What is American Digital Education?

American Digital Education is a comprehensive K-12 educational platform that provides standards-based lessons. Our platform is designed to support:

• School districts managing multiple schools
• School admins managing multiple schools or a single school
• Individual schools with one or more administrators
• Independent teachers providing tutoring or homeschool instruction
• Guest teachers who are invited to school accounts (substitute teachers)
• Independent learners students studying independently of a school or district

Key Features

✅ Multi-language support – 32 languages for diverse student populations
✅ Standards-aligned content – All lessons meet educational standards
✅ Comprehensive analytics – Track student progress and mastery
✅ Flexible licensing – Monthly or annual billing options
✅ Secure access control – Role-based permissions protect your data
✅ 30-day free trial – Try before you buy, no credit card required

How Organizations Work

As the top-level hierarchy in our documentation language, your school or district will be referred to as an organization. An organization is completely isolated from other schools or districts on our platform. Think of it like having your own private space where:

• Only your invited teachers and students can access your organization
• Your data never mixes with other schools’ or districts’ data
• You control who can join your organization
• All user requests require approval from leadership

Our platform uses four distinct user roles, each with specific permissions and responsibilities. Understanding these roles is crucial for setting up your organization correctly.

Overview of All Roles

Role	Who They Are	Where They Work	Primary Function
District Administrator / School Administrator	Principal, District Admin, IT Director	School/District	Manage schools, teachers, licenses, and settings
Teacher / Guest Teacher	Classroom teachers, Tutors	School or Independent	Teach students, track progress, manage coursework
Enrolled Student	Students in a school	Within a teacher’s class	Learn, complete lessons, view their own progress
Individual Learner	Homeschool, Self-study	Independent (no school)	Self-paced learning, own account management

Role Hierarchy Visualization

SCHOOL 

├── Primary Administrator (can be district admin or school admin) (1 per district) ← Top authority

│   ├── Secondary Administrators (optional)

│   └── Teachers

│       └── Enrolled Students

INDEPENDENT SETUP

├── Primary Teacher (if no admin) ← Teacher owns organization

│   ├── Other Teachers (optional)

│   └── Enrolled Students

INDEPENDENT LEARNING

└── Individual Learner ← No organization, self-managed

Three Ways to Start

Option 1: Administrator Creates District

When to use: You are a principal, assistant principal, school admin, or district administrator setting up your school.

What you’ll need:

• School district name (e.g., “Lincoln Unified School District”)
• School name (e.g., “Lincoln High School”)
• School address (city, state, ZIP code)
• Your email address (school email preferred)

What happens:

1. You create an account and provide your school information
2. We check your information and authorize you as the administrator 
3. Your district or school(s) are created with you as the Primary Administrator
4. You receive full control to invite teachers, purchase licenses, and manage settings
5. Your organization is now ready for teachers, guest teachers, and students

Your responsibilities as Primary Administrator:

• Invite and approve teachers
• Purchase and assign licenses
• View school-wide analytics
• Manage billing and subscriptions
• Approve any new administrators who want to join

Option 2: Teacher Creates School

When to use: You are an independent tutor, homeschool teacher, or educator starting without school administration.

What you’ll need:

• Organization name (e.g., “Smith Tutoring Services”)
• Program name (e.g., “Advanced Math Academy”)
• Location information
• Subjects you teach (Math, Science, etc.)

What happens:

1. You create an account and provide your program information
2. We check your information and authorize you as the administrator
3. Your organization is created with you as the Primary Teacher
4. You have full control until/unless an administrator joins later
5. You can immediately start inviting students

Your responsibilities as Primary Teacher:

• Invite and manage students
• Invite other teachers (if needed)
• Purchase student licenses
• View your students’ analytics
• Approve new teachers who want to join
• Important: If a school administrator requests to join your organization later, you’ll review and approve that request

What happens if an administrator joins later:

• You keep all your students (nothing changes for them)
• You keep all your teaching capabilities
• The administrator takes over teacher management and district or school-wide settings
• You become a “Teacher” (no longer Primary Teacher)
• This is called an “Administrator Takeover” and requires your approval

Option 3: Joining an Existing Organization

When to use: Your school, district, or program already exists in our system and you need to join it.

How it works:

1. During signup, you’ll search for your organization by:
• District name
• School name
• City and State
2. If your organization appears in search results, click “Request to Join”
3. Provide verification information (your role, employee ID, contact info)
4. Submit your request

What happens next:

• Your request goes to the Primary Administrator (or Primary Teacher if no admin)
• They review your verification information
• If approved, you receive an email and can log in
• If not approved, you’ll receive an explanation

Important: You cannot automatically join an existing organization. Every join request requires approval from the organization’s leadership. This protects against unauthorized access.

Preventing Duplicate Organizations

Our system automatically prevents duplicate schools and districts from being created.

When you try to create an organization, we check if one already exists with the same:

• District name
• School name
• City
• State

If your school already exists:

• You’ll see a message: “An organization with these details already exists”
• You’ll be shown the existing organization’s information
• You’ll be prompted to use the “Join Existing Organization” option instead
• You cannot create a duplicate

Why this matters:

• Keeps all teachers and students in one place
• Prevents confusion with multiple organizations for the same school
• Ensures data integrity and proper analytics
• Makes license management simpler

Example:

❌ Cannot create: “Lincoln High School, Los Angeles, CA”

✓ Reason: This school already exists in our system

→ Action: Please use “Join Existing Organization” to request access

 

Not all administrators are the same. Our platform has two types of administrators with different permission levels.

Primary Administrator

Who is this?

• The first administrator who creates the organization, OR
• An administrator who received transferred authority from another Primary Administrator

What makes them “primary”? They have exclusive authority to:

• ✅ Invite other administrators to the organization
• ✅ Approve requests from administrators who want to join
• ✅ Transfer primary administrator authority to another admin
• ✅ Delete the organization (with confirmation)
• ✅ Remove other administrators
• ✅ Make all final decisions about the organization

They also have all standard admin permissions:

• Invite and manage teachers
• Purchase and assign licenses
• View organization-wide analytics
• Manage billing and subscriptions
• Approve teacher join requests
• Control content visibility

There can only be ONE Primary Administrator per organization at any time.

Secondary Administrator

Who is this?

• Administrators invited by the Primary Administrator, OR
• Administrators who requested to join and were approved

What can they do?

• ✅ Invite and manage teachers (if granted permission)
• ✅ View district-wide analytics
• ✅ Manage licenses
• ✅ View billing information (if granted permission)
• ✅ Help with day-to-day administration

What they CANNOT do:

• ❌ Invite other administrators
• ❌ Remove the Primary Administrator
• ❌ Transfer primary administrator authority
• ❌ Delete the organization
• ❌ Approve administrator join requests

Think of them as: Assistant principals or district staff who help manage the school but don’t have final authority.

Transferring Primary Administrator Authority

Why would you transfer authority?

