Global Subjects Management

Overview

The Global Subjects page serves as a master directory of available academic subjects within the system. It allows school administrators to view, organize, search, and manage standard subjects across the institution or network before assigning them to specific school branches or academic programs.

  • Primary Purpose: Provide a centralized subject catalog to maintain standardized subject names, codes, and academic stages.
  • Target Users: School Owners, System Administrators, L&D Leads, and Academic Directors.
  • When & Why Used: Used during initial school setup, curriculum updates, or term preparations when new standard subjects need to be added or allocated to specific branches.

Navigation Path

Dashboard → Academic Management → Subjects → Global Subjects

Page Layout Breakdown

  • Header / Top Bar: Contains global application controls, including search/AI options ("Ask Joel"), current branch selection ("Main Campus"), notifications, and profile details for the logged-in owner.
  • Left Navigation Sidebar: Grouped menu navigation providing quick access to administrative modules such as People, Academic Management, Curriculum, Exams & Results, and Settings.
  • Breadcrumb & Page Header: Displays page context (Subject Management / Allocation System) along with primary action buttons (Add Selected, Add Subject).
  • Summary Metrics Cards:

    • Total Subjects: Displays the total count of subjects in the global repository (currently 9).
    • School Subjects: Displays the number of subjects currently allocated to the selected school branch (currently 0).
  • Search & Table Controls: Allows users to adjust the number of visible rows per page (10, 25, 50, 100) and perform real-time keyword searches across the subject list.
  • Global Subjects Data Table: Displays subject records across key attributes:

    • Selection Checkboxes
    • Subject Name
    • Subject Code
    • Stage (e.g., General, Secondary)
    • Status (e.g., Active)
  • Pagination Bar: Controls page navigation at the bottom right of the table (Prev, 1, Next).

Step-by-Step User Guide

1. Adding a New Global Subject

  1. Click the [+] Add Subject button located at the top right of the Subject Management section.
  2. Fill in the required subject details (e.g., Subject Name, Subject Code, Stage).
  3. Set the subject status to Active.
  4. Click Save or Submit to append the subject to the global database.

2. Allocating Global Subjects to a School Branch

  1. Select the checkbox next to one or multiple subjects in the table.
  2. Click the [+] Add Selected button at the top of the section.
  3. Confirm the selection to assign the subjects to the currently active branch.

3. Searching and Filtering Subjects

  1. Click on the Search field above the table.
  2. Enter the subject name or subject code (e.g., ENG or Mathematics).
  3. The table will automatically filter matching entries.

Fields, Buttons & Controls Explanation

Field / Button Name Type Purpose Behavior / Details
[+] Add Selected Action Button Assigns checked subjects to the current school branch. Active only when one or more subject checkboxes are checked.
[+] Add Subject Action Button Opens a prompt/form to create a new global subject. Required to expand the global curriculum catalog.
Search Bar Text Input Filters the list by name, code, or stage. Dynamic filtering as text is typed.
Row Per Page Dropdown Select Sets how many records display per table view. Options: 10, 25, 50, 100. Default is 10.
Subject Checkbox Checkbox Selects individual or multiple records for bulk actions. Toggles selection state for allocation.
Subject Name Data Column Displays the title of the academic subject. Primary text label (e.g., English, Physics).
Code Data Column Short identifier code for the subject. Alphanumeric (e.g., ENG, PHY, MASS101).
Stage Data Column Academic level or classification. Defines applicability (e.g., General, Secondary).
Status Status Badge Indicates whether the subject is currently operational. Shows Active in green badge.

Tips & Best Practices

  • Maintain Standardized Naming: Ensure subject codes follow a consistent naming convention (e.g., 3-4 uppercase letters for core subjects, course codes for special subjects) to prevent duplicates.
  • Bulk Allocation: Select all relevant subjects at once using checkboxes before clicking Add Selected to save time when setting up a new campus or branch.
  • Keep Global Catalog Clean: Avoid creating duplicate entries (such as Computer vs. use of Computer) to ensure consistent academic reporting across all branches.

Common Mistakes

  • Confusing Global Subjects with School Subjects: Global subjects exist in the main catalog, but students/teachers cannot interact with them until they are allocated to a specific branch under School Subjects.
  • Leaving Stage Blank: Creating a subject without assigning an academic stage can make filtering difficult when assigning subjects to class levels later.

Troubleshooting

  • Issue: Subject added to Global List does not appear in Class Scheduling.

    • Solution: Check the School Subjects menu. The subject must be allocated to the active branch via Add Selected before it can be assigned to classes or teachers.
  • Issue: Cannot find a specific subject in the table.

    • Solution: Clear any text in the Search bar or change the Row Per Page display count to view all records.

Related Pages / Next Steps

  • School Subjects: View and manage subjects that have been assigned specifically to the active branch.
  • Subject Teachers: Assign staff members to teach the active subjects in various classes.
  • Classes & Capacity: Configure class arms and attach subjects to respective grade levels.