Controlling Access to View Restricted Fields

Hero provides schools the ability to store personal medical or sensitive information for students, staff and caregivers with complete security. The Principal, or delegated staff members, have absolute control over who can see restricted information and set which fields will be restricted.

Activating this feature is as simple as setting security levels on both staff members and individual fields. These two settings will work together to limit viewing, notifications and reporting throughout Hero. 

STAFF ACCESS OPTIONS

Staff access options can be set by the Principal or Principal's Delegate by navigating to the staff member's Permissions tab and adjusting the Field Access and Additional Permissions. This is explained in more detail in the help article Editing Staff Details

The School Principal

The Principal is by default is the only staff member in a school able to change staff access to view restricted fields and to set fields as being restricted.

The permission for the Principal is set by the Hero team. Please contact the Hero Helpdesk if you are a school Principal without this set for you.

ASSIGNING A PRINCIPAL'S DELEGATE

The Principal is able to assign the permission "Principal's Delegate" to another staff member to allow them the ability to update permissions for other staff. It is possible to set this permission for more than one staff member.

If a staff member is assigned as the “Principal” or “Principal’s Delegate” they can:

• See and update Field Access for all staff

• Assign Additional Permissions to other admin staff (excluding “Principal”)

OPTIONS FOR SETTING STAFF ACCESS TO VIEW RESTRICTED FIELDS

Staff can be given access to view any combination of the following fields:

• Student Medical
• Student Sensitive
• Caregiver Medical
• Caregiver Sensitive
• Staff Medical
• Staff Sensitive

Note: a staff member must be a School Hero Administrator to view Staff Medical or Sensitive Fields. These will be greyed out if not available to select.

By assigning one or more of these permissions to staff, they will be able to view any fields and entered data matching this permission.  See SETTING RESTRICTED FIELDS below for how to set your restricted fields.

For Staff members without Access to view a restricted field:

• the field and any entered data will not appear on the student, caregiver or staff member record
• the field will not be an option to select in list builder
• any auto group using the field to identify students will be locked to prevent the staff member viewing the students with this piece of information.

SETTING RESTRICTED FIELDS

The Principal or Principal's Delegate is able to edit individual student, caregiver or staff fields to mark them as Medical or Sensitive. This will hide any information entered from any staff members without permission to view this type of field.

This is explained in more detail in the help article Managing Restricted Student, Staff and Caregiver Fields

ADDITIONAL PERMISSIONS

The Principal or Principal's Delegate is able to assign additional permissions to school Hero Administrators.

Process Enrolment Applications

Staff members with the "Process Enrolment Applications" permission set are able to:

• View and process new applications to enrol students at your school (see help article - Adding a New Student)

• View enrolment application forms for students (pre-enrolled, current or former) via Manage Student (see help article - Viewing the Original Online Enrolment Form for a Student)

Approve Roll Returns

Staff members with the "Approve Roll Returns" permissions set are able to:

• Approve and upload Roll Returns

This should be limited to only the Principal or Acting Principal.  More detail can be found in the help article Ensuring the Principal has Access to Approve Roll Returns