Non-Teaching Staff Guide

Welcome! This guide is for non-teaching staff members who support school operations. Whether you're an admission officer, secretary, front desk staff, or other support role, you'll find instructions for your daily tasks here.

Who is this for?

This guide covers general non-teaching staff roles. For specialized roles, see:

• Accountant/Bursar Guide

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Your Dashboard

When you log into 4SCH, your dashboard shows information relevant to your role.

What You'll See

Quick Stats:

• Total students enrolled
• Students present today
• Pending admissions (if you handle admissions)
• Recent activities

Quick Actions:

• Add new student
• Register visitor
• Process admission
• Send message
• View reports (based on your permissions)

Notifications:

• Tasks assigned to you
• Messages from admin or teachers
• System alerts

tip

Your dashboard is customized based on your assigned role. You'll only see features relevant to your responsibilities.

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Common Tasks for Non-Teaching Staff

Managing Visitors

If you work at the front desk, you may need to register visitors.

How to Register a Visitor:

1. Go to Visitors or Front Desk (if available)
2. Click Register Visitor
3. Fill in:
   • Visitor's Name
   • Purpose of Visit (Meeting with Principal, Parent Inquiry, Vendor, etc.)
   • Person to Meet
   • Time In
   • ID Type and Number (for security)
   • Phone Number
4. Click Save

When Visitor Leaves:

1. Find the visitor in the list
2. Click Check Out
3. Enter Time Out
4. Click Save

Benefits:

• Security tracking
• Visitor history for reference
• Reports on school visitors

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Handling Admissions & Inquiries

If you're an admission officer or handle inquiries, here's your workflow.

Recording an Inquiry

When a parent calls or visits asking about admission:

Step 1: Record the Inquiry

1. Go to Admissions → Inquiries
2. Click New Inquiry
3. Fill in:
   • Parent/Guardian Name
   • Phone Number
   • Email Address
   • Child's Name
   • Child's Age
   • Desired Class
   • Current School (if transferring)
   • How they heard about your school
4. Click Save

Step 2: Follow Up

• The system can remind you to follow up
• Call or message parent with information
• Schedule school tour if requested
• Send admission forms

Processing a New Admission

When a student is accepted:

Step 1: Collect Documents

• ✅ Completed admission form
• ✅ Birth certificate
• ✅ Previous school report cards
• ✅ Transfer certificate (if applicable)
• ✅ Passport photos
• ✅ Parent IDs
• ✅ Medical records

Step 2: Verify Information

• Check all required documents are provided
• Verify information is consistent
• Ensure previous school records are authentic

Step 3: Create Student Profile

1. Go to Students → Add Student
2. Fill in all required information:
   • Personal details
   • Class assignment
   • Parent/guardian information
   • Emergency contacts
   • Medical information
3. Click Save

Step 4: Generate Admission Number

• System auto-generates or you assign manually
• Format example: "2024/0456"
• Give to parent for reference

Step 5: Upload Documents

1. Go to student profile → Documents
2. Upload scanned copies:
   • Birth certificate
   • Photos
   • Medical records
   • Previous reports
3. Label each document clearly

Step 6: Generate Invoice

1. Work with accounts office or admin
2. Generate fee invoice for new student
3. Include:
   • Admission/Registration fee
   • First term tuition
   • Uniform (if applicable)
   • Books (if applicable)

Step 7: Issue Welcome Pack

• Admission letter
• Student handbook
• Timetable
• School calendar
• Parent login credentials for 4SCH
• Uniform requirements
• Book list

Keep Track

Use the Admissions Pipeline feature (if available) to track inquiries from initial contact → admission test → document submission → enrollment. This helps you follow up and not lose potential students.

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Managing Student Records

You may be responsible for keeping student records up-to-date.

Updating Student Information

When to Update:

• Parent changes phone number or address
• Student has medical issue to record
• Parent requests update to emergency contact
• Name correction

How to Update:

1. Go to Students → Find the student
2. Click on student name
3. Click Edit
4. Update the necessary information
5. Click Save

Important Changes Requiring Admin Approval:

• Class change
• Date of birth
• Admission number
• Withdrawal/Transfer

For these, inform your admin before making changes.

