Sahel EDU

The deputy head day to day: timetable, lesson follow-up, marks and class councils

The deputy head (vice principal) runs the academic organisation of a high school or college: who teaches what, when, in which room, and whether lessons really take place. The deputy head also gathers the marks, has the report cards produced and prepares the class councils. This page follows that day, then shows what Sahel EDU provides with the rights of the profile, and where they stop.

A deputy head’s day: organising, checking, consolidating

In the morning the deputy head checks that lessons are taking place: a missing teacher, a room taken, a class without a teacher. Replacements have to be settled, and lesson logs and syllabus progress followed. In marking periods the deputy head collects each teacher’s marks, chases the missing ones, checks the averages before the report cards and then prepares the class councils.

A timetable redone by hand every year, whose clashes of teachers or rooms are found only during the year.
Lesson logs to endorse without knowing which lessons actually took place.
Marks that arrive late, on loose sheets.
A class council prepared with a calculator.
A syllabus that may not be finished before the exams.

The timetable: ten proposals, one adoption

The generator starts from the subject reference list, the school’s days and breaks, and teachers’ comfort (their unavailable times). It can allow for a teacher shared with another school in the network. It offers ten commented timetables; the deputy head picks one, adjusts it if needed (“repair” mode, guided adjustment), then adopts it from an effective date.

The previous version is closed the day before and nothing is deleted: the history remains. No teacher or room is placed twice at the same moment. The generator does not handle A and B weeks.

The door sheet of each class and the timetable to stick up are produced in A4 or A3, portrait or landscape (“Class notice boards”).
Each teacher finds a personal timetable on a phone.

Following the teaching: lesson logs, syllabuses, attendance

Follow-up is not about spying: the teacher fills in the lesson log after the lesson, and the deputy head endorses it. Gaps show up by themselves when what was planned is set against what took place.

“Follow-up”: today’s lessons, the check of a lesson and the endorsement of the lesson log.
“Syllabuses”: the chapters, lessons, tutorials and practicals submitted by teachers and validated by the administration, progress in hours, and a view for the inspectorate.
Teachers’ attendance gaps checked against the timetable, if QR Code clock-in is used.
“Official indicators”: four thresholds per class and per term (hours covered, syllabus covered, attendance, success by subject).
“Form teachers”: appointing the form teacher of each class.
“Departments” and reports received: teaching coordination, and the deputy head’s own report.

Marks, report cards and class councils

Teachers enter their marks once, on a phone. In “Validation” the deputy head sees the classes still being entered and those ready to validate; one subject can be validated, or in one move every complete subject of a class. The report cards of the class are then generated in a single PDF, one page per student.

At the term council the software proposes, from the school’s own thresholds, distinctions (honour roll, encouragement, congratulations) and work sanctions (warning, reprimand). The council decides, records its decisions, then can close the council, which freezes the term’s averages and ranks. At the end-of-year council the decisions are: admitted, admitted on conditions, repeats, redirected or excluded.

Mock exams: table numbers and anonymous numbers, allocation to rooms, invigilators, anonymous marking, second marking and lifting of anonymity.
Orientation at the end of the second year of secondary school (second modern language) and at the end of the fourth year (stream).
The results summary for the whole school, which the deputy head can comment on.

What the deputy head profile does not do, and where to start

By default the deputy head does not publish results to families, does not correct a validated mark, does not set the council thresholds, does not reopen a closed council and does not touch the cash desk or discounts: those actions stay with the head of school. As for every manager, signing in is protected by compulsory two-factor authentication.

To get started: the classes, the subjects with their coefficients (those of the general upper cycle are pre-filled, the others are for the head of school to confirm), the teachers and their assignments, then the school’s timetable hours. The generator can then offer its ten timetables.

Frequently asked questions

Does the generator replace the deputy head?

No. It offers ten commented timetables; the deputy head chooses, adjusts, then adopts one from an effective date.

Can the timetable be changed during the year?

Yes. A new version is adopted from an effective date, the previous one is closed the day before and nothing is deleted.

Can the deputy head correct a validated mark?

Not with the default profile. Correcting a validated mark is a separate right, held by the head of school, with a written reason.

Does a teacher see the marks of other classes?

No. A teacher sees and enters only their own classes and subjects; the deputy head sees the whole school.

Can we try it before committing?

Yes. The free trial lasts 30 days, with no commitment. The price is then negotiated with each school and can be read on the Pricing page.

Try Sahel EDU for free

Try Sahel EDU free for 30 days, no commitment. Afterwards, the price is negotiated with your school and confirmed in writing.

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