Help & FAQ

Email and password Go to the Asabya Academy sign-in page and enter your email address and password, then click Sign in.

Sign in with Google If your platform has Google sign-in enabled, a Continue with Google button will appear on the login page. Click it to authenticate via your Google account. You will be redirected to Google and then back to the platform automatically.

Forgot your password? Click Forgot password on the sign-in page to receive a reset link by email.

First time? If you do not yet have an account, see the article on getting an account, or ask your school administrator to add you.

Use the language switch in the top header to change the entire platform between English and Arabic; the interface fully supports right-to-left Arabic. Inside the compliance section, you can also switch just the content language using the EN / عربي control beside the page title.

Signing in with Google If your school or organisation has Google sign-in enabled, you will see a Continue with Google button on the login page. Click it to sign in using your existing Google account.

You will be redirected to Google to authorise the connection, then returned to Asabya Academy automatically.

If you do not see the button The Google sign-in button is only shown when it has been activated for the platform. If you do not see it, use your email and password to sign in instead, or contact your school administrator.

Asabya Academy is fully bilingual in English and Arabic, with proper right-to-left (RTL) layout support when Arabic is selected.

Switching language: Use the language toggle (English / العربية) in the header to switch between languages at any time. The page reloads in the selected language.

RTL layout: When Arabic is active, the entire interface mirrors to right-to-left: the sidebar appears on the right, navigation flows from right to left, and text is right-aligned. Directional arrows (back/forward) automatically mirror to point in the correct direction for RTL reading.

Arabic typography: The platform loads proper Arabic font weights (medium and semi-bold) so Arabic text displays with correct weight rather than simulated bold.

Sidebar and navigation: Sidebar section titles, group headers, and eyebrow labels are correctly aligned in both LTR and RTL. Arabic section titles in the sidebar are right-aligned when Arabic is active.

Forms and inputs: Form fields, placeholders, and labels are translated. Text inputs are right-aligned in Arabic mode.

What is not translated: A small number of administrative or technical areas of the platform are English-only. These are noted where they appear.

Open the assistant using the button at the bottom-right of any page; it can answer questions and guide you through the platform. For anything it can't resolve, use the Contact form to reach the Asabya team.

Table density option

Asabya Academy provides a table density setting that controls how much vertical space rows in data tables occupy.

• Default (comfortable): rows have standard padding, making it easier to scan individual entries.
• Compact: rows are tighter, letting you see more records on screen at once.

You can change the density preference in your Account → Appearance settings. The setting is saved to your account and applies consistently across the tables in the platform.

Asabya Academy runs in the browser; there is no app to install.

Browsers Any current version of Chrome, Edge, Safari or Firefox works. Keep your browser up to date; very old browsers may render the interface incorrectly.

Devices The platform is responsive: it works on a laptop, a tablet, and a phone. Lesson reading, quizzes, assignments and messages all work on a small screen; the heavier admin and compliance screens (evidence tables, the gradebook, report cards) are far easier on a laptop or tablet.

Internet connection An internet connection is required; there is no offline mode, and progress is saved to your account as you go.

Printing Compliance reports and report cards have dedicated print views; use your browser's print dialog and choose "Save as PDF" if you want a file.

Language and direction Switch between English and Arabic from the header at any time; in Arabic the whole interface flips to a right-to-left layout.

The Asabya Assistant is the AI helper built into the platform. Open it from the sparkle button at the bottom-right of any page.

What it can do

• Answer questions about how the platform works and point you to the exact page for a task.
• Tailor its answer to your role; it never tells a student to do something only a school administrator can do.
• Reply in English or Arabic, whichever you write in.
• For school staff, look up your own school's compliance position (overall standing, per-domain and per-indicator detail, open improvement actions) and suggest next steps, grounded in your national framework's guide rather than guesswork.
• Pass a problem or a suggestion straight to the Asabya team when you mention something broken, missing, or confusing.

What it will not do

• It never sees or discusses another school's data; only your own organisation's.
• It is advisory only: it never sets, changes, or finalises a judgement, grade, or record. Your staff make and own every entry.
• It does not handle personal or sensitive data about individual students; it stays at the level of aggregates and guidance.

If it is unsure, it says so and points you to Asabya support rather than inventing an answer.

Tell the Asabya Assistant: the sparkle button at the bottom-right of any page. Describe what is broken, missing, or confusing (for example: "the gradebook does not show my term" or "I cannot find where to add a class"). The assistant records it as a platform issue for the Asabya team, along with the page you were on, and confirms it has been passed along.

Tips for a useful report

• Say what you expected to happen and what happened instead.
• Mention the page or the button you used.
• Do not include personal data about students; the assistant will not record it.

Suggestions and wishes are welcome through the same route: if a feature would help your school, say so and it reaches the team.

For account, billing, or privacy matters that need a human reply, use the Contact us page instead.

When you sign up as a school administrator, the onboarding flow lets you search the national schools directory for your school. The directory covers schools in Saudi Arabia, UAE, Qatar, Bahrain, and Kuwait. Type your school's name in the search box and select it from the results. If your school does not appear, you can always choose 'Register a new school'; this option is always visible below the search results. After submitting your registration, your account enters a pending state while the Asabya team reviews it. You will receive a notification once access is approved.

When registering a school on Asabya Academy, the onboarding form includes a country picker. The following countries are currently supported in the registration flow:

• Oman
• United Arab Emirates
• Qatar
• Saudi Arabia
• Bahrain
• Kuwait

Select the country where your school is located. After choosing your country, you can search the national schools directory to find your school; the directory covers schools in Saudi Arabia, UAE, Qatar, Bahrain, and Kuwait. If your school is not found in the directory, select Register a new school to continue.

If your country is not in the list, please contact us at academy@asabya.com.

How schools pay. Invoices are paid by card, through the secure hosted checkout of our payment provider, Tap Payments. Open the invoice from your Organisation, Invoices page and choose Pay by card. The payment is confirmed at once and matched to the invoice automatically, and a receipt shows the card brand, the last four digits and the payment reference. Refunds go back to the card. If your school's finance rules do not allow card payment, contact us on WhatsApp +968 9504 1343 or at academy@asabya.com and we will arrange a bank transfer, quoting the invoice number as the reference.

Currency. Prices, invoices and refunds are in your market's currency (OMR, AED, QAR or SAR).

VAT. Asabya is not currently VAT-registered, so no VAT is charged. If that changes, VAT at the applicable rate will be shown on the invoice.

Term. School plans are annual. Asabya is sold to schools and organisations only; there are no individual or family plans. For prices, see How does billing work?

If an invoice is overdue, you are reminded rather than cut off. For any billing question, contact academy@asabya.com.

Go to Organisation → Requests in the top navigation. This dedicated approvals page lists everyone who has requested to join your school's account. You can approve or decline each request individually. Approved members are added to your organisation with the role assigned during the request; declined requests are removed from the queue. You can also manage existing members from Organisation → People.

You can update your school's display name (in English and Arabic) and logo from the School profile section inside Organisation Settings.

Steps:

1. Go to Organisation in the top navigation bar.
2. Select Settings.
3. At the top of the Settings page you will find the School profile section.
4. Edit the School name (English) and School name (Arabic) fields as needed.
5. To add or replace the logo, use the logo upload control in the same section.
6. Save your changes.

Name changes; what to know:

• Every name change is recorded in an audit log (the old name, new name, who made the change, and when). This log is visible to organisation administrators.
• Certificates and compliance documents that have already been issued snapshot the name at the time of issue, so a rename does not alter any previously issued document.
• Demo organisations cannot rename themselves.

Logo; what to know:

• Your logo is stored privately and used across the platform: the app header, dashboards, the staff directory chart, compliance document covers (including the SED PDF), and school-issued companion certificates.
• If no logo has been uploaded, those areas display without a logo; nothing breaks.
• To remove the logo, use the remove option next to the uploaded image.

