About Adding Pastoral Records

You can add pastoral records relating to individual or groups of pupils about the same incident or concern using the Pastoral Management module.

After an initial pastoral record has been logged, subsequent developments, decisions and actions can be added to it as Notes. This can be done as soon as the initial record is created or at a later time or date, as required.

Pastoral care often requires a range of staff to undertake roles to help and support pupils. The Pastoral Management module helps you manage specific, allocated tasks through Actions. Added as part of a note, actions include a summary of the task that must be completed and are assigned to staff with a deadline.

A list of actions that you need to complete appears at the top of the Pastoral Management Dashboard screen, providing a convenient, single place where you can see what you need to do. If you are a Pastoral Management Administrator, it can be filtered using the Requires Action By settings above the grid to show just the actions for you or all the open actions across the module.

Pastoral Management Dashboard Requires Action grid with Me filter highlighted

A list of recently added pastoral records that a user can access, whether they have a specific action to complete or not, also appears on their Pastoral Management Dashboard.

Recent Pastoral Records grid on the Pastoral Management Dashboard

These procedures incorporate the completion of GIRFEC information. (Applicable for Scottish schools only.) For more information, see About GIRFEC.

  1. Go to Pastoral / Behaviour > Pastoral Management > Add Pastoral Record.

    The Add a Pastoral Record screen appears.

    The Add a Pastoral Record screen

    You MUST complete any sections marked with a red bar on the left-hand side.

    When created, each pastoral record's status is automatically set to 'Open'.

  2. Complete the Pupil name(s) field with details of the relevant pupil(s) using auto complete or the search option, accessed via Magnifying glass icon.

    • Click in the relevant field and type the first letters of the name you require. Select your choice from the options that appear in the drop list. This is known as auto complete. Repeat this sequence until you have selected all the names you require.

      A Pupil Name field being completed using auto complete

    • Click Magnifying glass icon at the end of the field to search for the required record.
      A Pupil Search dialog appears.

      Pupil Search dialog for selecting multiple pupils

      1. In the top part of the dialog, enter your search criteria and click Search. You can filter by:

        • Group - From the first Group drop list, select the group type you want, e.g. 'Boarding House', 'Form' or 'Subject Set', and from the second Group drop list, select the person's specific group, e.g. 'Form 10A', 'English' etc.

        • Pupil Status - To include past pupils in the results, tick the Include Past Pupils check box.

        • Name - Type all or part of the pupil's name in the Pupil Name field.

        To see a complete list of results, click Search WITHOUT entering any criteria.

        A list of available pupils matching your search criteria appears on the left-hand side of the screen.

      2. Click on each individual you require in the left-hand, Available column to move them to the right-hand, Selected column.

        Multiple Pupil Search dialog showing several names selected

        Note: To deselect a name, click on the Black circle containing a white arrow pointing left next to the relevant name in the right-hand, Selected column.

      3. Repeat the search process until you have found and moved all the names you need into the right-hand column listing selected pupils. When you are finished, click OK.

        You return to the previous screen with the pupil(s) added to the relevant field.

  3. Add one or more options to the Record reason(s) field using auto complete or the search option, accessed via Magnifying glass icon.

    To select a reason, do ONE of the following:

    • Click in the Record reason(s) field and type the first letters of the reason you require. Select it from the options that appear in the drop list. This is known as auto complete. Repeat this sequence until you have selected all the record reasons you want.

    • Click Magnifying glass icon and the Record Reason Search dialog appears.

      Record Reason Search dialog

      1. Type all or part of the reason you want into the Description field OR leave it blank to return a complete list of available options.
      2. Click Search.
      3. Select the reason you want from the list that appears. The reason moves to the right-hand, selected column.
      4. (Optional) Repeat this sequence until you have selected all the record reasons that you require.

      5. Click OK.

        Completed Record Reason Search dialog

  4. Change the reporting member of staff, if required, using auto complete or the search option, accessed via Magnifying glass icon. (The logged in user appears automatically.)

    Do ONE of the following:

    • Click in the relevant field and type all or part of the name / role you require. Select from the options that appear in the drop list. This is known as auto complete.

