Implementation guide for school administrators.
EverJoy School Partnership — Operational Guide
Version: 2026-07
Parent Documents: 01-School-Agreement.md, 02-School-District-Data-Processing-Agreement.md
This guide provides operational detail for school and district personnel implementing EverJoy partnerships.
1. Partnership Overview
1.1 What EverJoy Provides
EverJoy is The AI-Powered Student Growth Cloud — a platform helping parents preserve childhood memories from Pre-K through graduation. At partner schools, the Partner Capture Network enables certified partners to scan student work using anonymous Student ID labels.
1.2 What Schools Provide
- Authorization to operate Partner Capture Network
- Optional roster data for parent activation
- Onsite access for Capture Partners
- Parent communication support
1.3 What Parents Control
- Account creation and subscription
- Child profile management
- Student ID Booklet enrollment
- Content review and deletion
- AI processing consent (optional)
- Family Circle sharing
2. Implementation Timeline
Phase 1: Agreement (Week 1-2)
| Task | Owner | Deliverable |
|---|
| Review School Agreement | School admin | Signed agreement |
| Review District DPA (if applicable) | District legal | Signed DPA |
| Designate Authorized School Personnel | School | Contact list |
| EverJoy admin configuration | EverJoy | Partner status active |
Phase 2: Roster Setup (Week 2-3)
| Task | Owner | Deliverable |
|---|
| Decide roster sharing authorization | School | Yes/no decision |
| Prepare roster CSV | School | Name, grade, DOB, student ID |
| Upload roster via admin | EverJoy admin | Roster imported |
| Verify roster accuracy | School | Confirmation |
Phase 3: Partner Assignment (Week 3-4)
| Task | Owner | Deliverable |
|---|
| Assign Capture Partner | EverJoy | Partner assigned |
| Partner certification complete | Partner | Academy certificate |
| Schedule capture days | Partner + School | Calendar |
| Parent communication | School | Announcement sent |
Phase 4: Launch (Week 4+)
| Task | Owner | Deliverable |
|---|
| Parent onboarding begins | Parents | Accounts created |
| Booklet enrollment | Parents | Labels distributed |
| First capture visit | Partner | Artifacts captured |
| Monitor quality metrics | EverJoy | Dashboard review |
3. Roster Data Management
3.1 Roster CSV Format
Required columns:
first_name,last_name,grade,date_of_birth,school_student_id
Example:
Emma,Johnson,3,2018-03-15,12345
Liam,Smith,5,2016-07-22,12346
3.2 Roster Upload Process
- Authorized School Personnel requests upload via partners@myeverjoy.com
- EverJoy admin uploads via
/api/admin/rosters/upload
- School verifies record count and sample records
- Roster active for parent activation
3.3 Roster Updates
- Upload new CSV to add/update records
- Deletions handled via EverJoy admin
- School notifies EverJoy of significant changes (grade promotions, transfers)
3.4 Roster Security
- Roster data stored with RLS; no parent SELECT access
- DOB used only for server-side activation matching
- Generic error messages prevent roster enumeration
- Rate limiting: 5 failed activation attempts per 24 hours
4. Parent Activation Flow
4.1 Parent Steps
- Sign up at myeverjoy.com
- Search California school directory
- Select partner school
- Enter child name and date of birth
- System matches against roster (server-side)
- Child profile linked to school
- Enroll in Student ID Booklet program
- Start 14-day free trial
4.2 Activation Failures
Common failure reasons:
- DOB mismatch (typo in roster or parent entry)
- Name spelling difference
- Child not on roster
- Rate limit exceeded (5 failures/24h)
Resolution: Verify roster data; contact support@myeverjoy.com
4.3 Non-Roster Path
If parent cannot activate via roster:
- Create child via directory path (parent upload mode)
- Scanned artifacts won't auto-link until roster matched
- School may update roster and parent re-attempts activation
5. Capture Operations
5.1 Capture Partner Schedule
- Typical: one partner visit per week per school
- Partner capacity: ~5 schools per week (configurable)
- Capture day coordinated with school administration
5.2 Capture Day Protocol
- Partner checks in with school office
- Partner collects labeled work from designated location
- Partner scans each artifact (QR/barcode required)
- Partner uploads batch to EverJoy
- System routes artifacts to parent Memory Inboxes
- Partner reports completion
5.3 Label Requirements
- Work must bear valid EverJoy Student ID label
- Label must be scannable (not damaged/obscured)
- Unlabeled work is not captured
- Labels do not display student names
5.4 Quality Monitoring
EverJoy monitors:
- Read rate (alert if < 80%)
- Failure rate (alert if > 20%)
- QA queue age (alert if > 48 hours)
Schools report issues to partners@myeverjoy.com
6. Data Governance
6.1 Data Ownership
| Data Type | Owner | School Access |
|---|
| Roster data | School (Controller) | Upload/admin only |
| Captured artifacts | Parent | None |
| Parent uploads | Parent | None |
| Activation records | Parent | Aggregated only |
| Participation metrics | EverJoy | Aggregated reports |
6.2 FERPA Considerations
- EverJoy acts as service provider to parents (default)
- Roster data may be education records; School authorizes sharing for activation
- Captured artifacts linked via parent-authorized labels, not school disclosure
- District DPA available for formal FERPA designation
6.3 SOPIPA Compliance
Both parties comply with California SOPIPA:
- No targeted advertising
- No non-educational profiling
- No sale of student information
- Reasonable security
- Deletion upon request
7. Community Revenue Share
7.1 Calculation
5% to School + 5% to PTA of applicable gross revenue from School families:
- Subscription fees (Starter, Value, Premium)
- Student ID Booklet fees
7.2 Reporting
EverJoy provides quarterly reports:
- Total eligible revenue
- School share amount
- PTA share amount
- Family participation count
7.3 Payment
Remittance to School-designated account. School responsible for PTA distribution.
8. Support and Escalation
8.1 Contact Matrix
8.2 Escalation Path
- Email initial contact
- If unresolved in 5 business days, request escalation
- EverJoy leadership review for critical issues
9. Termination Procedures
9.1 School-Initiated Termination
- Provide 90 days' written notice to partners@myeverjoy.com
- EverJoy removes partner designation
- Capture Partners cease visits after notice period
- Roster data deleted within 90 days of termination
- Parent accounts remain active (parent-controlled)
9.2 Data After Termination
- Parent content remains with parents
- Roster data deleted per DPA
- Aggregated historical reports may be retained
- Community revenue share ceases
10. FAQ for School Administrators
Q: Can we see student photos uploaded by parents?
A: No. Parent content is private. You receive aggregated participation metrics only.
Q: What if a parent doesn't want capture?
A: Capture requires parent booklet enrollment. Non-enrolled students are not captured.
Q: How is student identity determined?
A: Only through QR/barcode scan of Student ID labels. Not handwriting or visual ID.
Q: What data do we need to upload?
A: Optional roster with name, grade, DOB, student ID for parent activation.
Q: Is EverJoy FERPA compliant?
A: EverJoy is designed with FERPA awareness. Execute District DPA for formal assurances.
Q: What happens if we terminate the partnership?
A: Capture stops, roster deleted, parent accounts continue independently.
Operational Guide version 2026-07.
