Principal & School Head Playbook

ROLE PLAYBOOK

Principal & School Head Playbook

You are the release authority. Teachers encode and submit grades; you approve them, release them, and generate the report cards. The system gives you this power deliberately and keeps it out of the encoder's hands — no teacher can publish their own grades. This playbook covers the approve-and-release hand-off, generating SF9-style cards, confirming the right grading policy is active before you release, and the oversight and audit reviews that come with the job.

Who you are & your key permit

The principal / school head holds the release side of the grading segregation-of-duties split, plus broad oversight reads. Your defining permission is:

Segregation of duties, in one picture

A quarter's grades pass through a fixed, no-skipping sequence. Teachers own the first hop; you own the last two.

Each transition is logged in the grade-approvals history with your name and any remarks. Releasing is audited as release_grades (critical severity) and locks the grades — after release they can no longer be edited.

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SOP — Review, approve & release quarter grades

Do this once a class record's teacher has submitted it. Approve and release are two separate clicks so you can pause between them to check the work.

1. Open the submitted class record

   Go to school/grades, pick the section, subject and term. A submitted record shows the computed WW/PT/QA and final grades against the scheme's weights.

2. Review the grades

   Sanity-check the finals against the descriptors and passing mark (75). If something is wrong, do not approve — have the teacher correct it. (A record only becomes editable again if it is still in the appropriate state; see the FAQ for the correction path.)

3. Approve

   Use Approve (needs school_grade_approve). This moves the record submitted → approved and stamps you as approver. You may add remarks.

4. Release

   Use Release (also school_grade_approve). The record moves approved → released, is audited as release_grades, and is locked. Only now do the grades flow to report cards and the parent/student portals.

SOP — Confirm the right grading policy is active

The engine computes grades from a scheme resolved by policy, subject group, grade level and school year. Confirm the correct one is in play before you release, because release locks the result.

1. Open the Schemes reference tab

   On school/grades, open the Schemes tab. Each scheme lists its name, policy — DO8 s.2015 or MATATAG DO10 s.2024 — subject group (or “uniform”), period type, the WW/PT/QA weights, and the passing grade.

2. Check it matches your school's policy

   DO8 s.2015 is quarterly with weights that vary by subject group; MATATAG DO10 s.2024 is a uniform 25/50/25 with a floor-60 linear transmutation and (for elementary) a trimester. Your school's default policy is the school_default_grading_policy setting — but the scheme actually applied is the one resolved for that grade/subject-group/year.

3. Escalate a mismatch to the admin

   If a class is computing against the wrong policy, ask the system administrator to correct the scheme configuration before you approve — weights are configuration, not something you edit per class.

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SOP — Generate report cards

A report card (SF9-style) is generated per learner from their released grades. It is your action, not the teacher's.

1. Ensure grades are released

   The card only pulls released quarterly grades for the current school year. Release the relevant class records first.

2. Generate for the learner

   On school/report_cards (the sibling of Grades), open Generate, pick the learner, and confirm (needs school_grade_approve).

3. Let it aggregate

   ERPat aggregates the learner's released grades: each subject's final is the average of that subject's terms, and the general average is the average of the subject finals. It sets the remark Promoted (GA ≥ 75) or Retained, freezes the snapshot, and audits the action as release_grades.

4. View / print

   Open the card's view for a printable-style SF9 layout with a descriptor per subject. The card list shows learner, school year, general average, remarks and status.

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Oversee enrollment, roster & compliance

Beyond grades you keep an eye on the whole operation. These are mostly read-and-verify tasks.

• Enrollment & roster. On school/enrollment, the Roster tab shows the current-SY enrolled learners. Applications are worked by the registrar; approval materialises the roster and is audited (approve_enrollment / reject_enrollment).
• Reports dashboard. On school/reports, the summary counts (active learners, current-SY enrolled, sections, open support cases, released report cards) give you a one-glance health check, plus the current school year.
• DepEd readiness. The LIS/EBEIS validator and the SF1-style masterlist export are internal aids — they never submit to or replace DepEd LIS/EBEIS. Use them to confirm the data is clean before official filing.

Read the audit trail

Sensitive actions across the module are written to the ERPat audit log. As head you should review it periodically — especially the critical entries.

Ordinary create/update/delete activity is captured by the base activity log. The full audit model and the statutory basis are in Data Privacy & Safeguarding.

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Governance checklist

Common mistakes

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Where to next