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System User Manual

A complete guide for using the Holy Face of Jesus Lyceum - LMS

This Learning Management System (LMS) is a custom-built, web-based platform created for Holy Face of Jesus Lyceum San Jose Inc. Its primary goal is to digitize and make academic processes more efficient, providing a centralized environment for learning, teaching, and management.

The system features four separate and secure user panels: Administrator, Teacher, Student, and Parent.

The following features are available for all user roles:

  • Real-Time Notification System: All user panels have a notification bell (🔔) with an unread count badge. Notifications are tailored to each role.
  • Profile Management: All users can update their information, change their profile picture, and change their password.
  • Activity Logs: The system records important actions of each user, which they can view on their own Activity Logs page.

This is the "control center" of the entire system, with the highest level of access.

Features:
  • Dashboard: Provides quick access to main modules like User Management, Academics, Classrooms, Forms, Linking Accounts, and Announcements.
  • User Management: Ability to manage all user accounts—can add, update (including status), and delete Admins, Teachers, Students, and Parents.
  • Academics Management: Centralized management of subjects and grade levels offered by the school.
  • Classrooms Management: Ability to view, update, and delete all classrooms created by all teachers. The Admin can also manage classworks and student enrollments within each classroom.
  • Forms Management: Ability to view, update, and delete all form information created by all teachers. However, the questions and answers cannot be updated.
  • File Manager & Downloader: A powerful "archiving" tool designed exclusively for the Administrator. It provides a centralized interface to access, manage, and download all essential files stored throughout the Learning Management System.
  • Linking Accounts: An important tool to formally link a Parent's account to one or more Student accounts.
  • Announcements: Ability to create and publish announcements for all users.
  • Maintenance Management: Ability for the admin to turn the maintenance advisory on and off when the system is in maintenance mode. This can be accessed via the settings icon in the header.
Common Tasks (How-To Guide):

To Add: On the `Accounts` page, click the green button to create an account.
To Update: In the actions column, click the blue button to update.
To Delete: Use the red button to delete an account.

On the `Classrooms` page, you will see all the classes. You can use the eye icon to view, the pencil icon to update, or the red button to delete any classroom. Inside 'View', you can manage classworks (update with the blue button, delete with the red) and manage students. You can view student information (blue button), unenroll them (red button), or export the student list to Excel (green button). Pending enrollment requests can be approved (green button) or rejected (red button).

This is the most comprehensive panel, which serves as the teachers' "virtual faculty room".

Features:
  • Dashboard: Shows real-time statistics such as the number of Classrooms, Classworks, and Total Students, as well as a personalized "My Recent Activity" feed.
  • Classrooms Management: This is where teachers create and manage their virtual classrooms. Each classroom has an auto-generated unique Class Code.
  • Classworks Forms: An advanced feature where a teacher can create their own custom classworks.
  • Form Builder: A dedicated interface to add questions (Multiple Choice, Short Answer), set correct answers, points, shuffle questions, add sections, and a time limit.
  • Submission Review: After a student answers and submits a form, the teacher has the ability to view every answer given by the student. This allows for a more detailed analysis of their performance. Teachers can input grades (blue button), preview answers (gray button), and unsubmit a student's response (red button).
  • Gradebook: A complete gradebook for each class that can be exported as an Excel file.
Common Tasks (How-To Guide):

On the `Classrooms` page, click the green button to "Create New Classroom". Fill in the details and save. Provide the generated **Class Code** to your students.

1. Create a Form: On the `My Forms` page, click the green button to create a new form, then use the blue "Build" button to add questions.
2. Assign to a Class: Navigate to the desired classroom, go to the `Classworks` tab, and click the green button to create a new "Classwork".

A user-friendly portal designed for students.

Features:
  • Dashboard: A central hub where a student can enroll in a class using a Class Code and see their to-do list, progress, announcements, and recent activity.
  • Automated Quizzes: This is where forms/quizzes created by the teacher are answered.
    • It has a countdown timer.
    • It has an anti-cheating feature that automatically submits the form if it detects that the student has switched tabs.
  • Results and Grades: After submitting, the student can immediately see their score on a results page.
Common Tasks (How-To Guide):

On your Dashboard, find the "Enroll in a Classroom" form. Type the **Class Code** provided by your teacher and click the "Enroll" button.

Go to the classroom, find the Quiz/Exam in the classwork list, and click the link to open the form page. Answer the questions before the time runs out.

A simple portal designed for parents to stay updated.

Features:
  • Child Monitoring: The dashboard shows a to-do list and progress for their child. It also displays school announcements and recent parent/student activity.
  • Progress Viewing: By clicking on a child, the parent can see a read-only gradebook of all their child's grades in all subjects.
Common Tasks (How-To Guide):

After logging in, you will see a list of your children on your dashboard. Click the "View Progress" button to see their grades in all subjects.

This Learning Management System is a complete and robust platform ready to serve the needs of Holy Face of Jesus Lyceum San Jose Inc. From a detailed plan, a custom solution has been successfully developed that automates tasks, improves communication, and provides a modern learning experience for all members of the school community.