1.1 About the Platform

Welcome to the official e-learning system used by The Salvation Army for theological education across multiple countries, including Kenya, Rwanda, Burundi, Zimbabwe, and others.

Through this platform, you can:

• Enroll in theological subjects at your academic level
• Study using reading materials provided by your tutors
• Complete assignments and receive marks and feedback
• Sit exams online (multiple-choice) or offline (essay-based)
• Track your academic performance across all enrolled subjects
• Communicate with tutors, Education Training Officers (ETOs), and administrators
• Earn certificates upon completing each academic level

Three Academic Levels

The platform offers a progressive learning path through three levels:

1. Foundation -- introductory theological studies
2. Certificate -- intermediate theological education
3. Diploma -- advanced theological education

You must complete each level before progressing to the next.

Supported Languages

The platform is available in four languages:

• English (default)
• Francais (French)
• Kiswahili (Swahili)
• Portugues (Portuguese)

You can change your language at any time from the mobile app settings or the web admin panel.

1.2 System Requirements

Web Browser

For the best experience, keep your browser updated to the latest version. JavaScript must be enabled.

Mobile App

Internet Connection

A stable internet connection is required for all platform features. A minimum speed of 1 Mbps is recommended. For downloading large reading materials or uploading assignment files, a faster connection will provide a better experience.

1.3 Registration

1.3.1 New Student Registration

If you are registering for the first time, follow these steps:

1. Open the platform -- launch the mobile app on your phone or visit the web portal in your browser.
2. Select "New Student" on the registration screen.
3. Enter your details -- provide your full name, email address, phone number, and territory (country/region).
4. Submit your registration -- your request will be sent to your territory's administrator for review.
5. Wait for approval -- an administrator will review your registration and create your admission number. This process may take one to two business days.
6. Receive your credentials -- once approved, you will receive your admission number and temporary password via email and/or SMS.

1.3.2 Continuing Student Registration

If you already have a student record in the system (for example, you studied previously and are returning):

1. Select "Continuing Student" on the registration screen.
2. Enter your email address and your existing admission number (or registration number).
3. Submit -- the system will look up your existing record.
4. If your record is found, you will receive updated login credentials via email.
5. If your record is not found, contact your territory ETO for assistance.

1.3.3 Understanding Your Admission Number

Your admission number is your unique identifier within the system. It appears on all your academic records, certificates, and communications. Over the years, several formats for admission numbers have been used. All of the following formats are valid:

Your admission number will not change once assigned. Keep it safe -- you will need it every time you log in.

1.4 Logging In (3-Step Process)

The platform uses a secure three-step login process to protect your account.

Step 1: Enter Your Credentials

1. Open the mobile app or visit the web portal in your browser.
2. Enter your admission number (or username) in the first field.
3. Enter your password in the second field.
4. Tap or click "Login".

Step 2: Enter Your Access Code (OTP)

1. After entering your credentials, the platform will send a one-time access code to your registered email address and/or phone number via SMS.
2. Check your email inbox (and spam/junk folder) or SMS messages for the code.
3. Enter the access code in the field provided.
4. Tap or click "Verify".

Step 3: Change Your Password (If Required)

1. If this is your first login, or if an administrator has reset your password, you will be prompted to create a new password.
2. Enter your current (temporary) password.
3. Enter your new password. It must be at least 8 characters long.
4. Confirm your new password by typing it again.
5. Tap or click "Save".

After completing all three steps, you will be directed to your student dashboard.

1.5 Forgot Password

If you have forgotten your password:

1. On the login screen, tap or click "Forgot Password".
2. Enter the email address associated with your account.
3. Tap or click "Submit".
4. Check your email for a password reset message. Follow the instructions in the email to set a new password.
5. After resetting your password, return to the login screen and log in with your new credentials.

1.6 Logging Out

It is important to log out when you are finished, especially on shared devices.

On the Web

1. Click on your user menu (your name or avatar) in the top-right corner of the screen.
2. Select "Logout" from the dropdown menu.
3. You will be returned to the login page.

On the Mobile App

1. Navigate to the "More" tab at the bottom of the screen.
2. Tap "Logout".
3. A confirmation dialog will appear. Tap "Yes" to confirm.
4. You will be returned to the login screen.

2.1 Web Dashboard

When you log in on the web, you will see the following on your dashboard:

Four Summary Cards

Upcoming Deadlines

Below the summary cards, you will see a list of your upcoming deadlines, including:

• Assignment due dates
• Scheduled exam dates
• Any other time-sensitive activities

Quick Action Buttons

The dashboard provides quick access buttons to navigate directly to:

• Subjects -- view and manage your enrolled subjects
• Assignments -- see your assignment list and submit work
• Exams -- view scheduled exams and take online tests
• Materials -- access reading materials for your subjects

2.2 Mobile Dashboard

When you open the mobile app, you will see five bottom navigation tabs:

Home Tab Features

• Welcome greeting displaying your name
• Quick action grid with shortcut buttons to key features
• Stats cards showing your enrollment count, pending work, and performance
• Recent activity feed showing your latest actions (submissions, marks received, announcements)

3.1 Viewing Your Subjects

On the website, click Subjects in the sidebar or from the dashboard.

On the mobile app, tap the Subjects tab in the bottom navigation.

On the Web, your subjects are displayed as a card grid. Each card shows:

• Subject name
• Subject code
• Current enrollment status
• Your scores (assignment average, exam score, final grade)

On the Mobile App, subjects appear in a list view with status badges indicating your enrollment status.

Subject Status Meanings

3.2 Registering for Subjects

To enroll in new subjects:

1. Go to the Subjects page.
2. Select "Register for Subjects" or the equivalent button.
3. You will see a list of subjects available for your current academic level.
4. Select the subjects you wish to enroll in.
5. Review your selections, then tap or click "Submit".
6. Your subject registration request will be sent to your ETO or administrator for approval.

Understanding Subject Codes

Every subject has a unique code that tells you its level and language:

When choosing subjects, make sure you select those that match your current academic level and preferred language.

3.3 Academic Levels

The platform follows a progressive academic structure:

Foundation → Certificate → Diploma

Your Starting Level (Rank-Based Assignment)

Your starting academic level is automatically determined by your Salvation Army rank when you register:

This assignment is automatic and cannot be changed. If you hold the rank of Soldier, you will always begin at the Foundation level. If you hold any other rank (Officer, Envoy, Captain, Major, etc.), you will start at the Certificate level, skipping Foundation entirely.

Subject Progression

Subjects are grouped by learning level. You must complete all subjects in your current level before you can see or register for subjects in the next level.

• For example, if Foundation has 11 subjects, all 11 must be passed before Certificate subjects become available to you.
• The same applies when moving from Certificate to Diploma.
• You cannot skip levels or manually access subjects above your current level.

Progression Requirements

To advance to the next level, you must:

1. Complete all required subjects in your current level.
2. Pass all assignments and exams with a grade of Pass (50%) or higher.
3. Receive approval from your ETO or administrator.

3.4 Re-applying for Failed Subjects

If you do not pass a subject, you may re-apply to retake it:

1. Go to your Subjects list.
2. Find the subject you failed.
3. Select the option to re-apply or retake the subject.
4. Your request will be submitted for approval.
5. Once approved, the subject will appear in your active enrollments again.

4.1 Viewing Assignments

On the website, click Assignments in the sidebar or from the dashboard.

On the mobile app, tap the Assignments tab in the bottom navigation.

On the Web, assignments are displayed in a table with the following columns:

• Subject name
• Assignment file name
• Date issued
• Due date
• Status
• Marks (if graded)

On the Mobile App, assignments are organized in a tabbed view:

Assignment Status Indicators

Language-Based Filtering

You will only see assignments that match the language you selected during subject enrollment. For example:

• If you enrolled in a subject with English as your language preference, you will only see English assignments.
• If you enrolled with Kiswahili, you will only see Kiswahili assignments.
• The same applies for French and Portuguese.

