Jovannotti

Help

Step-by-step help for schools on OCAkademia and for families on Jovannotti. Choose who you are, or search.

School staff, parents and learners: sign in and open Help inside your school, and each “take me there” link opens the page in your school.

I am

32 articles

  • Sign inSign in with a one-time link sent to your email; there is no password.For: Owner or head, Administrator, Teacher, Bursar, Parent, Learner, Driver, Jovannotti family
    1. Open Sign in and type your email address under "Email address".
    2. Press "Email me a sign-in link". The page changes to "Check your email".
    3. Open the email and follow the link. It works once.
    4. If you belong to one school, you go straight to it. If you belong to several, choose one under "Choose a school". Families go to Jovannotti.
    5. One account works for both Jovannotti and OCAkademia. Use the email address your school has on record for you.

    Take me there: Sign in

  • Invite staffAdd teachers, admins and the bursar by email; each gets a link to sign in.For: Owner or head, Administrator
    1. Open "Staff".
    2. Under "Add staff by email", type their "Email", and if you wish their name, job title and phone.
    3. Choose the "Role": Teacher, School admin, or Bursar (fees only). A bursar sees the fee pages only, never academic records.
    4. Press "Add staff member". They are emailed a link to sign in; if the email cannot be sent, share the sign-in page with them yourself.
    5. Adding the same person again with the same role only updates their details.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Import students from a CSV fileFill the template from your register, check it, and save the whole file at once.For: Owner or head, Administrator
    1. Open "Students" and press "Import CSV".
    2. Download the CSV template. Its columns are admission_number, first_name, last_name, other_names, sex, date_of_birth, date_joined and status. Dates are YYYY-MM-DD; up to 2,000 rows a file.
    3. Fill it from your register. Sex is M or F; status is ACTIVE, LEFT or GRADUATED (blank means ACTIVE).
    4. Choose the file under "CSV file" and press "Check file". Nothing is saved yet: you see a preview, or a list of problems by line and column.
    5. Fix any problems and upload again, then press "Save N students". The import does not place students in classes; do that from Classes.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Invite parents to the portalSend guardians a sign-in link so they see their own children in the parent portal.For: Owner or head, Administrator
    1. Open "Parents" ("Sponsors" at a college or university).
    2. Choose a class, or "All guardians".
    3. Press "Invite" beside a guardian, or invite every guardian of the class with an email at once.
    4. A guardian with no email cannot sign in yet: add their email on their record first.
    5. Parents see only their own children. What they see is set in Settings.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Take the registerMark the class register for the day; everyone starts present, so change only the exceptions.For: Teacher, Owner or head, Administrator
    1. Open "Attendance". Class teachers see their own classes; the office sees every class. Subject teachers do not take registers.
    2. Choose the class (and another date with "Date" and "Show" if needed).
    3. Everyone starts as Present. Change only the exceptions to Absent, Late or Excused, with a reason if you wish.
    4. Press "Save register". You can correct it for a few days (set in Settings); after that the school office can still change it while the term is open.
    5. The office sees who is away under "Absentees" and can email the guardians of learners marked absent, if the school allows it.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Enter marksType marks for your own subjects on the marks sheet, or import them from a CSV file.For: Teacher, Owner or head, Administrator
    1. Open "Marks". Your classes and subjects are listed, each with its components (for example a test out of 30) and how many marks are entered.
    2. Open a component. Enter a whole mark out of the maximum, A for absent or X for exempt. Leave a box blank for no entry.
    3. Press "Save marks". Totals and grades are worked out for you.
    4. To import instead, press "Import CSV", download the template with the class list, fill the mark column, then "Check file" and "Save N marks". The file is saved whole or not at all.
    5. Only the subject's teacher, an admin or the owner can change a subject's marks. When the term is closed the marks are locked.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Release report cardsWrite comments, close the term, then release a class's cards to parents in one step.For: Owner or head, Administrator, Teacher
    1. Open "Reports" and choose the class and term. Class teachers see their own classes.
    2. Press "Enter comments". Class teachers write theirs; the office writes the head teacher's. Press "Save all comments".
    3. Close the term under Terms ("Close term"). Cards can be previewed while it is open, but not released.
    4. An owner or admin presses "Release N report cards". This stores an unchangeable copy of every card; later changes need a correction per student ("Issue a correction").
    5. Press "Print all" to print one card per A4 page. Parents see released cards in the portal when the school's portal settings allow it.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Record a fee paymentFind the student, record what was paid, and print the receipt.For: Bursar, Owner or head, Administrator
