Knowledge Base

For school administrators

School Registration

1. 01.Open Registration

   Go to Register Your School and complete the three steps: school info, admin account, and details.

2. 02.Submit and Wait for Review

   Ateminium reviews registrations, typically within one working day. Until approval, the school admin cannot sign in.

3. 03.Sign In After Approval

   When approved, you receive email confirmation. Sign in on the Staff tab with the admin email and password you chose at registration.

4. 04.Continue with Setup

   Next, follow Get the School Ready (or open the in-app Setup Guide at /admin/guide).

Prefer video? Watch School Registration

For school administrators

Get the School Ready

1. 01.Configure the Class Catalog

   In Settings → Class Catalog, add every class your school uses (or start with Senior 1-4). Students can only pick these exact classes at signup. Save before sharing your School ID.

2. 02.Create and Activate a Term

   Under Academics → Terms, create Term 1 for the academic year. If it is the only term, it is marked Active automatically. Create Term 2 or Term 3 only after you lock the previous term in that year. Teachers upload only for the Active unlocked term.

3. 03.Set Passing Marks (Optional)

   In Settings → Passing Marks, set the minimum pass percentage per class when ready. If you skip this, promotions use the default 50% pass mark.

4. 04.Review Optional Subjects (Optional)

   Confirm Arts and Science optional subjects for Senior 3 in Settings → Optional Subjects. Students pick optionals after login when applicable.

5. 05.Add Teachers and Assignments

   Create teacher accounts and assign class-subject pairs in Teachers. Teachers need assignments before they can upload results.

6. 06.Share Registration ID and Enroll Students

   From Students, share your School ID (SCH-ID) / Registration ID so students can self-register. You can also create students on the roster when needed.

Prefer video? Watch Get the School Ready

For school administrators

Set Up Teachers

1. 01.Create Teacher Accounts

   Only school admins create teachers. Open Teachers, enter name, email, South Sudan phone, and gender. Each teacher gets a temporary password for first sign-in.

2. 02.Assign Class-Subject Pairs

   Assign the exact classes and subjects each teacher teaches. Each class-subject pair belongs to one teacher for the academic year. Upload access follows those assignments only.

3. 03.Hand Over First-Login Details

   Share the teacher's email and temporary password securely. They must sign in on the Staff tab and change the password before the teacher dashboard opens.

Prefer video? Watch Get the School Ready

For school administrators

Run a Term

1. 01.Set the Active Term

   In Academics → Terms, mark the term teachers should upload into as Active. Only one Active unlocked term accepts Excel uploads.

2. 02.Teachers Upload Scores

   Teachers download pre-filled Excel templates for their assigned class-subject pairs, enter marks 0-100, and upload. Students can view those marks on their dashboard immediately after a successful upload.

3. 03.Monitor Class Results

   Use Upload Status and Class Results to catch missing subjects before you lock.

4. 04.Lock the Term When Marks Are Final

   Locking is permanent and requires your administrator password. Teachers can no longer change uploads for that term. Pass/fail is processed; the final term promotes passed students; Senior 4 Term 2 drives internal graduation.

5. 05.Release Transcripts

   After lock, release transcripts so students can download official PDF transcripts from their dashboard (subject to clearance).

6. 06.Manage Transcript Clearance

   From Students → By Class, block or allow transcript downloads per student or class when holds apply (for example fees or other school policies). Clearance is separate from finance auto-blocks.

7. 07.Create the Next Term (When Needed)

   After you lock the current term, create the next term for that academic year under Academics → Terms. You cannot add Term 2 or Term 3 while the previous term is still open. Set the new term Active before teachers upload into it.

Prefer video? Watch Run a Term

For school administrators

School Fees

1. 01.Unlock School Fees

   Open Finances → School Fees and confirm with the administrator password. Fees Overview stays available without that unlock; sensitive fee work does not.

2. 02.Set Currency Mode

   In Currency, choose SSP, USD, or Dual before posting fee activity. Changing mode after catalog, schedules, or payments exist is restricted.

3. 03.Build the Fee Catalog

   Under Catalog, define reusable fee items (name, code, compulsory/optional, term/year amounts).

4. 04.Publish a Term Schedule

   In Schedule, assign catalog items to fee cohorts (class level × day/boarding) for a term, save a draft, then publish. Day-to-day billing and payment posting run from the bursar workspace.

5. 05.Create Bursar Accounts

   Under Bursars, create each bursar with name, email, phone, and gender. Copy the temporary password from the dialog and share it securely. Bursars sign in on the Staff tab (email + password) and must change the password on first login. Deactivate accounts when staff leave.

6. 06.Grant Scholarships (Policy)

   Use Scholarships to grant percent or amount relief on selected fee items for a term, year, or until revoked. Bursars cannot invent scholarship policy; they only see the effect on bills and payments.

7. 07.Use Reports for Oversight

   Admins use Reports for collections and year summaries. Students see a read-only statement under My Fees.

For bursars

Bursar Workspace

1. 01.Sign In and Open the Workspace

   Sign in on the Staff tab with the email and temporary password from your school admin, then change your password when prompted. Your home is Fees Overview (/bursar). Open School Fees for day-to-day work.

2. 02.Unlock School Fees

   School Fees asks for your bursar password again before residency, bills, payments, openings, unpaid fees, and reports. Fees Overview does not need that second unlock. Currency mode is set by the admin. If it is missing, ask them to finish policy setup first.

