Institution onboarding guide

Use the Admin Portal login at /1aa/auth/login.php. Your institution is automatically assigned based on your administrator account, so school-wide administrators do not need to select a school during daily setup.

Director Administrators manage institution-wide setup. Department Administrators work inside their assigned academic unit.

Complete the hierarchy in order so each later workflow has the records it needs.

Use People > Administrators to create accounts for operational staff.

Use Director Administrator for institution-wide work and Department Administrator for academic-unit-scoped work.

Administrators should only see the workflows and records relevant to their assigned scope.

Use Academic Setup > Departments. For secondary schools this page is labeled for tracks or streams when applicable.

Match official academic naming so imports, reports, and administrator searches are easy to understand.

Programs/options depend on an academic unit. Secondary schools can skip this when they organize directly by level and class section.

Use Academic Setup > Options for tertiary programs or specializations when enabled for the institution type.

Use Academic Setup > Academic Levels for levels such as Level 100, Year 2, or Master 1.

Options are optional and hidden for secondary profiles. Academic levels are required when courses and registry rows are level-based.

Use Evaluation > Semesters to add the academic period.

Use dates that reflect the institution calendar so session windows make sense to students and staff.

Evaluation Sessions require a semester. Create the semester before building the session.

Use Evaluation > Questions to organize questions into meaningful evaluation dimensions.

Use language students can answer consistently. Avoid combining multiple ideas into one question.

Use rating scales or configured choices that match the intended analytics.

Use Evaluation > Evaluation Templates to create the form.

A template must contain assigned questions before it can be used for an evaluation session.

For first launch, use a concise template that covers core teaching quality dimensions.

Create the session after the semester and template are ready.

Activate the session when it should become the current cycle for setup and launch. The submission window still depends on the configured dates.

The platform treats a single active session as the current cycle for your institution. Activating a new session closes the previous active cycle.

Use People > Teachers to add instructors inside your institution.

Academic-unit placement keeps teacher lists, course assignment, and reporting aligned when the institution uses departments, tracks, or streams.

Inactive teacher records should not be used for new evaluation assignments.

Use Academic Setup > Course Manager and start in Catalog Browser.

Keep official names and codes consistent. Avoid duplicates before assigning teachers or sessions.

The course academic unit, program/option, level, and class section assignment determine which students can see the course.

Use Course Manager > Bundle Builder to create reusable groups.

Use patterns such as Computer Science Level 200 - Semester 1.

Bundles are optional, but recommended when many courses are reused each term.

Use Course Manager > Teacher Assignment or Academic Setup > Assign Courses to connect teachers to courses. Choose a target session and optional class section when one course offering is split across sections.

Use Course Manager > Bulk Activation to add selected catalog records or bundles to the active session.

Courses without an instructor or session assignment will not produce the expected student evaluation flow.

Use the columns shown in Student Registry. Tertiary schools usually use reg_no, department, program, level, optional class_section, and status; secondary schools can use reg_no, level, class_section, and status, with track/stream only when configured.

Use People > Student Registry. Your institution is applied automatically from your administrator account.

Fix missing identifiers, duplicate rows, inactive statuses, unmatched academic placement, or class section names that have not been defined under Academic Levels before inviting students.

Confirm the session, template, course activations, teacher assignments, and registry are ready.

Share the Student Portal login at /3sa/auth/login.php and ask students to use their official identifier.

Use Dashboard, Evaluations, and Reports to watch completion while the window is open.

Use the admin reporting views to review completion, trends, and course-level results.

Teachers use the Teacher Portal login at /2ta/auth/login.php to view feedback related to their assigned courses.

Use aggregate results and comments to support department reviews, teacher coaching, and quality improvement planning.