Adding AEN and Medical data to a student profile. This article is intended for Admin. (Read time: 2 minutes)
Last updated: 27/11/2025
Additional Educational Needs (AEN)
AEN provisions can be added to any student profile
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Go to the student's profile > Select 'Support & Wellbeing' > 'AEN' > '+ Add Provision'
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You can then select from a list of AEN provision types, select the dates it is relevant for and then add a note.
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You can also upload a PDF file by selecting ' Manage Documents'
Please note that only principals, admin or teachers with special permissions will have access to this screen.
When a new AEN provision is added, an icon (orange icon with two hands) will appear in various places to alert staff that there is an AEN for this student that they should be aware of. It will appear in the following locations: 
- Beside the student's profile photo
- Mark attendance screen for a teaching group
- Class lists
- Assessments Reports
- Results Entry
- Permission Slips
AEN Support Categories
A new optional enhancement has been added to the AEN student screen for all schools. This feature introduces a categorisation system based on the National Council for Special Education’s Continuum of Support. Schools can assign one of three support levels to a student:
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Support for All – Whole-school and classroom support; preventative and proactive approaches.
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Support for Some – School support for groups or individuals; responsive intervention.
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Support Plus – School support for a few; individualised and specialist assistance.
Only one category can be active for a student at a time.
How It Works
If a student only has a standard AEN provision assigned, their profile will display the existing orange “hands” AEN icon.
However, if you choose to apply one of the new Support Categories, the icon will automatically switch to the category-specific version instead.
This feature is fully optional. Schools may continue using regular AEN provisions and the existing icon if they prefer.
An audit history will be shown below so you can easily see who made changes and when.
Medical
Adding a Medical Note to a student profile
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Go to the student's profile > Select 'Support & Wellbeing' > 'Medical' > '+ Add Medical Note'
- Enter the condition description and a note
Please note that only principals, admin or teachers with special permissions will have access to this screen.
When a new Medical note is added, administrators can choose whether to display a green heart icon alongside the student’s profile. This is done by enabling the 'Medical Flag' button. This icon will appear in several locations to alert staff that there is an important medical note for the student. It will be visible in the following areas:
- Beside the student's profile photo
- Mark attendance screen for a teaching group
- Class lists
- Assessments Reports
- Results Entry
- Permission Slips
Please note the details/description of a medical flag will not appear in the student medical report (overview > student reporting > medical), however a medical note itself will appear in that report.
Note: You can now add a clickable link to a student's AEN page.
Go to the student’s profile > AEN > hover over the 'Receives Additional Provision' field at the top of the screen and click the edit pencil > paste in the link > save.
If you still have questions, please visit our knowledge base at support.vsware.ie. You can contact our support team via email at support@vsware.ie, via the chat bubble when you are logged into your VSware account or via phone on 01-5549628. Support hours are Mon - Fri, 08:30 - 18:00.