Assignments that were uploaded without a specific language tag are visible to all students regardless of language preference.

Assignment Completion Requirement

You must complete all assignments for a subject before you can apply for an exam in that subject. The number of required assignments is configured by the administrator (default: 10 per subject). Make sure to submit all assignments promptly to remain eligible for exams.

4.2 Downloading Assignment Documents

Your tutor uploads assignment documents that describe what you need to do. To download an assignment:

1. Find the assignment in your list.
2. Click or tap the download icon next to the assignment.
3. The assignment document (usually a PDF) will open in your browser or download to your device.
4. Read the instructions carefully before beginning your work.

4.3 Submitting Assignments

When you have completed your assignment, submit it through the platform:

1. Go to the Assignments page.
2. Find the assignment you want to submit and tap or click "Submit" (or the upload icon).
3. Select the subject from the dropdown list (if not already selected).
4. Choose your file by tapping "Browse" or "Choose File":
   • Accepted formats: PDF or Word documents (DOC, DOCX)
   • Word documents are automatically converted to PDF upon upload
   • Maximum file size: 100 MB
5. Review your selection, then tap or click "Upload" or "Submit".
6. You will see a confirmation message once your file has been uploaded successfully.

4.4 Viewing Scores and Feedback

After your tutor marks your assignment:

1. The assignment status will change to "Marked by Tutor" -- shown in green.
2. Go to the "Marked" tab on mobile, or check the marks column on the web.
3. Your score will be displayed as a number out of the maximum possible score for that assignment.
4. After an administrator reviews and approves the mark, the status changes to "Approved" -- shown in yellow. This is your final mark for that assignment.

Your assignment marks are averaged together and contribute to 50% of your final subject grade.

5.1 Viewing Available Exams

On the website, click Exams in the sidebar or from the dashboard.

On the mobile app, tap the Exams tab in the bottom navigation.

Your exam list displays the following information:

Language-Based Exam Filtering

Exam papers are filtered by your language preference. You will only see exams that match the language you selected when you enrolled in a subject. For example, if you enrolled in a subject with Kiswahili as your language, you will see exam papers prepared in Kiswahili. Exams without a specific language tag are available to all students.

5.2 Applying for an Exam

Before you can sit an exam, you must apply for it:

1. Find the exam in your exam list.
2. Tap or click "Apply" or "Register for Exam".
3. The system will verify that you meet the prerequisites:
   • You must be enrolled in the subject
   • You must have completed the required assignments for that subject
   • Your account must not be suspended for that subject
4. Submit your application.
5. Wait for your ETO or administrator to approve your exam application.
6. Once approved, the exam will appear as available for you on the scheduled date.

5.3 Online MCQ Exams

Online multiple-choice exams are taken directly within the platform. Here is the step-by-step process:

Step 1: Receive Your Validation Code

When it is time for your exam, the system will send a validation code to your registered email address and/or phone number via SMS. This code verifies your identity before you can begin.

Step 2: Enter the Validation Code

1. Open the exam from your exam list.
2. Enter the validation code in the field provided.
3. Tap or click "Start Exam".

Step 3: Answer the Questions

• Each question presents four answer options (A, B, C, D).
• Select the option you believe is correct.
• Use the navigation buttons to move between questions.
• You can change your answers before submitting.

Step 4: Watch the Timer

• A countdown timer is displayed at the top of the exam screen, showing how much time you have remaining.
• The timer starts as soon as you enter the validation code and begin the exam.
• Plan your time carefully -- make sure you have enough time to answer all questions.

Step 5: Submit Your Exam

• When you have answered all questions (or when time is running out), tap or click "Submit Exam".
• Confirm your submission when prompted.
• If time runs out before you submit, the system will automatically submit your answers.

Step 6: View Your Results

• Online MCQ exams are automatically marked by the system.
• Your score is displayed immediately after submission.
• You can review which questions you answered correctly and which you got wrong (if this feature is enabled by your administrator).

