1.1 About Your Role as Tutor

As a Tutor on the College E-Learning, you are the primary educator responsible for guiding students through their theological studies.

Your core responsibilities include:

Territory assignment: You are assigned to one or more territories (e.g., Kenya, Rwanda, Burundi). You will only see students and data relevant to your territory and subject assignments.

1.2 System Requirements

Web Admin (recommended for full functionality):

Mobile App:

1.3 Logging In

The platform uses a 3-step authentication process for security.

Step 1 -- Enter Credentials

1. Open the platform in your browser at the provided URL, or open the College mobile app.
2. Enter your email address (or username) in the "Email" field.
3. Enter your password in the "Password" field.
4. Click Login (web) or tap Sign In (mobile).

Step 2 -- OTP Verification

1. After entering valid credentials, the system sends a one-time authentication code (OTP) to your registered email or phone.
2. Enter the OTP code in the verification field.
3. Click Verify to proceed.

Step 3 -- Password Change (first login only)

1. If this is your first login, or if an administrator has reset your password, you will be prompted to set a new password.
2. Enter your new password (must meet the platform's security requirements).
3. Confirm the new password.
4. Click Change Password to complete.

After successful authentication, you will be redirected to the Tutor Dashboard.

1.4 Web Admin Access

After login, Tutors are automatically redirected to the Tutor Dashboard. The web admin interface provides full access to all tutor features including assignment marking, exam management, material uploads, student lists, and chat.

1.5 Mobile App Access

Download the College E-Learning app from the Google Play Store (Android) or the Apple App Store (iOS). Use the same credentials you use for the web admin. After login, the app detects your Tutor role and displays the tutor-specific interface.

1.6 Navigation

Web Admin Sidebar

The left sidebar displays six navigation items specific to your Tutor role:

The sidebar also displays your name and role ("Tutor") at the bottom, along with your initials avatar.

Mobile App Bottom Navigation

The mobile app uses a bottom navigation bar with five tabs:

2.1 Statistics Cards

Three statistics cards are displayed at the top of the dashboard:

These numbers update automatically each time you load the dashboard.

2.2 Pending Marking List

Below the statistics cards, the left panel displays a Pending Marking list showing the 5 most recent assignments awaiting your review. Each entry shows:

• Student name -- the name of the student who submitted the assignment
• Subject -- which subject the assignment belongs to
• Submission date -- when the student uploaded the assignment
• Status badge -- the current marking status

If there are more than 5 pending assignments, a "View all [N] pending" link appears at the bottom, directing you to the full Assignments page.

2.3 Quick Actions

The right panel provides four quick-action buttons:

Click any button to navigate directly to that section.

3.1 Viewing Pending Assignments

The page displays a table of all assignments pending your review with the following columns:

3.2 Understanding Assignment Statuses

Assignments follow a workflow with specific statuses:

3.3 Downloading Student Submissions

Before marking, you may need to review the student's submitted file:

1. Navigate to the Assignments page.
2. Locate the assignment row in the table.
3. Click on the student's submission link or the file name to download the submitted PDF.

3.4 Marking Assignments

Follow these steps to mark a student's assignment:

1. Go to the Assignments page.
2. Find the assignment you want to mark in the table.
3. Click the "Mark" button in the Actions column for that assignment.
4. An inline score input field will appear in the Marks column.
5. Enter a score between 0 and 100.
6. Click "Save" to submit your marking, or "Cancel" to discard.

After saving:

• The assignment status changes to "Marked by Tutor".
• The score you entered is recorded.
• The assignment is forwarded to an Admin for final review and approval.

3.5 Understanding the Full Marking Workflow

The complete assignment lifecycle involves multiple parties:

1. Student submits assignment -- Status: New
2. Tutor marks assignment (enters score 0-100) -- Status: Marked by Tutor
3. Admin reviews marking
   • If approved -- Status: Approved (Final)
   • If returned for re-marking -- Status: Returned for Revision (Tutor re-marks)

Key points:

• Your marking is not final until an Admin approves it.
• If an Admin returns an assignment, it will reappear in your pending queue for re-marking.
• Students can see their scores only after Admin approval.

