EDUTEK SMS Complete User Guide

From Setup to Certificate – A Step-by-Step Operational Guide

This playbook shows school admins exactly what to do, when to do it, and how to keep their Code Club running smoothly all term.

📅 Phase 1: Term Setup (Week 0 – Before Students Arrive)

• 1Verify Code Club is enabled for your school (ask your coordinator or Super Admin).
• 2Confirm the current term is set in Settings, and set your Term Resumption and Closing Dates.
• 3Collect the termly fees from students/parents:
  • ₦1,000 platform access (unlocks Scratch, lessons, project submissions)
  • ₦8,000 certificate fee (unlocks exams, club running, certificates)
• 4Send payments to your Edutek Coordinator (their contact is on your dashboard). The coordinator records the payment; it appears in your dashboard within minutes after approval.
• 5Confirm eligibility by opening Exam Access Codes — students who paid the certificate fee appear as eligible.

📚 Phase 2: Learning (Weeks 1–6)

• •Share login instructions with students (email + password, or admission number via CBT mode).
• •Set up Scratch — students get their Scratch accounts on first login. Teachers link the class studio.
• •Monitor weekly progress from the dashboard: who's stuck, who's submitted projects, who hasn't logged in.
• •Approve project submissions in the school dashboard → Pending Submissions. Fast approvals keep students motivated.

📝 Phase 3: Exams (Weeks 7–8)

• 1Get the exam access code from Exam Access Codes. Each exam has its own code.
• 2Share the code with eligible students only — use the WhatsApp share button or copy the invite message.
• 3Students take the exam — they must enter the code to start. Timer runs automatically.
• 4If a student has a genuine problem (crash, network, emergency), contact your coordinator to reset their session.

🎓 Phase 4: Certificates (End of Term)

• •Confirm all certificate fees are paid for graduating students.
• •Download certificates from the school dashboard → Certificates.
• •Print and present them in your end-of-term assembly — celebrate the students!
• •Promote ready students to the next level from the dashboard.

Welcome to Code Club!

Here's exactly what to do in your first week to get the most out of your Code Club journey.

📥 Day 1: Get Set Up

• 1Log in with your school email + password (or admission number if your school uses CBT mode).
• 2Pick your avatar — click your profile picture at the top. Choose from 8 fun avatars.
• 3Take a tour of the dashboard — you have 4 tabs: Learn, Submit, Exams, Rewards.
• 4Complete Lesson 1 — watch the video, follow the steps, submit your first Scratch project.

📚 Your Daily Routine

• •Watch the tutorial for your next lesson (Step 1 in each lesson).
• •Build the project in Scratch — take your time, experiment, have fun.
• •Submit the link — copy the project URL from your browser and paste it in the Submit tab.
• •Wait for approval — your teacher reviews and approves. You earn XP + badges!
• •Mark complete — once approved, mark the lesson done and move to the next one.

🎁 What You Earn

How to Use Character Ratings

• 1Teachers access "Character Ratings" from their dashboard (under Results).
• 2Select a class, session, and term to load students.
• 3Rate each student on a scale of 1–5 for both Affective (Discipline, Punctuality, Teamwork, Attitude, Attentiveness) and Psychomotor (Handwriting, Sports, Practical Skills, Game, Verbal) domains.
• 4Save – ratings are stored and later used in report cards and automated comments.

How Results Are Calculated (Nigerian Standard)

• 1Raw Scores: Teachers enter CA1 (max 20), CA2 (max 20), and Exam (max 60). If "Auto CBT Score" is enabled, the CBT (objective) part is auto‑filled from the student's exam (scaled to 30), and teachers only enter Theory (max 30).
• 2Total Score: CA1 + CA2 + Exam (or CBT+Theory) + Extra (if enabled) = Total. The total is automatically capped at 100 (so even if scores exceed 100, it's reduced to 100).
• 3Percentage: The total is already a percentage out of 100 – no extra conversion needed.
• 4Grade (Nigerian Standard): Based on percentage:
  A = 70–100%, B = 60–69%, C = 50–59%, D = 45–49%, E = 40–44%, F = 0–39%. Remarks: Excellent, Very Good, Good, Fair, Poor, Fail.
• 5Subject Average & Overall: The system calculates the student's average across all subjects for the term, and the class average (if needed).

