One of the benefits of adding a note in SchoolWise is security. Notes are only viewable to those people who are assigned to a learner. In addition, you can secure an individual note so that it is only viewable by a certain role or role group such as management, guidance or the pastoral care team. Notes can also be part of a referral system and are automatically secured this removes the need for complex systems or human error.

SchoolWise ensures that only the necessary people can see information for a learner based on their role. It also means that everyone can continue to store all this information in one place. It removes the need to store notes in different places just to try and keep them secure.

It is important to understand who can view a note. Let's take a look at how this works in SchoolWise.

The only people who can view the notes on a learner profile are those people who

Let's take a look at each one in its own context.

The default configuration in SchoolWise assigned to a learner are;

You can also assign a person from Guidance and Counselling to a learner profile.

The default roles in SchoolWise that can view a note on a learner profile are;

If you create a custom role and grant permission for that role to access a year group, then they will also be able to view notes for each learner in that year group unless you remove this permission.

Even if a person is assigned to a learner profile or part of a role with access to the profile they must have Learner profile permission to view notes. This is enabled by default and for any custom roles you create. You must disable it if you do not want a role to create, view or edit notes.

There is also the ability to secure an individual note. This prevents other roles from viewing a note. By default, this is available for the Management, Guidance and Counselling roles. You can enable this for custom Dynamic Security Role Groups that you create.

Subject teachers cannot view any notes added through Learner Support. This is the default condition. You have to explicitly enable the toggle on an individual note if you want to make it Viewable by Subject Teachers. This will make the note viewable on the learner profile through Gradebook for only those teachers that currently have the learner in their class (not to every teacher in the school).

Enabling this option will automatically send a notification message to each subject teacher letting them know a note has been added to the learner profile.

If you want to add or remove the list of roles that can secure a note, you need to add a Dynamic Security Role Group. Role groups allow you to group both the built-in system and any custom security roles together. You can then restrict the view access for notes so that they are viewable by the role group only.

For example, let's say you want to create a Dynamic Security Role Group called Pastoral Care Team. In that role group, you want to include management, guidance and counselling, and year heads. You want to be able to restrict notes so that they are viewable by the Pastoral Care Team only. This is where you would use the Dynamic Security Role Group feature of SchoolWise. You can learn more or create a role group in this article.

A member of the management role adds a note to a learner profile. The year head or tutor assigned to that learner can view the note. However, another year head or tutor will not be able to view the note. Why, because they are not assigned to the learner. They are assigned to other learners in another year group.

Members of the guidance and counselling, learner support and SEN will also be able to view the note. They have access to all learners in all year groups.

A member of the guidance and counselling role adds a note. They set the permission on the note to Viewable by Guidance and Counselling Only. The year head and tutor assigned to that learner cannot view the note. Neither can members of the learner support, SEN or custom role groups. Why, because the permission on the individual note prevents this.

Members of the management role are also prevented from viewing the note as notes secured by guidance and counselling are not viewable by anyone else.

A teacher adds a note through the Gradebook. The year head or tutor assigned to that learner can view the note. Members of the management, guidance and counselling, learner support, SEN and custom roles will be able to view the note. Why, because they all have access to the learner profile.

Other subject teachers will not be able to view the note as this option was not enabled by the teacher who created the note.

A member of the management role adds a note to a learner profile and sets the permission on the note to Viewable by Management Only. Nobody else from any role will be able to view the note. Why, because the permission on the individual note prevents this.