Academic Reporting — Administrator Configuration Guide

1. System Overview

The Edupro SMS Academic Reporting module (RPT-800) provides end-to-end management of student academic records — from defining the academic year and grading scales through mark capture to bulk generation of professional PDF report cards.

The system is built into your school's local Edupro SMS server and works fully offline. Report cards can be printed on-site or emailed to parents once an internet connection is available.

What This Guide Covers

• Configuring your school's academic structure (year, terms, grading)
• Setting up programs, courses, and ZIMSEC/Cambridge subject codes
• Enrolling students into academic programmes
• Capturing assessment marks (manual and bulk Excel import)
• Generating, printing, and distributing report cards
• User roles and who should do what
• End-of-term checklist for zero-error report runs

2. Server Requirements

Edupro SMS runs on a local school server. The following minimum specifications are required for the Academic Reporting module to perform well:

Supported Browsers

• Google Chrome 90+
• Mozilla Firefox 88+
• Microsoft Edge 90+
• Safari 14+ (Mac/iPad)

Internet Explorer is not supported. Staff computers should have Chrome or Firefox installed.

3. First Login & Education Settings

After your Edupro SMS server is installed and running, open a browser on any school computer and navigate to your server's local IP address (e.g., http://192.168.1.100 or the hostname your IT staff configured).

Logging In

1. Open your browser and go to your Edupro SMS server address.
2. Log in with the Administrator credentials provided by your Edupro SMS technician.
3. You will see the main Edupro SMS desk with module icons.

Opening Education Settings

The first configuration step is to fill in your school's details in Education Settings.

4. Academic Year & Terms

Every set of report cards in Edupro SMS is tied to an Academic Year and a Term. You must create these before capturing any marks.

Creating an Academic Year

Creating Terms

Zimbabwe schools run three terms per year. Create a Term record for each one.

5. Grading Scale Configuration

Edupro SMS supports multiple grading scales. You must configure at least one grading scale matching your curriculum before entering marks.

Creating a Grading Scale

ZIMSEC O-Level Standard Grading

ZIMSEC A-Level Standard Grading

6. Programs & Courses

In Edupro SMS, a Program represents a study track (e.g., Form 1–4 ZIMSEC, Lower Sixth ZIMSEC A-Level). Courses are the individual subjects within that programme.

Creating a Program

Recommended Programs for a Typical Zimbabwe Secondary School

Creating Courses (Subjects)

Create one Course record per subject. Use the ZIMSEC or Cambridge subject code as the Course Code to maintain accuracy for external examination entries.

7. ZIMSEC Subject Codes Reference

Use the official ZIMSEC syllabus codes when creating Course records. This ensures mark sheets and reports align with external examination records.

Common O-Level Subject Codes

Common A-Level Subject Codes

8. Student Enrolment into Programmes

Before marks can be entered, students must be enrolled in their Programme for the current academic year. If you use the SIM-100 Student Information module, student records already exist — you only need to create the programme enrolment records.

Enrolling a Single Student

Bulk Enrolment (Recommended for New Year)

At the start of a new academic year, use the Student Group tool to enrol entire classes at once.

Create one Student Group per class (e.g., "Form 3A", "Form 3B"). Add all students in that class to the group, then link the group to the Programme. Edupro SMS will create individual enrolment records for every student in the group automatically.

9. Assessments & Mark Entry

Assessments are the building blocks of report cards. Each assessment (e.g., "Term 1 Continuous Assessment", "End of Term Examination") collects marks for one subject in one term.

Creating an Assessment

Entering Marks

Once an Assessment is saved, open it and click "Enter Marks". A spreadsheet-style grid appears with all enrolled students.

• Click any cell and type the mark. Press Tab or Enter to move to the next student.
• Marks outside the valid range (0 – maximum marks) will be highlighted in red.
• Absent students should be marked 0 or use the Absent checkbox if available.
• Click Save frequently while entering marks.

Bulk Mark Import via Excel

For schools where teachers prefer to work in Excel before uploading, use the Import Marks button.

Assessment Plan (Multiple Assessments per Subject)

If a subject uses multiple components (e.g., Continuous Assessment 30% + End-of-Term Exam 70%), create a separate Assessment for each component and set the Weightage accordingly. Edupro SMS will automatically calculate the combined weighted mark for the report card.

10. Generating Report Cards

Once all marks have been entered and saved, report cards can be generated for individual students, a whole class, or the entire school at once.

Generating by Student Group (Class)

Click "Generate Report Cards". The system will process all students and create individual report card records. This may take 30–60 seconds for large classes.

Class Position & Class Statistics

Edupro SMS automatically calculates:

• Subject marks and grades — based on the grading scale attached to each course
• Total marks / Overall percentage
• Class position — rank within the student group
• Aggregate / Points — for O-Level (best 8 subjects) and A-Level (best 3 subjects + General Paper)
• Class average per subject — shown on each report card
• Highest and lowest mark in class

Teacher Comments

Class teachers can add a personalised comment to each report card before it is printed or emailed.

