Welcome to ADAM!
Printing Out This Guide
Additional Support
Quick Start Guide
Absentee Administration
Absentee Reasons
Editing the Absentee Reasons
Disabling an absentee reason
Default Absentee Reasons
Dealing with unaccounted for pupils
Absentee Records
Adding Absentees Individually
Adding Absentees by Class
Adding Bulk Absentees
Absentee Recording Reminders
Absentee Alerts
Creating an Absentee Alert
Managing Existing Alerts
Customising when the alerts are sent
Directing responses to Absentee Alerts to the Absentee Administrator
Absentee Recording Report
Absentee Reports
Daily Absentees
Absentee SMSs
Academic Points
An Overview of Academic Points
Maintaining the Rule Sets
Adding a New Rule Set
Maintaining Rules
Academic Points Report
Saving Academic Points to Records and Points
Setting up Records and Points
Saving the Academic Points into Records and Points
Next Steps
Pupil Records
Academic Qualifications
Adding and Editing Academic Qualifications
Changing the Levels associated with a Qualification
Setting the Qualification for Use
Working with Multiple Qualifications in a Single Grade
Changing an Individual Pupil’s Qualification
Using Customised Symbol Sets for a for a specific Subject or Learning Outcome
Admissions Points
Managing Admissions Points
Generating the Points List
Troubleshooting Issues
Admissions Procedure
Aggregate Calculations
Calculating Year-to-Date Aggregates
Example Calculation
Possible discrepancies in calculation methods
Why this method?
Calculation Methods
Weighted Average
Top 7 Subjects
Top 7 Subjects (including compulsory)
Top 7 Subjects (including compulsory, Maths/Lit combo
Custom Aggregate Calculation
Custom Aggregate Calculations
Aggregated Results
Types of Aggregated Result Calculations
Reporting Periods
Assessment Categories
Individual Assessments
Creating Aggregated Result Calculations
Reporting Periods
Assessment Categories
Individual Assessments
Using an Aggregated Result Calculation as a Year-To-Date Result
Method 1: Reporting Period Settings
Method 2: Markbook Calculation
Using an Aggregated Result Calculation to calculate Term Results
Semesterised Subjects on Reports
What are semesterised subjects?
Calculate Year-to-Date results for Semesterised Subjects
Using a different calculation for Semesterised Subjects
Annual Survey
Exporting Data
Setting up the Pivot Table
Using the Pivot Table
API Access to ADAM
Introduction the ADAM API
What is a RESTful system?
How does access control work?
Managing API Tokens in ADAM
Managing Existing Tokens
Best Practice Security Principals
API Interactions
Authentication
API Requests
API Responses
API Resources
APIRequests/test/get
AbsenteeKiosk/register/post
Absentees/summarycount/get
Absentees/list/get
Applications/applicationformfields/get
Applications/apply/post
ClassReg/grade/get
DataQuery/get/get
DataQuery/getsince/get
DataQuery/getone/get
Export/families/get
ExternalAuth/auth/post
Pupils/image/get
Families/currentchildren/get
Families/searchbyid/get
FamilyRelationships/family/get
FamilyRelationships/pupil/get
Leaves/approved/get
Reporting/periods/get
Reporting/results/get
Staff/image/get
XDevMan/alumni/get
XDevMan/currentpupils/get
XDevMan/leavers/get
XDevMan/alumnus/get
Specific Integration Requirements
Attendance Registers
Creating a new attendance register
Creating a class register
Add new class registers in bulk
Creating a new subject register
Recording Register Entries
Archiving a register
Editing a register
Bulk register summaries
Assessment Management
Backups
Database Dumps
Database FTP Backups
Document Repository FTP Backups
Changing Site Settings
Change Log Notifications
Creating a Change Log Notification
Class Management
Creating a new class
Editing an existing class
Re-registration of Pupils when editing a class
Deleting a class
Class Registration
Registering Pupils into a Class
Registering a Pupil into a class for past reporting periods
Changing the Registration Dates for a Pupil
Registering Classes for a Pupil
Communication Settings in ADAM
Introduction
Testing Mail Sending
Checking the Error Logs
Understanding What Else Could Go Wrong
Sending email from ADAM if you use Google Workspace
Configure Google Workspace
Configure ADAM
Sending email from ADAM if you use Microsoft’s O365
Configuring O365
Configuring ADAM
Alternative Configuration for Microsoft’s O365
Configuring Office 365 - Alternative Method
Configuring ADAM - O365 Alternative Method
Troubleshooting Email Delivery Issues in ADAM
Step 1: Did ADAM send the message?
