Admin Tools
Intro
School Admins can set institution‑level policy for which AI features are available to instructors and students. When a feature is Off here, instructors cannot enable it on any assignment; when On, instructors can decide whether and how to use it in their courses.
Need admin access? If your school doesn’t have designated Rumi Admins yet, email support@rumidocs.com to request admin access.
Where to Find It
To open Rumi Admin Tools, open any Rumi assignment (or create a new one) then go to Admin Tools. The page is organized into two areas:
- AI Policy Management
- Student Experience
- Instructor Experience
- AI Promptset Management
- Instructor Permissions
- Institution Level Promptsets
AI Policy Management
Use this page to control which AI capabilities are available across your institution. The settings are grouped by who they affect.
- Features that Impact Student Experience (first card): Features that impact what students can do inside documents—e.g., preset prompts, chats, inline edits, available AI engines, and RumiAssist for rubric‑based feedback/leveling.
- Features that Impact Instructor Experience (second card): Features that affect instructor workflows—e.g., AI rubric generation and RumiAssist for instructor‑facing rubric feedback/leveling.
Student Experience
In this section, admins choose which student-facing AI features instructors can turn on or off, and which AI engines students can use. All controls appear in the Student Experience card. To learn more about these AI features and how instructors can enable/disable them please visit this guide.
Guided AI & Conversational AI
- Guided AI — Enable or restrict instructors from providing students with curated sets of prompts (Promptsets) aligned to the assignment.
- Conversational AI — Enable or restrict instructors from giving students access to open-ended AI chats and inline AI edits directly within the document.
Note: Please keep in mind that changing this will only impact new assignment creation not prior assignments created.
For example, if Guided AI & Conversational AI policies are disabled by the school administrator, these settings will be disabled for instructors, see screenshot below.
Admin tip: If your school’s AI policy is to allow only structured AI support and block open-ended AI generation across all assignments, set Guided AI = On and Conversational AI = Off. This keeps AI help focused through instructor‑chosen prompts.
AI Engines
Control which engines students can use when student‑facing AI is allowed. The AI Engines group includes separate toggles for: Claude, Gemini, and ChatGPT. Turn engines On to make them selectable; turn Off to remove them from student access. If Guided/Conversational AI are enabled at least one AI Engine must be ON.
Note 1: Please keep in mind that changing this will impact BOTH new assignments and existing assignments in Rumi.
Note 2: These settings only impact AI engine selection for RumiAI (Guided AI and Conversational AI). They don’t affect AI engines used for RumiAssist or Instructor Rubric Generation.
These settings only impact AI engine selection for RumiAI (Guided AI and Conversational AI). They don’t affect AI engines used for RumiAssist or Instructor Rubric Generation.
The images below show how the student experience changes depending on which AI engines are enabled or disabled.
RumiAssist (Students)
RumiAssist provides AI‑assisted, rubric‑aligned guidance to students. Two controls appear under RumiAssist in the Student Experience card:
- Feedback — Instructors can allow or prevent students from receiving strengths and areas for improvement mapped to the assignment rubric. If no rubric is attached, a generic rubric may be used.
- Leveling — Instructors can allow or prevent students from seeing AI-suggested rubric levels indicating how their text aligns with the criteria.
Note: Please keep in mind that changing this will only impact new assignment creation not prior assignments created.
If school admins turn these features off, instructors will not be able to enable these AI features under AI Policy.
If School Admins have this setting turned on, and instructors enable RumiAssist for an assignment, students will be able to access RumiAssist on the top right of screen as shown below.
Instructor Experience
These settings control AI capabilities that streamline instructors’ own workflows. All controls appear in the Instructor Experience card on the right.
AI Rubric Generation
When On, instructors can use AI to generate rubric criteria and descriptors as a starting point, then refine them to match course expectations. Turn Off if your school policy requires rubrics to be authored without AI assistance.
If this setting is turned off, instructors will not be able to click the ‘Generate with AI’ button in the Rubric Management Tab.
AI Rubric Comment
AI Rubric Comment is enabled by default and allows instructors to receive AI-generated comments aligned to rubric criteria. This provides instructors with a strong starting point for high-quality, criteria-based feedback.
When this setting is On, instructors will see the AI assistance button in the Rubric Table inside each student document, allowing them to generate rubric-aligned comments with AI.
When this setting is Off, the button is removed and instructors cannot generate AI rubric comments.
RumiAssist (Instructors)
Enable RumiAssist for instructors to accelerate feedback aligned to rubrics:
- Feedback — AI‑assisted comments based on the rubric.
- Leveling — AI‑suggested rubric levels to support consistent evaluation. These toggles apply to instructor‑facing tooling; they are independent of the student‑facing RumiAssist settings above.
If this setting is Turned On, Instructors will be able to click on RumiAssist on the top right of each document.
AI Promptset Management
This section determines defaults and permissions for Promptsets—the curated collections of Guided AI prompts for assignment that have "Guided AI" enabled. It appears below the policy cards on the same page.
To learn more about Guided AI and the AI Promptset Builder, view this Guide.
Instructors Permissions
Found under AI Promptset Management → Instructors Permissions (two toggles):
- Creating AI Promptsets — When On, instructors can create their own Promptsets.
- Choosing AI Promptsets per assignment — When On, instructors can select which Promptset applies to each assignment. If this setting is turned Off, newly created assignments that have "Guided AI" enabled will only use the default AI Prompset.
Turn either Off to centralize control and prevent ad‑hoc prompt creation/selection by instructors.
Note: Please keep in mind that changing this will only impact new assignment creation not prior assignments created.
If these settings are turned Off, instructors will not be able to select a specific promptset or create their own when they have the "Guided AI" feature enabled.
Institution Level Promptsets
Below the permissions block is the Manage Institution Level Promptsets table with three key elements: Promptsets, Default, and Available. You’ll also see Refresh and AI Promptset Builder actions at the top right.
Note: Please keep in mind that changing this will only impact new assignment creation not prior assignments created.
- Promptsets list Shows all institution‑level Promptsets by name. Some may be labeled Predefined (Rumi‑provided sets such as Content Refinement, Writing Feedback, or Style Improvements).
- Default (radio) Select one Promptset as the default for new assignment creation. This sets a starting point that instructors can keep or change (assuming they have permission to choose a Promptset per assignment).
- Available (toggle) Publish/unpublish each Promptset. On makes the set selectable by instructors; Off hides it from selection while preserving it in your library.
- Refresh Reloads the list to reflect recent changes (useful after editing or importing Promptsets).
- AI Promptset Builder Opens the builder to create new Promptsets or curate existing ones at the institution level. Use this to standardize high‑quality, policy‑aligned Guided AI prompts for your programs.