Note: The school name shown on compliance documents and certificates comes from the School profile. Keep both the English and Arabic names up to date so documents print correctly in both languages.

Founding schools

Any school that registers for Compliance and pays its first invoice by 31 May 2027 (Muscat time) pays a flat founding price for the first year, at any enrolment up to 1,500 students: OMR 199 in Oman, AED 1,900 in the UAE, QAR 1,900 in Qatar and SAR 1,900 in Saudi Arabia. Every renewal after that is flat too, and locked for as long as the school renews without a gap of more than 30 days: OMR 299, AED 2,850, QAR 2,850 or SAR 2,850 a year. Growing into a bigger enrolment band does not change it. A school whose subscription lapses for longer returns to the standard price. The founding price covers Compliance only; the Learning platform and Complete are at the standard prices below. Your invoice shows the standard price, then a "Founding school price" line. See the founding page.

Three products, four sizes

Asabya is sold to schools and training centres. Choose the product you need:

OMR per school per year. Complete costs less than Compliance and the Learning platform bought separately: the integration is where the value is.

Two tracks, one price list

The figures above are the National track, for Omani private schools. Foreign-community and international-curriculum schools are on the International track and pay the published rate. Neither is a limited-time offer and neither expires; there is no increase at renewal.

Prices are shown in Omani Rial by default; the UAE, Qatar and Saudi Arabia see local-currency pricing.

Billing terms

School plans are billed annually. Annual is the only term offered. You can pay the annual subscription in three termly instalments for the same total.

Changing plan

Upgrading applies immediately and is invoiced pro rata for the days remaining in your current period; you see the exact figure before confirming. A change that drops a module takes effect at the end of your period, never immediately. Moving between products is arranged with Asabya rather than self-serve, so nothing you rely on disappears without a conversation.

Seat overage

If enrolments exceed your plan's cap, auto-upgrade to the next size is on by default with a 24-hour grace window. It always moves you to the next size of the product you already have, never onto a different product.

Onboarding, and the optional setup service

Every plan includes onboarding at no extra cost: guided setup of your school's workspace, training for your team, and our help while your staff import your own staff lists, data and evidence through the guided imports. Your team does the importing; we stay on hand.

If you would rather we did the evidence filing, the setup service is an optional paid extra: we file your existing evidence documents against the standards for you, up to the number shown on the pricing page, for a one-off fee shown there. Ask for it when you register or on WhatsApp.

School administrators can review and action incoming membership requests from Organisation → Requests in the top navigation. This dedicated approvals page lists every pending request with the applicant's name, email, and requested role. Approve a request to grant the member access immediately, or decline it to remove it from the queue. You can also manage current members (change roles, remove access) from Organisation → People.

Staff management in Asabya Academy has two connected areas: the academy directory (instructors and administrators registered on the platform) and the compliance staff roles register (framework-aligned role records).

Academy directory Go to Organisation → Teachers (and Organisation → Administrators) to see all instructors and administrators in your organisation. From here you can invite new staff, manage their roles (instructor / school_admin), and view their classes and activity.

Compliance staff roles Go to Compliance → Staff → Staff Roles (/compliance/staff) to manage your framework's staff-role register.

Adding a role

1. Click Add role and fill in the role title (English and Arabic), any framework indicator responsibilities (owns / contributes), and whether this person is the school principal.
2. Only one person per organisation can be marked as principal.

Linking a role to a person already on the platform Edit the role record and select the person's profile from the dropdown.

Inviting someone to join and link to a role Choose Invite to role link (Path B); the person receives an invitation email, joins as an instructor, and the role is linked automatically on acceptance. This does not grant school-admin access.

Inviting someone as a co-administrator Choose Invite as co-administrator (Path A); the person receives a school-admin invitation and the role is linked on acceptance.

Reporting lines Use the Reports to field to set who each role reports to, building a leadership hierarchy. The platform prevents reporting cycles.

Viewing directory drift The staff directory view shows any drift; for example, a role record with no linked profile, a linked profile that has moved to a different organisation, or a free-text name that doesn't match any directory member.

framework indicator responsibility You can assign which your framework's indicators each role is responsible for (owns or contributes to). This information feeds the Domain 5 section of the SED and the compliance dossier.

Open the compliance Guide to read the School Evaluation System guidance and reference tables. You can also ask the in-platform assistant, which is grounded in the official guide, for specific answers.

The coverage dashboard shows, standard by standard, how much of the required evidence you have attached: what is covered, partially covered, or still missing. It is the quickest way to see where to focus before a review.

You can grant a designated external reviewer read access to your compliance dossier so they can review your evidence without changing anything. Auditors view a read-only dossier and can export it. Access is controlled and limited to what each role needs.

The in-platform assistant answers questions about your framework's requirements. For Oman it is grounded in, and cites, the official OAQA guide; for the UAE, Saudi Arabia and Qatar it answers from the platform's own framework catalogue and says so, in both English and Arabic. You can also browse the glossary for precise definitions of the evaluation terms used throughout the workspace.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

Yes. The platform includes a starter library of three OAQA-aligned survey templates that you can adopt and customise.

Available templates

• Staff Self-Evaluation: 10 questions (likert + text) covering standards in teaching, learning, CPD, and school leadership (OAQA Domains 3,5).
• Parent Perception: 8 questions covering communication, student welfare, and inclusion (OAQA Domains 2 and 4,5).
• Student Voice: 8 questions (likert, yes/no, and text) covering learning experience, support, and student participation (OAQA Domains 1,2 and 4).

Each question is grounded in a specific OAQA standard and tagged with its standard code.

How to adopt a template

1. Go to Compliance → Surveys.
2. In the Start from an OAQA template panel, find the template you want.
3. Click Adopt & customise. The platform creates a new survey in Draft status using the template's questions.
4. Edit the title, questions, and any other details as needed.
5. When ready, open the survey and distribute it as you would any other survey.

Adopted surveys work exactly like surveys you create from scratch; responses are anonymous and aggregate in the same way.

Yes. When recording or editing a classroom observation in Compliance → Observations, you can link it to multiple your framework's standards rather than just one.

How it works

1. Open a classroom observation record (or create a new one).
2. In the standards field, select all the your framework's standards the observation provides evidence for.
3. Save the record.

Linking an observation to several standards means the evidence it represents will be counted against each of those standards in your coverage tracking and evidence library.

Who can record observations Observation records are personal records; they are readable only by school leaders, the subject teacher, and the observer. School leaders can link observations to whichever standards are relevant.

Within an improvement plan, the platform can propose draft ADRI improvement actions based on self-evaluation or inspection text that you paste in.

How to use it

1. Go to Compliance → Improvement and open an existing improvement plan.
2. Click Generate from a document (visible to school leaders).
3. Paste or type your self-evaluation notes, inspection findings, or any relevant text into the input box (up to 14,000 characters).
4. Click Generate. The platform sends the text to the AI along with the 21 your framework's standards and asks it to propose actions grounded in both your text and a real standard.
5. A set of proposal cards appears. Each card shows:
   • The framework standard it relates to.
   • Prefilled text for: priority title, approach, deployment, review, improvement, success measure.
6. Review and edit each card's fields freely.
7. Click Add on a card to create the action in your plan, or Discard to remove the proposal.

Important safeguards

• The AI never creates an action directly; it only proposes drafts for you to review.
• Accepted actions are identical to actions created manually.
• You can use the Translate button on any field to fill in the other language once an action is added.
• This feature is only available to school administrators with write access to the compliance workspace.

Adding stakeholder contacts Go to Compliance → Surveys. From the survey management page you can add stakeholder contacts (for example, parents or community members) directly; you do not need to manage them outside the platform.

Sending tracked invitations Once contacts are added:

1. Open the survey you want to distribute.
2. Select the contacts to invite and send the invitation. The platform tracks which invitations have been sent.

Anonymous responses Survey responses are always anonymous; the platform stores answers without recording who gave them. School administrators can view aggregate results but cannot identify individual respondents.

