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The Coordinator role is designed for academic coordinators and administrators who oversee student affairs, manage discipline processes, and support academic operations. This role has broad read access and specific write permissions for student-related activities.

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Permissions

Student Records

Permission: read:studentsView all student profiles, enrollment information, and personal data across the institution.

Academic Grades

Permission: read:gradesAccess grade books and academic performance data for all students and teachers.

Attendance Records

Permission: read:attendanceView attendance records across all classes and grade levels.

Discipline Management

Permission: write:convivenciaCreate and manage discipline cases, behavioral reports, and convivencia records.

Due Process

Permission: write:due_processDocument and track formal discipline procedures according to school policies.

Communications

Permission: read:communications, write:communicationsSend and receive messages, circulars, and announcements to students and parents.

SIMAT Export

Permission: export:simatGenerate SIMAT exports for ministry reporting.

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Common Workflows

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Managing Discipline Cases

Coordinators are primarily responsible for handling discipline and convivencia:
1

Create New Case

When a discipline incident occurs:
  1. Navigate to Discipline > New Case
  2. Fill in incident details:
    • Date and time
    • Location
    • Description of incident
    • Category (behavioral, academic, safety)
    • Severity (minor, moderate, serious, severe)
POST /api/discipline/cases
Permission: write:convivencia
2

Add Participants

Link involved parties to the case:
  • Students (primary and secondary)
  • Witnesses
  • Reporting teacher
  • Parents/guardians
POST /api/discipline/cases/{case_id}/participants
Permission: write:convivencia
3

Document Events

Track the discipline process:
  • Initial report
  • Student interview
  • Parent notification
  • Corrective measures applied
  • Follow-up meetings
Each event is timestamped and auditable.
4

Apply Resolution

Choose appropriate resolution:
  • Verbal warning
  • Written warning
  • Parent conference
  • Suspension
  • Behavior contract
  • Escalation to rector
PATCH /api/discipline/cases/{case_id}
{
  "phase": "resolved",
  "resolution_type": "parent_conference",
  "resolution_notes": "..."
}
5

Monitor & Follow-Up

Track student progress after resolution and document any repeat incidents.

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Academic Oversight

While teachers enter grades, coordinators monitor academic performance:
Track grading progress:
  1. Go to Academic > Grades > Overview
  2. Filter by grading period
  3. View which teachers have completed grade entry
  4. Identify missing or incomplete grade books
You can view grades but cannot modify them. Contact the teacher or rector for corrections.

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Parent Communication

Coordinators frequently communicate with families:
Contact a specific parent or guardian:
  1. Go to Students > [Student Name] > Guardians
  2. Click Send Message
  3. Write message regarding academic or behavioral concerns
  4. Message is delivered via email and in-app notification
POST /api/communications/messages
Permission: write:communications
Send announcements to multiple families:
  1. Navigate to Communications > Circulars
  2. Click New Circular
  3. Select recipients:
    • All families
    • Specific grade level
    • Specific class groups
  4. Write announcement and attach documents if needed
  5. Schedule or send immediately
Examples:
  • Important date changes
  • Academic expectations
  • Convivencia reminders
Organize parent conferences:
  1. Access Communications > Meetings
  2. Create meeting invitation
  3. Specify purpose and required attendees
  4. Set date, time, and location
  5. Send notification to parents
The system tracks attendance and allows documentation of meeting outcomes.

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Supporting Enrollment

Coordinators often support the enrollment process:
While secretaries typically process enrollments, coordinators may be involved in reviewing applications and making admission decisions.
Review Pending Enrollments:
  1. Navigate to Enrollments > Pending Review
  2. View student applications with uploaded documents
  3. Check document completeness
  4. Add notes or request additional information
  5. Coordinate with secretary for final approval

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Daily Responsibilities

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Morning Routine

1

Check Dashboard

Review daily summary:
  • New discipline cases requiring attention
  • Attendance alerts for chronic absenteeism
  • Pending communications
2

Review Overnight Incidents

Check if teachers reported any issues that need immediate attention.
3

Prepare for Meetings

Review calendar for scheduled parent conferences or student interventions.

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Weekly Tasks

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Reports You Can Generate

Discipline Summary

Statistics on:
  • Cases by category
  • Cases by severity
  • Resolution types
  • Repeat offenders
  • Trends over time

Attendance Report

Analysis of:
  • Overall attendance rate
  • Absences by student
  • Absences by class
  • Tardiness patterns

Academic Performance

Overview of:
  • Grade distribution
  • Students below passing
  • Subject-specific challenges
  • Comparison across periods

SIMAT Export

Official exports:
  • Enrollment data
  • Academic results
  • Discipline records
  • Formatted per Ministry requirements

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Collaboration with Other Roles

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Working with Teachers

Teachers report behavioral or academic issues:
  • You create discipline cases based on teacher reports
  • You coordinate interventions for struggling students
  • You support teachers with difficult classroom situations

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Working with Rector

  • Escalate serious discipline cases for final decisions
  • Report on academic trends during administrative meetings
  • Request policy changes based on discipline patterns
  • Coordinate school-wide initiatives

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Working with Secretary

  • Review enrollment applications together
  • Coordinate parent communications about enrollment
  • Share SIMAT export responsibilities

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What You Cannot Do

Understand your permission limitations:
Cannot modify grades - Only teachers can enter/edit grades. If a correction is needed, ask the teacher or rector.
Cannot create users - Only rector can create teacher, coordinator, or secretary accounts.
Cannot delete students - Student deletion requires rector permission for data integrity.
Cannot change system configuration - School settings, grading scales, and academic years are rector-only.

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Best Practices

For discipline cases, thorough documentation is critical:
  • Record exact times and locations
  • Use objective, factual language
  • Include all relevant witnesses
  • Track every interaction with students and parents
  • Maintain records for legal protection
For serious discipline cases:
  • Ensure student rights are protected
  • Notify parents promptly
  • Allow student to present their perspective
  • Apply progressive discipline when appropriate
  • Document all steps taken
Parents and teachers expect timely responses:
  • Check communications daily
  • Acknowledge receipt of concerns within 24 hours
  • Set clear timelines for resolution
  • Follow up as promised
Be proactive with analytics:
  • Identify patterns in discipline data
  • Address systemic issues before they escalate
  • Share insights with teachers and administration
  • Propose preventive interventions

Rector

Escalate serious cases and receive administrative guidance

Secretary

Collaborate on enrollment and parent communications

Teacher

Receive reports and provide support

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