A head of department needs to have oversight of all the work happening in their department. To facilitate that, Music Monitor has "Head of Department" as an option for the Privilege Set that can be assigned to a user.

See Manage Login Accounts for an overview of how these are assigned.

Heads of Department can see the activity of all staff in their department and have some other functions available to them as well.

The "Heads of Department" Privilege Set is one designed for teachers, so the user will see the Teacher View and have strictly limited administrative access.

To make use of the Head of Department designation, you need to set things up in two areas.

In order to have a head of department, staff must be assigned to departments. This field is in the Staff record, on the Teaching Details tab.

Notes:

Note that you may also wish to update the teacher's Position on this tab to reflect their role. This has no material impact, but it is the place to enter this information if you wish to.

The video below was created when this Privilege Set was new. There are additional functions for Heads of Department that have been built since then. This section describes all of them.

When any teacher selects the Students icon on their Home screen, they will see their own students. However, heads of department will see a Students icon at the top of this screen.

Selecting that button opens the Students file.

Head teachers can see all of the students in your file, not just the ones in their own department. They can see all the data in all of the tabs in the Students file, but they cannot edit the information.

Like all teachers, head teachers can select the Schedule icon to view and manage their schedule.

Head teachers can also view the schedules of other staff in their department.

Use the back and forth arrows in the black top bar to move from one teacher's schedule to another. Alternatively, search for the teacher in the Quick Find bar.

Teachers can select the Calendar Entries tab on this screen to view the Calendar Entries relating to these enrolments. Head teachers have this view access for all teachers in their department.

Head teachers cannot reschedule other teachers' lessons, but they can add a note to a teacher's calendar.

Select Term View on the Calendar Entries tab.

That opens a new window.

Select the Note icon in the top right.

Enter a note

The Note icon will show in orange to indicate there is a note.

Head teachers can view and mark the rolls for all ensembles.

Go to Home > Head of Department Common Tasks > Pending Tuition Enrolments

Tuition enrolments have the Status of "Pending" if they lack either a Teacher or a Lesson Type.

*New in 2025!* From version 9.272 onward, head teachers can allocate teachers to enrolments that have been left Pending by the music administrator. If no teacher is allocated, head teachers can select the Assign Teacher button and choose a teacher to allocate this enrolment to.

After allocating all the teachers they wish, they have the option to export the list as Excel or PDF, and also to generate an email with the export as an attachment. This is designed to make it easy for them to let the music administrator know what they have just allocated.

The menu at Home > Head of Department Common Tasks includes other reports that may be helpful for heads of departments to view as well.

For guidance, see: