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Organization administrator guide

Use institution workshop tools

Review aggregate outcomes, manage institution policies, and maintain approved lesson graphics.

For verified adults with a current approved institution administrator role in the workshop workspace. Production classroom teacher invitations and approvals use a separate institution administrator account and guide.

What you will learn

  • Choose the institution and review privacy-safe evidence
  • Understand connector and privacy policy controls
  • Upload, review, approve, replace, and restore lesson graphics
  • Recognize missing access, withheld data, and version conflicts

Open your institution center

  1. Sign in with your approved workshop account

    Open the institution center. If it says Institution administrator sign-in required, choose Sign in and complete workshop staff sign-in.

    Your account needs a current, approved institution administrator assignment. After sign-in, return to the institution center if another staff page opens.

    The signed-out screen explains the account required for institution workshop tools.

    The signed-out screen explains the account required for institution workshop tools.

    Institution center requesting an approved institution administrator sign-in.

  2. Choose the institution

    Under Institution and aggregate filters, check Institution. All evidence and changes belong to that selected workspace.

    Use Implementation, Integrations, Privacy, Accessibility, and Graphic management at the top to move to a task.

    Confirm the institution before reading evidence or saving a policy.

    Confirm the institution before reading evidence or saving a policy.

    Authorized institution center with institution and aggregate filters.

If you get stuck

I see No authorized institution workspace.

Your signed-in account has no current approved institution assignment. Ask the person responsible for your organization’s access to check it. A production teacher-access administrator account is a separate account context.

Review aggregate workshop evidence

  1. Apply a useful filter

    Choose a Class or keep All authorized classes. Add only the grade band, Activity ID, mission family, STEAM category, and date range you need. The end date is exclusive and dates are shown in UTC.

    Choose Apply aggregate filters. Check the displayed time window and minimum reportable cell before reading Implementation and learning outcomes. Class selection is paginated; use the class page controls if more groups are available.

  2. Recognize a withheld result

    Aggregate withheld for privacy means too few distinct participating learners match the filter. No partial metrics or learner rows are shown.

    Use a broader legitimate reporting period or class selection when appropriate. Do not interpret a withheld result as zero activity. For reportable results, read counts and eligible-project denominators alongside percentages.

    Small groups produce a clear privacy notice instead of misleading empty metrics.

    Small groups produce a clear privacy notice instead of misleading empty metrics.

    Aggregate withheld for privacy notice explaining the minimum learner count.

Review connector policies and mappings

  1. Check each connector’s policy

    Open Integrations and choose the relevant SSO, roster, LMS, or gradebook card. Read State and Least-privilege scopes.

    Provider configuration key is a non-secret adapter name. Choose Disabled, Configured, or Paused and only the scopes needed for the approved integration. Save connector policy records the selected policy; check its saved notice before proceeding.

    The saved policy is specific to one connector and institution. Saving a policy does not itself create external accounts.

    The saved policy is specific to one connector and institution. Saving a policy does not itself create external accounts.

    Connector policy card with provider key, state, scopes, mapping controls, and saved notice.

  2. Prepare the mapping

    Expand Validate or apply a stable-ID mapping. Enter the Connector receipt ID, Direction, Object kind, External stable ID, and Existing local opaque ID supplied by your integration process.

    A mapping uses existing authorized local records. Names and email addresses are rejected, and the connector must be Configured for the mapping controls to run.

    The mapping form distinguishes validation from applying a change.

    The mapping form distinguishes validation from applying a change.

    Expanded stable-ID mapping form with validation mode and required fields.

  3. Validate before applying

    Keep Mode at Validate only and choose Validate mapping. Read the result and resolve any conflicts.

    A Validated receipt reports new, unchanged, and conflicting mappings. Validation has not yet applied new mappings. The form clears the two object IDs after a result; enter them again for the next action.

    A validated local mapping gives a receipt before you apply it.

    A validated local mapping gives a receipt before you apply it.

    Roster mapping validation receipt showing zero conflicts in a synthetic class example.

  4. Apply the verified mapping

    When the target and validation result are correct, enter a new Connector receipt ID for the apply operation and re-enter the same object IDs. Choose Apply mappings and then Apply safe mapping.

    There is no separate confirmation dialog. Check the Applied receipt and conflict count. Repeating a mapping that already matches can report it as unchanged.

    The applied receipt confirms the local mapping outcome; it does not claim an external vendor sync.

    The applied receipt confirms the local mapping outcome; it does not claim an external vendor sync.

    Applied roster mapping receipt with zero conflicts for a synthetic existing class.

If you get stuck

Validate mapping is disabled.

Check the connector state. Mapping controls require Configured. Do not enable a connector merely to clear a disabled control; first confirm the intended integration policy.

A save reports a conflict or failure.

Read the result, reload the current institution policy, and compare it with the intended change before retrying. Do not assume a connector is active from an unsaved selection.

Maintain privacy and accessibility controls

  1. Review and save institution policy

    Open Privacy. Read the open, overdue, and fulfilled request counts and the purpose of each Institution policy control.