4.1 Viewing Exam Papers

The top section of the page displays a table titled "My Exam Papers" with the following columns:

4.2 Understanding Exam Status

Exam papers go through an approval workflow:

4.3 Creating a New Exam Paper

The "Create Exam" form is located in the bottom-left panel. Follow these steps:

1. Select Subject: Choose a subject from the dropdown. Only subjects assigned to you will appear. The dropdown shows the subject code and name (e.g., "CF104 - Old Testament Survey").
2. Enter Exam Title: Provide a descriptive title for the exam (e.g., "Mid-Term Exam 2026", "Final Assessment - Module 3").
3. Select Exam Type: Choose one of the following:
   • MCQ -- Multiple Choice Questions. Students answer online and are graded automatically.
   • Essay -- Downloadable essay-type exam. You upload a PDF with questions; students download it, write their answers, and upload an answer PDF.
4. Set Max Score: Enter the maximum possible score (default is 100).
5. Set Duration (minutes): Enter the exam duration in minutes (default is 60 minutes). This applies primarily to MCQ exams for timed online sessions.
6. Click "Create Exam" to submit.

A success message ("Exam paper created successfully.") will appear if the operation succeeds. The new exam paper will appear in the table above.

4.4 Adding MCQ Questions

For MCQ-type exam papers, you need to add individual questions after creating the paper. Each MCQ question consists of:

• Question text -- the question prompt
• 4 answer options -- labeled A, B, C, and D
• Correct answer -- which option (A, B, C, or D) is the correct answer

To add questions:

1. Locate the exam paper in the table.
2. Access the question management interface for that paper.
3. For each question:
   • Enter the question text.
   • Enter the four answer options.
   • Select the correct answer.
   • Save the question.
4. Repeat for all questions in the exam.

You can delete questions that need to be removed.

4.5 Uploading Downloadable Exam PDFs

For essay-type (downloadable) exams, you need to upload the exam paper as a PDF file. The "Upload Downloadable Exam" form is located in the bottom-right panel.

1. Select Exam Paper: Choose from the dropdown the exam paper you previously created. The dropdown shows the paper ID and title (e.g., "#42 - Final Essay Exam").
2. Upload Exam PDF: Click the file input and select a PDF file from your computer. Only PDF files are accepted.
3. Click "Upload PDF" to submit.

A success message ("PDF uploaded successfully.") will appear if the operation succeeds.

How downloadable exams work for students:

1. Student downloads the exam PDF you uploaded.
2. Student reads the questions and writes their answers.
3. Student uploads their answer PDF before the submission deadline.
4. You review the submitted answer PDF and enter a score.
5. Admin gives final approval on your marking.

4.6 Viewing Student Performance

After students take your exams, you can review their performance:

• MCQ exams: Scores are calculated automatically by the system. You can view individual student scores, which questions they answered correctly, and overall statistics.
• Essay/Downloadable exams: You review submitted answer PDFs manually. See Section 4.7 for the marking process.

4.7 Marking Downloadable Exam Answers

For essay-type exams where students upload answer PDFs:

1. Navigate to the exam paper's results view.
2. Download each student's submitted answer PDF.
3. Review the answers against the exam questions.
4. Enter a score and any remarks/feedback.
5. Submit the marking.

The score then goes through the same approval workflow as assignment marking -- Admin reviews and gives final approval.

5.1 Viewing Assigned Students

The page displays a searchable, sortable data table with the following columns:

5.2 Searching Students

Use the "Search students..." search bar above the table to filter students by name, admission number, or any other visible field. The search updates results in real-time as you type.

5.3 Understanding Student Statuses

5.4 Student Performance by Subject

You can view how students are performing in your subjects, including:

• Assignment scores awarded
• Exam results (if exams have been taken)
• Subject pass marks (each subject has a defined pass mark)
• Overall subject completion status

6.1 Viewing Uploaded Materials

The top section displays a table titled "Uploaded Materials" with the following columns:

6.2 Uploading New Materials

The "Upload New Material" form is located below the materials table. Follow these steps:

1. Select Subject: Choose a subject from the dropdown. Only your assigned subjects appear, showing subject code and name (e.g., "FPNT01 - Pentateuch").
2. Select Document Type: Choose one of the following:
   • Assignment -- A document that students must complete and submit. Students download the assignment brief, complete their work, and upload their response.
   • Reading Material -- Reference documents, textbooks, or study guides for students to read. No submission is expected.
3. Select Language: Choose the language for this material (English, French, Kiswahili, or Portuguese). This is important because students will only see materials that match their preferred language. If you do not select a language, the material will be visible to all students regardless of their language preference.
   Note: To ensure all students can access the material, either upload the material in each of the four supported languages, or leave the language field empty to make it visible to everyone.
4. Choose File: Click the file input and select a file from your computer.
   • Supported formats: PDF (.pdf) and Microsoft Word (.doc, .docx)
   • Maximum file size: 100 MB
   • Automatic conversion: Word documents are automatically converted to PDF by the system upon upload.
5. Enter Instructions (optional): Provide instructions or context for the material. For assignments, describe what students are expected to do, any formatting requirements, and grading criteria.
6. Set Max Score (optional, for assignments): Enter the maximum possible score for the assignment. This helps standardize grading.
7. Set Due Date (optional, for assignments): Select the deadline by which students must submit their completed work.
8. Click "Upload Material" to submit.

