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Adding Pastoral Records

You can add pastoral records relating to individual or groups of pupils about the same incident or concern using 3sysACADEMIC's Pastoral Management module.

After an initial Pastoral Management 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 and the Pastoral Management module helps you manage specific 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 specific deadline. A list of actions for each user to complete appears on their Pastoral Management dashboard, providing a convenient, single place where staff can see what they need to do.

User's Pastoral Management dashboard with Requires Action By Me section 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 dashboard.

Pastoral Management dashboard with Recent Activity highlighted

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

ClosedHOW TO ADD A PASTORAL RECORD

  1. Do ONE of the following:

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

    • Go to Pastoral / Behaviour > Pastoral Management and click on Add Pastoral Record in the Management menu.

    The Add a Pastoral Record screen appears.

    The Add a Pastoral Record screen

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

    Note: 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).

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

    • Click Magnifying glass icon at the end of the Pupil Name(s) field.
      The Pupil Search dialog appears.

      Pupil Search dialog for selecting multiple pupils

      1. Do one OR both of the following:

        • Use the two Group drop lists to refine your search. Your selection in the first drop list alters the options available in the second drop list.

          Staff Search dialog with Group drop lists at the top highlighted

          Example: In the example below, the user has selected 'Boarding House' using the first drop list, so the second drop list provides details of the school's boarding houses.
          Pupil Search dialog with 'Boarding House' group type selected and the drop list showing available boarding houses open

        • In the Pupil Name field, enter all or part of the name you want.

          Example: In the example below, the user has selected to search by both boarding house ('Beech House') and part of the pupil name ('burgess').
          Pupil Search dialog with Group and Pupil Name options completed and highlighted

      2. Click Search.

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

      3. Click on each available pupil you want in the left-hand column.

        Pupils move to the right-hand column once selected.

        Multiple Pupil Search dialog showing several names selected

        Note: To deselect a pupil, click on the Black circle containing a white arrow pointing left next to the relevant name or click on the name again to return it to the left-hand column.

      4. 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.

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    To select a reason, do ONE of the following:

    • Click in the Reason 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.

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

      The Reason Search dialog

      1. Type all or part of the reason you want into the Reason 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.

  4. Change the reporting member of staff, if required. (The logged in user appears automatically.)

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    Do ONE of the following:

    • Click in the relevant field and type all or part of the name you require. Select your choice from the items that appear in the drop list and it appears in the field. This is known as auto complete. For example:

      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.
      The 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 the staff member's name in the Staff Name field.

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

      2. Click on the record you want. You are returned to the previous screen with the required staff record entered in the relevant field.

  5. Amend the date and time, if required. (Today's date appears automatically.)

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    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

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

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    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.

    • 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.

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

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

  8. Do ONE of the following:

    • Tick the check box to make the record visible to all staff.

    • Add specific staff who can see the record to the Make this Record Visible to Specific Staff/Roles field.

      Note: You must ensure that the person who raised the note is included in the list of staff who can see the record.

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      • Click in the relevant field and type the first letters of the item 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 added all the names 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. 10A, English etc. (If you do not wish to search by group, select ‘None’ in the first field.)
          • Staff Type – From the Staff Type drop list, select the required type of staff, such as ‘Academic’, ‘Non-Academic’ or ‘Both’.
          • Name – Type in all or part of a staff member’s name in the Staff Name field.

          The results of your search appear in a list on the left-hand side of the dialog.

        2. Click on each record you want in the list of available options that appears in the bottom left-hand corner.

          Staff names move from the left to the right-hand side of the screen once selected.

          The Staff Search screen with multiple individuals selected

          Note: To deselect staff, click on the Black circle containing a white arrow pointing left next to the relevant name.

        3. (Optional) Repeat steps a to b to search for and add other staff members to the list of selected individuals on the right-hand side of the screen.

        4. When done, click OK.

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

  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 done, click Save.

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

    Note: 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.

    Add a Pastoral Record screen with Category drop list and GIRFEC forms highlighted

    Note: When saving a GIRFEC form, warning messages 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 or evidence, such as statements and photographs.

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    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.

    Example: 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

  11. Click Save.

    The relevant Edit 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

  12. (Optional) Add notes to the record. For more information, see below.
ClosedHOW TO ADD A PASTORAL RECORD NOTE

  1. Find the pastoral record which requires a note.

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    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 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.

      The Pastoral Record Search screen

      Note: 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 lowest to highest. If Black arrow pointing down. appears, the list is ordered from highest to lowest.

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

      Field Action
      Pupil Name Type all or part of a pupil's name into this field.
      Reason Type all or part of a pastoral management 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 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) To save the search criteria and re-run the same search in the future, tick the Remember Search check box.

      Note: Your search criteria are saved until the user changes them or unticks the check box, even when you leave the screen or log out of the software.

    4. Click Search. Your results populate the grid.

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

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

      • Click Double arrows pointing left. to go to the first page or Double arrow pointing right to go to the last page.

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

        Blue 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.

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

  3. (Optional) In the Notes section under the main record, use the Pupil Name drop list to select the pupil your note relates to.

  4. Click Add in the Notes section.

    Further fields appear.

    Uncompleted section for adding notes

    Note: To hide this section, click Hide.

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

  5. Select an option using the Category drop list.

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

  6. Type a heading for the note in the Heading field and more information in the Note field.
  7. (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.

  8. Do ONE of the following:

    • Tick the check box to make the note visible to all staff.

    • Select specific staff who can see the record.

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      • Click in the relevant field and type the first letters of the item 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 added all the names 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. 10A, English etc. (If you do not wish to search by group, select ‘None’ in the first field.)
          • Staff Type – From the Staff Type drop list, select the required type of staff, such as ‘Academic’, ‘Non-Academic’ or ‘Both’.
          • Name – Type in all or part of a staff member’s name in the Staff Name field.

          The results of your search appear in a list on the left-hand side of the dialog.

        2. Click on each record you want in the list of available options that appears in the bottom left-hand corner.

          Staff names move from the left to the right-hand side of the screen once selected.

          The Staff Search screen with multiple individuals selected

          Note: To deselect staff, click on the Black circle containing a white arrow pointing left next to the relevant name.

        3. (Optional) Repeat steps a to b to search for and add other staff members to the list of selected individuals on the right-hand side of the screen.

        4. When done, click OK.

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

  9. (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.

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      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

      Note: 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 each member of staff who should complete the action in the Action By field.

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

  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 done, click Save.

    Note: When saving a GIRFEC form, warning messages 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, such as reports, statements or correspondence.

    ClosedMore details...

    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.

  12. Click Save.

    Example of a completed notes section

  13. Note: 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