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Admin Manual

Teacher Effectiveness Preparation
Administrator Guide

Operational guidance for managing users, roles, programs, documents, email events, forms, payments, and reports.

Administrative Responsibilities

Administrators manage the data and workflows that make each organization portal work. Core responsibilities include:

Organization settingsUsers & rolesProgram setup Courses & schedulesDocument typesEmail events FormsPaymentsReports Data conversionMenu management

Organization Setup

When creating a new organization, verify the following are configured correctly:

  • Organization name, abbreviated name, and subdomain
  • Default county and state
  • Portal URL
  • Password and MFA settings
  • Document storage settings
  • Allowed upload file types and sizes
  • Email sender settings
  • Required roles
  • Super Admin or System Admin user
  • Lookup and reference tables
  • Menu items

For root-domain portal lookup, add the organization to the central site directory after setup.

User Management

Admins can create, modify, activate, deactivate, and delete users based on their permission level.

  • Confirm the user belongs to the correct organization
  • Assign only the roles the user actually needs
  • Confirm email address and username before saving
  • Review active/inactive status
  • Use password reset workflows rather than manually sharing passwords

Roles and Portals

TEP is role-driven. A user may hold more than one role, and each role exposes a different portal view.

System AdminSuper AdminAdmin CandidateInstructorMentor Field SupervisorSite AdministratorInfoSession Designated Subject rolesInduction rolesEducator Pathways roles

Troubleshooting portal access

  1. Confirm the user’s role assignment is correct.
  2. Confirm menu records exist for that role.
  3. Confirm the user’s active menu preference is set.
  4. Confirm the target controller/action is authorized for the role.

Program and Course Setup

Program setup typically includes program categories, cohorts, tracks, courses, schedules, registration availability, required documents, and tuition schedules when applicable.

Before opening registration, verify schedules, capacities, costs, tuition rules, email events, and document requirements.

Documents

TEP supports document upload, review, approval, and rejection workflows.

  • Keep document types clear and role/program specific
  • Use rejection comments when sending documents back for revision
  • Confirm Azure Blob storage is enabled where appropriate
  • Monitor migration status when moving documents from database storage to Azure Blob

Email Events

Email events connect system actions to email templates. Each event record includes:

  • Authorized sender email
  • Email content and subject
  • Event mapping to a system trigger
  • Attachments, if any
  • CC/BCC rules
  • Active, archived, and deleted status

If SendGrid errors occur, check sender verification, API key permissions, suppression lists, and delivery history logs.

Forms

  1. Build form fields and mark required ones.
  2. Test form submission with a sample entry.
  3. Confirm uploaded documents are stored correctly.
  4. Review submitted responses through the admin interface.

Payments

Payment setup may include payment types, payment methods, payment statuses, tuition schedules, payment categories, and installment rules.

Before using payment workflows in production, test with a known candidate and verify that status changes are visible to the correct admin roles.

Conversion

  1. Confirm the conversion file definition matches the target schema.
  2. Validate all required fields in the source data.
  3. Run a small test file first.
  4. Review all conversion messages before proceeding.
  5. Correct source data issues before large imports.
  6. Keep source files for audit purposes.

Induction Administration

  • Teacher registrations and pathway status (Year 1, Year 2, ECO)
  • Mentor assignments
  • District lead access configuration
  • District and school associations
  • MOU and checklist workflows

District leads may have access to multiple districts or schools — review assignments carefully to avoid unintended access.

Designated Subject Administration

  • Candidate applications and credential categories
  • Requirements and checklists
  • Submitted document review
  • Application approval or rejection with comments
  • Related reporting

Reports

If a report looks wrong, check the following before escalating:

  • Organization filters applied correctly
  • Active/deleted/archive flags for records
  • Role assignments for the records shown
  • Program, cohort, and schedule data completeness
  • Imported records with missing IDs or mismatched references

Security and Maintenance

  • Review Serilog error logs regularly
  • Keep recent logs available for investigation; clean by retention policy, not bulk deletion
  • Monitor failed login and lockout activity
  • Confirm MFA is configured correctly for sensitive roles
  • Keep Key Vault permissions as narrow as possible
  • Never store connection strings in source code or configuration files

New Environment Checklist

Use this checklist when provisioning a new tenant environment.

  1. Configure DNS and subdomain
  2. Configure Key Vault and connection string secret
  3. Apply database migrations or schema scripts
  4. Create the organization row in the central database
  5. Create System Admin or Super Admin user
  6. Populate lookup and reference tables
  7. Import menu items for all required roles
  8. Configure email sender and security alerts
  9. Configure document storage (Azure Blob)
  10. Test login, menu access, document upload, email, and reports
  11. Add the organization to the central site directory