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Managing Students
Yubraj977 edited this page Oct 20, 2025
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1 revision
Complete guide to enrolling, tracking, and supporting students in AI Education Pilot.
- Student Enrollment
- Viewing Student Information
- Tracking Progress
- Managing Submissions
- Communication
- Bulk Operations
- Student Analytics
- Intervention Strategies
How it works:
- You create a module → receive 6-digit access code
- Share code with students
- Students visit
/joinpage - Enter access code → automatically enrolled
Steps to share code:
- Go to module dashboard
- Copy access code from top banner
- Share via:
- Class announcement
- LMS post
- Written on board
Example message to students:
Join the "Introduction to Python" module:
1. Go to: https://your-pilot-instance.com/join
2. Enter code: ABC123
3. Create an account or sign in
Generate link:
https://your-domain.com/join/ABC123
Share link:
- Email to student list
- Post in LMS
- Add to syllabus
- QR code for physical handouts
Add individual student:
- Go to module dashboard → Students tab
- Click + Add Student
- Search by:
- Email address
- Username
- Student ID
- Select student
- Click Add to Module
Student receives:
- Email notification (if enabled)
- Module appears in their dashboard
Prepare CSV file:
email,first_name,last_name,student_id
john@example.com,John,Doe,12345
jane@example.com,Jane,Smith,12346
alice@example.com,Alice,Johnson,12347Import steps:
- Go to Students tab
- Click Import Students
- Upload CSV file
- Preview import (review for errors)
- Choose options:
☑ Send welcome email ☑ Create accounts for new users ☐ Overwrite existing data - Click Confirm Import
Result:
- Accounts created (if needed)
- Students enrolled
- Welcome emails sent
If integrated with Canvas, Moodle, etc.:
- Link AI Pilot as external tool
- Students click link in LMS
- Automatically enrolled via LTI
See LMS Integration Guide for details.
Navigate to: Module Dashboard → Students
Table columns:
- Name
- Enrollment date
- Tests completed
- Average score
- Last active
- Status (Active, Inactive)
Sorting:
- Click column headers to sort
- Default: Alphabetical by last name
Filtering:
Filters:
Status: [All] [Active] [Inactive]
Performance: [All] [High] [Medium] [Low]
Engagement: [All] [Active] [At risk] [Inactive]
Search:
- Search by name, email, or student ID
- Real-time filtering
Access:
- Click on student name in list
- Opens detailed student profile
Information displayed:
Personal Info:
Name: John Doe
Email: john@example.com
Student ID: 12345
Enrolled: Jan 15, 2025
Last active: Feb 10, 2025
Performance Summary:
Tests completed: 8/10 (80%)
Average score: 85%
Highest score: 95% (Test 3)
Lowest score: 72% (Test 5)
Time spent: 12.5 hours
Recent Activity:
Feb 10, 2025 - Completed Test 8 (Score: 88%)
Feb 8, 2025 - Viewed Document: Chapter 5 Notes
Feb 5, 2025 - Submitted Test 7 (Score: 82%)
Feb 3, 2025 - Started Test 7
Module-wide progress:
Completion Rates:
Test 1: ████████░░ 80% (24/30 students)
Test 2: ███████░░░ 70% (21/30 students)
Test 3: ██████░░░░ 60% (18/30 students)
Average Scores:
Test 1: 82%
Test 2: 78%
Test 3: 85%
Individual progress:
Student: John Doe
Overall progress: 75% complete
Completed:
✓ Test 1 - 85% (Jan 20)
✓ Test 2 - 78% (Jan 27)
✓ Test 3 - 90% (Feb 3)
✓ Assignment 1 - 88% (Feb 5)
In Progress:
⏳ Test 4 - Started Feb 10
Not Started:
○ Test 5
○ Final Project
Generate report:
- Go to Analytics → Progress Reports
- Select:
