Daily Operations SOP

OPERATE THE SYSTEM

Daily Operations SOP

This is the School module read like a calendar of standard procedures — what happens before the year starts, every school day, at the close of each grading period, and at the end of the year. Each task lists who owns it, the exact click path under the /school menu, and a link to the deep page that explains it. If you only read one page after Getting Started, read this one.

The school-year rhythm

The four grading periods (or three trimesters, for MATATAG elementary) repeat the Run the day → Close a quarter loop until the year ends. Everything hangs off the current school year — the one flagged is_current in Academic Structure — so start there.

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1 · Start of school year

Owner: Registrar / System Administrator  ·  Screen: school/academics  ·  Permits: school_academics + _create/_update. Build the backbone for the new year before anyone can be admitted or graded. The Kinder–G12 grade levels, SHS tracks and strands, and the DO8 subject-group weight buckets are pre-seeded — you do not create those.

1. Create the new School Year and mark it current

   In Academic Structure → School Years, add the year (campus, title, start/end dates) and use Set as current so its is_current flag is on. This one flag drives every “current SY” query across enrollment, attendance, grades and the portals — set it before anything else.

2. Add the terms / grading periods

   Under Terms, create the periods for that year — four quarters (DO8) or three trimesters (MATATAG elementary) — with sequence and dates.

3. Create Sections and assign advisers

   Under Sections, add each section for its grade level (and strand, for Senior High), choose the adviser from active staff, set the room and capacity. Advisers must already exist as staff; register them under school/personnel first if needed.

4. Add Subjects and Rooms

   Confirm the Subjects catalog for the levels you teach (each subject’s subject group decides its DO8 weights) and that the Rooms list is current.

5. Confirm the grading policy

   In school/settings, check school_default_grading_policy is the policy you intend (do8_2015 or matatag_do10_2024) before grades are encoded. See the Grading Engine for what changes.

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2 · Enrollment window

Owner: Registrar  ·  Screen: school/enrollment  ·  Permits: school_enrollment + _update. Admit learners into the sections you just built. Full detail lives in Enrollment & Admissions Workflow.

1. Make sure the learner and guardian exist

   New learner? Add them in school/learners, add the guardian in school/guardians, link them, and verify the link. See Learners & Guardians.

2. Create and submit the application

   In Enrollment, create an application (learner, school year, grade level, optional strand/section, enrollment type). The applicable DepEd document checklist is copied in automatically. Then Submit it.

3. Work the requirements checklist

   As documents come in, set each requirement to submitted, verified, or waived.

4. Approve to build the roster

   Approve once every mandatory requirement is verified or waived — this is gated. Approving materialises the roster enrollment for that learner in the current year and is audited (approve_enrollment). The Roster tab then lists the enrolled learner.

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3 · Every school day

Three routines run daily once learners are on the roster.

Take the section attendance register

Owner: Teacher / Adviser  ·  Screen: school/attendance  ·  Permit: school_attendance + _update.

1. Load the register

   Pick a section + date + session (session defaults to whole). The section’s current-SY enrolled roster loads into a grid.

2. Mark each learner and save

   Mark present, absent, late or excused. Choose a reason for absent/excused and a time in for late, then bulk-save.

Run the front desk / gate

Owner: Front-desk / Gate security  ·  Screen: school/visitors  ·  Permit: school_visitors + _create (page shown only when school_visitor_pass_enabled is on). Issue a visitor pass on arrival, check in at the gate (logged, audited scan_visitor), check out on the way out, and revoke a pass if needed.

Open support cases as they arise

Owner: Guidance  ·  Screen: school/support  ·  Permit: school_support + _create/_update. Log guidance, behavioral and attendance cases; add progress notes and move status open → investigating → resolved/referred/closed. Confidential child-protection matters go on the segregated Safeguarding surface instead — see Data Privacy & Safeguarding.

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4 · End of each grading period

This is the module’s most governed workflow, deliberately split across two people. Full detail: the Grading Engine.

1. Teacher encodes the class record

   Owner: Teacher · school/grades · school_grades + _update. Pick a section + subject + term, encode Written Work, Performance Task and Quarterly Assessment; the engine computes the transmuted grade. The record is editable only while draft.

2. Teacher submits for release

   Owner: Teacher · permit school_grade_release. Submitting moves the class record draft → submitted. The encoder cannot approve their own grades.

3. Head approves and releases

   Owner: Principal / School Head · permit school_grade_approve. Approve (submitted → approved) then release (→ released). Releasing is audited (release_grades, critical) and locks the grades. Only released grades reach report cards and the portals.

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5 · End of school year

Wrap up the year once the final period’s grades are released.

1. Generate report cards

   Owner: Principal / School Head · school/report_cards · school_grade_approve. Generate an SF9-style card per learner — it aggregates the released quarterly grades into per-subject finals and a general average and stamps Promoted (GA ≥ 75) or Retained. See Report Cards.

2. Validate learner data for DepEd

   Owner: Registrar / Admin · school/reports. Run the LIS/EBEIS validation to flag missing or duplicate LRNs and incomplete demographics, and work the fix-list. This is an internal check — it never submits to DepEd.

3. Export the masterlist for internal validation

   Owner: Registrar / Admin · permit school_export (audited export). Download the SF1-style learner CSV, clearly labelled for internal validation only. See Reports & DepEd Compliance.

4. Update learner statuses

   Owner: Registrar · school/learners · school_learners_update. Move completing learners to graduated and departing learners to transferred_out so next year starts clean.

5. Roll into the next year

   Returning learners re-enter the enrollment window using the re_enrollment type; set up the next School Year and mark it current when the cycle begins again.

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Who owns what — responsibilities matrix

A quick map of each recurring task to its owning role and the permit that unlocks it.

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