You are here: Modules > Pastoral / Behaviour > Pastoral Management Module > Maintaining Pastoral Records

Maintaining Pastoral Records

The Pastoral Management module can be used to view, delete and make amendments and additions to pastoral records.

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

Staff access to pastoral records can be limited to protect pupil confidentiality. Records are normally available to the person who created them and the staff linked to the record's category. For more information about categories, see Configuring Pastoral Management.

As well as being able to update records, users with appropriate access can augment them by adding Notes with further information or more recent developments. In addition, Actions can be added and assigned to staff as part of a note. See Adding Pastoral Records for details.

Actions have an alert system which means any that have not been completed by the specified deadline include Red triangle with a white exclaimation mark in it.

A note with an overdue action and the overdue alert highlighted

The action deadline appears on the Pastoral Management dashboard of the relevant staff, providing a convenient, single place where staff can see what they need to do and when they need to have completed the action.

Pastoral Management dashboard with the Action Required By column highlighted.

Once an action, e.g. interviewing a pupil, has been completed, it must be marked as such in the software and any relevant information added. A A green tick alert appears on a completed task.

Completed action with tick highlighted next to the heading

Note: If actions are incomplete, the related note's status CANNOT be changed to 'Closed'.

ClosedHOW TO VIEW A PASTORAL RECORD

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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 Magnifying glass icon next to the record you would like to see in more detail.

    The relevant View a Pastoral Record screen appears.

    Example: A View a Pastoral Record screen

  3. (Optional) Do ONE of the following:

    • Click Edit to amend the record. For more details, see Maintaining Pastoral Records.
    • Click Delete to go to the Delete a Pastoral Record screen and remove the record from the system.
    • 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.
ClosedHOW TO VIEW A GIRFEC FORM (SCOTTISH SCHOOLS ONLY)

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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 Magnifying glass icon 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.

    List of GIRFEC forms with one form and its sub-sections highlighted

  5. Click Blue magnifying glass 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.
ClosedHOW TO PRINT A GIRFEC FORM (SCOTTISH SCHOOLS ONLY)

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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 Magnifying glass icon 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.

    List of GIRFEC forms with one form and its sub-sections highlighted

  5. Click Stylised blue printer 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.
ClosedHOW TO EDIT A PASTORAL RECORD

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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 record you would like to edit.

    The relevant Edit a Pastoral Record screen appears.

    An Edit a Pastoral Record screen

  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 below.

ClosedHOW TO EDIT A PASTORAL RECORD NOTE

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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 appropriate Edit a Pastoral Record screen appears.

  3. Find the note you would like to amend.

    ClosedMore 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 Arrow pointing down 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. (Optional) Click Sort Ascending or Sort Descending to list the notes chronologically in either ascending or descending order.
  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 Edit icon 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.

    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

ClosedHOW TO MARK A PASTORAL RECORD ACTION 'COMPLETE'

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

    • The Pastoral Management dashboard.

      ClosedMore details...

      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

      ClosedMore 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 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.

    Pastoral Record Search screen with edit option highlighted

  3. Find the note to which the action relates.

    ClosedMore 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 Arrow pointing down 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. (Optional) Click Sort Ascending or Sort Descending to list the notes chronologically in either ascending or descending order.

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

    An action with Mark as Complete highlighted

    The record is updated and A completed action with green tick highlighted appears next to the note's heading.

    Completed action with tick highlighted next to the heading

ClosedHOW TO ACCESS THE CHILD PROTECTION CONCERN REPORT

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

    Pastoral / Behaviour menu with Reports highlighted

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

    Child Protection Concern Report screen

    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 Arrow pointing down to expand options list next to the relevant column heading and selecting 'Sort Ascending' or 'Sort Descending'.

  3. Show or hide columns as required by clicking any Arrow pointing down to expand options list and 'Columns'. Tick the check boxes for each column that should be visible.

    Columns drop list with all options ticked.

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

    Drop list showing filter options

    ClosedMore details...
    1. Click Arrow pointing down to expand options list 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 MS Excel icon above the Child Protection Concern Report grid to export the data to MS Excel.

    ClosedMore details...

    1. Click MS Excel icon.

      A popup appears asking what you would like to do with the file.

    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 Arrow pointing down and Save as to save the spreadsheet in your preferred location.
      • Click Arrow pointing down and Save and open to save and automatically open the file.
      • Click Cancel or A diagonal cross which closes the window to abort the export.
ClosedHOW TO DELETE A PASTORAL RECORD

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

    • The Pastoral Management dashboard.

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      1. Do ONE of the following:

        • Go to Pastoral / Behaviour > Pastoral Management.

        • Click Pastoral Management Dashboard on any Pastoral Management screen.

          The Pastoral Management dashboard button

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

        The Pastoral Management dashboard

        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) Use the icons beneath a grid to navigate between pages of records.

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

        • Click Vertical line and an arrow pointing left to go to the first page or Arrow pointing right and a vertical line to go to the last page.

        • Click in the Page field and type the number of the page you want. Page 1 of 1 option

    • The Pastoral Record Search screen.

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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. In the Actions column, click Delete icon next to the record you would like to delete.

    Search screen showing results and with delete icons highlighted

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

    The relevant Delete a Pastoral Record screen appears.

    A Delete a Pastoral Record screen

  3. Click Delete.

    The Pastoral Record Search screen appears with the record removed from the grid.