Students: [All] or [Select specific] Date range: Last 30 days Include: ☑ Test scores ☑ Completion rates ☑ Time spent ☑ Engagement metrics - Click Generate Report
Export formats:
- PDF: For printing/sharing
- CSV: For Excel analysis
- JSON: For data processing
Timeline View:
Jan 15 |---[Test 1]---[Test 2]------[Test 3]---| Feb 15
85% 78% 90%
On track: ✓
Projected final score: 84%
Heatmap View:
Week 1 Week 2 Week 3 Week 4
Test 1 🟢 🟢 - -
Test 2 - 🟡 🟢 -
Test 3 - - 🔴 🟡
Engagement 🟢 🟢 🟡 🔴
🟢 High performance 🟡 Medium 🔴 Needs attention
All submissions for a test:
- Go to Tests tab
- Click on test name
- View Submissions section
Submission statuses:
- ✅ Graded: Complete with score
- ⏳ Pending: Submitted, awaiting grading
- 📝 In Progress: Started but not submitted
- ⭕ Not Started: Not attempted
Submission details:
Student: John Doe
Submitted: Feb 10, 2025 3:45 PM
Time taken: 42 minutes (of 60 allotted)
Score: 18/20 (90%)
Attempt: 1 of 2
Status: Graded ✅
Feedback: AI-generated feedback provided
Auto-graded questions:
- Multiple Choice, True/False → Instant grading
- No action needed
Manual grading required:
- Click on submission
- View student answers
- Grade each question:
Question 4 (Essay): Explain the water cycle. Student answer: [Student's essay text appears here] Rubric scoring: - Content accuracy: [0-5] → 4 - Depth of explanation: [0-5] → 5 - Organization: [0-5] → 3 - Grammar: [0-5] → 4 Total: 16/20 Feedback: "Good explanation of evaporation and condensation. Could improve discussion of transpiration." - Click Save Grade
AI-assisted grading:
- Click AI Analyze
- AI provides:
- Suggested score per rubric criterion
- Feedback draft
- Key strengths/weaknesses
- Review and adjust
- Save
Settings:
Late submission policy:
○ Not allowed
● Allowed with penalty
○ Allowed without penalty
Penalty: 10% per day late
Maximum days late: 3
Handling late submissions:
- Student submits after deadline
- System calculates penalty
- Score shown as:
Original: 85% → Adjusted: 75% - Override penalty if needed:
Reason for override: Medical emergency Adjusted score: 85% (no penalty)
Process:
- Student submits regrade request
- Appears in Pending Regrades section
- Review:
Student: Jane Smith Test: Midterm Exam Question: #5 (Essay) Original score: 12/20 Request reason: "I believe my answer covered all required points. The rubric shows 4 criteria, and I addressed each." Your options: [Review Submission] [Deny Request] [Adjust Grade] - Make decision
- Student notified
Use cases:
- Technical issue during test
- Incorrectly submitted
- Need to retake
Steps:
- Find submission
- Click Actions → Reset Submission
- Choose:
○ Delete current attempt (allow retake) ● Reset to draft (student can edit) ○ Reset all attempts ☐ Notify student via email ☐ Reset timer - Confirm
Send message to student:
- Go to student profile
- Click Send Message
- Compose:
To: John Doe Subject: Great progress on Test 3! Message: Hi John, I noticed your excellent performance on Test 3 (90%). Keep up the great work! Let me know if you have questions on upcoming topics. Best, Prof. Smith - Send
Student receives:
- In-app notification
- Email (if enabled)
Create announcement:
- Go to module dashboard
- Click Announcements → + New
- Compose:
Title: Test 4 Scheduled for Next Week Message: Hello everyone, Test 4 will be available Monday, Feb 15 at 9 AM. It covers Chapters 7-9. Review the practice problems before the test. Good luck! - Options:
☑ Send email notification ☑ Pin to top of dashboard ☐ Schedule for later - Post
All students see announcement on module dashboard.
