Learner Support allows you to track a learner's educational journey from the first time they walk into your school until the last time they leave. There are many intersections along that journey and some learners, they have more interactions than others.

Some of the information and data that is gathered at these intersections can be sensitive, and other times it is simply to update the learners' profile. Security of this information and data is paramount. SchoolWise ensures that only those people within your school have access to the data they need. What determines this access depends on their membership in security roles within the platform. Let's take a look at how to assign people to roles and what privileges they have.


Types of Roles in Learner Support

There are two types of roles in Learner Support which are;

  1. Built-in system roles

  2. Dynamic security roles

Built-in system roles

These are roles that come with SchoolWise and are already set up in the platform. You simply add and remove members to each role. Some of these roles have their members automatically populated from the sync with your school MIS/SIS system.

Dynamic security roles

These are custom roles that you create. Dynamic security roles allow you to map the same management, leadership and care team structure already in your school to SchoolWise. You can then assign permission to these dynamic roles. You can even group roles together to create dynamic security role groups.

You can learn how about dynamic security roles and how to create them in this article.


Built-in System Roles

Management Role

This role is usually reserved for school management such as the principal and any deputy principals. The role allows for full access across all aspects of Learner Support without any restrictions. People in this role can view all learners.

The additional privilege that people in the Management role have is the ability to mark a Note as 'Viewable by Management Only'. This restricts access to the note to those only in the Management Role.

How to assign people to the role

Assigning people to the role is done through User Management. You can find more details about how to add people to the Management role in this article.


Guidance and Counselling Role

This role much like the management role has full access across all aspects of Learner Support. People in this role can view all learners. The only restriction is that they cannot view any Notes that have the 'Viewable by Management Only' option enabled.

Guidance and Counselling do have the option of setting Notes as 'Viewable by Guidance and Counselling Only'. This ensures that only those people in this role can view the note.

Note: No other role can view these notes including the Management role. This ensures notes marked as Viewable by Guidance and Counselling only are private to members of that role.

How to assign people to the role

Assigning people to the role is done through User Management. You can find more details about how to add people to the Guidance and Counselling role in this article.


Learning Support and Special Needs Role

This role has full access across all aspects of Learner Support. People in this role can view all learners. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.

How to assign people to the role

Assigning people to the role is done through User Management. You can find more details about how to add people to the Learning Support and Special Needs role in this article.


Year Head Role

People in this role only have access to those learners for which they are assigned the Year head role. So when a year head clicks on Learner Support, they will only see the list of learners displayed where their name appears in the Year Head column.

Year heads can be assigned in the following ways;

  • Assign one year head to the entire year group

  • Assign multiple year heads to the same learner(s)

  • Assign a year head to a specific segment of learners within a year group

Year heads have full access to those learner profiles that they are assigned. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.

How to assign people to the role

There are two ways that year heads can be assigned to learners;

Note: If you manually assign a year head to learners you will need to manually remove them at a later time.


Tutor Role

People in this role only have access to those learners for which they are assigned the Tutor role. So when a tutor clicks on Learner Support, they will only see the list of learners displayed where their name appears in the Tutor column.

Tutors can be assigned in the following ways;

  • Assign one tutor to the entire year group

  • Assign multiple tutors to the same learner(s)

  • Assign a tutor to a specific segment of learners within a year group

Tutors have full access to learner profiles that they are assigned. The only restriction is that they cannot view any Notes that have either the 'Viewable by Management Only' or the 'Viewable by Guidance and Counselling Only' option enabled.

How to assign people to the role

There are two ways that tutors can be assigned to learners;

Note: If you manually assign a tutor to learners you will need to manually remove them at a later time.


Related Articles

How to Assign Year Heads/Tutors to Learners

Adding and removing users from roles in Learner Support

Creating Dynamic Security Roles

Assigning Permissions to a Role

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