Franciscan Solutions Pvt Ltd

Marks Manager Manual

1- Setup

1.1  Change Academic Year

🔍 Purpose

This page is designed to provide user-specific control over academic year selection. Changing the academic year here:

• Only impacts the logged-in user's view.
  
  

• Does NOT alter the system-wide academic year for the school or for other users.
  
  

🧭 Where to Find It

Navigate to:
Marks Module → Change Academic Year

Field Description

• Dropdown Menu (Academic Year):
  Select the desired academic session from the list (e.g., 2025–2026, 2024–2025, etc.).
  
  

• Change Button:
  Applies the selected academic year for the current user session.
  
  

• Reset Button:
  Reverts the selection back to the default academic year (usually the currently active year in the system).
  
  

✅ Use Case

If a teacher or admin wants to:

• Generate report cards from a previous academic year
  
  

• Cross-check marks entries or term evaluations from earlier sessions
  
  

• View subject-wise performance history for a student
  
  

they can simply change the academic year using this page without affecting data views for other staff or modules.

⚠️ Important Notes

• This action is session-specific and user-specific.
  
  

• No global or permanent change is made to the overall software settings.
  
  

• After logging out, the system may reset to the default academic year unless the selection is stored per user profile.

1.2  Define Term

✅ Purpose:

The Academic Term Definition Tab is used to:

• Create and manage academic terms (like Term 1, Half Yearly, Final Term) in the ERP system.
  
  

• Ensure proper grouping and scheduling of exams, mark entries, and report card generation for each academic session.
  
  

• Maintain term order and active status to control visibility across modules.
  
  

📍 Where to Find It:

You can find this tab in the Marks Manager module of school ERP.
Navigate to:
Marks Module→ Set Up → Define Term

:

📋 Field Descriptions

Field / Button /Description

🎯 Use Cases:

1. Setting Up Exams

• Before any exam can be created (e.g., Half Yearly Exam, Final Exam), a corresponding academic term must be defined.
  
  

• Exams are grouped under these terms for better reporting and filtering.
  
  

2. Report Card Generation

• Marks and grades are fetched and calculated term-wise.
  
  

• Each term contributes to the final academic result — so accurate term setup is critical.
  
  

3. Term-Based Attendance or Remarks

• The term setup ensures those are recorded and displayed properly.
  
  

4. Term Activation/Deactivation

• Deactivating a term hides it from exam or mark entry pages, helping schools manage focus during live assessment periods.
  
  

🧾 Example:

To define "Final Term":

• Term: Final Term
  
  

• Term Order: 3
  
  

• Active: ✅
  
  

Now, when you go to define exams or enter marks, "Final Term" will be available as a selection option.

 1.3  Define Exam Pattern

✅ Purpose:

The Define Exam Pattern tab is used to:

• Create, customize, and manage exam patterns for different classes or groups of classes.
  
  

• Standardize the structure of exams (e.g., number of assessments per term, types of exams like Unit Test, Half Yearly, Final).
  
  

• Simplify the exam creation and mark entry process by reusing predefined patterns.
  
  

• Ensure uniformity in weightages, subjects, and components across similar classes.
  
  

📍 Where to Find It:

You can usually find this tab under:

Navigate to:
Marks Module→ Set Up→ Define Exam Pattern

🧠 Use Cases:

1. Same Pattern Across Multiple Classes

• If Classes 1 to 5 follow the same exam format (e.g., 2 Unit Tests + Half Yearly + Final Exam), define EPattern-1 and assign it to those classes.
  
  

2. Different Pattern for Higher Classes

• For Classes 9-10, you might want to include Project Work, Practical, and different weightages. You can define EPattern-2 for them.
  
  

3. Term-Based Pattern Setup

• Set how many terms (e.g., Term 1, Term 2) each pattern includes, and which exams fall under them (e.g., Term 1 → UT1, Half Yearly).
  
  

4. Subject-Specific Components

• Include detailed components like:
  
  

• Theory, Practical, Internal Assessment
  
  

• Oral, Written, Class Test
  
  

💡 Important Tips:

1. Name Patterns Clearly
   Use clear and consistent names like:
   
   

• EPattern-1: Primary Classes
  
  

• EPattern-2: Secondary with Practical
  
  

2. Link to Class Groups Early
   Once created, immediately assign patterns to classes under the Assign section to avoid exam creation issues later.
   
   

3. Include All Exam Types
   Define all types of exams under each pattern—such as Formative, Summative, Periodic Tests—to ensure full coverage.
   
   

4. Avoid Overlapping Patterns
   Don’t assign multiple patterns to the same class. Use one consistent pattern per class per academic year.
   
   

5. Update Only at Year Start
   Ideally, define or revise exam patterns before the academic session starts, to avoid mid-year changes affecting marks entry or reports.
   
   

🔁 Example:

EPattern-1

• Assigned to: Classes 1 to 5
  
  

• Terms: Term 1 and Term 2
  
  

• Exams:
  
  

• Term 1: Periodic Test-1,Notebook-1,Multiple Assessment-1, Half Yearly
  
  

• Term 2: Periodic Test-2,Notebook-2,Multiple Assessment-2, Final
  
  

• Subjects Included: English, Math, EVS, Hindi,Science
  
  

1.4  Define Exam

✅ Purpose:

The Define Exam tab is used to:

• Create and manage individual exams or assessments that form part of the academic evaluation.
  
  

• Define exams like Periodic Test, Notebook Submission, Subject Enrichment, Half-Yearly, Annual Exam, etc., according to the school’s internal or CBSE/ICSE assessment pattern.
  
  

• Ensure that each exam is clearly named, linked to the correct term, and mapped to an exam pattern for smooth mark entry and report generation.
  
  

It plays a central role in organizing the academic year’s assessments in a structured, modular way.