Step 2: Check your mail server for issues
Step 3: One mail or an entire batch?
Configuring Logins
Login Security
Staff Logins
Setting an authentication method
Configuring Active Directory LDAP Authentication
Configuring POP3 Authentication
Configuring Internal Passwords
Allowing staff to change their own passwords
Google Sign-In for Staff and Pupils
Requirements
Parent Logins
Pupil Logins
Login Notifications
Changing Login Notification Settings
Login Notification Emails
Cron Service
Setting up the Cron Service
Linux Servers
Windows Servers
Ping Process
Things that can go wrong with the ping process
Cross-Site Logins and Trusted Servers
Setting up a pair of Trusted Servers
Adding a Third (or Fourth) Server
Cross-Site Logins
Prerequisites
Performing Cross-Site Logins
Technical Details
Troubleshooting Cross-Site Logins
Do their credentials match?
DNS Issues
The Target Server is Down
Has the Shared Secret Changed?
Database Field Management
Sensitive Information
Managing Core Database Fields
Managing Custom Database Fields
Adding a new custom field
Editing custom fields
Deleting custom fields
Managing Scratch List Fields
Debugging and Error Logging
SQL Errors
Deleting Information
Deleting Pupils
Deleting a pupil
Undoing a Deletion
Some additional warnings
Deleting Families
Undoing a Deletion
Some additional warnings
Deleting Staff
To Delete a Staff Member
Undoing a Deletion
Some additional warnings
Document Repository
Document Repository Location
Categories
Adding a New Category
Editing a Category
Deleting a Category
Pupil and Family Privileges
Parent Uploads into the Document Repository
Creating Upload Spaces
Instructions for Parents
Approving Documents
Staff Permissions
Uploading Documents in Bulk
Naming of Documents
Uploading the Documents
Troubleshooting Failed Matches
Removing Documents
Removing Documents in Bulk
Deleting Unlinked Files
Site Document Repository
Email Message Templates
Editing the Default Template
Using banner images
Staff Email Signatures
Enrolment Process
A Simple Example Workflow
Managing the Registration Statuses
Adding a new Registration Status
Disabling a Registration Status
Moving Pupils from one Admissions Status to Another
Changing pupils’ admissions statuses – a single pupil at a time
Changing pupils’ admissions statuses – many pupils at a time
Changing an Admissions Date
Rolling-over Waitlisted Pupils
Processing Enrolments of Pupils
Deregistering a Pupil
Deregistering an individual pupil
Deregistering pupils in bulk
Re-registering a Pupil
Re-registering pupils individually (Admissions, Current and Alumni)
Re-registering pupils in bulk (Admissions and Alumni only)
Editing the Registration Log
Deregistration During A Reporting Period
“Deregistered pupils still show up on my class list!”
“A reregistered pupil no longer shows up on my class list!”
Family Alerts
Enabling Family Alerts for Privilege Groups
Setting Alerts for Login Groups
Customising Alert Content
Customising the Covering Email
Family Detail Updates
Customising the Online Detail Update Forms
Hardcopy Detail Update Forms
Producing a Detail Form for a Single Family
Producing Detail Update Forms for a Class of Pupils
Online Detail Update Forms
Sending the Online Detail Update Forms
Reviewing Detail Update Forms
Reviewing the Detail Update Report
Family Management
Editing a Family’s Details
Linking Children to a Family
Merging Two Families into One
Splitting a Family in Two
Swapping Parents in a Family
Goal Setting
Privileges required for Goal Setting
Pupil and Family Privileges
Staff Privileges
Commenting on Pupils’ Academic Goals
Modifying a Pupils’ Academic Goals
Viewing a Pupils’ Academic Goals
Setting up a Reporting Period for Goal Setting
Choosing Which Grades Should Set Goals
Creating a Time Frame
Capturing Goals: Instructions for Pupils
Advising on Goals
What pupils and parents see
What staff see
Grade Settings
Customising the Grade Settings
Health Monitoring
Using the Health Monitoring feature
Medical Examinations Report
Privileges Required for Health Monitoring
Importing and Exporting Data
CSV Export
CSV Import
Structuring your import file
Updating vs Adding vs Deleting: Learning about the identifier column
Excel and CSV Imports
Notes on Pupil Dates ← VERY IMPORTANT!
