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Oxford SMS Core

Version: 1.7.4

This component is a foundation of the School Management System You can run intermediate language courses or kinder garden using only this component. It contains general tables: Departments, Grades, Classes, Subjects, User Groups, Employees, Teachers, Students, Buildings, Rooms.

How to Set Up a School Platform

To set up a school platform, you will need to add individual components in the order below:

I. How to Add Departments:

  1. To add a department, click first on the Settings icon on your dashboard and then on the Departments icon.
  2. Click on the plus sign to add a department, fill out its name and save the changes.
  3. You can adjust your data anytime by clicking on the edit item icon in the action column.

II. How to Add Buildings:

  1. Click first on the Settings icon on your dashboard and then on the Buildings icon.
  2. Click on the plus sign to add a building and fill out its name (Title) and a shortened name (Short Title).
  3. You can adjust the title of the building by clicking on the edit info icon under the action column on the main Buildings page, or delete the building by clicking on the delete item icon.

III. How to Add Rooms:

  1. After adding the school’s building(s), click first on the Settings icon on your dashboard and then on the Rooms icon.
  2. Click on the plus sign to add a room and fill out all the required information. You will be able to choose from the buildings you have previously added. Add a room number and save your changes.
  3. You can adjust any information by clicking on the edit info icon under the action column on the main Rooms page, or delete the room by clicking on the delete item icon.

IV. How to Add User Groups:

  1. To add a user group, click first on the Users icon on your dashboard and then on the User Groups one.
  2. Click on the plus sign to add a new user group and fill out all the required information, such as a group’s name and department.
  3. Save all your changes.

V. How to Add Employees:

  1. To add an employee, click first on the Settings icon on your dashboard. You will find the Employees icon under the Users.
  2. Click on the plus sign to add an employee and fill out all the required information. Make sure you correctly input an employee’s email address for the employee’s password will be send via email. This will enable the employee to access his/her account.
  3. In the field Note, choose active.
  4. After saving all the information, you will be automatically redirected to the main Employees section, where you can look for your newly added employee’s account. Click on the key icon to Create User Account. An email with the employee’s password will be sent to his/her email address.
  5. You can adjust any information by clicking on the edit info icon under the action column on the main Employees page, or delete the employee’s account by clicking on the delete item icon. You can also make the employee’s account inactive by clicking on the checkmark (unpublish) icon in the action column.

When should I unpublish an employee’s account?

  • You can unpublish an employee’s account in case he/she is no longer employed by your institution. Make sure you enter the employee’s account and change the status in the note field from active to unemployed.
  • You can also unpublish an employee’s account in case two accounts were accidentally created for the same user. After unpublishing a duplicate account, make sure you enter the employee’s account and change the status in the note field from active to duplicate:. IMPORTANT: Add an employee’s active ID number after the colon (e.g. duplicate:E-123). This will allow migration of all the data added under the duplicate account to the one you would like to keep.


VI. How to Add Grades/Courses:

  1. Add grades or courses by clicking first on the Setting icon on your dashboard and then on the Grades icon.
  2. Click on the plus sign to add a grade and fill out all the required information. Choose from the departments you have previously created and save the changes.
  3. You can adjust any information by clicking on the edit info icon under the action column on the main Grades page.

VII. How to Add Subject Types:

  1. To add a subject type, click first on the Setting icon on your dashboard and then on the Subject Types icon.
  2. Click on the plus sign to add a subject type and fill out all the required information. If the subject type you are adding is academic, check the corresponding checkbox and save your changes.

VIII. How to Add Subjects:

  1. To add a subject, click first on the Setting icon on your dashboard and then on the Subjects icon.
  2. Click on the plus sign to add a subject type and fill out all the required information. If the subject is a homeroom one, check the corresponding checkbox. If it is a custom subject for groups of students based on their skills or preferences outside their homeroom (language groups based on students’ level, or other learning groups based on students' preferences), check the Streaming checkbox.
  3. You can also add minimum requirements for each subject (number of summative evaluations, tests, term exams, or appreciation) and its timetable.
  4. Save all your changes.

IX. How to Add Teachers:

  1. To add a teacher, you must first create an employee account (see How to Add an Employee). Go back to your newly created employee account and create teacher’s account by clicking on Create Teacher Account.
  2. Add Classes (for Study Guides). Don't select if the teacher teaches Streaming Groups only.
  3. Add Classes (for Lesson Plans). Don't select if the teacher teaches Streaming Groups only.
  4. Add Subjects by choosing a grade first. Don’t forget to click on the small plus sign next to the subject you have chosen to confirm your choice.
  5. Save the teacher account.