How CGPA (Cumulative Grade Point Average) Works

• 1Grade Points (4.0 Scale): Each percentage maps to a grade and a grade point.
  A = 4.0 (90–100), A- = 3.7 (87–89), B+ = 3.5 (80–86), B = 3.3 (77–79), B- = 3.0 (74–76), C+ = 2.8 (70–73), C = 2.5 (67–69), C- = 2.3 (50–66), D+ = 2.0 (47–49), D = 1.7 (44–46), D- = 1.5 (40–43), F = 1.3 (0–39).
• 2Credit Units (CU): Each subject is assigned a credit unit (e.g., Mathematics = 5, English = 5, others = 2). This reflects the subject's importance or contact hours.
• 3Points per Subject: Grade Point × Credit Unit = Subject Points.
• 4GPA (Grade Point Average): Sum of all Subject Points ÷ Sum of all Credit Units = GPA. This is the weighted average of grade points.
• 5Overall Grade (based on GPA): A (≥3.5), B (3.0–3.49), C (2.5–2.99), D (2.0–2.49), F (<2.0).
• 6Pass/Fail Count: The system also counts how many subjects the student passed (score ≥ 40) and failed (score < 40).

Automatic Report Card Printing

• 1After entering all results, system calculates totals and grades based on weighting.
• 2Class Teacher adds remarks/comments (or use auto‑generate).
• 3Head Teacher approves final results.
• 4Reports → Report Card → Select student, term, session → Print.

How Attendance is Calculated on Report Cards

• 1Total School Days (Denominator): The system counts weekdays (Monday–Friday) between the Term Resumption Date and Term Closing Date set in School Settings. Weekends (Saturday & Sunday) are excluded.
• 2Days Present (Numerator): The system counts distinct days the student was marked "Present" in attendance. If a student is marked present in either Morning or Afternoon session, it counts as one present day. If both sessions are marked present, it still counts as one day.
• 3Attendance Percentage: Days Present ÷ Total School Days × 100.
• 4Example: If the term has 80 weekdays and the student was present on 75 days, attendance = 75 / 80 (94%).
• 5Why not session-based? Nigerian school report cards traditionally report attendance by days, not sessions. This is the standard format expected by parents and inspectors.

Data Retention & Retrieval

• 1All data is stored per term and session – results, comments, affective/psychomotor ratings, and attendance are all linked to the specific term and session they were recorded for. This means nothing is ever overwritten or lost.
• 2"Next Term Begins" is now stored per term – each term has its own next_term_begins date in the academic_terms table. When you print a report card for a past term, you see the exact date that was set for that term – not today's date.
• 3How to access old report cards:
  • Admin: Go to Admin → Results Management. Use the filters to select the Session, Term, and Class. Click "View Result" or "Report Card" for any student.
  • Teacher: Go to Reports → Report Card. The page includes dropdowns to select the session and term (passed via URL).
  • Direct URL: You can construct a URL like /admin/reports/report_card.php?student_id=123&class_id=5&session_id=2&term_id=3 to load a specific historical report.
• 4Why this matters: Parents may need a child's historical report cards for school transfers, university applications, or scholarship verification. The system preserves all data indefinitely, ensuring you can always generate an authentic, timestamped report card exactly as it looked when the term ended.
• 5Best practice: Always set term dates (resumption, closing, and next term begins) when creating a new term – this locks in accurate attendance and the correct "Next Term Begins" for that term. Past data is never affected by changes made later.

How to Use AI Credits

• 1School admin buys AI credits (via AI Credits page).
• 2Teachers go to Lesson Notes → AI Generator.
• 3Select Class, Subject, Topic → "Generate" (uses 1 credit).
• 4System calls Groq/Gemini AI to create full lesson plan.
• 5Teacher can edit then save as lesson plan.

Why prompts matter

Both AI features — AI Lesson Plans (teachers) and AI Question Generator (CBT) — respond to what you type. A clear prompt produces a ready-to-use result. A vague one produces something you'll spend 20 minutes fixing.