5.4 Downloadable Exams (Essay Type)

Downloadable exams require you to write long-form answers offline and upload your completed work.

Step 1: Download the Exam Paper

1. Find the downloadable exam in your exam list.
2. Tap or click the "Download" button.
3. The exam paper will download as a PDF file to your device.

Step 2: Write Your Answers

• Open the exam paper and read all questions carefully.
• Write your answers using a word processor (such as Microsoft Word or Google Docs).
• Include your name, admission number, and subject code at the top of your answer document.
• Save your completed answers as a PDF file.

Step 3: Upload Your Answers

1. Return to the exam in the platform.
2. Tap or click "Upload Answers" or the upload icon.
3. Select your answer file (PDF format).
4. Submit before the stated deadline.

Step 4: Wait for Marking

• Essay exams are marked manually by your tutor.
• The marking process may take several days to a few weeks.
• You will be notified when your results are available.

Step 5: View Your Results

• Once marked, your score will appear in the exam list.
• Your exam mark contributes to 50% of your final subject grade.

5.5 Viewing Past Exam History

To review your exam history:

1. Go to the Exams page.
2. Look for a "History" or "Past Exams" tab or filter option.
3. You will see all your previously completed exams along with:
   • Subject name
   • Exam date
   • Score achieved
   • Maximum possible score
   • Pass/Fail status

This information helps you track your progress and identify areas where you may need to improve.

5.6 Retake Rules

If you fail an exam, the platform allows you to retake it under the following rules:

Key points about retakes

• Each retake counts toward your maximum of 3 retakes per subject.
• After exhausting all retake attempts, the system will flag your account for a special oral exam process.
• A suspension means you cannot take that subject's exam for the suspension period.
• After the suspension period ends, your ETO can reactivate your account for that subject.
• If you are suspended, contact your ETO for guidance on next steps.

6.1 Accessing Materials

On the website, click Materials in the sidebar or from the dashboard.

On the mobile app, go to the More tab and tap "Materials".

Materials are organized by subject. For each material, you will see:

• Subject name and code
• Material title or file name
• Upload date
• File type

Language-Based Filtering

Reading materials are filtered by your language preference, just like assignments. You will only see materials in the language you selected when you enrolled in a subject:

• English students see only English materials.
• Kiswahili students see only Kiswahili materials.
• French students see only French materials.
• Portuguese students see only Portuguese materials.

Materials uploaded without a language tag are visible to all students regardless of language preference.

6.2 Downloading Materials

To download a reading material:

1. Find the material in the list.
2. Tap or click the download button next to it.
3. The file will download to your device.

Supported File Types

7.1 Understanding Your Grades

On the website, click Performance in the sidebar or access it from the dashboard.

The platform uses a 6-tier grading scale to evaluate your performance in each subject:

To pass a subject, you need a minimum final grade of 50.00%.

7.2 How Your Grade is Calculated

Your final grade for each subject is calculated from two components, weighted equally:

Final Grade = (Assignment Average x 50%) + (Exam Score x 50%)

Detailed Breakdown

Example Calculation

Suppose you are enrolled in a subject:

• You completed 3 assignments and received marks of 70, 65, and 80.
• Your assignment average = (70 + 65 + 80) / 3 = 71.67
• You took the exam and scored 62.
• Final Grade = (71.67 x 0.50) + (62 x 0.50) = 35.83 + 31.00 = 66.83
• Grade: Credit

7.3 Viewing Performance Summary

Your performance page shows:

• Per-subject breakdown: Each subject you are enrolled in, with your assignment average, exam score, final grade, and grade classification.
• Overall average: Your average grade across all active subjects.
• Level progress: How many subjects you have completed at your current academic level and how many remain.
• Grade distribution: A visual summary of your grades across all subjects.

Use this page regularly to monitor your progress and identify subjects where you may need extra study time.

8.1 Web Chat

On the website, click Chat in the sidebar.

