Help Center

SpeechGradebook Support Documentation — Organized by User Type

Welcome to the SpeechGradebook Help Center. This documentation is organized by user role to help you find the information you need quickly.

Getting Started

New to SpeechGradebook? Follow these steps to run your first evaluation in minutes.

Step 1: Set up a course and rubric

1. Go to Dashboard → Courses and select New Course.
2. Enter the course name, term, year, and modality, then save.
3. Add students to the course using the roster tool.
4. Go to Dashboard → Rubrics. Select an existing rubric or create a new one.
   Tip: You can import a rubric from a PDF, image, Google Sheet, or Excel file using Import Rubric from File.

Step 2: Run an evaluation

1. Select Evaluate Speech in the navigation bar.
2. Upload the student's recording. Supported formats: MP3, MP4, MOV, WAV, M4A, WebM. Files over 50 MB are compressed automatically.
3. Select a course, student, and rubric.
4. Select Continue to Evaluation. The SpeechGradebook Model analyzes the recording against your rubric criteria.
5. Review the results. You can download a PDF report or email the student directly from the results screen.

Evaluations are processed by the SpeechGradebook Model, a fine-tuned version of Qwen running on Modal. No external API key is required.

Step 3: Collect student consent

Before storing evaluations in the cloud, students must give consent. Go to Settings → Consent to generate a consent link for your course. Share the link with students — they complete a short form, and their status updates automatically. Evaluations for students who haven't consented remain local only.

Step 4: Review course insights

After running several evaluations, go to Dashboard → Course Insights to see score trends, category breakdowns, and comparisons across students. Use the Export tab to download data.

For Instructors

Complete guide to using SpeechGradebook for course evaluation and student feedback.

Navigation

The navigation bar provides access to all major areas of the app:

• Evaluate Speech — Upload a recording and run an evaluation.
• Dashboard — Manage courses, rubrics, and analytics. Includes Courses, Rubrics, and Course Insights tabs.
• Settings — Configure consent settings and account preferences.
• Support — Access this documentation area.

Running an evaluation

The evaluation flow is a step-by-step wizard:

1. Upload — Select an audio or video file. Videos over 50 MB are compressed automatically before submission.
2. Course, student, and rubric — Select existing entries or create new ones inline.
3. Evaluate — Select Continue to Evaluation. The SpeechGradebook Model analyzes the recording against your rubric criteria.
4. Results — Review scores and AI feedback by category. Download a PDF report or email results to the student.

Supported formats: MP3, MP4, MOV/QuickTime, WAV, M4A, WebM.

Editing an evaluation

You can edit any saved evaluation to adjust scores, grades, or comments:

1. Go to a student's evaluations and open the evaluation you want to change.
2. Select Edit from the evaluation menu (•••).
3. The evaluation opens in editing mode. The video or audio player stays visible as you scroll so you can review the recording while making changes.
4. For each criterion, select a letter grade (A–F) or enter a point value directly. Grades and points stay in sync automatically.
5. Add per-criterion comments in the Comments field below each row, and section-level notes in the Section Notes area.
6. Add timeline markers by double-clicking the video at a moment you want to annotate.
7. Save your changes when finished.

Managing courses and students

• Creating courses: Go to Dashboard → Courses → New Course. Enter course details and save.
• Adding students: Open a course and use the roster tool to add students individually or import from a CSV file.
• Managing rubrics: Create custom rubrics in Dashboard → Rubrics, or import from files (PDF, image, spreadsheet).

Student consent management

FERPA compliance requires student consent before storing evaluations in the cloud:

1. Go to Settings → Consent.
2. Select a course and generate a consent link.
3. Share the link with students via email or your LMS.
4. Students complete a short consent form. Their status updates automatically in your dashboard.
5. Evaluations for students who haven't consented remain stored locally only.

Exporting and sharing results

• PDF reports: Download evaluation results as PDF from the results screen.
• Email to students: Send evaluation results directly to students from the results screen.
• Data export: Export course data from Dashboard → Course Insights → Export tab.

Undo and recover deleted items

• Right after a delete: A toast appears with an Undo button for a few seconds. Use it to restore the student, evaluation, or course you just removed.
• Already deleted: Open Settings → General and click Recover deleted items to see students, evaluations, and courses you've removed and restore them.

For Administrators Admin

Administrators have access to department- and institution-wide views and management tools.

Admin dashboard features

• View all courses: Access Settings → Admin to view and filter all courses across your institution.
• Course Insights: See department- and institution-wide analytics with instructor filters.
• User management: View and manage user accounts within your institution.

