Instructor Portal
Instructor Manual
Your complete guide to reviewing student documents, managing applications and proposals, monitoring your assigned students, and generating reports.
11 ModulesBase Path: /instructor
Your responsibilities in INTRAK
Review Documents
Approve, reject, or request resubmission of student documents with remarks.
Manage Applications
Review and decide on student company placement applications.
Review Proposals
Handle non-listed company proposals — return, reject, or forward to coordinator.
Generate Reports
Create attendance and compliance reports for your assigned students.
Add Students
Onboard students individually or in bulk via CSV upload.
Document Checklist
Per-student compliance overview with progress tracking by phase.
Messages
Partnership assistance conversations with students and coordinators.
Announcements
Browse program-wide announcements targeted to All or Instructors.
Your daily workflow
1
Check your Dashboard for pending review tasks
2
Review new document submissions from assigned students
3
Process any pending company applications or proposals
4
Check Messages for partnership assistance conversations
5
Monitor student progress via Document Checklist
6
Generate reports as needed for coordinator review
Authentication
Login & Access
How to log in and access the Instructor Portal.
Logging in
1
Open the official INTRAK URL and enter your credentials
2
Complete 2FA challenge if enabled
3
You are redirected to /instructor/dashboard
Use /forgot-password to reset your password if needed.
Module Guide
Your Dashboard
At-a-glance view of assigned student performance and pending tasks.
/instructor/dashboard
Pending Reviews
Count of documents, applications, and proposals awaiting your action.
Student Overview
Quick status of all assigned students' compliance and placement.
Quick Links
Direct access to review queues from the dashboard.
Module Guide
Your Students
View profiles, timelines, and activity records for all students assigned to you.
/instructor/students
Student Profiles
View personal details and contact information for each assigned student.
Activity Timeline
See the full history of submissions, approvals, and placements.
Compliance Status
Check which required documents each student has completed.
Placement Info
View which company and supervisor each student is assigned to.
Module Guide
Add Student
Onboard new students individually or in bulk via CSV upload. Each created account receives a temporary password by email.
/instructor/studentsTwo methods
Method 1 — Single Add
Add one student at a time using the form.
1
Click the Add Student button on the Students page
2
Fill in Student Number (format: 22-UR-0592)
3
Fill in Name, Email, Year, and Phone
4
Program is fixed to BS Computer Engineering
5
Click Submit — a temporary password is generated and emailed to the student
Required fields
Student Number
22-UR-0592 format
Name
Full name of the student
Email
Student's email address
Year
Current year level
Phone
Contact number
Program
Fixed: BS Computer Engineering
The student receives an email with their temporary password. They should change it on first login via Settings.
Method 2 — Bulk Add via CSV
Upload a CSV file to create multiple student accounts at once.
1
Click the Bulk Add button on the Students page
2
Click Download Template to get the CSV format
3
Open the template — columns: studentNumber, name, email, year, phone
4
Fill in your student data (one row per student)
5
Upload the completed CSV file
6
Click Preview to review the parsed data
7
Verify the entries are correct
8
Click Add Students to create all accounts at once
9
Each student receives an email with their temporary password
CSV template columns
studentNumber
name
email
year
phone
Ensure student numbers follow the 22-UR-0592 format. Invalid rows will be flagged during the preview step.
Module Guide
Student Documents
Review, approve, reject, or request resubmission of documents from your assigned students.
/instructor/documents
Reviewing a document
1
Open a pending document submission from a student
2
Review the uploaded file or form submission
3
Choose: Approve, Reject, or Request Resubmission
4
Add a remark (required for Reject and Resubmission)
5
Submit your decision — student is notified automatically
Document statuses
PENDING— awaiting your review
APPROVED
REJECTED
RESUBMISSION_REQUESTED
Always include clear, actionable remarks when rejecting or requesting resubmission so students know exactly what to correct.
Module Guide
Document Checklist
Per-student compliance overview of all required PSU forms and their completion status, organized by deployment phase.
/instructor/checklistPer-student tracking
How to use the checklist
1
Go to the Checklist tab from the sidebar
2
View a list of your assigned students with progress bars (% of required documents approved)
3
Expand a student to see individual document rows grouped by phase
4
Review each document row for its current status
5
Use Search to find a student quickly
6
Use Filters to narrow by status or document category
Document phases
Pre-deployment
Forms required before OJT placement begins.