Field Information
Pupil Information
Absentees
Finding the reason_id values
Labels
Creating a Custom Size Label
Managing Label Templates
Adding a New Label
Editing an Existing Label
A note about sources and family information
Learning Outcomes and Assessment Standards
Managing Learning Outcomes
Managing Assessment Standards
Leave Module
Initial Setup
Managing Leave Types
Adding a new Leave Type
Editing a Leave Type
Managing Leave Limits
Reset Leave Limits By Class
Leave Requests
Submitting a Leave Request by Staff for/on behalf of a Pupil
Level Descriptors
Editing Level Descriptors
A Note on Percentages for Non-mark-based Assessment Phases
A Note on Editing Levels Descriptors used in Previous Years
Logging on to ADAM
General Login Settings
Active Directory Authentication
Google Sign-In
Internal Password Administration
LDAP Authentication
Login Settings
POP3 Authentication
Staff Logins
Site Settings
Pupil Logins
Enabling and Disabling Pupil Logins
Default Settings
Parent Logins
Trouble Shooting Logins
The login is very slow
Logging on to ADAM: A Guide for Parents
Logging into ADAM for the first time
Logging into ADAM on subsequent occasions
Help! I’ve forgotten my password!
Help! ADAM doesn’t recognise my information!
Help! ADAM tells me that no information is permitted to be shown!
Login Messages
Adding a new login message
LURITS
Getting Feedback from LURITS
Mail Logging
Enabling and Disabling Mail Logging for Families
Configuring Your Mail Server
Setting up ADAM
Privileges to View Logged Mail
Mark Book Administration
Managing Assessments
Adding a New Assessment
Entering an Assessment Manually
Copying an Assessment
Editing an Assessment
Monitoring Changes to Assessments
Capturing Assessment Results
Weighting Assessments and Assessment Categories
Weighting an assessment as a fraction of the term
Assessment Groups
Assigning the Privileges for Teachers
Creating Assessment Groups
Viewing a Mark Book Printout
Viewing Detailed Assessment Analysis
Blinded Marking with QR Codes
Printing QR Code Labels
Scanning QR Code Labels
Mark Book Results Recalculation
Customising the Year-to-Date Calculation
Setting the Calculation for Use
Importing Assessment Results
Staff Privileges
Save the results as a CSV file
Import the Results
Notes
Medical Module
Medical Examinations
Viewing a Pupil’s Medical Examinations
Managing the Medical Examinations
Managing the Metrics
Adding a new Metric
Parents and Pupils Completing Medical Examinations
Off Sports Alerts
Messaging Centre
Sending Messages from the Messaging Centre
Messaging current pupils or parents
Composing Your Message
Formatting
Personalised Greeting
Merge Codes
Duplicated Messages within Batches
Privileges Required for using the Messaging Centre
Step 1:
Step 2:
Managing Messaging Centre Batches
Delaying a Batch
Sending SMSs from the Messaging Centre
The Messaging Centre and Email Spam
Sender Framework Policy (SPF) Configuration
Domain Keys Identified Mail (DKIM) Signing
DMARC Records
Messaging a Pupil’s Teachers
Moodle Integration
Preparing ADAM
Parent, Staff and Pupil access to ADAM
Synchronising Courses to Moodle
Subject settings
A note on integration
Authentication
Configuring ADAM to allow Authentication
Configuring the Authentication Plugin
Course Synchronisation
Preparing Moodle for Course Synchronisation
Configuring Moodle for Course Synchronisation
Some Common Problems with Moodle Course Sync
Onboarding Process
Customer Information
Service Level Agreement
Server Setup
Information Required
Option A: Cloud Hosted
Option B: Self-Hosted
Initial Configuration
Data Import
Training
Online Agreements
Creating Online Agreements
Other Options
Editing Agreements
Disabling and Enabling Agreements
Viewing Agreement Responses
Online Agreements in the Parent Portal
Recission of Online Agreements
Viewing Rescinded Agreements
Online Applications
How Does It Work?
High-level Overview
Setting up Online Applications
Checking your site settings
Customising the Application Form
Finding the address of your Application Form
Communication from the Online Application Module
Testing the Application Form
The Application Process: Procedure for Parents
Application Process: Procedure for Staff
Uploading of Supporting Documents
Parent and Pupil Portal
Pupil Privilege Groups
Understanding Pupil Login
Username and Password
Sign-in with Google
Understanding Parent Login
Logging in for the First Time
Forgotten Passwords
Guide for Parent Logins
Troubleshooting Parent Logins
Duplicate ID Numbers
Spam Email and Email Delivery Problems
Password Changing
Enabling The Portal, The Final Settings
Testing the Logins and Privileges
Parent Login Instructions
Accessing the QR Code
Passwords and Security Information
How does ADAM store passwords?
How can you tell if I give you the right password?
Is my password ever written down or stored anywhere?
ADAM tells me there is a problem with my password. Why?
