Academic Activities

The HOD's complete monitoring suite for all department academic activities. Track teacher-assigned work, live online tests, student achievements, NAAC compliance tasks, and institute committee involvement — all from a single unified panel. No physical registers, no manual chasing.

Page 1: Assignment Progress Tracker (`assignments.php`)

The HOD's real-time window into every assignment across all classes and teachers in the department. Instead of individually checking with each teacher, the HOD sees the complete picture in one filterable table.

• Smart Default to Current Academic Year:
  The page auto-selects the current academic year (calculated from the current month — June onwards = new year). The HOD doesn't need to select anything to see today's data.
• Six-Column Filter Bar:
  Filter assignments by: Academic Year, Semester (1–6), Class Year (FY/SY/TY), Specific Class, Teacher, and Status (Active / Closed). Filters are chained — selecting "SY" + "Prof. Sharma" instantly narrows to only that teacher's second-year assignments. A reset button clears all filters in one click.
• Four Stat Counters (Above the Table):
  • Total — total assignments matching current filter
  • Active — assignments still open for submission
  • Submissions — total files submitted across all assignments
  • Pending Review — submissions not yet approved by the teacher
• Assignment Table — Key Columns:
  Each row shows: Assignment title + subject, Class, Teacher, Due date (red "OVERDUE" label if past due), a mini progress bar showing submissions/total students as both a visual bar and a fraction (e.g., 28/45), and Status badge (Active / Closed).
• Mini Progress Bar — Colour Coded:
  Green if ≥80% submitted, Yellow if 50–79%, Blue if <50%. This lets the HOD spot underperforming assignments at a glance without reading numbers.
• AI Assignment Analyst (Beta):
  A button at the top labelled "Generate Report" triggers the AI Analyst — an animated card that analyses the current filtered assignment data and produces a plain-English summary of trends, highlighting which classes have low submission rates, which teachers have overdue assignments, and where immediate attention is needed.
  Core Benefit: The AI Analyst replaces the need for a weekly department meeting just to find out "who hasn't given assignments yet." The HOD gets a structured text summary in seconds.
• Paginated Table (15 per page):
  Large departments with 50+ assignments across teachers get compact pagination with numbered pages and prev/next navigation — no infinite scrolling or slow full-page loads.
• Class-Wise Pending Checks Button:
  A prominent yellow button at the top navigates directly to the Pending Report page (see Page 2 below) for a student-level drill-down.

Page 2: Class-Wise Pending Report (`assignment-pending-report.php`)

A deep-drill companion page to the Assignment Progress tracker. Where Page 1 shows assignment-level completion rates, Page 2 shows student-level pending lists — exactly who hasn't submitted for each assignment.

• Class × Assignment Grid:
  For each class in the HOD's department, the page lists every active assignment and the students who have not yet submitted — grouped class by class.
• Printable View:
  A Print button generates a printer-friendly report listing pending students by class — useful for handing to the class teacher or for departmental record-keeping.
• Export to Excel:
  The pending list can be exported as a spreadsheet — useful for following up with students or submitting to the principal's office.
  Core Benefit: The HOD can share the pending list with individual teachers or class representatives without any manual compilation — the report is ready in one click.

Page 3: Online Tests Progress (`tests.php`)

A live-monitoring dashboard for all MCQ and online tests created by teachers in the department. The unique feature here is real-time polling — the page auto-refreshes key counters every 3 seconds so the HOD can see live test activity.

• Four Live Stat Counters (Auto-Refresh every 3 seconds):
  • Total Published — tests that are live and available to students
  • Taking Now — students currently inside an active test session (green, pulsing)
  • Total Attempts — all test starts across all tests
  • Completed Attempts — tests where students have submitted answers
  When a counter updates, it flashes green and scales up briefly — making it obvious that new data has arrived without requiring a manual refresh.
• LIVE Badge:
  The page title carries a red pulsing "LIVE" dot — a visual reminder that counters are auto-refreshing. This is especially useful during an exam session where the HOD monitors how many students are still inside the test.
• Filter Bar — Academic Year, Semester, Class, Teacher, Status:
  Same compact filter design as the Assignment page. By default, draft tests are excluded — the HOD only sees Published, Closed, and Archived tests. Selecting "Published" shows only currently active tests.
• Test Table Columns:
  Title + subject, Assigned Classes (shown as a multi-line badge if multiple classes), Teacher, Time Limit + Close Date, Progress Bar (attempts/total students), and Status badge. A mini icon tally shows 🎓 (graded) and ✅ (submitted) counts at a glance.
• Test Details Modal (Eye Button):
  Clicking the eye icon on any test row opens a modal with:
  • Test name, description, assigned classes, subject, teacher, time limit, total marks, pass percentage
  • A scrollable student-by-student attempt table showing name, roll number, status, score, percentage, and time spent
  Core Benefit: During a live exam, the HOD can open the modal for any test and see every student's real-time status — who is "In Progress," who has "Completed," and what score they achieved. No teacher needs to be contacted.

Page 4: Student Achievements Approval (`student-achievements.php`)

The HOD is the final approval authority for student achievement records. Every achievement a student submits goes through a 2-tier verification: Teacher verifies first, then it reaches the HOD for final approval or rejection.

graph LR
    A[Student submits
achievement + document] --> B[Teacher reviews
& Verifies]
    B --> C[HOD Approval Queue
student-achievements.php]
    C --> D{HOD Decision}
    D -->|Approve| E[Status: Approved
Counts in reports]
    D -->|Reject with reason| F[Status: Rejected
Document deleted]
    

• Two Tabs — Pending & Recent Actions:
  • Pending Tab: All achievements verified by teachers but awaiting HOD decision. Count shown in the tab label and as a yellow badge in the page header.
  • Recent Actions Tab: The HOD's last 30 days of approve/reject decisions — with who verified (teacher) and who approved (HOD).
• Achievement Row Details:
  Each pending row shows: Student name + avatar initials + class + roll number, Achievement title + category badge (Academic / Co-Curricular / Extra-Curricular / Professional) + date achieved + description (expandable), Verification info (teacher name + timestamp) + document link, and Approve / Reject buttons.
• Approve — One Click:
  Click "Approve" → browser confirm dialog → achievement status set to "approved" instantly. No form to fill.
• Reject — Reason Required:
  Click "Reject" → a modal opens requiring a written rejection reason. The HOD cannot reject without a reason. On rejection:
  • Achievement status set to "rejected"
  • Rejection reason stored and shown to the student
  • The uploaded supporting document is physically deleted from the server to save storage space
  Core Benefit: Students get actionable feedback when rejected — they know exactly why. The HOD is protected from approving unverified achievements because teachers must verify first. The document deletion on rejection keeps server storage clean.
• Department Isolation:
  The HOD only sees achievements for students in their own department (hod_id filter on students table). Another department's HOD cannot see or act on these records.
• View Document Button:
  Before approving, the HOD can click "View Doc" to open the student's uploaded certificate/proof in a new browser tab — typically a PDF or image file.

Page 5: Achievement Reports (`achievement-reports.php`)

A comprehensive reporting and analytics page for all student achievements across the department. The HOD can slice the data by multiple dimensions and export it.

• Five Filter Dimensions:
  Category (Academic / Co-Curricular / Extra-Curricular / Professional), Academic Year, Department, Class, and Status (Pending / Verified / Approved / Rejected). All filters work together — e.g., "Academic + 2024-25 + FY-A + Approved" shows only approved academic achievements for that class in that year.
• Five Stat Cards (Top of Page):
  Total, Approved, Verified (waiting for HOD), Pending (waiting for teacher), and Rejected. These update live when filters change.
• Achievement Table:
  Columns: Date achieved, Student name + class + roll number, Achievement title + sub-category, Category badge, Status badge (colour-coded), and action buttons (View Document, Quick View modal).
• Quick View Modal:
  Clicking the eye icon on any achievement row opens a modal showing the full description, who verified it and when, who approved it, and (if rejected) the rejection reason.
• Print View:
  Clicking "Print View" re-renders the current filtered table in a clean, print-optimised layout — no sidebars, no buttons, just the data. The page uses CSS @media print to hide all non-essential elements.
• Export to Excel:
  Clicking "Export Excel" downloads the current filtered dataset as a spreadsheet file — useful for submitting achievement summaries to the principal or NAAC coordinator.
  Core Benefit: NAAC Criterion 5 (Student Support) requires documented proof of student achievements. This report page generates that proof in both printable and Excel formats — filtered to exactly the year and category the accreditation team needs.

Page 6: My NAAC Tasks (`administrative-work/naac-overview.php`)

The HOD's personal NAAC documentation workspace. NAAC accreditation requires criteria-wise documentation uploaded through the system. This page shows all tasks assigned to the HOD by the IQAC coordinator, and also displays any tasks the HOD has delegated to committee members.

• Four Compact Stat Pills (Top):
  Total tasks, Done (IQAC Approved), In Review (submitted, awaiting review), and Action Needed (not yet submitted or rejected). If any tasks are overdue, the "Action Needed" pill turns red.
• Overall Progress Bar:
  A slim green progress bar beneath the stats shows the percentage of tasks that are fully completed — a quick visual completion indicator for the entire NAAC assignment.
• Tasks Organised by NAAC Criterion (Folder Structure):
  Tasks are grouped inside collapsible folder cards by Criterion number (e.g., Criterion 1 — Curricular Aspects, Criterion 2 — Teaching Learning). Each folder shows task count and completed count as badges. Click a folder to expand and see individual tasks inside.
• Per-Task Information:
  Each task shows:
  • Key Indicator number + name (e.g., KI 1.1 — Curriculum Design)
  • Task description assigned by coordinator
  • Deadline (green if upcoming, red + "Overdue" badge if past)
  • Document count uploaded so far
  • Links to download any associated templates (criterion-level or task-specific)
  • Status badge (Not Submitted → Pending Review → Coord. Approved → IQAC Pending → IQAC Approved / Rejected)
• Document Upload / Re-submit:
  For any task not yet submitted or that was rejected, an "Upload Document" or "Re-submit Document" button appears. Clicking it takes the HOD to the teacher IQAC upload page pre-filled with the task context.
• Uploaded Document Accordion:
  For tasks that already have uploaded documents, an expandable accordion shows each uploaded document's name, upload date, status badge, and a download link. If coordinator feedback or IQAC remarks exist on a rejected document, they appear in red below the document name — so the HOD knows exactly what to fix.
  Core Benefit: NAAC accreditation often fails not because of poor performance but because of poor documentation. This page ensures the HOD never misses a submission deadline, always sees reviewer feedback, and can re-upload immediately when rejected.
• Filter Bar — Task Status Buttons:
  Quick-filter buttons: All, In Review, Action Needed, Completed, Overdue. Clicking any button instantly hides tasks that don't match and auto-expands all criterion folders containing matches.
• Expand All / Collapse All:
  Buttons to expand or collapse all criterion folders at once — useful when reviewing the full task list before a committee meeting.
• Coordinator Section (If Applicable):
  If the HOD is also a NAAC Coordinator (head of a committee), a second section appears below their own tasks titled "Tasks I Allocated." This shows a compact table of every task the HOD has delegated to committee members — with their names, Key Indicators, deadlines, and current status. Tasks that are overdue are highlighted in red.
  Core Benefit: An HOD who is also a NAAC coordinator manages two workloads simultaneously — their own evidence submission and their committee's progress. This single page shows both in one scroll, eliminating the need to check individually with each committee member.

How All Academic Activity Modules Connect