School Administration: Oversight, Compliance & AI Governance

Running AI tools in a school requires governance. Qwizflow's School Admin dashboard gives principals and IT coordinators a single pane of glass to manage teachers, set school-wide AI policies, configure cohort-keyed daily usage caps, monitor voice budgets, and generate compliance evidence — 15+ features, with a full audit trail and Australian data residency.

On the student side, the AI experience is anchored by a single front door — the Owl Tutor, a floating chat any student can open from any page. Governance-wise this changes nothing you need to manage differently: it is a dispatcher, not a new AI feature. Every per-feature parental consent gate, every cohort-keyed daily usage cap, every safeguarding flag rule, every sub-processor register entry and every Australian data residency commitment still applies to whatever a student asks for through the chat. School admins keep aggregated-only visibility (you never see chat transcripts), and short PII-scrubbed conversation summaries are retained for 90 days before auto-expiring.

School Management — Your Admin Command Centre

School Overview Dashboard. At-a-glance statistics for the whole school: total students, active teachers, classrooms, engagement rate, AI feature adoption, and weekly activity trends.

Teacher Management and Approval. Invite teachers via secure invite codes, review pending registrations before access is granted, see each teacher's classrooms and activity, and remove or reassign as needed.

School-Wide AI Policies. Default AI feature policies cascade to all classrooms. Teachers can further restrict within their classrooms but cannot override school policy to enable a feature you have disabled.

School Settings. Configure your school's name, timezone, academic calendar, notification preferences, default content level, and onboarding flows.

Safeguarding Counsellor Configuration. Name the school counsellor (name, email, phone) who receives every escalated safety flag, plus the "notify parent on escalate" preference. A configured counsellor is a prerequisite for teachers to escalate any flag — without it, escalations are blocked with a clear error.

Compliance and Monitoring — Stay Audit-Ready

Compliance Reporting. Generate compliance reports covering active AI features, consent management, data residency confirmation (Australia), the sub-processor register, incident response history, and privacy impact assessment evidence — ready for DET review at any time.

Per-Feature Sub-Processor Register. Beyond the Privacy Policy's provider list, the dashboard shows which AI provider handled which feature — quiz generation, Socratic tutoring, Live Tutor, Discussion Mode, Read Aloud — each with provider, region, and PII-handling commitment in plain language.

AI Health Dashboard. Response times, error rates, rate-limit status, and cost tracking for the AI services your school uses.

API Usage Monitoring. Usage analytics by user, feature, and time period — useful for budget planning and capacity management.

AI Usage Caps and Voice Budgets — Predictable Cost, Predictable Behaviour

Cohort-Keyed Daily AI Usage Caps. Each cohort — student under-13, student 13–15, student 16+, teacher, parent — has a configurable daily cap on text messages, image generations, and voice minutes. Defaults are deliberately conservative (under-13 students get the lowest voice budget). Students see a battery chip showing what's left, plus a soft-block panel offering offline alternatives.

Unified Voice Budget (Live + TTS). Live voice tutoring and Read Aloud draw from a single "voice seconds" pool per student per day, so heavy use of one does not surprise-cap the other. Resets at midnight Australia/Melbourne local time.

Edit Caps Without a Deploy. Caps live in a single live-config document — change a limit and the new value is picked up within 60 seconds, with no code change or maintenance window.

Tools and Intelligence — Make Informed Decisions

Feedback Intelligence Dashboard. All student and teacher feedback in one place, automatically categorised by AI so you can prioritise.

Responsive Design Preview. Preview the platform across desktop, tablet, and mobile before rolling out to students.

Trust and Safety Built Into Every Layer

Australian Data Residency. All student data is stored in Australia (Melbourne region) with Point-in-Time Recovery (7-day window), delete protection, and daily automated backups.

Role-Based Access Control. Four roles — Student, Parent, Teacher, School Admin — with strict boundaries: teachers see aggregated analytics, parents see their own children only, students see only their own data. No lateral access.

Enterprise Security Posture. TLS 1.3 encryption, Content Security Policy headers, rate limiting (100 requests per minute per user), PII scrubbing before AI processing, monthly security scans, and incident response procedures aligned to NIST SP 800-61.

FAQ

What does the Qwizflow School Admin dashboard cover?

Teacher management and approval, school-wide AI policies, safeguarding counsellor configuration, cohort-keyed daily AI usage caps and voice budgets, AI health and usage monitoring, the per-feature sub-processor register, and one-click compliance reporting.

Can teachers override school-wide AI policies?

No. Policies cascade to all classrooms — teachers can further restrict within their own classrooms, but they cannot enable a feature the school has disabled.

How do daily AI usage caps work in a school?

Caps are keyed per cohort (student under-13, 13–15, 16+, teacher, parent) across text, image and voice pools, with conservative defaults. They are edited in a live-config document that takes effect within 60 seconds — no deployment — and reset at midnight Australia/Melbourne local time.

Where is school data stored and how is it protected?

In Australia (Melbourne region), with Point-in-Time Recovery over a 7-day window, delete protection, daily automated backups, TLS 1.3 encryption, CSP headers, per-user rate limiting, and PII scrubbing before any AI processing.

What goes into a Qwizflow compliance report?

Which AI features are active, how consent is managed, Australian data-residency confirmation, the sub-processor register, incident response history, and privacy impact assessment evidence — generated at the click of a button.