About Maintaining GIRFEC Forms

GIRFEC forms can be edited, viewed and printed by staff at Scottish schools with the required permission settings.

For more information about GIRFEC tools in the Pastoral Management module, see About GIRFEC.

  1. Find the pastoral record to which the GIRFEC form is attached via the Pastoral Management Dashboard OR the Pastoral Record Search screen.

    • The Pastoral Management Dashboard.

      1. Go to Pastoral / Behaviour > Pastoral Management > Dashboard.

        Your Pastoral Management Dashboard screen appears, listing actions you are due to complete and recently added records that you can access.

        The Pastoral Management dashboard

        You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from A to Z / lowest to highest. If Black arrow pointing down. appears, the list is ordered from Z to A / highest to lowest.

      2. (Optional) Use the Page icons beneath a grid to navigate between pages of records.

        • Click Arrow pointing left or Arrow pointing right underneath the grid on the left-hand side to move between pages.

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management > Search.
        • Go to Pastoral / Behaviour > Pastoral Management > Dashboard and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management Dashboard screen.

        The Pastoral Record Search screen appears.

        Pastoral Record Search screen

        You can re-order a grid by single-clicking on fields in the header row. If Black arrow pointing up. is displayed, the list is ordered from A to Z / lowest to highest. If Black arrow pointing down. appears, the list is ordered from Z to A / highest to lowest.

      2. Enter your search criteria in one or more of the fields at the top of the screen OR select a saved search using the Search drop list.

        You can search by:

        Field Action
        Pupil name(s) Type all or part of a pupil's name into this field.
        Form Type all or part of a form into this field.
        Reason(s) Type all or part of a pastoral record reason into this field.
        Heading Type all or part of a heading into this field.
        Raised by Type all or part of a colleague's name into this field.
        Status Use this drop list to select the status of the pastoral record you require. The options available are 'Open', 'Closed' or 'Deleted' (Pastoral Management Administrators only).
        Category Use this drop list to select the category of pastoral record you require.
        Year Group Type a year group into this field.
        Group Tutor Type all or part of the name of a group tutor into this field.
        Section Type all or part of the name of a section into this field.
        Action required Use this drop list to select 'Yes' or 'No'.
        Action Required by Staff Type all or part of the name of a member of staff in this field to find any outstanding actions for them.
        Action required by date Click in these fields and select the relevant date in the Calendar popup that appears.
        Date Use these two fields to find records by when issues were reported. Put the same date in both fields to see records added on a single day OR different dates to see those logged in a set time period. Click in a field and type the required date OR click on it in the calendar that appears.
        Select pupil type Use the drop list to select the types of pupil you would like to find, i.e. current, past or both.
        Search in logged Academic year only Tick this check box to limit your search to the logged in academic year.

        To begin a completely new search, click Clear. To search on more than one criterion, complete multiple fields before clicking Search OR do successive searches WITHOUT clicking Clear. This means you gradually narrow down the list of results.

      3. (Optional) To save the search criteria and re-run the same search in the future, click Save, enter a name for the search in the popup that appears and click Yes.

        To re-use a saved search, select it using the Search drop list.

      4. Click Search. Your results populate the grid.

      5. (Optional) Use the Page icons beneath the grid to navigate between pages of results.

        • Click White arrow pointing left in an orange square or White arrow pointing left in an orange square or on the numbers underneath the grid on the left-hand side to move between pages.

        • Click Two white arrows pointing left in an orange square to go to the first page or Two white arrows pointing right in an orange square to go to the last page.

        • Use the Page Size options to see more records on each page.

          Orange boxes with numbers 5, 10, 25, 50 and 100 in them.

  2. Click Edit icon next to the relevant record. The required View a Pastoral Record screen appears.

    View a Pastoral Record screen with GIRFEC forms highlighted

  3. Click on the name of the GIRFEC form you would like to view.

    The text expands to show a list of pupils that forms have been completed for.

    List of GIRFEC forms with CPC 1 option expanded

  4. Click on the name of the relevant pupil.

    The text expands to show a list of forms completed about this pupil.

    List of GIRFEC forms with one form and its sub-sections highlighted

  5. Do ONE of the following:

    • To amend a form:

      1. Click Edit icon of an orange pencil next to it. The relevant form appears.

      2. Make your changes.
      3. Click Save.

    • To print a form:

      1. Click Printer icon next to the form. A print friendly version of the form appears.

        The Print dialog opens.

      2. Select the relevant printer and click Print.

    • To view a form:

      1. Click Blue magnifying glass next to it. The relevant form appears.

      2. When you have finished viewing the record, click Cancel to go to the record's Edit a Pastoral Record screen.