This library gives you copy-paste ready prompts organised by subject and by the special feature you want (diagrams, tables, phonics, LaTeX). Start with any prompt, edit the topic to match your lesson, and hit Generate.

🎓 AI Lesson Plan Prompts (Teachers)

Open Lesson Notes → AI Generator. Pick your class and subject from the dropdowns, then paste the Topic and Additional instructions from any prompt below.

🔹 Starter prompts — one per subject

🔹 Feature-focused prompts — ask for one thing specifically

🧠 AI CBT Question Prompts (Teachers)

Open CBT → AI Generate. Set Source to AI (or leave it on Auto), then paste the Topic from any prompt below. Use 3–5 questions per run — larger batches risk truncation on long answers.

🔹 Core subject prompts

🔹 Stress-test prompts — mixed features

✨ How to Write a Good Prompt — 6 Rules

• 1Name the topic exactly.
  ❌ "Something about plants"
  ✅ "Photosynthesis in green plants"
• 2Say the level. Include the class (Primary 4, JSS2, SS1) and the exam body if relevant (BECE, WAEC, NECO). The AI adjusts vocabulary and depth accordingly.
• 3Request the special feature you want. The AI won't guess that you want a diagram unless you ask:
  • "Include a two-set Venn diagram comparing X and Y."
  • "Include a mermaid flowchart showing the process."
  • "Use IPA symbols inside slashes for every phoneme."
  • "Present the data in a table."
• 4Mention LaTeX explicitly for maths. "Use dollar signs for all equations" tells the model to write $x^2$ instead of "x squared". Without this, you may get plain text.
• 5Add Nigerian context if it matters. "Use Nigerian locations", "use Naira amounts", "reference WAEC past questions" — the AI will weave them in. Useful for culturally relevant examples.
• 6Be brief but specific. Two sentences of instruction beats ten sentences of setup. If your prompt is longer than the topic itself, you're over-explaining.

⚠️ Common Prompt Mistakes (and How to Fix Them)

🍳 Subject-Specific Quick Recipes

Short templates you can adapt for any topic in that subject. Replace the bracketed parts.

Where You Can Use These Tools

Every question field in the CBT module accepts rich content — math formulas, bold text, italic emphasis, and full tables. The same tools also work in:

• ✓Question text — the main question body
• ✓Options A, B, C, D — for objective exams
• ✓Model answers — for subjective exams (teacher-facing)

Students see the rendered output on their exam page. Teachers see it in the question bank list, preview page, and grading page.

1. The Math Toolbar – 90+ Symbols Across 9 Categories

When you open the "Add Question" or "Edit Question" modal, you'll see a toolbar above the question textarea. It's organized into tabs by category so you can find what you need without scrolling through hundreds of icons:

How to Insert a Symbol

• 1Click inside the question textarea where you want the symbol.
• 2Click the category tab you want (e.g., Fractions).
• 3Click the symbol button (e.g., a/b).
• 4The LaTeX code is inserted and the live preview renders it instantly.

2. Inline vs Display Math – When to Use Which

Math renders in two modes. The difference is purely visual — inline math sits inside a sentence, display math stands alone on its own line.

Rule of Thumb

• •Use inline $...$ for variables (x, y, θ), short expressions, and anything inside a sentence.
• •Use display $$...$$ for standalone equations, large fractions, matrices, or when the formula is the main focus of the question.
• •The toolbar inserts the correct wrapper automatically — you rarely need to type the dollar signs by hand.

3. Rich-Text Formatting – Bold, Italic, Underline

You can emphasise parts of a question without writing HTML. Two syntaxes work — pick whichever you prefer:

Quick way to add them

• 1Select the text you want to format (or leave nothing selected).
• 2Click B, I, or U in the toolbar (Formatting tab).
• 3The tags wrap around your selection, and the preview updates instantly.

4. Tables – Perfect for Data, Logs, and Comparisons

Tables are common in mathematics, sciences, and language questions (log tables, titration data, vocabulary lists). The editor uses a simple pipe syntax that renders as a proper table for students.