A success message ("Material uploaded successfully.") will appear if the operation succeeds, and the new material will appear in the table above.

6.3 Material Types Explained

6.4 Best Practices for Uploading Materials

• File naming: Use clear, descriptive file names (e.g., "OT101_Assignment_3_Pentateuch_Analysis.pdf" rather than "doc1.pdf").
• File size: Keep files under 100 MB. For large documents, consider splitting them into smaller parts.
• Instructions: Always provide clear instructions for assignments, including what is expected, how the submission will be graded, and any formatting requirements.
• Due dates: Set realistic due dates for assignments, allowing students adequate time to complete the work.
• Organization: Upload materials in chronological order as students progress through the subject.

6.5 Reusing Materials Across Sessions

Materials are associated with a specific subject and learning period (year and month). If you teach the same subject in multiple sessions, you may need to upload materials again for each new session or coordinate with your Admin about material re-use.

6.6 Deleting Materials

Materials can be removed from student view but retained in the system. Contact your Admin if you need to remove a material that was uploaded in error.

6.7 Language-Based Content Filtering

The platform supports four languages: English, French, Kiswahili, and Portuguese. When you upload an assignment or reading material, you select the language for that content. This determines which students can see it.

How It Works

• Each student selects their preferred language when they enroll in a subject.
• Students who selected English will only see English assignments and materials.
• Students who selected Kiswahili will only see Kiswahili assignments and materials.
• The same applies for French and Portuguese.
• Materials uploaded without a language tag (language left empty) are visible to all students regardless of their language preference. This provides backward compatibility with older content.

Exam Filtering

The same language-based filtering applies to exam papers. When you create an exam, the exam paper will be filtered so that students only see exams matching their preferred language.

Best Practices

• Always select the correct language when uploading content to ensure the right students see it.
• If your subject has students in multiple languages, upload a version of each assignment in every relevant language.
• Coordinate with other tutors teaching the same subject in different languages to ensure consistent content across languages.

7.1 Chat Interface Overview

The chat page consists of:

• Contact List (left panel): Shows your contacts including students enrolled in your subjects, ETOs in your territory, and Admins. Each contact shows their name, role, and unread message count.
• Message Area (right panel): Displays the conversation thread with the selected contact. Messages appear in chronological order.
• Message Input (bottom): A text input field with a send button.

7.2 Connection Status

A connection status indicator is shown at the top of the chat panel:

7.3 Sending Messages

1. Select a contact from the contact list on the left.
2. Type your message in the text input field at the bottom.
3. Click the send button (paper airplane icon) or press Enter to send.
4. Your message will appear in the conversation thread.

7.4 Communicating with Students

Use chat to:

• Answer student questions about subject content.
• Provide feedback on assignments beyond the formal marking comments.
• Remind students about upcoming deadlines.
• Clarify exam instructions or requirements.

8.1 Tutor Dashboard on Mobile

After logging in with your Tutor credentials, the mobile app displays a dashboard with:

Welcome Section

• A personalized greeting showing your name.
• A "Tutor" role badge in teal color.

Quick Action Buttons (top row)

Statistics Cards (below quick actions)

Pending Assignments List

• Shows up to 5 recent pending assignments.
• Each entry displays the assignment title, student name, and subject.
• Tap "View all" to see all pending assignments.
• Pull down on the screen to refresh the data.

8.2 Assignment Marking on Mobile

Accessing the Assignments Screen

• Tap the Assignments tab in the bottom navigation bar, or
• Tap the Assignments quick action on the dashboard, or
• Tap a pending assignment card on the dashboard.

