Instructor System Guide
Professional guide for Shatibiy Institute
# 📚 Shatibiy Institute - Instructor Guide
**Complete guide for instructors to manage students, create classes, assign exams, and track student progress.**
---
## 📋 Table of Contents
1. [System Overview](#system-overview)
2. [Getting Started](#getting-started)
3. [Dashboard Guide](#dashboard-guide)
4. [Student Management](#student-management)
5. [Class Management](#class-management)
6. [Assignments & Exams](#assignments--exams)
7. [Grading & Progress](#grading--progress)
8. [Reports & Analytics](#reports--analytics)
9. [Community Platform Management](#community-platform-management)
10. [Notifications](#notifications)
11. [Troubleshooting](#troubleshooting)
12. [FAQ](#faq)
---
## 🎯 System Overview
### What is the Instructor Portal?
The Instructor Portal is your complete teaching center for Shatibiy Institute. It allows you to:
- Manage enrolled students
- Create and schedule live classes
- Assign and grade assignments
- Create and manage exams
- Track student progress
- Generate performance reports
- Send notifications and messages
- Manage course materials
### Core Components
```
┌─────────────────────────────────────────────┐
│ INSTRUCTOR PORTAL - SHATIBIY INSTITUTE │
├─────────────────────────────────────────────┤
│ Dashboard (Overview) │
│ ├─ My Courses │
│ ├─ My Students │
│ ├─ Upcoming Classes │
│ └─ Recent Activity │
│ │
│ Course Management │
│ ├─ Classes & Schedules │
│ ├─ Assignments │
│ ├─ Exams │
│ └─ Materials │
│ │
│ Student Management │
│ ├─ Student List │
│ ├─ Student Progress │
│ ├─ Grading │
│ └─ Reports │
│ │
│ Communication │
│ ├─ Announcements │
│ ├─ Messages │
│ └─ Notifications │
└─────────────────────────────────────────────┘
```
---
## 🚀 Getting Started
### Access Your Instructor Dashboard
**Step-by-Step:**
1. **Go to Instructor Login**
```
URL: http://localhost:8000/instructor/login/
Or click "Instructor" in main menu
```
2. **Enter Your Credentials**
```
✓ Username: Your instructor username
✓ Password: Your instructor password
```
3. **Click "Login"**
- You're now in your instructor portal
- Bookmark this URL for quick access
4. **Complete Your Profile (First Time Only)**
- Click your name → "Profile Settings"
- Fill in:
```
✓ Full Name
✓ Bio/Expertise
✓ Qualifications
✓ Phone Number
✓ Office Hours
```
- Save your profile
**✅ Success:** You're ready to start teaching!
---
## 📊 Dashboard Guide
### Understanding Your Dashboard
Your dashboard shows everything at a glance:
```
┌─────────────────────────────────────────────────────┐
│ Welcome, [Your Name]! │
├─────────────────────────────────────────────────────┤
│ │
│ Quick Stats (top section) │
│ ├─ Total Students: 45 │
│ ├─ Active Courses: 3 │
│ ├─ Classes This Week: 12 │
│ └─ Pending Assignments: 8 │
│ │
│ Today's Overview │
│ ├─ Upcoming Classes: 2 classes today │
│ │ ├─ 10:00 AM - Quran Level 1 (25 students) │
│ │ └─ 2:00 PM - Islamic Studies (18 students) │
│ └─ Pending Tasks: 3 assignments to grade │
│ │
│ Quick Actions (right side) │
│ ├─ [+ New Class] │
│ ├─ [+ New Assignment] │
│ ├─ [+ New Exam] │
│ └─ [Send Announcement] │
│ │
│ My Courses (cards below) │
│ ├─ Card 1: Course Name | Students: 45 | Progress │
│ ├─ Card 2: Course Name | Students: 32 | Progress │
│ └─ Card 3: Course Name | Students: 28 | Progress │
│ │
│ Recent Activity (bottom) │
│ ├─ 2 hours ago: Ahmed submitted assignment │
│ ├─ 5 hours ago: Class ended (25 students) │
│ └─ 1 day ago: Fatima completed exam │
│ │
└─────────────────────────────────────────────────────┘
```
### Dashboard Features
#### **1. Quick Stats Section**
Shows real-time numbers:
- **Total Students:** All students enrolled in your courses
- **Active Courses:** How many courses you're teaching
- **Classes This Week:** Scheduled classes
- **Pending Assignments:** How many need grading
#### **2. Today's Overview**
Tells you what's happening today:
- Which classes you're teaching
- Student attendance expectations
- What assignments are due
- Exams today
#### **3. Quick Actions**
One-click buttons to:
- Create new class
- Assign new work
- Create new exam
- Send announcement
#### **4. My Courses**
Card view of each course:
- Course name and code
- Number of enrolled students
- Progress bar (% complete)
- Click to view course details
#### **5. Recent Activity**
Timeline of what happened:
- Student submissions
- Class completions
- Assignment reviews
- Exam submissions
---
