Notes Permissions 🔗
Key Steps
Understanding Notes Permissions 0:00
- Notes permissions determine which Notes an instructor can see in Dropout Detective and Grade Guardian. There are four available options:
- Show All Notes: Instructors can view all Notes entered for a student enrolled in their course—the entire history, entered by any user, including other instructors.
- Show Admin & Advisor Notes Only: Instructors can view all Notes entered from account-level dashboards (admins, advisors, etc.), including the entire history. They cannot view notes entered by other instructors.
- Show Admin & Advisor Notes – Limited Time Frame: Instructors can view Notes entered from account-level dashboards, but only those entered on or after their course's start date. They cannot view notes entered by other instructors.
- Show Only Own Notes: Instructors can only view the Notes they have personally entered.
Did you know? We also have the capability to enable Notes permissions specifically for co-instructors. If you're interested in this option, reach out to your Business Relationship Manager for more information.
Choosing a Permission Level
- Review the four options above and decide which level of Notes visibility your faculty should have.
- Reach out to your Business Relationship Manager to have your chosen permission level configured.
Access for Managers and Advisors 1:14
- How Advisor Alerts Interact with Notes Permissions
- If the Advisor Alerts feature is enabled and you've chosen Show Admin & Advisor Notes Only or Show Admin & Advisor Notes – Limited Time Frame, instructors will see that a student is "on alert," but if another faculty member activated the alert, they will not see the Note that activated it.
- If you've chosen Show Only Own Notes, instructors will still see that a student is on alert, but will not see any notes other than their own — including the activation or acknowledgment notes.
Cautionary Notes
- Ensure you're aware of the permission level set for your role before accessing notes.
- Misunderstanding permissions can lead to unauthorized access to sensitive information.
- Alert visibility does not guarantee Note visibility — review the Advisor Alerts interaction above before assuming what instructors can see.
Tips for Efficiency
- Regularly review and update permissions as needed to ensure compliance with institutional policies and regulations.
- Use the admin shield for a comprehensive view of all notes if you are an access manager or advisor.
Need Help? Reach out to support@aspiredu.com.