Maintaining Pastoral Records

1. Find the pastoral record that you would like to view via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the record you would like to see in more detail.

   The relevant View a Pastoral Record screen appears.

   Example:

3. (Optional) Do ONE of the following:

   • Click Edit to amend the record. For more details, see Maintaining Pastoral Records.
   • Click Search to leave the View a Pastoral Record screen and go to the Pastoral Record Search screen.
   • Click Print Record to open a Print dialog. Select a printer and click Print to print the record.

1. Find the pastoral record to which the GIRFEC form is attached via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the relevant record.

   The required View a Pastoral Record screen appears.

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.

4. Click on the name of the relevant pupil.

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

   

5. Click next to the relevant form.

   The selected form appears.

6. When you have finished viewing the record, do ONE of the following:

   • Click Cancel to go to the record's Edit a Pastoral Management screen.
   • Click Pastoral Management Dashboard to go to the module's dashboard.

1. Find the pastoral record associated with the GIRFEC form you want to print via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the relevant record.

   The required View a Pastoral Record screen appears.

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.

4. Click on the name of the relevant pupil.

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

   

5. Click next to the relevant form.

   A print friendly version of the form appears and the Print dialog opens.

6. Select the relevant printer and click Print.

1. Find the pastoral record that you would like to edit via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the record you would like to edit.

   The relevant Edit a Pastoral Record screen appears.

   

3. Make your changes to the following fields, as required:

   • Status

   • Make this Record Visible to All Staff / Make this Record Visible to Specific Staff

   • GIRFEC Forms - Scottish schools only. If forms were not completed when the record was added, it is possible to do so subsequently.

   Note: Security relating to pastoral management records means that you may only edit certain fields.

4. Click Save.

Note: You can also edit pastoral record notes. For more details, see Maintaining Pastoral Records.

1. Find the record to which the note is attached via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the relevant record.

   The appropriate Edit a Pastoral Record screen appears.

3. Find the note you would like to amend.

   More details...

   1. Scroll down the Edit a Pastoral Record screen to the Notes section.

   2. Enter your search criteria in one or more of the fields. You can search by:

      Field	Action
      Pupil Name	Type all or part of the pupil's name into this field OR click to select from the drop list. Click on your choice in the list that appears.
      Child Protection Concern Form 1 / Child Protection Concern Form 2 / Wellbeing Concern Form 1 / Wellbeing Concern Form 2	(Scottish Schools Only) Use a drop list to select a GIRFEC form to search by.

   3. Click Search.

      The results appear below.

4. Click Edit next to the heading of the note you would like to amend.

5. Make your changes to the available fields, as required. They may include:

   • Action Summary
   • Action Note
   • Action By
   • Make this Note Visible to All Staff / Make this Note Visible to Specific Staff
   • Documents
   • GIRFEC Forms - Scottish schools only. If a note has an action associated with it, users can create updated forms. Click next to the form you want to amend.

   Note: Security relating to pastoral management records means that you may only edit certain fields. If the note does NOT require action, only its visibility can be changed. If action IS required, more details can be updated.

6. Click Save.

1. Access the record to which the action/note is attached via ONE of the following:

   • The Pastoral Management dashboard.

     More details...

     1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          

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

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. (Optional) Use the 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 and click Search in the Management menu.
        • Go to to Pastoral / Behaviour > Pastoral Management and click Search More Pastoral Records in the bottom right-hand corner of the Pastoral Management dashboard.

        The Pastoral Record Search screen appears.

        

        Note: You can re-order a grid by single-clicking on fields in the header row. If is displayed, the list is ordered from lowest to highest. If appears, the list is ordered highest to lowest.

     2. Enter your search criteria in one or more of the fields at the top of the screen and click Search. Your results populate the grid. You can search by:

        Field	Action
        Pupil Name	Type all or part of a pupil's name 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 required option.
        Action Required	Use this drop list to select 'Yes' or 'No'.
        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.

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

     3. (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.

          

2. Click next to the relevant record.

   

3. Find the note to which the action relates.

   More details...

   1. Scroll down the Edit a Pastoral Record screen to the Notes section.

   2. Enter your search criteria in one or more of the fields. You can search by:

      Field	Action
      Pupil Name	Type all or part of the pupil's name into this field OR click to select from the drop list. Click on your choice in the list that appears.
      Child Protection Concern Form 1 / Child Protection Concern Form 2 / Wellbeing Concern Form 1 / Wellbeing Concern Form 2	(Scottish Schools Only) Use a drop list to select a GIRFEC form to search by.

   3. Click Search.

      The results appear below.

4. Alongside the relevant note's header, click Mark as Complete in the top, right-hand corner.

   

   The record is updated and appears next to the note's heading.

   

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

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

   

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

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

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

   

4. Filter the data by clicking in the relevant header(s) and 'Filter' to adjust the relevant options, as required.

   

   More details...

   1. Click next to the heading you would like to filter by and click Filter in the menu that appears.

   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.
   6. To clear a filter, click Clear.

5. (Optional) Click above the Child Protection Concern Report grid to export the data to MS Excel.

   More details...

   1. Click .

   2. Do ONE of the following:

      • Click Open to open the spreadsheet.
      • Click Save to save the file to your computer and Open to see it once it has been downloaded.
      • Click and Save as to save the spreadsheet in your preferred location.
      • Click and Save and open to save and automatically open the file.
      • Click Cancel or to abort the export.