The 3-Line Rule

Every table needs at least three lines:

• 1Header row — the column titles, wrapped in | pipes.
• 2Separator row — dashes between pipes. This tells the system "the line above is a header".
• 3Data rows — one row per line, each value wrapped in | pipes.

Example – Copy This Directly

| Log       | Nos       |
|-----------|-----------|
| 29382938  | 348347    |
| 56785678  | 910991    |
| 12341234  | 567567    |

This renders as a 2-column, 3-row table with a header row. Line 2 is the separator (must contain dashes).

Quick way to add a table

• 1Click inside the textarea where the table should go.
• 2Click the ▦ Table button in the Formatting tab.
• 3A template table appears. Replace the placeholder text with your data.

Common Mistakes

• ✗Writing the table on one line: | Log | Nos | + data row — this won't render. Each row must be on its own line.
• ✗Skipping the separator: the parser needs |-----| between header and data.
• ✗Missing outer pipes: every row must start and end with |.
• ✓Column widths don't matter — |Log| and | Log | both work.

5. Worked Examples – Copy These Into Real Questions

Example 1 — Quadratic Equation (Mathematics)

Solve the following quadratic equation:

$$x^2 - 5x + 6 = 0$$

Options:
A. $x = 2$ and $x = 3$
B. $x = -2$ and $x = -3$
C. $x = 1$ and $x = 6$
D. $x = -1$ and $x = -6$

Correct: A

Example 2 — Chemistry Data Table

Study the titration results below and answer the question:

| Trial | Volume (cm³) | Moles |
|-------|--------------|-------|
| 1     | 24.50        | 0.002 |
| 2     | 24.55        | 0.002 |
| 3     | 24.48        | 0.002 |

What is the average volume used?

Example 3 — Biology with Emphasis

Which of the following is [b]NOT[/b] a function of the
cell membrane?

A. Controls what enters and exits the cell
B. [i]Produces energy[/i] — this is the mitochondrion
C. Provides structural support
D. Allows cell-to-cell communication

Correct: B

Example 4 — Physics with Greek Letters

A block of mass $m$ is pulled along a rough
surface at constant velocity. If the applied
force is $F$ and the coefficient of friction is
$\mu$, which equation is correct?

A. $F = \mu m g$
B. $F = \dfrac{1}{2} \mu m g$
C. $F = \mu g$
D. $F = \dfrac{m g}{\mu}$

Correct: A

6. Safety – What the System Blocks for You

You can paste content from any source — Word, ChatGPT, an older question bank — without worrying about breaking the page or exposing students. The renderer is designed to be safe by default.

What's allowed

• ✓Math: all LaTeX $...$ and $$...$$
• ✓Formatting: <b>, <i>, <u>, <br>
• ✓Tables: pipe syntax with header row
• ✓Plain text: accents, Naira symbol, Greek letters as Unicode

What's automatically stripped / shown as plain text

• ✗<script> tags — shown as literal text
• ✗<iframe>, <style>, <link> — stripped
• ✗Event handlers like onerror, onclick — stripped
• ✗Any HTML tag outside the whitelist above

7. Troubleshooting – Common Issues

• ?My formula shows as raw text like $x^2$ instead of x²
  You may have forgotten the closing $. Every opening $ needs a matching closing $ on the same line (inline) or $$ on both sides (display).
• ?Bold/italic doesn't work
  Make sure you have both the opening and closing tags: [b]text[/b], not just [b]text. And check you didn't accidentally mix syntaxes: [b]text</b> won't work — the tags must match.
• ?My table isn't rendering
  Tables need at least 3 lines: header, separator (dashes), and one data row. If any line is missing, the parser treats the whole thing as plain text.
• ?The preview looks right but students see something different
  The preview and the saved view use the same renderer, so this shouldn't happen. If it does, refresh the exam page — the student's browser may be caching an older version.
• ?Math is too small / too big on the exam page
  Inline math matches body text size; display math is slightly larger. If you need a formula to stand out, use display mode $$...$$.
• ?A symbol I need isn't on the toolbar
  Contact the Super Admin. The library is extensible — new symbols can be added in minutes without a code redeploy.

