Account Creation Process

Overview

To ensure secure and accurate participation, all users must create an account using their official school email address. The system verifies both the user’s identity and their association with a participating school.

Step-by-Step Process

1. Access the App
   Users navigate to the app and select Create Account.
2. Select School
   Users choose their school from the provided list.
   • Each school is tied to an approved email domain.
3. Enter Email Address
   Users must enter their official school email address.
   • The system checks that the email matches the approved domain for the selected school.
   • Personal email addresses (e.g., Gmail, Yahoo) are not accepted.
4. Complete Security Check
   Users must complete a CAPTCHA challenge to confirm they are not a bot.
5. Create Password
   Users create a password that meets security requirements (minimum length, complexity, etc.).
6. Email Verification
   • A verification email is sent to the provided address.
   • The user must click the verification link to activate their account.
7. Account Activation
   • Once verified, the account becomes active.
   • Users will not need to verify their email again unless it is changed.
8. Login and Access
   Users can now log in and begin submitting entries.

Data Retention Policy

Overview

To support program administration and reporting while maintaining responsible data practices, user and submission data is retained for a limited period.

Retention Period

• All account and submission data is retained for one (1) year after the end of the submission period.

Data Included

The following data is retained during this period:

• User account information (name, email, school)
• Submission data (photos, entry details, timestamps)
• Participation records and reporting data

Data Deletion

• After one year, data may be:
  • Permanently deleted, or
  • Anonymized for reporting and historical analysis

Purpose of Retention

Data is retained to:

• Verify participation and eligibility
• Generate reports and program insights
• Resolve disputes or questions related to submissions 

Photo Privacy Guidelines

Overview

Schools are responsible for ensuring that all submitted photos and student information comply with their district’s policies and guidelines.

Guidelines

1. Follow District Policies
   • All photos and student information must follow your school or district’s media release and privacy policies.
   • It is the responsibility of each school to ensure proper permissions are in place.
2. Use of Student Information
   • Student names and information may be included when appropriate (such as in Awesome Notes), in accordance with district guidelines.
3. Photo Use
   • Schools may submit photos of individual students or groups.
   • Photos should reflect positive, school-appropriate activities.
4. Visibility of Submissions
   • Photos and submission content will be visible to other users within the app.
   • Schools have the option to opt out of public visibility during the submission process.
5. Secure Platform
   • All photos and information are securely uploaded and stored within the app.
   • The system is designed to protect submitted content and restrict access to authorized users only.

Awards & Eligibility App Submission FAQs

Why are we moving submissions to the app instead of the Facebook group?
The app makes submitting entries safer, simpler, and more reliable. Every submission is confirmed and easy to track—capabilities Facebook was never designed to support.

Can we still submit entries in the Facebook group?
No. Once the app is launched, all submissions must be made through the app. The Facebook group will no longer be used for submissions.

What will the Facebook group be used for now?
The Facebook group will be used by Utrust administrators to:

• Share program communications and reminders
• Showcase winning and highlighted entries
  Group members may comment and engage with posts, but submissions should not be posted in the group.

Do I need a Facebook account to submit entries?
No. A Facebook account is not required. All submissions are completed in the app.

Who can submit entries?
School Coordinators, A-Team and G-Force Advisers, and other designated staff members can log in and submit entries. We encourage student team leaders to complete submissions—the app is designed to make it easy.

Is the app hard to use?
No. The app provides a clear, guided process and works on phones, tablets, and computers.

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Submission Process

How many entries can we submit?
The app organizes submissions into three sections: Shining Star, Awesome Notes, and Culture Quests. Submit one entry in each section for the activities your school completes.

Before starting an entry, gather your photos, video, and description so everything can be submitted together in one complete entry.

Why only one complete entry?

• Keeps all photos and details in one place
• Reduces missing or conflicting information
• Ensures the submission is reviewed as intended
• Avoids follow-up requests or corrections

When are submissions due?
Submissions are due on the second Friday after each Utrust scheduled Appreciation Day.

Can we submit late?
Yes. Late submissions are accepted for eligibility documentation only. Entries submitted after the deadline will not be considered for awards.

When are winners announced?
Winners are announced the Monday following the submission deadline.

How do I know my submission was received?
You will receive a confirmation email after submitting.

What if we forget to submit?
The app tracks required submissions and allows Utrust to send alerts when a submission is missed. Missing submissions may impact eligibility for future funding.