• Principal is retiring or leaving
• Reorganizing administrative responsibilities
• Promoting an assistant principal to principal
• District restructuring

How it works:

1. Primary Admin initiates transfer

• Goes to Settings → Transfer Primary Administrator
• Selects a Secondary Administrator from the list
• Provides reason for transfer
• Submits request

2. Secondary Admin receives notification

• Gets email: “You’ve been offered Primary Administrator authority”
• Sees detailed explanation of what changes
• Must accept or decline

3. If accepted:

• New admin becomes Primary Administrator
• Former primary becomes Secondary Administrator
• Organization settings update automatically
• Both admins receive confirmation

4. If declined:

• Transfer is cancelled
• Everything stays the same
• Former Primary Admin remains in charge

Important: The receiving administrator must explicitly accept the transfer. This is a significant responsibility and cannot be forced.

Administrator Scenarios

Scenario 1: New School Setup

Principal Jane creates account → She becomes Primary Administrator

Jane invites Vice Principal Bob → Bob becomes Secondary Administrator

Jane invites IT Director Sarah → Sarah becomes Secondary Administrator

Result:

– Jane: Full authority (Primary)

– Bob: Helps manage, limited authority (Secondary)

– Sarah: Helps manage, limited authority (Secondary)

Scenario 2: Principal Retirement

Principal Jane is retiring → Starts transfer to Vice Principal Bob

Bob accepts transfer → Bob becomes Primary Administrator

Jane becomes Secondary Administrator (or can be removed)

Result:

– Bob: Full authority (Primary)

– Jane: Optional – can stay as Secondary or leave

Scenario 3: Admin Wants to Join Existing School

Teacher Tom created organization in 2023 (Primary Teacher)

Principal Jane starts working at the school in 2024

Jane registers → Searches for Tom’s organization → “Request Admin Takeover”

Tom reviews Jane’s request → Tom approves

Result:

– Jane: Primary Administrator (full authority)

– Tom: Teacher (keeps all students, becomes regular teacher)

– Organization upgrades from “Teacher-Created” to “School”

School Administrators

School administrators can be responsible for oversight of one or multiple schools within a school district.

What can they do?

• ✅ Invite and manage teachers and guest teachers
• ✅ View school-wide analytics
• ✅ Manage licenses
• ✅ View billing information
• ✅ Help with day-to-day administration

What they CANNOT do:

• ❌ Invite other administrators
• ❌ Remove the Primary Administrator
• ❌ Transfer primary administrator authority
• ❌ Delete schools or the district
• ❌ Approve administrator join requests

How Teachers Join Your Organization

There are two ways teachers can become part of your organization:

Method 1: You Invite Them (Recommended)

Process:

1. You (Administrator) go to “Teachers” section
2. Click “Invite Teacher”
3. Enter teacher’s email address
4. Send invitation

What the teacher receives:

• Email invitation with secure link
• Link takes them to registration page
• They create password and select subjects they teach
• Account is created immediately as “active”
• They can start inviting students right away

Advantages:

• ✅ Faster – no approval wait time
• ✅ You control who joins
• ✅ More secure – you verify identity first
• ✅ Professional – formal invitation process

Method 2: Teacher Requests to Join

Process:

1. Teacher registers on our website
2. Searches for your organization
3. Finds your school in search results
4. Clicks “Request to Join as Teacher”
5. Provides verification info (employee ID, credentials, etc.)
6. Submits request

What you see:

• Notification: “Teacher join request pending”
• Teacher’s name and email
• Their verification information
• Subjects they want to teach
• “Approve” or “Reject” buttons

Your decision:

• Review their verification information
• Verify they actually work at your school
• Approve if legitimate, reject if not

If you approve:

• Teacher’s account is activated
• They can immediately start inviting students
• You receive confirmation

If you reject:

• Teacher’s account is deleted
• They receive notification (you can include a reason)
• They would need to contact you directly or re-apply

Important: Teacher accounts remain “inactive” until you approve them. They cannot access anything until you review their request.

Teacher Permissions & Capabilities

What all teachers can do:

• ✅ Invite students to their classes
• ✅ Manage their enrolled students
• ✅ Assign courses and lessons
• ✅ View analytics for their students only
• ✅ Purchase student licenses (or request from you)
• ✅ Control content visibility for their students
• ✅ Change student grade levels
• ✅ Select which subjects they teach

What teachers CANNOT do:

• ❌ See other teachers’ students
• ❌ Access other teachers’ analytics
• ❌ Invite other teachers (only administrators can)
• ❌ View organization-wide billing
• ❌ Remove other teachers
• ❌ Access administrative settings

Special Case: Primary Teacher (No Administrator)

If a teacher created your organization before you joined as administrator, they were initially the “Primary Teacher” with additional permissions:

What they could do (before you joined):

• Invite other teachers
• Approve teacher join requests
• Manage the entire organization
• Control all settings

What changes when you become administrator:

• They lose “Primary Teacher” status
• They become a regular “Teacher”
• They keep ALL their students (nothing changes for students)
• They keep their teaching capabilities
• They lose ability to invite teachers (you handle that now)
• They lose access to organization-wide billing

Important: This transition (called “Administrator Takeover”) requires the Primary Teacher’s approval. They review your request and decide whether to approve you as administrator.

Guest Teacher Accounts

American Digital Education provides Guest Teacher accounts to support schools when regular teachers are temporarily absent. This feature allows substitute teachers, student teachers, or temporary staff to access your organization’s lessons and monitor student progress without requiring a full paid license.

Guest Teacher accounts are designed with strict guardrails to maintain security, protect student privacy, and ensure fair use while providing schools the flexibility they need for legitimate temporary staffing situations.

What Is a Guest Teacher Account?

A Guest Teacher account is a time-limited, restricted-access account that mirrors the permissions of a regular teacher but with important limitations:

✅ Guest Teachers CAN:

• View assigned students’ lesson progress and completion status
• Access lesson content for their assigned grades and subjects
• Monitor student performance analytics (read-only)
• View student names and class assignments
• Track student engagement and attendance

❌ Guest Teachers CANNOT:

• Modify student grades or personal information
• Add, remove, or transfer students
• Create, edit, or delete lesson content
• Access students outside their assigned grades/subjects
• View sensitive student information (addresses, contact info, IEP documents)
• Invite other users or manage accounts
• Access billing or license information
• Make changes to course settings or visibility

Who Can Invite Guest Teachers?

The following roles have permission to create Guest Teacher accounts:

Role	Can Invite For
Teachers	Their own classes and subjects only
School Admins	Any teacher within their school
District Admins	Any teacher within their district

Guest Teacher Limits & Duration

To prevent abuse while supporting legitimate needs, Guest Teacher accounts have the following restrictions:

Time Limits

• Initial Duration: 90 days from activation
• Renewal Option: One additional 90-day extension (requires School/District Admin approval)
• Maximum Total: 180 days (6 months)
• Cooldown Period: After expiration, the same email cannot be used as a guest teacher for 12 months

Organization Limits

Limits scale based on your organization size to accommodate varying substitute needs:

Organization Size	Active Guest Teachers	Annual Invitations
Small (1-5 teachers)	1 active guest	2 per year
Medium (6-20 teachers)	2 active guests	4 per year
Large (21+ teachers)	3 active guests	6 per year

Note: “Active” means currently valid and not expired. Once a guest teacher account expires, that slot becomes available again.