      A Staff Name field being completed using auto complete

    • Click Magnifying glass icon at the end of the field to search for the required record. A Staff Search dialog appears.

      Staff Search dialog

      1. In the top part of the dialog, enter your search criteria and click Search. You can filter by:

        • Group - From the first Group drop list, select the group type you want, e.g. 'Boarding House', 'Form' or 'Subject Set', and from the second Group drop list, select the person's specific group, e.g. 'Form 10A', 'English' etc.

        • Staff Type - From the Staff Type drop list, select the required type of staff, such as 'Academic', 'Non-Academic' or 'Both'.

        • Name - Type all or part of a staff member's name / role in the Staff Name field.

        To see a complete list of results, click Search WITHOUT entering any criteria.

      2. Click on the option you want in the list that appears.

        You are returned to the previous screen with the required staff name / role entered in the relevant field.

  5. Amend the Date / Time fields, if required, by typing in the relevant date and time or using the Calendar popup, accessed via Calendar. (Today's date and the current time appear automatically.)

    Do ONE of the following:

    • Click in the field and click Cross to delete the existing date. Type the required date in the field using the format DD/MM/YYYY.

    • Click Calendar icon to display a Calendar popup and select your preferred date. (To go to other months, use the arrows in the top left and right-hand corners of the calendar OR use the month and year drop lists.)

      Calendar icon

      Note: You MUST click on a date in the calendar to select it.

  6. (Optional) Select an option from the Category drop list or use auto complete.

    (Scottish Schools Only) If you select a category with GIRFEC requirements, links to the relevant forms appear.

    If there is an icon associated with your chosen category, the Show Alert Against Pupil check box appears. This means that the category's icon appears against the relevant pupil in the Pupil Search grid and in pupil-related lists, e.g. academic house.
    An example of a Pupil Search grid showing pastoral management category icons

    To select an item in a drop list, do ONE of the following:

    • Click Arrow pointing down and click on an option in the list that appears.

      Opened drop list field with arrow and list of options highlighted

    • Click in the field and type all or part of the item you require. Select from the items that appear in the drop list. This is known as auto complete.

      Field being completed using auto complete

  7. (Optional) If the selected category has an icon, tick the Show alert against pupil check box to make it appear in the Pupil Search and other pupil-relevant grids.

    Add a Pastoral Record screen with Show Alert Against Pupil check box highlighted

    This check box is only available if the selected category has a shape and colour associated with it. See Configuring Categories for more information.

  8. Type relevant information into the Heading and Overview fields.

  9. To set the record's visibility, do ONE of the following:

    • To make the record visible to all staff with access to pastoral records in this category, tick the Make this record visible to all staff check box.

      When you save the record, a Warning popup appears if you have selected this option. Read the message and, if you are happy for the record to be visible to all staff with access to this category, click OK.

    • To make the record only visible to selected staff with access to pastoral records in this category, add the name(s) or role of relevant staff to the Make this record visible to specific staff / roles field using auto complete or the search option, accessed via Magnifying glass icon.

      If required, ensure that the reporting member of staff is included in the list of individuals who can see the record.

      Staff with Pastoral Management module Administrator access can see all pastoral records and notes regardless of whether they are included on the list of those to whom the record / note is visible.

      • Click in the relevant field and type all or part of the name / role you require. Select from the options that appear in the drop list. This is known as auto complete. Repeat this sequence until you have added all the names / roles that you require.

        A Staff Name field being completed using auto complete

      • Click Magnifying glass icon at the end of the field to search for the required record. A Staff Search dialog appears.

        The Staff Search dialog for finding multiple staff

        1. In the top part of the dialog, enter your search criteria and click Search. You can filter by:
          • Group – From the first Group drop list, select the group type you want, e.g. 'Boarding House', 'Form' or 'Subject Set', and from the second Group drop list, select the person’s specific group, e.g. 'Form 10A', 'English' etc.
          • Staff Type – From the Staff Type drop list, select the required type of staff, such as ‘Academic’, ‘Non-Academic’ or ‘Both’.
          • Name – Type all or part of a staff member’s name / role in the Staff Name field.