Embedded survey form The survey form is fully embedded in the platform (no external form tool required). Stakeholders who receive a link can complete the survey directly.

You can attach evidence documents to inspection-related records through the Evidence Library in the compliance workspace.

Uploading files. Go to Compliance → Evidence and add a new evidence item. You can upload a file directly to the platform's private evidence storage (up to 25 MB per file). Supported file types include PDFs and images.

Linking to standards and indicators. When adding or editing evidence, link it to the relevant framework standard, domain, or indicator. Evidence can be linked at the indicator, standard, or domain level.

AI-assisted tagging. If your school administrator has enabled AI document assistance in Compliance Settings, you can click Scan & suggest on an uploaded file. The platform analyses the document and proposes which indicators or required evidence items it relates to. You review and accept or reject each suggestion; AI never auto-assigns.

Viewing attached evidence. Evidence you have added appears in the Evidence Library and is visible on the relevant standard and indicator pages in the compliance workspace.

File uploads require instructor or school administrator access.

The Evidence Library is a dedicated page that gives auditors and school leaders a filtered, exportable view of all evidence across all standards and domains.

How to reach it

• Click Evidence Library in the Compliance sidebar (under the Self-evaluation group, between 'Evidence' and 'Evidence checklist').
• You can also navigate directly to /compliance/evidence/library.
• Any existing bookmarks or links to /compliance/evidence?view=library redirect automatically to the new address.

What you can do

• Filter evidence by domain, standard, evidence type, or date range.
• Bulk download selected evidence files in one action.
• View the coverage status of every standard at a glance.

Auditor review tab The main Evidence page (/compliance/evidence) still contains a separate Auditor review tab (labelled 'مراجعة المُقيّم' in Arabic) for the consolidated review surface. The Evidence Library and the Auditor review tab serve different purposes; the Library is for bulk browsing and export; the tab is for the per-item review workflow.

Who can use it All authenticated members of your organisation can browse the Evidence Library. Bulk download and filtering are available to school administrators, instructors, and active external reviewers.

School administrators can upload survey responses in bulk instead of entering them one by one.

Download the template

1. Go to Compliance → Surveys.
2. Open the survey you want to import responses for.
3. Click Import responses to expand the import panel.
4. Click Download template. The file is generated specifically for that survey; each column matches one of its questions, and an 'Allowed values' sheet lists the valid entries for each question type.

Fill in the spreadsheet

• Enter one respondent per row.
• For likert questions enter a whole number from 1 to 5.
• For yes/no questions enter yes or no.
• For single-choice questions use the option value shown on the 'Allowed values' sheet.
• For text questions type free text.
• Leave a cell blank if the respondent skipped that question.

Upload and confirm

1. Save the file and click Upload in the import panel.
2. A per-row preview shows any validation errors. Fix the file and re-upload if needed.
3. Click Confirm import to commit. Responses are stored anonymously; no respondent identity is recorded, matching responses entered through the normal survey link.

Important constraint: Import only works while the survey status is Open. If the survey is closed, the import will be blocked with a clear message.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

Table 7; National exam results Table 7 covers the comparison between your school's mean exam scores and national means (OAQA Standard 1.1).

To enter results:

1. Go to Compliance → Data and open the national exam section.
2. Enter the school mean and national mean for each subject, or use the AI document intake to scan an official results document (if AI document assistance is enabled for your school).
3. The platform calculates the difference and assigns a band automatically.

Table 11; Attendance Table 11 is the OAQA attendance-retention measure. Attendance data recorded through the daily roll-call (by class instructors) feeds this table automatically.

Exporting captured data Both tables can be exported from the compliance data section. The export includes the officially captured data in the Ministry's expected format.

Classroom observations in the compliance workspace support configurable structured criteria, allowing your school to define the specific items observers rate during a visit.

Where to configure Observation criteria are managed through the compliance settings or the observations setup area. Organisation administrators can add, edit, or reorder the criteria that appear on an observation form.

How observations use criteria When an observer fills in a classroom observation, they rate each configured criterion. The results feed into Domain 3 teaching and learning evidence and appear in the report_teaching_learning report. The overall_rating in that report uses the 1,4 scale.

Who can configure Only organisation administrators (school_admin or platform admin) can change the observation criteria. Instructors assigned to an observation can record ratings but cannot change the criteria list.

Tip Aligning your criteria to your framework's teaching-and-learning standards (in Oman, OAQA Domain 3) (especially 3.1, 3.2, 3.3, 3.5) will make it easier to link observation evidence to the relevant indicators during self-evaluation.

The self-evaluation document is available at Compliance → Self-Evaluation Document (/compliance/sed). The exact format depends on your school's national framework:

• Oman (OAQA): Generates a bilingual Self-Evaluation Document (SED) following Annex 1 of the OAQA guide, including indicator ratings, evidence counts, improvement priorities, quantitative data (proficiency, attendance, national exam, cohort trends), and a per-domain explanation of how each judgement was reached.
• UAE (UIF): Generates a School Evaluation Form (SEF) with per-Performance-Standard sections, per-PI judgements, a data-analysis block, judgement overview table, overall performance judgement, and a School Improvement Plan section.
• Saudi Arabia (ETEC): Generates a ملف التقويم الذاتي (Self-Evaluation File) with sections matching the ETEC guide components (general data, learners, teachers, educational environment, achievement reports, evaluation results, evidence, improvement plan).
• Qatar (QNSA): Generates a School Self-Review (SSR) with a performance result field table, general assessment, per-aspect analysis (strengths and areas for improvement), and action plan.

The download button on the page is labelled with the name of your framework's instrument (e.g. "Download SEF" for UAE schools). Use the Print / Save as PDF button to produce a print-ready copy. The document is generated from your live data and includes an expected-evidence checklist drawn from your framework's required-evidence catalogue.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

National exam results feed the OAQA Table 7 judgement (comparing your school's mean score with the national mean). You can enter results manually or use the AI-assisted import.

Manual entry

1. Go to Compliance → Data → Entry (/compliance/data/entry).
2. Work through the 5-step wizard and select the National exam step.
3. Enter the school mean and national mean for each subject (Mathematics, Arabic, Science, and others from the controlled list).
4. The platform computes the difference automatically. You cannot enter the difference directly.

AI-assisted import (upload a document)

1. AI document assistance must be enabled by your school administrator (Compliance → Settings).
2. On the Data page (/compliance/data), locate the national exam section and click Import from document.
3. Upload a PDF, image, or spreadsheet containing the results. The platform sends the document to AI, which proposes subject-by-subject school and national means with a confidence level and rationale.
4. Review each proposal. Accept those that are correct; reject any that are wrong.
5. Accepting a proposal writes the result into the national exam results table for the current academic year. The difference is computed by the platform; not by the AI model.

Important notes

• Results are matched to the standard subject list (Mathematics, Arabic, Science, etc.). Subjects the AI cannot match are labelled other.
• Each subject can have only one result per academic year; re-importing updates the existing record.
• The national-exam signal is advisory alongside your proficiency data; it informs, but does not alone set, the OAQA Standard 1.1 judgement.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

The compliance workspace offers three ways to record student proficiency data for OAQA Table 8:

1. Import from a Ministry spreadsheet: Download the template at /compliance/data, fill in assessed and ≥75% counts per subject and grade, then upload the .xlsx file. The platform maps subjects automatically and shows a preview before you commit.

2. Manual aggregate entry: On the /compliance/data entry wizard, type totals directly for each subject,grade combination.

3. Per-student score entry: You can record individual student scores. The platform then aggregates these automatically: it counts how many students were assessed and how many scored 75% or above, writes the result back to the performance table with source marked as per_student, and computes the proficiency percentage for the OAQA band. This keeps per-student provenance distinct from imported aggregates.

Only organisation administrators can commit data. After committing, the /compliance/data review screen updates the Table 8 bands immediately.

You can upload a policy document and let the platform propose its register entry for you to confirm, or you can create a policy record manually.

