STUDENT COUNSELING FEEDBACK AND OUTCOME TRACKING SYSTEM

User manual

This manual explains how administrators and students access and use the Student Counseling Feedback and Outcome Tracking System.

1. Introduction

1.1 System Overview

The Student Counseling Feedback and Outcome Tracking System is a web-based application designed to help educational institutions organize and manage student counseling information, collect student feedback, and monitor counseling outcomes.

The system provides a centralized platform where administrators can manage student accounts, review counseling records, monitor submitted feedback, and record counseling outcomes.

Students can access their accounts, view their personal information, submit counseling feedback, and monitor available counseling updates.

1.2 Purpose of the Manual

This user manual provides step-by-step instructions on how to access and use the system. It is intended to help administrators and students understand the available features and perform their tasks correctly.

1.3 User Roles

The system has two primary user roles:

• Administrator: Manages student accounts, accesses student information, manages counseling records, reviews student feedback, records and monitors counseling outcomes, and monitors system activities.
• Student: Logs in using assigned credentials, views personal information, accesses counseling information, submits counseling feedback, and views available counseling outcome updates.

2. Getting Started

2.1 Accessing the System

1. Open your preferred web browser.
2. Enter the system's website address in the browser's address bar.
3. Wait for the login page to load.
4. Enter your registered login credentials.
5. For a local installation, the system administrator will provide the appropriate localhost address.

2.2 Logging In

The login page provides Student ID or Admin ID, Password, CAPTCHA when required, and a Login button. After successful authentication, the system identifies your role and redirects you to the appropriate dashboard.

2.3 Login Errors

Check your ID, password, CAPTCHA answer, and local server or internet connection. Contact the system administrator if the problem continues.

3. Administrator User Manual

3.1 Administrator Dashboard

Log in with administrator credentials, wait for the dashboard, review the information shown, and select a feature from the navigation menu.

3.2 Student Account Management

Navigate to Student Account Management, view registered students, select an account, perform available actions, and save changes when required. Keep student information accurate and updated.

3.3 Student Information Management

Open the student information section, search for or select a student, review the details, and access information according to your permissions. Student information must remain confidential.

3.4 Counseling Record Management

Open Counseling Records, select a record, review its information, enter or update relevant information, and save the changes.

3.5 Feedback Management

Navigate to Feedback Management, select a submitted feedback entry, review the student's comments and evaluation, and use the available management functions. Feedback helps improve counseling services.

3.6 Counseling Outcome Tracking

Open Counseling Outcome Tracking, select the appropriate counseling record, review the information, enter or update the outcome, save it, and verify that it was recorded. Only authorized personnel should access confidential outcomes.

3.7 Monitoring System Activities

Review dashboard information and management sections regularly to maintain organized and updated counseling records.

3.8 Administrator Account Settings

Open account settings, review your account information, update editable details, and save your changes.

3.9 Administrator Logout

Locate Logout or Sign Out, click it, wait for the session to end, and verify that you returned to the login page.

3.10 Dashboard Analytics

The Overview shows database totals for students, cases, appointments, completed sessions, pending appointments, pending approvals, and feedback. Charts refresh from current database records. The case-category chart uses urgency because the current case table does not have a separate category field.

3.11 Reports and Print Preview

1. Open Reports & Analytics in the administrator sidebar.
2. Select a report type and enter any date range, category, status/rating, or search filters.
3. Click Generate and review the summary and matching records.
4. Choose Print / Save as PDF and use the browser print dialog to preview or save a PDF.

3.12 Activity Logs

Open Activity Logs to search and filter recent authentication and record-management events. Logs display newest first and are read-only. Passwords and session tokens are not recorded.

3.13 Backup and Restore

1. Open Backup & Restore and choose Create database backup.
2. Download a backup from its history when needed.
3. To restore, choose a backup and follow the confirmation prompt, typing RESTORE exactly.
4. Restoration replaces current account and counseling records with the selected verified backup. Do not interrupt the process.

Backup archives are stored outside the public web directory by default. They include database records, not uploaded files; the current application has no upload directory. Configure Windows Task Scheduler or the hosting scheduler for automatic backups.

3.14 Account Approvals

Main administrators can filter account requests by Pending, Approved, Rejected, or All statuses. Approve or reject pending account requests only after verifying the request.

3.15 Student and Case Record Safety

Student records with linked counseling history cannot be deleted. Close counseling cases to preserve their history. Appointment and feedback deletion is permanent and requires confirmation.

4. Student User Manual

4.1 Student Dashboard

Log in with your Student ID and password, complete CAPTCHA when required, wait for the dashboard, and select the feature you want to use.

4.2 Viewing Your Profile

Locate My Profile, review your personal and academic information, select Edit Profile if available, update permitted information, and save your changes.

4.3 Accessing Counseling Information

Navigate to the available counseling section, review your information and updates, and contact counseling personnel if you need assistance.

4.4 Submitting Counseling Feedback

1. Open the Student Dashboard.
2. Navigate to Feedback.
3. Complete the feedback form with honest and relevant comments.
4. Review your answers and click Submit.
5. Wait for the confirmation.

4.5 Viewing Counseling Outcomes

Locate the counseling outcome or updates section, select an available record, and review the information. Only information authorized for student access is displayed.

4.6 Requesting a Counseling Appointment

1. Open the Student Dashboard and locate Appointment Scheduling.
2. Review your automatically populated Student ID, full name, and email.
3. Choose a counseling date, preferred time, counseling type, and reason.
4. Click Submit Appointment.
5. Wait for administrator review and check Appointment History for Pending, Approved, Rejected, or Completed updates.

4.7 Requesting Additional Counseling Support

In Request Counseling Support, describe what you need help with, select an urgency level, review the information, and click Send Support Request. Under My Support Requests, review the description, priority, submission date, status, and available administrator updates.

4.8 Student Logout

Click Sign Out, wait for the session to terminate, and verify that you returned to the login page. Always log out on a shared computer.

5. Frequently Asked Questions

• What if I cannot log in? Check your ID, password, CAPTCHA, and connection, then contact the administrator.
• What if I forget my password? Contact the authorized administrator unless password recovery is available.
• Why cannot I access the Administrator Dashboard? Only approved administrator accounts can access it.
• How do I submit feedback? Log in, open Feedback, complete the form, and click Submit.
• Where can I see counseling updates? Check your Student Dashboard counseling and outcome sections.
• Can I update my personal information? Use Edit Profile when the option is available.
• How do I check a support request? Open My Support Requests.
• What if the system displays an error? Refresh and try again, then contact the administrator if it continues.

6. Troubleshooting Guide

• Incorrect Student ID: Verify your registered ID.
• Incorrect password: Check your password and contact the administrator.
• CAPTCHA error: Complete CAPTCHA again.
• Dashboard not loading: Refresh and check the server connection.
• Feedback not submitting: Check required fields and retry.
• Counseling information missing: Contact the authorized administrator.
• Session expired: Log in again.
• Database connection error: Notify the system administrator.

7. Security and Privacy Reminders

• Keep login credentials confidential.
• Do not share your account.
• Always log out after use.
• Avoid confidential information on public computers.
• Provide accurate information in feedback and counseling requests.
• Do not access features outside your permissions.
• Administrators must protect confidential student counseling records.

8. Conclusion

The Student Counseling Feedback and Outcome Tracking System provides a centralized platform for managing counseling information, collecting feedback, and monitoring outcomes. By following this manual, administrators and students can properly navigate the application and support better counseling services.

END OF USER MANUAL