📍 Where to Find It:

Usually located under:

Marks Manager → Set Up → Define Exam

🧾 Define Exam Name – Field Descriptions

🎯 Use Cases:

1. Setting Up Scholastic Exams

Define key assessments such as:

• Periodic Test
  
  

• Notebook Submission
  
  

• Subject Enrichment
  
  

• Half-Yearly Exam
  
  

• Annual Exam
  
  

Each of these can be scheduled and marks entered separately.

2. Term-Wise Structuring

Link exams to academic terms (e.g., Periodic-1 under Term 1, Final under Term 2) to align with the school's academic calendar.

💡 Important Tips:

1. Use Consistent Naming
   Stick to standardized exam names (e.g., Periodic-1, Half-Yearly) to avoid confusion during mark entry or reporting.
   
   

2. Link Exams to Patterns/Terms Correctly
   Always map each defined exam to the correct exam pattern and term to reflect accurately on report cards.
   
   

3. Avoid Duplicate Entries
   Before defining a new exam, check if it already exists for the pattern and term to avoid redundancy.

4. Plan at Start of Academic Year
   Define all required exams in advance to prevent inconsistencies during result preparation.
   
   

5. Enable/Disable as Needed
   Some ERP systems allow you to activate/deactivate exams temporarily without deleting them.
   
   

🧾 Example:

To define Periodic Test 1:

• Exam Name: Periodic Test 1
  
  

• Term: Term 1
  
  

• Exam Pattern: EPattern-1
  
  

• Exam Type: Scholastic
  
  

• Max Marks: 20
  
  

• Weightage (if applicable): 10%
  
  

1.5  Define Subject

✅ Purpose:

The Define Subject tab is used to:

• Create and manage the core and optional subjects that form part of the school’s academic curriculum.
  
  

• Ensure each subject has a unique name, short form, and subject code, which are used throughout the ERP system—especially in exam setup, mark entry, and report card generation.
  
  

• Maintain uniform subject listings across multiple modules (e.g., timetable, exams, attendance, results).
  
  

This ensures academic structure is consistent, accurate, and centrally managed.

📍 Where to Find It:

Usually available under:

Marks Manager → Set Up  → Define Subject

📝 Fields Description:

🎯 Use Cases:

1. Core Academic Subjects

Define primary learning areas:

• English, Hindi, Science, Mathematics, Social Studies, etc.
  
  

2. Optional

Define subjects like:

• Computer Science, Art, Music, General Knowledge, Moral Science, Physical Education.
  
  

3. Subject Mapping for Exams

Subjects defined here will be used in:

• Exam Creation
  
  

• Mark Entry
  
  

• Result Compilation
  
  

• Report Card Generation
  
  
  

💡 Important Tips:

1. Use Clear, Formal Names
   Avoid slang or informal abbreviations. Use official names like Social Science instead of Socio.
   
   

2. Assign Unique Codes
   Subject codes help generate structured reports and avoid confusion during export/import processes.
   
   

3. Use Short Names Consistently
   Short names are displayed in compact spaces like report cards and mark entry tables—keep them standard (e.g., ENG for English, SCI for Science).
   
   

4. Include All Relevant Subjects at Start of Session
   Define all subjects before exams and mark entries begin to avoid last-minute errors.
   
   

5. Check for Duplicates
   Avoid entering the same subject more than once with minor spelling differences.
   
   

6. Sync with Exam Pattern
   Only subjects defined here can be linked in further defining—ensure this tab is updated first.
   
   

🧾 Example Entry:

1.6  Define Remark Type

✅ Purpose:

The Define Remark Type tab is used to:

• Create and manage different categories of remarks (feedback comments) for students.
  
  

• Distinguish between types of feedback such as Teacher’s Remarks, Principal’s Remarks, or Custom Remarks.
  
  

• Enable structured and organized remark entry on report cards and student profiles, making it easy to filter or sort feedback by category.

📝 Common Remark Types:

It ensures that remarks are classified properly and aligned with academic and behavioral evaluations.

📍 Where to Find It:

Usually available under:

Marks Manager → Set Up   → Define Remark Type

📝 Field Descriptions

🎯 Use Cases:

1. Report Card Feedback

Each type of remark appears in its designated section on the report card (e.g., principal's note, teacher's feedback, etc.).

2. Structured Remark Entry

While entering remarks, the system allows you to select the type, ensuring comments are stored and displayed accordingly.

3. Custom Evaluations

Schools can define custom types (e.g., House Activity, Moral Behavior) to align with their internal values and observations.

4. Multiple Remarks Support

Some ERP systems allow entering multiple remarks per student—one under each type for a more comprehensive review.

💡 Important Tips:

1. Define All Required Types Before Report Card Entry
   This avoids last-minute delays when teachers or admins attempt to enter remarks.
   
   

2. Use Consistent Naming
   Stick to clear and formal names like Teacher Remark, Principal Comment, Medical Remark.
   
   

3. Avoid Redundant Types
   Don't define too many overlapping categories; keep the types distinct and meaningful.
   
   

4. Control Visibility in Reports
   Some systems let you control which remark types appear on report cards—choose only those necessary for display.
   
   

5. Pre-Plan for Custom Needs
   If your school conducts personality assessments, club activities, or PTM feedback, create relevant custom types in advance.
   
   

🧾 Example Setup:

1.7  Define Remark

✅ Purpose

In this tab, users can define multiple pre-set remarks that will be shown as a dropdown in the Remark Entry page (under Record Manager).
This functionality:

• Saves time for teachers or staff during report card preparation or student evaluation.
  
  

• Ensures uniformity and consistency in how remarks are recorded across classes and terms.
  
  

• Reduces spelling/grammar mistakes in comments.
  
  

• Makes feedback standardized for printing and display in report cards or digital portals.
  
