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Portal implementation status

Last updated: June 2026
Plan: apexstem_portal_plan.md
Adversarial (plan): apexstem_portal_plan_adversarial_review.md
Adversarial (build): apexstem_portal_implementation_review.md

Nonprofit formation (Apex STEM Education Inc.)

Milestone Status
NJ incorporation Done — 2026-06-11
IRS EIN Done — 2026-06-11
Form 1023-EZ Submitted — 2026-06-11; awaiting IRS (est. 2–8 weeks)
Bank account Next — see progress notes
Google for Nonprofits After determination letter
Bylaws + formal board In progress (June–Aug 2026 priorities)

Full log: 501C3/apex_stem_formation_progress_notes.md

Phase summary

Phase Status
0 — Repo skeleton ~95% — Start here, board/treasurer hubs, guides catalog
0 — DNS / Cloudflare Zone connected
1 — docs.apexstem.org Deployed + Access (One-time PIN) — invite trustees next
2 — Public apexstem.org Not started
3 — AI assistant (RAG chat) Deferred — finish wiki + ops first

Deferred (not now)

Portal “brain” (indexed knowledge + Claude/RAG chat, Drive on-demand reindex): Too ambitious for current phase. Revisit after Phase 1 wiki is in daily use (trustees + mentors invited, Drive/Freedcamp linked, finance SOP approved). Design notes live in chat history / future 501C3/apexstem_portal_ai_plan.md when drafted.

Done

  • [x] Start here + guides catalog
  • [x] Board + treasurer onboarding hubs (merged, no duplicate hub.md)
  • [x] Formation summary, APEX-FIN-001 (draft), grant readiness stub, LLC numbered steps
  • [x] Team lead + mentor/parent/student hubs; Nationals packing/interview/travel runbooks
  • [x] Mentor guide (step-by-step), results/examples, equipment; top-level Mentors nav
  • [x] GitHub URL fixes for role/SOP pages used on docs site
  • [x] apexstem/README.md + role onboarding stubs
  • [x] operations/integrations.md, portal/rbac-groups.md
  • [x] mkdocs.apexstem.yml + GitHub Actions build
  • [x] Team Roles.txt PII removed (current file)
  • [x] domain_and_dns.md credentials redacted
  • [x] Sponsorship tracker → template + private Sheet policy

Open — finish portal first (priority order)

  1. [ ] Freedcamp project URL + Drive REGIONALS/ folder link on integrations — unblocks mentors
  2. [ ] Trustee invites — test Start here + Mentor guide
  3. [ ] Board minutes: adopt portal launch gates + approve APEX-FIN-001 draft
  4. [ ] Remaining GitHub URL fixes on ops pages (brand_and_trademark, domain_and_dns, portal/STATUS frontmatter links if any break on site)
  5. [ ] Optional: treasurer@ / sponsorships@ Gmail send-as — gmail_send_mail_as.md
  6. [ ] Migrate ridgeracersnj.com mailto to @apexstem.org when board approves
  7. [ ] drive-index.md (folder checklist for admins) — optional doc, no API
  8. [ ] Git history scrub if Team Roles.txt was ever public with PII
  9. [ ] Phase 2: public apexstem.org (later)

Infrastructure (mostly done)

  • [x] Cloudflare zone connected (nameservers)
  • [x] Email Routing — Option B (hello@, board@ → Google Group, treasurer@, sponsorships@)
  • [x] Verify: test send to each alias from an external address
  • [x] Gmail Send mail as — board@apexstem.org (working)
  • [x] Gmail Send mail as — hello@apexstem.org
  • [ ] Gmail Send mail as — treasurer@, sponsorships@ (optional) — gmail_send_mail_as.md
  • [x] Cloudflare Pages build/deploy succeeded
  • [x] Custom domain docs.apexstem.org — HTTPS active
  • [x] Cloudflare Access on docs.apexstem.org (One-time PIN)
  • [ ] Trustee invites (waiting) — test Start here after invite
  • [ ] Board minutes: approve APEX-FIN-001 draft
  • [ ] Add live Freedcamp + Drive URLs on integrations
  • [x] Second admin on registrar + Cloudflare — waived
  • [ ] Board vote: plan + launch gates
  • [x] repo_url + edit_uri in mkdocs.apexstem.yml → rexnfx79/STEMRacing
  • [ ] Migrate team site mailto to @apexstem.org when forwarding works
  • [ ] Git history scrub if repo was ever public with old Team Roles.txt

Auth honesty banner

Login controls which sections you can open, not every page tag. Do not put secrets or student personal data in this wiki.

Build locally

pip install mkdocs-material
mkdocs serve -f mkdocs.apexstem.yml

Output: site/apexstem-docs (gitignored)