School Administration: Oversight, Compliance & AI Governance

Running AI tools in a school requires governance. Qwizflow's School Admin dashboard gives principals and IT coordinators one place to manage teachers, set school-wide AI policies, run the school's own content library and learning paths, see school-wide AI use in aggregate, and produce compliance evidence — with learning records stored in Australia.

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 AI allowance, every safeguarding flag rule and every data-storage 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 conversation summaries are kept for 90 days before they expire.

School Management — Your Admin Command Centre

School Overview. At-a-glance figures for the whole school — teachers, students, classrooms and engagement — beside pending teacher approvals, outstanding invites and recent activity.

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.

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.

Your School's Own Content

School Library. A private library your staff upload documents, links and media into, and your students read from in their School Library. Every upload is scanned before a student can open it.

School Paths. Build learning paths from your school library and give them to your students, so their topics come from your own material.

Compliance and Outcomes — Stay Audit-Ready

Compliance Report. One report on your school's posture: AI consent coverage, your safeguarding counsellor, pending teacher approvals, your ST4S registration, and where the school's AI content comes from.

Outcomes. A KPI row for your teachers and approvals, the school reports panel, and a board-ready PDF covering the school profile and compliance posture, generated from data already on the dashboard.

School-Wide AI Use. AI use across the school in aggregate only — learners and staff in separate sections, never a per-learner row — with a stamp showing when the figures were last worked out.

AI Allowances — Predictable for Every Learner

Allowances Set by Qwizflow. Every learner gets a free AI allowance each month — enough for about 40 new quizzes — that starts again at the beginning of each month, plus a separate daily read-aloud allowance that is smallest for the youngest learners. Qwizflow sets these allowances; a school does not edit them.

Visible to Students. Students see a battery chip in their hub showing what is left for text, pictures and voice, so running low is never a surprise.

Tools — Before You Roll Out

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

Trust and Safety Built Into Every Layer

Learning records stored in Australia. Student learning records are 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.

Security Posture. TLS 1.3 encryption, Content Security Policy headers, rate limiting (100 requests per minute per user), and email addresses and phone numbers, and names written behind a label, are masked before any AI call.

FAQ

What does the Qwizflow School Admin dashboard cover?

Teacher management and approval, school-wide AI policies, safeguarding counsellor configuration, the school library and school paths, school-wide AI use in aggregate, outcomes with a board-ready PDF, and a compliance report.

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 AI allowances work in a school?

Qwizflow sets them, and a school does not edit them. Every learner gets a free AI allowance each month that starts again at the beginning of each month, plus a separate daily read-aloud allowance, and students can see what is left in their hub.

Where is school data stored and how is it protected?

Learning records are stored in Australia (Melbourne region); sign-in runs on Firebase Authentication in the United States, and AI requests go to Google's global endpoints. Learning records have Point-in-Time Recovery over a 7-day window, delete protection, daily automated backups, TLS 1.3 encryption, CSP headers and per-user rate limiting, and email addresses and phone numbers, and names written behind a label, are masked before any AI call.

What goes into a Qwizflow compliance report?

AI consent coverage, your safeguarding counsellor, pending teacher approvals, your ST4S registration, and where the school's AI content comes from.