I think it is time for Official Note sharing to become flexible. This can be done by adding an option to Monitoring Team setup or adding many more access groups to the Comment Type setup.
Official notes is very limited with who can be given access to view note types. The simplest way to add flexibility would be to create an option for Monitoring Teams to "View Notes." Somewhat like the little check boxes for E-mail Access and Approval Access. Then Monitoring Teams can be selected and set up according to the note type which will allow schools to customize who can view specific Official Note types. If you are a part of a Monitoring Team for a Comment/Official Note type and "View Notes" is selected for that team you would be able to view that Official Note from the student's Official Note tab on their Contact Card regardless of whether you are their teacher/advisor/coach/etc. Often the preexisting access groups that are set up are insufficient. Without handing out Comment Manager roles (or cloned Comment Manager roles which still give away too much access) there is currently no way for advisors to share their official notes with each other or with administration since the members may not necessarily fit into any of the current access group categories. The current option to add the advisor to the access group only applies to that particular student's advisor and not the team. Administration is completely overlooked. It would be nice if we were given the ability to customize access so that we can fully utilize the potential of Official Notes.
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Shawna Khan
- Dec 14 2016
Related ideas
I gave access to upper management to be comments managers. Per the Knowledge Base, they would be able to see all official notes if I granted certain tasks, which I did.. However, when they click on Official Notes and filter, they are missing many notes. Our only option for seeing is to run the COMMENTS BY TYPE report. Clunky. Staff feels the system is unreliable in that they can't be sure they are seeing all the official notes entered for a student (and they can't in many cases). We were told they can see all the notes on an individual student, but that is an inefficient way for them to stay abreast of the latest notes for the large groups of students they are monitoring and has been buggy in often not showing them notes that are there, which support gets fixed, until it happens again. We really need upper management to be able to see all notes, reliably.
Enrollment Management Official Notes - so much easier to use.
If the ability exists for non-teaching staff to be notified in Enrollment Management, then the transition for this same ability on the Academic side. In fact, the official notes in Enrollment are much easier to use and offer options that are lacking on the Academic side. Why the Official Notes are so different is literally mind boggling.
We wish there was a way for role members to be able to send only but not read the notes written by others. For example, we'd like to use Official Notes for teachers to comment on on Candidates when they visit the school, however, we don't want all the teachers to be able to read what another teacher has written.
Can we also add the ability to set access in a way that excludes cloned roles? Only having vanilla role access is problematic when certain faculty need to be a teacher to all students, but do not need access to their Official Notes.
Would also be good to be able to manually add individual faculty/staff members to a particular note, not necessarily by Role.
Please at least add "Non-Teaching Staff" as an Access Group. Thanks for considering!
I agree. Access to this information would be very helpful.