How to Invite a Guest Teacher

Step 1: Access Invitation Feature

• Teachers: Click “Invite Guest Teacher” from your dashboard
• Admins: Navigate to User Management → Guest Teachers → “New Invitation”

Step 2: Configure Access

You’ll be asked to specify:

• Guest teacher’s email address
• Grade levels they can access (e.g., Grade 6, Grade 7)
• Subject areas they can view (e.g., Mathematics, Science)
• Duration (up to 90 days)
• Reason for access (for audit purposes)

Step 3: System Verification

The system will automatically check:

• Your organization hasn’t exceeded active guest teacher limits
• Your organization hasn’t exceeded annual invitation limits
• You have permission to create guest teacher accounts

Step 4: Invitation Sent

The guest teacher receives an email with:

• An invitation link to activate their account
• Overview of their access permissions
• Expiration date
• Link to teacher onboarding video

Step 5: Guest Teacher Activation

When the guest teacher first logs in:

• They’re directed to the teacher onboarding page to view the instructional video
• Their account is activated and the 90-day timer begins
• They can immediately access assigned grades and subjects

Managing Guest Teacher Accounts

View Active Guest Teachers

Admins can view all active guest teacher accounts from the User Management dashboard, including:

• Guest teacher name and email
• Assigned grades and subjects
• Who invited them and when
• Expiration date
• Last login date
• Activity summary

Renew a Guest Teacher

To renew a guest teacher account (requires School or District Admin):

1. Navigate to User Management → Guest Teachers
2. Select the guest teacher account
3. Click “Renew Access”
4. Approve the additional 90-day extension
5. Guest teacher receives notification of renewal

Important: Each guest teacher can only be renewed once for a maximum total of 180 days.

Revoke Access Early

If a guest teacher’s services are no longer needed:

1. Navigate to User Management → Guest Teachers
2. Select the guest teacher account
3. Click “Revoke Access”
4. Confirm revocation

The guest teacher account is immediately deactivated, but activity logs are retained for compliance purposes.

Student Privacy & Data Protection

Guest Teacher accounts are designed with FERPA and COPPA compliance in mind:

What Guest Teachers Can See

• Directory Information: Student names, grade levels, class assignments
• Educational Records: Lesson progress, performance scores, completion rates
• Limited Analytics: Aggregated performance data for assigned students

What Guest Teachers CANNOT See

• Home addresses, phone numbers, or email addresses
• Parent/guardian contact information
• Birth dates or Social Security Numbers
• IEP, 504, or special education documentation
• Disciplinary records
• Demographic or family information
• Any data for students outside assigned grades/subjects

Audit & Compliance

All guest teacher activity is logged, including:

• Login times and IP addresses
• Which student records were accessed
• What lessons were viewed
• Any attempted actions outside their permissions

These logs are available to School and District Admins for audit and compliance purposes.

Anti-Abuse Safeguards

We’ve implemented multiple safeguards to prevent organizations from using Guest Teacher accounts to circumvent license requirements:

1. Automated Monitoring

Our system automatically flags unusual patterns:

• Organizations exceeding their guest teacher limits
• Guest teacher accounts being created/expired excessively
• Guest teacher activity exceeding regular teacher activity
• Multiple guest teachers accessing the same students simultaneously

2. Administrative Alerts

School and District Admins receive alerts when:

• 14 days before a guest teacher account expires
• Organization approaches guest teacher limits
• Unusual usage patterns are detected

3. Usage Analytics

District Admins can view reports showing:

• Total guest teacher invitations (current year)
• Active guest teachers vs. available slots
• Guest teacher login frequency vs. regular teachers
• Historical trends and patterns

4. Grace Period & Conversion

When a guest teacher account expires:

• 7-day grace period: Account is locked but can be quickly renewed if needed
• Conversion option: Easy upgrade path to convert guest teacher to full teacher license
• Data retention: All activity logs preserved for compliance

Best Practices

✅ DO Use Guest Teachers For:

• Short-term substitute teachers (days to weeks)
• Student teachers or teaching assistants (semester-long)
• Long-term medical or maternity leave coverage (up to 6 months)
• Emergency coverage when regular teacher is unavailable
• Professional development or training observers

❌ DON’T Use Guest Teachers For:

• Permanent staffing positions
• Rotating full-time teachers to avoid license costs
• Administrative staff who need ongoing access
• Parent volunteers or classroom helpers
• Long-term positions exceeding 6 months

Recommended Workflow

1. Plan ahead: Create guest teacher accounts before the regular teacher leaves
2. Assign appropriately: Only grant access to necessary grades and subjects
3. Monitor usage: Review guest teacher activity regularly
4. Set reminders: Note expiration dates on your calendar
5. Convert when appropriate: If a guest teacher becomes permanent, upgrade to full license

Frequently Asked Questions

Do Guest Teacher accounts count against our paid licenses?

No. Guest Teacher accounts are complimentary and do not count against your organization’s paid teacher licenses. However, they have strict time limits and usage caps to prevent abuse.

What happens when a Guest Teacher account expires?

The account is automatically deactivated. The guest teacher can no longer log in, but all activity logs are retained for compliance. Admins receive notification 14 days before expiration.

Can we extend a Guest Teacher beyond 180 days?

No. After 180 days (initial 90 days + one 90-day renewal), the account must expire. The same email cannot be used as a guest teacher for 12 months. If ongoing access is needed, the teacher should be added as a regular licensed teacher.

Can a Guest Teacher later become a full teacher?

Yes! There’s an easy conversion process. The guest teacher’s work and history are preserved when upgrading to a full teacher license. Contact your account manager or use the “Upgrade to Full Teacher” option in the admin dashboard.

What if we need more guest teacher slots than our limit?

Organization limits are based on school size and designed to accommodate typical substitute needs. If you have exceptional circumstances (e.g., multiple long-term absences), contact support to discuss your situation. Additional slots may be available with justification.

Can guest teachers communicate directly with students?

Guest teachers can view student work and progress but cannot send direct messages or communications to students, especially those under 13 (COPPA compliance). All communication should go through the regular teacher or school administration.

How do we track which guest teachers have accessed student data?

School and District Admins have access to detailed audit logs showing all guest teacher activity, including which student records were accessed, when, and what actions were taken. These logs are available in User Management → Guest Teachers → Activity Logs.

What happens if we exceed our guest teacher limits?

The system prevents creating new guest teacher accounts once limits are reached. You’ll receive a notification explaining the limit and suggesting alternatives (waiting for current guests to expire, or adding full teacher licenses for permanent needs).

Can teachers assign guest teachers without admin approval?

Teachers can invite guest teachers for their own classes. However, renewals beyond the initial 90 days require School or District Admin approval to add an accountability layer.

Technical Requirements

Guest Teacher accounts work on all supported platforms:

• ✅ Web browsers (Chrome, Firefox, Safari, Edge)
• ✅ iOS app (iPad and iPhone)
• ✅ Android app (tablets and phones)
• ✅ Desktop applications (Windows and macOS)

Note: Guest teachers use the same login page as regular teachers but receive a notification banner indicating their guest status and expiration date.

