School Administrator Guide

As a School Administrator, you have full control over your school's presence on SMIK-Af — people, academics, finance, communication, and configuration. This guide walks through every module on your dashboard.

Your Dashboard

Your dashboard gives you an at-a-glance view of your school: student and staff counts, today's and this month's registrations, pending items needing your attention (school requests, support tickets, compliance cases), and a 7-day registration trend. Tap any card to jump straight into that module.

Managing Students

Manage Students is your full student roster.

Search & filter — find a student instantly by name, ID number, or class; filter the whole list by House.
Bulk import — upload a CSV of students at once (name, class, parent contact, admission number, House, etc.) instead of adding them one by one. The importer checks your file for problems (missing fields, invalid class or House names) and shows you exactly what to fix before anything is saved.
Per-student actions — tap the menu on any student to: assign/change their class, manage prefect positions, transfer their House, send an official letter (if you have that permission), or suspend/reactivate their account.
Suspending an account — blocks that student from signing in until you reactivate them, without deleting any of their records. Use the same menu to reverse it at any time.
Select mode — tick multiple students to perform bulk actions together.

Managing Staff

Manage Staff lists every teacher and non-teaching staff member at your school, with the same search/filter tools as Manage Students.

Roles & positions — assign teaching subjects, departments, and classes to teachers; assign prefect-style staff positions.
Admin Delegate — you can temporarily grant a trusted staff member the exact same administrative powers as yourself (useful when you're away). This can be revoked at any time and only ever applies to one person at a time.
Suspend / Reactivate — the same account-suspension control available for students, reachable from each staff member's action menu.
Send letters — issue an official staff letter (e.g. a memo, warning, or commendation) directly from a staff member's row, if you hold that permission.

Classes & Subjects

Each class has its own profile: class teacher, list of students, subjects taught, and (for a terminal/final-year class) its "promotes to" destination for the next academic year. From here you can also open a class's own attendance, forum, and timetable.

Academic Office

Academic Office is the control centre for everything that governs grading, assessment, and promotion across your school. Nothing here is optional guesswork by a teacher — once you configure it, it becomes the single source of truth every report card, score entry screen, and ranking calculation reads from.

Academic Terms. Create and manage the school's terms/semesters (name, academic year, start/end dates). A term can be locked once its results are finalised, preventing further changes to scores for that term. In the Academic Terms list, only the Active term is shown expanded — every other term folds down to a single line and expands when you tap it.

Grading System. Define the grade bands your school uses (e.g. A1–F9, or a 1–9 WAEC-style scale) — each band's score range, letter/number grade, and remark. Grading scales are versioned: editing and republishing a scale creates a new version, and every score ever saved permanently remembers exactly which version graded it, so old report cards never silently change. Grade bands must cover the entire 0–100% range with no gaps — if a teacher enters a score that falls between two bands, the app will flag it rather than guess.

Assessment Templates. Define how Continuous Assessment (CA) and Examination scores are weighted and structured for each subject/class/term — for example, CA activities like classwork, homework, and tests, each with its own maximum score, contributing 30% of the final grade, with the exam contributing 70%. A template must be Published before teachers can use it to enter scores.

Promotion Rules. Configure the rules that decide whether a student is promoted, held back, or moves on a probationary basis at the end of the year — e.g. minimum overall average, minimum subject pass mark, and how many subjects a student may fail and still be promoted.

Academic Year Transition (the "Transit" tab). The formal, guided process for promoting every student to their next class at the end of the academic year. Promotion decisions are entirely rule-based (from Promotion Rules above), never a teacher's personal judgement, and classes are processed from the highest class downward so a lower class is never moved into a spot that hasn't been vacated yet.

Choose the term you're promoting from and tap Generate Preview.
Review the full preview — who is promoted, held back, or graduating — before anything is written.
Approve to execute. Every action is logged in a permanent audit trail, and promotion letters can be generated for affected students/parents.

A transition can be rolled back if something was configured incorrectly — talk to SMIK-Af support if you need this.

Report Cards

Once teachers have entered scores, report cards are compiled automatically from Academic Office's grading rules — no manual grade entry, ever.