X. How to Add Classes:

  1. To add a class, click on the Classes icon.
  2. Click on the plus sign to add a new class and fill out all the required information, such as department, grade and classroom. You can add the teacher at any time.
  3. Save your changes. You will be able to adjust your input data when needed.

XI. How to Add Students:

  1. To add a student, you must first click on the Users icon on your dashboard and then on the Students icon.
  2. Click on the plus sign to add a new student and fill out general information (make sure you have selected active in the note field) and education information.
  3. If you need to inactivate a student’s account for some reason (left the school, graduated, wrong class assigned, pending payment, duplicate account), do not forget to change the student’s status from active after unpublishing the student.
  4. Save all your changes. You will be able to adjust your input data when needed.

XII. How to Add Terms:

  1. To add an academic term, click first on the Settings icon on your dashboard and then on the Terms icon.
  2. Click on the plus sign to add a new academic term, choose the term’s start date and the end date will be automatically selected.
  3. After adding a new academic year, all the student accounts will roll over and sort of “duplicate” accounts will be created.

  4. Save all your changes. You can adjust your data anytime by clicking on the edit item icon in the action column.

How to create a teacher’s account

  1. First, create an employee account:
    1. click on the Users icon on your dashboard
    2. click on the Employees icon
    3. click on the plus sign and fill out all the required fields (do not forget to include an employee’s email address)
  2. Go back to your newly created employee account and create teacher’s account by clicking on Create Teacher Account.
  3. Add Classes (for Study Guides). Don't select if teacher teaches Streaming Group only.
  4. Add Classes (for Lesson Plans). Don't select if teacher teaches Streaming Group only.
  5. Add Subjects by choosing a grade first. Don’t forget to click on the small plus sign next to the subject you have chosen to confirm your choice.
  6. Save the teacher account.

1.7.4 [2020-06-04] - Gender icons added and generate gsuite emails option added.

1.7.3 [2020-05-19] - New type of Oxford SMS extensions is supported.

1.7.2 [2020-05-10] - Student contact information form includes parents now.

1.7.1 [2020-05-08] - Student contact information link fixed.

1.7.0 [2020-04-18] - Extension installation menu creation bug fixed.

1.6.9 [2020-04-03] - Departments improved - parent department added. Employees table improved preparing for HR Leaver Request and Vacation forms.

1.6.8 [2020-03-13] - Student no-photo image added. Other edit and catalog layouts improved.

1.6.7 [2020-03-09] - Student Account Update Cron added.

1.6.6 [2020-02-19] - Student CSV export improved.

1.6.5 [2020-02-12] - Create User account improved - it copies front-end user groups to back-end.

1.6.4 [2020-02-12] - Term selector fixed.

1.6.1 [2019-09-21] - Unpublished Employee limited.

1.6.0 [2019-08-20] - Report Card link added.

1.5.9 [2019-08-14] - Ebsco patron files improved.

1.5.8 [2019-08-05] - Employee position title field added.

1.5.7 [2019-07-25] - Timetable file link updated.

1.5.6 [2019-07-08] - Employee position title field added.

1.5.5 [2019-05-28] - Student Details CSV export improved.

1.5.4 [2019-05-28] - Subject multilingual support added.

1.5.3 [2019-05-07] - Student login year filter added (bug fixed).

1.5.1 [2019-04-12] - Department edit layout improved and color field added.

1.5.0 [2019-04-08] - GetStudents function improved, it includes the Year now.

1.4.9 [2019-03-22] - General update.

1.4.4 [2019-03-07] - Teacher's Year field added.

1.4.2 [2019-02-06] - Fixed year warning message fixed.

1.4.1 [2019-02-06] - Year selector added.

1.4.0 [2019-01-29] - List of teachers page improved.

1.3.8 [2019-01-14] - Code cleaned.

1.3.6 [2018-12-21] - Save subjects bug fixed.

1.3.5 [2018-12-12] - Translation Added.

1.3.4 [2018-12-12] - Code cleaned.

1.3.3 [2018-12-12] - Language support added.

1.3.2 [2018-12-03] - Registration form updated.

1.3.2 [2018-11-30] - Bug fixed.

1.2.2 [2018-10-05] - First public release.

$ 89.00

Price includes installation, structure configuration and one month of free Live Chat or Whatsapp or email tech support. Also, you will receive free updates during the year.

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