Staff Guide

Welcome

This guide covers the faculty or institution staff workflow in the EAC Portal. It focuses on day-to-day operational tasks, not technical setup.

What staff access is for

Staff users work in the faculty portal for a specific institution.

Staff can use the portal to:

• view the faculty dashboard

• create student profiles

• create the first academic record for a student

• add new academic records for existing students

• update student details

• update academic records

• view each student once in the institution student list

• open a student profile to review all academic records for that student in the staff member's institution

• view institution departments and admins

Access scope

Staff access is tied to the school linked to the user through the school admin assignment.

This means staff views are intended to be limited to their own institution’s records.

If a signed-in user tries to open a faculty page without a valid school admin assignment, the portal signs the user out and asks them to sign in with a faculty administrator account.

Faculty dashboard

The faculty dashboard provides a quick summary of:

• institution details

• department count

• student count for the institution

• accredited departments

Creating a student profile

When staff create a student profile, the flow creates:

• the student personal profile

• the initial level record

• the initial academic record

After the student profile is created:

• the student receives an account setup email

Managing academic records

Staff can:

• open the Students page to see one row per student for their institution

• click a student to view that student's full profile and all academic records for the staff member's institution

• open an individual record detail page from the student profile

• update academic record details

• add a new academic record to an existing student

The Students page no longer repeats a student for every programme or academic record. Instead, it summarizes the student's programmes, departments, and record count. Use the student detail page when you need to review each academic record individually.

When staff add or update academic records for a student with a linked portal account, the student receives:

• an in-app notification

• a transactional email

Updating student information

Staff can update student personal details from the faculty portal.

When staff update the profile of a student who already has a linked portal account, the student receives:

• an in-app notification

• an email confirmation

Students cannot update their own username, name, email, or other profile details from the student portal. Staff or superadmins must make those changes.

Notifications

Staff users can use the notification bell to review recent updates and open the full notification page.

The notifications page allows staff to:

• review the full list of notifications

• open individual notifications

• mark all notifications as read

Good operating practice

Staff should:

• confirm student email addresses before creating profiles

• verify registration number and admission details carefully

• review records after updating them

• treat notifications and emails as confirmation, not as a substitute for data review

Printing records

Faculty view pages include a print option where printing is useful, including the Students list, student detail, record detail, departments, and faculty admin views.

When printing, navigation, filters, buttons, and other screen-only controls are hidden so the output focuses on the student, institution, and academic record data.

Frequently Asked Questions