How does your school give access to student information to counselors, learning specialists, etc?

Brian Gray

We are nearing the end ou the implementation/configuration phase of our "EE to LMS/SIS" project.  One of the remaining pieces is how we should grant access to student information (grade cards, schedules, transcripts, etc) to the people who work in student support offices (College Counseling, International Office, Learning Specialists, etc). They work directly with a subset of students and should have access to relevant information. We don't want to grant access to all teachers - just those in specific offices.


Essentially, we want to re-create the access given by the Grade-level Advisor role in EE. Ideally, we would want to limit the access for a person or group to specific students (e.g., the International Office people would see only in formation for international students, etc).


We considered creating special Advisory sections, but we think that would result in the International office getting attendance emails about all of their students and College Counseling getting attendance notices for all juniors and seniors.


What is your school doing?  What works for you?

Megan Morris

We use advisory groups, just like you are thinking of doing.  We don't have as many specific subgroups - so we basically have an advisory group for each division, as well as grade-level groups, and we grant the access through those.  We have them set up so that students can't even see the division-level groups (and those "advisors" don't show in directory, etc - you can set all of that up in the advisory set-up).  But yes - it does mean that attendance emails, etc, come through automatically.  We've just had to train people who will be "advisors" for grade access to set up some email filters with keywords from the automatically generated "advisor" emails, and have those emails automatically filter out of their inbox to another folder (or, depending on preferences, straight to the trash).  When they have to decide between keeping their easy access to grades and other information vs. having to deal with the emails, they've all chosen to keep their easy access to grades.


 

Brian Gray

Thanks for your response Megan. 


If we go that route, it will take some work to get the filtering just right for each person.

Lauren Marcus Eisenberg

A word of advise: I would encourage you - if you have the luxury - to take the time to set this up methodically. It is possible, as was pointed out, to set parameters by grade level, advisor group, etc., which was helpful.


When we went live with K-12, because we did not have enough time to be methodical, we over-permissioned way too many people. We will need to undertake a comprehensive Role audit to remedy that dilemma.