Admin Guide for Coaching and Mentoring (MAC): Configuration, Management, and Best Practices

Admin Guide — Coaching and Mentoring (MAC)

• Admin Guide — Coaching and Mentoring (MAC)

  • 1. Overview and Core Concepts

  • 2. Provisioning and Access

    • 2.1 Enable MAC UI

    • 2.2 Admin Management (Super Users)

  • 3. System Configuration

    • 3.1 Reporting Categories

    • 3.2 School Years

    • 3.3 Mentee Attributes

    • 3.4 Permissions (District Policy)

  • 4. Role and Access Control

    • 4.1 Personas and Admin MFEs

    • 4.2 Role-Based Access Controls (RBAC)

  • 5. Participant Management

    • 5.1 Add Users (Manual)

    • 5.2 Assign/Pairs (Mentorships)

    • 5.3 Bulk Upload

    • 5.4 Deactivated Accounts

  • 6. Programs and Support Areas

  • 7. Admin Workflows and Screens

    • 7.1 Admin Configuration

    • 7.2 Participant List

    • 7.3 Admin Dashboard

  • 8. Data Governance and Privacy

  • 9. Troubleshooting

  • 10. Best Practices

  • 11. Quick Reference

  • 12. FAQ

  • References

1. Overview and Core Concepts

Coaching and Mentoring supports role-based coaching at scale, with configurable programs, support areas, and permissions. Administrative features span provisioning, system configuration, role/permission management, participant onboarding and pairing, and analytics dashboards.

2. Provisioning and Access

Admin Management (Super Users)

From the Coaching and Mentoring tab, select Admin Management.

• Add or remove Administrators. Any PL user can be designated; these users have super user visibility across the tenant’s data and see the Home/Admin Management dropdown in the top nav.

• Admin persona toggles the visibility of Admin MFEs (Admin Configuration, Participant List, Dashboard).

3. System Configuration

Coaching and Mentoring → Admin Configuration. Configuration is typically district-scoped and school-year aware.

Reporting Categories

•  Add/edit labels; set active/inactive. Only active items are used by AI during check-ins.

  • Once data exists, do not delete; mark inactive to remove from new analysis and UI choices.

  • Define the types of coaching time mentors log (add/edit/toggle active).

School Years

• Create school years with start and auto-calculated end dates. Data (mentors, mentees, mentorships, hours) is primarily school year-specific.

• Set the Current Year flag (only one); enable/disable years for MAC.

Mentee Attributes

• Mentee Types and Content Areas categorize mentees for analytics and drilldowns.

• Manage via Admin Configuration or during participant onboarding/bulk upload.

Permissions (District Policy)

• Check-In start permissions: Mentor only, Mentee only, or Both.

• Mentee access to check-in logs: None, Read-only, or Read/Write.

• Goal completion rights: Mentor only, Mentee only, Both.

Best practice

Role and Access Control

Personas and Admin MFEs

• Admin persona users see Admin Configuration, Participant List, Dashboard.

• Mentors see Mentees; Mentees see My Profile and mentorship artifacts.

Role-Based Access Controls (RBAC)

• Super Users: Full visibility and admin functions.

  • View participant list, Admin Configuration, Dashboard

  • Manage mentorships and bulk upload

  • Download dashboard data

  • View deactivated accounts

  • View check-in details

Participant Management

Add Users (Manual)

• Open Participant List and choose Add User → Add Mentor or Add Mentee.

• Search PL/Unified Person by name or email; select user(s) to add for the selected school year.

• For mentees, set Mentee Type and Content Area; assign a mentor now or later.

Assign/Pairs (Mentorships)

• From Mentors tab, use Actions → Assign Mentees to create mentor–mentee pairings.

• Select Program at assignment time; this determines which support areas appear in check-ins and dashboards.

Bulk Upload

• Participant List → Add User → Upload User List.

  • Single-row semantics: values in Mentor and Mentee columns on the same row create a mentorship; only one side creates a new participant.