3. 03.Set Student Residency

   On the Residency tab, search or filter students and mark each as day or boarding for the term. Wrong residency produces wrong bill amounts after generate.

4. 04.Generate Bills

   On Bills, select a term that already has a published schedule. Generate bills for a class or filtered roster. Confirm net amounts, installments, and clearance status. Follow on-screen messages if a student is already billed so you do not create duplicate charges. After residency or schedule changes, use Rebuild for unpaid bills instead of generating again.

5. 05.Record Opening Balances When Needed

   Use Openings for carry-in arrears or credit when a continuing student starts the term with a prior balance. Confirm the listing before posting new payments.

6. 06.Review Scholarships

   On Scholarships, view active grants and beneficiaries for the term or year. Bursars cannot create or revoke scholarship policy here. Ask the school admin if a grant is missing or needs to change.

7. 07.Post Payments and Receipts

   On Payments, select the student bill, enter cash or bank amounts, and post. Note the receipt number and download the PDF when parents or students need proof. Apply available credit when the UI offers it. If you posted the wrong amount, void the payment and re-post the correct one. There is no parent refund flow in Ateminium.

8. 08.Track Unpaid Fees and Run Reports

   Unpaid Fees shows class arrears for the term (export CSV when you need a list). Reports covers collections, year summary, and credit views for the academic year. Unpaid fees never automatically block login, promotion, or transcripts.

For school administrators

Trial & Go-Live

1. 01.Keep the Pilot Small

   For the 30-day free trial, involve about 3-5 teachers and 50-60 students. Not the whole school.

2. 02.Use a Pilot Term and Sample Marks

   Create a clearly labelled trial term, onboard the pilot cohort, and upload made-up marks (0-100) so you can test view, lock, release, and transcripts without waiting for real exams.

3. 03.Decide at the End of the Month

   If you continue, convert on the same school account. Prefer a clean production start (wipe trial academic data) unless you intentionally keep the pilot roster. If you stop, Ateminium can expire and remove the tenant after a short retention window. Ask support rather than deleting rows by hand.

For teachers

First Login

1. 01.Receive Your Invite Details

   Your school admin creates your account and shares your email plus a temporary password. Teachers cannot self-register.

2. 02.Sign In on the Staff Tab

   Open Login, choose the Staff tab, and sign in with email and the temporary password.

3. 03.Change Your Password

   Ateminium forces a password change before the teacher dashboard. After that, you only see class-subject pairs assigned to you.

Prefer video? Watch First Login

For teachers

Upload Results

1. 01.Confirm the Active Term

   Uploads only work for the school’s Active unlocked term. If upload is unavailable, ask your admin to set the correct Active term.

2. 02.Download the Template

   Choose your assigned class and subject, then download the Excel template. Student names and Student IDs are already filled.

3. 03.Enter Scores 0-100

   Fill marks for each student. The system validates values on upload.

4. 04.Upload and Review the Summary

   Submit the file and read the validation summary. Once accepted, students can already see those marks on their dashboard. After the admin locks the term, you cannot change that term’s uploads.

Prefer video? Watch Upload Results

For students

Student Registration

1. 01.Get Your School ID

   Ask your school administrator for the unique School ID (SCH-ID). You cannot create a student account without it.

2. 02.Open Student Signup

   Visit Student Registration and verify your School ID to confirm you are joining the right school.

3. 03.Create Your Account

   Enter your name, select your class from the school’s catalog, set a password, and submit. Double-check your class before finishing.

4. 04.Save Your Student ID

   Ateminium issues a unique Student ID (STD-ID). Keep it safe. You sign in on the Student tab with STD-ID and password (not email).

Prefer video? Watch Student Registration

For students

Results and Transcripts

1. 01.View Marks After Upload

   When a teacher successfully uploads results for your class and subject, those marks appear on your student dashboard right away. No term lock is required just to view marks.

2. 02.Wait for Official Transcripts

   Official transcript PDFs are available only after your school admin locks the term and releases transcripts.

3. 03.Check Clearance If Download Fails

   If the term is released but you still cannot download, your school may have a transcript clearance hold on your account or class. Contact your school office, not Ateminium support, for clearance.

Prefer video? Watch Results and Transcripts

For students

My Fees

1. 01.Open My Fees

   After sign-in, open My Fees to see billed amounts, adjustments, payments, credit, and dues for terms your school has published.

2. 02.Read the Statement

   The statement is read-only. Receipts and payment history appear when your school has recorded payments against your account.

3. 03.Remember Academics Stay Separate

   Unpaid fees do not automatically block login, promotion, or transcripts. Your school may still apply a manual transcript clearance hold when policy requires it.

For everyone

How Your Data Stays Protected

1. 01.Multi-Tenant Isolation

   Each school’s data is isolated. Your records stay separate from every other institution on the platform.

2. 02.Role-Based Access

   Permissions limit what each person can see. Students cannot view other students’ results; teachers stay within their assignments.

3. 03.Transport and Session Security

   Sign-in uses an HttpOnly session cookie (about 2 hours). API access is scoped by school. Production deployments use managed database backups and persistent upload storage.

4. 04.Result Integrity

   Term locking, controlled transcript release, clearance holds, and audit trails keep academic records accountable after they are finalized.

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