I login to ADAM with my network password. Must I still change it?
Profile Overview Customisation
Assigning the Privileges to Staff
Changing the Overview Page
Reverting a personalised overview screen to the default view
Promotion Requirements
Interpreting ADAM’s promotion decisions
Recalculating promotion decisions
Managing Promotion Decisions
National Senior Certificate Promotion Criteria
Promotions for Pupils with Immigrant Status
Creating a Qualification
Overriding the Qualification for Individual Pupils
Creating the Promotion Criteria
Creating your Own Promotion Criteria
Explanation of Syntax of the Criteria
Where are the subject codes?
What is the difference between an Internal Subject Code and a DBE Subject Code?
How strict is the syntax?
Templates for Typical Promotion Requirements
To list all pupils as promoted without performing any checks
How are the conditions used?
How the promotion conditions work together
Psychometric Testing
Managing Psychometric Test Categories
Managing Psychometric Tests
Adding a new Psychometric Assessment
Capturing Psychometric Test Results
For an individual
For a class
Editing Psychometric Assessment Results
Viewing Psychometric Test Results
For an individual
Publishing Reports
Pupil Comments
Comment Categories
Adding and editing Comment Categories
Entering Pupil Comments
Pupil Information
Adding a New Pupil
Introduction
Some Help with the Pupil Information Fields
The Enrolment Process
Linking a Pupil to a Family
A Note about Shortcuts
Linking Pupils to Families
Editing a Pupil
Changing a pupil’s grade
Pupil Name Pronunciation
Pupil Photographs
Naming of Photographs
Uploading Pupil Photographs
Manually Changing Photos
Managing Photographs in the Document Repository
Changing Which Photograph ADAM Displays
Questionnaire Module
Overview
System Administrator’s Note: Privileges
Privilege Overview
Assigning Privileges
Creating a Questionnaire
Managing Questions
Assigning the Questionnaire to Pupils
Completing the Questionnaires
Viewing the Results
Records and Points Administration
Events vs Points
Managing Records and Points Category Groups
Managing Records and Points Categories
Adding a new Records and Points Category
Adding and Editing Records and Points
Displaying a Pupil’s Records and Points
Records and Points Consequences
Records and Points Alerts
Timing of the Alerts
Creating Alerts
Certificates from Records and Points
Uploading Certificate Templates
Choosing the Printing Settings
Report Comments
Before You Begin, Administrators
Reporting from Different Perspectives
Basic Principles of the Reporting Screen
Saving Report Comments
JavaScript Issues
Autocorrection in Report Comments
Customising the Autocorrection List
Modifying Multiple Report Comments
Troubleshooting Report Comments
My comments won’t save
My marks on the reporting screen are wrong and won’t update
Report Publishing
Managing Report Templates
Report Template Settings
Staff Signatures
Scanning the Signatures
Uploading the Signatures to ADAM
Removing Signatures from Reports
Common Problems with Signatures
Printing Reports
Hints and Tips for Printing
Emailing Reports
Reports on the Parent and Pupil Portal
Troubleshooting Reports
The report doesn’t show new information!
The report isn’t being emailed!
Reporting Checklist
Reporting Period Administration
Adding a new Reporting Period
Editing a Reporting Period
Report Template Options
Reporting Screen Options
Calculation Information and Options
Other Settings and Advanced Options
Reporting Period Time Frames
Adding Time Frames
Clearing Time Frames
Multiple Time Frames
Adding an Overlapping Time Frame
Reporting Period Actions
Custom Aggregate Calculations
SA-SAMS Export
Submitting Information to District Offices
General Principles Regarding Privacy of Information
Getting Started
Subject Configuration
A note to schools who offer non-CAPS aligned curriculums
Verifying Information in ADAM
Performing the Export
When Things Go Wrong
What To Do Next...
