Admin Guide - UC Staff Workflows

Complete guide for UC staff using the Curtin Capstone Connect platform to manage users, oversee projects, and configure the system.

🎯 Overview

As a UC staff member (administrator), you can:

🚀 Getting Started

Admin Access

  1. Admin Account Setup
    • Admin accounts are created by existing administrators
    • Use your UC staff email address
    • Follow secure password requirements
    • Complete staff profile information
  2. First Login
    • Visit the login page
    • Enter your UC staff email and password
    • You’ll be redirected to the admin dashboard
    • Explore the admin navigation menu
  3. Admin Dashboard Overview
    • User management tools
    • Project approval queue
    • System analytics and reports
    • Settings configuration panel
    • Audit logs and security monitoring

👥 User Management

Managing Students

  1. Student Account Overview
    • View all registered students
    • Check student verification status
    • Monitor student activity and engagement
    • Review student profiles and skills

  2. Student Account Actions

    Account Management:

    • Approve student registrations
    • Suspend or reactivate accounts
    • Reset passwords when requested
    • Update student information if needed
    • Merge duplicate accounts

    Academic Coordination:

    • Verify student enrollment status
    • Confirm academic program information
    • Update graduation dates
    • Coordinate with academic departments
  3. Student Support
    • Assist with platform navigation
    • Help resolve technical issues
    • Facilitate project matching
    • Mediate conflicts with clients

Managing Industry Clients

  1. Client Organization Review
    • Review new client registrations
    • Verify organization legitimacy
    • Approve or reject client applications
    • Monitor client activity and projects

  2. Client Account Actions

    Approval Process:

    • Review organization information
    • Verify business credentials
    • Check industry appropriateness
    • Approve legitimate organizations
    • Reject unsuitable applications with feedback

    Ongoing Management:

    • Update client organization details
    • Manage client permissions
    • Monitor project submission quality
    • Handle client support requests
  3. Client Relationship Management
    • Maintain professional relationships
    • Provide platform training and support
    • Gather feedback on student performance
    • Encourage repeat participation

Managing Admin Users

  1. Admin Account Creation
    • Create accounts for new UC staff
    • Set appropriate permission levels
    • Configure role-based access
    • Provide admin training and orientation

  2. Admin Permissions

    Permission Levels:

    • Super Admin - Full system access and configuration
    • User Manager - User account management only
    • Project Manager - Project oversight and approval
    • Settings Manager - System configuration access
    • Viewer - Read-only access to analytics
  3. Security Management
    • Regular password policy enforcement
    • Monitor admin activity logs
    • Review access permissions quarterly
    • Implement two-factor authentication (future)

📋 Project Management

Project Approval Workflow

  1. New Project Review
    • Review incoming project submissions
    • Evaluate project appropriateness for students
    • Check for academic alignment
    • Assess industry partner credibility

  2. Project Evaluation Criteria

    Academic Suitability:

    • Appropriate skill level for final-year students
    • Clear learning objectives
    • Realistic scope and timeline
    • Alignment with academic programs

    Quality Standards:

    • Well-defined project requirements
    • Clear deliverables and success criteria
    • Adequate client support and mentorship
    • Professional development opportunities

    Safety and Ethics:

    • No inappropriate content or activities
    • Compliance with university policies
    • Ethical business practices
    • Safe working conditions

  3. Approval Actions

    Approve Projects:

    • Projects meeting all criteria
    • Make projects visible to students
    • Notify client of approval
    • Add to platform project listings

    Request Modifications:

    • Projects needing minor adjustments
    • Provide specific feedback to client
    • Set deadline for revisions
    • Re-review modified submissions

    Reject Projects:

    • Projects not meeting criteria
    • Provide detailed rejection reasons
    • Suggest improvements for future submissions
    • Maintain professional client relationships

Ongoing Project Oversight

  1. Project Monitoring
    • Track project progress and milestones
    • Monitor student-client interactions
    • Identify and resolve conflicts
    • Ensure academic requirements are met
  2. Progress Tracking
    • Regular check-ins with students and clients
    • Review project status updates
    • Monitor communication logs
    • Track deliverable completion
  3. Issue Resolution
    • Mediate student-client conflicts
    • Address technical or resource issues
    • Facilitate scope adjustments if needed
    • Coordinate with academic supervisors

⚙️ System Configuration

Settings Management

  1. Branding Configuration

    Visual Identity:

    • Update site title and logo
    • Configure color schemes
    • Customize footer text
    • Set institutional branding

    Content Management:

    • Update welcome messages
    • Configure help text and instructions
    • Manage notification templates
    • Customize user interface elements

  2. Authentication Settings

    Student Authentication:

    • Configure domain whitelist for student emails
    • Set password requirements
    • Configure account verification process
    • Manage session timeout settings

    Client Registration:

    • Set client registration mode (open/approval required)
    • Configure organization verification requirements
    • Set client onboarding workflow
    • Manage client approval criteria

  3. Feature Configuration

    Platform Features:

    • Enable/disable gallery functionality
    • Configure analytics collection
    • Set backup and maintenance schedules
    • Manage notification systems

    Business Rules:

    • Set maximum student interests per project
    • Configure project types and categories
    • Set academic term options
    • Manage project submission deadlines