  

📍 Where to Find It

Navigation Path:

Marks Manager → Set Up → Define Remarks

🧾 Field Descriptions

🧰 Use Case Scenarios

💡 Important Tips

1. Categorize Wisely: Create meaningful remark types (Teacher/Principal/General/Co-scholastic) to organize remarks better.
   
   

2. Be Student-Centric: Write remarks that are constructive and focused on student growth.
   
   

3. Avoid Personal Details: Keep remarks general and professional.
   
   

4. Review Regularly: Update remark sets each term or academic year based on feedback or curriculum changes.
   
   

5. Limit Repetition: Avoid defining duplicate remarks — use a short list of well-crafted, widely applicable remarks.
   
   

1.8  Define Subject Remark

✅ Purpose

This tab is used to define subject-specific remarks, allowing teachers to select appropriate comments while entering feedback for each individual subject.
Instead of manually writing remarks during the Subject-Wise Remark Entry, teachers can quickly choose from predefined options like:

• "Shows consistent improvement in English comprehension."
  
  

• "Needs more practice in Mathematics problem-solving."
  
  

• "Good understanding of science concepts."
  
  

This enhances consistency, reduces workload, and ensures meaningful, subject-relevant feedback in student report cards.

📍 Where to Find It

Navigation Path:

Mark Manager → Set Up → Define Subject-Wise Remarks

🧾 Field Descriptions

🧰 Use Case Scenarios

💡 Important Tips

1. Keep Remarks Relevant: Remarks should be directly related to subject learning and performance.
   
   

2. Use Positive Language: Even when pointing out areas for improvement, phrase comments constructively.
   
   

3. Avoid Redundancy: Don’t repeat the same generic remark across subjects. Keep them subject-specific.
   
   

4. Collaborate with Teachers: Involve subject teachers in crafting remark templates—they know student performance best.
   
   

5. Review Regularly: Refresh the list every term to include updated curriculum topics or teaching goals.
   
   

6. Keep It Concise: Make remarks brief but meaningful. Long remarks may clutter the report layout.
   
   

📝 Example Remarks per Subject

1.9  Define Scholastic Grades 

✅ Purpose

This tab is used to define grading scales for scholastic (academic) assessments, allowing schools to map marks/percentages to grades (like A1, B2, etc.) with or without numeric ranges. These defined grades are used across:

• Report card generation
  
  

• Mark evaluation
  
  

• Academic performance analysis

Grade Marks Range (%) Grade Point

A1 91 – 100                   10.0

A2 81 – 90                     9.0

B1 71 – 80                        8.0

B2 61 – 70                     7.0

C1 51 – 60                     6.0

C2 41 – 50                     5.0

D 33 – 40                     4.0

E1 21 – 32                     —

E2 00 – 20                       —

🔍 Where to Find It

Navigation Path:

Marks Manager → Set Up → Define Scholastic Grade.

🧩 Field Descriptions

💡 Use Cases

• Create CBSE-style grading systems with A1–E grades and GPA mapping.
  
  

• Set up custom internal evaluation schemes for school-specific assessments.
  
  

• Auto-map grades to student marks for report cards and transcripts.
  
  

• Enable subject-wise grading consistency across teachers.
  
  

💡 Important Tips

• Ensure no overlapping ranges in grade entries (e.g., avoid one grade ending at 70 and another starting at 70).
  
  

• Keep grade scales distinct per board/curriculum if the school follows multiple systems.
  
  

• If using Grade Without Range, make sure teachers know when to apply each grade manually.
  
  

• Double-check grade point mapping—this directly affects GPA/CGPA in reports.
  
  

1.10  Define CSA Activity

✅ Purpose:

The "Define CSA Activities" tab is used to predefine Co-Scholastic Activities (CSA) such as Art, Music, Dance, Discipline, Work Education, etc. Once these activities are defined, they can be selected when teachers or admins record CSA grades/remarks for students under the CSA Entry section.

📍 Where to Find It:

   Navigation Path:

   Marks Manager → Set Up → Define CSA Activity.

🧾 Field Descriptions:

🧩 Use Cases:

• Define CSA activities for Term-wise Co-Scholastic Assessments.
  
  

• Ensure uniform activity structure across all classes and teachers.
  
  

• Enable teachers to select from a dropdown of CSA activities while entering student performance, avoiding manual typing.
  
  

• Used in generating Report Cards with Co-Scholastic evaluation sections.
  
  

💡 Important Tips:

• Use clear and consistent names (e.g., "Art Education" instead of "Art").
  
  

• Keep the order number logical, especially if activities are printed in a specific sequence.
  
  

• Check if your school follows CBSE or other board-specific CSA structures and align the list accordingly.
  
  

• Use meaningful grouping via Activity Type to avoid confusion when multiple activities are used.
  
  

1.11-Define Co-Scholastic Grade

✅ Purpose:

This tab allows the school to set up grading criteria used specifically for Co-Scholastic areas such as:

• Art Education
  
  

• Work Education
  
  

• Health & Physical Education
  
  

• Discipline
  
  

• Other extracurricular activities
  
  

These grades reflect a student’s holistic development beyond academics and are an essential part of report cards, especially under CBSE and similar curricula.

These grades are not numerical marks but qualitative indicators such as:

• A (Excellent)
  
  

• B (Good)
  
  

• C (Average)
  
  

📍 Where to Find It:

   Navigation Path:

   Marks Manager → Set Up → Define Scholastic Grades.

🧩 Field Descriptions:

💼 Use Case Examples:

• A student participates in Work Education and receives a grade B.
  
  

• In the CSA Entry tab, this grade is selected based on the predefined options created here.
  
  

• The same grade is reflected in the report card under the Co-Scholastic section.
  
  

🎯 Sample Grading Scale:

(Customize as per school policy or board guidelines)

💡 Important Tips:

• Keep grading simple and limited to 3–5 levels (A to E) for better consistency and teacher adoption.
  