Managing Teacher Licenses

License Types:

• Teacher License: Required for each teacher account
• Student License: Required for each student account

How licensing works:

1. You purchase licenses

• Go to Licenses section
• Select quantity and billing cycle (monthly or annual)
• Complete payment
2. Licenses go into your pool

• Unassigned licenses available for use
• You can see: Total licenses, Assigned licenses, Available licenses
3. Assign licenses to teachers

• Select teacher from list
• Click “Assign License”
• Teacher account is now active
4. Teachers purchase student licenses

• Teachers can purchase licenses for their students
• Or you can grant them licenses from your pool
• You control which approach your school uses

Alternative: Teachers can also purchase their own licenses and manage their own billing separately from the school. You decide which model works best for your organization.

How We Protect Your Organization

Security is our top priority. Here’s how we ensure only authorized people access your school’s data:

1. Approval-Based Access

No one can join your organization without approval.

• All self-signup requests require review by Primary Administrator or Primary Teacher
• You see their name, email, and verification information
• You approve or reject each request
• Rejected users cannot try again without your knowledge

Example Protection:

❌ Someone tries to register as a teacher at your school

→ Their account is created as “inactive”

→ You receive notification of their request

→ You review their credentials

→ You approve only if they’re legitimate

→ If rejected, their account is deleted

2. Role-Based Permissions

Users can only access what their role allows.

• Administrators cannot see other admins’ personal data
• Teachers cannot see other teachers’ students
• Students only see their own progress
• Individual Learners are completely isolated

Data Isolation:

• Your school’s data never mixes with other schools
• Teachers see only their assigned subjects
• Students see only their enrolled courses
• Analytics are filtered by permission level

3. Primary Administrator Authority

Final authority always rests with one person.

• Only Primary Administrator can make critical decisions
• Only Primary Administrator can invite other administrators
• Prevents unauthorized admin access
• Clear chain of command

Critical Actions Requiring Primary Admin:

• Adding administrators to the organization
• Transferring primary authority
• Deleting the organization
• Removing other administrators
• Final approval on all admin-level changes

4. Organization Isolation

Your organization is completely separate from all others.

What this means:

• Your teachers cannot see other schools’ teachers
• Your students cannot see other schools’ students
• Your data is stored separately
• Your billing is separate
• Your analytics are isolated
• Other schools cannot find your organization unless you want them to

Technical Security:

• Row-level security in database
• Every query filtered by organization_id
• Users cannot access data outside their organization
• Impossible to “leak” data between schools

5. Email Verification

All accounts require verified email addresses.

• Google OAuth: Automatically verified
• Email/Password signup: Verification email sent
• No access until email is confirmed
• Prevents fake accounts

6. Invitation Bypass for Trusted Users

When YOU invite someone, they bypass approval.

Why?

• You already verified their identity
• You trust them to join
• Faster onboarding
• Better user experience

How it works:

1. You invite teacher@yourschool.edu
2. They receive email with unique invitation link
3. They click link and create password
4. Account is immediately “active”
5. They can start working right away

Security maintained:

• Invitation links expire after 7 days
• Can only be used once
• Tied to specific email address
• You can cancel invitations before they’re accepted

What Happens to Unauthorized Requests?

If someone tries to join who shouldn’t:

1. They submit request with verification info
2. You review and determine they’re not legitimate
3. You click “Reject” with optional reason
4. System actions:
• Deletes their user account
• Removes all their data
• Sends them email notification
• Records rejection in audit log
• Prevents automatic re-registration

They would need to:

• Contact you directly
• Provide better verification
• Get formal approval before trying again

Best Practices for School Security

✅ DO:

1. Use official school email addresses

• yourname@schooldistrict.edu
• Not personal Gmail/Yahoo accounts
• Makes verification easier
2. Verify identity before approving

• Check employee ID
• Confirm with HR
• Verify teaching credentials
• Call them directly if unsure
3. Use invitation method for teachers

• Faster than approval process
• More secure
• Better control
4. Review pending requests regularly

• Check at least weekly
• Don’t let requests sit
• Respond promptly
5. Keep your Primary Administrator contact current

• Update email if it changes
• Ensure you receive notifications
• Check spam folder for approval requests

❌ DON’T:

1. Don’t approve requests without verification

• Unknown names
• Personal email addresses
• Vague verification info
• Suspicious circumstances
2. Don’t share administrator credentials

• Each admin should have their own account
• Never share passwords
• Use proper role assignment instead
3. Don’t skip the transfer process

• Always use official admin transfer
• Document authority changes
• Get confirmation from receiving admin
4. Don’t delete the Primary Administrator account

• Transfer authority first
• Then remove if needed
• Maintains proper chain of custody

Compliance & Data Privacy

Our platform is designed for educational use and complies with:

• ✅ FERPA (Family Educational Rights and Privacy Act)
• ✅ COPPA (Children’s Online Privacy Protection Act)
• ✅ State education data privacy laws
• ✅ OWASP 2025 | Open Web Application Security Project

What we protect:

• Student names and grades
• Performance data and analytics
• Personal information
• Assessment results
• Progress tracking
• Attendance and completion rates

What teachers/admins can see:

• Teachers: Only their enrolled students’ data
• Administrators: All students in their organization
• Individual Learners: Only their own data

What we NEVER do:

• ❌ Share data with other schools
• ❌ Sell student information
• ❌ Use data for advertising
• ❌ Allow unauthorized access
• ❌ Mix data between organizations

How Students Join the Platform

There are two types of students on our platform, each with different enrollment processes:

Enrolled Students (Part of Your School)

Who they are:

• Students in your school’s classrooms
• Managed by your teachers
• Part of your organization
• Require teacher invitation or approval

How they join:

Option 1: Teacher Invites Student (Recommended)

1. Teacher goes to their student roster
2. Clicks “Invite Student”
3. Enters student’s email address
4. Selects grade level (K-12)
5. Selects subjects (Math, Science, etc.)
6. Sends invitation

What the student experiences:

• Receives email with invitation link
• Clicks link to registration page
• Creates password (or uses Google sign-in)
• Account is immediately active
• Can start lessons right away

Option 2: Student Requests to Join

1. Student registers on our website
2. Searches for your school
3. Finds your school in results
4. Requests to join
5. Teacher receives notification
6. Teacher approves or rejects

Important: Students cannot create accounts and start learning
at your school without teacher involvement.
This prevents unauthorized enrollments.

Individual Learners (Independent Students)

Who they are:

• Homeschool students
• Self-directed learners
• Students studying independently
• NOT part of any school organization

How they join:

1. Register directly on our website
2. Select “Individual Learner” role
3. Choose their grade level
4. Set billing preference (monthly or annual)
5. Start 30-day free trial immediately

Key differences:

• No teacher involvement needed
• Manage their own account
• Can change their own grade level
• Pay for their own subscription
• See all available content for their grade
• Not visible to any school or teacher

Your school cannot see Individual Learners, and they
cannot see your school’s data.

Multi-Teacher Student Enrollment

One of our platform’s unique features is that students can be
enrolled with multiple teachers for different subjects.

