Link Staff Member Subjects

Overview

Linking subjects to staff members is a critical step in setting up the school's academic structure. This process identifies which teachers are qualified and available to teach specific subjects, forming the basis for timetable generation and mark sheet allocation.

Navigation Path

My School  >  Staff  > Subjects

Purpose of Feature

The primary goal is to associate educators with their specific teaching loads. By linking subjects and capturing teaching experience, the school can:

• Generate Accurate Timetables: Ensure the correct teachers are assigned to the correct subject groups.

• Allocate Mark Sheets: Automatically grant teachers access to the learners and subjects they are responsible for assessing.

• Profile Expertise: Maintain a database of subject experience and presentation skills for internal auditing and planning.

Step-by-Step Instructions

1. Assigning Teacher Subjects

1. Select the Staff Member from the dropdown menu.

2. Select the Academic Year from the dropdown menu.

3. In the Subjects  column, Tick the subjects the educator will be teaching this year.

4. Click the Submit button to commit the changes to the system.

2. Adding Subject Experience

This section captures the educator's history and proficiency in specific subjects.

1. Click on the Subject Experience tab.

2. Click the Add Entry button (green cross icon).

3. Select the Grade and Subject from the dropdown menus.

4. Enter the Years Training (formal education) and Years Teaching (practical experience).

5. Choose the teacher's Presentation Skills from the dropdown options.

6. Click the Save button.

Frequently Asked Questions (FAQ)

Why doesn’t a staff member’s name appear in the selection list? A staff member must have an active profile and the appropriate user rights to appear in the Curriculum modules. If a name is missing, the School Administrator must verify the profile under My School > Staff > Staff.

What happens if I link a subject to the wrong teacher? You can simply untick the subject on the Subjects Offered tab, and click Submit. This will remove their access to that subject's mark sheets and timetable slots.  Then, go to the Subject Experience tab, click on the Subject Experience you added, and then on Remove Entry to remove the subject Experience from the Educator.

Does linking a subject here automatically put it on the timetable? No. Linking the subject defines who can teach it. The actual scheduling occurs within the Timetable module or during Subject Group allocation.

Restrictions & Reasons

1. User Right Dependencies

• Restriction: Only users with Administrative or Curriculum-level rights can assign subjects to other staff.

• Reason: This prevents unauthorized changes to teaching loads which could disrupt reporting and timetable data.

2. Academic Year Constraints

• Restriction: Subjects must be linked per specific academic year.

• Reason: Teaching loads often change annually. Linking data to a specific year ensures historical records remain accurate while allowing for current adjustments.