School Information
School Logos
Deleting logos
Scratch Lists
Choosing Your Data
Pupil Scratch Lists
Staff Scratch Lists
Family Scratch Lists
Choosing the List Options
Output:
Columns:
Field Information:
Class Registration Information:
Pivot Tables
Controlling Access to Scratch List Fields
Security Administration for Families and Pupils
Login Group Principles
Managing Login Groups
Adding or Editing a Login Group
Managing Privileges
Assigning pupils to login groups
Changing the default group
Assigning pupils to groups individually
Assigning pupils to groups by class
Security Administration for Staff
Security Principles
Site Administrator sers
Normal users
Security Group Principles
Additive Privileges
Default Privileges
Managing Security Groups
Adding a new Staff Group
Editing a group
Disable a group
Changing the Privileges of a Group
Changing Membership of a Group
Editing Group Memberships in bulk
Auditing Staff Privileges
Individual Privilege Audits
Auditing Group Membership in bulk
Auditing Group Privileges in bulk
A Summary view of membership and privileges
Server Setup and Configuration
Setting up a “LAMP stack”
Editing the configuration file
Sign-up Module
Terminology: Event Categories vs Events vs Appointments
Managing Event Categories
Adding a new Signup Category
Creating Events
Creating Appointment Slots
Navigating through without creating a new event
Signing Pupils Up for an Event
Individual Pupils
By Class
On the Pupil Portal
SMS Services
SMSWeb Setup
Configuring the SMS Service
ZoomConnect Setup
Before you begin
Configuring ZoomConnect
Configuring ADAM
SMSguys Setup
SMS Statistics Report
Sending SMS Messages
Staff Absentees
Recording absentee information
Clearing absentee records
Staff Information
Adding new staff to the database
General Information
Contact Information
Qualification and Registration Information
Employment Information
Custom Fields
Finishing the process
Staff who leave the school
Staff security permissions
Online Staff Update Forms
Setting up ADAM:
Distribute the detail update requests:
Updating the Information:
Approving the Information:
Staff Signatures for Reports
Staff Name Pronunciation
Staff Photographs
Naming of Photographs
Uploading Staff Photographs
Manually Changing Photos
Managing Photographs in the Document Repository
Changing Which Photograph ADAM Displays
Student Cards
Subjects
Subject Categories
Managing the Subjects
Adding a new subject
Editing a Subject
Changing the Order of Subjects
Translating Subject Names
Tags for Pupils, Families and Staff
Managing the Tags
Adding a new tag
Editing a tag
Deleting a tag
Assigning Tags to a Profile
Privileges For Tags
Timetable Module
Creating a Timetable
Creating Daily Schedules
Adding Lessons to the Timetable
Adding Days to a Calendar
Subscribing to a Timetable
Resetting a Timetable Link
Third Party Integration
API Integration with ADAM
Clever Integration with ADAM
Ed-Admin Integration with ADAM
Configuring the Integration
Setting Up Grade Definitions
Running a Manual Synchronisation
Changes in the Change Log
Google Integration with ADAM
Moodle Integration with ADAM
Papyrus Integration with ADAM
Create an API Key
Create Data Query Secrets
Configuring Papyrus
Wonde Integration with ADAM
Create an API Key
Create Data Query Secrets
Information to Share with Wonde
SOCS Integration with ADAM
SOCS Export
The SOCS URL
Pupil Identification to SOCS
SportCap Integration with ADAM
Requirements:
Troubleshooting Email Delivery
1) Is the email address captured correctly in ADAM?
Beware identity fraud!
2) Has the email been delivered to their “spam” or “junk” folder?
Reducing spam mail detection
3) Can the IT department shed any light?
Two-Factor Authentication
Introduction
Supported Authenticator Apps
Adding Two-Factor Authentication to your account
Removing Two-Factor Authentication
Frequently Asked Questions
ADAM is not sending me the OTP. How do I log in?
How do I log in if I don’t have my phone with me?
I have a new phone or don’t have the App installed anymore. How do I log in?
I removed the app because I don’t want to use two factor authentication any more. Now I can’t log in.
I have two ADAM logins and need to scan two different QR codes for the two different accounts. Can I do this?
The Authenticator App shows me two OTPs. Which one do I use?
I can’t enrol in 2FA because my confirmation code is wrong.
Setting up your ADAM server for Two-Factor Authentication
Two-Factor Authentication Settings
2FA Authentication Windows
Forced Use of 2FA
Changing How Frequently is the OTP required
Removing Two Factor Authentication for another staff member
Troubleshooting 2FA and OTPs
Updating ADAM
Applying Updates Manually
To apply an automatically downloaded update
To apply an update file sent by email
Year-end Functions
Before You Begin
Step 1: Process any Transferring Students
Step 2: Finalising Promotion Decisions
Step 3: The Roll-Over
Background Information
Performing the Roll-over
Step 4: Processing New Admissions
Step 5: Create a Term 1 Reporting Period
Step 6: Update Class Registrations and Class Details
Appendix A: Import and Export Codes
Population Group Codes
Language Codes
Disability Codes - Pupils
Countries recognised by ADAM
Orphan Status Codes
Province Codes
Boarder Codes
Appendix B: Common Errors and their Meanings
Incorrect Validation Token
The Problem
How to Fix It
Admissions Procedure
Please see
Enrolment Process
later in this document.