Adding Documents to Student Files

Common Documents:

• Birth certificate (at admission)
• Medical reports
• School letters (suspension, commendation, etc.)
• Competition certificates
• Transfer certificates

How to Upload:

1. Open student profile
2. Go to Documents tab
3. Click Upload Document
4. Select file
5. Add description: "Medical Report - January 2024"
6. Click Upload

Organizing Documents:

• Use clear, consistent naming
• Include dates in descriptions
• Separate by category (Medical, Academic, Administrative)

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Communication Tasks

Sending School Messages

You may send messages on behalf of the school.

Common Messages:

• Fee payment reminders
• Event invitations
• Document collection notices
• General announcements

How to Send a Message:

1. Go to Messaging → New Message
2. Select Recipients:
   • All Parents
   • Specific Class
   • Individual Parents
3. Write your message clearly
4. Attach files if needed (PDF, images)
5. Click Send

Sample Messages:

Fee Reminder:

"Dear Parents,

This is a reminder that Second Term fees are due by January 31st. Please make payment at the school office or online via your 4SCH portal.

For inquiries, contact the Accounts Office.

Thank you."

Document Collection:

"Dear Parents of JSS 3 Students,

WAEC registration is ongoing. Please submit the following to the school office by Friday:

• 2 passport photographs
• Birth certificate (photocopy)

Office hours: 8am - 3pm, Monday to Friday.

Thank you."

Responding to Parent Inquiries

When Parents Contact the School:

Common Questions:

• "What are your school fees?"
• "Do you have space in JSS 2?"
• "How do I pay fees online?"
• "Can I schedule a tour?"

How to Respond:

1. Check Messages or Inbox
2. Reply promptly (within 24 hours)
3. Be professional and friendly
4. Provide accurate information
5. Escalate to admin if you don't know the answer

Response Example:

"Dear Mrs. Okafor,

Thank you for your interest in our school. We currently have space available in JSS 2.

School fees for JSS classes are:

• Tuition: ₦75,000 per term
• Development Levy: ₦15,000 per term
• Other fees: ₦10,000 per term Total: ₦100,000 per term

We would be happy to schedule a tour for you. Please let us know your preferred date and time.

Best regards, [Your Name] [School Name] Admissions Office"

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Generating Reports

Depending on your role, you may need to generate various reports.

Common Reports:

• Student enrollment summary
• Admission statistics
• Visitor log
• Daily attendance summary
• Outstanding fees list (if you assist with fees)

How to Generate a Report:

1. Go to Reports
2. Select the report type
3. Choose filters:
   • Date range
   • Specific classes
   • Other criteria
4. Click Generate
5. View online or download (PDF/Excel)

Using Reports Effectively:

Enrollment Report:

• Track enrollment trends
• Identify classes near capacity
• Plan for next term admissions

Admission Statistics:

• How many inquiries converted to admissions?
• Which marketing channels work best?
• What's the typical timeline from inquiry to enrollment?

Daily Attendance:

• Print for admin review
• Identify patterns (low attendance days)
• Follow up on chronic absenteeism

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Role-Specific Tasks

Front Desk / Receptionist

Your Key Responsibilities:

• Welcome visitors
• Answer phone calls
• Direct inquiries to appropriate staff
• Register visitors
• Manage appointment scheduling
• Handle walk-in inquiries

Daily Routine:

Morning (8:00 AM - 12:00 PM):

1. ✅ Check messages and emails
2. ✅ Review scheduled appointments
3. ✅ Greet students and staff arriving
4. ✅ Handle parent inquiries
5. ✅ Register any visitors
6. ✅ Answer phone calls promptly

Afternoon (12:00 PM - 4:00 PM):

1. ✅ Continue managing visitors
2. ✅ Process admission inquiries
3. ✅ Update visitor log
4. ✅ Coordinate with admin on urgent matters
5. ✅ Prepare end-of-day report (if required)

