Classes, subjects and programmes

Sidebar → Classes & subjects. One page, four tabs. It needs permission to configure academics — a School Administrator, Head Teacher or Exams Officer.

• Classes — each class as you work with it day to day: how many students are in it against its seats, its class teacher, the subjects it takes and who teaches each one. Open a class and it gets a page of its own — ‹ Classes goes back to the list, and the arrows step to the next class in the level. Its tiles open that class's students and timetable.
• Subjects — the subject catalogue for each level, and its programmes. Open a subject to tick the classes that take it.
• Levels & grading — the levels you run, their score parts, grade scale, report card and bell times.
• Rooms & departments — each level's departments and the school's rooms.

The level picker above the tabs is shared: pick SHS once and every tab shows SHS. Add class and Add subject start in that level too.

This is the structure everything else hangs off. Students belong to a class, marks belong to a subject, the timetable allocates a teacher to a class and subject. Build it before you enrol anybody.

Levels, classes and programmes

• A level is a stage of the school — Primary, JHS, SHS. It is what fee amounts and subject lists are set against. Add a level offers a ready GES level (with its classes, subjects, grading and fee rates) or an empty one you set up yourself.
• A class is the actual group a student sits in, inside a level.
• A programme applies where students follow different tracks — General Science, Business, Visual Arts. Subjects can differ by programme.

Set each class's capacity so the Dashboard can tell you when a class is full.

Each level also says whether its students sign in to the student portal. Levels without letter grades (crèche, KG) start with it off — those pupils get no PIN or login slip, and their parents use the parent portal. Turn it on or off when editing the level.

Choose which programmes a class offers

By default, a class accepts every programme in its level. This is useful when all SHS classes offer the same programmes.

To make a class offer only selected programmes:

1. On the Classes tab, open the class, then Edit class details.
2. Choose Only selected programmes.
3. Select the programmes under Programmes offered, then save.

Only programmes already created for that level appear in the picker. If the control is not shown, add a programme on the Subjects tab first.

Students cannot be registered into, or later moved to, a programme that their class does not offer. The same check runs when you admit an application or edit an individual student's class or programme. For example, a student may be admitted to 1SCI2B with General Science only when that programme is offered by 1SCI2B.

Changing a class's programme list does not move students automatically. The system will refuse to remove a programme while active students in that class still use it. First move those students to a suitable class or change them to an allowed programme, then return here and remove it. When moving a student to a different level or programme, review their elective-subject choices too: the system clears any subject override for the old placement.

Quick admission check

Before admitting a learner to a restricted class, confirm both fields together:

1. The class offers the learner's programme.
2. The programme belongs to the class's level.

If either is not true, choose a compatible class or update the class's programme list first. An unrestricted class continues to accept every programme in its own level.

Subjects

Subjects belong to a level, and electives optionally to programmes. The system ships with the standard Ghanaian subject lists for each level, so most schools adjust rather than build from nothing.

Which classes take a subject is set either way round: open the subject on the Subjects tab and tick its classes, or open a class and use Choose subjects. Saving from the subject changes every ticked class together, or none of them — a class whose report cards are released, or which still has lessons or assessments in that subject, stops the whole change and says why. A class you add will need a teacher for the subject before the timetable can generate every class. Unticking a class keeps the marks already entered.

If a subject does not appear when a teacher goes to enter marks, it is almost always because the subject is not offered to that class. Check here first.

Programmes sit above the subject list. Pick one to see the core subjects and that programme's electives; rename or delete it from there.

Assigning teachers

• Class teacher (form master) — open the class on the Classes tab.

• Who teaches each subject in a class — open the class: each subject has a teacher picker showing that teacher's load (periods a week against the school's recommended maximum). Subjects with no teacher are listed first. This is the same list as Timetable → Setup → Who teaches what, which shows every class at once — change it in either place.

  The teacher you choose is the one who enters that subject's marks and sets its homework in that class, and the timetable follows them. Lessons already on the timetable keep the previous teacher until you regenerate or edit them; the class page counts them and links to the class's timetable.

  Only a School Administrator can change who teaches what; others see it read-only. See also Why you only see your own classes.

Renaming

Renaming a class updates the students in it and the work attached to it. It is safe, but it is not free — do it deliberately rather than to tidy up, and avoid doing it mid-term while marks are being entered.