  • Emails must match existing PL records; verify before upload.

  • Include Program column to assign mentorship program (validated against configured programs).

  • Up to 500 rows per batch; use multiple uploads for larger imports.

• Save to commit records. Review deactivated/reactivation behavior during QA; current implementations may not auto-reactivate users/mentorships on upload.

Deactivated Accounts

• Use the “view deactivated account” toggle to audit deactivated mentors/mentees.

• Ensure UI handles deactivated relationships gracefully; avoid 404s by reactivating or providing clear messaging.

Programs and Support Areas

Programs control which support areas are available for check-ins and AI analysis. Mentorships reference a single program; changing the program after activity may be restricted to preserve data integrity.

• Display program in participant lists and mentorship details.

• If a mentor works across programs, each mentorship appears separately.

• Ensure bulk and manual pairing flows capture program consistently.

Admin Workflows and Screens

Admin Configuration

• Reporting Categories: Add/edit/toggle Support Areas and Mentoring Activities.

• School Years: Create, enable, set current.

• Mentee Attributes: Manage Mentee Types and Content Areas.

• Permissions: Set mentee/mentor capabilities for check-ins, logs, goals.

Participant List

• Tabs for Lead Mentors (when enabled), Mentors, and Mentees.

• Search, filter, download lists; view counts (mentees per mentor, goal counts, hours coached).

• Edit mentee attributes; assign or remove mentorships.

Admin Dashboard

• Support Area (mentors, mentees, hours)

• Mentor (mentees, email, location, hours)

• Primary Location (mentor/mentee counts, hours)

• Mentee Type (mentee counts, hours)

• Toggle “View by Support Areas” in mentor and mentee type views for category breakdowns.

• Export CSV from details when permitted; exports reflect filters and selections.

Data quality tips: Ensure every check-in/log attributes time to correct goals and support areas; require primary location in PL to avoid “Other” buckets in dashboards.

Data Governance and Privacy

• Role-based visibility: Mentors see only their mentorships. Admin/role users see data by scope and permissions.

• Check-in lifecycle: Uploaded sessions begin as Draft; finalize for inclusion in reporting.

• AI usage: AI maps transcripts to support areas and proposes action items. Encourage mentors to review and edit summaries for accuracy.

• Attachments and PII: Follow district data policies; avoid student-identifiable details in notes where not permitted.

Troubleshooting 

• Verify MAC is enabled in PL General System Configuration.

• Confirm user is added as Admin, Mentor, or Mentee; refresh/clear caches.

  • Check current school year filter and program assignment.

  • Verify pairing exists; reassign via Participant List if needed.

  • Confirm mentorship’s program; ensure support areas are active.

  • Validate emails exist in PL and match CSV; re-upload after correction.

  • Respect 500-row batch limit; verify program column values.

  • Confirm role permissions include “Manage mentorship and upload data in bulk.”

  • Impersonation testing must mirror real role scopes and persona.

Best Practices

• Finalize Support Areas, Programs, and Permissions before onboarding users.

• Enforce primary location in PL for all staff to enable location analytics.

• Pilot with a small cohort before district-wide rollout; validate dashboard views and exports.

• Standardize check-in naming and time attribution to programs/support areas.

• Review deactivated accounts quarterly; ensure mentorships reflect active staffing.

Quick Reference

• Provisioning: PL → General System Configuration → Enable MAC UI.

• Admin persona: Coaching and Mentoring → Admin Management → Add Admin.

• Configuration: Admin Configuration → Reporting Categories, School Years, Mentee Attributes, Permissions.

• Onboarding: Participant List → Add User (mentor/mentee) or Upload User List (CSV template).

• Pairing: Participant List → Mentors → Actions → Assign Mentees (select Program).

• Analytics: Dashboard → select School Year → choose Support Area, Mentor, Location, or Mentee Type; drill down and export when allowed.

12. FAQ