Secretariat — User Manuals
This section contains the manuals for secretariat staff.
Available Manuals
- Academic history: per-course student records — What the permanent academic history contains, when it is generated (withdrawals and course transition) and how to consult or adjust it.
- Work placement (EM) grade — Enter or correct the placement grade of any student and close the finals still pending from previous courses (shared manual with the tutors).
- Enrolling the preinscription students — How to import the GEDAC applicants, create the enrollment proposals (both for new students and for current ones changing study), give portal access and send the proposal.
- Onboarding a Teacher and Creating Their Corporate Email Account (Google Workspace) — How to onboard a teacher or ASP staff member and how their corporate account is generated.
- A Group’s Weekly Schedule — Viewing a group’s aggregated timetable (subjects, teachers, classrooms, breaks) and exporting it to PDF.
- A Student’s Weekly Schedule — Viewing a student’s own timetable (subjects, teachers, classrooms, breaks), including overlapping classes, and exporting it to PDF.
- Attendance Reports — Print the 3 PDF attendance reports (by group/student/subject) and explore attendance data with the Attendance analysis pivot/graph screen.
- Managing student and family contacts — Contact types and how they change, adding a family contact to a student, and registering bonifications and exemptions.
- Authorizations: creating, sending and following up — Creating authorization forms, sending them to students during the course and following up the answers.
- Convalidations: registering resolutions — Registering resolved convalidations in Esfera and closing them so the student receives the resolution and sees the grade.
- Contact data requests: asking families to update their details — Ask students and families to review their contact details from the portal, follow up the answers and approve the changes (shared manual with the tutors).
- Meeting attendance with the NFC tag — Creating the session of a meeting (staff meeting, department, training), setting the kiosk at the door, marking who is present and printing the PDF.
- Reviewing student documents — Approving, rejecting or reopening ID/medical/IBAN/benefit submissions, and what each decision does behind the scenes.
- Marking a graduation and registering a withdrawal — The difference between the deferred graduation mark and an immediate withdrawal, and the full withdrawal cascade step by step.
- Importing students from Esfera (SAGA) — Bulk-refreshing already-enrolled students’ data (not to be confused with the GEDAC preinscription import), what gets matched/created, and known dedup limitations.
- Updating student data from a CSV file — A generic, any-format CSV bulk-update for existing students (never creates one), with mappable columns and an optional bank account update.
- Approving absences for administrative and services staff — Who approves ASP absences and how it differs from the Head of Studies.
Planned Topics
- Enrollment management: review, validation and sending to families
- Payments: payment methods and payment terms
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