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The Rector role represents the highest authority in a school within Athena ERP. This role is designed for school directors, principals, and other top administrators who need full control over all aspects of the institution.

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Permissions

Rectors have comprehensive access to all system functions:

Full Read Access

Permission: read:allView all data across the institution including students, grades, attendance, discipline records, and communications.

Full Write Access

Permission: write:allCreate and modify any records in the system, including enrollments, grades, schedules, and institutional settings.

Delete Access

Permission: delete:allRemove records when necessary (with audit trail for compliance).

User Management

Permission: manage:usersCreate, modify, and deactivate user accounts for staff, teachers, and students.

Institution Configuration

Permission: config:institutionConfigure school settings, academic years, grading scales, and system parameters.

SIMAT Export

Permission: export:simatGenerate official SIMAT exports for Colombian Ministry of Education reporting.

Audit Logs

Permission: read:audit_logReview system audit logs to track data access and modifications for compliance.

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Common Workflows

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Setting Up a New Academic Year

1

Configure School Year

Navigate to Settings > Academic Years and create a new school year with start/end dates and grading periods.
POST /api/schools/{school_id}/years
Permission: config:institution
2

Define Class Groups

Create class groups (grades and sections) for the new year under Academic > Class Groups.
POST /api/academic/class-groups
Permission: write:all
3

Assign Teachers

Assign teachers to subjects and class groups in Academic > Assignments.
POST /api/academic/teacher-assignments
Permission: write:all
4

Open Enrollment

Enable enrollment for the new year and communicate with families.

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Managing Staff Accounts

As Rector, you’re responsible for creating and managing all user accounts:
  1. Navigate to Administration > Users
  2. Click Create User
  3. Fill in personal information (full name, email, document)
  4. Select role: teacher
  5. Assign to subjects and class groups
The teacher will receive login credentials and can immediately access their grade books.
  1. Go to Administration > Users
  2. Click Create User
  3. Enter coordinator details
  4. Select role: coordinator
  5. Optionally add secretary role if they handle enrollments
Coordinators gain access to discipline management and oversight tools.
  1. Find the user in Administration > Users
  2. Click Edit
  3. Toggle Active status to OFF
  4. Save changes
Deactivated users cannot log in but their historical data remains for auditing.

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Reviewing Academic Performance

Rectors can access comprehensive academic reports:
The main dashboard shows:
  • Overall enrollment numbers
  • Average grades by grade level
  • Attendance rates
  • Pending discipline cases
Access via: Dashboard (homepage)

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Handling Discipline Cases

While Coordinators typically manage discipline, Rectors have full access:
1

Review Cases

Access Discipline > Cases to see all active and resolved cases.
2

Monitor Due Process

Ensure coordinators follow proper procedures for serious cases.
3

Intervene When Needed

Add notes, escalate cases, or apply final resolutions.
PATCH /api/discipline/cases/{case_id}
Permission: write:all
4

Generate Reports

Export discipline statistics for administrative review.

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Configuration Responsibilities

Rectors configure institutional settings that affect all users:

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Grading Scale

Configure the grading scale to comply with Decreto 1290/2009: 
{
  "scale_type": "numeric",
  "min_value": 1.0,
  "max_value": 5.0,
  "passing_threshold": 3.0,
  "performance_levels": [
    {"level": "Superior", "min": 4.6, "max": 5.0},
    {"level": "Alto", "min": 4.0, "max": 4.5},
    {"level": "Básico", "min": 3.0, "max": 3.9},
    {"level": "Bajo", "min": 1.0, "max": 2.9}
  ]
}

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Academic Periods

Define grading periods (bimesters, trimesters, or quarters): 
{
  "school_year_id": "uuid-here",
  "periods": [
    {
      "name": "Primer Bimestre",
      "start_date": "2026-01-15",
      "end_date": "2026-03-15",
      "weight": 25
    },
    {
      "name": "Segundo Bimestre",
      "start_date": "2026-03-16",
      "end_date": "2026-05-15",
      "weight": 25
    }
    // ... more periods
  ]
}

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School Information

Update institutional details visible in official documents:
  • School name
  • NIT (tax ID)
  • Resolution numbers
  • Contact information
  • Logo and official seals

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Best Practices

While you have all permissions, delegate routine tasks:
  • Secretaries handle enrollment processing
  • Coordinators manage discipline and academic oversight
  • Teachers enter grades and attendance
Reserve your time for strategic decisions and oversight.
Check audit logs monthly to:
  • Verify proper data access patterns
  • Identify unusual activity
  • Ensure compliance with data protection laws
Access via: Administration > Audit Logs
Before bulk operations (like grade promotions), coordinate with your technical team to ensure recent backups exist.
If you also teach classes, you may want both rector and teacher roles. This gives you the teacher-specific UI for your classes while retaining administrative access.

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Data Protection (Ley 1581/2012)

As Rector, you’re responsible for:
Ensuring all staff with system access have proper authorization
Reviewing data access logs as required by Colombian law
Maintaining documentation of consent for data processing
Responding to parent requests for data access or deletion

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Academic Records Retention

Follow Colombian Ministry of Education guidelines:
  • Maintain student records for minimum required periods
  • Do not delete historical academic data without legal justification
  • Export and archive data when students graduate or transfer

Coordinator

Your primary collaborator for student affairs and discipline

Secretary

Handles enrollment and administrative tasks

Teacher

If you teach classes, consider adding this role

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