What happens if we don’t include enough photos?
The app will not allow you to move forward until the minimum number of photos is uploaded.

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Editing & Submission Rules

Can we edit after submitting?
No. Once a submission is complete, it cannot be edited or changed.

What if we uploaded the wrong photo?
Submissions cannot be changed after they are submitted. Be sure to gather and review all photos and details before starting.

Can we delete and resubmit?
No. Submissions cannot be deleted or resubmitted once completed.

Collaboration & Multiple Users

Can multiple people from the same school submit?
Yes, multiple users can have access. However, only one submission per school is allowed for each activity.

Can we work on a submission together?
Yes. Teams can collaborate, but the final submission must be completed through one user account.

What happens if two people submit for the same day?
The app only allows one submission per school per activity. If a submission has already been completed, additional attempts will result in an error.

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Judging & Awards

How are award winners determined?
All submissions are reviewed by a panel of three Utrust judges. Each judge scores entries on a scale of 0–5 points for each criterion, and scores are combined to determine overall rankings and winners.

Awesome Notes are evaluated based on:

• Addressed to a Specific Person
• Specificity of Appreciation
• Authenticity / Sincerity
• Positive Impact

Shining Star submissions are evaluated based on:

• Utrust Theme Clarity
• Honoree Centered
• Creativity
• Overall Impact

The highest-scoring entries are selected as winners. In the event of a tie, judges will review the entries together and make a final decision.

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Eligibility & Compliance

Does missing submissions affect funding eligibility?
Yes. Schools may submit late (after the awards deadline) for eligibility tracking.

If multiple Appreciation Day submissions are missing at the end of the year, the school will be placed on probation for the following year. During the probation year, failure to submit all required Appreciation Day entries by the end of the school year will result in loss of eligibility for the following year.

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Photos & Video

Are videos required or optional?
Videos are optional. You may include one video per submission.

Are there limits on videos?
Yes.

• Maximum of 1 video
• File types: MP4 or MOV
• Maximum size: 50MB
• Maximum length: 30 seconds

Can we include student names in submissions?
Yes, when appropriate (such as in Awesome Notes), as long as it follows your district’s guidelines.

Can we submit photos of individual students?
Yes. Individual or group photos are allowed.

Do we need permission to share student photos?
Yes. Follow your school or district’s media release and privacy policies.

Who can see the photos we submit?
Photos and submission content are visible to other users within the app and may be featured by Utrust.

Can we keep our submissions private?
Yes. You can opt out of public visibility during the submission process.

Are photos and submissions stored securely?
Yes. All content is securely stored within the app.

Account & Login

How do I create an account?
Select your school, enter your school email address, complete the security check, create a password, and verify your email.

Why do I have to use my school email address?
Your school email confirms your affiliation and ensures secure access.

What if my email doesn’t work during signup?
Make sure you are using your official school email. Only approved domains are allowed.

Do I have to verify my email every time I log in?
No. Verification is a one-time step unless your email changes.

What if I don’t receive the verification email?
Check your spam or junk folder, or request it again.

What if I forget my password?
Use the password reset option on the login screen.

Can I change my email?
Users cannot update their email directly. Contact Utrust support and the admin team will update it for you.

What if I leave the school?
If you no longer have access to a school email address, you will no longer be able to access the app.

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Security & Access

Why do I have to complete a CAPTCHA?
CAPTCHA helps prevent unauthorized access and protects the system.

Is my information secure in the app?
Yes. All data is securely stored and accessible only to authorized users.

Do admins see more than regular users?
Yes. Utrust administrators have access to all submitted information.

Can coordinators view all submissions for their school or system?
Yes. Users can search by school or system and download reports.

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Technical Support

Who do I contact for help?
You can submit a tech support ticket through the app or email sbonzell@utrust.org.

What if the app won’t upload photos or videos?
Submit a tech support ticket through the app or email sbonzell@utrust.org for assistance.

What if I can’t log in?
Submit a tech support ticket through the app or email sbonzell@utrust.org.

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Data & Retention

How long is our data kept in the system?
All account and submission data is retained for one year after the submission period ends.

What happens after one year?
Data may be permanently deleted or anonymized for reporting and historical purposes.

What kind of data is stored?
The system stores account information, submission details, and participation records needed for reporting and program management.