Getting started
Semester checklist for admins
What the admin does each semester, in order — before it starts, during enrollment, while teaching and at the end.
WhoAdmin(with the Heads of Program)Use this as the to-do list for every term. Each step links to where it’s explained.
Before the semester
- Term dates — the term, its exam periods and holidays on Setup › Academic Calendar (Academic calendar).
- Fees for a new intake — the recurring fee schedule for the new entry year on Setup › Tuition & Fees (Fees and payments).
- Course packages — Generate Packages, let the Heads of Program review their drafts, then Publish on Semester › Course Packages. Open courses to other programs, or set them retake-only, on Semester › Course Offerings (Packages and offerings).
- Enrollment window — the dates, payment deadline, grace days and late fee, plus each program’s KRS and validation dates, on Semester › Enrollments (Enrollment window).
- Academic advisors — every self-service KRS student needs one, on People › Academic Advisors (People).
- Holds and leave — clear holds that are settled; check leave requests waiting in Student Services › Approvals.
During enrollment
- Package students — Auto-Enroll them (preview first) or Bulk Enroll a group on Semester › Enrollments (Enrollment).
- KRS students — follow up with advisors whose My Advisees still have KRS waiting (KRS review).
- Payments — verify proofs every day, extend deadlines or set up installment plans where agreed (Paying).
Start of teaching
- Timetable — on Semester › Schedules: Generate classes → Auto-schedule → Assign lecturers → Publish → Lock. Run Generate classes again for students who paid late (Classes).
- Sessions — the Heads of Program generate and publish their courses’ sessions (each syllabus needs a complete grading scheme) (Sessions).
During the semester
- Requests — work through Student Services › Approvals, including the To do tab (Approvals).
- Attendance — check Reports › Attendance Risk with the advisors (Sessions and attendance).
- Mid exams — lecturers create their exams; then Semester › Exams: Auto-Schedule → Assign Proctors → Publish. Schedule approved make-ups on Semester › Make-up Exams (Exams).
End of the semester
- Final exams — as for the mid exams.
- Grades — chase late classes from Reports › Grade Completion, then lock them (Grades).
- Close the semester — Semester › Course Offerings › Close Semester (Closing the semester).
- Semester status — Generate Semester Status on Semester › Enrollments (The next semester).
- PDDikti — check readiness and download the CSVs on Reports › PDDikti Report (PDDikti).
- Graduates — check eligibility and declare graduates, then print SKLs (Graduation).
Then
The next term starts again at step 1. A Compact semester for retakes can run in between (Retakes).