OCR for Education Support
Education Platform and Exams (10)
Quick answers about the workflows OCR for Education brings together for institutions.
What is OCR for Education?
OCR for Education is an institution-wide operating portal that connects students, faculty, employees, campuses, rooms, schedules, examinations, submissions, communication, and administration.
Is it only a student portal?
No. It also coordinates room booking for classes and examinations, academic schedules, approvals, notifications, calendar invitations, student progression, promotions, and campus transfers.
Can institutions manage rooms and examinations?
Yes. Authorized users can coordinate rooms for classes, examinations, meetings, and campus activities while managing exam types, venues, approvals, marking, results, and student access.
Does the portal send calendar invitations?
Yes. Relevant booking and schedule communications can include email notifications and calendar invitations.
Can students submit work through the portal?
OCR for Education supports student submissions and assessment operations as part of the broader academic workflow.
How are access and responsibilities controlled?
Role-based access gives students, faculty, employees, campus administrators, and institution administrators the views and tasks appropriate to their responsibilities.
How do students find their assigned exams?
Students can use My Exams to review assigned exams, search by exam title, subject, or class, and filter exams by pending, completed, or locked status.
Can students review an exam before submitting a response?
Yes. Students can open the exam description to review its details before uploading their response.
What format can students submit for an exam?
Exam responses are submitted as PDF files. Students can include a note and replace an earlier submission before the submission deadline; the latest submission is treated as the current response.
What do Pending, Completed, and Locked mean in My Exams?
These filters help students organize their exam work: pending exams still require attention, completed exams have been submitted, and locked exams are no longer available for submission.
Billing and Setup (5)
Answers about starting, billing, and supporting an institution's Education portal.
How is OCR for Education billed?
Education access is charged at $1 per student per month. A purchase covers one month, and each checkout can include up to 100 students while this payment limit applies.
Who counts as a billed user?
Students are the billed users. Employees, faculty, campus administrators, and institution administrators are not counted as billable students.
How do we begin?
Start an Education trial, review the documentation, or contact the Education support team.
Will payment renew automatically?
For recurring card payments, the card is charged again on the same calendar date in the following month. Keep the payment method current to avoid an interruption.
Where can we get help?
Use this page or contact support@oneclickrooms.com for assistance.
Schedules and Attendance (5)
Answers about classroom schedules, room allocation, and attendance workflows.
What information is included when requesting a class schedule?
A schedule request can include the campus, department, programme, academic class, academic term, effective date range, subjects, faculty, and notes.
What schedule types can institutions manage?
Classroom Schedule supports base schedules, segment schedules, and overrides so institutions can manage regular teaching patterns and approved changes.
Who assigns the building and classroom?
Campus Administration assigns the building and classroom after the schedule request is submitted. The allocation step helps coordinate room availability and avoid conflicts.
Can attendance be recorded from a class schedule?
Yes. Authorized users can mark attendance for today or earlier class dates, search students by name, roll number, or registration number, and upload a signed attendance sheet. The marked sheet can also be downloaded.
What attendance file formats are supported?
Exam attendance supports PDF, JPG, JPEG, and PNG uploads. Classroom schedule attendance uses a signed PDF attendance sheet with a maximum file size of 2 MB.
Student Fees (5)
Answers about generating and managing student fee notices.
Who can generate student fees?
Authorized Finance users can generate fees for the active campuses assigned to their Finance role.
Can Finance generate fees for all programmes?
Yes. A generation run can include all eligible programmes or be limited to selected programmes within the selected academic term.
Are additional charges included automatically?
Mandatory fees are included automatically. Active optional charges can be selected for the generation run, while on-demand charges are excluded.
Can Finance preview fees before posting them?
Yes. Finance can preview the fee items, eligible students, totals, and configured late-fee policy before confirming generation. Existing fee items are skipped.
How do late fees work?
A late fee is optional. It becomes chargeable after the configured due date and grace period only when an outstanding balance remains; enabling the policy does not add a charge during the initial generation.
