Academic Affairs Management Manual

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Overview

The academic affairs management module is one of the core components of operations for educational institutions and tutoring centers. It supports the comprehensive management of various teaching and administrative affairs. Its extensive coverage includes daily meal ordering for students, logistics for textbooks and handouts, management of certificate issuance, planning and grading of course assignments, and digital automation of billing and payment processes. By integrating these modules, institutions can effectively reduce administrative labor, improve operational efficiency, and achieve greater transparency and flexibility in both teaching and administration.

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Step-by-Step Operation Guide

1. Meal Ordering Management

1. Log in to the platform and access Admin Panel > Academic Affairs > Meal Ordering.
2. First, create and configure partner restaurant details, including name, meal types, images, prices, and available dates.
3. Configure the daily menu, allowing different setups for each day or week.
4. Students place orders through the frontend platform or app, while administrators view real-time order summaries and individual details.
5. Export monthly reports to analyze each student's order history and restaurant supply count.
6. Configure parameters such as activation status, pre-order days, order cutoff time, and default stored value.

2. Book Shipping Management

1. Go to Admin Panel > Academic Affairs > Book Shipping.
2. Search shipping records by student name, account, or tracking number.
3. To add new shipping records, click New Shipping Form, allowing up to 20 entries at once.
4. Fill in delivery method (e.g., post, courier), package contents, tracking number, and status, then save.
5. The system automatically enables student-side tracking to check delivery progress online.

3. Certificate and License Management

1. Access Admin Panel > Academic Affairs > Certificate Management System.
2. Admins can view, edit, and add certificate data, including course name, issue date, and validity.
3. Set eligibility conditions (e.g., 90% video watched, passed test) to generate digital certificates with QR codes.
4. Students can verify the authenticity of their certificates by entering the certificate number and registered email.

4. Course Assignment Management

1. Navigate to Admin Panel > Academic Affairs > Course Assignments.
2. Create assignments linked to specific videos. Each assignment may include up to 10 questions with assigned types and points.
3. Questions can include images, multiple-choice, or true/false formats, and allow file attachments.
4. Students must watch the assigned video before the system enables submission.
5. Instructors review submissions via the backend, assign scores, and may include feedback or attachments. Students can view results in real time.

5. EduPay Billing Management

1. Go to Admin Panel > Academic Affairs > Billing, click New to create a billing record.
2. Enter billing title, course start/end dates, payment deadline, target classes, and fee items (e.g., textbooks, tuition, registration).
3. If the Link Class feature is enabled, once payment is complete, the student is automatically enrolled in the respective class.
4. Admins can view all payment statuses, including paid/unpaid students, and export payment records.
5. Students can log in to view barcodes and billing details, then scan codes at the counter for payment.

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Usage Scenarios

• Meal Ordering: Full-time cram schools provide lunch; students use the app in the morning to place orders, and the system compiles the data for restaurants.
• Shipping: Before each semester starts, textbooks are delivered to students' addresses. Admins upload data in bulk and generate a shipping list.
• Certificate Issuance: Vocational centers issue certificates upon meeting requirements—90% course completion and passing exams. Certificates include QR code verification.
• Course Assignments: Teachers assign short quizzes after each video. Students complete them immediately, and instructors grade them online with feedback.
• EduPay Billing: Institutions generate term-based invoices with barcodes. Parents or students pay at the counter or online, triggering immediate course access.

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Frequently Asked Questions (FAQ)

Q1: Can meal order cut-off times be configured differently by class?

A: Not directly, but visible ordering times can be restricted per class via daily order settings to create a differentiated experience.

Q2: What happens if there’s an error in the shipping address or student data, causing failed delivery?

A: Edit the incorrect data in the book shipping module and update the status in the existing record or create a new one.

Q3: What should I do if a student hasn't received their certificate?

A: Confirm whether the student met issuance conditions. Check for expiration dates or status. Admins can manually reissue the certificate if needed.

Q4: Can students retake or resubmit course assignments?

A: Yes. Instructors can enable Allow Retake or Allow Resubmission during assignment creation.

Q5: Does EduPay support other payment methods, such as convenience store payments?

A: Currently, barcode scanning and online payment are supported. For integration with 7-Eleven or FamilyMart, please contact BlueEye Technology to enable the extended module.

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