    1. Open "Fees" and press "Record a payment", or open "Students and payments" and search by name or admission number.
    2. On the student's statement, press "Record payment".
    3. Enter the "Amount received", the "Date received" and "How it was paid" (Cash, Bank, Mobile money or Other). For bank and mobile money, enter the transaction ID as the "Reference", not a phone number.
    4. Press "Save payment". The receipt opens; press "Print receipt".
    5. A payment is never recorded twice by pressing again. Tick "This is a second payment" only when the family really paid the same amount twice on the same day.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Send a noticeWrite a notice, choose who it is for, and publish it to the parent portal and by email.For: Owner or head, Administrator, Teacher
    1. Open "Notices" and press "New notice".
    2. Give it a "Title" and the "Notice" text, and choose "Who it is for": the whole school, chosen levels or chosen classes. A class teacher can send to their own class.
    3. Tick "Also show to the learners it reaches" if learners should see it in their portal. Press "Save draft".
    4. On the notice's page, press "Publish". It appears in the parent portal, and guardians with an email get it by email unless they turned that off.
    5. The page shows how many guardians opened it and how the emails went. Press "Withdraw" to take it down. SMS and WhatsApp are switched on only once a provider is signed.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Set an assignmentCreate an assignment as a draft, publish it, then record hand-ins and marks.For: Teacher, Owner or head, Administrator
    1. Open "Assignments" and press "New assignment" beside the class subject or course unit.
    2. Fill in the "Term", "Title", "Instructions", "Due date" and "Out of (maximum mark)". To feed the term's marks, choose a component under "Also record marks in".
    3. Press "Save draft". Learners and parents do not see a draft.
    4. On the assignment's page, press "Publish". Learners see it in their portal.
    5. Learners hand in work as you asked. Open each learner to record that it was handed in, the mark and feedback, then "Write all marks to the marks sheet" if linked.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Use the timetableSee your own timetable; the office sets the periods and books lessons.For: Teacher, Owner or head, Administrator
    1. Open "Timetable" and press "My timetable" to see your own lessons this term.
    2. Owners and admins first set the school day under "Periods and rooms": add each period with its start and end (breaks are never booked) and each room.
    3. To book a lesson, open a class's timetable and use "Book a period": day, period, subject, teacher and room, then "Add to the timetable".
    4. A booking is refused when the class, the teacher or the room is already booked in that period.
    5. Exam timetables are under "Exams": add papers to a series and publish it to learners and parents.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Run mock examsPlan an exam series, enter scores on marking sheets, lock them after moderation, and write them into marks.For: Owner or head, Administrator, Teacher
    1. Open "Exams". An owner or admin adds a series with "New series" and chooses the kind, for example Mock examinations.
    2. In the series, "Add a paper" for each class subject: date, start, duration, room, maximum mark and invigilators. Clashes are refused.
    3. Press "Publish to learners and parents" when the exam timetable is ready.
    4. After the paper, the subject's teacher fills in its marking sheet (Sat, Absent or Excused, and the score) and presses "Save marking sheet".
    5. An owner or admin presses "Lock after moderation", then "Write into the marks sheet" to copy the scaled scores into the term's marks.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Set up transportAdd vehicles, routes with a driver, stops and the learners who ride.For: Owner or head, Administrator
    1. Open "Transport". Add each vehicle with its registration, name and seats.
    2. Under "Add a route", give it a name, its vehicle and its driver. The driver is a member of staff with a login.
    3. Open the route and add its stops in order, with morning and afternoon times. A stop is a public pick-up point, never a learner's home.
    4. Under "Learners on this route", add each rider by admission number and choose their stop.
    5. The driver records each run under "My bus runs", and parents of the route's learners see their own child's route and today's trip.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Edit the school websiteWrite the pages, choose a look, add photos, and put the website online.For: Owner or head, Administrator
    1. Open "Website". The pages are Home, About, Admissions, Notices and Contact. Open one, write the "Title" and "Text", then "Save draft" or "Publish".
    2. Open "Front page" for the banner photo, key facts, the head teacher's welcome and "One line about the school", which search engines and shared links show.
    3. Choose a look (Classic, Modern or Community), and set the contact details, social links, the WhatsApp button and the enquiry form. The WhatsApp number is set in Settings.
    4. Add photos under "Photos". Confirm for each that no pupil can be identified, or that the school holds written consent.
    5. Press "Preview drafts" to check, then "Put the website online". Enquiries arrive under Admissions, "Website enquiries".

