AI School Copilot and academic intelligence

Integrated Gemini AI copilot for school leadership: student at-risk intervention flags, automated teacher remark generation, and 7 authoritative MCP tools.

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for AI School Copilot and academic intelligence within SmartERP.

SmartERP School AI (smarterp_school_ai) introduces an intelligent educational assistant powered by Google Gemini and native MuK MCP tooling (muk_mcp). It transforms raw student data into actionable pedagogical interventions and automates time-consuming administrative paperwork.

{screenshot:ai-school-copilot-overview-dashboard}

2. Prerequisites & Security Access Groups#

Required Modules: smarterp_school, smarterp_academic
Security Groups:
- Teacher / Instructor (Technical ID: smarterp_school.group_school_teacher)
- Academic Registrar (Technical ID: smarterp_school.group_school_registrar)
- Principal / Headmaster (Technical ID: smarterp_school.group_school_manager)
Master Data Dependencies: Academic grade levels (Primary, Middle, Secondary), curriculum syllabus, examination schedules, fee structures, and guardian records.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

Log into your SmartERP instance at https://smarterp.et/odoo.
Open the main App Switcher (grid icon in the top-left corner).
Select the School Management app icon.
From the top navigation bar, open School Management → Students / Classes / Attendance / Gradebook.

{screenshot:ai-school-copilot-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

Click the New button in the top-left control panel.
Complete the mandatory fields in the record form:
- Student Full Name (Mandatory): Legal name matching Ministry of Education student census
- Grade & Section (Mandatory): Assigned academic level and classroom division
- Guardian Emergency Contact (Mandatory): Primary parent/guardian phone number and address
- Academic Term / Year (Mandatory): Current academic operational calendar year
Configure optional operational parameters and localized tags as required:
- Transportation Route (Optional): Designated school bus route and stop
- Extracurricular Activities (Optional): Student sports, clubs, and academic societies
- Medical Notes & Allergies (Optional): School nurse emergency health details
Click the Save icon in the control bar to commit the record.

{screenshot:ai-school-copilot-record-creation-form}

Step 3: Validating and Processing Transactions#

State Transitions: Execute operational state progression (Application → Enrolled → Active Student → Continuous Assessment → Final Assessment → Promoted / Graduated).
Ledger & System Impact: Tuition fees create customer invoices in Accounts Receivable; fee receipts post to bank and cash clearing journals.
Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:ai-school-copilot-transaction-processing-state}

Authoritative MCP tools#

The AI School Copilot operates through 7 specialized tools with human-in-the-loop validation:

Tool Name	Intended Capability	Action Output
`school_student_briefing`	Instant 360-degree student dossier	Summarizes GPA trend, attendance %, disciplinary notes, and outstanding fee balance.
`school_at_risk_detection`	Early academic drop-out intervention	Flags students experiencing sharp grade declines or >15% unexcused absences.
`school_attendance_intelligence`	Campus attendance patterns	Identifies chronic absenteeism correlated with specific days of the week or class periods.
`school_generate_narrative_remarks`	Automated report card commentary	Generates constructive, personalized teacher remarks based on student test scores and conduct.
`school_fee_collection_analysis`	Financial receivables briefing	Identifies high-risk overdue families and projects next-month cash flow.
`school_class_curriculum_pacing`	Syllabus completion tracking	Assesses whether teachers are on track to cover required national curriculum topics before exams.
`school_exam_item_analysis`	Test question difficulty analysis	Analyzes question discrimination index and flags ambiguous exam questions.

Early intervention and student success#

When a teacher or dean opens the School Copilot:

Type a query: "Identify all Grade 10 students at risk of failing Mathematics this semester."
The copilot executes school_at_risk_detection, scans continuous assessment scores, and returns an ordered table of students below passing threshold alongside contributing factors (e.g., missed homework, low quiz averages).
The dean clicks Schedule Academic Counseling Session, which automatically creates calendar activities for the homeroom teacher and student counselor.

4. Advanced Configuration Points#

Automated Actions & Scheduled Tasks (Crons):
- School: Generate term grade report cards (smarterp_school.ir_cron_gradecards): Runs at the end of each term to compile student transcripts
- School: Daily parent attendance notification via SMS (smarterp_school.ir_cron_attendance_sms): Runs daily at 09:30 to notify guardians of student absences
Custom Print Templates & Reports:
- Official Student Report Card & Academic Transcript
- Classroom Daily Attendance Register
- Term Tuition Billing & Fee Collection Ledger
Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Error Symptom / Exception	Probable Root Cause	Corrective Action / Resolution
`Grading Error: Assessment marks exceed maximum possible score`	Entered score is higher than configured assessment component maximum.	Correct score to fall within valid range (e.g. 0 to 20 for mid-term test).
`Section Assignment Error: Class capacity exceeded`	Target section has reached maximum allowable classroom pupil ratio.	Allocate student to an alternative section or obtain Principal waiver.
`Financial Hold: Outstanding fee balance`	Student examination entry card or portal view blocked by unpaid tuition.	Settle balance via Telebirr or cash cashier receipt.