- Sharing is role-based, not all-or-nothing.
- A co-teacher can log daily data without changing settings they should not touch.
- A case manager can see the students assigned to them across teachers.
- Shared access is for staff; parent sharing uses separate access links.
- Role-based access is part of how Evident meets FERPA expectations.
Special-education work is rarely a solo act. A co-teacher logs in the room, a case manager owns the IEP, and an administrator watches building-wide progress. Sharing a student or caseload in Evident is governed by roles, so each person sees what fits their job.
Why sharing is role-based
Giving a colleague access does not mean handing over everything. Sharing is per student: a shared teacher can log daily data against that student's chart, and an assigned case manager can review progress, while your other students stay yours alone.
This matters for student privacy. Role-based access is one of the ways Evident meets FERPA expectations, alongside audit visibility and the secure handling of records. The floor is that the right people see the right students.
Sharing a student with a co-teacher
When two adults work the same room, both can log against the same student so the evidence reflects the whole day, not just one person's view. Share the student with your co-teacher using Share Student on the student's card, and your charts stay consistent regardless of who entered the count.
Because both staff log against one record, you avoid the split-history problem of two separate charts for the same child that someone has to reconcile before a meeting.
Sharing a caseload with a case manager
A case manager often needs to see students across several teachers. Assigning them a role with caseload visibility lets them monitor progress and pull evidence for IEP meetings without taking over daily logging from the classroom staff.
This keeps responsibilities clear: teachers own the daily log, the case manager owns the IEP picture, and the evidence is the same set of records for both.
Setting up shared access
Sharing a specific student is done by the teacher who owns that student's record, using Share Student and the colleague's email, on any plan. Administrators handle the surrounding setup on School and District plans: inviting staff, managing seats, and assigning roles. If your colleague is not in Evident yet, that invite is the first step.
If your team's exact sharing controls look different from a colleague's description, do not force it. Ask your administrator who holds that control or contact us, and we will point you to the right place rather than risk access landing with the wrong person.
Frequently asked questions
Can a co-teacher log data on the same student as me?
Yes. Both staff can log against one student record, so the chart reflects the full day rather than splitting into two histories to reconcile later.
Will a shared colleague be able to change my chart settings?
Only if their role allows it. Roles control what each person can see and do, so a logging role does not include settings a case manager or admin would use.
Is this how I share with parents too?
No. Staff sharing is role-based access on the plan. Parents get a separate, private access link to view a student chart without an account.
Who sets up shared access?
The teacher who owns the student's record shares them directly with Share Student. An administrator handles staff invites and seats; if your colleague does not have an Evident login yet, start there.