Pastoral Care

Overview of the Pastoral Care Dashboard

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Access Pastoral Care

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Introduction

In Schoolbox, you can use the Pastoral Care dashboard to access the Pastoral Care records, reports, and any groups that you are a member of. It also displays recently updated records if your school uses 'severity'.

This guide shows you how to find and use the Pastoral Care dashboard. 

Find Pastoral Care Dashboard

To find the dashboard:

  1. Go to the top menu of your Schoolbox homepage, then select Pastoral.
    The Pastoral Care dashboard appears. 
    NOTE: Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the dashboard. 
     
  2. Next, you can:
    1. Find a Pastoral record
    2. View recently updated records
    3. View recently viewed students
    4. View quick report links
    5. View group memberships
    6. Access an existing Pastoral Care record
    7. Access a student's Pastoral Profile


Find a record

  1. In Pastoral Care, enter the student's name in the Search box. 
     
  2. Then select Search Pastoral Records.

    The pastoral care record for the student will display.
    You’ve now found the record.

    If you can’t find a pastoral care record for a student, Schoolbox lists the matching student names. You can then Create a Pastoral Care record for a student


View recently updated records

  1. Go to Pastoral Care > View recently updated records. A list of recently updated records displays if you recently updated any pastoral care records.  
     
  2. Select the record you want to view from the list.
    The record you selected will display.


View recently viewed students

  1. Go to Pastoral Care > View recently viewed students. A list of recently viewed students displays if you recently viewed any student records.  
     
  2. Select the student from the list.
    The student’s record will display.
  1. Go to Pastoral Care > View quick report links. A list of quick report links displays.  
     
  2. Select to view a report from the list.
    The report you select will display.


View group memberships

  1. Go to Pastoral Care > View group memberships. A list of group memberships displays.  
     
  2. Select to view a group membership from the list.
    The group membership you select will display.


Access an existing Pastoral Care record

  1. In Pastoral Care, enter the student's name in the Search box. 
     
  2. Then select Search Pastoral Records.
    The pastoral care record for the student will display.
     
  3. Select the student name to view the student’s Pastoral profile page. 
    In Pastoral Records, all the records attached to this student will display.
     
  4. In Filter Record By Type, you can filter the records by types and sub-types for this student.
    A list of Pastoral records will display.
     
  5. Select the Pastoral record title to view all details. 
    Details listed in a record are based on the visibility set for you. 
    Note: See step 10 in Create a Pastoral Care record for a student to set the visibility.

    You’ve now accessed an existing pastoral care record for a student.


Access a student's Pastoral Profile

  1. In Schoolbox, select the search HGyBSdY3rAFOqQHV2CLmQYWIWMXF4A6pJHxZF4tb7COnu8gkYcCAOBkt-rZXg0-1JfoXa4gjNsdEuYDdIVSBWwTgwP02pbc0kub1dnzQdl97I5xkEELSwiZ6vEKEzdZtkgqLKzSCv7wescbLHkw4Kfg icon in the top menu and enter the student's name that you want to search.
    A drop-down list appears.
     
  2. Select the student's name from the drop-down list. 
    The student’s profile page appears. 
     
  3. Select Pastoral Care.
    The student’s Pastoral profile appears.
    You’ve now accessed the Pastoral profile of a student.

    On the student’s Pastoral profile page, you can then see in:
    • ‘Pastoral Records’ - the existing list of pastoral records attached to the student. 
      You can select the pastoral record title to view its details.
      This will open the full Pastoral Care record, showing details based on your access permissions.
      You can scroll to see who created the record and who has access to confidential information. If any actions were added when the record was created, they will appear next to the content visibility section and can be marked as complete.
       
    • ‘Filter records by type’ - you can narrow down the list by selecting filters one at a time until the correct record appears.
       
    • ‘Show All Pastoral Record Sub-Types’ - this is optional. It helps you select the sub-type for a type and narrow down the list further.

Set up Pastoral Lists (for Superusers)

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As a Superuser/Pastoral Care Moderator, you can set up Pastoral Care Records. 

Schoolbox offers you a pastoral list that you can set up to use when you create pastoral records for students. This includes setting up pastoral lists for actions, record severity, tags, types, etc.

Note: Access to the Admin area of Schoolbox is restricted, so only a Superuser at your school can update these lists.

As a Superuser, you can set up the pastoral lists to add, edit, or remove the pastoral:

  • Actions
  • Record Severity
  • Record Tags
  • SIS Document Classifications
  • Types
  • Sub-Types

Once set up, these lists will be available for Pastoral Care Moderators to select from when they Create a Pastoral Care record for a student.

To set up, as a Superuser:

  1. Go to Administration > Pastoral Care
     
  2. Next, select an option to proceed with setting up pastoral lists:

 

Add a Pastoral Action

Pastoral Actions are steps that need to be taken after creating a Pastoral Care Record. You can set Default Actions that automatically link to specific Types and Sub-types, so they appear in the Pastoral Actions list when selected.

A list of ‘Pastoral Actions’ helps you identify what steps need to be taken for a student when a pastoral record is created.

In a Pastoral Care record, as a Superuser/Pastoral Care Moderator, you can assign specific actions to school staff for completion.

You can:

 
Set up Pastoral Actions

To set up Pastoral Actions in Pastoral Care Records:

  1. Go to your Schoolbox homepage top menu, then select Pastoral Pastoral.
    The Pastoral Care dashboard appears. 
    Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the Pastoral Care dashboard.
     
  2. Next, select the 3-dot menu icon3-dot Menu Iconand select Manage Pastoral Record Settings.
    This opens the Pastoral Record settings page.
     
  3. Then, choose the record type and sub-type where you want to add Pastoral Actions. For example, the record type Academic and sub-type Academic Honesty.
     
