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Before your teachers can enter scores or your parents can view report cards, Edustream needs to know how your school year is structured. The academic year configuration tells the platform when each term begins and ends, how continuous assessment and examination marks are weighted, how letter grades are calculated, and which teacher is responsible for each subject in each class. Taking the time to set this up carefully will save your administrators significant manual work throughout the year.

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Create a New Academic Session

An academic session represents a full school year — typically labelled in the format 2024/2025. All terms, scores, and report cards in Edustream are filed under a session.
1

Open Academic Settings

From the main dashboard, click Settings in the left sidebar, then select Academic Year under the Academic section. The Academic Year page lists all previously created sessions.
2

Click 'New Session'

Click the + New Session button in the top-right corner. A creation dialog appears.
3

Enter the session label

Type the session label in the Session Name field using the format YYYY/YYYY (e.g., 2024/2025). This label appears on report cards, transcripts, and all academic records associated with this year.
4

Set as active session

Toggle Set as Active Session to On if this is the current running year. Only one session can be active at a time. The active session is the default context for score entry, attendance, and report generation.
5

Save the session

Click Create Session. The new session appears in the sessions list and opens automatically for term configuration.
Previous sessions are preserved in read-only mode. You can always navigate back to an older session to view historical report cards and scores, but you cannot edit closed session data without contacting Edustream Support.

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Set Up Terms

Edustream supports three terms per academic session: First Term, Second Term, and Third Term. Each term has its own start date, end date, and optionally an independent CA/Exam weight configuration.
1

Open the Terms tab

Within your active session, click the Terms tab. You will see three term slots ready to configure.
2

Configure the First Term

Click Edit next to First Term and fill in:
  • Start Date — the first day of the term (e.g., 09 September 2024)
  • End Date — the last day of the term (e.g., 06 December 2024)
  • Term Label — pre-filled as First Term; you may rename it if your school uses a different convention (e.g., Autumn Term).
Click Save Term when done.
3

Configure the Second and Third Terms

Repeat the same process for Second Term and Third Term, entering their respective start and end dates. Common date ranges:
Set all three term dates before inviting teachers to start entering scores. Teachers see the active term’s name and dates in their score-entry interface, and having accurate dates helps them understand score submission windows.

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Configure CA vs. Exam Weight Split

Edustream calculates each student’s total score by combining their Continuous Assessment (CA) score and their Examination score according to a weight ratio you define. The weights must add up to 100%.
1

Go to Score Weighting

Within the session settings, click the Score Weighting tab (or scroll to the Score Configuration section on the Terms page).
2

Enter CA weight

In the CA Weight (%) field, enter the percentage of the total score that continuous assessment contributes. For example, enter 40 for a 40% CA weighting.
3

Enter Exam weight

In the Exam Weight (%) field, enter the remaining percentage. Edustream will validate that the two values sum to exactly 100 before saving.
4

Save the configuration

Click Save Weighting. A confirmation message appears, and all score calculations for this session will now use the new split.

Example: 40/60 Split

A student scores 35/40 in CA and 52/60 in Exams. Edustream adds these to produce a total of 87/100, then maps the result to your grade scale.

Example: 30/70 Split

A student scores 24/30 in CA and 56/70 in Exams. Edustream totals these to 80/100 and applies the corresponding letter grade from your scale.
Changing the CA/Exam weight split after teachers have already submitted scores will recalculate all existing totals immediately. Notify teachers before making mid-term changes to this configuration.

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Set Up the Grade Scale

The grade scale maps a student’s total percentage score to a letter grade, a descriptive remark, and a point weight used for GPA-style calculations. Edustream ships with a default scale that you can customise to match your school’s official grading policy.
1

Open the Grade Scale tab

Within the session settings, click Grade Scale. The current scale is displayed as a list of grade bands.
2

Edit each grade band

For each letter grade, click Edit and set the following fields:
  • Letter Grade — the grade symbol (e.g., A, B, C, D, F)
  • Minimum Score (%) — the lower boundary of the band (inclusive)
  • Maximum Score (%) — the upper boundary of the band (inclusive)
  • Remark — a short descriptive label printed on the report card (e.g., Excellent, Very Good, Good, Pass, Fail)
  • Point Weight — the numeric point value used for GPA calculation (e.g., 5, 4, 3, 2, 0)
3

Add or remove grades

To add an extra grade band (e.g., an A+ distinction), click + Add Grade. To remove a grade band you no longer use, click the Delete icon next to it.
4

Ensure full coverage

Edustream validates that your grade bands cover the full 0–100 range without gaps or overlaps before saving. A visual coverage indicator highlights any uncovered score ranges in red.
5

Save the grade scale

Click Save Grade Scale. The new scale takes effect immediately for all subsequent report card generation in this session.
Below is a sample grade scale you can use as a starting point:
Point weights are optional but recommended if your school issues cumulative GPA scores on transcripts. If you do not use GPA, you can set all weights to 0 — the letter grades and remarks will still appear correctly on report cards.

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Add Subjects and Assign Them to Classes

Subjects must be created at the school level and then linked to specific classes. A subject that is not assigned to a class will not appear in that class’s score-entry interface or on its students’ report cards.
1

Navigate to Subjects

From Settings, click Subjects under the Academic section. The subjects library lists all subjects currently in your school.
2

Create a new subject

Click + Add Subject. Enter the Subject Name (e.g., Mathematics, English Language, Basic Science) and optionally a Subject Code (e.g., MTH101). Click Save.
3

Go to Class Management

Click Classes in the sidebar. Select the class you want to configure (e.g., JSS 1A).
4

Assign subjects to the class

Within the class detail page, click the Subjects tab, then click + Assign Subject. Select subjects from your school’s subjects library. Repeat until all subjects offered in that class are assigned.
5

Repeat for each class

Work through each class in your school, assigning the appropriate subjects. Classes at the same level (e.g., JSS 1A and JSS 1B) typically share the same subject list — use the Copy from Class shortcut to duplicate assignments quickly.

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Assign Teachers to Subjects and Classes

Once subjects are assigned to classes, you can map each subject-class combination to the teacher responsible for entering scores and managing that subject.
1

Open Class Subjects

From the Classes page, open a class and navigate to its Subjects tab.
2

Assign a teacher

Next to each subject, click Assign Teacher. A dropdown lists all staff members with the Teacher role. Select the appropriate teacher and click Confirm.
3

Verify assignments

After saving, the subject row displays the assigned teacher’s name. The teacher will now see this subject in their score-entry dashboard when they log in.
4

Handle shared or unassigned subjects

If a subject is taught by multiple teachers across different classes, assign each teacher to their specific class’s instance of the subject. If a subject has no assigned teacher yet, it will appear in the class subject list but score entry will be unavailable until a teacher is assigned.
A teacher can be a Form Teacher (responsible for a whole class) as well as a Subject Teacher (responsible for a specific subject across multiple classes). You can set the Form Teacher for a class from the Classes → Class Details page.

School Profile Setup

Make sure your school name, logo, and contact details are configured before generating report cards.

User Roles & Invitations

Invite teachers and assign them to subjects once your academic structure is in place.