Overview
This article explains the application setting that controls whether Teachers can see a Student’s personal contact details (such as email address) and certain demographic identifiers across the Teacher portal.
The setting is named “Teachers do not have access to their Student’s contact and demographic data” (setting ID: Check_apokripsi_stoixeion_epikoin_ton_mathiton_se_kathigites) and is found under Configuration > Main Settings > General Settings > Teachers Portal Rights > Access to Student Information .
It belongs to the Teachers Portal Rights settings group and is a company-wide setting, meaning it applies to the whole institution rather than per Academic Period, per Role, or per individual Teacher.
What This Setting Does
This is an on/off (checkbox) setting. It is enabled by default, meaning Student contact information is hidden from Teachers unless an administrator turns it off.
- When enabled (default): Teachers cannot see a Student’s personal contact information, such as their email address, in the teacher-facing screens where Student data is listed. Contact fields and columns are removed or left blank, and related actions (such as copying a list of Student email addresses) are disabled.
When disabled: Teachers can see the affected Students’ contact and demographic details normally, the same way other authorized staff already can.
In simple terms, this setting is a privacy switch: it decides whether the Teacher role, as a whole, is trusted to see Students’ personal contact details throughout its portal.
Main Settings / General Settings / Teachers Portal Rights / Basic Settings / Teachers do not have access to their Student’s contact and demographic data
If this is checked, then the personal Student contact information is hidden on the Student Academic Progress form at Teacher’s portal.
Setting – > Active
Student’s Contact Details are hidden (Figure 1)
Figure 1
Setting -> Inactive
Contact Details are visible (Figure 2)
Figure 2
Where It Is Used
This setting applies only to users logged in with the Teacher role. It does not affect Administrators, Secretaries, Parents, or the Students themselves, whose access to this data is governed separately.
Once enabled, it hides or removes Student contact details across a wide range of Teacher-facing screens, including:
- Grading and marking screens, such as Term Grades, Descriptive Marking, and Exam/Assessment marking.
Student lists and Student-related tables, for example the Email column in the Students per Course table, which is removed entirely when this setting is on.
- Class and Group rosters, including the “My Classes” page, where the option to copy all Students’ email addresses at once is disabled.
Student Activities screens.
- Academic Progress and statistics analysis pages.
Student-related actions in the CRM area.
- The Online Meetings list, where the clickable contact link for the meeting creator is hidden.
This setting does not affect messaging or bulk email/SMS sending screens, so it does not change who Teachers can message through the application’s built-in communication tools.
Business Logic / Behavior
- This setting acts as a single master privacy switch: instead of configuring Student contact visibility separately for each screen, one setting controls it consistently across the gradebook, Student lists, rosters, activities, analysis pages, CRM, and online meetings.
The information most directly affected is the Student’s email address; on some screens broader demographic fields are also covered.
- In grading/gradebook screens, this setting works together with a companion setting that controls where a Student identifier is shown to Teachers: the Student identifier only appears to a Teacher in a given screen when this setting is disabled and the companion setting also allows it for that screen (see Related Settings below). If this setting is enabled, the Student identifier is hidden in those screens regardless of the companion setting.
The default value is enabled, reflecting a “privacy by default” approach: contact and demographic details are hidden from Teachers out of the box, and an administrator must make a deliberate choice to reveal them.
- This setting applies uniformly institution-wide. It is not scoped to a single Academic Period, Grade, Group, Subject, or individual Teacher – it is the same for every Teacher across the whole institution.
Example(s)
Example 1 – Contact information hidden (default)
Alpha Institute leaves this setting enabled, as it is by default. Teacher George S. opens the “My Classes” page to review his roster for Grade 8, Group A. He does not see any Student email addresses on the roster, and the option to copy the whole class’s email addresses at once is greyed out. When he later opens the gradebook for the same Group, the Student identification number is also hidden, even though the school has separately configured that identifier to be shown in gradebook screens, because this setting takes priority and keeps it hidden.
Example 2 – Contact information visible
Beta College disables this setting because its lecturers also act as academic advisors and regularly need to contact their students directly. Teacher Maria P. opens the Students per Course table for one of her courses and now sees an Email column listing each Student’s address. She uses the “copy student emails” option to quickly gather the class list and send everyone a message about a change to an assignment deadline.
When to Use
When to Enable
Keep this setting enabled (the default) when the institution wants to protect Student privacy by limiting Teachers’ access to Students’ personal contact and demographic details, for example to comply with a data protection policy, or because the institution prefers that communication with Students and their families goes through official or central channels rather than direct Teacher contact.
When to Disable
Disable this setting when Teachers need direct access to Students’ contact details to carry out their role effectively, for example when Teachers also act as academic advisors or mentors who regularly reach out to Students directly, or when the institution wants Teachers to be able to quickly copy a class’s email addresses for routine communication.
Notes
Related Settings
- “Hide Teacher’s contact information from Student”/Check_apokripsi_stoixeion_epikoin_ton_kathigitwn_se_mathites ( Configuration > Main Settings > General Settings > Student/Parents Portal > Visibility Settings and Rights ) – the mirror setting, in the opposite direction: it hides Teachers’ own contact information from Students rather than the other way around. It is disabled by default.
“Show Student ID to Teachers”/Show_Student_ID_From_Teacher ( Configuration > Main Settings > General Settings > Teachers Portal Rights > Access to Student Information ) – a companion setting listed right next to this one, which defines in which specific screens (for example gradebook marking or the Academic Progress form) a Student identifier may be shown to Teachers. It only takes effect where this setting is disabled.
- “Teachers Can See Colleagues’ Phone and Email”/Teachers_Can_See_Colleagues_Phone_And_Email ( Configuration > Main Settings > General Settings > Teachers Portal Rights > Basic Teachers Settings ) – a separate setting on a different privacy axis: it controls whether Teachers can see other Teachers’ (colleagues’) contact information, not Students’ contact information.
K-12 versus Higher Education Mode
This setting behaves identically whether or not the institution runs in Higher Education mode (controlled by the “Enable Configuration for Higher Education” setting). Whether Teachers can see Students’ contact and demographic data does not change between the two modes. The only difference end users may notice is wording: in Higher Education mode, on-screen labels typically follow the institution’s chosen Higher Education terminology (for example, Student may be displayed as Learner and Teacher may be displayed as Lecturer or Instructor), while standard (K-12) mode uses the default terminology.