  

• Match your grading system with CBSE/ICSE/National Curriculum guidelines if applicable.
  
  

• Ensure these grades are defined before starting CSA Entry to avoid errors or blank dropdowns.
  
  

• Grade Points are usually optional unless used for internal calculations.
  
  

• Avoid using percentage ranges here—this is for qualitative evaluation only.
  
  

1.12 Define Other Characteristics

🧾 Purpose: Define Other Characteristics Activities

This tab is used to define and list behavioral and personality-based characteristics that are essential for evaluating the overall development of a student beyond academics and co-scholastic areas.

These activities generally focus on:

• Leadership qualities
  
  

• Sense of responsibility
  
  

• Emotional stability
  
  

• Communication skills
  
  

• Attitude toward peers and teachers
  
  

• Social responsibility
  
  

They are important for holistic development and help teachers assign qualitative or grade-based evaluations in report cards.

🔍 Where to Find It

   Navigation Path:

   Marks Manager → Set Up → Define Other Characteristics.

📋 Field Descriptions

✅ Use Case

• Teachers use the defined characteristics to record observations and evaluate students in personality development.
  
  

• Entries can be used in monthly/term assessments, PTMs, and final report cards.
  
  

• Helpful for maintaining behavioral progress records over the academic year.
  
  

💡 Important Tips

• Keep the names short and specific (e.g., “Leadership” instead of “Shows leadership abilities in class”).
  
  

• Avoid duplication – check the list before adding.
  
  

• Coordinate with class teachers/counselors to standardize criteria for evaluation.
  
  

• Use meaningful titles that align with your report card terminology.
  
  

• Maximum character length is usually 100 characters—keep entries concise.

1.13 Define Health Parameters

🔍 Purpose

This tab is used to define and manage various health-related parameters such as Height, Weight, and BMI which are crucial for:

• Monitoring students' physical development
  
  

• Recording medical and health data for school health records
  
  

• Supporting early identification of growth issues, undernutrition, obesity, or other health concerns
  
  

📍 Where to Find It

   Navigation Path:

   Marks Manager → Set Up → Define Health Parameters

🧾 Field Descriptions

✅ Use Case Example

• Height and Weight during health check-up drives.
  
  

• Data from these parameters are shown in:
  
  

• Health Reports
  
  

• Student Report Cards (if enabled)

💡 Important Tips

• Use standardized names like Height (cm), Weight (kg), BMI to avoid confusion during data entry.
  
  

• Only define relevant and measurable parameters.
  
  

• Once defined, these parameters become available in:
  
  

• Health Status Entry Tab
  
  

• Reports → Health Reports
  
  

• Do not duplicate entries (e.g., avoid adding “Height” twice with slight variations like “Height(cm)” and “Height”).
  
  

1.14 Define Special Cases AB/ML

📌 Purpose:

This tab allows schools to handle exceptions where students are Absent (AB) or on Medical Leave (ML) during exams. By defining these entries:

• The system can exclude such entries from total mark calculations (if needed).
  
  

• Helps ensure fair result processing and accurate report card reflection without penalizing students for genuine reasons.
  
  

• Supports schools in maintaining transparent records of student assessments.
  
  

📍 Where to Find It:

  Navigation Path:

   Marks Manager → Set Up → Define Special Cases- AB/ML

📝 Field Descriptions:

---

🧠 Use Case Example:

A student in Class 8-B missed the Math exam due to a medical emergency.
Action:

• Mark the student as ML in this tab.
  
  

• Select Exclude MM to prevent total marks from being unfairly lowered.
  
  

• The final result will be recalculated automatically without including that subject’s marks.
  
  

✅ Important Tips:

• Always cross-verify before marking ML/AB to avoid misuse.
  
  

• Only enable “Exclude MM” if medical proof is submitted or approved.
  
  

• Entries marked here directly impact the report card, so handle with care.
  
  

• Encourage teachers to add remarks for better clarity during audits.
  
  

• Use the search/filter option to quickly find entries for a specific student or subject.

1.15 Define SMS Template

📌 Purpose

In this tab, users can create and manage SMS templates that the school uses for communicating predefined messages to students and parents. These templates help in saving time, ensuring consistency, and reducing manual effort by automating messages related to:

• Exam results

🔍 Where to Find It

  Navigation Path:

   Marks Manager → Set Up → Define SMS Templates

🧾 Field Descriptions

💼 Use Case Example

Template Example – Marks Communication:

Template Name: Periodic Test 1 Result

Message Body:

Dear Parent, The PERIODIC TEST-1 Marks of your ward {{StudentName}} are as follows: 

Maths: {{MathMarks}}, Science: {{ScienceMarks}}, English: {{EnglishMarks}}. Regards, School Name.

Use Case:
Once marks are uploaded, the school can use this predefined template to send personalized result messages to each parent in bulk, without having to type each message individually.

✅ Important Tips

1. Use Placeholders Wisely: Ensure placeholders match the data fields (e.g., {{StudentName}}, {{TotalMarks}}). Test before bulk sending.
   
   

2. Keep it Short & Clear: SMS has a 160-character limit (including spaces), unless long-SMS support is enabled.
   
   

3. Avoid Special Characters: Some characters may not render properly on all phones.
   
   

4. Stay Compliant: Avoid sending promotional content. Ensure messages are informative and in compliance with SMS gateway rules.
   
   

5. Test Before Sending: Always preview the message using sample student data to ensure correct formatting.
   
   

6. Use Consistent Naming: Helps in quickly identifying and reusing templates.

1.16 Upload Staff Signature

🖋️ Teacher Signature Upload – Definition & Purpose

In this tab, users can upload or delete digital signatures of teachers. These signatures are used such as:

• Report Cards

The purpose of uploading signatures is to:

• Ensure authenticity and official validation of documents.
  