My Finances (5)
Answers about student balances, payment evidence, receipts, and credits.
What can students see in My Finances?
Students can review total charges, payments received, adjustments or waivers, outstanding balance, fee notices, payment evidence, receipts, refunds, and approved credits.
Can students view the details of a fee notice?
Yes. The Breakdown action shows the individual fee items, codes, due dates, and amounts included in the fee notice.
Does submitting payment evidence immediately reduce the balance?
No. A submitted payment remains pending until Finance verifies it. The balance changes after the payment has been verified and posted.
What should payment evidence include?
Students should provide the payment amount, payment date, method, and any required bank or transaction reference, together with a receipt, deposit slip, cheque image, or other supporting document.
Can students download receipts and refund evidence?
Yes. Verified payment receipts, approved refund evidence, and related Finance documents can be downloaded from My Finances when available.
Exam Management (6)
Answers about creating, approving, publishing, and organizing examinations.
What can an authorized user configure for an exam?
An exam can be configured with an exam type, programme, academic class, subject, title, description, total marks, due date, submission settings, and other academic details.
Can an exam require HOD approval?
Yes. Exam types can require HOD approval, and the exam status indicates whether it is a draft, pending HOD approval, approved, published, or declined.
Can an exam require student submissions?
Yes. The required-submission setting identifies exams where students must submit a response, and the due date is used for student notifications.
How can staff find a particular exam?
Staff can search by exam title, class, or type and use advanced filters for exam type, class, subject, title, creation date, due date, total marks, approval, submission requirement, and status.
Can exam marks and student attendance be managed?
The examination workflow includes marking and student attendance tools, subject and faculty context, attendance review, and support for examination results and access decisions.
Who can see exam management actions?
Exam actions are controlled by the user's education role and scope. Faculty, HOD, and central examination users receive the controls appropriate to their assigned subjects, departments, campuses, or examination responsibilities.
Campus Transfers (12)
Answers about student-initiated transfers between campuses and the full approval route.
Who initiates a campus transfer request?
The student initiates the campus transfer request, selects the destination campus, department, programme, provisional class, and academic term, explains the reason, and provides the required consent and supporting information.
What must be completed before a campus transfer can enter approval?
OCR for Education checks the transfer route, active academic mappings, student consent, applicable transfer-fee status, and required destination details before the request proceeds through approvals.
What does the Source HOD approve in a campus transfer?
The Source HOD reviews the student’s current academic context and the reason for leaving the source campus or department, then approves or rejects the request with remarks where required.
What does the Destination HOD approve in a campus transfer?
The Destination HOD reviews the proposed destination programme, class, academic term, and capacity or academic fit before approving or rejecting the incoming transfer.
What is the role of Institution Admin approval?
Institution Admin provides the final institution-level decision after the required student, source HOD, and destination HOD stages have been completed.
Can a student cancel a campus transfer request?
Yes. A student can request cancellation of an open transfer. The cancellation is recorded and handled through the transfer workflow; an institution decision may be required before the request is permanently cancelled.
Can the Source HOD reject a campus transfer?
Yes. The Source HOD can reject the request during source review. Rejections require an explanation so the student and institution can understand the decision.
Can the Destination HOD reject a campus transfer?
Yes. The Destination HOD can reject the request after reviewing the proposed destination. The rejection and remarks remain part of the transfer history.
Can Campus Administration reject a campus transfer?
Yes. Campus Administration can reject a transfer when the campus-level operational, clearance, mapping, or policy requirements are not satisfied. The decision is recorded with remarks.
Can Institution Admin reject a campus transfer?
Yes. Institution Admin can reject the request at the final institution approval stage. The request status and decision remarks are retained for the student and authorized staff.
When does an approved campus transfer take effect?
An approved transfer is intended to take effect with the next academic term and the applicable promotion outcome, rather than changing the student’s active academic placement immediately.
Can students track campus transfer progress?
Yes. The transfer details show the route, reached workflow stages, current status, approval history, applicable fee status, and any recorded decision or cancellation remarks.