Privacy and Data Settings

  1. Data Management
    • Configure data retention policies
    • Set privacy levels for user information
    • Manage data export options
    • Configure backup and recovery procedures
  2. Compliance Settings
    • GDPR compliance configuration
    • Student privacy protection settings
    • Audit log retention periods
    • Data anonymization rules

📊 Analytics and Reporting

Dashboard Analytics

  1. User Analytics
    • Total user registrations by type
    • Active user statistics
    • User engagement metrics
    • Registration trends over time
  2. Project Analytics
    • Total projects submitted and approved
    • Project completion rates
    • Student interest and application rates
    • Client satisfaction metrics
  3. System Performance
    • Platform usage statistics
    • Response times and performance metrics
    • Error rates and system health
    • Resource utilization

Custom Reports

  1. Academic Reports
    • Student participation by program
    • Project outcomes and success rates
    • Academic year summaries
    • Department-specific analytics
  2. Client Reports
    • Client organization participation
    • Project submission trends
    • Industry sector analysis
    • Client feedback summaries
  3. Administrative Reports
    • User management statistics
    • System configuration changes
    • Security incidents and resolutions
    • Maintenance and support activities

🔒 Security and Audit Management

Security Monitoring

  1. Access Control
    • Monitor user authentication attempts
    • Track permission changes
    • Review admin access logs
    • Identify suspicious activities
  2. Data Protection
    • Monitor data access and exports
    • Track sensitive information usage
    • Review privacy compliance
    • Manage data breach procedures

Audit Logging

  1. Activity Tracking
    • All user actions are logged
    • Configuration changes recorded
    • Security events monitored
    • Performance issues tracked
  2. Audit Reports
    • Regular security audit summaries
    • Compliance verification reports
    • User activity analysis
    • System change documentation

🛠️ System Maintenance

Regular Maintenance Tasks

  1. Database Management
    • Regular database backups
    • Performance optimization
    • Data cleanup and archiving
    • Index maintenance and updates
  2. System Updates
    • Software version updates
    • Security patch management
    • Feature rollouts
    • Configuration updates
  3. User Account Maintenance
    • Remove inactive accounts
    • Update student enrollment status
    • Verify client organization information
    • Clean up duplicate accounts

Troubleshooting

  1. Common Issues
    • User login problems
    • Email verification issues
    • Password reset requests
    • Performance slowdowns
  2. Resolution Procedures
    • Step-by-step troubleshooting guides
    • Escalation procedures for complex issues
    • Communication templates for users
    • Documentation of solutions

📞 Support and Communication

User Support

  1. Student Support
    • Platform usage assistance
    • Account verification help
    • Project matching guidance
    • Technical issue resolution
  2. Client Support
    • Registration assistance
    • Project submission guidance
    • Platform training and orientation
    • Ongoing technical support

Communication Management

  1. Platform Notifications
    • System maintenance announcements
    • Feature updates and improvements
    • Security notifications
    • Policy changes and updates
  2. User Communications
    • Welcome messages for new users
    • Project approval/rejection notifications
    • Regular platform updates
    • Training and support information

🔄 Workflow Management

Daily Administrative Tasks

  1. Morning Routine
    • Review overnight activity logs
    • Check new user registrations
    • Review project submissions
    • Monitor system performance
  2. Throughout the Day
    • Process user account requests
    • Review and approve projects
    • Respond to support requests
    • Monitor platform activity
  3. End of Day
    • Review analytics and reports
    • Process any pending approvals
    • Update system configurations if needed
    • Plan next day’s priorities

Weekly Administrative Tasks

  1. User Management
    • Review user account status
    • Process bulk account actions
    • Update user information
    • Clean up inactive accounts
  2. Project Oversight
    • Review project progress reports
    • Check project completion rates
    • Follow up on overdue projects
    • Gather client feedback
  3. System Maintenance
    • Review system performance metrics
    • Update configurations as needed
    • Plan maintenance activities
    • Review security logs

Monthly Administrative Tasks

  1. Analytics Review
    • Generate monthly reports
    • Analyze usage trends
    • Review platform performance
    • Identify improvement opportunities
  2. Policy Review
    • Review and update policies
    • Update documentation
    • Train staff on new procedures
    • Communicate changes to users

🎯 Best Practices

User Management Best Practices

  1. Account Security
    • Enforce strong password policies
    • Regular security training for staff
    • Monitor for suspicious activities
    • Implement principle of least privilege
  2. User Experience
    • Respond to support requests promptly
    • Provide clear communication
    • Maintain professional relationships
    • Gather and act on user feedback

Project Management Best Practices

  1. Quality Control
    • Maintain consistent approval criteria
    • Provide constructive feedback
    • Support continuous improvement
    • Document decision rationales
  2. Stakeholder Management
    • Balance student and client needs
    • Maintain academic standards
    • Foster positive relationships
    • Encourage platform adoption

System Administration Best Practices

  1. Configuration Management
    • Document all configuration changes
    • Test changes in staging environment
    • Implement changes during maintenance windows
    • Maintain backup configurations
  2. Performance Monitoring
    • Regular performance assessments
    • Proactive issue identification
    • Capacity planning and scaling
    • User experience optimization

💡 Tips for Success

Effective Administration

Stay Organized:

Be Proactive:

Building Relationships

With Students:

With Clients:

With Staff:

Ready to manage your platform effectively? Start by exploring the admin dashboard and familiarizing yourself with the key management tools and workflows.