Onboarding & Department Partnership Policy

1. Who may request onboarding

Onboarding is strictly reserved for officially recognized executives of a departmental student association, such as the President, Vice President, Secretary, General Secretary, Director of Academics or an equivalent official executive position.

Class representatives and ordinary students may not submit an onboarding request. Class representatives can be granted upload permissions later by their department once the department is onboarded.

By submitting a request you confirm that you currently hold an official executive position and are authorized to represent your departmental student association.

2. Verification

Every request is reviewed before any access is granted. Verification may include confirming your position with the association or the department, and a short onboarding meeting.

Submitting a request does not create a departmental space and does not grant administrative access.

3. Misrepresentation and impersonation

Claiming an executive position you do not hold, or submitting a request without authorization, is a serious breach of this policy.

Requests found to be misrepresented are rejected, and any account involved may be suspended and reported to the department concerned.

4. Private MoU documentation

Where a partnership proceeds, a Memorandum of Understanding is prepared between Stanai Learn and the departmental student association.

The MoU is never published on the public onboarding page. It is issued privately to verified executives after verification is complete, and is accessible internally only to authorized Stanai Learn administrators.

5. Digital authorization and record keeping

Onboarding requests, verification outcomes, MoU records and permission changes are recorded against individual authenticated accounts, with the date and the administrator who made the decision.

These records exist to protect departments during leadership transitions and are treated as confidential.

6. Departmental partnership scope

• A partnership covers one department. Each department has its own isolated space.
• Departments manage their own courses, topics, materials, announcements and members.
• Stanai Learn provides the platform; the department remains responsible for the accuracy and legitimacy of the academic content it uploads.
• Access within a department is scoped by level, so students only see what belongs to them.

7. Permissions

Administrative permissions are granted only by authorized Stanai Learn administrators and are always tied to an individual authenticated account. Shared administrative accounts and shared passwords are not permitted.

No user can assign a role to themselves, approve their own onboarding request, or change the status of a request.

8. Leadership changes and revocation

When a leadership position ends, the outgoing holder's elevated permissions are revoked and the incoming executive is granted access after verification. Revoking a role returns the account to an ordinary student account without affecting other members.

If an account is compromised, inactive, or no longer belongs to an authorized representative, it can be suspended immediately.

Departments should notify partnerships@mystanailearn.co promptly when their executive team changes.

9. Ending a partnership

Either party may end the partnership with written notice. Departments may request an export of the academic materials they uploaded before their space is closed.

10. Policy updates and contact

This policy may be updated as the partnership programme develops. Partnered departments are notified of material changes.

For onboarding and partnership enquiries, contact partnerships@mystanailearn.co.