  

• Maintain a professional and uniform appearance of printed/signed reports.
  
  

• Eliminate the need for manual signing on hundreds of student documents.
  
  

📍 Where to Find It

  Navigation Path:

   Marks Manager → Set Up →UPLOAD STAFF SIGNATURE

🧾 Field Descriptions

💼 Use Case Example

Scenario:
Before generating report cards, the school uploads digital signatures of the class teacher, principal, and coordinators.

Once uploaded:

• These signatures are auto-inserted in the correct places on the report card.
  
  

• Saves time and avoids manual signing of hundreds of documents.
  
  

• Ensures uniformity across all printed certificates.
  
  

✅ Important Tips

1. Use Transparent JPG: For best quality, use a JPG file with transparent background to avoid white boxes around the signature.
   
   

2. Resolution Matters: Use a clear and high-resolution scan (preferably 300 dpi) to maintain document quality.
   
   

3. Proper Naming Convention: Use teacher's name or ID in the file name for easy tracking (e.g., name.jpg).
   
   

4. Avoid Overwriting by Mistake: Always verify before replacing an existing signature.
   
   

5. Backup Copies: Maintain an offline backup of all digital signatures for future use.
   
   

6. Security Tip: Only authorized admins should be allowed to upload or delete signatures to prevent misuse.
   
   

7. Signature Placement: Check preview of documents (e.g., report card) to ensure the signature aligns properly and does not overlap with other content.

1.17 Allowed Teachers

🎯 Marks Manager Staff Type Permission – Definition & Purpose

In this tab, schools can assign or restrict access to the Marks Manager module based on the Staff Type (e.g., Subject Teacher, Class Teacher, Admin).

The main purpose of this feature is to:

• Control who can enter, edit, or view student marks.
  
  

• Ensure data security and integrity by restricting access to only authorized users.
  
  

• Prevent unauthorized or accidental changes to sensitive academic data.
  
  

📍 Where to Find It

• Module: Marks Manager / Academic Setup / Admin Settings
  
  

• Tab Name: Staff Type Permission / Marks Access Control / Role-based Access
  
  

• It may also appear under:
  
  

• User Rights Settings
  
  

• Staff Role Configuration
  
  

• Marks Entry Settings
  
  

🧾 Field Descriptions

💼 Use Case Example

Scenario:
The school wants only Subject Teachers to enter marks, while Class Teachers can only view marks, and Admins can edit or delete marks if needed.

This setup ensures proper workflow, accountability, and protects academic data from unauthorized changes.

✅ Important Tips

1. Review Regularly: Update staff type permissions at the beginning of each term or academic year when staff roles change.
   
   

2. Follow Principle of Least Privilege: Grant only the minimum necessary access required for a staff type.
   
   

3. Avoid Generic Roles: Avoid assigning access to broad roles like “All Staff” unless absolutely necessary.
   
   

4. Test Configurations: After assigning permissions, verify access by logging in as different staff types to ensure correct setup.
   
   

5. Admin Role Setup: Staff Type must be accurately defined in the Payroll module or during staff creation for these settings to work properly.
   
   

2- Assign

2.1  Assign Exam to Pattern

✅ Purposes:

• In this tab, we can assign predefined exam patterns to specific exams. This ensures consistency in how marks are distributed, subjects are evaluated, and assessments are structured across terms and classes. 

•  To link an exam (e.g., Periodic Test 1, Final Exam) with a specific pattern(EPattern 1)
  
  

📍 Where to Find It

  Navigation Path:

   Marks Manager → Assign → Assign Exam to Pattern

🧾 Field Descriptions

💼 Use Case Example

Scenario:
A school has an exam pattern called EPattern1 which breaks marks into:

• Periodic Test
  
  

• Notebook
  
  

• Half Yearly
  
  

For Periodic Test 1, the school assigns EPattern1 for Class 1-5 using this tab.
This ensures all subjects in PT1 will follow the same mark structure, making data entry, evaluation, and report card generation consistent and error-free.

✅ Important Tips

1. Define Patterns First: Always create exam patterns in the "Define Exam Pattern" tab before assigning them here.
   
   

2. Assign Before Mark Entry: Ensure patterns are assigned before teachers begin mark entry to avoid mismatch or missing components.
   
   

3. Keep Naming Clear: Use logical names for patterns (e.g., EPattern1) for easy identification.
   
   

4. Assign by Class if Needed: If different classes follow different patterns, assign patterns class-wise instead of bulk applying.
   
   

5. Standardize Across Terms: Try to maintain consistent patterns across terms for better academic analysis and reporting.
   
   

2.2  Assign Exam Pattern to Class

✅ Purposes:

To map exam patterns (e.g., Term-wise, Unit Test, Final Exam formats) to the relevant classes so that the mark distribution, components (theory, practical, internal), and weightage are applied correctly during result entry.

In this tab, we can assign a specific exam pattern to different classes, ensuring that each class follows the correct structure for assessments as per the school's guidelines.

📍 Where to Find It

  Navigation Path:

   Marks Manager → Assign → Assign Exam Pattern To Classes

🧾 Field Descriptions

💼 Use Case Example

Scenario:

• Class 1–5: Follow a simplified pattern with only Written (80%) + Oral (20%).
  
  

• Class 6–8: Use Theory (70%) + Internal (30%).
  
  

• Class 9–10: Use CBSE-aligned Term-wise pattern with Theory, Practical, and Internal.
  
  

Using this tab, the admin assigns the appropriate exam pattern to each class. Later, when teachers enter marks, they’ll only see the components that apply to their class pattern—no need for manual configurations.

✅ Important Tips

1. Always Define Patterns First: Use the “Define Exam Pattern” tab to create your structure before mapping it to classes.
   