  4. Next, in Available Actions, choose the actions you want to be available for the type and sub-type you are editing.
    Note: As a Superuser, you must create the actions before you can assign them to a specific type and sub-type.
     
  5. In Default Actions, choose whether you want the actions to be automatically added to the record.
    Note: We recommend you enable this option so that actions automatically appear when school staff create a Pastoral Care record. This way, they don’t have to remember to select the appropriate actions— they can simply remove any that aren’t needed.
     
  6. When done, select Save.

    You’ve now set up Pastoral Actions in Pastoral Care Records.

 

Add Pastoral Actions

To add a pastoral action:

  1. In Administration > Pastoral Care > Lists - Actions, select Add New Row to add a pastoral action.
     
  2. Next, in Name, enter the name of the pastoral action you want to add. For example, Discussion with Parent/Guardian.
     
  3. Then, in SIS Code, enter the code that matches your SIS lookup table for this pastoral record. 
    This is to export pastoral care records to your SIS Pastoral Care module. If you are not using your external SIS Pastoral Care module, you can leave this blank.  
    Note: Only schools using Synergetic can write Pastoral Care records back to the SIS. If you are exporting Pastoral Care records, enter the Pastoral Care Record Type Code into the ‘SIS Code’ field. This must exactly match the code in your SIS's lookup table (e.g., luPastoralCareCategory).
     
  4. When done, select Save

    You’ve now added a new pastoral action.


Notes

  • You can edit the name of an existing pastoral action and then select Save for the changes to take effect. 
  • To delete a pastoral action, select the delete icon Bin Icon in that row. 
  • You can select Default Actions from this list and link to Types and Sub-types. They will automatically be added to the Pastoral Actions list when a particular Type or Sub-type is selected.
     

Add a Pastoral Record Severity

Severity Levels help visually indicate the seriousness of a Pastoral Care Record. You can add an assigned color for each level for easy identification. 

Pastoral Care Moderators can also choose whether a Severity Level appears in the 'Important Records' list on the Pastoral Care Dashboard. 
Note: If your school does not use severity levels in pastoral care records, this section does not need to be set up.


To add a pastoral record severity:

  1. In Administration > Pastoral Care > Lists - Record Severity, select Add New Row to add a severity.
     
  2. Next, in Name, enter the name of the severity you want to add. For example, Low, Medium, High, Critical.
     
  3. In Show On Pastoral Dashboard, you can select whether a Severity Level should be displayed on the Pastoral Care Dashboard in the 'Important Records' list. 
    If your school chooses not to use severity level indicators within pastoral care records, you need not set this up. 
     
  4. Then, in Severity Colour, add a colour to each severity level.
    If your school chooses not to use colours to indicate severity levels within pastoral care records, you need not set this up.
     
  5. When done, select Save
    Note: If your school chooses not to have the severity option available, you can disable it in Administration > Pastoral Care > Settings - Policy

    You’ve now added a new pastoral record severity.

    Note: You can edit the name of an existing pastoral record severity and then select Save for the changes to take effect. To delete a pastoral record severity, select the delete icon Bin Icon in that row.
     

Add a Pastoral Record Tag

Pastoral Record Tags act as ‘topics’ or ‘themes’ that you can select when you create Pastoral Care Records. This helps to filter records.

Note: Superusers must toggle the setting to OFF so that school staff can’t create their own Pastoral Record Tags.

To add a pastoral record tag:

  1. In Administration > Pastoral Care > Lists - Record Tag, select Add New Row to add a record tag.
     
  2. In Name, enter the name of the severity you want to add. For example, Social/Emotional, Cognitive, Sensory, Classroom, etc.
     
  3. When done, select Save

    You’ve now added a new pastoral record tag.

    Once set up, this list of pastoral record tags will be available to select from when you create Pastoral Care Records.

    Note: You can edit the name of an existing pastoral record tag and then select Save for the changes to take effect. To delete a pastoral record tag, select the delete icon Bin Icon in that row.
     

Add a Pastoral SIS Document Classification

The SIS Document Classification type will be assigned to any documents uploaded to your SIS for records of this type.

To add a Pastoral SIS document classification:

  1. In Administration > Pastoral Care > Lists - SIS Document Classification, select Add an item to this list to add a SIS document classification.
     
  2. In Name, enter the name of the SIS document classification you want to add. 
     
  3. Then, in SIS Code, enter the code that matches your SIS lookup table for this pastoral record. 
    This is to export pastoral care records to your SIS Pastoral Care module. If you are not using your external SIS Pastoral Care module, you can leave this blank.
    Note: Only schools using Synergetic can write Pastoral Care records back to the SIS. If you are exporting Pastoral Care records, enter the Pastoral Care Record Type Code into the ‘SIS Code’ field. This must exactly match the code in your SIS's lookup table (e.g., luPastoralCareCategory).
     
  4. When done, select Save

    You’ve now added a new pastoral SIS document classification.

    To add more pastoral SIS document classifications, select Add New Row and repeat steps 2 and 3.

    Once set up, this list of SIS document classification will be available to select from when you create Pastoral Care Records.

    Note: You can edit the name of an existing pastoral SIS document classification and then select Save for the changes to take effect. To delete a pastoral SIS document classification, select the delete icon Bin Icon in that row.

 

Add a Pastoral Type

Setting Pastoral Types allows you to filter records based on criteria important to your school. Users can select Pastoral Types when creating a record and can be used to filter reports or view a student’s pastoral history.