## 👥 Student Management
### Viewing Your Students
**Step-by-Step:**
1. **Go to Students Section**
```
Click: Students (in left menu)
Or visit: /instructor/students/
```
2. **View Student List**
- See all students in your courses
- Filter by course, status, or level
- Search by name or email
3. **See Student Information**
```
For each student:
✓ Name and Email
✓ Enrolled Course(s)
✓ Current Grade/Level
✓ Progress (%)
✓ Status (Active/Inactive)
✓ Join Date
```
4. **Click Student Name for Details**
- Full profile information
- Enrollment history
- Assignment history
- Exam history
- Class attendance
- Overall progress
---
### Managing Individual Students
**Step-by-Step:**
1. **Click on Student Name**
- Opens student detail page
- See all their information
- View all their work and grades
2. **View Student Progress**
```
Overview Tab:
✓ Current Grade: A / B / C / D / F
✓ Progress: 65% (has completed 65% of course)
✓ Average Score: 87%
✓ Status: Active/Inactive
✓ Enrollment Date
✓ Last Activity: [date/time]
```
3. **View Assignments & Grades**
- Click "Assignments" tab
- See all assignments assigned to this student
- View submission date and grade
- Click to view submitted work
4. **View Exams & Scores**
- Click "Exams" tab
- See all exams taken
- View score and date taken
- Click to view exam details
5. **View Class Attendance**
- Click "Attendance" tab
- See all classes attended
- View attendance percentage
- See absent/late dates
6. **Send Message to Student**
- Click "Send Message"
- Type your message
- Send via system or email
- Keep conversation history
**✅ Success:** You're tracking individual student progress
---
### Taking Action on Students
**Step-by-Step:**
1. **Update Student Status**
- If student is inactive: Click "Reactivate"
- If student needs pause: Click "Pause Enrollment"
- If student requests suspension: Click "Suspend"
2. **Update Grade Manually**
- Click "Edit Grade"
- Change grade
- Add note (why grade was changed)
- Save
3. **Mark Student as Completed**
- Click "Mark as Completed"
- Confirms student finished course
- Triggers certificate preparation
- Admin will review and approve
- Certificate becomes available to student
4. **Send Notification**
- Click "Send Notification"
- Select type: Reminder / Announcement / Message
- Type content
- Send immediately or schedule
- Student receives email + in-app notification
---
## 🎓 Class Management
### Creating a New Class
**Step-by-Step:**
1. **Go to Classes Section**
```
Click: Classes (in left menu)
Or visit: /instructor/classes/
```
2. **Click "Create New Class"**
- Opens class creation form
- Or click "+ New Class" on dashboard
3. **Fill in Class Details**
```
Required Fields:
✓ Class Name (e.g., "Quran Recitation - Session 1")
✓ Course: Select from your courses
✓ Class Date: Pick date
✓ Start Time: e.g., 10:00 AM
✓ End Time: e.g., 11:30 AM
✓ Meeting Type: Live Class / Recording / Q&A
✓ Join Link: Zoom/Google Meet link (auto-filled if configured)
✓ Description: What you'll cover
```
4. **Select Class Options**
```
Optional:
☐ Attendance: Enable attendance tracking
☐ Recording: Record this class (if permission enabled)
☐ Max Participants: Cap number (leave blank for unlimited)
☐ Enable Chat: Allow student questions
☐ Materials: Upload resources for this class
```
5. **Review & Save**
- Check all details are correct
- Click "Create Class"
- Notification sent to all enrolled students
- Class appears in calendar
**📅 Result:** Class is created and students are notified!
---
### Managing Scheduled Classes
**Step-by-Step:**
1. **View Class Calendar**
```
Click: Calendar (in left menu)
See all classes in calendar view
Upcoming classes listed chronologically
```
2. **Edit a Scheduled Class**
- Click class name
- Click "Edit"
- Change details (date, time, link, etc.)
- Save changes
- Automatic notification sent if time changed significantly
3. **Cancel a Class**
- Click class
- Click "Cancel"
- Add cancellation reason (shown to students)
- Students get immediate notification
- Message suggested: "Due to technical issues, we're rescheduling to..."
4. **Start a Class Session**
- 10 minutes before class: "Ready to Start" button appears
- Click "Start Class"
- System marks class as "In Progress"
- Meeting link becomes available
- Student automatically invited/notified
5. **End Class Session**
- After class: Click "End Session"
- Save attendance record
- Save class notes/summary
- System asks: "Recording attached?"