Message multiple students:
- Go to Students tab
- Select students:
☑ John Doe ☑ Jane Smith ☑ Alice Johnson - Click Actions → Send Message
- Compose message
- Send to all selected
Filter and message:
Example: Message all students who scored < 70% on Test 3
1. Filter: Performance = Low
2. Select all
3. Send message offering help/resources
Provide feedback:
- Open graded submission
- Add comments:
- Question-level: Comment on specific answer
- Overall: General feedback at top
Example:
Question 3: Good identification of the main theme.
Consider exploring the symbolism more deeply.
Overall feedback:
Strong analytical skills demonstrated. Work on
providing more textual evidence for your claims.
Consider visiting office hours to discuss essay
writing strategies.
Score: 16/20 (80%)
Select students → Actions menu:
Available actions:
Actions ▼
├─ Send message
├─ Change status
│ ├─ Activate
│ └─ Deactivate
├─ Export data
│ ├─ Student list (CSV)
│ ├─ Grades (CSV)
│ └─ Full report (PDF)
├─ Unenroll from module
└─ Delete (⚠️ permanent)
Scenario: Grade same question for all students
- Go to Tests → Select test → Grade by Question
- Select question #5 (essay)
- View all student answers for that question
- Grade sequentially:
Student 1: John Doe Answer: [shows answer] Score: [18/20] Next → Student 2: Jane Smith Answer: [shows answer] Score: [16/20] Next → ... continue for all students
Benefits:
- Consistent grading
- Faster than per-student grading
- Easy to compare answers
Export all student data:
- Go to Students → Export
- Choose data:
☑ Student information ☑ Enrollment dates ☑ All test scores ☑ Submission dates ☑ Engagement metrics ☑ AI feedback summary - Format: CSV, JSON, or Excel
- Download
Individual metrics:
Student: John Doe
Test Performance:
- Average score: 85%
- Median score: 86%
- Score trend: ↗ Improving
- Consistency: High (σ = 5.2)
Percentile rank: 75th percentile
Class comparison: Above average
Strengths:
✓ Multiple choice questions (92% avg)
✓ Short answers (88% avg)
Areas for improvement:
⚠ Essay questions (72% avg)
⚠ Time management (often uses >90% of time)
Class-wide analytics:
Module: Introduction to Python
Performance distribution:
90-100%: ████░░░░░░ 20% (6 students)
80-89%: ████████░░ 40% (12 students)
70-79%: ████░░░░░░ 20% (6 students)
60-69%: ██░░░░░░░░ 10% (3 students)
< 60%: ██░░░░░░░░ 10% (3 students)
Average: 78%
Median: 81%
Engagement metrics:
Student: John Doe
Activity:
- Logins: 24 times (last 30 days)
- Avg session: 35 minutes
- Total time: 14 hours
- Documents viewed: 18/20 (90%)
- Tests completed: 7/8 (87.5%)
Engagement score: 8.5/10 (High)
Recent activity:
Feb 10 - Completed Test 8
Feb 9 - Viewed Chapter 6 notes
Feb 7 - Submitted Test 7
Feb 5 - Reviewed feedback on Test 6
Engagement alerts:
⚠ Low engagement detected:
Jane Smith - Last login: 15 days ago
Alice Johnson - No test submissions in 10 days
Bob Wilson - Only 2 logins in past 30 days
Suggested action: Send check-in message
AI predictions:
Student: John Doe
Predicted final score: 83% ± 5%
Confidence: High
Risk assessment: Low risk
Likelihood to complete: 95%
Recommendations:
✓ Student is on track
- Encourage continued engagement
- Challenge with advanced materials
At-risk students:
⚠ Students needing support:
1. Alice Johnson
Risk level: High
Factors:
- Declining scores (85% → 72% → 68%)
- Low engagement (3 logins in 14 days)
- Missed 2 recent tests
Suggested interventions:
- Schedule 1-on-1 meeting
- Offer tutoring resources
- Extend deadlines if needed
2. Bob Wilson
Risk level: Medium
Factors:
- Inconsistent performance
- Low time on platform
Suggested: Check in via message
Auto-flagged by AI:
Dashboard → "Students Needing Attention"
Flags:
🔴 Critical: Failing (< 60%), very low engagement
🟡 Warning: Declining performance, missed deadlines
🟢 Watch: Minor concerns
Manual identification:
- Filter by performance < 70%
- Sort by "Last Active" (find inactive students)
- Check test completion rates
1. Automated Check-in:
Trigger: Student scores < 65% on 2 consecutive tests
Automated email:
"Hi [Name],
I noticed you've been having some challenges recently.