To add a Pastoral Type:

  1. In Administration > Pastoral Care > Lists - Types, select Add New Row to add a sub-type. 
     
  2. Next, in Name, enter a name for the type that you are adding. 
     
  3. Next, in SIS Document Classification, select <add down arrow black icon> to choose a classification from the list.
     
  4. Then, in SIS Code, enter the code that matches your SIS lookup table for this pastoral record. 
    This is to export pastoral care records to your SIS Pastoral Care module. If you are not using your external SIS Pastoral Care module, you can leave this blank. 
    Note: Only schools using Synergetic can write Pastoral Care records back to the SIS. If you are exporting Pastoral Care records, enter the Pastoral Care Record Type Code into the ‘SIS Code’ field. This must exactly match the code in your SIS's lookup table (e.g., luPastoralCareCategory).
     
  5. When done, select Save.

    You’ve now added a new pastoral type.

    Once set up, this list of Pastoral Types will be available to select from when you create Pastoral Care Records.

    Note: You can edit the name of an existing pastoral type and then select Save for the changes to take effect. To delete a pastoral type, select the delete icon Bin Icon in that row.
     


Add a Pastoral Sub-Type 

To add a Pastoral Sub-Type:

  1. In Administration > Pastoral Care > Lists - Sub-Types, select Add New Row to add a sub-type. 
     
  2. In Pastoral Type, select the drop-down arrow icon Drop-down arrow (solid black) to choose a pastoral type from the list.
     
  3. In Name, enter a name for the sub-type that you are adding. 
     
  4. Then, in SIS Code, enter the code that matches your SIS lookup table for this pastoral record. 
    This is to export pastoral care records to your SIS Pastoral Care module. If you are not using your external SIS Pastoral Care module, you can leave this blank.
    Note: Only schools using Synergetic can write Pastoral Care records back to the SIS. If you are exporting Pastoral Care records, enter the Pastoral Care Record Type Code into the ‘SIS Code’ field. This must exactly match the code in your SIS's lookup table (e.g., luPastoralCareCategory).
     
  5. When done, select Save.

    You’ve now added a new pastoral sub-type.

    Once set up, this list of Pastoral Sub-Types will be available to select from when you create Pastoral Care Records.  

    Note: You can edit the name of an existing pastoral sub-type and then select Save for the changes to take effect. Pastoral record types will automatically update if the parent type of a sub-type is changed. To delete a pastoral sub-type, select the delete icon Bin Icon in that row.

Set up Pastoral Care (for Superusers)

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Once you’ve set up Pastoral Lists, you can set up Pastoral Care.

To set up Pastoral Care:

  1. Go to Administration > Pastoral Care > Settings - Policy.
    This opens the Settings - Policy page.
     
  2. In External Pastoral Synchronisation, if toggled to 'ON' and using a compatible SIS, pastoral care records will be written back to the SIS.
    Note: Only schools using Synergetic will be able to write pastoral care records back to the SIS.
     
  3. In Include pastoral title in SIS writeback, if toggled to 'ON', this will send the Pastoral title back to the SIS.
    Note: Only schools using Synergetic will be able to write pastoral care records back to the SIS.
     
  4. In Delete pastoral care records from external SIS, if toggled to 'ON' and using a compatible SIS, the Pastoral Care records deleted on Schoolbox will also be deleted on the SIS.
    Note: Only schools using Synergetic will be able to write pastoral care records back to the SIS.
     
  5. In External Pastoral Attachment Upload, if toggled to 'ON' and using a compatible SIS, the Pastoral Care record attachments will also be transferred across to the SIS.
    Note: Only schools using Synergetic will be able to write pastoral care records back to the SIS.
     
  6. In Allow specification of severity on pastoral records, if toggled to 'ON', the Pastoral Care record can be allocated a severity level.
     
  7. In Allow Individual Audiencing In Pastoral Care, if toggled to 'ON', individual users can be granted access to specific Pastoral Care records.
     
  8. In Allow Parent Pastoral Access, parents will receive specific Pastoral Records related to their child(ren).
     
  9. In Allow Student Pastoral Access, if toggled to 'ON', students will receive specific Pastoral Records related to them.
     
  10. In Allow Staff to Create Pastoral Care Tags, if toggled to 'ON', staff can create their own Pastoral Care tags while creating or updating Pastoral Records. 
    Note: This is not recommended. Instead, we suggest creating a predefined set of tags for staff to use. This helps with generating Pastoral Care reports and filtering data effectively.
     
  11. In Pastoral Flag Count Period, select a time period from the drop-down menu. This determines how long Pastoral Care records will be counted in the Pastoral flag total.
     
  12. In Enable Pastoral Actions, if toggled to 'ON', staff can add follow-up actions to Pastoral Records.
     
  13. In Enable Pastoral Record Bulk Import, if toggled to 'ON', Pastoral Moderators can bulk import reports as a ZIP file into Pastoral Records for multiple students at once.
     
  14. When done, select Save.

    You’ve now set up Pastoral Care for your school.

Note: To set up Pastoral Notifications, see Set up Pastoral Notifications.

Set up Pastoral Notifications

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As a Pastoral Care Moderator or a member of a Pastoral Group managing students (e.g., Wellbeing Team), you can customise Pastoral Notification settings in your User Profile settings. 

To do this:

  1. Go to your profile image in the top menu, and then select Notification Settings.
    This opens the notification settings page for you.
     
  2. Then, scroll to Pastoral Care notification settings:
    1. Receive pastoral care notifications when…
    2. Receive pastoral care Comment notifications when…
    3. Receive pastoral care Import notifications when…
      The available settings will depend on what your school has configured.

Note: If you are part of a Pastoral Care group, we recommend turning off notifications for new record creation and comment additions. Instead, set up a report that fits your needs. See Manage Pastoral Reports of students.

Enable the Pastoral Care module (for Superusers)

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As a Superuser, you can enable the Pastoral Care module.

To do this:

  1. Go to Administration > Modules > Settings.
     
  2. In 'Enable Pastoral Care Module', toggle this setting ON to enable the Pastoral Care module for your school.
     
  3. When done, select Save.

    You’ve now enabled the Pastoral Care module for your school.