Institution Policies and Settings (24)
Answers about timezones, branding, financial holds, transfer fees, examinations, storage, and grading policies.
How does the institution timezone affect OCR for Education?
The institution timezone is used when the portal interprets operational dates and times, including due-date cutoffs, schedules, examinations, transfers, and policy effective dates.
Why should an institution configure its timezone?
A configured timezone keeps deadlines, calendar events, approval timestamps, financial cutoffs, and date-based workflows aligned with the institution’s local operating time rather than the server’s location.
How are dates displayed consistently in the portal?
OCR for Education normalizes date and time values before displaying or processing them so dates remain consistent across schedules, examinations, finance, accommodation, and institution settings.
What can an institution configure in Custom Branding?
Institution administrators can configure the sending domain, portal URL details, web and mobile logos, footer text, and institution email presentation used across supported portal communications.
Can an institution use separate web and mobile logos?
Yes. Custom Branding supports separate web and mobile logo assets so the portal can use an appropriate logo for different header contexts.
What are Campus Financial Hold Rules?
Campus Financial Hold Rules define how an effective overdue student balance affects selected academic and portal actions for students assigned to that campus.
When does a financial hold begin?
An enabled hold begins only when an overdue balance greater than 0.00 remains after the fee notice due date and configured grace period have ended at 23:59 in the institution timezone.
Does pending payment evidence clear a financial hold?
No. A payment hold is cleared only after Finance verifies and posts the payment. Submitting evidence alone does not reduce the hold balance.
Which actions can a financial hold restrict?
Depending on campus policy, a financial hold can restrict student portal access, promotions, and selected HOD-only or HOD-approval examinations. Students retain access to My Finances and essential payment actions when portal restriction is enabled.
How are campus transfer fees configured?
Institution administrators can configure a transfer fee for each destination campus, including whether it is enabled, the amount, currency, and effective date.
Who determines the campus transfer fee?
The destination campus policy determines the transfer fee amount and currency. Existing transfer requests retain the fee and refund rules originally assigned to them.
What happens to a campus transfer fee when a request is cancelled or rejected?
The institution can configure separate refund behavior for student cancellation, Source HOD rejection, Destination HOD rejection, and Institution rejection or cancellation. A refundable decision creates a Refund Due status for Finance to process.
What is DMC Assessment Presentation?
DMC Assessment Presentation controls how finalized examination results are shown for each subject: either as a detailed breakdown or as combined Internal and External totals.
Does DMC presentation change examination classification?
No. Examination classification is configured separately under Manage Exam Types. HOD approval requirements do not change whether an examination type is treated as Internal or External.
What does Examination Governance configure?
Examination Governance sets the central examination owner and promotion authority for each campus. The institution can assign central scheduling to the Department HOD or Examinations Office and promotion authority to Campus Administration or the Examinations Office.
Who completes examination venue allocation?
When the Examinations Office manages central scheduling, Campus Administration assigns the building and classroom for each class. Students are notified after all required venues are complete.
How does institution storage work?
Institution Storage monitors the shared storage allowance across all campuses, including total capacity, used space, available space, managed files, and usage by category.
Are files being processed counted in storage usage?
Yes. Reserved space for uploads currently being processed is included when the portal validates whether a new upload can be accepted.
What storage notifications can institutions receive?
Storage notifications are sent to the institution email according to the configured reminder rules when storage usage reaches the relevant policy thresholds.
How does grading setup calculate GPA and CGPA?
The grading framework defines grade ranges, pass or fail results, grade points, GPA inclusion, GPA calculation, rounding, repeated-course handling, transfer-credit treatment, and CGPA settings.
Why are grading versions used?
Each grading version is a complete policy. Draft versions can be edited, while active and retired versions remain locked so historical grades, GPA, and CGPA calculations stay reproducible and auditable.
What is required before a grading version can be activated?
Activation requires complete, continuous grade coverage from 0% through 100% without gaps or overlaps, together with the applicable effective date and configured grading rules.
Can an institution choose fixed or proportional GPA points?
Yes. Fixed mode assigns one point across a grade range, while proportional mode calculates the point within the range using the student’s exact percentage and configured boundary points.
Can institutions configure repeated-course and transfer-credit policies?
Yes. CGPA settings can define whether the latest attempt, highest result, or every attempt contributes, and whether accepted transfer credits contribute credits only, equivalent points, or are excluded from CGPA.
Campuses, Buildings, and Classrooms (20)
Answers about managing the physical places that support academic schedules, examinations, accommodation, meetings, and campus operations.
What can institutions manage in the physical places area?
Authorized users can manage campuses, buildings, classrooms, room types, capacities, classroom codes, photos, and availability information used across academic and operational workflows.
Can an institution add multiple campuses?
Yes. An institution can maintain multiple campuses, each with its own address, city, currency, timezone, status, assigned administrators, Finance users, and Examinations users.
How are campuses used in OCR for Education?
A campus provides the geographic and operational context for buildings, classrooms, schedules, examinations, accommodation, finance, timezone settings, and assigned campus staff.
What information can be configured for a campus?
A campus can have a name, address, country, city, currency, active or inactive status, timezone, campus administrators, Finance users, and Examinations users.
Why is the campus timezone important?
The campus timezone is used for campus schedules, emails, calendar invitations, date-based policies, and other workflows that depend on the local operating time.
Can campus administrators manage only their assigned campuses?
Yes. Campus-scoped access limits users to the campuses assigned to them, helping keep building, classroom, staff, and operational changes within the correct campus boundary.
How do institutions create a building?
An authorized user selects an active campus and gives the building a clear name, such as North Tower. The building then becomes available when referencing locations and bookings.
Can an institution add multiple buildings to one campus?
Yes. Multiple buildings can be created under the same campus, allowing an institution to organize separate towers, blocks, halls, laboratories, residences, or other physical locations.
Can building addresses be added separately from campus addresses?
The current Buildings form associates a building with a campus and records its building name. The campus record stores the campus address; a separate building-address field is not currently part of the building form.
Can buildings be searched and updated?
Yes. The Buildings page supports quick search by building or campus, editing existing buildings, and deleting buildings when the user has the required authorization.
How are classrooms connected to buildings?
A classroom is created under a selected campus and building. The building list is loaded for the selected campus so classroom locations remain associated with the correct physical place.
Can an institution add multiple classrooms to one building?
Yes. Multiple classrooms can be created under the same building. Each classroom can have its own name, classroom code, room type, capacity, photos, and availability dates.
Can classrooms be added to different buildings on the same campus?
Yes. When creating a classroom, the user selects the campus first and then chooses a building belonging to that campus. This keeps classroom locations organized correctly.
What classroom types are supported?
The classroom form supports Classroom, Lab, Auditorium, Seminar Hall, and Other room types. Institutions can use the type that best describes each physical teaching or examination space.
Can institutions record classroom capacity and codes?
Yes. Each classroom can have a name, classroom code, capacity, room type, campus, and building so schedules and room planning can use identifiable capacity information.
Can institutions upload classroom photos?
Yes. Up to four classroom photos can be uploaded in JPG, PNG, or TIFF format, with a maximum size of 1 MB per image. Existing photos can be viewed in the classroom gallery.
Can a classroom be made temporarily unavailable?
Yes. Authorized users can set an unavailable date range and record a reason. The classroom can later be marked available again after the restriction is cleared.
Why would a classroom be marked unavailable?
A classroom may be unavailable because of maintenance, a special event, safety work, renovation, or another operational reason. Recording the date range and reason helps prevent unsuitable room assignments.
How do buildings and classrooms support scheduling?
Campus, building, classroom, capacity, room type, and availability data help Campus Administration allocate suitable venues for classes, examinations, meetings, and other institutional activities.
Can a classroom’s availability be cleared?
Yes. The classroom availability restriction can be cleared through the confirmation action, which marks the classroom available again for future planning.