- Mark as complete
**✅ Success:** Classes are well organized and students stay informed
---
### Attendance Tracking
**Step-by-Step:**
1. **During Class**
- Opening class dashboard shows attendance panel
- As students join, they're auto-marked present
- Manual attendance: Click student name if they appear via audio only
2. **After Class**
- Click "End Session"
- Review attendance list
- Mark anyone late
- Mark any absences
- Add notes: "Ali was muted the whole class"
- Save attendance
3. **View Attendance Reports**
- Go to "Attendance" (in student menu)
- Select student
- See attendance history
- See percentage: 85% attendance
- See absent dates and reasons
**📊 Attendance Categories:**
- ✅ Present
- 🕐 Late (5+ minutes late)
- ❌ Absent (no show)
- 📴 Excused (student requested excuse)
---
## 📝 Assignments & Exams
### Creating an Assignment
**Step-by-Step:**
1. **Go to Assignments**
```
Click: Assignments (in left menu)
Or click "+ New Assignment" on dashboard
```
2. **Click "Create New Assignment"**
- Opens assignment form
3. **Fill in Assignment Details**
```
Required:
✓ Title: "Memorize Surah Al-Fatihah"
✓ Course: Select your course
✓ Instructions: Detailed description of task
✓ Due Date: When it's due
✓ Total Points: e.g., 100 points
```
4. **Add Assignment Details**
```
Optional:
✓ Late Submission: Allow late? Yes/No
✓ Late Penalty: -5 points per day if late
✓ Attachments: Upload sample solutions
✓ Rubric: Create grading rubric
✓ Submission Type: Document / Link / Video / Presentation
✓ Plagiarism Check: Enable Turnitin check
```
5. **Select Students**
- "Assign To:" Students / Section / Entire Class
- If students: Click checkboxes to select
- If section: Select section name
- If class: All students automatically
6. **Review & Create**
- Check all details
- Click "Create Assignment"
- Students get notification
- Assignment appears in their dashboard
**📋 Result:** Assignment is live and students can submit!
---
### Grading Assignments
**Step-by-Step:**
1. **Go to Assignments**
```
Click: Assignments
See list of all assignments you've created
```
2. **Click Assignment Name**
- Shows submission status
- See: "15 submitted, 5 pending, 2 missing"
3. **Review Submissions**
- Click "View Submissions"
- See list of all submissions with dates
- Green checkmark = submitted on time
- Red warning = submitted late
- Gray = not submitted
4. **Grade Individual Submission**
- Click student name
- Opens submission view
- See submitted work
- Add feedback in text box
- Enter grade (points or percentage)
- Click "Save Grade"
- Optional: Set rubric scores
5. **Grade All at Once**
- Click "Grade All Submissions"
- Spreadsheet-like view
- Enter grade for each student
- Feedback optional
- Save all grades
6. **Provide Feedback**
```
Good feedback includes:
✓ What they did well
✓ What needs improvement
✓ Specific action to improve
✓ Encouragement
Example:
"Great effort! Your memorization is clear and smooth.
Work on tajweed for the letter 'J'. Listen to the
audio example I attached. Try again and submit v2."
```
7. **Publish Grades**
- Once all graded: Click "Publish Grades"
- Students can now see grades
- Automatic notification sent
- Feedback visible to students
**✅ Success:** Grading is complete and feedback sent!
---
### Creating an Exam
**Step-by-Step:**
1. **Go to Exams**
```
Click: Exams (in left menu)
Or click "+ New Exam" on dashboard
```
2. **Click "Create New Exam"**
- Opens exam creation form
3. **Fill in Exam Details**
```
Required:
✓ Title: "Midterm Exam - Quran Fundamentals"
✓ Course: Select your course
✓ Total Points: 100 points
✓ Exam Date: When exam happens
✓ Start Time: e.g., 10:00 AM
✓ Duration: e.g., 60 minutes
✓ Passing Score: 70 points (to pass)
```
4. **Add Exam Settings**
```
Optional:
✓ Shuffle Questions: Yes (randomize order)
✓ Show Answers After: On due date / After grading / Never
✓ Allow Retake: Yes/No
✓ Retake Count: How many times: 1 / 2 / 3
✓ Penalty Per Retake: -5 points
✓ Require Proctor Code: Ask for access code
```
5. **Add Questions**
- Click "Add Question"
- Types: Multiple Choice / Short Answer / Essay / True-False
- Fill in question text
- For MC: Add options A/B/C/D
- Mark correct answer
- Set points: e.g., 5 points
- Add explanation (shown after exam)
- Click "Save Question"
- Repeat for each question
6. **Question Example**
```
Question Type: Multiple Choice
Points: 5
Text: "What is the first chapter of the Quran called?"