The chat feature allows you to:

• View your existing conversations with tutors and administrators.
• Send new messages to your assigned tutor or territory ETO.
• Receive responses in real time.
• Share text messages related to your coursework, assignments, or any questions you have.

To start a new conversation:

1. Go to the Chat page.
2. Select the person you want to message (tutor, ETO, or administrator).
3. Type your message in the text field at the bottom.
4. Click "Send".

8.2 Mobile Chat

On the mobile app, chat is accessible from the More tab by tapping "Chat". The mobile chat interface has two sections:

Conversations Tab

• Shows all your active conversations.
• Tap on a conversation to view the message history and send new messages.
• Messages are delivered in real time.
• You can message your tutors, ETOs, and administrators.

Support Bot Tab

The support bot is an automated assistant that can help you with common questions without waiting for a human response.

You can ask the bot about:

• Assignments: "When is my assignment due?" or "How do I submit an assignment?"
• Exams: "When is my next exam?" or "How do MCQ exams work?"
• Grades: "How is my grade calculated?" or "What grade do I need to pass?"
• Enrollment: "How do I register for subjects?" or "How do I progress to Certificate level?"
• Passwords: "How do I reset my password?" or "I forgot my login details."

The bot provides quick answers based on keywords in your question. If the bot cannot answer your question, you can request escalation to a human support agent. A tutor or administrator will then follow up with you.

9.1 Viewing Your Profile

On the website, click Profile in the sidebar.

On the mobile app, go to the More tab and tap "Profile".

Your profile page displays your personal and academic information as it is recorded in the system.

9.2 Profile Details

Your profile includes the following information:

Personal Information

Academic Information

10.1 Theme Toggle

You can switch between a Light theme and a Dark theme to suit your preference or reduce eye strain:

1. Open the mobile app and go to the More tab.
2. Find the Theme toggle switch.
3. Tap the switch to change between Light mode and Dark mode.
4. The change takes effect immediately across the entire app.
5. Your theme preference is saved and will persist across sessions -- you do not need to set it again each time you log in.

10.2 Language Selection

To change the display language of the app:

1. Go to the More tab.
2. Tap "Language".
3. Select your preferred language from the list:
   • English
   • Francais (French)
   • Kiswahili (Swahili)
   • Portugues (Portuguese)
4. All interface text (buttons, labels, menus, messages) will change to your selected language immediately.
5. Your language preference is saved for future sessions.

10.3 Push Notifications

The mobile app supports push notifications so you are immediately informed of important updates. You will receive alerts for:

• New assignments uploaded by your tutor
• Exam schedules and upcoming exam dates
• Enrollment approvals when your subject registration is approved
• Assignment marks when your tutor has graded your work
• Announcements from administrators
• Chat messages from tutors or ETOs

When you first launch the app, you will be asked to allow notifications. It is strongly recommended that you allow them so you do not miss important deadlines or updates.

If you accidentally denied notification permissions, you can enable them in your phone's Settings app under the application settings.

10.4 More Menu

The More tab in the bottom navigation provides access to additional features:

11.1 Earning a Certificate

To earn a certificate, you must meet all of the following requirements:

1. Complete all required subjects at your current academic level (Foundation, Certificate, or Diploma).
2. Pass all assignments in each subject -- your assignment marks must contribute to a passing final grade.
3. Pass all exams in each subject -- your exam scores must contribute to a passing final grade.
4. Achieve a final grade of 50% or higher (Pass grade or above) in every subject at your level.
5. All marks must be finalized -- both tutor marking and administrator approval must be complete.

Once all conditions are met, your administrator will generate your certificate. You may receive a notification when your certificate is ready.

11.2 Downloading Certificate PDFs

When your certificate is available:

1. Go to the Certificates section (accessible from your profile or dashboard, depending on your platform).
2. Find your certificate for the completed academic level.
3. Tap or click "Download".
4. The certificate will download as a PDF file.
5. The PDF includes your name, admission number, academic level completed, date of completion, and a QR code for verification.