AI-assisted import

1. AI document assistance must be enabled by your school administrator (Compliance → Settings).
2. Go to Compliance → Policies (/compliance/policies).
3. Click Import from document and upload the policy file (PDF, image, or spreadsheet).
4. The platform analyses the document and proposes a register entry including the policy title, category, version, approval date, review date, and status.
5. Review the proposal, make any corrections, and click Confirm to add it to the register. The source document is stored and linked to the record.

Manual entry If you prefer not to use AI import, create a policy record directly using the Add policy button on the Policies page and fill in the fields yourself.

Notes

• The AI proposal is never saved without your confirmation.
• Word and PowerPoint files are not yet supported for AI extraction; use PDF or image formats for best results.
• Policies are part of your framework's quality-assurance evidence base.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

The platform accepts a wide-format Ministry proficiency spreadsheet (.xlsx) covering all grades and subjects. This feeds the OAQA Table 8 proficiency judgement.

Step-by-step

1. Go to Compliance → Data (/compliance/data).
2. Click Import in the proficiency section to open the importer.
3. Download the template (available in English and Arabic). The template has grades as rows and subjects as column pairs; each subject has an Assessed column and a ≥75% column.
4. Fill in the template with your data and save it as .xlsx.
5. Upload the completed file. The platform parses it and automatically maps subject column headings to the standard subject list, including common Arabic and English variants.
6. If a column cannot be matched automatically, a manual-mapping step lets you assign it to the correct subject.
7. Select or create the academic year for this data.
8. A preview shows each cell as an insert, update, or skip; review it before committing.
9. Click Confirm to write the data. Re-uploading the same data is safe; existing cells are updated, not duplicated.

Integrity rules

• A cell where the ≥75% count is blank is skipped entirely (it is not written as zero).
• A literal zero is written as zero.
• A ≥75% count greater than the assessed count is flagged as invalid and skipped.

Grade scope The importer covers grades 1,12 (whole-school). All grades feed the OAQA Table 8 proficiency measure.

Notes

• Only school administrators can import proficiency data.
• Asabya programme results (IC3, AI Essentials, AI Leader) do not enter this proficiency distribution; they are enrichment programmes and are shown separately as advisory signals.

The staff directory and roles feature (under Compliance → Staff → Staff Roles) lets you build an framework-aligned organisational chart and connect compliance roles to real platform accounts.

Viewing the directory The directory shows all active instructors and administrators in your organisation, whether they have a compliance role linked or not. It also shows any drift; for example, a role with a name but no linked profile, or a profile that has since moved to a different organisation.

Linking a role to a person already on the platform If a staff member already has a platform account in your organisation, edit the staff role record and select their profile from the dropdown. The role is linked immediately.

Inviting someone to link to a role (Path B)

1. On the staff role record, choose Invite to role link.
2. Enter the person's email address. They receive an invitation email.
3. When they click the link, they join the platform as an instructor in your organisation and the role is linked automatically.
4. This path does not give them school-admin (co-administrator) access; it gives instructor access plus the role link.

Inviting someone as a co-administrator (Path A) Choose Invite as co-administrator to send a standard school-admin invitation. On acceptance, the person's profile is linked to the role.

Principal flag Mark one role as Principal using the principal toggle. Only one person per organisation can be marked as principal.

Reporting lines Use the Reports to field on a role to set who that person reports to, building a leadership hierarchy. The platform checks for cycles; a person cannot ultimately report to themselves.

framework indicator responsibility You can assign indicator responsibility (owns / contributes) to roles from the same editor. This feeds the Domain 5 dossier and SED rendering.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

The Vulnerable Groups section is at /compliance/data/groups and supports OAQA indicator 1.2.3.

Adding students to a group roster For each vulnerable group (e.g. students with special educational needs, students at risk), open the group and select Manage students. Paste or type student reference numbers; the platform deduplicates automatically. You can also remove individual students from the list.

Computing proficiency automatically Once student scores have been entered via the per-student entry route, click Recompute from scores. The platform joins the group roster to the stored student results, counts how many roster students were assessed and how many scored 75% or above (the same OAQA mastery threshold used for Table 8), and writes the result back to the group record with source marked as computed.

Cohort gap The page also shows the difference between the group's proficiency rate and the whole-cohort rate, derived at display time from the main performance table; this gap is never stored separately.

Manual fallback If you prefer, you can still enter aggregate figures for a group directly without using the roster. The Source column shows whether the current figure is manual or computed.

Bands are calculated using the same OAQA Table 8 thresholds (Outstanding ≥70%, Good ≥60%, Satisfactory ≥50%, Unsatisfactory ≥40%).

Guided indicator rating Rating every indicator in your framework is the highest-volume task in self-evaluation (78 indicators in Oman's OAQA, 17 in the UAE, 52 in Saudi Arabia, 71 in Qatar). The platform provides a guided flow to make this manageable.

Progress bar At the top of the Indicators page (Compliance → Indicators), a progress bar shows how many of your framework's indicators you have rated.

Jump to next unrated Click the Next unrated button to jump directly to the next indicator that has not yet received a rating. This lets you work through the framework systematically without scrolling.

Saving a rating

1. Select a level (1 Outstanding → 5 Needs Urgent Intervention).
2. Add evidence notes or links as needed.
3. Save; the progress bar updates.

Re-rating an indicator You can change any rating at any time. If you set a rating with source 'manual', it will be preserved even when the platform re-derives standard judgements.

Go to Compliance → Data → Retention (/compliance/data/retention). The page shows a grid of record types (grade repetition, dropout, transfer out, transfer in) across school grades.

Entering data

1. Type the number of students and total enrolled for each cell in the grid. The platform calculates the rate automatically; you cannot edit the rate directly.
2. Add an optional note in the Notes column for any record.
3. Click Save to commit all changes at once.

Viewing audit information Each record shows who added it and when, and who last updated it, resolved to display names.

Filter by record type Use the filter chips at the top (All / Grade Repetition / Dropout / Transfer Out / Transfer In) to focus on one category.

Named students Expand any record row to open the named-students panel. You can:

• Add one or more students (paste multiple names at once).
• Set a reason code (e.g. family relocation, academic, health, unknown).
• Add a note and an optional date.
• Optionally link to a registered student profile.
• Edit or delete named students inline after saving.
• A warning appears if the number of named students exceeds the recorded count.

Attaching evidence Each record also has an evidence panel. Use Add evidence to attach a file or link through the standard evidence workflow; this will be suggested against relevant your framework's indicators.

Who can edit Only school administrators and platform administrators can save retention data. Instructors and external reviewers can view the register.

The Domain Readiness section of the compliance workspace now includes an expandable per-domain evidence drill-down. Click on any domain card to expand it and see the individual indicators, their current ratings, and the evidence items linked to each. This lets you review exactly which evidence is supporting a domain's readiness score before finalising your self-evaluation. All reads use your signed-in session, so you only see data for your school.

Go to Compliance → Profile (/compliance/profile). In the school profile form, select your school's administrative region from the region dropdown. The available regions are specific to your school's jurisdiction:

• Oman schools see Omani governorates.
• UAE schools see UAE emirates (Dubai, Abu Dhabi, Sharjah, Ajman, Umm Al Quwain, Ras Al Khaimah, Fujairah). Selecting an emirate automatically displays the correct regulatory authority (e.g. KHDA for Dubai).
• Saudi Arabia schools see Saudi administrative regions.
• Qatar schools see Qatari regions.

The region you select affects the regulator shown in your school dossier and the self-evaluation document. It does not affect your framework or judgement scale, which are fixed to your jurisdiction.

Note: The platform no longer pre-fills any default city or region; you must select the correct one for your school.

The compliance workspace is organised by academic year. Setting up your years correctly ensures that self-evaluation data, evidence, and performance figures are recorded against the right period.