Communication Tips:

• Answer phone: "Good morning, [School Name], how may I help you?"
• Be warm and professional
• Get names and contact info for follow-up
• Don't promise what you can't deliver (e.g., "The principal will definitely call you back")
• Take detailed messages for staff members

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Admission Officer

Your Key Responsibilities:

• Process admission inquiries
• Conduct school tours
• Manage admission tests
• Process new student enrollments
• Maintain admission records
• Track admission pipeline

Monthly Tasks:

Week 1:

• ✅ Follow up on all new inquiries from previous month
• ✅ Schedule tours for interested parents
• ✅ Generate admission statistics report

Week 2:

• ✅ Conduct scheduled admission tests
• ✅ Process test results
• ✅ Send admission offers or regret letters

Week 3:

• ✅ Follow up on admission offers
• ✅ Collect documents from accepted students
• ✅ Begin enrollment process

Week 4:

• ✅ Complete enrollments
• ✅ Generate welcome packs
• ✅ Update admin on enrollment numbers
• ✅ Plan next month's admission activities

Tracking Inquiries:

Create a simple tracking system:

Inquiry Date	Parent Name	Child Name	Class	Status	Next Step
Jan 5	Mr. Ojo	Oluwaseun	JSS 1	Scheduled Tour	Tour on Jan 12
Jan 6	Mrs. Adeyemi	Tunde	Primary 5	Test Passed	Awaiting Documents
Jan 8	Mr. Ibrahim	Fatima	SSS 2	Documents Received	Process Enrollment

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Secretary / Administrative Assistant

Your Key Responsibilities:

• Support principal/admin with administrative tasks
• Schedule meetings and appointments
• Prepare documents and reports
• Manage correspondence
• Maintain school records
• Coordinate events

Supporting the Principal:

Meeting Management:

1. Schedule meetings in 4SCH calendar (if available) or external calendar
2. Send meeting invitations to participants
3. Prepare meeting agendas
4. Take meeting minutes
5. Distribute minutes after meeting

Document Preparation:

• Type letters and memos
• Prepare reports for board meetings
• Create presentations
• Maintain filing system (digital and physical)

Correspondence:

• Draft routine letters
• Respond to emails on behalf of principal
• Maintain correspondence log
• File important communications

Daily Tasks:

1. ✅ Check principal's calendar
2. ✅ Review and prioritize emails
3. ✅ Prepare documents for the day
4. ✅ Handle phone calls and visitors
5. ✅ Update task lists and reminders
6. ✅ Coordinate with other staff as needed

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Working with Other Roles

Collaborating with Teachers

When Teachers Need Your Help:

• Printing class lists or reports
• Collecting materials from storage
• Coordinating parent meetings
• Distributing documents to classes

How to Support:

• Be responsive to requests
• Communicate delays promptly
• Keep them informed of relevant school information

Collaborating with Admin

Your Admin Needs You To:

• Keep accurate records
• Report issues promptly
• Follow established procedures
• Maintain confidentiality
• Be proactive, not reactive

Regular Check-ins:

• Daily brief updates (if required)
• Weekly progress reports
• Monthly statistics and summaries

Collaborating with Accounts Office

Common Interactions:

• Processing new student fee invoices
• Updating parent contact info for fee reminders
• Generating outstanding fees lists
• Collecting payments (if authorized)

Important:

• Never promise fee waivers or reductions without approval
• Always issue receipts for cash payments
• Keep accurate payment records

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Best Practices for Non-Teaching Staff

Professionalism

Always:

• ✅ Dress appropriately (follow school dress code)
• ✅ Arrive on time
• ✅ Maintain a positive attitude
• ✅ Be courteous to everyone (parents, students, visitors, colleagues)
• ✅ Keep your workspace organized

Never:

• ❌ Share confidential student or staff information
• ❌ Gossip about students, parents, or colleagues
• ❌ Use your phone excessively for personal matters
• ❌ Be rude or dismissive, even if stressed

Confidentiality

Information You Must Keep Confidential:

• Student grades and performance
• Disciplinary records
• Medical information
• Family situations
• Financial information
• Staff personal matters

If Parents Ask About Other Students:

"I'm sorry, but I can't share information about other students. Please speak with the class teacher or principal if you have concerns."