Add comments to a Pastoral record

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Introduction

When you create a Pastoral Care record, the Pastoral Moderator at your school sets the visibility of the record for each audience type. If you are part of the audience who can view records, you will be able to add comments to the Pastoral record.

This guide shows you how you can view and add comments to a Pastoral record. 

Add comments to a Pastoral record

To view and add comments to a Pastoral Care record:

  1. Go to the pastoral record you wish to comment on from the Pastoral Care Dashboard or the Student’s Pastoral Profile page. See Access Pastoral Care.
     The Pastoral Care record of the student appears.

    You will see the general content and confidential content (depending on your record visibility).
     
  2. Next, in General Comments, comment on the pastoral record. 
    You can enter comments in the 'General Comments' field of the General Content, or in the ‘Confidential Content’ field.
     
  3. When done, select Post Comment.
    This posts your comment to the student's pastoral record. 

    You’ve now successfully added comments to a Pastoral Care record. 
    Depending on your school’s settings, notifications are sent to users when a comment is created in the pastoral record. Notifications do not include student information.

    Notes: 
    • If a comment is added to a pastoral record that is part of a pastoral report, clicking the notification will direct you to the pastoral report page and highlight the specific record with the new comment.
    • If the record is linked to another student, any comments or updates made to one student’s record will not appear in the other student's records.

Import current Pastoral Records from a SIS (for Superusers)

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As a Superuser/Pastoral Care Moderator, you can import current Pastoral Care Records from a SIS.

To do this:

  1. Go to Administration > Pastoral Care > Settings - Policy.
     
  2. In External Pastoral Synchronisation, toggle this setting ON to enable Pastoral Care record synchronisation.
    Note: Only schools using Synergetic will be able to write pastoral care records back to the SIS.
     
  3. When done, select Save.
    This enables the Pastoral Care record synchronisation.
     
  4. Next, you can import existing records from your SIS, allowing staff to view them in Schoolbox. For this, go to Administration > Pastoral Care > Synergetic Import
    Note: This function is meant only for the initial import into the Pastoral Care Module. Future imports will delete any existing records, including comments and attachments, currently in the system.
     
  5. Set a 'Fallback Record Owner’. This person will be assigned to pastoral records if the original owner is not found in the Schoolbox database.
     
  6. Toggle 'Import Pastoral Records' to ON if you want to import records from your SIS, replacing any matching records in Schoolbox.
     
  7. Toggle 'Override existing records' to ON if you want to delete and replace existing records with updated versions from your SIS.
     
  8. Toggle 'Import documents/attachments' to ON if you want to import file attachments from your SIS.
     
  9. Toggle 'Add parent contacts in your SIS as Individual Access Users in pastoral records' to ON if you want Parents to be added to Pastoral Care records as individual users. This will allow Parents to view the imported Pastoral Care records for their students.
    Note: If you do not want parents to have access to these records, make sure to turn this option off.
     
  10. When done, select Import Pastoral Care Records.
    You’ve now imported current Pastoral Records from a SIS.

    Note: Select View Import Logs to see records of previously imported entries.

Access a student's Pastoral page

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To access a student's Pastoral Care page:

  1. Search for the student’s profile page. 
    To use search, see Search.
     
  2. On the student’s profile page, select Pastoral Care.
    This opens the student’s Pastoral Care page.
    Note: When you search for a student using advanced filters, in the search results, go to the 3-dot menu icon3-dot Menu Iconfor the user and then select Pastoral Care.

    This displays a student’s Pastoral Care record.

Create a Pastoral Care record for a student

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To create a Pastoral Care record for a student:

  1. Search for the student’s profile page. 
    To use search, see Search.
     
  2. On the student’s profile page, select Pastoral Care.
    This opens the student’s Pastoral Care page.
    Note: When you search for a student using advanced filters, in the search results, go to the 3-dot menu icon3-dot Menu Iconfor the user and then select Pastoral Care.
     
  3. Once you are on the student's Pastoral Care page, select + Create Pastoral Record.
    This opens the ‘Add Pastoral Record’ page.
     
  4. Next, in Title, enter a title for the record.
     
  5. Then, in Occurred On, select when what you are recording occurred and the appropriate 'Type', 'Sub-Type', and 'Severity'.
     
  6. Next, in Tags, select any 'Tags' that pertain to this record. Tags will enable filters to be applied when generating Pastoral Reports.
     
  7. In Actions, select the actions to be applied to the record.
    The Pastoral Care Moderator will have already set up the Actions when creating the Template for this type of Pastoral Record.
    Note: Some Actions may already be listed when you select a Type or Sub-Type. These are 'Default Actions' set by your Pastoral Moderator for these specific Types and Sub-Types.
     
  8. In General, fill in the required details for the record. You can also upload an attachment if needed.
    Note: The General content field may already have a template applied. This template is set by your Pastoral Moderator to guide you on the type of details to include in the record.
     
  9. In Confidential, a new section will open where you can add extra information that is not meant for the wider audience.
     
  10. In Record Visibility, the Pastoral Moderator at your school can control who can see the record. This section will be locked unless you have additional Pastoral Care permissions.
    To understand visibility:
    • Deny - The selected audience will not be able to view the record.
    • General - The selected audience can view the written description and any attachments in the General section.
    • General + Confidential - The selected audience can view the written description and attachments in both the General and Confidential sections. If no visibility settings have been defined, you will see a message stating that no visibility has been set for this record.
    • Match Campus - This option provides record visibility for staff roles and pastoral groups. When selected, only staff members in the same campus as the student will have access to the record.
      Note: If a student switches campuses, their pastoral record and visibility to teachers in the new campus will also transfer.
    • Comments - This allows the selected users to read and add comments to the record.
       
  11. In Create Related Record, select the students you want to duplicate the pastoral records for.
     
  12. When done, select Save.
    This creates a Pastoral Care record for a student.

    You've now created a Pastoral Care record for a student.

