, Academic Setup includes:

• Classes
• Sections
• Subjects
• Teachers
• Routines
• Staff

Menu path: Admin > Academic Setup

Recommended setup order

For smooth setup, follow this order:

1. Create Subjects
2. Create Teachers
3. Create Classes
4. Assign subjects and teachers to each class
5. Create Sections
6. Assign students to sections
7. Create Routines (class timetable)
8. Create Staff (non-teaching)

Before you start

Confirm these master records are ready:

• Current academic session
• Shift list (if your school uses shifts)
• Group list (if your school uses groups)
• Designations for teachers and staff
• Student records (for section assignment)

Classes

Classes represent grade levels (for example, Grade 6, Grade 7).

Create a class

1. Go to Admin > Academic Setup > Classes.
2. Click Create.
3. Fill in required fields:
   • Class name
   • Numeric class level
   • Academic session
4. Fill optional fields as needed:
   • Shift
   • Group
   • Class teacher
   • Room number
   • Capacity
   • Subjects
5. Click Save.

Edit a class

1. Open Classes list.
2. Click Edit on the class row.
3. Update details.
4. Click Save.

Assign or change class teacher

1. Open class details.
2. Click Assign Class Teacher.
3. Select teacher and save.

Note: One teacher cannot be class teacher for multiple classes at the same time.

Assign subjects to class

1. Open class details.
2. Click Assign Subjects.
3. Select one or more subjects.
4. Save.

Assign a teacher to a class subject

1. In class details, find the subject row.
2. Click Assign Teacher.
3. Choose teacher and save.

Only active teachers can be assigned.

Remove a subject from class

1. Open class details.
2. Find the subject.
3. Click Unassign Subject and confirm.

The system blocks removal if that subject already has exam schedules or marks for that class.

Delete a class

1. Go to Classes list.
2. Click Delete.
3. Confirm.

The system blocks deletion if students are enrolled in the class.

Sections

Sections are subdivisions of a class (for example, Grade 6-A, Grade 6-B).

Create a section

1. Go to Admin > Academic Setup > Sections.
2. Click Create.
3. Fill in:
   • Section name
   • Class
   • Gender type (boys, girls, mixed)
   • Capacity (optional)
4. Save.

Section name must be unique within the same class.

Assign students to section

1. Open section details.
2. Click Assign Students.
3. Select students.
4. Save.

The system checks:

• section capacity limit
• student must belong to the same class
• gender compatibility for boys or girls sections

Remove student from section

1. Open section details.
2. Find student.
3. Click Remove Student.
4. Confirm.

Edit a section

1. Open Sections list.
2. Click Edit.
3. Update fields and save.

If capacity is reduced, it cannot go below the current student count.

Delete a section

1. Open Sections list.
2. Click Delete.
3. Confirm.

The system blocks deletion if students are still enrolled.

Subjects

Subjects define course structure used in classes, routines, and exams.

Create a subject

1. Go to Admin > Academic Setup > Subjects.
2. Click Create.
3. Fill in:
   • Subject name
   • Subject code
   • Category (core, elective, additional)
   • Full marks
   • Pass marks
   • Description (optional)
4. Save.

Important: Pass marks cannot be greater than full marks.

Edit a subject

1. Open Subjects list.
2. Click Edit.
3. Update fields.
4. Save.

Delete a subject

1. Open Subjects list.
2. Click Delete.
3. Confirm.

The system blocks deletion if the subject is linked to classes, exam schedules, or marks.

Teachers

Teachers are used for class teacher assignment, subject teaching assignment, and routines.

Create a teacher

1. Go to Admin > Academic Setup > Teachers.
2. Click Create.
3. Enter required details:
   • Name
   • Employee ID
   • Phone
   • Email
   • Designation
   • Gender
   • Joining date
   • Salary
4. Add optional details (address, qualification, photo, subject specialization).
5. Save.

Edit teacher details

1. Open Teachers list.
2. Click Edit.
3. Update information.
4. Save.

Delete a teacher

1. Open Teachers list.
2. Click Delete.
3. Confirm.

Before deleting, review class-teacher and subject-teacher assignments.

Routines (Timetable)

Routines store weekly class schedules.

Create a routine

1. Go to Admin > Academic Setup > Routines.
2. Click Create.
3. Fill in:
   • Routine name
   • Class
   • Academic session
   • Effective from date
   • Effective to date (optional)
4. Save.

Add routine entry (time slot)

1. Open a routine.
2. Click Add Entry.
3. Fill in:
   • Day of week
   • Period number
   • Start and end time
   • Type (class, break, lunch, assembly, prayer)
   • Subject and teacher (when type is class)
   • Room number and notes (optional)
4. Save.

The system blocks duplicate day + period combinations in the same routine.

Edit or delete routine entry

1. Open routine.
2. Select the entry.
3. Click Edit or Delete.
4. Save or confirm.

Delete a routine

1. Open Routines list.
2. Click Delete.
3. Confirm.

Staff (non-teaching)

Staff covers office and support employees.

Create staff member

1. Go to Admin > Academic Setup > Staff.
2. Click Create.
3. Fill in required fields:
   • Name
   • Employee ID
   • Phone
   • Designation (non-teaching)
   • Gender
   • Joining date
   • Salary
4. Email is optional.
5. Save.

If an email is provided, the system can create a linked user account for that staff member.

Edit or delete staff

1. Open Staff list.
2. Click Edit to update, or Delete to remove.
3. Confirm changes.

Common issues and quick fixes

• Cannot delete class: remove or transfer students first.
• Cannot delete section: remove assigned students first.
• Cannot remove subject from class: remove linked exam schedules/marks first.
• Cannot assign students to section: check class, capacity, and gender rules.
• Teacher missing in assignment list: confirm teacher is active.
• Routine entry conflict: use another period number for the same day.

Daily operating checklist (Academic Setup)

1. Verify newly admitted students are in correct class and section.
2. Confirm all active classes have required subjects assigned.
3. Confirm each class subject has a teacher assigned.
4. Review timetable changes and keep routines updated.
5. Inactivate unused classes, subjects, or staff records instead of deleting when history is needed.

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