I'm here to help!
Would you like to:
- Schedule office hours?
- Access additional study resources?
- Discuss the material?
Please reply or click here to book a time.
Best,
[Your name]"
2. Resource Sharing:
Send targeted resources:
- Links to tutorial videos
- Practice problems
- Study guides
- Peer tutoring info
3. Deadline Extensions:
For student → Actions → Extend Deadline
Test 4: Original due date: Feb 15
New due date: Feb 18
Reason: Medical issue
☑ Notify student
4. 1-on-1 Meetings:
- Schedule via integrated calendar
- Or send meeting invite via message
- Document meeting notes in student profile
5. Adaptive Learning Paths:
Based on performance:
- Struggling with Topic A → Assign remedial materials
- Excelling → Provide advanced challenges
Tracking interventions:
Student: Alice Johnson
Intervention history:
Jan 20: Flagged for declining performance
Jan 22: Sent check-in email
Jan 25: Met during office hours
Jan 27: Extended Test 4 deadline
Feb 1: Provided additional resources
Result:
Test 4 score: 78% (improved from 68%)
Engagement: Increased to 7/10
Status: Back on track ✓
- ✅ Send welcome message after enrollment
- ✅ Provide clear expectations upfront
- ✅ Share syllabus and schedule
- ✅ Test access codes before sharing
- ✅ Check dashboard weekly
- ✅ Monitor engagement, not just grades
- ✅ Identify at-risk students early
- ✅ Document interventions
- ✅ Respond to messages within 24-48 hours
- ✅ Be encouraging and supportive
- ✅ Provide actionable feedback
- ✅ Use announcements for important info
- ✅ Grade consistently across students
- ✅ Provide timely feedback (within 1 week)
- ✅ Combine AI and human feedback
- ✅ Explain scores with rubrics
- ✅ Act early when issues arise
- ✅ Offer multiple support options
- ✅ Follow up on interventions
- ✅ Celebrate improvements
Every Monday:
1. Check student dashboard
2. Identify low engagement (< 1 login last week)
3. Review test completion rates
4. Send reminder/encouragement to inactive students
5. Grade pending submissions
6. Post weekly announcement
1. Export all grades to CSV
2. Generate final progress reports
3. Identify students who need final exam support
4. Send module wrap-up message
5. Request feedback via survey
6. Archive module
Regrade request:
1. Review original submission and rubric
2. Check if concerns are valid
3. Adjust grade if appropriate or explain decision
4. Respond within 48 hours
Technical issue:
1. Verify issue (check logs if needed)
2. Reset submission or extend deadline
3. Document issue
4. Follow up to ensure resolved
Check:
- Student is enrolled (appears in Students list)
- Module is published (not draft)
- Access code is correct
- Student account is active
Solution:
- Manually enroll student
- Or re-send correct access code
Check:
- Test is graded (not pending)
- "Show scores" setting is enabled
- Student has submitted (not just started)
Solution:
- Grade submission
- Update test settings
- Notify student
Check:
- CSV format is correct
- Email addresses are valid
- No duplicate accounts
Solution:
- Re-import with corrected CSV
- Manually add missing students
- Creating Tests: Build assessments
- Analytics Dashboard: Deep dive into data
- AI Feedback System: Enhance feedback
- Communication Tools: Advanced messaging
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