Allow parents access to a Pastoral Care record

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To allow a parent to see a Pastoral Care record, as a Superuser, you must turn on the setting that allows parents to view Pastoral Care records. 

To do this:

  1. Go to Administration > Pastoral Care > Settings - Policy.
    This opens the settings policy page for you.
     
  2. Next, toggle ‘Allow Parent Pastoral Access’ to ON.
    This allows parents to view and comment on certain Pastoral Care records if this setting is enabled within the record.
    Note: If you allow parents to view Pastoral Care records, you must set up the Global Notification settings to ensure a positive experience. For this, go to Administration > Notifications > Settings.


To access Pastoral Care Records as a parent:

  1. Go to your parent dashboard.
     
  2. Then, go to the 'My Students' component.
     
  3. Next, select Pastoral Care listed for the student’s name.
    This opens a customised Parent view of your child's Pastoral Care records. This view is filtered, and all confidential information is hidden.
     
  4. Next, select the title of the Pastoral Care record you, as a parent, want to view.

    You’ve now accessed a Pastoral Care record as a parent.
     

Notes

  • Parents can only view the 'General' section of the record. This is a fixed setting in Schoolbox.
  • If 'Allow Parents to Comment' is turned on for the record, parents can add comments in the General Comment field.
  • Parents cannot access any linked records, and their comments will not appear in another student's linked record.

Manage pastoral records for school

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Introduction

As a Pastoral Moderator, you can manage Pastoral records for your school to ensure that the welfare and wellbeing of students are properly tracked and supported. 

To do this, Schoolbox allows you to:

Manage Templates

As a Pastoral Moderator, you can create templates for Pastoral Care Record Types. These templates help define, pre-fill, and lock certain elements of a Pastoral Care Record for general staff users.

Note: Complete this step only after working with a Superuser at your school to add the Types, Sub-types, and Actions in the Administration area of your instance.

  1. Go to the top menu of your Schoolbox homepage, then select Pastoral.
    The Pastoral Care dashboard appears.
    Note: Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the dashboard. 
     
  2. Next, go to the 3-dot menu icon3-dot Menu Iconand select Manage Pastoral Record Settings.
    This opens the Pastoral Record settings page.
     
  3. Then, choose the record type and sub-type where you want to add Pastoral Actions. For example, the record type Academic and sub-type Academic Honesty.
    Note: A Superuser at your school must create these beforehand in Administration > Pastoral Care > Lists - Types or Lists - Sub-Types. See Set up Pastoral Lists (for Superusers).
     
  4. Next, in Flag, set the Pastoral Flag icon and color that will appear on the student's Pastoral Profile Page if needed. You can see a preview of this on the side.
     
  5. Then, in Sentiment, select a sentiment from the drop-down menu. It defaults to 'Neutral.'
     
  6. In Available Actions, select the available actions from the drop-down menu. These actions will be selectable when using this template.
    Note: Your Superuser must enable Pastoral Actions in Administration > Pastoral Care > Settings - Policy > Enable Pastoral Actions. Additionally, Actions must be defined in Administration > Pastoral Care > Lists - Actions. See Set up Pastoral Lists (for Superusers).
     
  7. In Default Actions, select the default actions from the drop-down menu. When you use this template, these actions will apply automatically.
     
  8. In General Template, enter the text that will automatically appear in the General Template field. You can use these tokens to automatically insert the student's details when creating a record: [preferredname], [firstname], [surname], [fullname], [year], and [house].
     
  9. In Lock Visibility, toggle the setting to locked or unlocked. When set to 'LOCKED' (recommended), users won't be able to add or change the visibility settings for this record type. 
     
  10. In Record Visibility, define the 'Record Visibility Settings' for different Role Types and Pastoral Groups to control who can access and view the records.
    You can also select Add Role, Add User, or Add Pastoral Group and set the visibility.
    Note: To learn more about visibility, refer to step 10 in Create a Pastoral Care record for a student.
     
  11. When done, select Save.
    This saves the settings for you.

    You’ve now created and managed templates for Pastoral Care Record Types as a Pastoral Moderator.

 

Manage Groups

Pastoral Care Moderators can view, edit, and delete all pastoral care records, regardless of individual record permissions. They also have the authority to create and manage group memberships.

Pastoral moderator permissions can be set for individual users as 'read', 'write', or 'moderate'.

  • Read access allows the user to view all pastoral care records.
  • Write access allows the user to view and modify all pastoral care records. Users with Write access can also manage pastoral groups and configure pastoral record settings.
  • Moderate access allows the user to view, modify, and delete all pastoral care records. Users with Moderate access can also manage pastoral groups and configure pastoral record settings.
    Note: Users with impersonator permissions can no longer act as pastoral moderators. Only assigned pastoral moderators can manage pastoral records, ensuring better security and control.

Pastoral Care Groups are great for collaboration and targeting specific records to group members. Using groups simplifies record visibility management, as the visibility remains the same even if group members change. It also makes sharing records easier, as you can share them with the whole group instead of individually.

Note: Superusers do not automatically have access to view Pastoral Care Records. They must be added to the audience for a record or granted pastoral care permissions.

Only users with Pastoral Write or Moderate permissions can add, update, or remove members from Pastoral Groups. 

To manage Pastoral Care groups:

  1. Go to the top menu of your Schoolbox homepage, then select Pastoral.
    The Pastoral Care dashboard appears.
    Note: Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the dashboard.
     
  2. Select the 3-dot menu icon3-dot Menu Iconand then select Manage Groups.
    This opens the Pastoral Record settings page.
    Note: If you're already in a Pastoral Group, you can see 'Groups Management' from the Group Memberships section on your Pastoral Dashboard.
     
