👨‍🏫 STAFF USER MANUAL

1. Introduction
2. Staff Registration
3. Logging In
4. Your Dashboard
5. Uploading Files
6. Managing Your Files
7. Viewing Student Submissions
8. Email Notification System
9. Troubleshooting
10. Getting Help

The AAUA Faculty of Computing File Sharing System provides staff members with powerful tools to:

• Upload and distribute teaching materials to students
• Save files privately to your own home page (visible only to you)
• Share lecture notes, assignments, and resources with specific departments/levels
• Receive and manage student submissions
• Automatically notify students when new materials are uploaded
• Track and organize files by department and level

1. Access the Registration Page
   • Navigate to the file sharing system website
   • Click on "Staff Registration" link
2. Fill in Account Information
   📧 Email Address: Use your institutional email (e.g., staff@aaua.edu.ng)

   👤 Full Name: Enter your full name as it appears on your staff ID
3. Provide Academic Information
   🆔 Staff ID: Your unique staff identification number (e.g., ADPERSACSE001)

   🏢 Department: Select your primary department from the dropdown

   Available Departments:

   • Computer Science
   • Cyber Security
   • Data Analysis
   • Information and Communication Technology
   • Information Systems
   • Software Engineering
   👔 Position: Select your position from available options

   Available Positions:

   • Dean
   • Sub Dean
   • Faculty Officer
   • HOD (Head of Department)
   • Teaching Staff
   • Non-teaching Staff
4. Submit Registration
   • Review all information for accuracy
   • Click "Register Now" button
   • Wait for confirmation message

1. Navigate to the staff login page
2. Enter your registered email address
3. Enter your Staff ID as your password
4. Click "Login" button

After logging in, you'll see your staff dashboard with the following sections:

Displays your profile information:

• Full Name
• Email Address
• Staff ID Number
• Position
• Department

Shows all files you have uploaded — both files shared with students and files you have saved privately to your home. Each file card includes:

• File name and type
• Target department and level
• Course code
• Upload date and time
• File size and description
• 🔒 Private badge — shown on files saved privately (not visible to students)

Actions available for your uploads:

Displays files uploaded by students and assigned to you:

• Student's full name, matric number, and email
• Assignment/submission details (course code, department, level)
• Upload date, time, and file size
• Student's notes/comments

1. Access Upload Page
   • Click "Upload Teaching Materials" button on your dashboard
   • You'll be redirected to the upload form
2. Fill in File Information
   📄 File Title: Give your file a descriptive name

   📋 File Type: Select appropriate category (Lecture Notes, Assignments, Tutorials, etc.)

   🏢 Department: Select which department should receive this file (or All Department)

   📊 Course Level: Select target level: 100, 200, 300, 400, or All Levels

   📚 Course Code: Enter the course code (e.g., CSC 301, CYB 201)

   📝 Description: Add instructions or notes (optional)
3. Select File
   • Click "Choose File" and select from your device
   • Supported formats: PDF, DOC, DOCX, PPT, PPTX, TXT, JPG, PNG, MP4, AVI, MKV, ZIP
   • Maximum file size: 100MB
4. Choose Upload Mode

   At the bottom of the form you'll see two buttons:

   Button	What it does
   📤 Upload File	Shares the file with students in the selected department/level and sends email notifications.
   🔖 Save on Home	Saves the file only to your home page. Students cannot see it and no notifications are sent. A blue "Private Save Mode" banner will confirm before the form submits.

1. Fill in all required form fields as usual
2. Select your file using the "Choose File" button
3. Click the "Save on Home" button (dashed border)
4. A blue banner will appear confirming "Private Save Mode: This file will only be visible to you on your home page."
5. The form will automatically submit and save the file privately
6. You will be redirected to your dashboard where the file appears with a 🔒 Private badge

All files you've uploaded — public and private — are displayed in the "Files Uploaded by You" section on your dashboard. Each file card shows:

• File icon (based on file type: PDF, Word, Excel, etc.)
• File name and "Your Upload" badge
• 🔒 Private badge on files saved privately
• Course code, department, and level
• Upload date and file size
• Description (if provided)

To delete a file you uploaded (public or private):

1. Locate the file in "Files Uploaded by You" section
2. Click the "Delete" button (red trash icon)
3. A confirmation message will appear
4. Click "Yes, Delete" to confirm or "Cancel" to abort
5. The file will be removed from both the database and cloud storage

You can download any of your uploaded files (public or private) by clicking the "Download" button on the file card.

When students upload files and assign them to you, they appear in the "Student Submissions" section of your dashboard.

For each student submission you can see:

• Student Information: Full name, matric number, email address
• File Details: File name, type, course code, department, level, upload date/time, file size, and student's notes/comments

If you haven't received any student submissions, a message will indicate "No student submissions yet." This is normal if students haven't been assigned work yet or are still preparing.

When you click "Upload File" (public mode), the system automatically:

1. Identifies all students in the selected department and level
2. Sends personalized email notifications to each student
3. Includes file details, course information, and upload time
4. Displays a success message showing how many emails were sent

When you click "Save on Home" (private mode), no emails are sent — the file is only saved to your dashboard.

Students receive professional emails containing your name, file name and type, course code, department, level, upload date/time, and instructions to log into the portal.

If you encounter any issues or need assistance:

1. Check this manual first — Most common questions are answered here
2. Contact IT Support for: account access problems, profile updates, password resets, technical issues, and email notification problems
3. Report Bugs — If you find system errors or unexpected behavior

• Descriptive Names: Use clear, meaningful file titles (e.g., "CSC301_Week5_DataStructures_Lecture")
• Consistent Naming: Follow a consistent naming convention across all your uploads
• Include Course Code: Always fill in the course code field for easy identification

• Draft Materials: Use "Save on Home" to store drafts before they are ready to share
• Personal Reference Files: Keep personal notes or answer keys privately on your dashboard
• Review Before Sharing: Save privately first, review, then re-upload publicly when ready

• Add Descriptions: Provide context and instructions in the description field
• Timely Uploads: Upload materials well before class time
• Update Materials: Remove outdated files and upload new versions when needed
• Check Submissions Regularly: Review student submissions promptly

• Notify Students: Use the standard "Upload File" button whenever you want students to be alerted
• Use Descriptions: Include key instructions in the description so students see them in their portal