Overview

This article explains the application setting that controls which types of users are allowed to see the medical information recorded for a Student (Learner, Pupil) in the system. It is a privacy and security control located in the general security configuration area of the application, and it applies wherever a Student’s medical information could otherwise be displayed.

In the system, this setting is located and labelled as follows: Main Settings / General Settings / Security Settings / Medical Rights / User types that have access to Pupil medical information.

 

What This Setting Does

Here you can select the user types that have access to students’ medical information.

It can be:

• Employees (all employees of the system are subject to their role privilege).
• Teachers of the student (teachers that teach a student- All teachers- Mentors of a student as defined in the mentor drop-down field in the student profile data TAB.

In the current version of the system, these are offered as four separate, independently selectable options, and any combination of them can be selected together:

• Employees – staff members of the system, such as secretarial or administrative staff.
• Mentors – the Teacher (Instructor) recorded as the Mentor of a Student, as set in the dedicated “Mentor” field on the Student’s own profile.
• Teachers of Student – Teachers currently teaching that specific Student, meaning Teachers assigned to a Group (Class) or Subject (Course) in which the Student is enrolled.
• Teachers – a combined option equivalent to selecting both “Mentors” and “Teachers of Student” together.

 

Where It Is Used

This setting is checked wherever a Student’s medical information could otherwise be displayed, including:

• The Student’s profile page, in the Medical (or SEN & Medical Conditions) section, both when viewing and when editing a Student’s record. If access is not granted, this section is not shown at all.
• Staff-facing Student lists and Student cards, where a medical-related indicator or column may appear next to a Student’s name.
• The Teacher portal, specifically in a Teacher’s own lists and statistics for their Students (for example, “My Students”, “My Classes”, and Student Statistics) – medical indicators appear here only for the Teacher-related options described above.
• Attendance records, where a medical or health-related indicator column may appear alongside a Student’s attendance history.
• A dedicated report/list used by staff to review medical and related support information (for example, exam access arrangements) across several Students at once. Access to this specific report requires an additional, separate permission on top of this setting.

This setting does not apply to the Admission/application process, and it does not control what parents or guardians can see – those areas are not affected by this particular setting.

 

Business Logic / Behavior

The following business rules can be observed from how the four options interact:

• Selecting “Employees” only makes access possible for staff; each staff member’s role must separately carry the permission to view medical data, or that person will still not see medical information even though “Employees” is selected (see Notes for the related permission).
• For a Teacher to see any medical information, at least one of the Teacher-related options (“Mentors”, “Teachers of Student”, or “Teachers”) must be selected.
• “Teachers” always covers both “Mentors” and “Teachers of Student” at the same time – selecting “Teachers” has the same practical effect as selecting both of the other two options together.
• Selecting “Mentors” on its own means that only the Teacher recorded as the Student’s Mentor will see medical information; a subject Teacher who is not that Student’s Mentor will not see it.
• Selecting “Teachers of Student” on its own means that only Teachers who actually teach that Student will see medical information; the Mentor will not automatically be included unless also covered by another selected option.
• A Teacher who has no recorded relationship at all with a given Student cannot see that Student’s medical information, regardless of this setting.
• By default, only “Employees” is selected, meaning that until an institution actively decides otherwise, medical information is visible only to eligible staff and not to any Teacher.

 

Example(s)

The setting’s own configuration notes illustrate the two ends of this behavior directly:

Setting -> Active -> Select All (Employees, Mentors, Teachers Of Student, Teachers)

 

 

Setting – > Inactive for teachers

In the teacher’s portal, the student’s statistics do not show medical information.

 

 

A practical illustration of a more selective configuration: at Example Institute, the administration wants office staff and each Student’s assigned Mentor to be able to review medical information, but does not want ordinary subject Teachers to see it.

To achieve this, the administrator selects:

• Employees
• Mentors

…and leaves “Teachers of Student” and “Teachers” unselected.

As a result, Maria P., a secretary whose role has the permission to view medical data, can see the medical notes for Student John D. George S., who is recorded as John D.’s Mentor, can also see them. However, Anna T., who teaches John D. Mathematics but is not his Mentor, will not see any medical information for John D., because “Teachers of Student” was not selected.

 

When to Use

 

When to Enable

Select the relevant user type(s) when the institution wants a defined group of staff and/or Teachers to be aware of a Student’s medical conditions for safety, wellbeing, or support-planning purposes – for example, so that a Mentor or another responsible staff member can respond appropriately if a medical issue arises during school hours.

When to Disable

Leave a user type unselected when the institution wants to keep medical information restricted for privacy reasons – for example, to prevent subject Teachers from seeing sensitive health details when there is no operational need for them to know. Removing a user type only changes who can see the information; it does not delete or alter the medical information itself.

 

Notes

K-12 versus Higher Education mode: this setting works in exactly the same way in both K-12 mode and Higher Education mode. There is no difference in how medical information visibility is determined between the two modes.

Related settings/permissions (configured separately from this setting, under Roles & Rights):

• “View Medical Data” (Security Settings > Roles & Rights) – a role-level permission that must also be granted to a staff role before the “Employees” option takes effect for that role.
• “Students Per Medical Data” (Security Settings > Roles & Rights) – a role-level permission required to access the dedicated medical information report, separate from the general visibility controlled by this setting.

Prerequisites: before relying on this setting, make sure that:

• Any role that should see medical information through the “Employees” option has also been granted the “View Medical Data” permission.
• Each Student’s Mentor field, on the Student’s profile, is filled in correctly if Mentor-based visibility (“Mentors” or “Teachers”) is intended to be used.