  3. In Your Groups, you can select an existing group to view or update its members. You can select the:
    • Plus Icon icon to add a pastoral group -  select add a user to this group to add one or more users. When done, select Create Group.
    • Pencil Iconicon to edit a group - select Add User to add users to a group. To remove a user from the group, select the Bin Icon icon and then Delete. When done, select Save Changes.
  4. In Your Groups, select the Bin Icon icon to delete a pastoral group. Select Delete to permanently remove the group from any associated pastoral records.

    You’ve now successfully managed Pastoral Care groups as a Pastoral Moderator.

Manage Pastoral Reports

Are you sure you want to remove this component?

Introduction

Pastoral Care reports track a student's well-being, behavior, and any support the school provides. They record incidents, concerns, achievements, and communications about the student's emotional, social, and academic progress.

Schoolbox helps you manage Pastoral Care reports to track student well-being, maintain consistent interventions and communication, encourage teamwork among teachers, counselors, and administrators. The reports provide necessary documentation for legal and safety purposes, and improve student outcomes by addressing problems early and developing better support strategies.

When managing Pastoral Care reports, you can:

 

Access a Class Pastoral Care Report

  1. Go to the top menu of your Schoolbox homepage, then select Classes.
    The ‘My Classes’ dashboard appears. 

    Note: Alternatively, you can enter /classes to the end of your Schoolbox URL to access the dashboard. 
     
  2. Select the 3-dot menu icon3-dot Menu Iconfor the class you want to access the pastoral care report for.
     
  3. Then select Pastoral Care Report.
    This opens the Pastoral Care report page.
     
  4. Next, select the drop-down arrow icon to select the filters by:
    • Type
    • Severity
    • Creator
    • Action Required
  5. When done, select Apply filters.
    Note: To go back to the earlier filters, select Reset to defaults.

    This helps you access and filter to view Pastoral Care reports.

 

Create a Pastoral Care Report

A Pastoral Care Report lists Pastoral Care Records that match your selected filters. The report only includes records you have permission to view, so different users may see different results based on the visibility settings of each record.

You can save Pastoral Care Reports and share them with Pastoral Care Groups.

To create a Pastoral Care report:

  1. Go to the top menu of your Schoolbox homepage, then select Pastoral.
    The Pastoral dashboard appears. 
    Note: Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the dashboard. 
     
  2. Select the 3-dot menu icon3-dot Menu Iconand select Report Builder.
    This opens the Pastoral Care Reports page.
     
  3. Select the Plus Icon button to create a new Pastoral report.
    This opens the Pastoral Care Reports page.
     
  4. In Report Name, enter a report title.
     
  5. Next, in Show this report on my pastoral dashboard, toggle to select if you wish to display this report on your Pastoral Care dashboard.
     
  6. Then, in Send notification on new record, toggle to select if you want to receive a notification when a new Pastoral Care record is created that matches the selected criteria.
    Note: A notification will be sent to you and anyone you have shared the report with, based on their individual notification settings.
     
  7. In Filter By Student, add one or more student names if needed.
     
  8. In Filter By Author, add one or more author names if needed.
     
  9. In Minimum Severity Level, select a specific severity level or choose to display all severity levels.
     
  10. Next, in Filter By Tags, select to add relevant tags from the drop-down list if needed.
     
  11. Next, in Filter By Group or Class, enter to add classes or groups to create a Pastoral Care Report specific to your class or group.
     
  12. Then, in Date Range, select Use relative date range and then select a time period using the drop-down menu.
    Alternatively, select Use fixed date range and use the date picker to select From and To fixed date ranges.
     
  13. Next, in Record Types, select the 'Types' and 'Sub-Types' to include in your report.
     
  14. In Actions, select any 'Actions' to include in the report. You can also filter actions by their status if needed.
    Note: As a Pastoral Moderator, you can choose to view all records that match the criteria you've set, or only the records that include you as the author or part of the intended audience.
     
  15. In Year Levels, select the year levels you want to include in your report, or choose 'No Year Level'.
     
  16. In Houses, select the Houses you want to include in your report, or choose 'No House'.
     
  17. In Campuses, select the Campuses you want to include in your report, if needed.
     
  18. In Sort Order, use the grab handle iconGrab Handle Icon (blue)to arrange the order of items in your report.
     
  19. In Shared Report, select to share your Pastoral Report with an individual user or one of your pastoral groups, if needed. Pastoral Moderators in your school create and manage these groups.
     
  20. Select whether you want the user or Pastoral Group to have 'Read' or 'Modify' access to the Pastoral Care report.
     
  21. When done, select Save Report.
    This saves the report you just created.

    Note: This report will now appear on your Pastoral Care Reports page, which you can access through the Pastoral Dashboard or the Report Builder button. To display the report in your 'Quick Report Links', select the star icon next to the report on the Pastoral Care Reports page.

    You’ve now created a Pastoral Care report for your school.

 

Run, Export or Print a Pastoral Care Report

School staff with access to the Pastoral Care module can export Pastoral Care Reports as a CSV file or print them as a PDF.

To run, export, or print a Pastoral Care report:

  1. Go to the top menu of your Schoolbox homepage, then select Pastoral.
    The Pastoral dashboard appears. 
    Note: Alternatively, you can enter /pastoral to the end of your Schoolbox URL to access the dashboard. 
     
  2. Create or choose a Pastoral Care report from your Pastoral Care dashboard. To create a report, see Create a Pastoral Care Report.
     
  3. To run the report, select the title of the report.
    This opens the report for you.
     
  4. Select the Download icon Download icon to download the report as a CSV.
    Alternatively, select the Print icon Print icon to print the report or convert to a PDF.
    This downloads the report as a CSV file.

    Note: The Pastoral Care Report will exclude confidential information. You will need to view this information directly within the record in your instance.


    You've now successfully run, exported, or printed a Pastoral Care report.
     