8. Quick Reference Cheat Sheet

Coordinator Payment Recording — Two Fee Types

Coordinators record payments for one of two fee types. The system enforces the correct amount per tier:

How a Batch is Recorded

• 1Select School & Term: The coordinator picks the school, then the term, then chooses the fee type.
• 2Pick Students: Students are grouped by class with checkboxes. A live total updates as selections change. Quick buttons: Select All, Select Unpaid, Clear.
• 3Upload Receipts: One or more images/PDFs. The coordinator verifies the total matches before submitting.
• 4Submit: The batch is created with status pending, along with one row per selected student.

Change Any Batch's Status — Any Time

The Super Admin can flip any batch between pending, approved, and rejected at any moment. There's no "lock" on the decision — you can revisit and correct mistakes freely.

The Three Buttons

What Happens Automatically After Every Status Change

• ✓Student paid status is recomputed from scratch — the student is marked "paid" only if they appear in at least one approved batch.
• ✓School certificate flag is recomputed from scratch — it turns ON only if the school has at least one approved certificate batch.
• ✓Audit log entry is written recording the old status, new status, admin note, and how many students were affected.

Reading the Batch List

• •Green left border = certificate batch (unlocks exams when approved).
• •"Unlocks exams" badge = cert batch that hasn't yet been approved for this school.
• •"Exams already unlocked" badge = this school already has an approved cert batch, so this one is redundant.
• •Fraud Alert badge = total exceeds ₦100,000 — review carefully before approving.

Every school has a slot limit

Each school has a club_student_capacity — the maximum number of active students that school can enrol. This prevents accidental overloading and keeps billing predictable.

Default & Overrides

• •Default: every new school starts with 500 slots.
• •Club-only registrations override this with the count the school entered during signup.
• •Coordinators can adjust capacity for their own schools from the coordinator dashboard → Manage Capacity.
• •Super Admins can adjust any school's capacity from the admin dashboard → Manage Capacity.

Rules

• 1Capacity cannot be set below the school's currently active student count.
• 2The school admin sees a live progress bar on their dashboard — purple normally, amber at 85%, red at 100%.
• 3Once a school hits capacity, new student creation is blocked. They must request a raise.
• 4Super Admin sees a "Near Capacity" tile on their dashboard listing schools at ≥ 90% — quick access to raise limits.

Coordinator Dashboard Features

• •Assigned Schools: View all schools assigned to you with student counts and active status.
• •Payment Stats: See pending, approved, and rejected payments.
• •Subscription Status: Track your annual subscription and get reminders when it's about to expire.
• •School Acknowledgments: See which schools have viewed your payment receipts – builds trust.
• •Exam Sessions Monitor: View in-progress, submitted, and flagged exam sessions across your schools. Reset individual students for retakes when needed.
• •Profile & Settings: Update your contact details and change your password.

Certificate Fee – Spending Records

According to the Code Club policy, coordinators collect the certificate fee (₦8,000 per student per term) for club running and certificate processing. This page allows coordinators to record and account for their spending – maintaining full transparency and accountability.

How It Works

• 1Access: Coordinators go to their dashboard and click "Spending Records" under Quick Actions.
• 2Add Spending Record: The coordinator selects a school, a student (or checks "Apply to all students"), enters the term, year, spending category, amount, and description.
• 3Bulk Apply: The "Apply to all students" checkbox creates a separate record for every student in the school – perfect for recurring expenses like certificate printing.
• 4View Summary: Coordinators see spending summary by term and a detailed list of all recorded spending entries.

Why This Matters

• ✓Transparency: Schools and Super Admins can see exactly how the certificate fee is being utilized.
• ✓Accountability: Coordinators maintain a clear audit trail of their club expenses.
• ✓Trust: Schools see that the coordinator is managing the funds responsibly.
• ✓Record Keeping: All spending data is stored permanently – no more lost receipts or forgotten expenses.

Filing a Dispute

Schools can file a dispute against a coordinator directly from the school dashboard:

• 1Access: School Admin goes to Quick Actions → File a Dispute.
• 2Fill Details: Enter a subject, description, and optionally link to a student.
• 3Submit: The dispute is sent to the Super Admin for investigation.
• 4Resolution: The Super Admin can change the status (Investigating, Resolved, Dismissed) and add notes.

