IMPLEMENTATIONOF E-SCHOOL

SOLUTION

Sponsored By: Innovation and Technology Development Bureau

(ITDB)

SIMS User Manual for Students

1.Introduction
What is this manual about?

This handout is specifically prepared to provide students with a comprehensive guide

on how to access and navigate the system effectively. It offers detailed step-by-step
instructions on various essential features, including student registration, viewing
assigned grades, understanding the student transfer process, accessing available
subjects, identifying assigned teachers, checking exam schedules, tracking attendance,
and exploring many other important functionalities. This document aims to ensure that
students can make full use of the system with ease and confidence.

What I have to prepare for successful registration?

In order to properly utilize the E-School solution, please ensure that you have the
following requests:

1. Computer (Can be Desktop or Laptop) or Smartphone

2. Internet Connection (Suggest to have good internet connection for better

quality)

3. Web browser (Chrome, Microsoft edge, Mozilla fire fox,

4. Soft copy of academical certificates and Signature

Steps to access the system

1. Open a web browser (Chrome, Microsoft edge, Mozilla fire fox,….) and
2. Enter URL that is provided by Addis Ababa Education Bureau for your school
and press Enter:
The address will created based on the following format:
Example: https://myschoolname.addislearning.edu.et
1.1 Dashboard

1.2 Registration (Online Admission):

1.2.1.How to Submit Registration Form

Step 1. Access the School Portal: Open a web browser (Chrome, Microsoft edge,
mozila fire fox,….) and navigate to the school's portal website using the provided link
by your school.
Step 2. Online Admission: On the school portal homepage, locate “online Admission
option and click on it to register for the academic year.
Step 3: A registration page containing fields that need to be filled by the student will
appear in this page.
Once the student registration page is opened:-
 Choose the desired educational program that the student is applying for, selecting
from available options: Regular , Night , Distance education , Adult Basic
Education (ABE) , and Functional Adult Learning (FAL) using the drop down
menu labeled "Education program".
 Select the grade the student is applying for using the drop down menu “Applying
Grade”.

Fill out all of the fields accurately such as student name, date of birth,address and
contact details, upload the right file, in the following sections:

 Personal Data Section:

i. Enter the full name of the student (First name, Middle name and Last name), the
Gender, Date of birth (DOB), and select the Nationality of the student from the
dropdown.

ii. Enter the full name of the student’s mother (First name, Middle name and Last
name).
iii. Enter the year the student has started formal education in the Date of
commencement field (1).

iv. Select the Language used for learning for the chosen class, from the three available
options: English, Amharic and Affan Oromo, using the Language used for learning
drop-down menu (2).

v. Upload the student’s birth certificate (3) , for KG student, latest report card (4) and
the student’s photo (5).

vi. If a student has a special need, select the “Yes” option in the Special Need section
and choose the associated special need from the drop down menu. You can select
multiple options and add another option which is not present in the list.

 Place of birth Section:

i. Fill in the student's birth details by choosing the country of birth (6), and providing
information about the city/region, sub-city/zone, and woreda fields, if the student
choose “Ethiopia” as a place of birth and provide state information if student
choose countries other than Ethiopia as a place of birth.

ii. If the Student is a transfer student, select the “Yes” option in the Transfer section
and enter the name of the previous school (7), the old student id (8) and upload the
letter from the previous school (9).
iii. Specify the current address of the student by filling the City/Region, Sub-city/Zone,
Woreda, House number, Phone number and email fields.

 Parent/Guardian Information Section:

o Fill in all the necessary parent/guardian details.

o Upload the parent/guardian id (10) and parent profile photo (11).

 Enter the parent’s address. If the parent’s address is the same as the student’s
address, select the checkbox labeled “Click if the same as student address”, and the
information entered in students address will be retrieved automatically.

 After entering all the required data click on preview to see the details one more
time before applying.

On the preview page, scroll to ever detail and make sure that every detail of the student
is recorded correctly.

If there is some detail to be updated click on “edit” and you will be returned to the
online admission page.
If the details are recorded correctly click on “Confirm”.
 Another option is you can directly click on the “Apply” button.

Step 4: On successful completion, a confirmation message containing the Admission

Id, Phone Number, and Application Date is displayed. The Confirmation message can
be printed by clicking the “Print” button and downloaded.
Additional a student who have inserted email will receive its application confirmation
via email or SMS.

1.2.2.Check Registration Status

The admission status of a student is set to pending until the student is approved/rejected
by the admin. A student can check her/his admission status using the Status option in
the homepage.
Step 1: Open the website of the school in the browser.
Step 2: Click the Status option located on the header of the homepage.

Step 3: Enter the Admission Id and the Phone Number received in the confirmation
message and click the “Get Result” button.

Step 4: Check the status of the student in the Admission Status box. The status can be
printed by clicking the “Print” button.
Application status is displayed in the Admission Status box as pending, Approved ,
Rejected and Resubmitting . The student can view the admins feedback about their
application by checking the remarks box.

Pending- The status is marked as pending mean, the school administrator hasn’t
approved/reject/request re-submission yet, the student need to wait some time and
recheck the status.
Approved- The admission status is marked as “Approved” means the student is
accepted by the school and registered for the academic year.

Rejected- The admission status is marked as “Rejected” means the students details are
not valid and the school can not accept the student for the academic year.

Resubmit- If the application is requested to be resubmitted, there are some information

that need to be updated and the student can reapply by Clicking the Re-Apply button
and filling in the application form.

The student will receive E-mail notification and SMS about the status of the application
as well.
Once the registration of the student is “Approved” the student will receive email and
SMS containing the URL of the school that the student is registered and containing the
Username and Password that will allow the student to login and access their portal.

1.2.3.How to Resubmit Registration Form(Re-apply)

A student who applied to be registered in the school, might be asked to re-apply by

correcting the mistake made in the first application or by adding the missing
document/details that is indicated by the admin in the remark section while checking
status.
To re-apply follow the following steps:-

Step 1: Open the website of the school in the browser.

Step 2: Click the Status option located on the header of the homepage.

Step 3: Enter the Admission Id and the Phone Number received in the confirmation
message and click the “Get Result” button.

Step 4: Check the status of the student in the Admission Status box. If the status says
“Reapply” , please read the remark section for further information and click on
“reapply” button.

Step 5: Once you click on “reapply” button, the online admission form containing all
of your detail will be available, please make the necessary edit and upload essential
files.
Step 6: After updating the details, click on “Apply” button.

Step 6: You will receive a confirmation message that application is submitted and you
need to wait admins approval and follow the process by checking the status.
Step 7: If required, students can download and save the Admission form and the
admission status.
 To download the admission status click on “Download Icon” found next to
“print” option.
The file will be downloaded in to your computer. You can open and view your
application detail.
 To download the admission form click on “Download Icon” found under
“Admission for preview” header. The file will be downloaded in to your computer.

The file will be downloaded in to your computer. You can open and view your
application detail.
1.2.4.How to Get Forgotten Admission ID

Due to several reasons student might not download or print their admission ID detail
and forgot the detail. Since Phone number and admission ID are required for checking
registration status, to recover lost/forgotten admission ID follow the following steps:

Step 1: Open the website of the school in the browser.

Step 2: Click the Status option located on the header of the homepage.
Step 3: On the status page click on “forget admission Id”.

Step 4: Insert the E-mail and phone number used while registering and click on “Reset
admission Id” button.
Step 5: You will receive a one time code (OTP) via email or SMS. Insert the code and
click on “Verify”.

 After inserting the OTP, you will receive your admission ID via SMS or E-mail.
 Once you receive the admission ID go back to the “Status” page and check your
application status.
1.3Transfer:

1.3.1.How To send school transfer request

❖ The school transfer process begins when a student submits a transfer request, which
must first be approved by their parent/ guardian. Once approved, the receiving
school reviews the request and decides whether to accept it. If the new school
approves, the current school reviews and finalizes the transfer. Upon all necessary
approvals, the student's transfer is completed, and their records are updated to
reflect enrollment in the new school. This process ensures smooth coordination
between the student, parents, and both schools.

❖ To send a school transfer request, follow the steps below:

Step 1: The student logs in to their school system account, then navigates to the SIMS
module.

Step 2: after getting SIMS module locate and Click on the “Transfer” menu
Step3: after that select “Student transfer” option

Step4: after Click on the student transfer sub menu you will get Transfer page then
click on the “Apply for Transfer” button
Step 5: After clicking on the "Apply for Transfer" button, you will be directed to the
"Add Transfer" page. Enter the name of the school you want to transfer to. You can
find the school by either searching for its name or scrolling through the dropdown list.
Once found, select the desired school.

Step 6: After that, enter your reason for sending the transfer request, then click on the
“Transfer Request” button.
Step 7: Then you will see a success popup, and your request will be marked as
"Pending" status as shown in below picture.

Step 8: After receiving approval from your parent you will get the below message
Step 9: After receiving approval from new school you will get the below message

Step 10: If the student is unable to sign in to the current school's system, it indicates
that the current school has approved the transfer. As a result, the student can now sign
in to the new school's system, and all student files have already been transferred to the
new school, completing the transfer process. Once the process is complete, the student
and parent will receive an SMS and email with the new school's URL, username, and
password.

1.3.2.How to send Section to section transfer request

❖ If a student wishes to change sections, student can submit a request. This request
must then be approved by the admin. Once the admin approves the section
change, the student will be automatically transferred to the new section

❖ To send Section to section transfers request follow the below steps

Step 1: The student logs in to their school system account, then navigates to the SIMS
module.

Step 2: after getting SIMS module locate and Click on the “Transfer” menu

Step3: after that select “Section Transfer” option

Step4: after Click on the Section transfer sub menu you will get Section Transfer
page then click on the “Apply for Transfer” button

Step5: After that select section from given drop down then enter your Reason you
want to change current section after that Click on the “Transfer request button”
Step6:Then you can follow your status as shown below picture

Step 7: If the admin accepts your request, you will receive a notification, and the page
will change as shown in the picture below.
1.3.3.How to send Program transfer request

❖ Program transfer means that if a student is registered in the Regular Day shift
program, they can submit a request to change to the Night shift program.Once the
admin approves the program change, the student will be automatically transferred
to the new program.

❖ To send program transfers request follow the below steps

Step 1: The student logs in to their school system account, then navigates to the SIMS
module.

Step 2: after getting SIMS module locate and Click on the “Transfer” menu
Step3: after that select “Program Transfer” option

Step4: after Click on the Program transfer sub menu you will get program Transfer
page then click on the “Apply for Transfer” button
Step5: After that select program from given drop down then enter your Reason you
want to Transfer current program after that Click on the “Transfer request button”

Step6:Then you can follow your status as shown below picture

Step 7: If the admin accepts your request, you will receive a notification, and the page
will change as shown in the picture below.

1.4Academics:

1.4.1.How to View Assigned Grade

Students can view their grades within on SIMS. By following the steps outlined
below, students can easily access their grades after registering in the system using the
following steps:-

Step 1: Log In to SIMS: Begin by accessing the SIMS login page. Enter your
username and password to log in to your account.
Step 2: Select 'Students' from the Side Menu: Once logged in, navigate to the side
menu. Click on the 'Students' option to proceed to the student management section.

Step 3: Select 'School Students': In the Students section, choose the 'School
Students' option. This will display a list of students registered in the system.

Step 4: View Your Profile: The system will now display your profile. Look for a
section labeled "Grade" within your profile details.
Step 5: Check Your Grades: In the "Grade" section, you can view the grades
assigned to you during registration.

1.4.2.How To View Assigned Subject

Note:- All subjects created within the AAEB system are seamlessly synchronized with
the respective schools to ensure consistency and accuracy. Students can get only
subjects taken at that grade level. They can access the subject as below:-

To access the subject, follow the following steps: -

Step 1: Log in to SIMS module using your credential

Step 2: From the main dashboard, locate the section labeled "Academics".

Step 3: From the list of dropdown options that appear while clicking on Academics
Select “Subjects” to access the available Subjects.

Step 4: In the Subject management page, list of subjects is displayed.

1.4.3.How to View Assigned Section

Students are to view their assigned sections after registration. The school admin
assigns sections based on the registered grades, and students can easily access this
information through the SIMS.

Step 1: Log In to SIMS: Start by navigating to the SIMS login page. Enter your
username and password to access your account.

Step 2: Select 'Students' from the Side Menu: After logging in, locate the side
menu and click on the 'Students' option to enter the student management area.

Step 3: Select 'School Students': In the Students section, choose 'School Students.'
This action will present a list of all registered students in the system.
Step 4: View Your Profile: The system will display your profile information. Look
for a section labeled "Section" within your profile details.

Step 5: Check Your Section: In the "Section" section, you will find the assigned
section based on your registered grade.

1.4.4.How to View Timetabe

1.4.5.How To view Assigned Teacher

1.5Parent/Guardian:

1.5.1.How to View own parent/Guardian

❖ Student can see their own parent profile to view parent/guardian profile Follow
the below steps

Step 1: To view parent/guardian profile After login to the school system then go to
SIMS module then select “School Student” from listed menu

Step 2: then you will get your profile page then Click on the parent section as shown
below picture

Step 3: after that you will get your parents profile.

1.6Exam Schedule:

This function helps students view exam schedules, allowing them to prepare
effectively based on the timetable.

1.6.1.How to View Exam Schedule:

Step 1: Login to the SIMS module on the E-school system.

Step 2: Navigate to the “Exams Schedule” menu.

Step 3: Review the displayed exam schedule, which will include dates, times,
subjects, and locations of each exam.

1.6.2.How to Export Exam Schedule:

Step 1: Login to the SIMS module on the E-school system.

Step 2: Navigate to the “Exams Schedule” menu.

Step 3: Navigate to top corner of the Exam schedule page and click on the “Three
Dots”.

Step 4: Choose file type you want to export (CSV or PDF).

Step 5: Once you click the chosen file type, the system will automatically download
the schedule with selected file type.

1.7Attendance

View own attendance

This function allows students to see their own attendance records, helping them stay
informed about their attendance status.
1.7.1.How to View Own Attendance

Step 1: Login to the SIMS module on the E-school system.

Step 2: Navigate to the “School Student” menu.

Step 3: Select and click on “Attendance” option.

Step 4: Review your attendance record, which will display the dates present, absent,
and any remarks related to your attendance.

1.7.2.How to Export Own Attendance

Step 1: Login to the SIMS module on the E-school system.

Step 2: Navigate to the “School Student” menu.

Step 3: Select and click on “Attendance” option.

Step 4: Review your attendance record, which will display the dates present, absent,
and any remarks related to your attendance.

Step 5: Look for the “Export” button, usually located in the right corner of the
attendance page.
Step 6: Click on the “Print or PDF preview” button.

Step 7: Your attendance record will be downloaded in the selected format.

1.8 Group:

1.8.1.How to View Assigned Group

❖ An assigned group is when your teacher places you in a specific group for a
project or activity. You will be notified about which group you have been
assigned to, along with the tasks or responsibilities for that group.

❖ To view your groups follow the below steps

Step1: after you go to SIMS module then locate to Group section

Step 2: After that, click on the "Group" menu, and you will see the groups you have
been assigned to.

Step 3: Then, you can view the list of students in your group mens your group
members by clicking the action button, as shown in the picture above.
1.9Activity

1.9.1.How To join Club

❖ A school club is an organized group within a school where students and teachers
with shared interests or goals come together to participate in activities, projects,
or events. These clubs can focus on academics, arts, sports, social causes, or
hobbies, providing opportunities for skill development, teamwork, and personal
growth outside the classroom.

❖ To join club follow the below steps

Step 1:after accessing SIMS module navigate and Click on the “Join Club” menu
Step2: after that you will get Join Club page then Click on the Join club button

Step 3:after you Click on the button you will get the page you send request

Step3.1 select Club name you want to join

Step 3.2: Then fill fields Join Date and you can add description then Click on the
“Request” button.
Step 3.3:after that you will get pop up message your request is submitted successfully

Step 4: After submitting your request, once the Club Coordinator approves it, you will
receive a notification, and the approved request will be displayed on the Club page.