          To see a complete list of results, click Search WITHOUT entering any criteria.

          A list of available staff / roles matching your search criteria appears on the left-hand side of the screen.

        2. Click on each option you require in the left-hand, Available column to move them to the right-hand, Selected column.

          The Staff Search screen with multiple individuals selected

          Note: To deselect a name / role , click on the Black circle containing a white arrow pointing left next to the relevant name in the right-hand, Selected column.

        3. Repeat the search process until you have found and moved all the names / roles you need into the right-hand column listing selected staff. When you are finished, click OK.

          You return to the previous screen with the staff name(s) / role(s) added to the relevant field.

  10. (Scottish Schools Only) If applicable, click on the relevant GIRFEC form and complete it according to Scottish Council of Independent Schools (SCIS) guidance. Some fields are completed automatically. When finished, click Save.

    You MUST complete all compulsory fields on the Add a Pastoral Record screen before accessing the GIRFEC forms. GIRFEC options only appear if they are linked to the category selected.

    When saving a GIRFEC form, warning popups appear if the form contains any errors, such as missing data. This gives you the opportunity to correct the form before saving the record.

  11. (Optional) Attach related documents or evidence, such as statements and photographs, by browsing and selecting files or dragging and dropping from a separate window.

    Do ONE of the following:

    • Click Browse and find the file(s) you would like to add. Double-click on each file to add them one at a time OR hold the CTRL button down on your keyboard and click on each file once to select it, then click Open to add one or more simultaneously.
    • In another window, open the folder containing the file(s). Left-click once on the file’s icon OR hold the CTRL button down on your keyboard and left-click on each file's icon if you want to add multiple documents. Hold the mouse button down and, without letting go, drag the file(s) towards the Documents section. An Upload Files dialog appears. Let go of the mouse button and a copy of the document(s) attach to the record. Repeat for each file(s) you would like to add.

    Upload documents

    Note: You can attach ANY file type to the record, including MP3s and film clips.

    This screenshot provides an example of a pastoral record where the parents of two pupils are divorcing.
    Example completed Pastoral Management: Add a Pastoral Record screen

  12. Click Save.

    The relevant View a Pastoral Record screen appears, showing the newly created record with a Notes section now available at the bottom of the screen.

    Empty notes section on the Edit a Pastoral Record screen

  13. (Optional) Do ONE of the following:

    • Click Edit, scroll down and add notes to the record. For more information, see below.
    • Click Edit to amend the record. For more details, see About Maintaining Pastoral Records.
    • Click Delete to go to the Delete a Pastoral Record screen and remove the record from the system. For more information, see About Deleting Pastoral Records.
    • Click Download Audit icon of grey oblong containing arrow pointing downwards towards a horizontal rectangle to generate an audit file for the record.
    • Click Pastoral Management record Print icon to open a Print dialog. Select a printer and click Print to print the record.

  1. Find the pastoral record which requires a note.

    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 related Edit a Pastoral Record screen appears.

    The Edit a Pastoral Record screen also appears when a record is first created, meaning you can also add notes immediately, if required.

  3. Click Add in the Notes section.

    Notes section with Add button highlighted

    Further fields appear.

    Uncompleted section for adding notes

    You MUST complete any fields marked with a red bar on the left-hand side.

  4. Select an option using the Category drop list.

    (Scottish Schools Only) If you select a category with GIRFEC requirements, links to the relevant forms appear.

  5. Type a heading for the note in the Heading field and more information in the Note field.
  6. (Optional) Remove unrelated pupils from the Pupil name(s) field, if required, e.g. if several pupils were involved in an incident, but the note only applies to some of them.

  7. To set the note's visibility, do ONE of the following:

    • To make the note visible to all staff who have access to this pastoral record, tick the Make this note visible to all staff check box.

      When you save the record, a Warning popup appears if you have selected this option. Read the message and, if you are happy for the record to be visible to all staff with access to this record, click OK.

