Understanding user roles in MySchool - FAQ

MySchool is designed for your whole school community. Each member of your community will have an appropriate profile, either a student or a user. Your staff members will either be included in inherent groups or fixed member groups. To further understand user groups then have a look at this article explaining some of the more advanced features within your MySchool system. Let's see how profiles and roles work;

What are the different users and their context in MySchool?

Students

A student has a student profile. They become a student by being enrolled into a class. This can be in any active class level, not processed level or archived. Have a look at the student profile related articles and their enrolment. The student will have access to the student portal if this has been activated for their appropriate class level.

Guardians

Guardians are created with a user profile and gain their guardian context by being attached to a student profile. We call this a 'relationship'. Guardians can have access to the guardian portal and depending on their access permissions, will be able to view their dependent students' details and interact with various tools such as questionnaires, consents, and permission slips.

In the case that a staff user is also a guardian they should not have two profiles, but can switch easily between staff and guardian portals using the Switch to parent/staff view bar located at the bottom of their modules.

Donors

Any user/student can be classed as a donor. Have a look at the donation management section for details about this module. Donors are created by creating a donation and selecting them as a donor, or by making them active on the donor tab within their profile.

Staff

All users who are staff members are set as employees in the employment tab. This staff user group has limited access rights in itself. The staff users then are attached to additional security user groups, where they inherit access (permissions) to the modules they will need to help them with their day to day tasks.

Some staff roles are inherent, others are fixed members and users need to be added manually,

Teachers (class/course)

Once a staff user is enrolled as a Teacher in either a class or a course, they will have access to the Teacher portal. There is no distinction between the main Teacher and the Secondary Teacher in terms of access.  Teachers are normally restricted to just their class or course information, although certain reports may only be possible on a school level. In certain cases, some of your Educators may need higher access rights, for example, subject or curriculum deciders. we would just need to create a fixed member user group for them, which does not include the rest. Contact your CSM for assistance.

Mentors

When an LSE or Mentor is added to a single student, they gain access to the Mentor UI. This gives the educator a 1-2-1 view of a student. They do not need to be a part of the class or course educators unless they need access to their specific settings. In this case, the mentor will have access to the whole class or course and not just their mentored student.

What about the rest of the staff groups?

For the other roles, we can help create fixed member user groups that can be designed for specific departments within your institution. Have a look at this article for further details, and don't hesitate to contact our support unit to plan. The system is delivered with Super users, and administrators groups only.