Institution-wide analytics

Admins can access expanded analytics in Dashboard → Course Insights:

• Department-wide score trends and comparisons
• Instructor-level filtering and analysis
• Institution-wide data exports
• Cross-course performance metrics

User approval workflow

If your institution uses the approval workflow:

1. New users sign up with a .edu email address.
2. They must confirm their email address.
3. Their account status is set to "pending approval."
4. Super Admins approve or reject requests in Settings → Admin → User management.
5. You'll receive Slack notifications (if configured) when new users request access.

For Super Admins Super Admin

Super Admins have system-wide access for configuration, management, and support.

Institution management

• Create and configure institutions: Set up new institutions, configure settings, and manage institution-level preferences.
• Global settings: Manage system-wide settings and configurations.
• Institution themes: Configure custom branding and themes for institutions.

User management

Super Admins can manage all users across all institutions:

• Approve/reject signups: Review and approve pending user requests in Settings → Admin → User management.
• Manage user roles: Assign Admin, Instructor, or Super Admin roles to users.
• Account tiers: Manage subscription tiers and quotas for users.
• User search and filtering: Find users by name, email, institution, or role.

System administration

• Analytics and reporting: Access system-wide analytics and usage reports.
• LLM training data export: Export evaluation data for model training (requires both student and instructor consent).
• Database management: Access database tools and maintenance functions.
• Incident response: Monitor system health and respond to incidents.

Signup approval and notifications

Configure Slack notifications for new signup requests:

1. Create a Slack Incoming Webhook in your Slack workspace.
2. Set the SLACK_SIGNUP_WEBHOOK_URL environment variable on your server.
3. You'll receive notifications when non-invited users complete registration.
4. Approve or reject requests in Settings → Admin → User management.

LLM training data export

Super Admins can export evaluation data for model training:

• Go to Analytics → Evaluations (or the LLM Export tab).
• Click Download for LLM training to export consented evaluations.
• Only evaluations with both student data-use consent and instructor LLM training consent are included.
• Export includes transcripts, rubrics, scores, feedback, and video URLs.

Technical Reference

Technical information about data management, security, and system architecture.

Data management and security

SpeechGradebook uses Supabase for authentication and cloud storage. All data is stored per institution with row-level security (RLS) — each user can only access data their role permits.

• Authentication: Supabase Auth handles user authentication and session management.
• Database: PostgreSQL database with Row Level Security policies enforcing access controls.
• Storage: Supabase Storage for video and audio files, with FERPA-compliant access controls.
• Encryption: Data encrypted at rest and in transit.

FERPA compliance

SpeechGradebook is designed to comply with FERPA requirements:

• Consent management: Students must consent before data is stored in the cloud.
• Access controls: Role-based access with Row Level Security policies.
• Audit logging: All access to student data is logged for compliance.
• Data retention: Data can be deleted at any time by authorized users.

See our Privacy Policy for detailed information about FERPA compliance and data management.

AI evaluation model

Evaluations are processed by the SpeechGradebook Model, a fine-tuned version of Qwen running on Modal:

• No API keys required: The model is hosted and managed by SpeechGradebook.
• Processing time: Typically 60-90 seconds per evaluation.
• Supported formats: Audio (MP3, WAV, M4A) and video (MP4, MOV, WebM).
• Model training: The model is continuously improved using consented evaluation data.

System requirements

• Browsers: Modern browsers (Chrome, Firefox, Safari, Edge) with JavaScript enabled.
• File formats: MP3, MP4, MOV, WAV, M4A, WebM for recordings.
• File size: Files over 50 MB are automatically compressed before upload.
• Internet connection: Required for cloud storage and AI evaluation.

Troubleshooting

Common issues

• Upload fails: Check file format and size. Try compressing large files before upload.
• Evaluation timeout: Very long recordings may take longer. Wait a few minutes and refresh.
• Can't access data: Verify your account role and institution permissions.
• Consent link not working: Ensure the link hasn't expired and was generated for the correct course.

Getting help

If you need additional support:

• Contact form: Use our contact form to reach support.
• Email: speechgradebook@proton.me
• Check logs: Review browser console for JavaScript errors if experiencing issues.

Contact Us

Need help or have questions? We're here to assist you.

• Contact Form — Submit a support request, sales inquiry, or general question
• Email: speechgradebook@proton.me
• Response time: We aim to respond to all inquiries within 5 business days

For urgent issues or technical problems, please use the contact form and select "Support Request" as the subject.

Additional Resources

• User Guide — After you sign in or start the demo, open Support (header or account menu) → User Guide for step-by-step procedures.
• Contact Us — Get in touch with our support team
• Privacy Policy — Information about data management and FERPA compliance
• Accessibility Statement — WCAG 2.1 compliance and accessibility features
• Terms of Service — Terms and conditions for using SpeechGradebook
• Product Information — Learn more about SpeechGradebook features

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