    • To make the note only visible to selected staff with access to this pastoral record, add the name(s) or role of relevant staff to the Make this note visible to specific staff / roles field using auto complete or the search option, accessed via Magnifying glass icon.

      • Click in the relevant field and type all or part of the name / role you require. Select from the options that appear in the drop list. This is known as auto complete. Repeat this sequence until you have added all the names / roles that you require.

        A Staff Name field being completed using auto complete

      • Click Magnifying glass icon at the end of the field to search for the required record. A Staff Search dialog appears.

        The Staff Search dialog for finding multiple staff

        1. In the top part of the dialog, enter your search criteria and click Search. You can filter by:
          • Group – From the first Group drop list, select the group type you want, e.g. 'Boarding House', 'Form' or 'Subject Set', and from the second Group drop list, select the person’s specific group, e.g. 'Form 10A', 'English' etc.
          • Staff Type – From the Staff Type drop list, select the required type of staff, such as ‘Academic’, ‘Non-Academic’ or ‘Both’.
          • Name – Type all or part of a staff member’s name / role in the Staff Name field.

          To see a complete list of results, click Search WITHOUT entering any criteria.

          A list of available staff / roles matching your search criteria appears on the left-hand side of the screen.

        2. Click on each option you require in the left-hand, Available column to move them to the right-hand, Selected column.

          The Staff Search screen with multiple individuals selected

          Note: To deselect a name / role , click on the Black circle containing a white arrow pointing left next to the relevant name in the right-hand, Selected column.

        3. Repeat the search process until you have found and moved all the names / roles you need into the right-hand column listing selected staff. When you are finished, click OK.

          You return to the previous screen with the staff name(s) / role(s) added to the relevant field.

  8. (Optional) If further or follow up action is required, such as contacting parents / guardians, interviewing pupils or liaising with the authorities, do the following:

    1. Tick the Action required check box.

      Additional fields appear.

      Action required fields

    2. Complete the Action by date field by typing in the relevant date and time or using the Calendar and Time popup, accessed via Calendar icon.

      Do ONE of the following:

      • Type the required date and time in the field using the format DD/MM/YYYY and HH:MM.

      • Click Calendar icon to display the Calendar and Time popup and select your preferred date and time. (To go to other months use the arrows in the top left and right-hand corners of the calendar. To see other times, use the arrows at the top and bottom on the right-hand side.)

        Date and time pop up calendar

      If an action is overdue, Red triangle with a white exclaimation mark in it appears next to the note's heading in the pastoral record.

    3. Add who should complete the action in the Action by field. (You can add specific names or roles.)

      Staff assigned actions MUST have been given access to 3sysACADEMIC by your System Administrator.

  9. (Scottish Schools Only) If applicable, click on the relevant GIRFEC form and complete it according to Scottish Council of Independent Schools (SCIS) guidance. Some fields are completed automatically. When finished, click Save.

    For more information, see About GIRFEC.

    When saving a GIRFEC form, warning popups appear if the form contains any errors, such as missing data. This gives you the opportunity to correct the form before saving the record.

  10. (Optional) Attach related documents, such as reports, statements or correspondence, by browsing and selecting files or dragging and dropping from a separate window.

    Do ONE of the following:

    • Click Browse and find the file(s) you would like to add. Double-click on each file to add them one at a time OR hold the CTRL button down on your keyboard and click on each file once to select it, then click Open to add one or more simultaneously.
    • In another window, open the folder containing the file(s). Left-click once on the file’s icon OR hold the CTRL button down on your keyboard and left-click on each file's icon if you want to add multiple documents. Hold the mouse button down and, without letting go, drag the file(s) towards the Documents section. An Upload Files dialog appears. Let go of the mouse button and a copy of the document(s) attach to the record. Repeat for each file(s) you would like to add.

    Upload documents

    Note: You can attach ANY file type to the record, including MP3s and film clips.

  11. Click Save.

    Example of a completed notes section

    If you have added staff to the note who do NOT already have access to the associated pastoral record, a popup message appears. Click OK to give the additional users access to the main pastoral record too.
    Popup message