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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.

Teaching assignments come first

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.

Archived journals are read-only for teachers

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.

Printing the year-end catalog​

Article 10(2) requires the school to print, sign and archive the full class catalog at the end of the year. Three buttons produce it.

Print catalog archive, at the top of the page, gives you a ZIP with one signable PDF per class for the selected academic year. This is the whole-school year-end job in a single download.

Print catalog, on a class's row in the parallels table, gives you that one class as a single bound PDF — every subject it studies, in one document.

Print this journal, in a catalog's ⋮ menu, prints just that one subject.

Each asks which period first: Semester 1, Semester 2, or Whole year. The whole-year document is the one the law asks for; the per-semester versions are there for a mid-year inspection.

What the document contains​

  • A cover page naming the school, the class, the year, the period and how many subjects and pupils it covers.
  • One section per subject: every pupil down the side, every date a mark was recorded across the top, then that pupil's average, absences (excused / unexcused) and late arrivals.
  • A class summary — each pupil's overall average, absences and lateness.
  • Conduct notes, if any were recorded.
  • A certification statement with signature lines for the director and the homeroom teacher, a place for the seal, and a date line.

A subject with more marked dates than fit across one sheet continues on the next, which repeats the subject name and the date columns and is marked (continued). The per-pupil average, absences and lateness appear only on a subject's last sheet — printing them beside a partial set of dates would suggest they were calculated from those dates alone.

Nothing is stored on our side

The PDF is generated fresh every time you press the button and is never kept here. That is deliberate: a stored copy would go stale the moment a teacher corrected a mark, and the document's only claim is that it matches the register on the day it was signed. The printed, signed paper copy you file is the archive.

A column exists because somebody was marked that day

The date columns are the days marks were actually recorded — not every day the class met. A day nobody was marked on has no column, so the printed grid is narrower than a paper register and never implies the class was marked on a day it was not.

Pupils who left the class part-way through the year are still listed. Their marks are part of that class's record, and a catalog that quietly dropped them would not match the register it certifies.

What it will refuse​

  • A class with no journals or no pupils for that period is skipped rather than printed empty — an empty PDF reads as "this class had no marks", which is a different statement from "this class was not set up". Skipped classes are named in a NOT-INCLUDED.txt file inside the ZIP.
  • A journal created before official classes existed cannot be printed: every figure in the document is aggregated per class, and such a journal has none. Recreate it against a class.
  • More than 80 classes in one archive. Anything past that is named in the same NOT-INCLUDED.txt; download those classes individually.

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 is not the same as archive

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.
  • Printed catalogs are never stored — the signed paper copy is the archive.
  • A class with nothing recorded is skipped from the archive, and named in NOT-INCLUDED.txt.

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.

"A class is missing from the catalog archive." It has no journals with marks for the period you chose, so it was skipped rather than printed empty. Open NOT-INCLUDED.txt inside the ZIP — every skipped class is named there.

"Print this journal says it cannot be printed." That journal predates official classes and is keyed to an old-style class instead of a parallel. Every figure in the printed catalog is aggregated per class, so there is nothing to aggregate. Recreate the journal against an official class.