> ## Documentation Index
> Fetch the complete documentation index at: https://help.edustream.ng/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up Your Academic Year and Grading in Edustream

> Create your academic session, configure term dates, set CA and exam weights, define your grade scale, and assign subjects and teachers to classes.

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.

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Click 'New Session'">
    Click the **+ New Session** button in the top-right corner. A creation dialog appears.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the session">
    Click **Create Session**. The new session appears in the sessions list and opens automatically for term configuration.
  </Step>
</Steps>

<Note>
  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.
</Note>

***

## 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.

<Steps>
  <Step title="Open the Terms tab">
    Within your active session, click the **Terms** tab. You will see three term slots ready to configure.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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:

    | Term        | Typical Start   | Typical End    |
    | ----------- | --------------- | -------------- |
    | First Term  | Early September | Early December |
    | Second Term | Early January   | Late March     |
    | Third Term  | Late April      | Late July      |
  </Step>
</Steps>

<Tip>
  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.
</Tip>

***

## 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%.

<Steps>
  <Step title="Go to Score Weighting">
    Within the session settings, click the **Score Weighting** tab (or scroll to the *Score Configuration* section on the Terms page).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the configuration">
    Click **Save Weighting**. A confirmation message appears, and all score calculations for this session will now use the new split.
  </Step>
</Steps>

<CardGroup cols={2}>
  <Card title="Example: 40/60 Split" icon="calculator">
    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.
  </Card>

  <Card title="Example: 30/70 Split" icon="calculator">
    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.
  </Card>
</CardGroup>

<Warning>
  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.
</Warning>

***

## 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.

<Steps>
  <Step title="Open the Grade Scale tab">
    Within the session settings, click **Grade Scale**. The current scale is displayed as a list of grade bands.
  </Step>

  <Step title="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`)
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the grade scale">
    Click **Save Grade Scale**. The new scale takes effect immediately for all subsequent report card generation in this session.
  </Step>
</Steps>

Below is a sample grade scale you can use as a starting point:

| Letter Grade | Min Score (%) | Max Score (%) | Remark    | Point Weight |
| :----------: | :-----------: | :-----------: | --------- | :----------: |
|       A      |       75      |      100      | Excellent |       5      |
|       B      |       65      |       74      | Very Good |       4      |
|       C      |       55      |       64      | Good      |       3      |
|       D      |       45      |       54      | Pass      |       2      |
|       F      |       0       |       44      | Fail      |       0      |

<Info>
  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.
</Info>

***

## 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.

<Steps>
  <Step title="Navigate to Subjects">
    From **Settings**, click **Subjects** under the *Academic* section. The subjects library lists all subjects currently in your school.
  </Step>

  <Step title="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**.
  </Step>

  <Step title="Go to Class Management">
    Click **Classes** in the sidebar. Select the class you want to configure (e.g., *JSS 1A*).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

***

## 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.

<Steps>
  <Step title="Open Class Subjects">
    From the **Classes** page, open a class and navigate to its **Subjects** tab.
  </Step>

  <Step title="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**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

<CardGroup cols={2}>
  <Card title="School Profile Setup" icon="school" href="/getting-started/school-profile">
    Make sure your school name, logo, and contact details are configured before generating report cards.
  </Card>

  <Card title="User Roles & Invitations" icon="users" href="/getting-started/user-roles">
    Invite teachers and assign them to subjects once your academic structure is in place.
  </Card>
</CardGroup>