   

2. Map Before Exam Schedule: Complete this mapping before scheduling exams or enabling mark entry.
   
   

3. Use Class Grouping Wisely: If multiple classes share the same pattern, use "Apply to All Sections" or bulk mapping tools to save time.
   
   

4. Review Regularly: At the start of each academic year or new term, review and update mappings if the structure changes.
   
   

5. Avoid Overlapping Patterns: Ensure a class is mapped to only one pattern per term or exam to avoid conflicts in report generation.
   
   

2.3  Assign Subject to Class-

📘Purpose

In this tab, you can assign specific academic subjects (e.g., English, Math, Science) to each class. This is a foundational step that ensures:

• Subjects are available for exam setup, mark entry, and report card generation.
  
  

• Each class has the correct subject structure according to school curriculum standards.
  
  

• Subject visibility and behavior (like inclusion in grand total or graph) are properly configured.
  
  

🎯 Extended Purpose

• Define subject structure class-wise (e.g., primary classes may have EVS, middle school may have Physics/Chemistry separately).
  
  

• Control display order of subjects in report cards.
  
  

• Set inclusion/exclusion in grand total or graphical reports.
  
  

• Apply grading scale subject-wise.
  
  

• Save time through replication for similar class setups.
  
  

📍 Where to Find It

   Navigation Path:

   Marks Manager → Assign → Assign Subject To Class

🧾 Field Descriptions

💼 Use Case Example

Scenario:

• Class 2 requires English, Math, and EVS.
  
  

• Class 10 requires separate subjects: Physics, Chemistry, Biology, and optional Computer Science.
  
  

Using this tab:

1. Assign appropriate subjects to each class.
   
   

2. Set Order No. so report card displays in desired order (e.g., English first, then Math).
   
   

3. Select Add in Grand Total for core subjects and leave unchecked for optional ones.
   
   

4. Assign grading scale differently if Class 10 uses numeric marks but Class 2 uses grade letters.
   
   

5. Use Replicate Settings to copy Class 10’s subject structure to Class 9 (if similar).
   
   

✅ Important Tips

1. Sequence Matters: Use Order No. carefully — this controls the subject order in report cards and summaries.
   
   

2. Avoid Overcrowding Grand Total: Only include core subjects in grand total; exclude co-scholastic or optional subjects.
   
   

3. Use Consistent Naming: Ensure subjects are clearly named (e.g., “Maths” not “MATH” in one class and “Mathematics” in another).
   
   

4. Double-Check Grading Scales: Assign correct grading scale per subject if different evaluations are used (e.g., CBSE-specific scales).
   
   

5. Use Graph Checkbox Wisely: Select only key subjects for performance graphs to keep visuals clean and focused.
   
   

6. Replication Saves Time: After setting one class, use Replicate Settings for similar sections or classes to maintain consistency.
   
   

7. Review Existing Relations: Before updating, review assigned subjects to avoid duplication or misassignment.
   
   

2.4  Assign Subject to Student

🎯 Purpose – Assign Subject to Student

This tab allows schools to assign subjects individually to students, rather than assigning all subjects from the class default list. It is especially useful for classes where students have elective or optional subject choices.

✅ Main Objectives:

• Handle custom subject combinations per student (common in Classes 9–12).
  
  

• Prevent unnecessary subject entries for students who haven't opted for them.
  
  

• Ensure report cards and mark sheets reflect only the selected subjects.
  
  

• Enable accurate mark entry by showing relevant subjects only.
  
  

📍 Where to Find It

   Navigation Path:

   Marks Manager → Assign → Assign Subject To Students

🧾 Field Description

💼 Use Case Example

Scenario:
Class 11 has the following subjects assigned at the class level:

• Physics, Chemistry, Math, Biology, Computer Science, English
  
  

Student A opts for:

• Physics, Chemistry, Math, English
  So, Biology and Computer Science should be deselected for this student in this tab.
  
  

Later:

• While entering marks, only the selected subjects will appear for Student A.
  
  

• On the report card, only these subjects will be shown.
  
  

• Grand total and performance charts will also reflect only the opted subjects.
  
  

✅ Important Tips

1. Must Assign Class Subjects First: Ensure class-level subject assignments are done before assigning at student level.
   
   

2. Use Filters Smartly: Filter by subject to check how many students have opted for or missed a subject.
   
   

3. Review Optional Subjects: Especially useful for electives like Computer Science, Hindi, PE, Music, etc.

4. Update Early: Do subject assignment before mark entry begins to prevent data mismatches.
   
   

5. Grading and Totals Adjust Automatically: Once mapped, only those subjects will impact the student’s grand total and grade calculations.

   ---

 2.5  Assign Subject to Teacher

🎯 Purpose – Assign Teacher to Class/Subject

This tab enables the admin to map specific teachers to classes and subjects, which helps manage who can access, view, and enter marks for students in the Marks Manager and Exam modules.

✅ Primary Objectives:

• Grant controlled access for marks entry based on subject responsibility.
  
  

• Prevent unauthorized users from editing or viewing marks for unrelated subjects or classes.
  
  

• Facilitate subject-wise accountability by linking teachers to their assigned roles.
  
  

• Improve security, data integrity, and workflow management.
  
  

📍 Where to Find It

     Navigation Path:

   Marks Manager → Assign → Assign Subjects to Teacher

🧾 Field Descriptions

💼 Use Case Example

Scenario:

• Class 10-A has the following subjects:
  
  

• English – Assigned to Teacher A
  
  

• Math – Assigned to Teacher B
  
  

• Science – Assigned to Teacher C
  
  

Using this tab:

• Admin assigns Teacher B only to Math for Class 10-A.
  
  

• When Teacher B logs in, they can only access Math mark entry for 10-A, not for other classes or subjects.
  
  

• This ensures accountability and restricts data access only to relevant staff.
  