Time Management

Prioritizing Tasks:

Urgent & Important:

• Handle immediately (emergency calls, urgent admin requests)

Important but Not Urgent:

• Schedule dedicated time (reports, follow-ups)

Urgent but Not Important:

• Delegate if possible or handle quickly

Neither Urgent nor Important:

• Do when you have free time or eliminate

Use To-Do Lists:

• Daily task list
• Weekly goals
• Monthly projects
• Check off completed items

Customer Service Excellence

The First Impression:

• You're often the first contact parents have with the school
• Your professionalism reflects on the entire school
• A warm welcome can make a huge difference

Dealing with Difficult Parents:

If a Parent is Upset:

1. Listen without interrupting
2. Stay calm and professional
3. Acknowledge their feelings: "I understand you're frustrated"
4. Explain what you can do to help
5. If you can't resolve it, involve admin: "Let me get the principal for you"
6. Never argue or take it personally

Sample Response:

"I understand your concern, Mr. Okafor. Let me see how I can help. [Pause to check/research] I need to consult with the principal on this matter. May I have them call you back within the hour?"

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Technology Tips

Using 4SCH Efficiently

Keyboard Shortcuts (if available):

• Learn common shortcuts to work faster
• Ask your admin for a shortcut reference guide

Browser Tips:

• Bookmark frequently used pages
• Keep multiple tabs open for different tasks
• Clear cache if system seems slow

Mobile Access:

• Download 4SCH mobile app (if available)
• Check messages even when away from desk
• Mark urgent items for follow-up

Troubleshooting Common Issues

"I can't log in"

1. Check your username and password
2. Clear browser cache
3. Try a different browser
4. Contact admin to reset password

"Page is loading slowly"

1. Check your internet connection
2. Close unnecessary browser tabs
3. Clear browser cache
4. Restart your computer
5. Report to admin if problem persists

"I don't see the menu I need"

• Your role may not have access to that feature
• Contact admin to request access if needed

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Weekly Checklist

Use this checklist to stay on top of your responsibilities:

Monday

• ✅ Review tasks for the week
• ✅ Check messages and respond to urgent items
• ✅ Update student records from weekend inquiries
• ✅ Prepare materials needed for the week

Tuesday-Thursday

• ✅ Process daily tasks (admissions, visitors, inquiries)
• ✅ Follow up on pending items
• ✅ Maintain records and documentation
• ✅ Support admin and teachers as needed

Friday

• ✅ Complete any pending tasks
• ✅ Generate weekly reports (if required)
• ✅ File documents and organize workspace
• ✅ Plan for next week
• ✅ Update to-do list

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Getting Help

Need Training?

• Ask your admin for training on specific features
• Watch for system updates and new features
• Request refresher training if needed

Have Questions?

1. Check this documentation
2. Ask a colleague who has experience
3. Contact your school admin
4. Admin can contact 4SCH support if needed

Found an Error?

• Report immediately to admin
• Provide details: what you were doing, what happened, screenshots if possible
• Don't try to "fix" it yourself if you're unsure

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Success Tips

Be Proactive:

• Don't wait to be told what to do
• Anticipate needs
• Suggest improvements

Stay Organized:

• Maintain clear filing systems
• Use checklists and calendars
• Keep your workspace tidy

Communicate Clearly:

• Update admin on progress
• Report challenges early
• Ask questions when unsure

Keep Learning:

• Learn new features in 4SCH
• Improve your skills (typing, communication, organization)
• Stay updated on school policies

Take Pride in Your Work:

• You play a vital role in school operations
• Your efficiency helps teachers teach and students learn
• Your professionalism creates a welcoming school environment

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Related Guides

• Accountant/Bursar Guide — Financial management
• School Administrator Guide — System setup and management
• Frequently Asked Questions

Keep up the great work! Your contributions matter! 🌟