A) Surah Al-Baqarah
B) Surah Al-Fatihah ✓ (correct answer)
C) Surah Al-Ikhlas
D) Surah Al-Nas
Explanation: "Surah Al-Fatihah (The Opening) is the
first chapter of the Quran and is recited in every
Islamic prayer."
```
7. **Review All Questions**
- Check number of questions
- Check total points
- Verify correct answers
- Preview exam as student
8. **Assign to Students**
- "Assign To:" Students / Section / Entire Class
- Select due date
- Select who can take it
9. **Publish Exam**
- Click "Create Exam"
- Students get notification
- Exam available at scheduled time
**✅ Result:** Exam is ready for students to take!
---
### Grading Exams (Auto & Manual)
**Step-by-Step:**
1. **Go to Exams**
```
Click: Exams
See exam list
```
2. **Click Exam Name**
- Shows completion status
- Example: "12 completed, 3 in progress, 10 not started"
3. **View Results**
- Click "View Results"
- See table: Student Name | Score | Percentage | Grade
- Example: Ahmed | 85/100 | 85% | A
- Click student for detailed review
4. **Auto-Graded Questions**
- Multiple choice and true/false auto-grade immediately
- You'll see: "✓ Graded - Score: 40/50"
5. **Manual Grading (Essay Questions)**
- Click student name
- Scroll to essay question
- Read student answer
- Enter points: e.g., "8/10"
- Add feedback/comments
- Save
- Repeat for all essays
6. **Review Overall Performance**
- Top scorers highlighted
- Below-passing scores flagged
- Class average shown
- Common mistake analysis
7. **Publish Exam Grades**
- Click "Publish Results"
- Students see: Score, Percentage, Grade
- Answers and explanations shown (if enabled)
- Automatic email sent with results
**📊 Grading Scale:**
```
90-100 = A (Excellent)
80-89 = B (Good)
70-79 = C (Satisfactory)
60-69 = D (Needs Improvement)
Below 60 = F (Failing)
```
**✅ Success:** Exams graded and results shared!
---
## 📈 Grading & Progress
### Understanding the Grading System
**How Grades Are Calculated:**
```
Overall Grade = (Assignments + Exams + Class Participation)
Example for a student:
- Assignments Average: 85% (weight: 30%)
- Exams Average: 78% (weight: 50%)
- Class Participation: 90% (weight: 20%)
Calculation:
(85 × 0.30) + (78 × 0.50) + (90 × 0.20)
= 25.5 + 39 + 18
= 82.5% = B grade
```
**Grade Categories:**
```
✅ Excellent: 90-100% (A)
✅ Good: 80-89% (B)
✅ Satisfactory: 70-79% (C)
⚠️ Needs Work: 60-69% (D)
❌ Failing: Below 60% (F)
```
### Tracking Student Progress
**Step-by-Step:**
1. **Go to Progress Tracking**
```
Click: Reports → Student Progress
Or: Click student → Progress tab
```
2. **View Overall Progress**
```
Shows:
✓ Course Completion: 65% (how much of course done)
✓ Current Grade: B+ (87%)
✓ Assignments Completed: 8/12
✓ Exams Passed: 2/3
✓ Class Attendance: 90%
✓ Days Until Completion: 45 days
```
3. **View Progress Timeline**
- Visual graph: Progress over time
- See when student is falling behind
- See when they're catching up
- Identify at-risk students
4. **Compare to Class Average**
- Class average for this course: 82%
- Student grade: 75%
- Student is 7% below class average
- Identify struggling students
### Identifying At-Risk Students
**Warning Signs:**
```
🚨 RED FLAGS:
- Grade below 70% (D or F)
- Attendance below 70%
- No submissions in last 2 weeks
- Failing current exam
- Multiple late submissions
⚠️ YELLOW FLAGS:
- Grade between 70-75% (C)
- Attendance between 70-85%
- Missing 1-2 assignments
- One failing grade
- Irregular participation
```
**Taking Action:**
1. **Send Personal Message**
- "Hi Ahmed, I noticed you're struggling with the latest assignments. Let's schedule a tutoring session. Reply to this message or call [phone]."