  

✅ Important Tips

1. Assign After Final Timetable: Ensure teaching assignments are finalized before mapping to avoid rework.
   
   

2. Cross-Class Teachers: A teacher teaching the same subject in multiple sections should be mapped to each section individually.
   
   

3. Regularly Audit Access: Periodically check this mapping to ensure no ex-staff or incorrect teachers remain assigned.
   
   

4. Essential for Marks Entry: Only mapped teachers will be able to view their students’ subjects during marks entry.
   
   

5. Mapped Data Report: Always review the mapped list to avoid duplication or missed assignments.
   
   

2.6  Assign Exam for Graph

🎯 Purpose 

This tab is used to link specific classes to particular exams so that the system can generate exam-wise graphical reports. These reports visually represent students’ performance across different exams and help in tracking academic progress over time.

✅ Main Objectives:

• Enable graph generation (bar, line, comparative charts) based on selected class-exam mappings.
  
  

• Assist teachers, students, and parents in visually analyzing performance across terms like PT1, PT2, Half-Yearly, Final.
  
  

• Simplify performance tracking by grouping class data with exams.
  
  

📍 Where to Find It

     Navigation Path:

   Marks Manager → Assign → Assign Exam for Graph

🧾 Field Description

💼 Use Case Example

Scenario:

• School wants to generate exam-wise graphs for Class 6 to 10 for Term 1 and Term 2.
  
  

• From this tab, admin selects:
  
  

• Exam: Term 1 → Classes: 6, 7, 8, 9, 10
  
  

• Exam: Term 2 → Classes: 6, 7, 8, 9, 10
  
  

Once this is done:

• Graphs will be auto-generated in performance reports or dashboards showing:
  
  

• Term 1 vs Term 2 comparison
  
  

• Class average vs subject average
  
  

• Top performers, etc.
  
  

✅ Important Tips

1. Must Assign Before Graph Generation: Mapping must be completed before running any report that includes graphs.
   
   

2. Ensure Exams Are Already Defined: Exams must be created in the system before you can map classes to them.
   
   

3. Include All Relevant Classes: Skipping a class here means its data will not show up in exam-wise graphs.
   
   

4. Useful for PTM & Analysis: Graphs linked to these settings are often shown during Parent-Teacher Meetings or in performance dashboards.
   
   

5. Cross-Term Comparisons: Helps in comparing Term 1 vs Term 2 progress visually.
   
   

2.7 Generate Exam Roll Number

🎯 Purpose 

To generate and assign unique exam roll numbers to students for better organization during examinations and result reporting.

📍 Where to Find It

     Navigation Path:

   Marks Manager → Assign → Generate Exam Roll Number

🧾 Field Description

💼 Use Case Example

• Useful during preparation of exam seating plans, hall tickets, and mark sheets.
  
  

• Ensures non-duplicate and systematic numbering of students for smooth exam conduct.
  
  

• Especially helpful for large batches of students where manual numbering is time-consuming.
  
  

✅ Important Tips

• Double-check the starting number to avoid overlap with existing roll numbers.
  
  

• Always click Save after generating roll numbers; otherwise, they won’t be recorded.
  
  

• Use the Export function to share or print roll numbers for exam teams and invigilators.
  
  

2.8  Assign Teacher to Exam Roll Number

🎯 Purpose

To connect each student’s exam roll number with the respective subject teacher or class teacher. This helps in organizing invigilation, supervision, evaluation, and communication during exams efficiently.

📍 Where to Find It

Navigation Path:
Marks Manager → Assign → Assign Teacher to Exam Roll Number

🧾 Field Description

💼 Use Case Example

• Assign subject-wise teachers for exam paper evaluation.
  
  

• Allocate class teachers or invigilators to supervise students during exams.
  
  

• Create structured records to generate invigilation schedules or evaluation logs.
  
  

• Simplifies responsibility tracking during the exam period, especially in large schools.
  
  

✅ Important Tips

• Ensure exam roll numbers are already generated before using this tab.
  
  

• Use a consistent teacher assignment method (subject-wise or class-wise).
  
  

• Cross-verify teacher-student mapping before saving to avoid confusion.
  
  

• Revisit this tab in case of teacher transfers or subject changes.

2.9  Assign CSA to Class

🎯 Purpose

To define and assign Co-Scholastic Areas (CSA) such as discipline, arts, work education, physical education, and life skills to each class. This ensures these areas are included in student assessments and report cards.

📍 Where to Find It

Navigation Path:
Marks Manager → Setup → Assign CSA to Class

🧾 Field Description

🧾 Existing CSA Assignment Table Description

💼 Use Case Example

• For Class 6, you can assign CSA activities like Discipline, Art Education, and Work Education which will appear in their assessment and report card.
  
  

• Enables structured evaluation of non-academic development areas like life skills, behavior, and creativity.
  
  

✅ Important Tips

• Make sure CSA definitions and grading scales are already set up in the system before assignment.
  
  

• CSA assignments should match CBSE/Board guidelines for each grade level.
  
  

• Once CSA areas are assigned, teachers can begin entering grades for them during assessments.
  
  

• Revisit assignments if there's any change in curriculum or evaluation pattern mid-year.

2.10  Assign CSA to Student

🎯 Purpose

To assign specific Co-Scholastic Activity (CSA) areas to individual students, allowing for personalized evaluation in non-academic areas such as discipline, art, physical education, SEL, etc.

📍 Where to Find It

Navigation Path:
Marks Manager → Assign → Assign CSA to Student

🧾 Field Description (Table Format)

💼 Use Case Example

• Assign Work Education only to selected students enrolled in that elective.
  
  

• Assign Life Skills CSA only to students participating in a special program or behavioral observation.
  
  

• Useful for customized report card entries when not all students in a class are evaluated on the same co-scholastic activities.
  