Create an NCCD Report 

The Nationally Consistent Collection of Data on School Students with Disability (NCCD) is an annual process that gathers information about students with disabilities in Australian schools.

The NCCD helps schools, education authorities, and governments understand the needs of students with disabilities and make sure they receive the support they need at school.

To use Pastoral Care for recording NCCD data, a Superuser will need to make some simple adjustments in the Administration area of your instance.

As a Superuser, to create an NCCD report using Pastoral Care:

  1. Go to the Pastoral Care page for the selected student.
    See Access a student's Pastoral page.
     
  2. Once you are on the student's Pastoral Care page, select + Create Pastoral Record.
    This opens the ‘Add Pastoral Record’ page.
     
  3. Next, in Title, enter a title for the record.
    Note: Check with your school to make sure you follow the required naming conventions.
     
  4. Next, in Type, use the drop-down menu to select a type.
    For example, select NCCD or NCCD Adjustment.
     
  5. Then, in Sub-Type, select the appropriate sub-type.
     
  6. In Severity, select the severity.
     
  7. In Tags, select the appropriate disability category according to the NCCD.
     
  8. In General, enter the details of the adjustment or Individual Learning Plan (ILP).
     
  9. In Record Visibility, choose the visibility of the record.
    See step 10 in Create a Pastoral Care record for a student.
     
  10. When done, select Save.
    This saves the pastoral care record for the student to record NCCD data.

    You’ve now successfully created an NCCD report using Pastoral Care to record NCCD data.

Bulk Import Summative Reports into Pastoral

Are you sure you want to remove this component?

Schoolbox lets you, as a Superuser or a Pastoral Moderator with ‘Moderate’ or ‘Write’ access, bulk import Summative Reports into Pastoral.

To do this:

  1. On your Schoolbox homepage, select the Pastoral icon Pastoral Icon.
    This opens the Pastoral Care homepage.
     
  2. Next, select the 3 dot-menu icon3-dot Menu Icon (2)and then select Bulk Import Bulk Import.
    This opens the Create Pastoral Bulk Import page.

    Note: Alternatively, you can also go to Administration > Pastoral Care > Bulk Import and open the Pastoral Bulk Import page. Select Click here or select the Plus Icon icon to perform a bulk import. This opens the Create Pastoral Bulk Import page.
     
  3. In Title, enter the pastoral record title. This title will be applied to every pastoral record created.
     
  4. Next, in ZIP File, drag and drop the ZIP file that contains the downloaded student records for bulk import. See How to download a Summative Report.
    Note: You can also drag and drop a ZIP file downloaded from other systems, such as Sentral Reports, Summative Reports, TASS Reports, Synergetic, and Accelerus.
     
  5. Then, in File path template, enter the template that was used to create the paths for the files within the ZIP file. For new imports, the file path template is prefilled with the default format used in Schoolbox Summative Reports: [externalId]/Semester Report - [firstname] [surname].
    Notes
    1. You must include [externalId] in this template because it is used to identify the student each file belongs to.
    2. If using a Schoolbox Summative Report, use the filename format specified in that export. For this:
      1. Go to Administration > LMS > Summative Reports
      2. In the desired Summative Report, select the Modify iconPencil Iconto go to Filename and copy the filename format that you’ve already defined.
      3. Then, go to the Pastoral Bulk Import page and paste it into the File path template field.  
         
  6. Then select the appropriate Type, Sub-Type, Severity, and Points.
     
  7. Next, select any Tags that pertain to this record. Tags will enable filters to be applied when generating Summative Reports.
     
  8. Complete the necessary details for the records in the General content section.
     
  9. Next, in Record Visibility, you can define the audience visibility of the report. This section will be locked unless you are a Superuser or a Pastoral Moderator:
    1. Deny: The selected audience cannot view the pastoral record. 
    2. General: The selected audience will be able to view the written description and view attachments in the General section. 
    3. General + Confidential: The selected audience will be able to view the written description and view attachments in the General and Confidential sections. 
      In the event that no Visibility settings have been defined, you will see a message that no visibility has been set for this report.
       
  10. In Record Visibility > Match Campus, you can select the report visibility options for staff roles and pastoral groups. When selected, only the school staff in the same campus as the student will have access to this report.
     
  11. Comments allow the selected users to read and post comments on this report.
     
  12. When done, select Preview.
    This opens the Pastoral Bulk Import Preview page.
     
  13. Check the details of all students listed in the preview.
     
  14. When done, select Import
    This bulk imports Summative Reports into Pastoral and opens the Pastoral Bulk Import Results page.
    You can now go to Pastoral Care on the student’s profile page and view the imported Summative report as a PDF file.

    Notes
    • If visibility is enabled:
      • Students can access the Pastoral Care section on their profile page to view their uploaded Summative reports as PDF files. 
      • Parents can view their child’s uploaded Summative reports (PDF file).

You’ve now bulk-imported Summative Reports into Pastoral.

There are several actions that can be completed on the Pastoral Care Dashboard. 

Search Pastoral Records

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View Recently Updated Important Records

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View Recently Viewed Students

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View Quick Report Links

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View Group Memberships

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From the Pastoral Care Dashboard:

1. Navigate to your Pastoral Care Dashboard.

2. Type the name of a student or a keyword into the search box, then select ‘Search Pastoral Records’. You can then access a record by selecting the title of the record.

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From a Student's Pastoral Care Profile Page:

1. Navigate to a Student's Pastoral Care Profile Page.

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2. View the existing records attached to this student in the list at the bottom the page.

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3. Filter the list by selecting the filters that pertain to your query one at a time until the correct record is displayed in the updated list.

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4. Select the title of the record to access the details.

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This will then open the full Pastoral Care record, where you will see details that have been added to the record depending on your visibility. 