Setting up an academic year

1. Go to /compliance/academic-year (Setup section of the compliance menu).
2. Create a new academic year by entering a label, start date, and end date.
3. When creating a year, the platform suggests standard Oman academic year dates to help you fill in the dates quickly; you can accept or adjust them.
4. Set the year's status (planning, active, or closed) as appropriate.

Setting the current year

Only one year can be marked as 'current' at a time. School administrators can set the current year from the academic-year switcher in the compliance layout header or the sidebar. This becomes the default year shown to all members of your organisation when no specific year is selected.

Instructors can change which year they are viewing using the same switcher, but only school administrators can change the organisation's current year.

Switching between years

The academic year switcher appears in both the sidebar and the compliance layout header. Selecting a year changes all compliance views; indicators, evidence, performance data, surveys, improvement plans, and reports; to show data for that year. Certificates are not filtered by year (they are permanent credentials).

Linking classes to an academic year

When creating a class, select the academic year from the registry picker. This ties the class's activity to the correct year for reporting and compliance purposes.

Note for school administrators Any write to demo-organisation compliance data (including academic years) must be followed by a demo snapshot recapture to be preserved on restore.

You can share an open survey with people who do not have a platform account using the anonymous public link.

Quick access from the survey list For any survey with status Open, a Share / Send button (share icon) appears directly on the collapsed survey row in the surveys list. Click it to open the survey card and jump straight to the Share tab; no need to expand the survey and navigate to the tab manually.

What the Share tab contains

• A public link generated from the survey's public token.
• A toggle to enable or disable the public link (public_enabled).
• Copy and share options for distributing the link by email, messaging, or a printed QR code.

Who can use this Only organisation administrators can manage the public link. The Share / Send button is only shown for open surveys; draft surveys have nothing to distribute, and closed surveys are no longer collecting responses.

Responses are anonymous Submissions through the public link are recorded without any respondent identity. Organisation administrators can read the aggregate results; individual responses cannot be traced back to a specific person.

The Readiness Cockpit on the main compliance dashboard (/compliance) shows a mandatory-evidence checklist alongside the standard coverage indicators.

What the checklist shows

• A top-of-cockpit metric: Mandatory evidence provided: the number and percentage of mandatory required items that have at least one piece of evidence tagged to them.
• Per standard card: a list of required evidence items with checkboxes (☐ not yet provided / ☑ provided). Mandatory items appear first with a Mandatory badge. A summary line shows how many mandatory items are satisfied for that standard.

Tagging evidence to a required item

1. Go to Compliance → Evidence (/compliance/evidence).
2. Open an evidence item that you have already linked to a standard.
3. In the Requirements panel for that standard, you will see the list of required items. Toggle the checkbox next to an item to mark this evidence as satisfying it.
4. The change is saved immediately. The cockpit checklist updates on the next page load.

Notes

• Evidence linked at any time counts regardless of academic year (year-independent evidence always satisfies a requirement).
• The checklist percentage is separate from the coverage percentage shown elsewhere; coverage measures standards with any evidence attached, while the checklist measures specific required items.

The Ministry portal gives auditors and school administrators a dedicated, auditor-optimised view of all submission documents. Here is what you can do:

Switching language Use the language toggle at the top of the portal to switch between the English view and the Arabic view. In the Arabic view, document titles are displayed in Arabic.

Viewing documents Documents are organised by type (for example, Programme Recognition Submissions, Teacher Guides, Stream Delivery Guides, and Lesson Plans). Select any document to open a preview.

Downloading individual documents Next to each document you will find a Download button. Click it to download that document in the currently selected language (English or Arabic).

Bulk download (ZIP) To download all documents at once, click the Download all (ZIP) button. The platform packages every available document into a single ZIP file for you.

Regional Alignment section The portal includes a Regional Alignment section (covering the GCC region). This section is fully bilingual; you can read and download it in either English or Arabic.

Documents available The current pack includes, in both English and Arabic:

• Programme Recognition Submissions (3 documents)
• Teacher Guides (3 documents)
• Stream Delivery Guides (3 documents)
• Lesson Plans (5 documents)
• Regional Alignment document

All documents in the pack are fully bilingual. If a document shows a status of "in preparation", it has not yet been published; contact your Asabya administrator for the latest availability.

The AI evidence scanning feature helps you tag uploaded evidence documents to your framework's indicators and required evidence items. It uses AI to propose suggestions, which a human must review and confirm before anything is saved.

Enabling AI scanning A school administrator must first enable AI document assistance. Go to Compliance → Settings and turn on the AI document assistance option. You will see a notice explaining that documents you choose to scan will be sent to an AI model for analysis.

Scanning a document

1. Upload your evidence file through the Evidence page as usual.
2. Once uploaded, click Scan & suggest on the document row. A short note confirms the document will be analysed by AI.
3. The platform extracts the document content and sends it to the AI model. PDFs and images are processed as-is; spreadsheets are summarised; plain text is read directly. Word and PowerPoint files are not yet supported; you can still tag them manually.

Reviewing suggestions After scanning, the platform displays the AI's proposals alongside a confidence level and a rationale for each suggestion. Up to six suggestions are shown, ranked by confidence. You can:

• Accept an indicator suggestion → creates a link between the evidence and that framework indicator (and its parent standard and domain).
• Accept a required-evidence suggestion → marks that required item as satisfied by this evidence.
• Reject any suggestion you disagree with.

AI suggestions are never applied automatically. Every accepted suggestion goes through the same evidence-linking mechanism as a manual tag.

Important notes

• No document is scanned without your explicit click on Scan & suggest.
• The AI model used is logged on each suggestion for transparency.
• If the AI service is not configured, the scan button shows a friendly message and no document is sent.

Several compliance forms contain paired English and Arabic fields. A Translate button appears beside each field pair so you can get an AI-suggested translation without leaving the form.

Where it appears

• School profile: vision, mission, and narrative text.
• Improvement plans and actions: title, summary, and the seven action prose fields.
• Survey questions: question prompt and survey title.

How to use it

1. Fill in the text on one side (English or Arabic).
2. Click the Translate button next to the opposite field.
3. An editable proposal box appears below the field, clearly marked as unsaved.
4. Review and edit the suggested text.
5. Click Use this to copy it into the field, or Discard to dismiss it.

Important safeguards

• The translation is never applied automatically; you must click Use this to accept it.
• If the target field already contains text, you will see the current value alongside the proposal and the accept button becomes Replace existing with a warning.
• The feature works in both directions: English → Arabic and Arabic → English.
• Translation is only available to school leaders with write access to the compliance workspace.
• Input is capped at 6,000 characters per field.

The compliance module provides detailed explanations for how every standard, domain, and overall judgement is derived so you can understand and verify each score.

Score panel and 'How was this calculated?' links

On the compliance dashboard, each standard and domain card includes a click-through that shows:

• The rule used to reach that level, drawn from your national framework's rulebook (in Oman, the OAQA guide, Chapter 9 Tables 2,4), shown in both English and Arabic.
• The inputs: the indicator or standard levels that fed into the roll-up.
• A 'Why not higher?' explanation stating what would need to change to reach the next level.
• A citation linking the rule back to the specific page of your framework's guide (in Oman, the OAQA guide).

Roll-up modes for standards (Balanced vs Conservative)

When deriving a standard judgement from its indicators, you can choose between two modes on the /compliance/indicators page:

• Balanced: uses the worst-rounded median of the indicator levels (the middle value when ordered, taking the lower value on an even count). This is robust to a single outlier indicator.
• Conservative: uses the worst (lowest) indicator level, giving the most cautious result.

A manual standard judgement (entered directly) takes precedence over both modes and is preserved when judgements are re-derived.

Indicator level descriptions

On /compliance/indicators, each indicator's level descriptions (Outstanding through Needs Urgent Intervention) are shown in a tooltip popover so you can see what each score means without leaving the page.

Consolidated evidence review

A consolidated evidence review view is available for auditor readiness, letting you see all evidence across indicators in one place before an inspection.

