This article is the fifth part of our self-learn series. This article explains how academic staff can perform their daily tasks by using Sqayy CMS and provides readers with an initial setup checklist that must be performed before academic module can be utilised. The initial setups in Academic should be performed after completing the initial setups in Finance. Once the initial setups in Academic is completed, kindly read Self-Learn Exam


Academic is a module available for Sqayy CMS users upon subscription. The academic module allows user to create classes, manage student attendance and manage assessment marks.


User would no longer have to keep student information in a spreadsheet. This demolishes the practice of having different list of students according to departments. All departments will have the same list of students. Academic staff will not have to worry whether the attendance list is up-to-date as all students records are synced.


The academic module has most of the system's automation function. For example, system will automatically calculate student grade once marks are keyed in. System will also auto calculate student attendance and send attendance warning if they reach a certain percentage. Besides that, system will automatically change a student's academic status based on CGPA/GPA.


Because of this, the settings for academic module is quite elaborate. Although this is true, most of the settings in academic are already preset according to MQA requirements. However, user is strongly advised to go through the settings.


Daily Tasks


Daily tasks refers to processes that must be performed by academic staff on a daily basis. Take note that the tasks in this article do not necessarily match the SOP of a campus.


As an academic staff, user is responsible to . The list of tasks are like so:


  • Offer courses by faculty for an academic session - Courses must be offered before user can create classes for the course. This should be done before an academic session begins. Courses are not offered based on multiple factors such as shortage of lecturers, lack of facilities or shortage of students.
  • Create a class - User can create classes easily. Classes can also be duplicated.
  • Add students to a class - Once a class has been added, staff needs to add students to classes. User can copy the list of students from classes that already have students.
  • Record class attendance - Staff can record class attendance in real time through staff portal. This makes it possible for a campus to abolish the practice of printing attendance sheets on a daily basis. Management can set the dateline for attendance entry. If the dateline is due, lecturers will not be able to key in attendance.
  • Update class attendance - Attendance keyed in can be updated. If a student is absent from class on Monday, staff can update attendance record if the student gives an MC on the following day.
  • Record assessment marks - Assessment marks can be keyed in once lecturers have graded student's assessment or observed students.
  • Update assessment marks - Assessment marks can be update. This is usually done after senate meeting. Management can disable this feature.


Initial Setups Checklist


In Sqayy CMS, a single module such as Academic is dependent on how other modules were configured. This means that the settings in General, Finance, Admissions and etc are related to how well the academic module can function. As an integrated system, user needs to perform initial setups that are not in Settings > Academic before academic module can be rolled out. 


Refer to the table below for the initial setups that must be completed in the correct sequence before user can proceed with using academic module:


Directory
Feature
To Do
Checkbox
Settings > Academic
Faculty
  • Create faculties

Settings > General
System Preference
  • All fields are updated

Organization Information
  • All fields are updated

References
  • All items are updated

Phrase
  • All fields are updated

Access Level
  • Add new access level
  • Tick relevant features in the access level
  • Save access level

Staff
  • Add new staff
  • Note that password is IC No/Passport

Barring
  • Update all fields

Settings > Admissions
Document Types
  • Add document types

Settings > Academic
General
  • Update all fields

Course Group
  • Add course group

Course Type
  • Add course type

Course Status
  • Add course status

Grading Scheme
  • Add grading scheme

Assessment Type
  • Add assessment type

Academic Status
  • Add academic status

Academic Status Rules
  • Add academic status rules

Attendance Type
  • Add attendance type

Attendance Warning
  • Add attendance warning

Credit Hour Completed
  • Update all fields

Courses

Programs
  • Add programs

Study Plan

Settings > Finance
General
  • Update all fields

Account Types
  • Add account types

Taxes
  • Add taxes

Course Price
  • Add course price

Notification
  • Add invoice notification

Payment Method
  • Add payment method

Bank
  • Add bank

Approver
  • Add transaction approver

Academic
  • Update all fields

Sponsor Status
  • Add sponsor status

Sponsor
  • Add sponsor

Online Payment
  • Update all fields

Adjustment Type
  • Add adjustment type

Academic Session Billing Date
  • Update all fields

Transaction Types
  • Update all fields

Penalties
  • Update all fields

Chart of Accounts
  • Add account codes

Fee Structure

Instalment
  • Create instalments

Fines
  • Add fines

Admissions
Intakes

Academic Sessions
  • Add academic session


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