About Pastoral Record Reporting and Auditing

Find the pastoral record that you would like to audit via the Pastoral Management Dashboard OR the Pastoral Record Search screen.

• The Pastoral Management Dashboard.

  More details...

  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.

     

     You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from A to Z / lowest to highest. If 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 or underneath the grid on the left-hand side to move between pages.

     • Click to go to the first page or to go to the last page.

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

• The Pastoral Record Search screen.

  More details...

  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.

     

     You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from A to Z / lowest to highest. If 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 or or on the numbers underneath the grid on the left-hand side to move between pages.

     • Click to go to the first page or to go to the last page.

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

       

In the Actions column, click on , or .

The View a Pastoral Record, Edit a Pastoral Record or Delete a Pastoral Record screen appears, as appropriate.

The following example shows an extract of a View a Pastoral Record screen.

In the top, right-hand corner, click to open, view, download and / or save an audit trail in the form of an MS Excel spreadsheet detailing historic changes made to the record.

Go to Pastoral / Behaviour > Pastoral Reports > Child Protection Concern.

The Child Protection Concern screen appears, showing details of the child concern cases that you have access to.

The options you see depend upon the permissions set by your System Administrator.

(Optional) Sort the data by a particular column by clicking next to the relevant column heading and selecting 'Sort Ascending' or 'Sort Descending'.

(Optional) Show or hide columns as required by clicking any and 'Columns'. Tick the check boxes for each column that should be visible.

(Optional) To filter by data shown in columns containing check boxes:

1. Click in the relevant column header(s) and click Filter.

   

2. Select the true or false options, as required, and click Filter.

(Optional) To filter by data shown as text, e.g. names, dates, etc:

1. Click in the relevant column header(s) and click Filter.

2. In the Filter popup, use the first drop list to select how the field contents should relate to your filter criterion, e.g. 'Is equal to', 'Starts with', 'Contains', 'Is null' or 'Is empty'.

   

3. Type your filter criterion in the second field.

4. (Optional) To filter by two criteria:

   • Use the second drop list to select 'And' to filter by both criteria OR select 'Or' for the software to look for either feature specified.
   • Use the third drop list to select how the field contents should relate to your second filter criterion, e.g. 'Is equal to', 'Starts with', etc.
   • Type your filter criteria in the bottom, empty field.
5. Click Filter.

(Optional) Click above the Child Protection Concern grid and follow the instructions to export the data to MS Excel.