Real-world example:

Sarah (5th Grade Student) is enrolled with:

├── Mrs. Johnson → Mathematics

├── Mr. Smith → Science  

└── Ms. Garcia → English Language Arts

Result:

– Mrs. Johnson sees Sarah’s Math progress only

– Mr. Smith sees Sarah’s Science progress only

– Ms. Garcia sees Sarah’s ELA progress only

– Each teacher manages their subject independently

Why this matters:

• Reflects how real classrooms work
• Teachers see only their subject data
• Prevents information overload
• Accurate subject-specific analytics
• Supports team-teaching models

How to set it up:

1. Mrs. Johnson invites Sarah and assigns “Mathematics”
2. Mr. Smith invites Sarah (same email) and assigns “Science”
3. Ms. Garcia invites Sarah (same email) and assigns “ELA”
4. Sarah receives one account with access to all three teachers’ courses

From Sarah’s perspective:

• Logs in once
• Sees three sections: Math (Mrs. J), Science (Mr. S), ELA (Ms. G)
• Each section shows relevant courses
• Progress tracked separately per subject

Student Permissions & Capabilities

What enrolled students CAN do:

• ✅ Access courses and lessons assigned by their teacher(s)
• ✅ Complete lessons and assessments
• ✅ Retake lessons unlimited times (until they achieve mastery)
• ✅ View their own progress and grades
• ✅ Watch video lessons in 32 languages
• ✅ Track their mastery scores
• ✅ See which courses are available to them

What enrolled students CANNOT do:

• ❌ Change their own grade level (teacher controls this)
• ❌ See other students’ progress
• ❌ Access courses not assigned by their teacher
• ❌ Invite other students
• ❌ Change their enrollment or subjects
• ❌ Access billing or payment information
• ❌ Remove themselves from classes

Managing Student Rosters

As an Administrator, you can:

• View all students across all teachers
• See which teachers each student is enrolled with
• View organization-wide enrollment statistics
• Run reports on student counts by grade, subject, teacher
• Monitor license usage

As a Teacher, you can:

• View only your enrolled students
• Add students to your classes
• Remove students from your classes
• Change student grade levels
• Assign or hide specific courses
• Track your students’ progress

Viewing your students:

Student Roster View (Teacher)

┌────────────────────────────────────────────────┐

│ My Students (25)                    [+ Invite] │

├────────────────────────────────────────────────┤

│ Name            Grade  Subjects    Progress    │

├────────────────────────────────────────────────┤

│ Sarah Chen        5    Math        87% Mastery │

│ Marcus Johnson    5    Math        92% Mastery │

│ Emma Rodriguez    5    Math        78% (2 retakes)│

│ …                                            │

└────────────────────────────────────────────────┘

Student Privacy & Data Access

Who can see student data:

Information	Teacher (Same Subject)	Teacher (Other Subject)	Administrator	Other Students
Student Name	✅ Yes	❌ No	✅ Yes	❌ No
Grade Level	✅ Yes	❌ No	✅ Yes	❌ No
Progress in Their Subject	✅ Yes	❌ No	✅ Yes	❌ No
Progress in Other Subjects	❌ No	❌ No	✅ Yes	❌ No
Assessment Scores	✅ Yes (their subject)	❌ No	✅ Yes	❌ No
Time Spent Learning	✅ Yes (their subject)	❌ No	✅ Yes	❌ No

Example:

Sarah is enrolled in Math with Mrs. Johnson and Science with Mr. Smith

Mrs. Johnson can see:

– Sarah’s Math progress ✅

– Sarah’s Math scores ✅

– Sarah’s Math time spent ✅

– Sarah’s Science progress ❌

Mr. Smith can see:

– Sarah’s Science progress ✅

– Sarah’s Science scores ✅

– Sarah’s Math progress ❌

This protects student privacy while giving each
teacher the data they need.

Removing Students

When you might need to remove a student:

• Student transferred to another school
• Student dropped a specific class
• Student no longer enrolled
• End of school year cleanup

How to remove a student:

As a Teacher:

1. Go to your student roster
2. Find the student
3. Click “Remove from Class”
4. Confirm removal

What happens:

• Student loses access to that teacher’s courses
• Student data is preserved (not deleted)
• If student is enrolled with other teachers, those enrollments remain
• License is released back to available pool
• You can re-enroll them later if needed

As an Administrator:

• You can remove students from any teacher’s class
• You can remove students from entire organization
• Same data preservation applies

Important: We never delete student progress data.
Even if a student is removed, their historical performance
data is preserved for record-keeping and compliance.

Understanding Seat-Based Licensing

Our platform uses seat-based licensing, which means:

• Each active user (teacher or student) needs one license
• Licenses are assigned to specific users
• When a user is removed, the license becomes available for reassignment
• You purchase licenses in bulk for your organization

Think of it like:

• Concert seats: Each person needs a ticket (license)
• When someone leaves, their seat becomes available
• You can assign that seat to someone else
• You control who sits where

License Types

Teacher Licenses

• Who needs them: Every teacher in your organization
• What they include: Full access to teaching tools, student management, analytics
• Who purchases: Administrator (recommended) or teachers can purchase their own

Pricing:

• Monthly: $20 per teacher per month
• Annual: $240 per teacher per year 

Student Licenses

• Who needs them: Every enrolled student in your organization
• What they include: Access to all courses for their grade level, unlimited lesson retakes, progress tracking
• Who purchases: Teachers or administrators

Pricing:

• Monthly: $5 per student per month
• Annual: $60 per student per year 

Individual Learner Licenses

• Who needs them: Self-directed learners not part of a school
• What they include: Same as student licenses, plus self-management capabilities
• Who purchases: The individual learner or their parent

Pricing:

• Monthly: $5 per learner per month
• Annual: $60 per learner per year

Billing Cycles Explained

Monthly Billing:

• Charges automatically each month
• Renews on the same day each month
• Can cancel anytime
• No long-term commitment
• Best for: Trial periods, small groups, short-term needs

Annual Billing:

• One payment for 12 months of access
• Renews automatically after 12 months
• Best for: Schools planning for full academic year

30-Day Free Trial

Everyone gets a 30-day free trial:

• ✅ No credit card required to start
• ✅ Full access to all features
• ✅ Can invite students and start teaching immediately
• ✅ 30 days from account creation
• ✅ Email reminders at 7 days and 1 day before trial ends

What happens after trial ends:

• You’ll receive email reminders to add payment method
• If you add payment, access continues seamlessly
• If you don’t add payment, accounts become “inactive” (data preserved)
• You can reactivate anytime by adding payment method
• All data remains intact (we don’t delete anything)

How Administrators Purchase Licenses

Step-by-step process:

1. Go to Licenses section in your dashboard
2. Choose license type (Teacher or Student)
3. Select quantity (how many licenses you need)
4. Choose billing cycle (Monthly or Annual)
5. Review total cost
6. Select payment method:
• Credit Card (processed immediately)
• Purchase Order (request PO, pay via invoice)
7. Complete purchase

What happens after purchase:

• Licenses appear in your “Available Licenses” pool
• You can immediately assign them to teachers/students
• Unassigned licenses wait in the pool
• You’ll receive email confirmation with receipt