This ensures full accountability and protects both schools and coordinators.

School Receipt Management

Schools can view and download professional payment receipts:

• •View Receipts: School dashboard shows all approved payment batches with a "Download Receipt" button.
• •Preview & Download: Clicking opens a preview page with all details, the EDUTEK SMS logo, and a "Download PDF" button.
• •Bulk Download: Schools can download a ZIP file containing all receipts for their school in one go.
• •Auto‑mark as Viewed: When a school admin views the receipts, the system automatically marks them as "Viewed" – the coordinator sees this acknowledgment.

Verify a Receipt

Every generated receipt contains a QR code that links to a public verification page:

• 1Scan the QR code on the receipt with your phone or any QR scanner.
• 2You will be taken to a secure public page showing the receipt details (school, coordinator, students, amount, date, and status).
• 3The page confirms whether the payment is verified and approved by EDUTEK SMS.

This feature ensures total transparency – parents, auditors, or anyone with the receipt can independently verify its legitimacy.

What is Code Club?

Code Club is a fully integrated coding platform where students learn programming through interactive lessons, Scratch projects, and level-based exams. It's designed for primary and secondary schools to introduce students to computational thinking and coding skills.

• 1Enable Code Club: School Admin goes to Admin Dashboard → Schools and toggles "Code Club" ON for your school. This unlocks the coding module.
• 2Student Activities: Students access Code Club from their student dashboard. They watch lesson videos, complete Scratch projects, and take level exams (Level 1, 2, 3). Each level has a set of lessons and a final exam.
• 3Project Submissions: Students submit Scratch project URLs. Teachers (or school admins) can review and approve/reject submissions. Approved projects mark lessons as completed and award XP points.
• 4Level Promotion: When a student completes all lessons and passes the level exam, the admin can promote them to the next level. Promotions are managed from the school dashboard.
• 5Certificates: Students earn certificates upon completing each level or the entire program. Super Admins can preview and manage certificates from the admin dashboard.
• 6Coordinator Role: Each school is assigned an Edutek School Coordinator (by Super Admin). The coordinator is the contact person for the school regarding Code Club fees and support. School admins see the coordinator's name, phone, and email on their dashboard.

💰 Fee Structure

Code Club has a transparent two‑tier fee structure. Each tier unlocks a different set of features:

• •₦1,000 – Platform Fee (per student per term). Unlocks the Scratch account, lessons, and project submissions. Does NOT unlock exams.
• •₦8,000 – Certificate Fee (per student per term). Unlocks Certificate + Club Running + Examination. This is the tier that opens the exam code entry.

🎯 What a Student Sees on the Exam Page

The system detects each student's exact payment state and shows a matching screen:

Frequently Asked Questions

General

• ?Do I need to install anything? No. EDUTEK SMS is fully web-based. Any device with a browser (phone, tablet, laptop) works.
• ?Is my data backed up? Yes — all data is stored in a managed MySQL database with daily backups. Historical records are preserved indefinitely.
• ?Can parents access the platform? Yes — parent accounts can be created and linked to one or more students to view results, attendance, and fee status.

AI Features

• ?Why did the AI ignore my instruction? The model responds to specific requests. "Include a two-set Venn" works; "make it visual" doesn't. See the AI Prompts Library above.
• ?Do unused credits expire? No — credits stay on your school account until used.
• ?What if the AI generates a broken diagram? Open the Edit modal, remove or replace the diagram block. The rest of the question is unaffected.

CBT Exams

• ?A student lost connection mid-exam — what happens? Their session is preserved. When they log back in, the timer continues from where it was and their answers are intact.
• ?Can a student take an exam twice? Only if the exam's "allowed attempts" setting permits it, or if a Super Admin resets their session.
• ?Why is my CBT score showing differently from the raw score? Because "Auto CBT Score" scales the CBT portion to 30 marks before adding Theory. See the CBT section above.

Payments

• ?How long does approval take? Usually minutes — coordinators review and Super Admins approve within the same working day.
• ?Can I get a refund? Contact your coordinator. Disputes can be filed from the school dashboard.