Grounded Schools

No. Grounded Scribe is built for every staff member who supports students — wellbeing and counselling, inclusion and learning support, careers and pathways, attendance and engagement, behaviour support, school health, and EAL. Each role gets tailored note templates, and referrals flow across domains so nothing gets lost between teams.

NSW, VIC, QLD, WA, SA, TAS, ACT, and NT. Each state has its own reporter types, thresholds, and report destinations — our workflow prompts the right questions and routes to the right authority for your jurisdiction. We update the workflow when regulations change.

ST4S does not currently assess AI services that process health and wellbeing data. This is a category-level scope decision, not an assessment outcome for Grounded Scribe. Schools should complete their own internal risk assessment to determine appropriate and safe use. We provide privacy, security, and data-handling evidence to support that review.

Ordinary support records remain in their professional home. Where a reviewed source is eligible, authorised staff can link it into a dated NCCD evidence manifest that resolves back to the original record. Grounded Scribe helps retrieve and organise evidence; the school retains judgement over disability category, adjustment level, inclusion and census reporting.

Yes — student rosters sync from Sentral, Compass, XUNO, and other Australian school information systems via our Wonde integration. Schools not yet on a supported SIS can import students via CSV during onboarding. The platform complements your SIS — it does not replace it.

Schools that join by 31 December 2026 pay an introductory $99 + GST per month for the first 12 paid months, regardless of enrolment. From year two — and for schools joining after the offer closes, from day one — the workspace fee follows the school’s enrolment band, agreed for the contract term and reviewed at renewal. Current bands are up to 500 students: $99/month; up to 1,000 students: $149/month; up to 2,000 students: $199/month; up to 2,500 students: $249/month; up to 3,000 students: $299/month; up to 3,500 students: $349/month; up to 4,000 students: $399/month; above 4,000 students, the same rule continues at $50 for each additional 500-student band. The workspace fee receives no volume or annual discount. It includes the student-support workspace and managed Wonde integration. Optional AI Scribe seats are priced separately. Universities and unusually complex institutional deployments are scoped separately.

Yes. Schools start month-to-month at $99 + GST per month for the whole-school workspace — the workspace has no seat limit, so your entire support team uses referrals, triage, check-ins, review queues and educator dictation links from day one. Up to 3 AI Scribe seats on the Core plan (60 recorded sessions per seat per month) are included while you evaluate — support teams of 10 or more staff have up to 5 seats included. Teams that need more add further seats at ordinary per-seat pricing, also month-to-month. Cancel at any monthly boundary. At the end of the school’s first full term we review together: contract on your enrolment band with per-seat pricing, or walk away. Billing is by calendar month — nothing is pro-rated to term weeks, and there is no lock-in before the review.

Access maps to defined roles that you assign to each staff member. Line managers (head of wellbeing, deputy head) get full visibility across the team's caseloads. Practitioners (counsellor, psychologist, social worker) see students they're allocated to, plus shared care-team cases. Supervisors see notes from supervisees they oversee. IT staff get system administration only — no access to clinical records or note content. Reception roles see scheduling and contact metadata, no clinical content. Every access is timestamped and logged.

Student records are stored in Australia, encrypted at rest and in transit. Family contact details are stored separately from clinical notes. Audio recordings auto-delete after transcription. Disclosures to third parties (e.g. mandatory reports) are tracked separately and require explicit action. Your school's data is never used for AI training.

Yes. All student records, case notes, and reports are stored in Sydney, Australia, and AI note generation runs in Australia. We comply with the Australian Privacy Principles. For schools using manual notes, referrals, and the student support system, data is processed and stored entirely in Australia. When AI Scribe records a session, the audio is sent for speech-to-text transcription — a step that may briefly take place on overseas servers — with zero data retention, and the audio is then immediately deleted. Only the resulting text is kept, stored securely in Sydney, and the clinical note itself is generated in Australia.

Your records, case notes, reports, and the entire student support system are stored and processed in Australia (Sydney). The only step that may touch an overseas server is the real-time speech-to-text transcription of an AI Scribe recording — the audio is processed in transit with zero retention and deleted immediately, and the clinical note itself is generated in Australia. We never use your data to train AI. See our Privacy Policy for full information about data handling and overseas disclosures.

Yes. Each staff member can be assigned a different tier based on their needs. A full-time school counsellor running 4-5 sessions daily might need Core (60 sessions/month), while a part-time visiting OT might only need Plus (30 sessions/month). Volume discounts apply across all seats regardless of tier mix.

We handle the setup for you. After an initial consultation, we configure your school organisation, set up support teams by domain, configure your referral form and state-specific reporting paths, import year levels and term dates, and provide training for your staff. Most schools are up and running within a week.

We track Australian privacy regulation closely. Independent and Catholic schools nationwide operate under the Australian Privacy Principles, which Grounded Scribe already aligns with. The WA Privacy and Responsible Information Sharing (PRIS) Act takes effect for WA government agencies — including state schools — on 1 July 2026; our data-handling, audit logging, and breach-notification posture is being aligned to meet those obligations ahead of that date.