2. **Offer Extra Help**
- Organize one-on-one session
- Provide additional resources
- Extend assignment deadline if needed
- Create study guide
3. **Follow Up**
- Check improvement after 1 week
- Continue support until on track
- Celebrate improvement
---
## 📊 Reports & Analytics
### Generating Performance Reports
**Step-by-Step:**
1. **Go to Reports**
```
Click: Reports (in left menu)
Or: Dashboard → "View All Reports"
```
2. **Select Report Type**
- Class Performance Report
- Student Performance Report
- Assignment Analysis
- Exam Statistics
- Attendance Report
- Course Completion Report
3. **Generate Class Performance Report**
```
Shows:
✓ Class Average Grade: 82%
✓ High Score: 98% (Fatima)
✓ Low Score: 54% (Ahmed)
✓ Grade Distribution:
- A (90-100): 8 students
- B (80-89): 12 students
- C (70-79): 5 students
- D (60-69): 2 students
- F (Below 60): 1 student
✓ Class Trend: ↑ Improving
✓ Top Performers: [names]
✓ Needs Support: [names]
```
4. **Generate Student Performance Report**
- Select student name
```
Shows individual:
✓ Overall Grade: 87% (A)
✓ Assignments: 85% (15 completed)
✓ Exams: 89% (2 completed)
✓ Attendance: 95% (19/20 classes)
✓ Progress: 70% through course
✓ Trend: → Consistent performance
✓ Strengths: [subject areas]
✓ Areas to Improve: [subject areas]
```
5. **Generate Assignment Analysis Report**
```
For selected assignment:
✓ Total Submitted: 45/50 (90%)
✓ Average Score: 82/100
✓ Highest Score: 100
✓ Lowest Score: 45
✓ On Time: 43 (96%)
✓ Late: 2 (4%)
✓ Not Submitted: 5 (10%)
✓ Common Mistakes: [list]
✓ Strengths: [list]
```
6. **Generate Exam Statistics Report**
```
For selected exam:
✓ Average Score: 78/100
✓ Passing Rate: 90% (36/40 students passed)
✓ Failing Students: 4
✓ Question Difficulty:
- Q1: 95% answered correctly (easy)
- Q5: 32% answered correctly (hard)
✓ Time Analysis:
- Average time: 45 minutes
- Fastest: 20 minutes
- Slowest: 85 minutes
```
7. **Export Report**
- Click "Download PDF" or "Export Excel"
- Save to computer
- Share with admin if needed
- Use for records
**📊 Result:** You have detailed analytics to improve teaching!
---
### Analyzing Student Performance
**Step-by-Step:**
1. **Identify Performance Patterns**
- Who scores highest? Why?
- Who scores lowest? Why?
- Which topics are hardest?
- Which students need more help?
2. **Create Action Plan**
- Schedule extra review sessions for hard topics
- Create support group for struggling students
- Provide advanced materials for high performers
- Adjust future assignments based on weaknesses
3. **Track Improvement**
- Compare grades over time
- See if interventions worked
- Celebrate improvement
- Continue supporting
---
## 🔔 Notifications
### Sending Announcements
**Step-by-Step:**
1. **Go to Announcements**
```
Click: Announcements (in left menu)
Or click "Send Announcement" on dashboard
```
2. **Create New Announcement**
- Click "+ New Announcement"
- Or click "Send Announcement"
3. **Fill in Details**
```
Required:
✓ Title: "Important: Class Reschedule"
✓ Course: Select which course
✓ Message: Type your announcement
✓ Send To: All Students / Specific Section / Specific Students
```
4. **Add Options**
```
Optional:
✓ Due Date: If announcement has deadline
✓ Importance: Normal / Important / Urgent
✓ Attachments: Add files (syllabus, schedule, etc.)
✓ Publish To: In-app only / Email + In-app / Website
```
5. **Preview & Send**
- Click "Preview"
- Check how it looks
- Click "Send"
- Students get notification immediately
**📢 Examples:**
```
Example 1: Class Reschedule
Title: "Tomorrow's Class Rescheduled"
Message: "Due to technical issues, tomorrow's class
(Tuesday 10 AM) is moved to Wednesday 2 PM. Same
meeting link. Please adjust your schedules."
Example 2: New Assignment
Title: "New Assignment: Memorization Exercise"
Message: "A new assignment has been posted:
Memorize Surah Al-Ikhlas with proper tajweed.
Due in 1 week. Upload video of your recitation."
Example 3: Deadline Reminder
Title: "Assignment Due Today!"
Message: "Reminder: The assignment 'Quran Analysis'
is due TODAY at 11:59 PM. Submit now if you haven't
yet. No late submissions accepted."
```
### Sending Individual Messages
**Step-by-Step:**
1. **Find Student**
- Go to Students list
- Click student name
- Or find their submission/assignment
2. **Click "Send Message"**
- Opens message compose window
- Or click envelope icon
3. **Type Your Message**
```
Example feedback message:
"Hi Ahmed,
Great work on the last assignment! Your
memorization is improving. Just work on
clarity in the pronunciation. Check the
audio example I sent.