Class Report Cards — see every student's report status for a class/term at a glance: not started, in progress, or fully scored.
Publishing — a report card only becomes visible to its student/parent once you publish it.
Force Push — an administrator/leadership-only action that publishes every unpublished report card for a class and term exactly as it stands, even if a few subject teachers haven't finished entering scores yet. Those subjects simply stay open for the remaining teachers to fill in — any subject a teacher saves afterward lands directly on the now-published report and is visible immediately, with no further action needed from you.
PDF export — every report card can be downloaded/shared as a branded PDF, with your school's crest and colours.
Promotion status & remarks — report cards show attendance summary, conduct ratings, the headteacher's remark, and (once decided) promotion status for the term.

Academic Rankings

Automatically calculated whenever report cards are published — you never trigger this manually. See the Analytics & Metrics Reference guide for exactly what each ranking number means.

Class Ranking — where each student stands within their own class.
Subject Ranking — top performers in a specific subject, school-wide or per class.
School-wide statistics — highest/lowest/median/mean scores, pass/fail rates, and grade distribution for any scope.
Most Improved — term-to-term comparison highlighting students whose performance rose the most.

Students and parents see a simplified "Competitive Insight" version of this on the student's own profile — their position and how it's trending — without needing to browse the full rankings tool.

Attendance

Teachers mark daily attendance per class. As an administrator you can:

Set an attendance deadline — the time of day by which a class's attendance must be marked.
Auto-generated attendance — if a teacher misses the deadline, the system automatically marks the class present/absent based on your configured default, clearly labelled as system-generated on both the attendance screen and any reports built from it, so it's never confused with a teacher's own record.

Houses

If your school uses a House system for inter-house competition and pastoral care:

House Management — create Houses, assign a House Master, House Patron (from staff) and House Captain (from students), award/deduct points with a reason, upload a House badge, and transfer students between Houses.
House Analytics — compare Houses on points, membership, and other metrics over time.

Merit Awards & Honour Roll

Configure award categories and criteria, then generate awards for a term — the system identifies qualifying students automatically from their real academic and behavioural records (never fabricated). Awards appear on the recipient's own profile.

Conduct Centre

The school's behaviour/discipline case-management system.

Filing a case — record an incident against a student or staff member, attach supporting evidence, set a priority, and choose from a full menu of follow-up actions (warnings, meetings, escalation, resolution, and more).
Case timeline — every action taken on a case is logged in order, so there's a complete, auditable history.
Conduct Centre dashboard — open cases, cases needing your attention, and quick filters by status/priority.
Analytics — trends and patterns across all cases for reporting purposes.

A resolved case's outcome also quietly feeds the student's own Learning Support insight on their profile — helping identify students who may need extra support, without ever displaying raw case details outside Conduct Centre.

Alumni Network

When a student completes their final (terminal) class, they can be promoted directly to Alumni status — their academic history is preserved permanently, and they gain access to the Alumni Directory to reconnect with their old classmates and school. You control who can see alumni contact details via Alumni access settings.

Finance

Invoicing — create individual or bulk invoices for tuition and fees; bulk-created invoices are tagged with a batch so you can withdraw/cancel an entire mistaken batch at once (as long as none of them have been paid yet).
Payments & Receipts — record payments against invoices; every payment generates a branded PDF receipt automatically.
Student Ledger — a running statement of what each student's family owes and has paid, exportable as a branded PDF.
Refunds & Payment Settings — process refunds and configure how your school accepts payment.

Library

Manage your library catalogue — add books individually or bulk-import a catalogue via CSV, and track borrowing.

Transport & Hostel

Transport — manage routes and vehicles; parents/students can see live pickup tracking on a map where enabled.
Hostel — manage room/bed bookings for boarding students, with a clear status view of availability.

Messaging & Broadcasts

Direct Messages — private 1:1 conversations are available between people who have a genuine relationship in the school (e.g. staff to staff, a teacher and their own student, classmates, school leadership and those they lead) — the app only opens a conversation where that relationship actually exists.
Broadcast Composer — send an announcement to a whole audience at once (the entire school, a class, a department, a House, a club, or a hand-picked list of people).
School Chats — an overview of all active conversations across your school, for oversight.

School Requests, Profile & Settings

School Requests — review and approve/reject applications from students or staff to formally join your school.
School Profile — your school's public-facing details: name, motto, crest/logo, and legal information.
Settings — school-wide configuration: prefect position lists, subject lists, region/town data used in forms, permission assignments for admin delegates, and more.

Reports, Analytics & Audit Logs

Reports & Analytics — exportable reports covering academics, finance, and conduct.
Audit Logs — a permanent, tamper-evident record of every significant administrative action taken in your school's account — who did what, and when.