Teacher & Adviser Playbook

ROLE PLAYBOOK

Teacher & Adviser Playbook

Two jobs make up almost your entire week in ERPat School: taking daily attendance for your sections, and encoding grades on the class record each quarter. This playbook gives you the exact click paths for both, explains how the grading engine turns your three scores into a DepEd-compliant grade, and — importantly — draws the line the system enforces: you submit grades, but you never release them. That final step belongs to the school head.

Who you are

You are a core ERPat staff user who has been registered as school personnel by the admin (on school/personnel) — that registration marks you as school staff and, if applicable, as adviser-eligible. Advisers are then assigned to a section in Academic Structure. As a teacher you:

• Take the daily attendance register for the sections you teach.
• Encode Written Work, Performance Task and Quarterly Assessment scores on the class record for each section + subject + term.
• Submit a finished class record so the school head can approve and release it.

Permissions you need

Your screens

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SOP — Take daily attendance

School attendance in ERPat is its own thing — it is separate from the employee / biometric HR attendance. You mark learners against a section's roster for a given day.

1. Pick section, date and session

   Go to school/attendance. Choose the section, the date, and the session (defaults to whole day). The section's current-SY enrolled roster loads into a register grid.

2. Mark each learner

   Set every learner to present, absent, late, or excused. For absent or excused, choose a reason from the list; for late, enter a time in.

3. Bulk-save the register

   Click save once to record the whole grid at once (needs school_attendance_update).

4. Review saved records

   Use the records browser to see saved rows — date, learner, section, status, reason, time in, and who encoded it — filterable by status.

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SOP — Encode grades on the class record

A class record is one section + subject + term (grading period). You encode three percentage scores per learner and the engine does the rest.

1. Open the class record

   Go to school/grades and pick the section, subject and term. The roster loads with the resolved grading scheme and its WW/PT/QA weights shown.

2. Enter the three scores per learner

   For each learner, type the percentage scores (0–100) for Written Work (WW), Performance Task (PT) and Quarterly Assessment (QA).

3. Save

   Saving (needs school_grades_update) computes each learner's weighted score, initial grade, and the final transmuted quarterly grade via the grade engine. You can re-open and re-save as often as you like — while the record is still draft.

How your three scores become a grade

You never do the arithmetic. The engine resolves the applicable scheme (which policy, which weights) from configuration by the subject's subject group, the grade level, and the school year, then:

Weighted score

Each component is multiplied by its policy weight (e.g. under DO8 a Science subject uses WW 40% / PT 40% / QA 20%).

Initial grade

The weighted components are summed into a raw “initial grade”.

Transmuted final

The initial grade is passed through the policy's transmutation rule to the final grade — a whole number, floored at 60 and capped at 100.

The final grade carries a descriptor. Passing is 75.

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SOP — Submit grades for release

When a class record is complete and correct, hand it off. This is the last thing you do to a class record.

1. Final check while it is still draft

   Confirm every learner has all three scores and the computed grades look right. Once you submit, you cannot edit the record — it leaves draft.

2. Submit

   Use Submit grades for release (needs school_grade_release). The record moves draft → submitted, and the transition is logged (you may add remarks).

3. Hand off to the head

   From here the school head approves and then releases the grades. Only released grades reach report cards and the parent/student portals.

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Adviser extras

If you are a section's adviser, you also carry the whole-section view:

• Your roster is the section's current-SY enrolled learners — the same set that drives your attendance register and every class record for that section.
• Report-card context. When the head generates a report card, it aggregates each learner's released quarterly grades across their subjects into a general average and a Promoted/Retained remark. Your job is to make sure your subject grades are submitted on time so the card is complete.

If your section is linked to a Learn course

Your school may bridge a section to an online Learn course through the LMS Bridge. When that happens, the section roster can be pushed into the course as enrollments — but only learners who already have a student portal account are enrolled; the rest are reported as skipped. The bridge is fail-safe: if the Learn module is turned off, the page simply shows a notice and your grading and attendance are unaffected.

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Tips & common mistakes

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Where to next