The Head of School / Principal remarks field is a separate text area that applies to all report cards for that term, or can be customised per student.

11. PDF Printing & Download

All report cards are rendered as PDF documents using your school's branded template. PDFs can be downloaded individually or in a single bulk ZIP archive.

Printing a Single Report Card

Open any Report Card record and click "Print / Download PDF". A PDF opens in a new browser tab, ready for printing or saving.

Bulk PDF Download (Whole Class or Year)

1. Select the Academic Year, Term, and Student Group.
2. Click "Bulk Download PDF".
3. The system generates a ZIP file containing one PDF per student.
4. Download and extract the ZIP. Each file is named with the student's name and roll number.

Printing Tips

• Use A4 paper, portrait orientation for standard ZIMSEC-style report cards.
• Set browser print margins to None or Minimum for best results.
• If the school logo appears blurry, re-upload a higher-resolution PNG (minimum 300 dpi, transparent background).
• For double-sided printing, configure your printer to flip on the short edge.

12. Emailing Report Cards to Parents

Edupro SMS can automatically email each student's PDF report card to their parent or guardian's email address on record in the student profile.

Prerequisites

• SMTP email is configured in Edupro SMS (done by your technician during setup — uses your school's email account).
• Parent/guardian email addresses are stored in student profiles under SIM-100.
• Internet connectivity is available at the time of sending.

Sending Report Emails

1. Select the Student Group to email.
2. Review and edit the default email subject and body if needed.
3. Click "Preview" to see a sample email for one student.
4. Click "Send Report Cards" to start the batch send.
5. A progress log shows each email as it is sent.
6. Students whose parents have no email on file are flagged — their reports can be printed separately.

13. Scheduled Automation

Edupro SMS includes a background job scheduler that can automate recurring tasks related to academic reporting.

Configuring Scheduled Jobs

Useful Automated Jobs

14. Data Audit & Corrections

Before printing or distributing report cards, run the built-in data audit to catch common errors.

Running the Pre-Report Audit

Common Errors & Fixes

Correcting Marks After Report Generation

If you discover a mark error after report cards have been generated:

1. Correct the mark in the Assessment record.
2. Delete the affected Report Card record.
3. Re-run Report Card generation for the affected student or student group.
4. Re-download and reprint / re-email only the corrected report cards.

15. User Roles & Permissions

Edupro SMS uses role-based access control. Only assign the minimum permissions each user needs to do their job.

Recommended Role Assignments

Creating a User Account

Restricting Teachers to Their Own Classes

To prevent a teacher from viewing or editing marks for classes they do not teach:

1. Assign the teacher the Instructor role.
2. In the Assessment record, set the Instructor field to that teacher's name.
3. The teacher will only see Assessments where they are listed as Instructor.

16. End-of-Term Checklist

Follow this checklist every term to ensure a smooth, error-free report card run.

• Confirm Current Term is set correctly

  Go to Education Settings and verify the Academic Year and Current Term match the term you are closing. Incorrect term settings will cause marks to be attributed to the wrong period.
• Verify all Student Groups are up to date

  Check that new students (mid-term admissions) have been added to their Student Group and enrolled in the correct Programme. Check that any students who left have been removed or marked inactive.
• Confirm all Assessments are created

  Every subject for every class should have at least one Assessment record for this term. Run the Assessment audit report to identify any subjects with no assessment created.
• All marks entered and saved

  Chase all outstanding marks from teachers. Run the Marks Missing report under Assessment Reports to identify gaps. No Assessment should show "0 marks entered" at this stage.
• Run the Pre-Report Audit

  Go to Assessment → Report Card Audit. Resolve all errors before generating report cards. This step takes 5–10 minutes but prevents having to reprint cards.
• Add teacher and principal remarks

  Class teachers enter individual student comments. The Head of School adds the term principal's remarks if using a standard message for all students.
• Generate Report Cards

  Run report card generation for each Student Group. Spot-check 3–5 random report cards to verify marks, grades, class position, and layout are correct.
• Bulk download and print

  Download the ZIP of PDFs for each class. Print on A4 paper. Get the Head of School to sign the master copy if required by policy.
• Email report cards to parents (optional)

  Run the email batch for each class. Monitor the delivery log for failures. Print and hand-deliver reports for students whose parents have no email address.
• Run database backup

  Trigger a manual backup after all reports are finalised and saved. Store a copy off-site (USB drive or ZimHPC cloud sync).
• Archive the term and open the next term

  In Education Settings, update the Current Term to the next term. Do NOT delete the closed term — historical data must remain for future reference and Zimbabwe Schools Inspectorate audits.

Support & Contacts

If you encounter any issues not covered in this guide, the Edupro SMS support team is available to help.

Useful Links

• RPT-800 Academic Reporting — Module Overview
• SIM-100 Student Information Management
• LMS-200 Moodle Learning Management
• School Portal Login
• Contact & Support