Electronic journals
Who this is for: directors · Where: Electronic journals in the sidebar.
What this page is for
The registers teachers record marks and attendance in. One journal exists per class + subject + academic year + semester.
You create and archive them; teachers fill them in.
Creating journals
Two ways.
One at a time — pick the official class, the subject, and every teacher who should grade in it (more than one can share a single journal — useful for a co-taught subject), then the semester and academic year.
All subjects for a class at once — the faster route at the start of a term. Open All subjects next to an official parallel in the list at the top of the page; it asks which semester first, then creates a journal for every subject that class is taught, based on the teaching assignments already in place.
That same table's List pupils button opens the parallel's roster. The parallel itself — creating it, renaming it, setting its homeroom teacher — is managed from Classes & parallels, not here.
A journal is created from an assignment — subject, class and the teacher responsible. If a subject is missing from the bulk create, it has no assignment for that class yet. Fix it in Teaching assignments and run it again.
Re-running the bulk create is safe — journals that already exist are not duplicated.
Active and archived
Two tabs.
Archiving removes a journal from every teacher's list. It is how you close a finished term so staff are not scrolling past last year's registers.
Archiving never deletes anything. Every mark, absence and note stays exactly where it was, and continues to appear in report cards, transcripts, analytics and the parent portal. Only the teacher's live grading surface is affected.
Attempts to add or delete a mark in an archived journal are refused — including from a browser tab left open before you archived it. Restore it if a correction is genuinely needed.
Archive all for a year closes out a whole academic year in one action. Restore puts a journal back. Re-creating an identical journal that was archived restores it rather than making a duplicate — that holds both for the single-journal form and for Create journals for all subjects.
Re-running Create journals for all subjects is safe on a class that already has journals: existing ones keep their marks, keep any extra teachers you gave access to, and are simply re-pointed at whoever the teaching matrix currently names as the subject's teacher.
Per-catalog actions
Each catalog in the list has a ⋮ menu: View grid, Teachers, Archive (or Restore on the archived tab), and Delete catalog.
Teachers reopens the same picker used at creation, so you can add or remove who grades in a catalog later without recreating it.
Delete catalog removes the catalog and every mark recorded in it, immediately and permanently — there is no undo. Archiving is reversible; deleting is not. Reach for archive unless you are certain the catalog should never have existed.
Ordering and filtering
Journals are sorted by grade, then parallel, then subject — so 5A comes before 5B before 6A, rather than in creation order. Filter by academic year, switch between Active and Archived, and search by subject or class.
Opening a journal
View grid opens a read-only copy of that catalog's grading grid — the same week-by-week table the teacher marks in, with each pupil's name, one column per day, a running average, and a semester average. Marking is the teacher's job; this is oversight.
Rules and limits
- Directors only for create/archive/restore.
- One journal per class + subject + year + semester.
- Bulk create needs teaching assignments to exist first.
- Archiving hides, never deletes — history is untouched.
- Archived journals reject new entries.
- Deleting a journal directly, from its ⋮ menu, is permanent and takes its marks with it — there is no undo.
- Deleting a subject deletes its journals and their marks — see Teaching assignments.
Troubleshooting
"A teacher cannot find their journal." It is archived, or was never created for that semester. Check the archived tab first.
"Bulk create skipped a subject." No teaching assignment links that subject to that class.
"I archived by mistake." Restore it from the archived tab. Nothing was lost.
"I deleted a catalog by mistake." Unlike archiving, deletion cannot be undone from the app — the catalog and its marks are gone. Recreating it starts from an empty grid.
"Two journals for the same subject and class." They differ by semester or academic year. Check both columns.
"Grades vanished from a report card after archiving." They should not — archiving does not affect report cards. If they did, the journal was deleted rather than archived, which is a different action.