Purchase Order Option:

If you select “Purchase Order”:

1. System generates PO document (PDF)
2. Includes: Organization info, line items, total cost
3. You receive PDF via email
4. Submit PO through your school’s purchasing system
5. Once we receive payment, licenses are activated
6. Typical processing: 5-7 business days

License Assignment

As Administrator:

View Available Licenses

License Pool Overview

├── Teacher Licenses: 5 total (3 assigned, 2 available)

└── Student Licenses: 50 total (42 assigned, 8 available)

1. Assign Teacher License

• Go to Teachers list
• Find teacher who needs license
• Click “Assign License”
• License moves from pool to teacher
• Teacher account becomes active
2. Grant Student Licenses to Teachers

• Option A: Assign student licenses to individual students yourself
• Option B: Grant a pool of licenses to each teacher
• Option C: Let teachers purchase their own student licenses

Most schools use Option B:

• Give each teacher 25 student licenses
• Teacher assigns them as students enroll
• You maintain oversight
• Teachers have flexibility

Teacher-Managed Billing

Option: Teachers can purchase their own student licenses separately from the school.

When to use this:

• Independent teachers running their own programs
• Teachers want to manage their own small groups
• Pilot programs before school-wide adoption
• After-school tutoring programs

How it works:

1. Teacher purchases student licenses with their own payment method
2. Charges go to teacher’s personal/business account
3. Teacher manages their own billing
4. Completely separate from school billing
5. Administrator doesn’t see teacher’s personal billing

As Administrator, you see:

• Which teachers have purchased their own licenses
• How many students they have
• Student progress and analytics
• You do NOT see: Teacher’s billing details, payment methods, or transaction history

Managing License Renewals

Automatic Renewal:

• Licenses renew automatically at the end of each billing cycle
• Monthly licenses: Renew on the same day each month
• Annual licenses: Renew after 12 months
• Email reminders sent 7 days before renewal
• Payment processed automatically

What if payment fails:

1. We attempt to charge 3 times over 7 days
2. Email sent after each failed attempt
3. If all attempts fail:
• License status changes to “expired”
• User account becomes “inactive”
• Data is preserved (nothing deleted)
• User cannot access system until payment resolves
4. Once payment successful:
• License reactivates immediately
• All data restored
• User can log in normally

Canceling Auto-Renewal:

• Go to Billing → Manage Subscriptions
• Select licenses to cancel
• Confirm cancellation
• Access continues until end of current billing period
• License expires at end of period (data preserved)

License Reassignment

When you might reassign licenses:

• Teacher leaves, new teacher hired
• Student transfers out, new student enrolls
• Class sizes change
• End of year → start of year transitions

How to reassign:

1. Remove license from User A

• Go to their profile
• Click “Remove License”
• License returns to available pool
• User A’s account becomes inactive (data preserved)
2. Assign license to User B

• Go to your available licenses pool
• Find the freed license
• Assign to User B
• User B’s account becomes active

Important notes:

• You can reassign as often as needed (no limit)
• No additional cost to reassign
• Original user’s data is preserved
• New user gets fresh account

Example:

Teacher Smith leaves in December

└── Remove license from Smith

    └── License returns to pool

        └── Hire Teacher Jones in January

            └── Assign same license to Jones

                └── Jones starts fresh, Smith’s data archived

Bulk License Management

For larger schools managing many licenses:

View all licenses at once:

License Management Dashboard

┌──────────────────────────────────────────────┐

│ Teacher Licenses                             │

│ Total: 25 | Assigned: 23 | Available: 2     │

│ [Purchase More] [Export Report]              │

├──────────────────────────────────────────────┤

│ Name              Status      Expires        │

│ Johnson, Mary     Active      2025-08-31     │

│ Smith, Robert     Active      2025-08-31     │

│ Unassigned (2)    Available   2025-08-31     │

└──────────────────────────────────────────────┘

Export reports showing:

• All licenses and assignments
• Expiration dates
• Usage statistics
• Cost analysis
• Renewal forecasts

What Analytics Are Available

Our platform provides comprehensive analytics to help you understand student learning, teacher effectiveness, and organizational performance.

Administrator Analytics (Organization-Wide)

What you can see:

1. Enrollment Overview

Organization Dashboard

├── Total Teachers: 25

├── Total Students: 450

├── Active Licenses: 475

├── Subjects Taught: Math, Science, ELA, Social Studies, Arts

└── Grades Served: K-12

2. Student Performance Metrics

• Average mastery scores across all subjects
• Completion rates by grade level
• Time spent learning (average per student)
• Number of lesson retakes
• Progress toward grade-level standards
• Struggling students flagged for intervention

3. Teacher Effectiveness

• Students taught per teacher
• Average student mastery in each teacher’s classes
• Completion rates per teacher
• Most/least effective teaching strategies
• Course adoption rates

4. Subject Performance

Subject Breakdown

├── Mathematics: 450 students, 85% avg mastery

├── Science: 380 students, 88% avg mastery

├── English Language Arts: 450 students, 82% avg mastery

└── Social Studies: 320 students, 90% avg mastery

5. Time-Based Analytics

• Daily active users
• Peak usage times
• Weekly engagement trends
• Monthly progress reports
• Year-over-year comparisons

Teacher Analytics (Subject-Specific)

What teachers see (ONLY for their assigned subjects):

1. My Students Overview

Mrs. Johnson’s Mathematics Class

├── Total Students: 25

├── Average Mastery: 87%

├── Completion Rate: 94%

├── Students Needing Help: 3

└── Course Progress: Unit 3 of 8

2. Individual Student Progress

• Student name and grade
• Courses completed
• Current course progress
• Mastery scores per lesson
• Time spent on each topic
• Number of retakes needed
• Areas of struggle

3. Lesson Performance

Lesson: Introduction to Fractions

├── Students Completed: 23 of 25

├── Average Score: 88%

├── Mastery Rate: 78% (score ≥ 80%)

├── Average Retakes: 1.4

└── Common Mistakes: [Identified problem areas]

4. Student Comparisons

• Class average vs individual students
• Identify students performing above/below average
• Track improvement over time
• Spot patterns (entire class struggles with specific topic)

Important: Teachers ONLY see analytics for subjects they teach. Mrs. Johnson (Math) cannot see Science analytics for her students, even if the same students are enrolled in Science with another teacher.

