There are 2 types of Private Notes:

1. Visible to all staff users

2. Visible to student’s assigned team

Each has its own scope.

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✍️ Tagging Staff Users
You can tag staff users by:

• Simply clicking on their name in the Activity Modal, or

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• Using the @ tagging method

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🔐 Post Visibility Indicator
Once such a Private Note is posted,
you can check its visibility by looking for the filled-lock icon:

• It helps you identify whether the post is visible to all staff
  or only to the student’s assigned team.

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💡 Use Cases & Scenarios

🧑‍🏫 1. Visible to All Staff Users

Scenario: A Coach identifies an academic concern or behavioral red flag that could be relevant across multiple departments (e.g., advisors, instructors, admins).

Use Case:
Coach posts a Private Note visible to all staff, tagging the Academic Advisor and Instructor:

“@JaneDoe @ProfSmith – Student missed last 3 coaching sessions and seems disengaged in class. Please coordinate and check-in from your ends.”

This allows:

• Better cross-departmental collaboration

• Unified understanding of the student's situation

• Timely intervention by relevant staff

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👩‍💼 2. Visible to Student’s Assigned Team Only

Scenario: A sensitive coaching session reveals personal or confidential information about the student’s well-being.

Use Case:
Coach documents the interaction using a Private Note visible only to the student’s assigned team, ensuring discretion:

“Student mentioned financial stress impacting attendance. Referred to support services.”

This:

• Maintains confidentiality

• Ensures only directly involved staff can view it

• Encourages sensitive but honest documentation

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✅ Best Practices

• Use “Visible to all staff” for general updates, patterns, or institutional concerns

• Use “Visible to assigned team” for personal, sensitive, or FERPA-related information

• Always tag relevant staff to ensure follow-up and accountability

• Regularly review lock icons to verify visibility before posting