You are here: Modules > Pastoral / Behaviour > Pastoral Management Module > Configuring Pastoral Management

Configuring Pastoral Management

Using the Pastoral Management module, you can create and maintain the categories and record reasons used when recording pastoral issues.

Categories help organisations to manage staff access to pastoral records, providing a quick and simple way to ensure that only the appropriate members of staff can see sensitive information, where required. Alternatively, users can make records visible to all staff with access to the module.

GIRFEC forms required in Scotland are also associated with specific pastoral record categories. Selecting the appropriate category immediately links the record with the required GIRFEC forms.

Pastoral record reasons allow schools to group records by theme, depending upon the organisation's particular preference. Record reasons might include 'Illness', 'Bereavement' or 'Relocation'.

To use the Pastoral Management module effectively, your System Administrator must configure and manage the categories and record reasons to best suit your school's needs. As such, users are able to:

  • Set up record reasons.
  • Edit record reasons.
  • Delete record reasons.
  • Set up categories.
  • View categories.
  • Edit categories.
  • Delete categories.

This section also describes how System Administrators can allocate user access to the Pastoral Management module.

Note: Normally, pastoral record reasons and categories are configured by your System Administrator. As such, you may not be able to see this section when you log in.

ClosedHOW TO SET UP A RECORD REASON

  1. Go to Pastoral / Behaviour > Pastoral Management and click Record Reason in the Configuration menu.

    The Setup: View Pastoral Record Reasons screen appears.

    The Setup: View Pastoral Record Reasons screen

  2. Click Edit.

  3. Click in the empty Description field in the bottom row and type the name of the new pastoral record reason.

    Setup: Pastoral Record Reasons screen with new row highlighted with a red box

    Note: The colour of the dot in the first column denotes the status of the row. For more information, see About Grids.

  4. In the same row, ensure that the In Use check box is ticked to make the new pastoral record reason live and available for others to use.

  5. Click Save.

ClosedHOW TO EDIT A RECORD REASON

  1. Find the record reason that you would like to edit.

    ClosedMore details...

    1. Go to Pastoral / Behaviour > Pastoral Management and click Record Reason in the Configuration menu.

      The Setup: View Pastoral Record Reasons screen appears.

      The Setup: Pastoral Record Reasons screen

    2. (Optional) Check the Show Hidden check box to show a complete list of pastoral record reasons, including those that are not currently in use.
  2. Click Edit.

  3. Make the required changes.

    Note: The colour of the dot in the first column denotes the status of the row. For more information, see About Grids.

  4. (Optional) If you make a change in error, you can click the adjacent Undo icon to undo it.

    Note: You CANNOT undo changes once you have clicked Save. Instead, you must edit the pastoral record reason.

  5. Click Save.
  6. (Optional) To make further amendments, click Edit and repeat steps 2 to 4.
ClosedHOW TO DELETE A RECORD REASON

  1. Find the record reason you would like to delete.

    ClosedMore details...

    1. Go to Pastoral / Behaviour > Pastoral Management and click Record Reason in the Configuration menu.

      The Setup: View Pastoral Record Reasons screen appears.

      The Setup: Pastoral Record Reasons screen

    2. (Optional) Check the Show Hidden check box to show a complete list of pastoral record reasons, including those that are not currently in use.
  2. Click Edit.

  3. Click Delete icon next to the reason you would like to delete.

    A red line strikes through the row you are deleting.

    Note: You can reverse a deletion by clicking the adjacent Undo icon. You CANNOT undo a deletion once you have clicked Save.

    Note: The colour of the dot in the first column denotes the status of the row. For more information, see About Grids.

  4. Click Save.

    Note: You cannot delete a pastoral record reason that is already associated with a record.
    Setup: Pastoral Record Reasons screen with warning highlighted in red

ClosedHOW TO SET UP A CATEGORY

  1. Go to Pastoral / Behaviour > Pastoral Management and click Category in the Configuration menu.

    The Setup: Category Search screen appears.

    The Setup Category 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. Click Add.

    The Setup: Add a Category screen appears.

    Set up Add a Category screen

    Note: GIRFEC options apply to Scottish schools only. Access must be configured by your System Administrator.

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

  3. Click in the Category field and add the name of the new pastoral management category.

  4. Do ONE of the following:

    • If the category should be available to everyone, tick the Visible to All Staff/Roles check box.

      Note: If this box is checked, the Staff/Roles Visibility field disappears.

    • If the category is limited to specific colleagues, add one or more names to the Staff/Roles Visibility field using auto complete or the Staff Search dialog. If you know how to do this, proceed to step 6.

      ClosedMore details...

      • 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.

  5. Check the In Use check box is ticked to ensure that the category is live and available when pastoral management issues are recorded.

  6. (Optional) (Scottish Schools Only) Tick the relevant GIRFEC Forms check boxes to indicate which forms can be completed for this category.