Student Analytics (Self-View)

What students see (only their own data):

1. My Progress Dashboard

Sarah’s Dashboard – Grade 5

├── Courses Enrolled: Math, Science, ELA

├── Overall Progress: 67% Complete

├── Mastery Score: 85%

└── Time This Week: 4.5 hours

2. Course Progress

• List of enrolled courses
• Completion percentage per course
• Current lesson
• Next lesson to complete
• Estimated time to finish course

3. Recent Activity

Recent Lessons

├── Fractions Review → 95% (Mastery!) ✓

├── Adding Fractions → 78% (Retake recommended)

├── Multiplying Fractions → In Progress

└── Dividing Fractions → Not Started

4. Achievements & Milestones

• Courses completed
• Mastery achievements (scored 80%+)
• Learning streaks (days in a row)
• Total time spent learning

Understanding Mastery

Our mastery system uses an 80% threshold:

Score 80% or higher = Mastery Achieved ✓

• Student demonstrated understanding
• Can move to next lesson
• Counts as “mastered” in analytics
• Shows as green/completed

Score below 80% = Not Yet Mastered

• Student needs more practice
• Encouraged to retake lesson
• Counts as “in progress”
• Shows as yellow/needs review

Unlimited Retakes:

• Students can retake lessons as many times as needed
• No penalty for retakes
• Best score counts
• Focus on learning, not testing

Example:

Sarah’s Progress: Introduction to Fractions

├── Attempt 1: 72% (Not mastery)

├── Attempt 2: 78% (Not mastery)

└── Attempt 3: 85% (Mastery achieved!) ✓

Final Score: 85% (3 attempts)

Status: Mastered

Tracking Metrics Explained

1. Completion Rate

• Formula: (Lessons Completed ÷ Lessons Started) × 100
• Example: Student started 20 lessons, completed 18 = 90% completion rate
• Good benchmark: 85%+ completion rate
• Low completion may indicate: Too difficult, lack of engagement, technical issues

2. Average Score

• Formula: Sum of all lesson scores ÷ Number of lessons
• Includes all attempts (uses best score per lesson)
• Benchmark: 80%+ indicates grade-level proficiency
• Tracks improvement over time

3. Mastery Count

• Total lessons where student scored 80%+
• Shows absolute number (not percentage)
• Example: “Student has mastered 42 of 50 lessons”
• Useful for tracking progress toward curriculum goals

4. Average Retakes

• Formula: Total retakes ÷ Number of lessons
• Example: 30 retakes across 20 lessons = 1.5 avg retakes
• Benchmark: 1-2 retakes is normal
• High retakes (3+) may indicate: Need for intervention, content too difficult

5. Time to Completion

• Tracks how long students take to complete lessons
• Measured from lesson start to lesson end
• Includes video watch time + assessment time
• Benchmark varies by lesson length
• Useful for: Identifying struggling students, planning schedules

6. Video Watch Time

• Tracks time spent watching video lessons
• Separate from assessment time
• Shows engagement with instructional content
• Low watch time + low scores = student skipping content

Exporting Analytics

Available export formats:

• 📊 Excel/CSV (for data analysis)
• 📄 PDF Reports (for sharing with parents/admin)
• 📈 Charts/Graphs (visual summaries)

What you can export:

• Student roster with scores
• Individual student progress reports
• Class-wide performance summaries
• Year-to-date analytics
• Custom date ranges

How to export:

1. Go to Analytics section
2. Select data you want (student, class, organization)
3. Choose date range
4. Select format (Excel, PDF, etc.)
5. Click “Export”
6. Download file

Uses for exported data:

• Share with parents during conferences
• Report to district administration
• Track student progress over time
• Identify intervention needs
• Demonstrate learning outcomes

Understanding Content Visibility

You have complete control over what content your students can access. 

This allows you to:

• Pace learning appropriately
• Hide advanced content until students are ready
• Skip content that doesn’t fit your curriculum
• Customize for different student needs

Three Levels of Content Control

Level 1: Organization-Wide (Administrator)

You can hide content for everyone in your organization:

• Hides from all teachers and students
• Overrides teacher settings
• Useful for: Content not aligned with your curriculum, inappropriate material

Example:

Admin hides: “Advanced Calculus” course

Result: No teacher can assign it, no student can see it

How to do it:

1. Go to Content Management
2. Browse courses/lessons
3. Find content to hide
4. Click “Hide Organization-Wide”
5. Confirm

To unhide:

• Same process, click “Make Visible”

Level 2: Teacher Global (All Students)

Teachers can hide content for all their students:

• Affects only their enrolled students
• Does not affect other teachers’ students
• Useful for: Pacing lessons, skipping covered material

Example:

Mrs. Johnson hides: “Dividing Fractions” lesson

Result: 

– All of Mrs. Johnson’s students cannot see it

– Mr. Smith’s students (different teacher) can still see it

How teachers do it:

1. Go to their course catalog
2. Find lesson/course
3. Click “Hide from All My Students”
4. Confirm

Level 3: Student-Specific (Individual)

Teachers can hide content for individual students:

• Affects only one specific student
• Useful for: Differentiated instruction, accommodation plans, individual pacing

Example:

Mrs. Johnson hides “Advanced Word Problems” for Sarah only

Result:

– Sarah cannot see this lesson

– All other students in Mrs. Johnson’s class can see it

How teachers do it:

1. Go to student’s profile
2. View their course list
3. Find specific lesson
4. Click “Hide from This Student”
5. Confirm

Content Visibility Hierarchy (Priority Order)

When different levels conflict, this is the priority:

1. Organization-Wide (highest priority) 
• If admin hides content, it’s hidden for everyone
• Teacher cannot override this
2. Teacher Global
• If teacher hides content, it’s hidden for all their students
• Unless admin already hid it
3. Student-Specific (lowest priority) 
• If teacher hides for one student, only that student affected
• Unless admin or teacher already hid globally

Example scenario:

Course: “Algebra Basics”

Admin setting: Visible (no restriction)

└─ Mrs. Johnson setting: Hide from all students

   └─ Sarah’s setting: [Doesn’t matter, already hidden by teacher]

Result: Sarah cannot see it (teacher setting applies)

But if Admin later hides it organization-wide:

Admin setting: Hidden organization-wide

└─ [All other settings don’t matter]

Result: No one in organization can see it

Pre-Loaded Curriculum

All content is already in the system:

• ✅ Complete K-12 curriculum
• ✅ Math, Science, ELA, Social Studies, and Technology
• ✅ All lessons for each grade level
• ✅ Aligned to national and state educational standards

You don’t need to upload or create content. Everything is ready to use immediately.

Your role is to:

• Decide what to show students
• Control pacing and sequencing
• Hide content that doesn’t fit your needs
• Make content visible when students are ready

Managing Course Assignments

Teachers assign courses to students:

Method 1: Assign to All Students

1. Teacher goes to course catalog
2. Selects course (e.g., “5th Grade Math Unit 1”)
3. Clicks “Assign to All Students”
4. All enrolled students see it immediately

Method 2: Assign to Individual Students

1. Teacher goes to student’s profile
2. Clicks “Assign Course”
3. Selects course from list
4. Student sees it in their dashboard

Method 3: Auto-Assign by Grade Level

• System automatically shows all courses for student’s grade
• Teacher can then hide specific courses as needed
• Most common method (least manual work)

Content Reporting

Track which content is being used:

Administrator View:

Content Usage Report

├── Most Assigned Courses

│   1. Grade 5 Math (12 teachers, 230 students)

│   2. Grade 5 Science (10 teachers, 198 students)

│   3. Grade 5 ELA (11 teachers, 210 students)

├── Least Used Courses

│   └── Advanced Physics (0 teachers, 0 students)

└── Hidden Content

    ├── Organization-wide hidden: 3 courses

    └── Teacher-level hidden: 47 courses

Teacher View:

• See which courses they’ve assigned
• Track student engagement per course
• View completion rates per course

