1Only authenticated users with the proper role and access may use protected WesVoice features.
Users can only use features that their account is allowed to access.
2Student accounts must use valid identity and academic information linked to an approved department and program.
This prevents invalid or mismatched student records from being used in WesVoice.
3WesVoice must keep correct links between departments, programs, curricula, subjects, and faculty assignments.
For example, a program must belong to the correct department, and a subject or professor assignment must belong to the correct academic record.
4Evaluations must include only subjects covered by the active evaluation period, school year, and semester.
If First Semester is active, only First Semester subjects should appear and count in the evaluation.
5A student may evaluate only the professor assigned to their eligible subject for the active term.
Students should evaluate only the professor who is validly assigned to their subject for the current term.
6Students may evaluate faculty only while the applicable evaluation period is open.
Students cannot start, save, or submit evaluations when the applicable evaluation period is closed.
7A student may submit only one final evaluation for the same professor and subject within an evaluation period, and it cannot be edited after final submission.
Students may save drafts, but once the evaluation is finalized, it can no longer be changed.
8Only final and verified responses from the correct evaluation period may be included in official evaluation results.
Only completed and valid responses for the selected period should affect official results.
9Evaluation progress and verification must use the same set of subjects from the active evaluation period.
The number of required evaluations and the verification record must match the same active semester and period.
10Students may request evaluation-completion verification, while the Program Head may review requests only for their authorized program. An official receipt is issued only after approval.
Students can request verification, but the correct Program Head must review and approve it before a receipt is issued.
11Student identities must remain anonymous in normal faculty evaluation results. A Dean may reveal the identity only for a specific raw comment when authorized.
Professors normally see anonymous results. Identity may be revealed only through the authorized Dean action for a specific comment.
12Professors may view only their own evaluation results, while Deans may view results only within their assigned academic scope.
A professor cannot view another professor's results, and a Dean cannot view results outside their assigned area.
13Raw student evaluation comments remain the original source even when AI-generated themes or summaries are shown.
AI may summarize comments, but it must not replace or change what students actually wrote.
14Only authorized administrators may create, edit, publish, or archive official announcements, and each announcement must have an approved audience.
Only authorized administrators can manage announcements, and every announcement must be shown to the correct audience.
15University announcements must appear in University News, while department announcements must appear only in the appropriate Department News.
Users should see university announcements for everyone and department announcements only for the correct department.
16Only authenticated students may submit concerns, and every accepted concern must receive a unique tracking number.
Each valid concern can be tracked by the student through its unique number.
17The Office of Student Affairs manages student concerns, while PIO must not receive or manage concern tickets.
Concern tickets belong to OSA. PIO is used for Helpdesk inquiries, not concerns.
18Students may view only their own concern tickets and student-visible concern history.
A student must not be able to open or read another student's concern ticket.
19The AI Helpdesk must answer institutional questions only from the approved active FAQ knowledge bank and allowed conversation context.
The AI should use official WesVoice information and should not invent answers when reliable information is unavailable.
20When the AI Helpdesk cannot answer reliably, it must offer the approved escalation options. Human Assistance must create a PIO Helpdesk inquiry, not a Concern ticket.
Human Assistance goes to PIO, while concerns remain under OSA.
21PIO may manage only Helpdesk inquiries, and PIO replies must remain available to the student in the same inquiry conversation.
PIO handles Helpdesk inquiries only, and students should see the replies within their own inquiry.
22Sensitive WesVoice data may be shown only when the user's role, ownership, and authorized academic or operational scope allow it.
Users should see only the protected information they are authorized to access.
23Student login and account recovery must use approved identifiers and protect account privacy.
Students may use approved login or recovery details, while WesVoice avoids exposing private account information.
24Evaluation forms must show only active approved questions, require all required items, allow draft saving, and ask for confirmation before final submission.
Students can continue an unfinished evaluation, but required items must be completed before final submission.