Exam Coordinator Guide

This guide walks you through the workflows you will use on the Henapp Educare platform. Each section explains a task with clear, step-by-step instructions. Use the screenshot space beside each section to paste your own captures (Windows + Shift + S), or ask your IT lead to add them.

1. About this guide

You have been given the Exam Coordinator role on top of your Teacher role. Everything in the Teacher User Guide still applies — this guide only documents the EXTRA tools that the coordinator role unlocks.

Please keep the Teacher User Guide close by; it covers login, profile, classes, lesson plans, attendance, scoresheets, and the day-to-day workflows you share with every other teacher.

2. What this role lets you do

• See the Submission Tracker — a school-wide list of which teachers have or haven’t submitted questions for the current submission window.
• See the Completed Scores report — a school-wide list of which subjects, classes and teachers have finished entering scores.
• Send a Remind nudge — a bell notification to any teacher who is behind on questions or scores.

You CANNOT approve or disapprove submissions, edit scores, change windows, or open a teacher’s account. Those actions stay with the administrator. Your job is visibility and a gentle nudge.

3. The Submission Tracker

Open Examination → Submissions → Submission Tracker. Pick a submission window from the filter at the top. The page lists, for each Teacher · Subject · Class triplet, whether they have submitted any file yet — and if they have, the review status of their latest upload.

Reading the page

• Expected / Submitted / Not submitted / Approved — the four cards across the top are running counts for the active window.
• Each row shows one Teacher · Subject · Class expected to submit.
• Status pill — Submitted (green) or Not submitted (red).
• Review pill — Approved / Pending / Disapproved, based on the latest uploaded file. A pending or disapproved row still counts as Submitted but flags work the admin needs to handle.
• Click any column header (Subject / Class / Teacher / Status / Review / Submitted) to sort. The active sort groups rows visually with a heavier divider so streaks of the same teacher or class stand out.

Sending a Remind nudge

• Find the row of a teacher who is Not submitted.
• Click the Remind button on the right of the row.
• The teacher gets a bell notification telling them which window and subject is still outstanding. They can act on it straight from the bell.
• Use it sparingly — one polite reminder per window beats a string of nudges.

4. The Completed Scores report

Open Assessment → Completed Scores. The report spans BOTH scoring systems the platform runs side by side: legacy Exam Scoresheets and the newer Report-Card Templates. You see the WHOLE school here, not just your own classes.

Reading the page

• One row per Subject × Class, for the selected term.
• Source badge — Exam (legacy scoresheet) or Report Card (template-driven).
• Progress bar — how many active students in the class have every score cell filled in.
• Status pill — Complete (green), Incomplete (amber), Not started (red), or No students / No columns (grey edge cases).
• Remark — plain language, e.g. “3 of 24 students still missing scores.”
• Sort by any header except Remark; the default sort floats issues to the top.

Filters

• Term — defaults to the current term.
• Status — quick-filter by Complete / Incomplete / Not started.
• The four summary cards at the top double as one-click status filters.

Sending a Remind nudge

• Find a row whose Status is Incomplete or Not started.
• Click Remind on the right of the row.
• The assigned teacher gets a bell notification telling them which subject and class still needs scores entered.

5. Etiquette

• Remind is silent on the admin side — only the recipient sees the bell. Don’t pile reminders on the same teacher more than once a window.
• If a row says “No teacher assigned,” Remind has no one to notify — flag it with the admin so the subject assignment can be fixed first.
• Your role is oversight and nudging, not approval — when something needs an actual decision, escalate to the admin.