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Academics Overview
Purpose
Academics holds the reference data that enrollment and grading depend on: subjects, curriculum, schedules and classrooms. It also covers programs, school years (terms), faculty loading, advisors and grading systems.
Who can access it
Depends on the page:
| Page | Address | Roles |
|---|---|---|
| Subjects, programs, curricula, school years | /academics/subjects, /programs, /curricula, /school-years | registrar, admin |
| Classrooms | /academics/classrooms | admin, building_admin, registrar |
| Schedules | /academics/schedules | admin, department_admin, faculty_admin, faculty |
| Faculty loading (by faculty) | /academics/faculty-loading/by-faculty | admin, registrar, faculty_admin |
| Grading sheet | /academics/grading-sheet | admin, registrar, faculty_admin (see Grading Sheet) |
| Advisors, grading systems | /academics/advisors, /academics/grading-systems | admin, faculty_admin |
How to access it
Academics group in the sidebar (shown to admin, registrar, department admin and building admin).
Main functions
- Subject Registry, Academic Curricula, Schedules, Classrooms: described on their own pages.
- Academic Programs, School Years, Faculty Loading, Advisors and Grading Systems: described below.
Academic Programs
The list of academic programs (/academics/programs — for example a specific degree or track) that curricula, subjects and student records are built on. Registrar and admin can create and edit a program; a program can be marked enabled or disabled, and can have a default curriculum, which is what Academic Curricula and Add Student fall back to when nothing more specific is chosen.
⚠️ Needs verification: the required fields on a program, and what disabling a program does to students already on it.
School Years
The list of terms (/academics/school-years — each one a specific semester of a specific school year) that almost every other screen in the system is filtered by: enrollment, grading windows, schedules, tuition, reports. Registrar and admin can create and edit a term, and school years can be imported from a template.
A term carries the dates that drive several other pages described elsewhere in this wiki — the midterm/finals grading windows used by Grading, and the application period used by Public Application.
⚠️ Needs verification: the full set of fields on a term (beyond the grading and application dates already referenced from other pages), and how a term is marked "active" versus past or upcoming.
Faculty Loading
A by-faculty view (/academics/faculty-loading/by-faculty) of which classes/sections each faculty member is assigned to for a term — the same assignment made from Classlists, shown here organized by faculty instead of by class. Useful for checking a faculty member's total teaching load at a glance. Admin, registrar and faculty_admin can access it.
⚠️ Needs verification: whether this screen only displays the load or can also be used to reassign classes from here directly.
Advisors
Manages which faculty member advises which students (/academics/advisors). Admin and faculty_admin can access it. This is the same advisor relationship referenced elsewhere as intAdvisorID on a student record — the page is presumably where that assignment (and any bulk assignment or advisor switch) is made.
⚠️ Needs verification: the steps to assign or switch an advisor, and whether this screen also shows an advisor's current advisee list.
Grading Systems
Manages the grading scales (/academics/grading-systems) that subjects and classlists reference — for example a numeric 1.00–5.00 scale with remarks like Passed/Failed, or a simple Passed/Failed scale. Admin and faculty_admin can add a grading system and add grade items (the individual values and their remarks) to it. See Entering & Importing Grades for how a subject's assigned grading system determines what a faculty member can enter.
⚠️ Needs verification: the steps to create a new grading system and its items, and whether an existing grading system already in use by a subject or classlist can be edited safely.
Step-by-step usage
See each page.
Important fields/actions
Several Academics pages let you download an import template and upload a filled one (subjects, curricula, school years, classrooms, schedules).
Validation or restrictions
Programs, subjects and curricula are used by Registrar Enrollment (prerequisites, corequisites) and by the Student Checklist.
Related workflows
Student Enrollment, Grading Workflow.
Known limitations
See KI-14 (Classrooms).