Staff User Manual

Table of Contents

1. Introduction
2. Staff Registration
3. Logging In (Staff ID + Password)
4. Password Reset (OTP via Email)
5. Your Dashboard
6. Uploading Files
7. Scoring Student Submissions
8. Managing Your Files
9. Viewing Student Submissions
10. Email Notification System
11. Troubleshooting
12. Getting Help

1. Introduction

The AAUA Faculty of Computing File Sharing System provides staff members with powerful tools to:

• Upload and distribute teaching materials to students
• Save files privately to your own home page (visible only to you)
• Share lecture notes, assignments, and resources with specific departments/levels
• Receive and manage student submissions
• Grade student submissions with scores and feedback
• Export student scores to Excel with filtering
• Automatically notify students when new materials are uploaded
• Secure login using Staff ID + Password
• Self-service password reset via email OTP

2. Staff Registration

Step-by-Step Registration Process

1. Access the Registration Page
   • Click on "Staff Registration" link
2. Fill in Account Information
   Staff ID: Your unique staff identification number

   Email Address: Institutional email (staff@aaua.edu.ng)

   Full Name: Your full name as on staff ID

   Create Password: Choose a strong password (min. 8 characters)

   Department: Your department

   Position: Dean, HOD, Teaching Staff, etc.
3. Submit Registration
   • Click "Register Now"
   • Your Staff ID and password are securely stored

3. Logging In (Staff ID + Password)

The system uses Staff ID + Password authentication.

1. Navigate to the staff login page.
2. Enter your Staff ID (e.g., STF/2024/001).
3. Enter your Password (created during registration).
4. Click "Login" to access your dashboard.

4. Password Reset (OTP via Email)

If you forget your password, you can reset it securely using the "Forgot Password?" feature. An OTP (One-Time Password) will be sent to your registered email.

5. Your Dashboard (Staff Home)

After logging in with your Staff ID and Password, you'll see your staff dashboard with three main tabs:

Tab 1: Files Uploaded by You

• All public files you've uploaded
• Actions: View, Download, Edit, Delete
• Shows file details: course code, department, level, deadline

Tab 2: My Private Files

• Files saved privately (only visible to you)
• Private badge displayed
• No student notifications sent

Tab 3: Student Submissions

• Files uploaded by students assigned to you
• Shows student name, matric number, email
• Score column — shows score if graded
• Add Score button — to grade submissions
• Export to Excel — export scores with filters

6. Uploading Files

How to upload:

1. Click "Upload Teaching Materials" button
2. Fill in file information (title, type, course code, description)
3. Select the file from your device (max 100MB)
4. Choose upload mode:
   • "Upload File" — Share with students
   • "Save on Home" — Private save
5. Click the appropriate button to complete

7. Scoring Student Submissions

How to Score a Submission

1. Go to Student Submissions Tab
   • Click on "Student Submissions" tab
   • You'll see all submissions from students assigned to you
2. Review the Submission
   • Click "View" to open the file in browser
   • Review the student's work
3. Add Score
   • Click "Add Score" on the submission
   • A popup modal will appear
   • Enter the score (0-100)
   • Add optional feedback/comment
   • Click "Save Score"
4. Score Saved
   • The score appears on the submission card
   • Student can now see their score on their portal
   • You can update the score anytime

Export Scores to Excel

• Click "Export to Excel" button
• Exports Matric Number and Score only
• Respects all filters (course, department, level, date range)
• Download as .csv file

8. Managing Your Files

All uploaded files appear in "Files Uploaded by You". You can:

• View: Open file in browser
• Download: Save file to your device
• Edit: Update file details (title, course code, deadline, description)
• Delete: Permanently remove the file (with confirmation)

9. Viewing Student Submissions

Student submissions include:

• Student Name — Full name of the student
• Matric Number — Student's unique ID
• Course Code — Course the file was submitted for
• File Preview — View file in browser
• Download — Save file to your device
• Score — Displays score if graded
• Add Score — Grade the submission

10. Email Notification System

When you click "Upload File" (public mode), automatic emails are sent to students in the targeted department/level.

Private mode does not send any email notifications.

11. Troubleshooting

Common Issues and Solutions

12. Getting Help

For assistance:

1. Check this manual — Most common issues are covered here
2. Use "Forgot Password?" — For password reset (self-service)
3. Contact IT Support — For account problems, technical issues, or if password reset fails

Best Practices

• Secure Password: Use a strong, unique password for your account
• Remember Staff ID: Your Staff ID is your primary login credential
• Regular Checks: Check student submissions regularly for timely grading
• Timely Feedback: Provide scores and feedback promptly to help students improve
• Organize Files: Use clear file names and descriptions for easy identification
• Use Filters: Use the filter bar to quickly find specific submissions
• Export Scores: Use the Excel export feature for record keeping and analysis

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