Terms of Use
The short version
- The portal is for Ridge Valley Hybrid School staff and for parents and guardians of its pupils.
- Keep your password private and only look at information you are allowed to see.
- The portal records fees and payment proofs but does not take money. A payment counts only once the accounts office confirms it.
- Reports and records are confidential. Do not share another child's information.
- You must agree to these terms and the Privacy Policy to use the portal.
1. About these terms
These terms apply to everyone who uses the Ridge Valley Hybrid School management portal (the "portal"), available at management.rvhssystems.com. "The school", "we" and "us" mean Ridge Valley Hybrid School. "You" means the person using the portal.
By ticking "I agree" when you create an account, or when the portal asks you after signing in, you accept these terms and confirm you have read the Privacy Policy. If you do not agree, do not use the portal; you can sign out at any time.
Accounts are for adults only: school staff, and the parents or legal guardians of pupils. Pupils do not have accounts.
2. Accounts and approval
- Your details must be true. Use your real name and an email address (and, for parents, a phone number) that you control.
- One person per account. Do not share your account or let anyone else sign in as you.
- Approval. Teacher and administrator accounts must be approved by the school's administrator before they work. Accountant accounts are approved by an existing accountant. Parents must request a link to each of their children, and the school approves each link before the parent can see that child.
- Keep your password safe. Choose a strong password that you do not use elsewhere. Always sign out on shared or public computers; signing out also stops that device receiving your alerts.
- Tell us about problems. If you think someone else has used your account, contact the school straight away and change your password.
3. What each account can do
| Account | Can | Is responsible for |
|---|---|---|
| Administrator | Manage classes, pupils, staff, parents and approvals; review every class's reports and add the head teacher's remark; send announcements; publish reports to parents. | Approving only genuine staff and correct parent–child links; keeping school records accurate. |
| Teacher | See the pupils in their assigned class; fill in and download their reports; correct a pupil's name, age, date of birth, admission number and sex. | Entering accurate scores, attendance and remarks; making corrections only when they are genuinely needed. |
| Accountant | Set fees and bills; verify, confirm or reject payments; view payment proofs; produce financial reports; approve other accountants. | Checking every payment proof before confirming it; keeping financial records accurate. |
| Parent or guardian | See their own approved children, their fees and payments, published reports and announcements; submit payment details. | Requesting links only to their own children; submitting truthful payment information. |
4. Fees and payments
- The portal shows fees and bills set by the school, and keeps a record of payments. It does not collect or hold money.
- Pay only through the school's official channels: Mobile Money to the school's official number, or cash at the school office.
- When you submit a Mobile Money payment, you upload a screenshot as proof. The payment shows as pending until the accounts office checks it. It counts as paid only once confirmed. Receipts reflect confirmed payments only.
- Submitting a false or altered payment proof is a serious matter. The school may reject it, suspend the account and take further action.
- If you think a fee, bill or payment status is wrong, contact the accounts office.
5. Reports and records
- Teachers prepare end-of-term reports, and the administrator reviews them and adds the head teacher's remark. Parents can see their child's reports once the school publishes them.
- Reports and pupil records are confidential. Use them only for the child concerned. Do not post, forward or share another child's information.
- If a report or record about your child looks wrong, contact the school and we will check and correct it.
6. Notifications and announcements
- The portal sends notifications inside the portal, and, if you allow it, alerts to your device even when the portal is closed. You can turn device alerts on or off at any time; see the Privacy Policy.
- The administrator can delete an announcement. When that happens it is removed for everyone.
- Alerts depend on your device, browser and internet connection, so they can be delayed or missed. For anything urgent about a child's safety, the school will also contact you directly.
7. Acceptable use
You must not:
- try to see, change or delete information you are not allowed to access, or get around the portal's security;
- use someone else's account, or pretend to be someone else;
- upload anything false, offensive or harmful, or anything that is not a genuine payment proof;
- copy large amounts of data out of the portal with automated tools, or interfere with how it runs;
- use information from the portal for anything other than the school's purposes or your own child's education.
8. Extra duties for staff
If you are an administrator, teacher or accountant:
- use pupil, parent and financial information only for your school duties, and treat it as confidential, including after you leave the school;
- store reports and other files you download securely, and delete them when you no longer need them;
- do not sign in on shared devices without signing out afterwards;
- report any suspected data leak or misuse to the administrator straight away.
9. Availability
We work to keep the portal running and accurate, but it is provided "as is". It may sometimes be unavailable for maintenance, because of internet problems, or because a service provider we rely on has an outage. Keep your own copies of anything you need, such as receipts and downloaded reports.
10. Suspending or closing accounts
The school may suspend or remove an account that breaks these terms, that was created with false details, or that is no longer needed. For example, a staff account ends when the person leaves the school, and a parent's access to a child ends when the child leaves. You may ask the school to close your account at any time.
11. Ownership
The school's name, crest, report templates and the portal belong to the school. Reports you download are for the personal use of the child's family, or the school's own use by staff.
12. Responsibility and liability
To the extent the law of Ghana allows, the school is not responsible for loss caused by events outside its reasonable control, by incorrect information you provide, or by someone using your account because you shared your password. Nothing in these terms limits any right you have under the law of Ghana that cannot be limited.
13. Changes to these terms
We may update these terms when the portal or the law changes. Each version has a date at the top. When we make a change you need to know about, the portal will ask you to read and agree to the new version before you continue.
14. Law and disputes
These terms are governed by the laws of the Republic of Ghana. Please raise any concern with the school first; we will try to resolve it with you directly.
15. Contact
For any question about these terms, your account, or fees and payments, email hybridridgevalley@gmail.com or speak to the school office.
See also the Privacy Policy, which explains what information the portal holds and how it is protected.