    Set Up Add a Category screen with GIRFEC options

    Your System Administrator must configure GIRFEC settings for these options to appear. For more information, see Configuring GIRFEC.

  7. Click Save.
ClosedHOW TO VIEW A CATEGORY

  1. Find the pastoral management category you would like to view.

    ClosedMore details...

    1. Go to Pastoral / Behaviour > Pastoral Management and click Category in the Configuration menu.

      The Setup: Category Search screen appears.

      The Setup Category 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. (Optional) Enter all or part of the name of the category you are looking for in the Category field and click Search.

      Note: To clear previous searches, click Reset.

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

      ClosedMore details...

      • 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 Magnifying glass icon next to the category you would like to view in more detail.

    The relevant Setup: View a Category screen appears.

    Example: For example, this screenshot shows a category called 'Low Priority', which is live and in use. Records in this category can be seen by all staff with access to the Pastoral Management module.
    A Setup View a Category screen

    Note: GIRFEC options are for Scottish schools and only appear if configured on your system. For more information, see Configuring GIRFEC.

  3. When you have finished viewing the category, do ONE of the following:

    • Click Edit to amend the category.
    • Click Delete to remove the category from the system.
    • Click Search to go to the Setup: Category Search screen.
    • Click Pastoral Management Dashboard to go to the Pastoral Management dashboard.
ClosedHOW TO EDIT A CATEGORY

  1. Find the pastoral management category you would like to edit.

    ClosedMore details...

    1. Go to Pastoral / Behaviour > Pastoral Management and click Category in the Configuration menu.

      The Setup: Category Search screen appears.

      The Setup Category 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. (Optional) Enter all or part of the name of the category you are looking for in the Category field and click Search.

      Note: To clear previous searches, click Reset.

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

      ClosedMore details...

      • 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. On the Setup: Category Search screen, do ONE of the following:

    • Click Magnifying glass icon next to your chosen category and select Edit.
    • Click Edit icon next to your chosen category.

    The relevant Setup: Edit a Category screen appears.

    Example: This example shows a category called 'Critical' which is live and available for use. Records in this category can be seen by all staff with access to the Pastoral Management module and all available GIRFEC forms must be completed for records in this category.
    A Setup Edit a Category screen

    Note: GIRFEC options are for Scottish schools and only appear if configured on your system. For more information, see Configuring GIRFEC.

  3. Make the required changes to the pastoral management category.

  4. Click Save.

    You are returned to the Setup: Category Search screen.

ClosedHOW TO DELETE A CATEGORY

  1. Find the pastoral management category that you would like to delete.

    ClosedMore details...

    1. Go to Pastoral / Behaviour > Pastoral Management and click Category in the Configuration menu.

      The Setup: Category Search screen appears.

      The Setup Category 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. (Optional) Enter all or part of the name of the category you are looking for in the Category field and click Search.

      Note: To clear previous searches, click Reset.

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

      ClosedMore details...

      • 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 Delete icon next to the category you would like to delete.

    The relevant Setup: Delete a Category screen appears.

    Example: The following screenshot shows a category called 'Normal Priority' which is visible to all users with access to the Pastoral Management module and currently in use.
    A Delete a Category screen

    Note: You CANNOT delete a category that is already associated with a pastoral management record.
    A Setup Delete a Category screen showing an error

  3. Click Delete.

    If the category is not associated with a record, it is deleted and you are returned to the Setup: Category Search screen.

ClosedHOW TO ALLOCATE ACCESS TO PASTORAL MANAGEMENT

  1. Find the profile you would like to have access to the Pastoral Management module.

    ClosedMore details...

    1. Go to Setup > Users and profiles > Profiles.

      The Profile Search and Profiles screen appears.

      Profile Search and Profiles 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, and click Search. Your search results populate the grid. You can search by:

      Field Action
      Profile Name Type all or part of the name of the profile you are looking for into this field.
      Linked Users Use the drop list to select the user(s) linked to the profile you are looking for.

    3. (Optional) Use the icons beneath the grid to navigate between pages of records.

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

      • Click Two arrows pointing left in a blue box to go to the first page or Two arrows pointing right in a blue box to go to the last page.

      • Use the Records Per Page drop list to see more records on each page. Search Results Page icons

      • Click in the Page field and type the number of the page you want. Page 1 of 1 option
  2. Click Edit next to the relevant profile.

  3. Use the Modules drop list to select 'Pastoral / Behaviour'.

    The Pastoral / Behaviour options appear, including pastoral management.

    Setup screen options for Pastoral / Behaviour

  4. (Optional) If users should be able to configure Pastoral Management options, e.g. create categories, tick the Configuration Set-up check box.
  5. Use the Pastoral Management drop list to select the level of access required.
  6. (Optional) Tick the Pastoral Reports check box if access to pastoral reports is required. (Scottish Schools Only.)
  7. Click Save.