What This Guide Covers

Counselling events have special privacy rules to protect student confidentiality while ensuring authorised staff can access the information they need. This guide explains who can see what and how the system protects sensitive information.

Who Can See Counselling Events?

Students

Only the student who is in the Counselling Event session can view this session on their calendar:

• Can see that an event exists (shown as “Support”)

Parents and Guardians

Parents and guardians cannot see counselling events:

• Events are filtered out from parent views and calendars
• Events do not appear in parent digest emails
• This ensures student privacy is maintained

Teachers and Staff

Staff visibility depends on their authorisation level:

Authorised Staff

Staff who are members of the counselling department can see all event details, including student names, room assignments, and appointment specifics.

Non-Authorised Staff

Staff outside the counselling department see obfuscated details where student information is hidden (shown as “room hidden”), teachers are hidden, and events appear simply as “Support”.

How to Get Authorised

To view full counselling event details, staff must be a member of the counselling department (have “Counselling” Pods assigned to them)

How Privacy is Protected

The system automatically protects counselling event information through several mechanisms.

Information Protection

When users without proper authorisation view counselling events, the system automatically:

1. Hides the student’s room assignment
2. Removes teacher names from the display
3. Changes the activity type and name to simply show “Support”

Department-Based Access

Access to counselling event details is controlled at the department level:

• Events tagged with “counselling” department automatically receive privacy protections
• Staff membership in the counselling department determines access level
• PERI staff need explicit counselling department access to view full details

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