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Review applicationsOnline, walk-in and paper applications land in one queue; accepting creates the student record.For: Owner or head, Administrator
    1. Open "Admissions". Filter by status (Submitted, Under review, Accepted, Rejected, Withdrawn) or by how it arrived (Online, Walk-in, Paper form).
    2. For a parent who walked in or sent a paper form, press "New application" and fill it in; it joins the same queue.
    3. Open an application. Check "Possible duplicates" if shown, and press "Mark under review" while you decide.
    4. To accept, give the "Admission number", choose a class if you wish, and press "Accept and create student". The student record is created and the guardian linked in one step.
    5. Or press "Reject application", or "Mark withdrawn" if the family withdrew. No email is sent on accept or reject.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Export your school's dataThe owner downloads the school's students, guardians and applications as CSV files.For: Owner or head
    1. The owner opens "Settings" and, under "Export your data", downloads students, guardians or applications as CSV.
    2. Fee staff (owner, admin or bursar) download a student's statement, class balances or money received from the fee pages with "Download CSV".
    3. Every download is recorded in the audit trail.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Record a bus runDrivers start a run, mark each stop as the bus reaches it, and finish it.For: Driver
    1. Sign in and open "My bus runs".
    2. Choose your route and the direction (morning or afternoon) and press "Start the run".
    3. At each stop, press "Reached". The stop lists the learners boarding there.
    4. Press "Finish the trip" at the end, or "Cancel the trip" if it does not run.
    5. Parents of the route's learners see the trip's progress. If you drive no route, ask the school office to assign you.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • See your child's report cards, progress and attendanceIn the parent portal, open each of your children's released report cards, progress and attendance.For: Parent
    1. Sign in and open "My children".
    2. Under each child, open "Report cards", "Progress" or "Attendance". Each appears only when the school has switched it on for parents.
    3. Report cards are listed by year and term once the school releases them. Open one to read or print it.
    4. Progress shows the average term by term and the strongest and weakest subjects, from released report cards only.
    5. Attendance shows each term's days present, absent, late and excused, then day by day.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • See fees, balances and receiptsCheck a child's fee balance, statement and receipts in the parent portal.For: Parent
    1. Open "My children" and press "Fees" under the child. It appears when the school has switched fees on for parents.
    2. "Balance today" is at the top, then the statement line by line and the receipts.
    3. Open "Receipt No. …" to see it in the school's colour and crest, and press "Print receipt".
    4. If something looks wrong, speak to the school office.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Share your child's records for study abroadGive or withdraw consent for the Jovannotti team to see your child's school details.For: Parent, Learner
    1. Open "Study abroad" in the parent portal.
    2. Nothing about your child leaves the school for Jovannotti without your consent. Under "Sharing your child's school records", tick the boxes for the child and press "Give consent".
    3. The basic consent shares the child's name, class and school, and lets the school see the stage each application has reached. You can also allow the team to download released report cards as one records pack.
    4. Press "Withdraw consent" at any time; sharing stops from that day.
    5. To ask the team to call you, use "Talk to Jovannotti". Only your name, phone, message and the school's name are sent. A learner aged 18 or over can give or withdraw consent from their own login.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Follow your child's school busSee your child's route and stop, and today's trip while the bus is on the road.For: Parent
    1. Open "Transport" in the parent portal.
    2. Each child shows the route, the stop and the morning and afternoon times.
    3. Under "Today" you see each trip: on the road, finished or cancelled, and how many stops the bus has reached.
    4. Only the bus is shown, while it is on the road. OCAkademia never tracks a learner.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Approve your child's learner loginFor a child under 18, the learner portal login starts only when a guardian approves it.For: Parent
    1. When the school invites your child to the learner portal, open "My children".
    2. Under "Learner portal logins", press "Approve" or "Decline".
    3. When you approve, the sign-in link is sent to your child.
    4. You can press "Remove login" later; the school records are kept.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Choose how the school contacts youChoose email, SMS or WhatsApp for the school's notices and alerts.For: Parent
    1. Open "My settings" in the parent portal.
    2. Tick whether to get the school's notices and messages by email as well, and whether you would like SMS or WhatsApp, if the school sends them.
    3. Press "Save". SMS and WhatsApp are switched on only once the school has a provider; until then notices reach you in the portal and by email.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • See your assignmentsThe learner portal lists what is due, with your marks and feedback once marked.For: Learner
    1. Sign in and open "Assignments" in the learner portal.
    2. "To hand in" lists your published assignments, soonest first, with the due date, subject and instructions.
    3. Hand the work to your teacher as they asked. They record it, and it moves to "Handed in and marked" with your mark and feedback.
    4. Handing in online is not available yet.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • See your marks, report cards and timetableYour own marks and report cards once released, your attendance and your timetable.For: Learner
    1. Sign in and open "My page" in the learner portal.
    2. "Marks" lists each subject's mark and grade from your released report cards.
    3. "Report cards" lets you open and print each released card.
    4. "Attendance" and "Timetable" show your own record and your class timetable, when the school has switched them on.
    5. At a college or short-course school, "Transcripts" lists your issued transcripts and certificates.