The Assignments Screen shows

• Page title "Pending Assignments" with subtitle "Review and mark student submissions."
• A scrollable list of assignment cards. Each card displays:
  • Assignment title
  • Student name
  • Subject name
  • Upload date
  • A full-width "Mark" button in blue

Marking an Assignment

1. Tap the "Mark" button on the assignment card.
2. A dialog box appears with:
   • The assignment title at the top.
   • A Score (0-100) numeric input field.
   • A Comments (optional) text field for feedback.
3. Enter a score between 0 and 100.
4. Optionally enter comments for the student.
5. Tap "Submit" to save the marking, or "Cancel" to discard.
6. A success or error notification will appear at the bottom of the screen.

8.3 Exam Management on Mobile

Accessing the Exams Screen

• Tap the Exams tab in the bottom navigation bar, or
• Tap the Exams quick action on the dashboard.

The Exams Screen shows

• Page title "Exam Papers" with subtitle "Manage exam papers for your subjects."
• A "Create" button in the top-right corner (red, labeled "+ Create").
• A scrollable list of exam paper cards.

Each exam paper card displays

• Paper title and subject name.
• Status badge (Approved in green, Pending in orange, Draft in gray).
• Type badge: "Downloadable" (blue) for essay exams or "Online" (green) for MCQ exams.
• Question count.
• Two action buttons: "View" and "Edit".

8.4 Student Lists on Mobile

Accessing the Students Screen

• Tap the Students tab in the bottom navigation bar, or
• Tap the Students quick action on the dashboard.

The Students Screen shows

• Page title "My Students" with subtitle "Students assigned to your subjects."
• A search bar at the top for filtering by student name or admission number.
• A scrollable list of student cards. Each card displays:
  • Student initials avatar (blue circle).
  • Student full name.
  • Registration/admission number.
  • Email address.
  • Territory name.

Searching Students

1. Tap the search bar and begin typing a student's name or admission number.
2. The list filters in real-time as you type.
3. Tap the X icon in the search bar to clear the search and show all students.

Pull down on the list to refresh the student data.

8.5 More Screen

Tap the More tab (ellipsis icon) in the bottom navigation bar to access additional features:

Content Section

Account Section

Logout

• Tap the "Logout" button at the bottom.
• A confirmation dialog will ask "Are you sure you want to logout?"
• Tap "Logout" to confirm, or "Cancel" to stay logged in.

9.1 Common Issues and Solutions

No subjects assigned to me

Symptom: The dashboard shows "0" for My Subjects, and dropdowns for subject selection are empty.

Cause: Your account has not been assigned to any subjects by an Admin.

Solution: Contact your administrator and request subject assignment. Provide them with:

• Your full name and email address.
• The subjects you should be assigned to (including subject codes if known).
• The territory you belong to.

Cannot see student submissions

Symptom: The Assignments page shows "No assignments to mark" even though students report having submitted work.

Possible causes and solutions:

File upload errors

Symptom: Material upload fails with an error message.

Possible causes and solutions:

Exam not appearing for students

Symptom: You created an exam paper, but students cannot see or take it.

Cause: All exam papers require Admin approval before they become visible to students.

Solution:

1. Check the exam paper status on the Exams page.
2. If the status shows "Created" or "Draft," the exam has not been submitted for approval.
3. If the status shows "Pending," the exam is awaiting Admin approval. Contact your Admin to expedite if needed.
4. Only exams with "Approved" status are visible to students.

Chat not connecting

Symptom: The chat shows "Disconnected" or "Error" status.

Possible causes and solutions:

Score not saving when marking

Symptom: You enter a score and click Save, but the score does not persist.

Possible causes and solutions:

Dashboard data not loading

Symptom: The dashboard shows loading spinners indefinitely or all statistics show 0.

Solution:

1. Refresh the page (F5 or Ctrl+R on web; pull down to refresh on mobile).
2. Check your internet connection.
3. Log out and log back in.
4. If the problem persists, contact your system administrator.

9.2 Grading Guidelines

The platform uses a tiered grading system. While exact thresholds are configured by the Admin, the standard grading tiers are:

Each subject also has a defined pass mark (visible in the student management and subject details). When marking assignments, keep the subject's pass mark in mind to ensure consistency in your grading.

9.3 Support Contact

If you encounter issues that cannot be resolved using this guide, contact the platform support team:

1. In-app chat: Use the Chat feature to message an Admin directly.
2. Email: Contact your territory's ETO or the College administration.
3. Escalation: For system errors or data problems, request that your Admin escalate to the IT support team.

When reporting an issue, provide:

• Your name and email address.
• The page or feature where the issue occurs.
• A description of what you were trying to do.
• Any error messages displayed.
• The date and time the issue occurred.
• Screenshots if possible.