Counselling and Welfare: confidential case files and who can see them
Counselling & Welfare holds confidential student case files with notes, referrals and follow-ups; it is staff-only and every file opening is audited.
For School administrators, Teachers, Staff, HR managers. Updated 2026-10-09.
Overview
Counselling & Welfare (Students section of the sidebar, https://portal.myschoolgh.com/welfare) is a confidential desk for students who need pastoral support. Each concern is a case numbered WC-0001, WC-0002 and so on, with a student, category, priority, status, summary, counsellor and a file containing timeline notes, referrals and follow-ups.
Cases are never visible to students or parents: every route is blocked for those user types, and access depends only on the welfare permissions (the “view welfare” permission, the “add welfare” permission, the “edit welfare” permission), which administrators grant to individual counsellors.
Opening a case file, viewing a student's welfare timeline and all changes are written to the audit trail, and the page shows the note "Confidential. Opening a file is recorded." The top of the page shows four tiles: Open cases (with how many have no counsellor), Urgent, Overdue follow-ups (with how many are due today) and My caseload.
When there are open cases, a category breakdown and an Opened per month chart for the last six months also appear. Below are three views: Board, List and Follow-ups due.
Before you start
- The “view welfare” permission permission (the “add welfare” permission to open cases, the “edit welfare” permission to change them)
Steps
- Open Students > Counselling & Welfare
- Read the four summary tiles for open, urgent, overdue and your caseload
- Switch between Board, List and Follow-ups due
- Use filters (search, priority, category, My cases) to narrow the cases
- Select a case to open the confidential case file
Common problems
I cannot see Counselling & Welfare
It needs the “view welfare” permission, which is not given to all staff by default; administrators grant it to individual counsellors. The menu item shows for admin, teacher, employee and HR manager accounts that hold the permission.
Can a parent or student see a welfare case?
No. Welfare routes reject students and parents with "This view is for staff only."
Who knows that I opened a file?
Each case view and student timeline view is audited with the staff member and case number.