Well done!"
```
4. **Send Message**
- Student gets notification
- Message appears in their inbox
- They can reply in the portal
---
## 🛠️ Troubleshooting
### Problem 1: Can't Access Classes
**Symptoms:**
- Can't see classes section
- Classes don't load
- Error message appears
**Solutions:**
**If section won't load:**
1. Refresh page (F5)
2. Clear browser cache
3. Try different browser
4. Check internet connection
5. Contact admin if persists
**If creating class fails:**
1. Check all required fields filled
2. Check date is in future
3. Check course is selected
4. Try again
5. Contact admin with error message
---
### Problem 2: Grades Won't Save
**Symptoms:**
- Grade disappears after saving
- Error when clicking save
- Grade shows but then reverts
**Solutions:**
**If save fails:**
1. Check you're using right format
- For percentage: 85 (not "85%")
- For points: 42 (if total is 50)
2. Check student is enrolled
3. Try again
4. Use different browser if error persists
**If grade disappears:**
1. Refresh page
2. Check if saved (notification at top)
3. Try again with slower internet
4. Save feedback first, then grade
---
### Problem 3: Students Didn't Receive Announcement
**Symptoms:**
- Sent announcement but students say they didn't get it
- No notification received
- Email not received
**Solutions:**
**If email not received:**
1. Check email entered correctly (in admin email settings)
2. Ask student to check spam folder
3. Resend announcement to that student
4. Contact admin to check email settings
**If in-app notification not showing:**
1. Ask student to refresh page
2. Ask student to logout and login again
3. Check announcement was actually sent
4. Check if announcement setting was "Email only"
---
### Problem 4: Exam Problems
**Symptoms:**
- Questions won't save
- Students can't see exam
- Can't grade exam
**Solutions:**
**If questions won't save:**
1. Check text is entered
2. Check correct answer is marked
3. Check points is a number
4. Try again
5. Try different browser
**If students can't see exam:**
1. Check exam is published
2. Check exam hasn't passed due date
3. Check student is assigned
4. Check student's course enrollment
5. Ask student to refresh page
**If can't grade exam:**
1. Check exam submissions exist
2. Refresh page
3. Try grading different student first
4. Check you're instructor for that course
---
### Problem 5: Attendance Issues
**Symptoms:**
- Attendance not tracking
- Can't edit attendance
- Wrong students marked present
**Solutions:**
**If not tracking:**
1. Check you started class session
2. Check attendance is enabled for class
3. Refresh page during class
4. Use different browser
5. Check your internet connection
**If can't edit:**
1. Make sure class is ended
2. Try again after refreshing
3. Edit immediately after class (within 24 hours is best)
4. Contact admin if still can't edit
---
## 🤝 Community Platform Management
### What is the Community Platform?
The **Shatibiy Community** is a social learning network where instructors and students share knowledge, mentor each other, and build an Islamic learning community. As an instructor, you have special capabilities to manage, moderate, and guide the community.
### Accessing the Community
1. **From Dashboard**: Click **"Community"** in the top navigation
2. **Pending Badge**: Shows count of posts awaiting review (orange badge)
3. **Direct Link**: Go to `/community/` on the platform
### Instructor Community Features
#### 📰 **Community Feed**
Access the shared community feed with all students:
- Browse posts from students and other instructors
- View **8 categories**: Qur'an, Arabic, Reminders, Motivation, Mentorship, Study Tips, Reflections, Productivity
- Filter by category using **Categories dropdown**
- See **Featured Posts** (highlighted by admins)
- View **Post of the Week** (special recognition)
#### ✍️ **Create Posts** (Auto-Approved)
As an instructor, your posts are **automatically approved**:
1. Click **"Create Post"**
2. Choose post type:
- 📝 Text
- 🖼️ Image
- 🎥 Video (upload or URL)