  

✅ Important Tips

• CSA activities must be defined and assigned to the class first before assigning to individual students.
  
  

• Use filters or search to quickly locate specific students in large class lists.
  
  

• Double-check student selections to avoid assigning irrelevant CSA areas.
  
  

• Review grading scale compatibility for each CSA before assigning.

2.11  Assign CSA to Teacher

🎯 Purpose

To assign teachers to specific Co-Scholastic Activity (CSA) areas per class, defining who is responsible for grading or managing each non-academic skill such as Discipline, Art Education, Physical Education, etc.

📍 Where to Find It

Navigation Path:
Marks Manager → Assign → Assign CSA to Teacher

🧾 Field Description Table

💼 Use Case Example

• Assign Mr. Sharma to monitor Discipline and Ms. Meena to handle Art Education for Class 6-A.
  
  

• Enables teachers to enter grades or remarks in their assigned CSA areas during exams or evaluations.
  
  

✅ Important Tips

• Ensure all CSA areas are predefined and assigned to the class before assigning teachers.
  
  

• A teacher can be assigned to multiple CSA areas but verify that they are not overloaded.
  
  

• Regularly review and update assignments in case of staff changes or role shifts.
  
  

• Use Existing Relation(s) to avoid duplicate assignments and ensure correct mapping.
  
  

 2.12 Relate Subject Remark To Class-

🎯 Purpose

To link subject-wise predefined remarks with specific classes so that during result/marks entry, teachers can quickly select appropriate remarks from a dropdown list rather than typing manually.

📍 Where to Find It

Navigation Path:
Marks Manager → Assign → Relate Subjects Remark To Class

🧾 Field Description Table

💼 Use Case Example

• For Class 8-A, English, you can link remarks such as “Very expressive in writing”, “Can improve grammar”, etc.
  
  

• During result entry, the English teacher will be able to choose from these options using a dropdown.
  
  

• This speeds up the entry process and ensures consistent language in report cards.
  
  

✅ Important Tips

• Make sure remarks are already defined in the system before mapping them to subjects/classes.
  
  

• You can link multiple remarks to a single subject per class.
  
  

• Periodically review and update remarks based on curriculum changes or feedback.
  
  

• Deleting a mapping removes it from the dropdown list during marks/remarks entry.

2.13 Assign Installment to Term

🎯 Purpose

This page allows users to assign fee installments to academic terms. It is particularly useful for linking fee payment status with report card visibility in the mobile app or web portal. Purpose: To ensure that students who have pending fees do not get access to their report cards until the dues are cleared.

 Important Note: In addition to this setup, a related configuration must also be done under the e-Care General settings to restrict report card visibility based on fee status.

📍 Where to Find It

Navigation Path:
Marks Manager → Assign → Assign Installment To Term

🧾 Field Description Table

💼 Use Case Example

• For Class 10 Term-1, map the 1st Installment so students must clear that payment before seeing their Term-1 report card.
  
  

• Helps ensure fee compliance without manual follow-ups.
  
  

• Useful for automated control of report card visibility on the parent/student portals.
  
  

✅ Important Tips

• Make sure installments are already defined in the Fee Structure before mapping.
  
  

• This feature only controls visibility, not generation of report cards.
  
  

• You must also enable the related restriction setting in e-Care General Settings for this to take effect.
  
  

• Periodically review and update mappings at the beginning of each term or session.
  
  

3-  Scholastic Subjects

3.1  Scholastic Subject weightage -

🎯 Purpose

To define exams subject-wise for a selected term, configure their evaluation parameters (such as full marks, weightage, and report card marks), and manage how marks are displayed in report cards.
It also allows replication of the same structure to other classes for efficiency.

📍 Where to Find It

Navigation Path:
Marks Manager → Scholastic Subjects → Define Exam for Subject

🧾 Field Description Table

💼 Use Case Example

• If Science exam is conducted out of 100, but the school wants to show it out of 70, set:
  
  

• Maximum Marks = 100
  
  

• Report Card Marks = 70
  
  

• The system will auto-scale the student’s score accordingly on the report card.
  
  

• If Class 6A and 6B follow the same structure, define once for 6A and replicate to 6B, saving time.
  
  

✅ Important Tips

• Always double-check RCM values to ensure proper scaling in report cards.
  
  

• Ensure that weightage totals 100% across all exams in a term for accuracy.
  
  

• Use Replicate to Classes for efficient bulk setup—especially useful for schools with multiple sections.
  
  

• Once marks are entered, the exam settings cannot be modified unless unlocked using Exam Modification Permission.
  
  

3.2  Subject Grouping

✅ Purpose

To group multiple related subjects under a single group name, enabling combined mark calculations and consolidated report card display.

📍 Where to Find It

Navigation Path:
Marks Manager → Scholastic Subjects → Define Subject Grouping

🧾 Field Description Table

💡 Use Case

• Grouping Physics, Chemistry, and Biology as Science allows:
  
  

• Combined mark display in the report card.
  
  

• Aggregate evaluation.
  
  

• Simplified report structure.
  
  

Ideal when exams are conducted individually for these subjects but reporting needs consolidation.

⚠️ Important Tips

• Grouping is essential for report cards where subject marks must be shown as one (e.g., Science instead of three separate marks).
  
  

• Make sure the subject group aligns with the exam and report card design expectations.

4.- Record Manager

4.1  Scholastic Subject Entries

4.1.1 Mark Entries Subject Wise

🎯 Purpose

To enter or update student marks for each subject individually.
It also allows importing marks in bulk through Excel, locking entries to prevent changes, and using predefined keys for special cases (like AB – Absent, ML – Medical Leave).

📍 Where to Find It

Navigation Path:
Marks Manager → Record Manager → Scholastic Subject entries → Marks Entry Subject Wise