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Subjects & Classes

This guide shows you how to manage subjects at your school - from creating subjects to assigning teachers and enrolling students into classes.

Subjects & Classes Setup Flow​

START: Subjects & Classes (After School Structure is Set)
         │
         ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 1: Create Subjects                                     │
│  ───────────────────────                                     │
│  Add all subjects taught at your school:                    │
│  • Mathematics, English, Shona/Ndebele (Core)               │
│  • Physics, Chemistry, Biology (Sciences)                   │
│  • History, Geography (Arts)                                │
│                                                              │
│  IMPORTANT: Create subjects before creating classes          │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 2: Create Subject Classes                              │
│  ──────────────────────────────                              │
│  Link subjects to class divisions:                          │
│  • Mathematics + Form 3A Sciences = "Math Form 3A"          │
│  • Physics + Form 4B = "Physics Form 4B"                    │
│                                                              │
│  Each subject class needs: Subject + Class + Teacher        │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 3: Assign Teachers                                     │
│  ───────────────────────                                     │
│  Assign a teacher to each subject class:                    │
│  • Mr. Moyo → Math Form 3A                                  │
│  • Mrs. Ncube → Physics Form 4B                             │
│                                                              │
│  Teachers need to be added in People first                  │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│  STEP 4: Enroll Students                                     │
│  ───────────────────────                                     │
│  Add students to their subject classes:                     │
│  • Bulk enroll: Add all students from a class division      │
│  • Individual: Add students one by one (for electives)      │
│                                                              │
│  Students need to be added in People first                  │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
                  CLASSES READY ✓
                           │
                           ▼
              Next: Set Up Gradebooks

What Are Subjects & Classes?​

  • Subjects - The courses taught at your school (Mathematics, English, Physics)
  • Subject Classes - A specific subject being taught to a specific class (Math for Form 3A)
  • Enrollments - Students registered in a subject class

Understanding the Difference​

TermWhat It MeansExample
SubjectThe course itselfMathematics
Subject ClassSubject + Class Division + TeacherMathematics taught to Form 3A by Mr. Moyo
EnrollmentA student in a subject classTendai enrolled in Math Form 3A

Managing Subjects​

Viewing All Subjects​

  1. Go to Academics → Subjects & Classes
  2. Click the Subjects tab
  3. You'll see a list of all subjects at your school

Adding a New Subject​

  1. Go to Academics → Subjects & Classes
  2. Click + Add Subject
  3. Fill in the details:
FieldWhat to EnterExample
NameFull subject name"Mathematics"
CodeShort code"MATH"
CategorySubject categoryCore / Elective / Practical
DepartmentWhich departmentSciences
CurriculumWhich curriculumZIMSEC O-Level
Is CompulsoryRequired for all?Yes / No
DescriptionOptional notes"Includes Algebra, Geometry, Statistics"
  1. Click Save

Example Subject Setup​

Core Subjects (Compulsory):

NameCodeDepartmentCompulsory
MathematicsMATHSciencesYes
English LanguageENGLanguagesYes
Shona/NdebeleSHONALanguagesYes

Science Subjects (Elective):

NameCodeDepartmentCompulsory
PhysicsPHYSciencesNo
ChemistryCHEMSciencesNo
BiologyBIOSciencesNo

Arts Subjects (Elective):

NameCodeDepartmentCompulsory
HistoryHISTHumanitiesNo
GeographyGEOHumanitiesNo
LiteratureLITLanguagesNo

Managing Subject Classes​

A subject class links a subject to a specific class division with an assigned teacher.

Creating a Subject Class​

  1. Go to Academics → Subjects & Classes
  2. Click the Subject Classes tab
  3. Click + Create Subject Class
  4. Fill in the details:
FieldWhat to EnterExample
SubjectSelect the subjectMathematics
Class DivisionWhich classForm 3A Sciences
Academic YearCurrent year2025
TermWhich termTerm 1
TeacherAssign the teacherMr. Moyo
RoomClassroom (optional)Room 12
Periods per WeekHow many lessons6
  1. Click Save

Viewing Subject Classes​

  1. Go to Academics → Subjects & Classes
  2. Click the Subject Classes tab
  3. Use filters to narrow down:
    • By Subject
    • By Grade Level
    • By Class Division
    • By Teacher
    • By Academic Year/Term

Quick Create: Multiple Classes at Once​

To create subject classes for an entire grade level at once:

  1. Go to Academics → Subjects & Classes
  2. Click Bulk Create Subject Classes
  3. Select:
    • The subject (e.g., Mathematics)
    • The grade level (e.g., Form 3)
    • The academic year and term
  4. The system will show all class divisions in that grade
  5. Assign a teacher to each class
  6. Click Create All

Assigning Teachers​

Assigning a Teacher to a Subject Class​

  1. Go to Academics → Subjects & Classes → Subject Classes
  2. Find the subject class
  3. Click Edit or click on the teacher field
  4. Select the teacher from the dropdown
  5. Click Save

Changing a Teacher (Mid-Term)​

If you need to reassign a subject class to a different teacher:

  1. Find the subject class
  2. Click Edit
  3. Change the teacher
  4. Add a note (optional) explaining the change
  5. Click Save
note

The original teacher's gradebook entries are preserved. The new teacher can continue entering marks.

Viewing a Teacher's Assignments​

To see all classes assigned to a specific teacher:

  1. Go to People → Teachers
  2. Select the teacher
  3. Click the Teaching Assignments tab
  4. You'll see all their subject classes

Enrolling Students​

Enrolling Students One by One​

  1. Go to Academics → Subjects & Classes → Subject Classes
  2. Click on a subject class to open it
  3. Click the Students tab
  4. Click + Enroll Student
  5. Search for the student
  6. Click Enroll

Bulk Enrollment: Enroll All Students in a Class Division​

To automatically enroll all students from a class division:

  1. Open the subject class
  2. Click the Students tab
  3. Click Bulk Enroll
  4. Select From Class Division
  5. The system shows all students in that class division
  6. Review the list
  7. Click Enroll All

Enrollment for Compulsory Subjects​

For compulsory subjects (like Math, English):

  1. Go to the subject class
  2. Click Bulk Enroll
  3. Select the class division
  4. All students in that class will be enrolled

Enrollment for Elective Subjects​

For elective subjects (students choose whether to take them):

  1. Go to the subject class
  2. Click + Enroll Student
  3. Add students one by one (those who chose this subject)

Viewing and Managing Enrollments​

Viewing Students in a Subject Class​

  1. Go to Academics → Subjects & Classes → Subject Classes
  2. Click on a subject class
  3. Click the Students tab
  4. You'll see:
    • List of enrolled students
    • Their enrollment date
    • Their status (active, withdrawn)

Removing a Student from a Subject Class​

If a student needs to be removed (dropped the subject):

  1. Open the subject class
  2. Click the Students tab
  3. Find the student
  4. Click the ⋮ menu next to their name
  5. Select Withdraw from Class
  6. Enter a reason (optional)
  7. Click Confirm

Class Information and Statistics​

Viewing Class Details​

When you open a subject class, you can see:

InformationDescription
SubjectWhat's being taught
Class DivisionWhich class
TeacherWho teaches it
Enrolled StudentsHow many students
GradebookLink to grades
AttendanceLink to attendance records
ScheduleTimetable slots

Class Statistics​

At a glance, you can see:

  • Total enrolled students
  • Capacity (from class division)
  • Current attendance rate
  • Average grade (if grades entered)

Finding Information​

Find All Classes for a Subject​

  1. Go to Academics → Subjects & Classes
  2. Click Subject Classes tab
  3. Filter by Subject = [your subject]
  4. You'll see all classes teaching that subject

Find All Classes for a Teacher​

  1. Go to People → Teachers
  2. Select the teacher
  3. View their Teaching Assignments

Or:

  1. Go to Academics → Subjects & Classes → Subject Classes
  2. Filter by Teacher = [teacher name]

Find All Subjects for a Student​

  1. Go to People → Students
  2. Select the student
  3. Click the Academics tab
  4. You'll see all their enrolled subject classes

Tips for Success​

Enroll Compulsory Subjects First

Set up all compulsory subject classes and enroll students before handling electives. This ensures no student misses a required subject.

Use Consistent Naming

Name subject classes consistently:

  • ✅ "Mathematics - Form 3A Sciences"
  • ✅ "Physics - Form 4B"
  • ❌ "Mr. Moyo's Math Class" (teacher might change)
Check Enrollments Before Term Starts

Review all subject class enrollments before the term begins to ensure every student is enrolled in the correct subjects.

Frequently Asked Questions​

Can a student be enrolled in multiple subject classes for the same subject?​

Usually no - a student should only be in one Mathematics class, for example. But the system won't prevent it if needed for special cases.

What happens if I delete a subject class?​

Deleting a subject class will remove all enrollment records and gradebook data. Only delete if you're sure - consider making it inactive instead.

Can I copy subject class enrollments from last term?​

Yes! When creating a new term's subject class, you can use "Copy Enrollments" to bring over students from the previous term.

How do I handle combined classes (two divisions taught together)?​

Create one subject class and enroll students from both class divisions.

What if a student changes streams mid-year?​

Update their class division first, then unenroll them from old subject classes and enroll them in new ones.

Troubleshooting​

ProblemSolution
Can't create subject classMake sure the subject and class division exist first
Student doesn't appear in enrollment searchCheck if student is enrolled in the class division
Teacher not in dropdownVerify teacher is active and assigned to the department
Duplicate enrollment errorStudent is already enrolled - check existing enrollments
Can't delete subject classRemove all student enrollments first

What's Next?​

After setting up subjects and classes:

  1. Set Up Gradebooks → - Create gradebooks to record marks
  2. Plan Lessons → - Create lesson plans for your classes
  3. Create Assessments → - Set up tests and assignments

Need Help?​

If you need assistance with subjects and classes:

  • Contact your academic administrator
  • Consult the deputy head (academics)
  • Reach out to your system administrator