- 📄 Document
- 🔗 Link
3. Fill in category, title, body, media
4. Click **"Post"** - appears immediately in feed (no pending)
**Why auto-approved?**: Your posts are trusted to be beneficial and accurate.
#### 👁️ **Engage with Community**
Like, save, and comment on posts just like students:
- ❤️ **Like** posts (heart animation)
- 🔖 **Save** posts for reference
- 💬 **Comment** with guidance and answers
- 📌 **Reply** to student questions
#### 🔍 **Admin Moderation Dashboard**
Click **"Admin"** dropdown in navbar → **"Moderation Queue"** to:
**View Pending Posts**:
- See all student posts awaiting review
- Check pending count in badge
- Review title, author, category, content
- View posted time
**Approve Posts**:
1. Click **"Approve"** button
2. Post appears in feed instantly
3. Author gets notification
4. Post becomes visible to all
**Reject Posts**:
1. Click **"Reject"** button
2. Choose or write rejection reason:
- Misinformation
- Inappropriate content
- Off-topic
- Poor quality
- Other
3. Author gets notification with reason
4. Post removed from public view
**Pin Posts**:
1. Click **"Pin"** on any post (in queue or feed)
2. Pinned posts appear at top of feed
3. Click again to unpin
**Feature Posts**:
1. Click **"Feature"** on exceptional posts
2. Featured posts appear in right sidebar
3. Great posts get more visibility
4. Click again to unfeature
**Post of the Week**:
1. Click **"Post of the Week"** on best post
2. Special golden widget at top of feed
3. Great recognition for outstanding contributions
#### 📋 **Reports Management**
Click **"Admin"** → **"Reports"** to:
**View Reported Posts**:
- See posts reported by students
- Check report reason and details
- View reporter identity (confidential)
**Take Action**:
1. **Review**: Check if post violates guidelines
2. **Approve**: Post is fine, mark as reviewed
3. **Remove**: Delete post if inappropriate
4. **Contact Author**: Advise on guidelines (if needed)
#### 📊 **Your Community Posts**
Click **"My Posts"** to:
- See all posts you created
- View instant status (all auto-approved)
- Edit or delete your posts
- Monitor engagement (likes, comments, saves)
#### 💾 **Save Helpful Posts**
Click **"Saved"** to:
- Access bookmarked posts from students/instructors
- Build personal collection of helpful content
- Quick reference for mentoring
### Community Leadership Tips
**Moderate Effectively**:
- ✅ Approve posts that add value
- ❌ Reject misinformation gently
- 📌 Pin outstanding student contributions
- ⭐ Feature posts showing growth
- 🏆 Choose weekly post recognizing excellence
**Guide Community**:
- 💬 Comment on student posts with encouragement
- ❓ Answer questions thoroughly
- 🎯 Correct misinformation respectfully
- 🌟 Highlight exemplary posts
- 📚 Share relevant resources
**Foster Positive Culture**:
- Model respectful discussion
- Celebrate student achievements
- Encourage quality contributions
- Address issues privately when needed
- Recognize diverse perspectives
**Manage Appropriately**:
- Reject only posts that violate guidelines
- Provide clear rejection reasons
- Allow first-time mistakes when learning
- Escalate serious issues to admin
- Maintain consistent standards
### Community Standards
**High-Quality Posts**:
- ✅ Accurate Islamic knowledge
- ✅ Respectful tone
- ✅ Helpful to community
- ✅ Well-formatted
- ✅ Properly categorized
**Posts to Reject**:
- ❌ Misinformation or false claims
- ❌ Disrespectful language
- ❌ Spam or advertising
- ❌ Off-topic content
- ❌ Duplicate/repeated posts
### Notification System
You receive notifications for:
- **New Pending Posts**: When students post (awaiting review)
- **Reports**: When posts are reported
- **Replies**: When someone replies to your posts
- **Mentions**: When students engage with your content
Check notification **🔔 bell** in navbar.
### Best Practices
1. **Review Regularly**: Check moderation queue daily
2. **Be Timely**: Approve/reject within 24 hours
3. **Be Consistent**: Apply standards equally
4. **Be Fair**: Give benefit of doubt to new members
5. **Be Constructive**: Help students improve
6. **Be Active**: Engage with quality posts
7. **Be Professional**: Model community values
---
## ❓ FAQ
### **Q1: How often should I update student progress?**
A:
- After each assignment is submitted
- After exams are completed
- At least weekly
- At end of course (for certificates)
---
### **Q2: How should I handle late submissions?**
A:
1. You can accept or reject late work
2. Suggested approach:
- Accept late work with penalty (-5% per day)
- Communicate deadline clearly
- Be consistent with all students
- Document decisions
---
### **Q3: How do I help struggling students?**
A:
1. Identify them (grades below 70%)
2. Send personal message
3. Offer extra session
4. Provide additional resources
5. Give extended deadline for next assignment
6. Follow up with encouragement
7. Connect with admin for additional support
---
### **Q4: Can I give extra credit?**
A:
Yes! Options:
- Bonus assignments
- Extra exam questions
- Attendance bonuses
- Participation awards
- Up to 10% boost typical
---
### **Q5: How do I handle student cheating/plagiarism?**
A:
1. Document the evidence
2. Save the submission
3. Contact admin with details
4. Don't grade or discuss with student
5. Admin will investigate and decide
6. Follow institute policy
---
### **Q6: Can students retake exams?**
A:
- Depends on exam settings you chose
- Enable in exam creation if desired
- Set max retakes (usually 1-2)
- Set penalty for retakes
- Communicate policy clearly to students
---
### **Q7: How do I handle student complaints?**
A:
1. Listen without defending
2. Take notes on complaint
3. Say "I'll look into this and respond"
4. Review the situation
5. If student is right: apologize and correct
6. If misunderstanding: explain clearly
7. If unresolved: escalate to admin
---
### **Q8: Can I record classes?**
A:
- Yes, if system supports it
- Check your course setup (recording enabled?)