    Open Help from inside your school's workspace and this link takes you straight to the page.

  • Find scholarshipsSearch scholarships by destination, level, coverage and status, and save the ones that fit.For: Jovannotti family, Learner, Parent
    1. Open "Find a scholarship".
    2. Narrow the list with Search, Study destination, Level, Coverage, Status and "Open to students from", then press "Search".
    3. Each scholarship shows a status (Upcoming, Open, Closing soon, Closed, Rolling or "Dates to be confirmed"), the last known deadline and the official link. These are free for everyone.
    4. Open a scholarship and press "Save to shortlist" to keep it. Only you can see your shortlist.
    5. Always confirm the details on the official page before you apply.

    Take me there: Find a scholarship

  • Find a programme and its entry requirementsFilter programmes, then see the entry requirements for the country you apply from.For: Jovannotti family, Learner
    1. Open "Find a programme" and set the filters: country, level, field of study, teaching language, maximum tuition per year, intake month, test required and "Applying from". Tick "Applications still open" if you wish. Press "Search".
    2. Tuition is shown in each programme's own currency, never converted.
    3. Open a programme. Under the entry requirements, choose where you apply from under "Applying from" and press "Show".
    4. You see the English tests and entrance exams accepted, the school qualification and the documents to send. Where a country has no rules of its own, the page says the general ones apply.
    5. The step-by-step guide is part of that country's pack: see Plans. Always confirm on the official page before you apply.

    Take me there: Find a programme

  • Use your shortlistKeep the programmes and scholarships you are weighing up in one private list.For: Jovannotti family, Learner
    1. Sign in, then press "Save to shortlist" on any programme or scholarship.
    2. Open "Your shortlist" to see everything you saved, from any device.
    3. Press "Remove" to take something off. Only you can see this list; a school cannot.

    Take me there: Your shortlist

  • Which tests might I need?Answer four questions to see the English, entry and language tests worth looking at.For: Jovannotti family, Learner
    1. Open "Which tests might I need?".
    2. Answer the four questions: where you want to study, the level, your English evidence and when you want to start.
    3. Press "Show the tests to look at".
    4. Your answers stay on your device; nothing is sent or saved. The result is general guidance, so check each programme's own page.

    Take me there: Which tests might I need?

  • Follow your application journeySee each stage of your path with Jovannotti and the applications the team is helping with.For: Jovannotti family
    1. Open "My journey". It shows your path from the first conversation to arrival: enquiry, consultation, service package, documents, applications submitted, offers, acceptance, visa, pre-departure and arrival.
    2. Each stage says who owns it, the family or your Jovannotti counsellor. Tick items in a checklist with "Mark done".
    3. Open "My applications" for each application's stage, the documents still needed, deadlines and your adviser.
    4. Nothing is uploaded on these pages; send documents to your counsellor as they ask.

    Take me there: My journey

  • Practise for the SAT, IMAT or CEnT-STopic drills, timed sections and full mock tests, with your results and history.For: Jovannotti family, Learner
    1. Open "Entry-exam prep" and sign in.
    2. Press "Practise …" for the SAT, IMAT or CEnT-S, then choose a topic drill, a timed section or the full mock test. Full mock tests and some questions are on the paid plan.
    3. Answer the questions and submit to see your result.
    4. "Your practice history" lists your attempts and the topics to work on. Only you can see it.
    5. The questions are sample questions for now.

    Take me there: Entry-exam prep

  • Ask for a mentor (Seedbed / Next Rung)Request a mentor for yourself or your child; the Jovannotti team matches you by hand.For: Jovannotti family, Parent
    1. Open Seedbed / Next Rung and press "Ask for a mentor" (sign in first).
    2. Say whether the mentor is for you or for your child under 18, then give a first name, date of birth, programme (Seedbed in small groups, or Next Rung one to one), field of interest and goal.
    3. For someone under 18, give a guardian's email. Press "Send the request".
    4. A guardian named on the request signs in and gives consent; until then the request waits for consent.
    5. The team then matches the request with a checked mentor and you see "Matched with a mentor".

    Take me there: Seedbed / Next Rung