How Grade Levels Work

Grade levels in our platform:

• K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12
• Each grade has complete curriculum
• Students see content for their grade level
• Teachers can teach multiple grade levels

Who Can Change Grade Levels

Enrolled Students:

• ❌ Cannot change their own grade level
• ✓ Teacher changes it for them
• Reason: Ensures appropriate content access

Individual Learners:

• ✓ Can change their own grade level anytime
• Access changes immediately
• Reason: Self-directed learning, they control their pace

Teachers:

• ✓ Can change any enrolled student’s grade level
• Takes effect immediately
• Student sees content for new grade

Changing Student Grade Levels

When to change:

• Student advances to next grade (end of year)
• Student needs different level content (differentiation)
• Student transferred from different grade
• Correcting initial enrollment error

How to change:

As Teacher:

1. Go to student roster
2. Find student
3. Click “Edit Student”
4. Select new grade level from dropdown
5. Save changes

What happens:

• Student immediately sees content for new grade
• Previous grade content becomes hidden
• Progress on old grade is preserved (not deleted)
• Analytics update to show new grade

As Administrator:

• Same process
• Can change grade for any student in organization
• Useful for bulk updates at year-end

Grade Progression at Year-End

End of school year scenario:

Option 1: Bulk Grade Advancement

Current: All students in Grade 5

Action: Administrator selects “Advance All Grade 5 to Grade 6”

Result: All Grade 5 students become Grade 6 students

Option 2: Teacher-by-Teacher

• Each teacher advances their own students
• More control over who advances
• Can hold back students who need review

Option 3: Individual Advancement

• Advance students one at a time
• Most time-consuming
• Best for small numbers

What happens to content:

• Old grade content becomes inaccessible
• New grade content appears
• All progress data preserved for records

Multi-Grade Teachers

Some teachers teach multiple grade levels:

Example:

Mrs. Johnson teaches:

├── 4th Grade Math (15 students)

├── 5th Grade Math (20 students)

└── 6th Grade Math (18 students)

How this works:

• Mrs. Johnson selects which grades she teaches (during onboarding or in settings)
• Can invite students into any of her grade levels
• Sees students organized by grade in her roster
• Analytics separated by grade level

Teacher Dashboard View:

My Students (53 total)

├── Grade 4 Math (15 students) – 82% avg mastery

├── Grade 5 Math (20 students) – 87% avg mastery

└── Grade 6 Math (18 students) – 84% avg mastery

Grade Change Request Workflow

Special case: When teachers need to change their own grade level settings (for their teaching), this requires administrator approval if they have active students.

Scenario:

Mrs. Johnson currently teaches Grade 5 Math with 25 students

Mrs. Johnson wants to switch to teaching Grade 6 Math next year

Process:

1. Mrs. Johnson submits “Grade Change Request”
2. Administrator receives notification
3. Administrator reviews:
• How many students affected
• Who will take over those students
• When change should happen
4. Administrator assigns replacement teacher for Grade 5 students
5. Once students reassigned, Mrs. Johnson can teach Grade 6

Why this process?

• Prevents students from losing access to their teacher mid-year
• Ensures smooth transitions
• Protects student learning continuity

Guide 1: School Administrator – Initial Setup

Time required: 30-45 minutes

Step 1: Create Your Administrator Account (5 min)

1. Go to americandigitaledu.com
2. Click “Sign Up”
3. Choose “Sign in with Google” or email/password
4. Select role: “Administrator”
5. Choose: “Create New Organization”
6. Enter school information:
• District name
• School name
• City, State, ZIP
7. Complete registration
8. Verify email (if using email/password)

Step 2: Invite Your First Teacher (5 min)

1. Go to “Teachers” section
2. Click “Invite Teacher”
3. Enter teacher’s email
4. Click “Send Invitation”
5. Teacher receives email with link

Step 3: Purchase Licenses (10 min)

1. Go to “Licenses” section
2. Click “Purchase Licenses”
3. Choose:
• License type: Teacher
• Quantity: 5 (or your number of teachers)
• Billing cycle: Annual (best value)
4. Enter payment method or request PO
5. Complete purchase

Step 4: Assign Teacher Licenses (5 min)

1. Go to “Teachers” section
2. Find teacher who accepted invitation
3. Click “Assign License”
4. Repeat for each teacher

Step 5: Purchase Student Licenses (10 min)

1. Go to “Licenses”
2. Click “Purchase Licenses”
3. Choose:
• License type: Student
• Quantity: (your student count)
• Billing cycle: Annual
4. Complete purchase

Step 6: Configure Settings (5 min)

1. Go to “Settings”
2. Review organization details
3. Set preferences:
• Email notifications
• Analytics reports frequency
• Content visibility defaults
4. Save settings

✓ Setup Complete! Teachers can now invite students and start teaching.

Guide 2: Independent Teacher – Getting Started

Time required: 20-30 minutes

Step 1: Create Your Account (5 min)

1. Go to americandigitaledu.com
2. Click “Sign Up”
3. Select role: “Teacher”
4. Choose: “Create New Organization”
5. Enter your program information:
• Organization name (e.g., “Smith Tutoring”)
• Program name (e.g., “Math Academy”)
• Location
6. Select subjects you teach
7. Complete registration

Step 2: Explore the Platform (5 min)

1. Take platform tour (if offered)
2. Review course catalog for your grade(s)
3. Check out video lessons
4. Review analytics dashboard

Step 3: Invite Your First Student (5 min)

1. Go to “My Students”
2. Click “Invite Student”
3. Enter student email
4. Select grade level
5. Select subject(s)
6. Send invitation

Step 4: Set Up Student License (5 min)

1. When student accepts invitation:
2. You’ll see prompt: “Assign license to [student]”
3. Choose:
• Purchase now (credit card)
• Request PO
• Assign from existing pool
4. Complete license assignment

Step 5: Assign First Course (5 min)

1. Go to student’s profile
2. Click “Assign Course”
3. Select appropriate course for grade level
4. Student can immediately start learning

✓ You’re Ready! Students can now access lessons.

Guide 3: Teacher Joining Existing School

Time required: 15-20 minutes (includes approval wait time)

Step 1: Find Your School (5 min)

1. Go to americandigitaledu.com
2. Click “Sign Up”
3. Select role: “Teacher”
4. Choose: “Join Existing Organization”
5. Search for your school:
• Enter district name
• Enter school name
• Enter city and state
6. Click “Search”

Step 2: Request to Join (5 min)

1. Find your school in results
2. Click “Request to Join”
3. Enter verification information:
• Your name and role
• Employee ID (if applicable)
• Contact information
• Any other relevant details
4. Select subjects you teach
5. Submit request

Step 3: Wait for Approval (Variable)

• Administrator receives notification
• They review your request
• Approval typically within 24-48 hours
• You receive email when approved

Step 4: After Approval – Log In (5 min)

1. Check email for approval notification
2. Click link to log in
3. Complete profile if needed
4. Review your dashboard

Step 5: Get License Assigned (Variable)

• Contact administrator to assign teacher license
• OR purchase your own license
• Once licensed, you can invite students

✓ Ready to Start! Start inviting students.