> ## Documentation Index
> Fetch the complete documentation index at: https://support.lena.africa/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up your school’s structure

> Add the faculties, departments and levels (or grades and arms, or cohorts, programs and groups) that students and courses are placed in.

Your structure is where everyone has a place: every student sits in it, and every course is created inside it. Set it up
before you add students. Superadmins and Academic admins can do this, from **Faculty Management** in the sidebar
(**Grade Management** at a K-12 school, **Cohort Management** at other schools).

## What your structure is made of

> [tab] University
>
> * A **faculty** groups related departments, such as the Faculty of Social Sciences.
> * A **department** is where students and courses belong, such as Psychology. It always sits under a faculty.
> * Each department has its **levels**, such as 100, 200, 300 and 400. At least one.
>
> The list has two tabs, **Faculties** and **Departments**.

> [tab] K-12
>
> * A **grade** is a class, such as JSS 1 or Primary 3.
> * Each grade has its **arms**, the streams inside it, such as A, B and C. At least one. "JSS 1A" is grade and arm
>   written together.
>
> There's a single **Grades** list.

> [tab] Other
>
> * A **cohort** is an intake that moves through together, such as Spring 2026. It's optional: skip it if you only
>   have one set of programs.
> * A **program** is what your school runs, such as Customer Support Representative. It can sit under a cohort or
>   stand alone.
> * A program can have **groups**, such as Group A and Group B. Groups are optional.
>
> The list has two tabs, **Cohorts** and **Programs**. Each student's ID starts with their program's code, such as
> `SKHUB/CSR/001`.

![An empty Faculty Management page with an Add Faculty button and a short explanation of faculties](https://mintcdn.com/lenaafrica/L730hi-OSS5z45py/images/school/structure-empty.webp?fit=max\&auto=format\&n=L730hi-OSS5z45py\&q=85\&s=5d76c362fb04528835bd6de562fab80d)

Faculty Management before anything is added.

## Add a faculty and its departments

**1. Add the faculty**

Choose **Add Faculty**. Enter the **Faculty name**, such as "Faculty of Social Sciences", and a **Code**, such as
SOC. Choose **Create**.

**2. Add a department to it**

Lena asks "Add a department to it now?" Choose **Add Department**. (Later, add one from **More actions** → **Add
Department**.) Enter the **Department name**, such as "Psychology", and a **Code**, such as PSY.

**3. Add its levels**

Type a level and press <kbd>Enter</kbd>, one at a time. Or choose **Generate a range**: enter where it **Starts
at** (100), where it **Ends at** (400) and what to **Count by** (100), then choose **Add 4 levels**.

![The Add Department form for Psychology in the Faculty of Social Sciences, with code PSY and levels 100 to 400](https://mintcdn.com/lenaafrica/L730hi-OSS5z45py/images/school/department-form.webp?fit=max\&auto=format\&n=L730hi-OSS5z45py\&q=85\&s=a8f5cdee7c9f12ee04122c232fb322ab)

A department with its code and four levels, ready to create.

**4. Create it**

Choose **Create**, or **Create and add more** to add the next department straight away.

A K-12 school does the same with **Add Grade**, then its arms. Other schools use **Add Cohort**, and **More actions**
→ **Add Program**.

![The Departments tab listing departments with their codes, levels and faculties](https://mintcdn.com/lenaafrica/L730hi-OSS5z45py/images/school/structure-departments.webp?fit=max\&auto=format\&n=L730hi-OSS5z45py\&q=85\&s=abed4fded471d4061fb67d9ef7c3875c)

The Departments tab, with each department’s levels and faculty.

## Change or remove something

Open the menu on a row and choose **Edit** or **Remove**. You can only remove something that nothing uses. Move or
remove what's in it first: its departments, students and courses.

## Good to know

* **Codes are 2 to 4 characters**, such as ART, J1 or PSY, and every name and code must be unique. **Generate** makes
  one from the name.
* **Generate a range** skips any that already exist. It works for arms ("A" to "E") and groups too.
* **Lena nudges you to name things the same way.** If your others are written like "JS 1", it asks whether you meant
  "JS 2".
* **There's no spreadsheet import for structure.** Add it with the forms. It's quick with **Create and add more**.

## Troubleshooting

> [accordion] “… is still in use. Remove or move what is in it first …”
>
> Something still sits in it. Move its students to another place (see [students](https://support.lena.africa/schools/students.md)), and remove its
> departments, levels or arms first.

> [accordion] “There is already a faculty called …” or “The code … is already used by …”
>
> Names and codes must be unique. Choose another, or use **Generate** for the code.

> [accordion] “Add at least one level.”
>
> Every department needs at least one level, and every grade at least one arm. Groups are optional.

## Next

> [card] [Import students](https://support.lena.africa/schools/import-students.md)
>
> Add a whole class from a sheet, placed in your new structure.

> [card] [Invite a lecturer](https://support.lena.africa/schools/lecturers.md)
>
> Lecturers create courses inside your departments.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.