- Save recordings in system
- Students can replay later
- Ask permission before recording
---
### **Q9: How many students should I have per class?**
A:
- Small: 10-15 (best for discussion)
- Medium: 15-30 (typical)
- Large: 30+ (needs structured management)
- Adjust: Create multiple sessions if too many
---
### **Q10: What should I do before each class?**
A:
```
Preparation Checklist (30 min before):
☐ Login and start class session
☐ Check internet connection
☐ Test microphone and camera
☐ Open class materials/slides
☐ Join meeting link to test audio/video
☐ Have attendance sheet ready
☐ Check that recording is working
☐ Write welcome message
☐ Test screen sharing if needed
```
---
### **Q11: How do I improve student engagement?**
A:
1. Ask questions frequently
2. Wait for answers (don't answer immediately)
3. Use polls/quizzes during class
4. Ask students to share perspectives
5. Break into breakout rooms for discussion
6. Use chat actively
7. Recognize good contributions
8. Call on quiet students (gently)
---
### **Q12: How long should classes be?**
A:
- 60 minutes: Standard (best for focus)
- 90 minutes: For advanced courses
- 30 minutes: For quick sessions/Q&A
- Tips: Take break at 45 min mark for 90+ min classes
---
## 📞 Support & Help
**Need Help?**
| Contact Method | Details |
|---|---|
| **Email** | shatibiyinstitute@gmail.com |
| **Contact Form** | /contact/ (on website) |
| **Chat Support** | In-app chat (bottom right) |
| **Response Time** | 24-48 hours |
| **Office Hours** | Monday-Friday, 9am-5pm |
**Include When Contacting:**
- Your name
- Your email
- Issue description
- Course/Student name (if applicable)
- Error message (if technical issue)
- What you were trying to do
---
## ✅ Instructor Success Checklist
- [ ] Completed profile with bio and qualifications
- [ ] Created first course or been assigned to course
- [ ] Scheduled first class
- [ ] Created first assignment
- [ ] Graded first assignment
- [ ] Created first exam
- [ ] Graded exam
- [ ] Generated performance report
- [ ] Sent announcement to class
- [ ] Provided feedback to struggling student
- [ ] Reviewed student progress
- [ ] Set up office hours or availability
- [ ] Contacted support (at least once)
- [ ] Accessed Community Platform
- [ ] Reviewed first pending post
- [ ] Approved or rejected a post
- [ ] Created first community post
- [ ] Engaged with student posts (liked/commented)
- [ ] Featured an exceptional post
- [ ] Set Post of the Week
- [ ] Reviewed community reports
- [ ] Learned system successfully! 🎓
---
## 🚀 Quick Tips for Success
1. **Be Responsive**
- Answer messages within 24 hours
- Grade assignments within 3 days
- Acknowledge submissions
2. **Stay Organized**
- Keep class schedule consistent
- Set clear deadlines
- Document everything
- Use folders to organize materials
3. **Communicate Often**
- Send weekly announcements
- Message struggling students early
- Celebrate improvements
- Keep communication professional
4. **Use Data**
- Review performance reports weekly
- Identify at-risk students early
- Adjust teaching based on results
- Track what works
5. **Build Community**
- Encourage peer discussion
- Celebrate good work
- Create inclusive environment
- Learn student names quickly
6. **Stay Current**
- Use latest teaching methods
- Keep materials updated
- Invite student feedback
- Continuously improve
---
## 📚 Additional Resources
**Within the Portal:**
- Course materials library
- Student FAQ section
- Video tutorials
- System documentation
**Outside the Portal:**
- Islamic learning resources
- Teaching methodology guides
- Curriculum development tools
- Professional development opportunities
---
**Last Updated:** May 2026
**Version:** 1.1
**Status:** ✅ Complete with Community Platform
For updates or corrections, contact: shatibiyinstitute@gmail.com
---
**Congratulations!** You now have a complete understanding of the instructor portal including community management capabilities. Welcome to Shatibiy Institute's teaching community! 🌟