This guide describes how administrators can add new subjects or modify existing ones in Grado.
Proper setup ensures that each subject appears in the right curricula, classes, and grade sheets, and that grades display correctly in report cards.
From the Admin Portal, open the sidebar.
Go to Setup > Subjects.
The Subjects List page displays all current subjects and their configurations.
From here, you can:
Add a new subject
Edit an existing one
Archive or restore subjects
To create a subject:
Click + Add Subject on the Subjects List page.
Fill in the required fields
(Optional) Tick Add another to quickly enter the next subject.
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Click Create Subject to save.
🧩 Key Fields
| Field name | Type | Required? | Purpose / Description |
| Department | Select | No | Associates the subject with a specific department or division. Useful for filtering reports and organizing class ownership. |
| Name | Text | Yes | The full title of the subject as it should appear on official documents |
| Short name | Text | Yes | A unique identifier (e.g., ENG10A, MATH6-GS). Used in system references, grade sheets, and report cards. |
| Parent Subject | Select | No | Links the subject under a parent record. |
| Year level | Select | No | Indicates the grade or year level the subject applies to. Helps filter subjects during enrollment and curriculum setup. |
| Units | Text | Yes | Defines academic weight or credit value. Appears in student records and transcripts. |
| Hours | Text | No | Records total contact hours per week. Informational only, used in reports. |
| Description | Text area | No | Optional narrative or overview describing the subject content or purpose. |
| Display name | Text | No | Custom label for the subject in portals or reports. Overrides display of the default name when populated. |
| Display short name | Text | No | Alternate abbreviated form (used when limited space in grade sheets or report cards or when subject is more known by another code). Overrides display of default short name when populated. |
| Display ordinality | Number | No | Controls the order in which the subject appears in class lists or printed reports. Lower numbers appear first. |
| Amount | Text | No | Optional fee or cost value tied to the subject, if applicable. Usually blank unless used with fee-linked subjects. |
| Grade item count | Number | No | Sets how many grading columns appear in the Grade Sheet (e.g., 2 if only grading for MidTerm and Finals, or 4 if grading for 4 Quarters like in basic ed). See Understanding Encoding and Submission of Grades. |
| Transmutation | Select | Yes | Selects the transmutation table to be used. Ensures consistent report card display. |
| Grade book transmutation | Select | No | Sets the conversion rule for grade items within the Grade Book. |
| Behavior code | Text | No | A tag that controls grade behavior in reports (e.g., excluded, deportment, or non-academic). See Subject Tags and Behavior Codes. |
| Is Behavior Subject | Checkbox | No | Marks the subject as a behavior or deportment item. See Subject Tags and Behavior Codes. |
| Is Club Subject | Checkbox | No | Flags the subject as a club-related item; typically excluded from GPA calculations. See Subject Tags and Behavior Codes. |
| Is Co-curricular Subject | Checkbox | No | Identifies non-academic but graded co-curricular activities. See Subject Tags and Behavior Codes. |
| Senior High Subject | Checkbox | No | Indicates that the subject belongs to Senior High School programs only. |
| K–10 Subject | Checkbox | No | Marks the subject as part of Kindergarten to Grade 10 programs. |
| Hide on enrollment report | Checkbox | No | Excludes the subject from enrollment summaries and class load reports. |
| Allow encoding (final) grades | Checkbox | No | Enables manual entry of final grades by authorized users in the Grade Sheet. |
| Allow encoding grade items | Checkbox | No | Allows faculty to enter grades for individual grade items in the Grade Sheet. |
| Hide on Reports Module > Grade | Checkbox | No | Hides the subject from appearing in the Grades Report view for administrative or archival reasons. |
| Display on DepEd School Forms (SF-09 & SF-10) | Checkbox | No | Ensures the subject appears on official DepEd forms (Form 9 and Form 10) when applicable. |
| Exclude from grade average calculation | Checkbox | No | Excludes the subject from GPA or overall average computation. Common for behavior or enrichment subjects. |
| Grade Components | Dynamic | N/A | Defines the internal grading breakdown for a grade item. See Understanding Encoding and Submission of Grades. |
To modify a subject:
On the Subjects List page, search or filter for the subject.
Click the subject name to open its details.
Click the Edit (pencil) icon.
Update fields as needed, then click Save Changes.
💡 Note: If the subject is already used in active classes or grade sheets, avoid editing its code or behavior settings to prevent report discrepancies.
When a subject is no longer used:
On the Subjects List page, select the subject.
Click Archive. This removes it from curriculum and class creation lists but retains historical records.
To restore, go to Archived Subjects and click Restore.
After creating or editing subjects:
Open a related Curriculum Setup page and check that the subject appears correctly.
Generate a sample class using that subject to confirm grade item columns and transmutation rules.
Review the subject in the Faculty Grade Sheet view to verify behavior code and report card alignment.
💡 Always validate changes before term start to avoid mid-semester grading issues.
Use consistent subject names across programs.
Limit editing of live subjects that already contain grades.
Regularly review subject settings and transmutation tables for accuracy.
Creating and editing subjects in Grado defines how each course is used across curricula and classes. Accurate subject entries ensure consistent grading structures and error-free report generation.