What is explained today vs pending

• Table 2 overall descriptors and Table 3 domain rules are already seeded and resolve immediately.
• The standard best-fit rule and Table 4 overall-derivation rules are pending a later content pass and will appear automatically once added.
• Quantitative signals (Tables 7, 8, 9, 11) are advisory only and labelled as such.

All explanations use the same thresholds as the scoring engine, so an explanation can never contradict the displayed score.

Yes. The platform includes a bilingual glossary and per-standard coaching guidance for each supported national framework:

• Oman (OAQA, 2024 guide): 15 glossary terms
• UAE (UIF-2015): 22 glossary terms + coaching guidance for 17 standards
• Saudi Arabia (ETEC-2024): 18 glossary terms + coaching guidance for 11 standards
• Qatar (QNSA-2021): 13 glossary terms + coaching guidance for 17 standards

All terms and guidance are displayed in your school's active language (English or Arabic). Arabic terms for the UAE and Qatar are provided in Modern Standard Arabic; Saudi Arabia terms are taken verbatim from the ETEC guide.

You can access the glossary and standard coaching notes from the compliance workspace. The compliance assistant (/compliance → help or guidance panels) surfaces relevant coaching when you are working on a standard. For a broader reference, see the article "Where can I get help understanding the requirements?".

The Compliance → Settings page is a configuration hub that brings together all compliance setup areas in one place.

What you can do here

• School profile: view a summary of your school profile and follow the link to edit your vision, mission, and narrative text.
• Academic years: see the current academic year and manage your year registry.
• Staff roles: review role coverage and navigate to the staff roles editor. The hub explains that the Principal checkbox on the roles page is the single source of truth for the principal identity and is also used as the SED signatory.
• External reviewers: see reviewer access status and manage invitations.
• Notifications & reporting: edit settings that have no dedicated page of their own:
  • Notification emails: the addresses that receive compliance reminder emails.
  • Reminder lead days: how many days before a deadline reminders are sent (0,365, default 14).
  • Default report language: English, Arabic, or both.
  • Evaluation cycle dates: the start and end dates for your school's evaluation cycle.
• Public summary toggle: controls whether a public headline view of your school's judgement is exposed.

Who can change settings Only school administrators and platform administrators can save changes. Other authenticated staff can view the hub.

Each national framework has its own catalogue of required evidence items. You can view which items are mandatory and track how many have been satisfied from the Readiness Cockpit on the compliance dashboard.

The catalogues currently held by the platform are:

• Oman (OAQA, 2024 guide): 85 required-evidence items
• UAE (UIF-2015): 63 required-evidence items
• Saudi Arabia (ETEC-2024): 55 required-evidence items (17 mandatory)
• Qatar (QNSA-2021): 46 required-evidence items (5 mandatory)

The Readiness Cockpit shows, for each standard, a checklist of the required items with mandatory items flagged. It also displays a headline metric; "Mandatory evidence provided": showing how many mandatory items have been satisfied and the percentage complete.

To mark a piece of evidence as satisfying a specific required item, open the evidence item in the Evidence Library (/compliance/evidence) and use the requirement checkboxes next to each standard the evidence is linked to. This is called Requirement Tagging.

Note: items are considered satisfied when at least one piece of evidence has been tagged to them. Evidence with no academic year assigned always counts toward the current year's checklist.

Asabya Academy supports four national school-evaluation frameworks. The platform automatically applies the correct framework for your school based on your organisation's registration:

• Oman; OAQA (2024): 5 domains · 21 standards · 78 indicators. Scale: Outstanding / Good / Satisfactory / Unsatisfactory / Needs Urgent Intervention (1,5).
• UAE; UIF (2015,16): Uses a best-fit judgement engine with Arabic performance-standard labels. Emirate-level regulators are mapped automatically (e.g. Dubai → KHDA, Abu Dhabi → ADEK, Sharjah → SPEA, other emirates → MOE).
• Saudi Arabia; ETEC (2024): Uses a maturity-based engine aligned to the ETEC self-evaluation guide (3rd edition).
• Qatar; QNSA (2021): Uses a grade-to-accreditation engine aligned to the MOEHE accreditation process.

You do not choose your framework manually; it is determined by your school's jurisdiction. All four frameworks are fully bilingual (English and Arabic) and generate their own self-evaluation document format (see the article on downloading your self-evaluation document).

The compliance workspace (/compliance) is a built-in module of Asabya Academy that helps school administrators and instructors carry out a structured school self-evaluation against their national inspection framework.

The platform supports four national frameworks:

• Oman: OAQA School Evaluation System (2024)
• UAE: Unified Inspection Framework / UIF (2015,16)
• Saudi Arabia: ETEC Self-Evaluation Framework (2024)
• Qatar: QNSA Accreditation Framework (2021)

Your school's framework is set automatically based on your jurisdiction. The workspace provides:

• Self-evaluation dashboard: indicator ratings, domain and overall judgement scores, and a readiness cockpit showing evidence coverage and required-evidence checklists.
• Evidence library: upload files, add links or notes, and attach evidence to specific indicators, standards, or domains.
• Performance data entry: enter student proficiency, attendance, national exam results, and cohort data; import from Ministry spreadsheets.
• Self-evaluation document: generate and download your framework's official self-evaluation instrument (SED for Oman, SEF for UAE, ملف التقويم الذاتي for Saudi Arabia, SSR for Qatar).
• Improvement planning: ADRI-structured improvement plans and actions.
• Surveys: run staff, parent, and student surveys; collect anonymous responses.
• Staff records: classroom observations, CPD activities, staff appraisals.
• Review & governance: external review visits, progress reports, policies.
• Compliance reports: per-domain reports for executive summaries, student performance, attendance, evidence coverage, teaching and learning, staff CPD, surveys, improvement, governance, inclusion, and external review.

All content is available in English and Arabic. Roles with access: school administrators, instructors (some write access), and external reviewers (read-only access granted by the school).

Evidence in the compliance workspace can be attached at indicator, standard, or domain level, and the platform tracks how well your evidence covers your national framework.

Adding evidence Go to Compliance → Evidence. You can add three types:

• File: upload a document (PDF, image, or spreadsheet up to 25 MB) stored in the private compliance-evidence bucket
• Link: paste an external URL
• Note: free-text record

When adding or editing an item, attach it to one or more indicators, standards, or domains using the link panel. An item can be linked to multiple nodes across different domains.

AI-assisted tagging If your school administrator has enabled the AI document assistance feature (Compliance → Settings), a Scan & suggest button appears on uploaded files. The platform extracts the document and proposes your framework's indicators and required evidence items with a confidence score and rationale. You review and accept or reject each suggestion; AI never assigns evidence automatically.

Required evidence checklist Each standard has a list of required evidence items defined by the framework. On the evidence page, expand a standard to see a checklist of mandatory and optional items. Tick a checkbox to mark that a specific piece of evidence satisfies a required item. The Coverage dashboard shows the percentage of mandatory items provided across all standards.

Bulk import School administrators can import multiple evidence records at once via the evidence import function. Each row specifies a title, type, and optional indicator or standard codes to link automatically.

Browsing all evidence Switch to the Library view to browse, filter, group, and export all evidence in one place; see the 'evidence-library' help article for details.

Coverage dashboard Go to Compliance → Coverage to see which standards have evidence attached (Phase 1 coverage %) and which mandatory required items have been satisfied (the mandatory evidence metric). Click through to the library from coverage for a detailed view.

The self-evaluation process in Asabya Academy follows your school's national inspection framework. The platform supports Oman (OAQA), UAE (UIF), Saudi Arabia (ETEC), and Qatar (QNSA); your framework is applied automatically.

Step 1; Set up your academic year Go to Compliance → Academic Year and ensure the correct academic year is active. All self-evaluation data is scoped to the selected year.

Step 2; Complete your school profile Go to Compliance → Profile and fill in your school's details including your administrative region (emirate, governorate, or region depending on your country).

Step 3; Enter performance data Go to Compliance → Data to enter:

• Student proficiency per subject and grade (Table 8 / equivalent)
• Attendance records (Table 11 / equivalent)
• National exam results (Table 7 / equivalent) You can enter data manually or import from a Ministry spreadsheet (.xlsx).

Step 4; Rate indicators Go to Compliance → Indicators and work through each indicator in your framework. Assign a level (1,5 or your framework's scale) and add supporting notes in English and/or Arabic.

Step 5; Attach evidence Go to Compliance → Evidence to upload supporting files, add links, or write notes. Attach each piece of evidence to the relevant indicators, standards, or domains. Use the requirement checklist to track which mandatory evidence items have been provided.

Step 6; Review judgements Return to the dashboard (/compliance). The platform derives standard, domain, and overall judgements automatically from your indicator ratings using your framework's rules. Click "How was this calculated?" on any judgement to see a full explanation.

Step 7; Generate your self-evaluation document Go to Compliance → Self-Evaluation Document (/compliance/sed) and download your framework's self-evaluation instrument (SED, SEF, ملف التقويم الذاتي, or SSR depending on your country).

Step 8; Plan improvements Use Compliance → Improvement to create ADRI-structured improvement plans addressing areas rated below your target level.

OAQA is the Oman Authority for Quality Assurance of Education, the national body for school evaluation in Oman. Royal Decree 12/2026 (12 January 2026) gave it this name. It was previously the Oman Authority for Academic Accreditation and Quality Assurance of Education, and the 2024 School's Guide was published under that name.

The OAQA School Evaluation System (2024 edition) is the framework used by Omani schools on the platform. It is structured as follows:

• 5 domains covering learning outcomes (D1, D2), school processes (D3, D4), and quality assurance (D5).
• 21 standards: primary (anchor) standards in D1{1.1, 1.2}, D2{2.1, 2.2}, D3{3.1, 3.2, 3.3, 3.5}, D4{4.1, 4.2, 4.3}, D5{5.1, 5.2, 5.3, 5.5}; the rest are supporting.
• 78 indicators (D1=12, D2=13, D3=21, D4=13, D5=19).
• 5-point judgement scale: 1 Outstanding · 2 Good · 3 Satisfactory · 4 Unsatisfactory · 5 Needs Urgent Intervention.
• Domain weights: D1, D3, D5 are high-weight (primary); D2, D4 are medium-weight (supporting).

Judgements are derived from indicator ratings using a worst-rounded-median method (not an average). Quantitative signals; student proficiency (Table 8), national exam results (Table 7), cohort progress (Table 9), and attendance (Table 11); inform but never automatically set a judgement.

The platform's compliance workspace (/compliance) supports the full OAQA self-evaluation cycle: rating indicators, uploading evidence, entering performance data, running improvement plans, and generating the bilingual SED (Annex 1 format).

Note: If your school is in the UAE, Saudi Arabia, or Qatar, a different national framework applies; see the article "Which national framework does my school follow?"

The platform supports four national school-evaluation frameworks. Your school is automatically assigned to the correct framework based on its jurisdiction; you do not select it manually.

Oman; OAQA (2024) Regulator: OAQA (Royal Decree 9/2021). Framework: 5 domains · 21 standards · 78 indicators. Judgement scale (1,5): Outstanding / Good / Satisfactory / Unsatisfactory / Needs Urgent Intervention. Self-evaluation document: SED (Annex 1 format).

UAE; UIF (2015,16) Regulators are assigned per emirate: Dubai → KHDA; Abu Dhabi → ADEK; Sharjah → SPEA; Ajman, UAQ, RAK, Fujairah → MOE. Judgement engine uses a best-fit method with Arabic performance-standard labels. Self-evaluation document: School Evaluation Form (SEF).

Saudi Arabia; ETEC (2024) Framework aligned to the ETEC self-evaluation guide (3rd edition, 1447H). Judgement engine uses a maturity-based method. Self-evaluation document: ملف التقويم الذاتي.

Qatar; QNSA (2021) Framework aligned to the MOEHE accreditation process. Judgement engine uses a grade-to-accreditation method. Self-evaluation document: School Self-Review (SSR).

All frameworks are fully bilingual (English and Arabic). Each framework has its own judgement scale, required-evidence catalogue, bilingual glossary, and per-standard coaching guidance built into the platform. If you are unsure which framework your school follows, check Compliance → Profile: the framework name is displayed there.

What surveys are for Surveys are part of the quality-assurance expectations of every national framework (in Oman, OAQA Standard 5). School administrators create surveys, distribute them to stakeholders (staff, students, parents, community members), and review the anonymous aggregate results.

Creating a survey Go to Compliance → Surveys and click New survey. Add your questions and save.

Adding stakeholder contacts and distributing From the survey management page you can:

1. Add stakeholder contacts directly (name and email); no need to manage them outside the platform.
2. Select contacts and send tracked invitations. The platform records which invitations have been sent.

The embedded survey form Stakeholders who receive an invitation link complete the survey in a fully embedded form on the platform; no external tool is required.

Anonymous responses All responses are anonymous. The platform stores answers without recording who submitted them. Administrators see only aggregate results.

Taking a survey (for students, parents, and staff) If you have received a survey link, go to /surveys on the platform (or use the link in your invitation). You do not need to be logged in as a school administrator to complete a survey.

Viewing results Administrators view aggregate results from Compliance → Surveys. Individual responses cannot be traced to a person.

Applies to: Oman (OAQA). Schools in the UAE, Saudi Arabia and Qatar follow the equivalent measures of their own national framework.

The platform supports two OAQA quantitative measures for Domain 1:

National exam results (Table 7): Go to Compliance → Data. Enter or import each subject's school mean and national mean. The platform computes the difference and assigns an OAQA band. The unit is assumed to be standard deviations (pending OAQA confirmation); breakpoints are +1.5 / +0.5 / 0 / −0.5 / −1.5. You can also use the AI document-assistance feature to extract results from an uploaded document for human confirmation before they are saved; see the article on national exam import for details. National exam results are a secondary signal for Standard 1.1; the primary measure is the proficiency distribution (Table 8).

Cohort progress over years (Table 9): The platform derives cohort progress on the fly from the student performance data you have entered across academic years; no separate cohort table is needed. It computes grade-to-grade proficiency changes and assigns a progress band (strong improvement / significant / mild / stable / mild decline / significant decline / sharp drop). The cohort advisory block is also surfaced in the student-performance report.

Both measures are advisory signals that inform indicator ratings; they do not automatically set a judgement. Use Compliance → Data to review the quantitative view, and Compliance → Reports for the student-performance report including the Table 9 cohort block.

Each term, the authorities publish a list of schools included in school performance evaluation for that term. The platform holds these published lists (currently: AY 2024/2025 Term 2, AY 2025/2026 Term 1, and AY 2026/2027 Term 1; 171 schools in total, government and private). If your school appears on a published list, your evaluation window is known and your preparation timeline should be planned backwards from it: self-evaluation refresh, evidence completeness, classroom observation cycle, surveys, and improvement-plan updates. If your school is not on a published list, you should still maintain evaluation readiness continuously; lists are published per term and your school can appear on the next one. Contact your account manager to confirm your school's status on the schedule.

Yes. The platform includes bilingual (Arabic/English) starter policy templates modeled on the official OAQA policy-document format; each carries a policy code, version, approving body, approval date and review date, so your adapted policy reads natively to external reviewers. Current templates: Health, Safety & Security in the School Environment (TPL-HS-01); Child Protection & Safeguarding (TPL-CP-01, grounded in Oman Child Law 2014 Art. 63 with the 1100 mandatory-reporting hotline); and Emergency Response & Evacuation (TPL-ER-01). Copy a template, replace the bracketed placeholders with your school's details, have it approved by your governing body, and upload the approved version to your policy register; the register's review-due date keeps it current.

The platform includes the national emergency and reporting directory from the official Gov.om Emergency Contact Guide (retrieved July 2026). Key numbers for schools: general emergency 9999; emergency operations 24343666; child abuse reporting hotline 1100 (mandatory reporting under Child Law 2014, Article 63); domestic violence 80077788; cybercrime and online blackmail 80077444; regional private ambulance numbers (Salalah 23218888, Sohar 26718888, Nizwa 25418888). The full directory; including utilities, food safety, labour and consumer lines; is available in the compliance area. Post the key numbers in every classroom as part of your Emergency Response policy.

You can permanently delete your Asabya Academy account at any time.

How

1. Go to My Settings (/settings).
2. Scroll to Delete my account at the bottom of the page.
3. Choose Begin account deletion and follow the confirmation steps.

If you are a minor, the request is routed through your parent or guardian.

What happens

• Your personal data is removed from the platform.
• Any Certificate of Completion you earned stays valid for verification, but is anonymised: the holder name becomes "Certificate holder". The certificate number and its public verification link keep working, so anyone you already shared the link with can still confirm the certificate is genuine.
• Deletion is permanent; it cannot be undone.

Other options first

• To download everything we hold about you, use Your data → Download JSON / PDF in Settings.
• To withdraw a consent (for example marketing) without deleting the account, use Manage your consent in Settings. Where your school is the data controller, the withdrawal is routed to them as a request.
• If your school pauses or leaves the platform, your learner account is not deleted: it becomes a direct account and your certificates remain yours.

An organisation on Asabya can be in one of four states: active, paused, terminated, or deleted. Every change is recorded with a reason and a timestamp.

Paused The school's account is suspended temporarily. Learner accounts and records are kept intact; Asabya follows up with the school. Nothing is deleted.

Terminated The school leaves the platform. Every student is emailed, and their account is detached from the school: it becomes a direct Asabya account rather than being deleted. Your progress, grades and Certificates of Completion stay yours, and your certificates keep verifying at their public link.

Deleted The final state, after the retention period. School-level records are removed.

Your certificates, in every case A Certificate of Completion is issued to you, not to your school. Nothing your school does removes it, and its verification link keeps working.

If you are unsure which state your school is in, ask your school administrator or contact Asabya.

You can request access to or deletion of your personal data. Submit a request through the platform or the Contact form, and review the current privacy notice from the footer.

In your account settings you can choose from a set of preset avatars or upload your own photo. Your picture appears across the platform wherever your account is shown.

You can change your password from your account settings. If you are signed out and have forgotten it, use the "Forgot password" link on the sign-in page to reset it by email. Choose a strong password you do not use elsewhere.

Asabya Academy uses your data to provide the learning and, for schools, compliance services, and protects it in line with its privacy notice, which you can read in full from the footer. You can also exercise your data rights; see "How do I exercise my data rights?"

High-contrast theme Asabya Academy includes a high-contrast theme for users who need improved readability; for example, users with low vision.

Enabling it

1. Open the Appearance menu from the header (the theme/appearance icon or your account menu).
2. Under Colour theme, select High contrast.
3. The interface immediately switches to a black-and-white high-contrast palette with clearly defined borders and bright focus indicators.

Alternatively, go to Settings → Appearance and make the same selection there.

Combining with text size For the best accessible reading experience, combine the high-contrast theme with a larger text size. In the same Appearance panel, set the Text size to Large or Extra-large.

Your preference is saved: the theme persists across sessions and devices.

Asabya keeps two independent layers of backup.

Managed daily backup. The platform database is backed up daily by Supabase, the hosting provider, and those backups are kept for 7 days. The database is stored in Frankfurt, Germany (EU).

Independent encrypted copy. Once a day, an independent copy of the database, and of the files held with the database provider (uploaded documents, avatars and similar), is encrypted with AES-256 and stored with a second provider, Cloudflare R2. Only Asabya holds the encryption key; Cloudflare stores only data it cannot read. These copies are kept for 90 days.

Restore testing. Every week a copy is restored automatically into an isolated database and checked, table by table, to prove it can be recovered.

Monitoring. If a daily copy is missed, or the weekly restore test has not passed, an alert goes to the Asabya team the same day.

Recovery. Asabya keeps a documented recovery procedure. If data is lost, the most recent copy can be decrypted and restored.

Theme and text size Open the Appearance menu in the header (or go to Settings → Appearance) to change:

• Colour theme: Light, Dark, or High contrast (for improved readability and low-vision users)
• Text size: Small, Base, Large, or Extra-large

For the most accessible reading experience, combine the High contrast theme with a larger text size.

Language Switch between English and Arabic at any time using the language toggle in the header. The platform is fully bilingual with right-to-left layout in Arabic.

Profile picture Go to Settings → Profile to upload a profile photo.

Notifications Manage in-app notification preferences from Settings → Notifications.

Your preferences are saved across sessions and devices.

Opening Appearance settings Click the appearance/theme icon in the header, or go to Settings → Appearance.

Colour theme Choose from three options:

• Light: bright interface, suitable for most settings.
• Dark: reduced brightness for low-light environments.
• High contrast: black-and-white palette with solid borders and bright focus indicators, designed for low-vision users and high-readability needs.

Text size Choose from Small, Base, Large, or Extra-large. Combine High contrast with a larger text size for the most accessible reading experience.

Your settings are saved and persist across sessions and devices.

Where your data is stored. The platform database and its files are stored in Frankfurt, Germany (EU), with Supabase (SOC 2 Type 2, ISO 27001). Data is processed in line with Oman's Personal Data Protection Law (PDPL).

Encryption. Data is encrypted in transit (HTTPS/TLS) and at rest. Off-site backup copies are encrypted with AES-256 before they leave the backup system; Asabya holds the key.

Backups. The database is backed up daily by the hosting provider and kept for 7 days. An independent encrypted copy of the database, and of the files held with the database provider, is kept with a second provider (Cloudflare R2) for 90 days. A restore is tested automatically every week, and a missed copy raises an alert the same day.

Breach notification. If a personal-data breach affects a school's data, Asabya notifies the school within 48 hours of becoming aware of it, so that the school can meet its 72-hour duty to the Ministry of Transport, Communications and Information Technology.

Deletion. When a school's agreement ends and it asks us to, or when a person asks us to, Asabya deletes or anonymises the personal data and confirms in writing when that is done, except records the law requires us to keep, such as invoices. Copies in encrypted backups are overwritten within 90 days.

Access controls. Only authorised staff and approved external reviewers can reach your organisation's data, under role-based permissions. Personal records such as staff appraisals and observations are visible only to the people concerned and school leaders.

Sub-processors. The full list, with each provider's role and region, is at /sub-processors. See /privacy for the privacy notice and /dpa for the Data Processing Agreement.

Support hours are Sunday to Thursday, 08:00 to 17:00 Muscat time.

• We give a first response within one business day.
• When an issue blocks a review deadline, we respond within four working hours; say so in your message.

Contact us through the Contact page or at academy@asabya.com. For data-protection matters, write to privacy@asabya.com.

If a personal-data breach affects a school's data, Asabya notifies the school within 48 hours of becoming aware of it, with the information available at that point. That gives the school, as the data controller, the time it needs to meet its own duty to notify the Ministry of Transport, Communications and Information Technology within 72 hours under the Executive Regulation of Oman's Personal Data Protection Law.

This commitment is clause 3.4 of the Data Processing Agreement (/dpa). To report a suspected breach, write to privacy@asabya.com.

A school can end its agreement at any time by writing to academy@asabya.com.

• Deletion. On the school's written request, Asabya deletes or anonymises the school's personal data and confirms in writing when that is done.
• What is kept. Records the law requires us to keep, such as invoices, and each learner's Certificates of Completion, which belong to the learner and keep verifying at their public link.
• Backups. Copies in our encrypted backups are overwritten within 90 days.

Before you leave, you can export your compliance records and documents from the platform. The full terms are in section 4 of the Data Processing Agreement (/dpa).