Upon-approval
Forms due after company placement is approved.
Post-OJT
Forms submitted after OJT completion.
Document row statuses
Pending— not yet submitted
Submitted— awaiting review
Approved
Rejected
The progress bar for each student reflects only approved documents. Submitted documents still count as incomplete until reviewed.
Module Guide
Company Applications
Review and decide on company placement applications submitted by your students.
/instructor/applications
Reviewing an application
1
Open a PENDING application from your student list
2
Review the company details and student's eligibility
3
Approve or Reject the application with context
4
Approved students gain access to Attendance and Evaluation modules
Once you approve a placement, the student's attendance logging becomes active. Ensure all required pre-deployment documents are submitted first.
Module Guide
Company Proposals
Review non-listed company proposals submitted by students. You are the first reviewer before the coordinator.
/instructor/company-proposals
Your 3 possible actions
Return for Correction
Send the proposal back to the student with remarks on what needs to be fixed.
Reject
Reject the proposal outright if the company is not suitable.
Forward to Coordinator
Approve the proposal for coordinator-level final review and decision.
Proposal flow after your action
1
Student submits → SUBMITTED_TO_INSTRUCTOR
2
You return → RETURNED_BY_INSTRUCTOR
3
You reject → REJECTED_BY_INSTRUCTOR
4
You forward → FORWARDED_TO_COORDINATOR
Module Guide
Messages
Partnership assistance conversations with students. Communicate about company proposals and placement coordination in real time.
/instructor/messagesAuto-updating
Using the messaging interface
1
Go to Messages from the sidebar
2
A conversation list appears — one entry per student with an active partnership proposal
3
Click a student's conversation to open the thread
4
Type a message and send
5
The thread shows messages from all participants with role badges (Student, Instructor, Coordinator)
Auto-update behaviour
Conversation list
Polls every 12 seconds for new or updated conversations.
Active thread
Polls every 3 seconds for new messages in the open thread.
Mark as read
Selecting a conversation automatically marks it as read.
Unread conversations appear highlighted in the list. Clicking one marks it as read immediately.
Module Guide
Announcements
Browse program-wide announcements targeted to All users or specifically to Instructors.
/instructor/announcements
Browsing announcements
1
Go to Announcements from the sidebar
2
Browse announcements targeted to All or Instructors
3
Expand an announcement to read the full content
4
Use the search bar to find specific announcements
Announcement targets
All— visible to every user
Instructors— instructor-specific
Announcements are posted by the Coordinator. You cannot create announcements from the Instructor portal.
Module Guide
Reports & Monitoring
Generate attendance and compliance reports for your assigned students.
/instructor/reports
Attendance Reports
View and export attendance summaries per student.
Compliance Reports
Track document completion rates and identify gaps.
Export
Download report outputs where enabled in the UI.
Module Guide
Notifications
Alerts for student submissions, actions, and workflow updates.
/instructor/notifications
New Submissions
Notified when a student submits a document or application.
Proposal Updates
Alerts when students submit or update partnership proposals.
Coordinator Actions
Updates when a coordinator takes action on a forwarded proposal.
Account
Settings & Preferences
Manage profile, password, security settings, and appearance preferences.
/instructor/settings
Profile
Update personal details
Password
Change your current password
Two-Factor Authentication
Enable/disable 2FA and manage backup codes
Appearance
Light, dark, or system theme
Notification Preferences
Control notification channels
Help
Troubleshooting Guide
Common instructor issues and how to resolve them.
!
I can't see a student's documentsConfirm the student is assigned to you under Students
Check with your coordinator if the assignment is missing
!
A module or feature is not visibleEnsure you are logged in with the Instructor role
Some features are condition-based — check workflow status
!
I can't forward a proposalVerify the proposal is in SUBMITTED_TO_INSTRUCTOR status
Ensure you have added any required remarks before forwarding
!
Messages are not updatingCheck your internet connection — messages poll automatically
Refresh the page if the polling seems stuck
!
I don't see announcementsOnly announcements targeted to All or Instructors are visible
Check with your coordinator if you expect a specific announcement
Escalation path
1
Try the troubleshooting steps above
2
Escalate to your Coordinator
3
Coordinator escalates to Admin / Technical Team