You can print this PDF for your records or share it digitally as proof of your achievement.

11.3 QR Code Verification

Each certificate includes a QR code that allows anyone to verify its authenticity:

• The QR code is printed on the certificate PDF.
• When scanned with any QR code reader (most phone cameras support this), it opens a verification page.
• The verification page displays the student's name, admission number, academic level, and completion date.
• No login is required to verify a certificate -- the verification page is accessible to anyone.

This feature ensures that employers, institutions, and other parties can confirm the validity of your certificate easily and securely.

12.1 Login Issues

"I did not receive my access code"

• Check your email spam or junk folder -- the code may have been filtered.
• Check your SMS messages if you have a phone number registered.
• Wait a few minutes -- sometimes delivery is delayed.
• Use the "Resend Code" button to request a new code.
• If you still do not receive a code after multiple attempts, contact your territory administrator for a manual password reset.

"My account is locked"

• After too many failed login attempts, your account is temporarily locked for security.
• Wait for the lockout period to expire (usually 15-30 minutes), then try again.
• If the problem persists, contact your administrator to unlock your account.

"I am told I must change my password"

• This happens on your first login or after an administrator resets your password.
• Enter your current (temporary) password, then choose a new password.
• Your new password must be at least 8 characters long.
• Use a combination of letters, numbers, and special characters for security.

"My login credentials are not working"

• Double-check that you are entering your admission number (not your email) as the username, or vice versa -- try both.
• Make sure there are no extra spaces before or after your username or password.
• Passwords are case-sensitive -- check that Caps Lock is not enabled.
• If all else fails, use the "Forgot Password" feature to reset your password.

12.2 File Upload Problems

"My file will not upload"

• Check the file format -- only PDF, DOC, and DOCX files are accepted for assignments.
• Check the file size -- the maximum upload size is 100 MB. If your file is larger, try compressing images within the document or splitting it into smaller files.
• Make sure the file is not corrupted -- try opening it on your device before uploading.
• Check your internet connection -- a stable connection is required for file uploads. If your connection is slow, try again when you have a better signal.

"The upload seems stuck or is taking too long"

• Large files can take several minutes to upload on slower connections. Be patient and do not close the browser or app.
• If the upload fails after a long wait, try again with a smaller file or on a faster connection.

"My Word document was not converted properly"

• Word documents (DOC/DOCX) are automatically converted to PDF upon upload. Complex formatting may not always convert perfectly.
• For best results, convert your document to PDF yourself before uploading (using "Save As PDF" in your word processor).

12.3 Exam Issues

"I did not receive my exam validation code"

• Check your email (including spam/junk folder) and SMS.
• Use the "Resend Code" button if available.
• Contact your administrator immediately if you cannot receive the code and the exam is about to start.

"The exam timer expired before I could finish"

• If time runs out, the system automatically submits whatever answers you have entered so far.
• Contact your administrator to check the status of your submission. They can see your recorded answers and determine your score.

"The exam is not showing in my exam list"

• Your exam application may not have been approved yet. Check with your ETO or administrator.
• The exam may not be scheduled yet. Check the exam date column.
• You may not have completed all prerequisites (assignments must be submitted and marked before you can sit the exam for that subject).

"The app or browser closed during my exam"

• Try logging back in immediately and returning to the exam. Some progress may be saved.
• Contact your administrator to check whether your answers were recorded.
• In some cases, the administrator may grant you a retake if technical issues are verified.

12.4 Missing Subjects

"I registered for a subject but it is not showing"

• Your subject registration may still be pending approval. Check the status -- if it shows "Pending", it is waiting for your ETO or administrator to approve it.
• Contact your ETO to ask about the approval status.
• Make sure you selected subjects for the correct academic level. Foundation students cannot see Certificate or Diploma subjects.

"I cannot find a subject I need"

• The subject may not be available for your territory or language.
• Contact your ETO, who can advise you on available subjects and help with registration.

12.5 Support Contact

If you encounter an issue that is not covered in this guide, here are the ways to get help: