DATA & TECHNOLOGY
Institution Management Portal
Institution Management Portal
General Principle
The Institution Management Portal is the primary channel through which an accredited school interacts with WEQSC. It is the operative system for every transaction between the school and WEQSC that the WEQSC framework requires to be conducted electronically.
Where the WEQSC framework requires a submission, a notification, or a request to be made through the Portal, submission through the Portal is the only form that satisfies the requirement.
The Portal may be accessed through the official WISE web address. Access requires individual user credentials issued by the Secretariat.
Purpose of the Portal
The Portal serves as the central platform for:
- Submission of student and teacher records;
- Submission of attendance data;
- Submission of Internal Assessment marks;
- Registration of candidates for WISE Examinations;
- Submission of Bonus Marks claims;
- Submission of Elite Support Tier applications;
- Submission of Girl-Child Support elections;
- Issuance of WISE credentials;
- Management of accreditation compliance;
- Access to dashboards and reports;
- Payment of fees and management of financial records;
- Communication with the Secretariat.
Access and User Management
Access to the Portal is by individual user account. Shared accounts are prohibited.
Each accredited school is entitled to a base allocation of user accounts, comprising:
- One account for the Senior Officer, with the role of Principal Portal User;
- Up to four additional accounts, allocated among administrative, academic, and finance staff as the school determines;
- An unlimited number of read-only parent accounts, created automatically for each enrolled student's parent or guardian;
- An unlimited number of read-only student accounts, created automatically for each enrolled student.
Additional staff accounts may be requested through the Portal. WEQSC grants additional accounts where the school demonstrates a reasonable operational need.
User Roles
Each account is assigned a role that determines the actions the account holder may perform. The standard roles are:
| Role | Scope |
|---|---|
| Principal Portal User | Full administrative access. Can view all records, submit all categories of data, submit modification requests, submit scholarship and support claims, and manage other user accounts within the school. |
| Administrative User | Submission of student enrolments, attendance records, and general administrative data. Access to student and teacher records. Cannot approve modification requests or manage user accounts. |
| Academic User | Submission of Internal Assessment marks and curriculum coverage records. Access to the classes to which the user is assigned. Cannot access financial records or user management. |
| Finance User | Submission and viewing of fee and financial records. Cannot access academic records or student welfare records. |
| Parent / Guardian (read-only) | Viewing of the records of the user's own child or children: attendance, Internal Assessment marks, examination results, credential status, scholarship status. |
| Student (read-only) | Viewing of the user's own records: attendance, Internal Assessment marks, examination results, credential status, scholarship status. |
Credential Management
Each user account is protected by a password and a second authentication factor.
Passwords must be changed at least once every ninety days. The Portal enforces password complexity requirements consistent with the cybersecurity requirements of the WEQSC framework.
Where a user account is compromised, or is suspected of having been compromised, the school must:
- Disable the account immediately;
- Reset the credentials of the affected account and of any account that may have been exposed;
- Cooperate with any investigation conducted by WEQSC.
WEQSC may disable a user account where it has reasonable grounds to believe that the account has been compromised, is being used in breach of the WEQSC framework, or is no longer required.
Data Submission
Data may be submitted to the Portal by three methods:
- Single-Record Entry — Data entered directly through a form in the Portal, one record at a time;
- Batch Upload — Data submitted in a structured file, ordinarily in CSV format, using the template provided by WEQSC;
- API Integration — Automated submission from the school's own information system, where the school has been granted API access by WEQSC.
Each method is subject to the same validation requirements. Automated submission does not exempt a school from the requirement to ensure that the submitted data is accurate.
Validation
The Portal applies automatic validation to every submission. The following checks are performed, at minimum:
- Required Field Presence — Every field marked as mandatory in the schema is populated;
- Data Type — Dates are valid dates, numbers are numeric, text is within the permitted length;
- Range — Marks are within the permitted range for the subject and assessment instrument; attendance percentages are within 0–100;
- Uniqueness — Student identifiers do not duplicate existing identifiers; a student is not enrolled twice in the same academic session;
- Referential Integrity — The student, teacher, class, or subject referred to in the submission exists in the Portal.
Where validation fails, the Portal rejects the submission and reports the specific failure. The school must correct the data and resubmit.
Validation is a check on form, not on substance. A submission that passes validation is not thereby represented by WEQSC to be accurate. The school remains responsible for the accuracy of everything submitted under its account.
Submission Deadlines
The following submission deadlines apply. Deadlines are calculated in the time zone in which the WEQSC servers are located, and are enforced by the Portal.
| Submission | Deadline |
|---|---|
| Initial Student Enrolment | Within 30 days of enrolment |
| Teacher Register Update | Within 30 days of change |
| Attendance Data | By the 10th day of the following calendar month |
| Internal Assessment Marks | Within 7 days of the assessment |
| Academic Calendar | Not less than 30 days before session start |
| Bonus Marks Claim | Not less than 90 days before examination |
| Examination Registration | Not less than 30 days before examination |
| Special Examination Arrangement Application | Not less than 90 days before examination |
| Elite Support Tier Application | Any time during the academic session |
| Girl-Child Election | Within 60 days of session start |
Dashboard
The Portal provides, to each school, a dashboard showing:
- The number of candidates enrolled, by level and programme;
- The number of WISE candidates, by examination year;
- Internal Assessment marks submitted and outstanding;
- Attendance rates, aggregate and by class;
- Compliance status (Active, Provisional, Suspended, or Terminated);
- Outstanding submissions, fees, and audit actions;
- Scholarships awarded to the candidates of the school, in aggregate;
- Girl-child support and Elite Support Tier awards to the candidates of the school, in aggregate;
- Pending modification requests and their status.
Reports may be exported in PDF or in a structured data format for the school's own use. Exports are subject to the same data protection obligations as the data itself.
Integration with the Credential System
Where the results of a candidate have been finalised and the candidate has met the requirements for a WISE credential, the school may generate the credential through the Portal.
The generated credential comprises a certificate, a marksheet, and a digital record. The digital record is created automatically in the WISE credential register at the moment the credential is generated.
Each credential carries a unique verification reference and a QR code. The QR code links to the public verification service.
Once a credential has been generated, the underlying record is locked. Any correction requires the modification procedure set out in the Data Modification Governance page of this portal, and the corrected credential is issued with a new verification reference while the original remains in the register marked as superseded.
Breach — Consequences
The following are classified as indicated:
| Breach | Classification |
|---|---|
| Sharing Portal credentials | Major |
| Failing to revoke an account within twenty-four hours of role change | Major |
| Failing to notify WEQSC of a suspected compromise within twenty-four hours | Major |
| Systematic late submission of required data | Major |
| Submission of data known to be inaccurate, relying on validation to catch the error | Critical |
| Failing to complete mandatory onboarding | Minor |
| Failing to maintain Portal access register | Minor (Major if repeated) |
Conclusion
The Institution Management Portal is the operational instrument through which the accreditation relationship between the school and WEQSC is maintained. All Portal procedures not expressly set out in this portal must follow the Secretariat's official bylaws.