    Change only the controls you intend and choose Save privacy policy. Wait for Institution privacy controls saved and audited. These controls narrow access; they do not bypass consent or audience rules. Disabling media evidence also disables audio evidence.

    Saving applies the selected policy without a separate confirmation dialog. Review all selections first. A later authorized save can change the policy again; this is not an undo of previously completed requests.

    Privacy choices and their effects are written beside each control.

    Privacy choices and their effects are written beside each control.

    Privacy Center with request totals, institution policy checkboxes, saved notice, and data inventory.

  2. Read the evidence and procurement boundaries

    Continue through the privacy inventory to see what is collected, why, retention, and the available control. Export and deletion follow separate verified request workflows; this screen does not delete a child’s data.

    Open Accessibility for the available accessibility and procurement evidence. Read its status and scope before using it in an institutional review.

    Use the current evidence and its stated limits for your institution’s review.

    Use the current evidence and its stated limits for your institution’s review.

    Institution accessibility and procurement section with evidence and review boundaries.

Upload and review a lesson graphic

  1. Create a draft with an accessible description

    Choose Graphic management, then confirm Institution. Under Upload a new graphic, fill Slug, Title, STEAM category, and Description.

    For an informative graphic, supply Concise alt text and a Long description that explain the learning content. Mark a graphic decorative only when it conveys no necessary information.

    Choose the Primary SVG file and any supported variants, then choose Validate and preview. Inspect the actual picture and written alternative before saving.

    Validate and preview checks the selected file before Save draft graphic persists it.

    Validate and preview checks the selected file before Save draft graphic persists it.

    Graphic upload form filled with a synthetic angle illustration and its validated local preview.

  2. Save the draft and approve the reviewed version

    Choose Save draft graphic. Wait for the saved notice, select the graphic in the library, and inspect Preview and version history.

    Use Light or Dark and Preview size to check the stored image. Read its description and Immutable version history. An unapproved current version shows Review.

    After your review, choose Approve for that version. There is no extra confirmation dialog. Confirm the version is approved before assigning it.

    A saved draft is still awaiting approval.

    A saved draft is still awaiting approval.

    Stored graphic preview and immutable version history with the current version awaiting approval.

  3. Confirm approval

    Check that the current preview says approved and the version-history state is Approved. Approval makes that version available for assignment; it does not silently replace existing pinned lesson graphics.

    Approved versions can be pinned to a lesson or Workshop Missions activity.

    Approved versions can be pinned to a lesson or Workshop Missions activity.

    Graphic preview and version history after approval.

If you get stuck

The SVG fails validation.

Read the validation result and correct the source file. Scripts, external references, embedded media, animation, and unbounded artwork are rejected. Preview the corrected file before saving.

Graphic management is unavailable.

Return to the institution center and confirm your current account and institution authority. Do not switch to a different role’s preview as a substitute for authorized access.

Replace or restore a graphic

  1. Create a reviewed replacement

    Select the graphic and open Create a replacement version. Supply the revised metadata and SVG, or choose Keep the current SVG bytes and version only the metadata for a description-only update.

    Choose Save replacement for review. Existing assignments retain their pinned approved versions. Inspect and approve the new current version before deliberately assigning it.

    Replacement creates another version; existing lesson assignments remain pinned.

    Replacement creates another version; existing lesson assignments remain pinned.

    Graphic version history showing a new current version in review and an older approved version with Restore.

  2. Restore an earlier approved version if needed

    In Immutable version history, choose Restore beside the earlier approved version. This immediately makes it current again; there is no separate confirmation dialog.

    Check the current version and approved label after the result. The newer version remains in history. Restoring the library’s current version does not silently repin existing assignments.

    The current preview confirms which stored version was restored.

    The current preview confirms which stored version was restored.

    Graphic preview after restoring the earlier approved version as current.

Pin an approved graphic to its lesson

  1. Check the target and save the assignment

    Under Assign an approved graphic, choose Target type and enter the Stable target ID for the existing lesson or Workshop Missions activity. Choose Check current assignment and review Expected revision.

    Choose Approved graphic and Approved version, then choose Pin approved version. Wait for the notice that the approved version is now pinned to the target.

    The save applies immediately without an extra confirmation dialog. To change an assignment later, check its current revision and deliberately pin the intended approved version again. There is no remove-assignment control on this page.

    Check the existing target before pinning an approved version.

    Check the existing target before pinning an approved version.

    Assign an approved graphic form with target type, stable ID, current-assignment check, and approved version choices.

  2. Confirm the pinned result

    Check the saved notice and the selected graphic’s assignment count. Keep the target and version in your review record so another administrator can identify the intended artwork.

    The successful pin is visible in the receipt and selected graphic’s assignment count.

    The successful pin is visible in the receipt and selected graphic’s assignment count.

    Graphic management showing the saved pinned-version notice and one assignment on the selected graphic.

If you get stuck

The target or expected revision is rejected.

Check the stable target ID and selected institution. Reload and choose Check current assignment again to review changes made by another administrator before retrying.

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