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Towards the bottom of the page, you can view content visibility including the author of the record, and who has access to the confidential information. If actions have been added to the record when it was created, these will appear next to the content visibility section, ready to be marked as complete.

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NOTE: Access to the Admin area of Schoolbox is restricted, so updating these lists will need to be completed by a Superuser at your school.

1. Navigate to Administration > Pastoral Care. From here, the Superuser can navigate to Pastoral Actions, Pastoral Record Severity, Pastoral Record Tags, Pastoral SIS Document Classifications, Pastoral Sub-Types and Pastoral Types.

Pastoral Types can be selected when a user creates a record, and Sub-types can also be added for each type if applicable.

Severity Levels add a visual aid for understanding the severity of a Pastoral Care Record. Severity Levels can also have colours applied for each level. Pastoral Care Moderators can also select whether a Severity Level will display on the Pastoral Care Dashboard in the 'Important Records' list. Your school may choose not to use severity within pastoral care records, and if so, you do not need to configure this section.

Pastoral Actions can be used as part of a Pastoral Care Record when it is created, and identify steps that need to be taken following the record. Default Actions from this list can be also selected and linked to Types and Sub-types, meaning they will automatically be added to the Pastoral Actions list when a particular Type or Sub-type is selected.

Pastoral Tags act as ‘topics’ or ‘themes’ that can be selected by users when creating Pastoral Care Records, which assist in filtering records. Schoolbox recommends that schools toggle the setting which allows staff to create their own Pastoral Tags to OFF.

Once configured, these lists will be available for users to select from when they create Pastoral Care Records.

1. Navigate Administration > Pastoral Care.

2. Select if 'External Pastoral Synchronisation' is enabled.  If toggled to 'ON', and utilising a compatible SIS, writeback of pastoral care records to the SIS will be enabled.

NOTE: Only schools using Synergetic will be able to write pastoral care records back to the SIS.

3. Select if 'Include pastoral title in SIS writeback' is enabled.  If toggled to 'ON', this will send the Pastoral title back to the SIS.

NOTE: Only schools using Synergetic will be able to write pastoral care records back to the SIS.

4. Select if 'Delete Pastoral Care Records from the External SIS' is enabled. If toggled to 'ON', and utilising a compatible SIS, Pastoral Care records deleted on Schoolbox will also be deleted on the SIS.

NOTE: Only schools using Synergetic will be able to write pastoral care records back to the SIS.

5. Select if 'External Pastoral Care Attachement Upload' is enabled. If toggled to 'ON', and utilising a compatible SIS, Pastoral Care record attachments will also be transferred across to the SIS.

NOTE: Only schools using Synergetic will be able to write pastoral care records back to the SIS.

6. Select if 'Allow specification of severity on pastoral records' is enabled. If toggled to 'ON', a Pastoral Care record can be allocated a level of severity. 

7. Select if 'Allow individual Audiencing in Pastoral Care' is enabled. If toggled to 'ON', individual users can be granted access to specific Pastoral Care records.

8. Select if 'Allow Parent Pastoral Access' is enabled. If toggled to 'ON', Parents will be able to receive targeted Pastoral Records relating to their student/s.

9. Select if 'Allow Student Pastoral Access' is enabled. If toggled to 'ON', students will be able to receive targeted Pastoral Records relating to themselves.

10. Select if 'Allow Staff to Create Pastoral Care Tags' will be enabled. If toggled to 'ON', staff can create their own Pastoral Care tags. 

NOTE: This is not recommended. We suggest you create a set of tags to be commonly used by staff. This will support Pastoral Care reports and filtering of data.

11. Select the 'Pastoral Flag Count Period' from the drop down menu. This is the period of time that Pastoral Care records will be included in the Pastoral flag count. 

12. Select if 'Enable Pastoral Actions' will be enabled. If toggled to 'ON', Pastoral Actions will be available for use on Pastoral Care Records.

Within a Pastoral Care record it is possible to determine specific 'Actions' that are required to be completed by members of staff, as part of the record.

 

Creating Pastoral Actions for use on Pastoral Care Records

NOTE: This task needs to be completed by a Superuser at your school.

1. Navigate to Administration > Pastoral Care > Lists - Actions.

2. Add the required Pastoral Actions.

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3. Select 'Save'.

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Allocating Pastoral Actions for use on Pastoral Care Records

NOTE: This task needs to be completed by a Pastoral Care Moderator at your school.

1. Navigate to the Pastoral Care dashboard. This may be accessed via your top menu or by adding /pastoral to the the URL from your dashboard.

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2. Select the 3-dot menu.

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3. Select 'Manage Pastoral Record Settings'.

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4. Select the record type and sub-type you wish to add Pastoral Actions to.

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5. Navigate to the 'Actions' section.

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6. Click into the 'Available Actions' field, and select the actions you wish to be available for the type and sub-type you are editing.

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NOTE: Actions will need to have been created by a Superuser at your school before you can allocate them to a specific type and sub-type.

7. Select if you wish to have the actions added to the record by default. We recommend that this as they will automatically appear when staff create a Pastoral Care record, meaning they do not need to remember to select the appropriate actions, rather they can just remove any that are not required.

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8. Select 'Save'.

Pastoral tags are defined by the Superuser in your school. When creating a Pastoral Report, Pastoral Record Tags that have been applied to Pastoral Records can be filtered when generating the Report to give targeted data.

1. Go to Administration > Pastoral Care > Lists - Record Tags.

2. Select 'Add New Row' to add additional Pastoral Record Tags.

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3. To delete Pastoral Tags select the 'Delete' icon to the right of the Pastoral Tag.

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4. Select 'Save' to confirm.

NOTE: We recommend you navigate to Administration > Pastoral Care > Settings - Policy and set 'Allow Staff to Create Pastoral Care Tags' to 'OFF'. This will ensure your tags are not duplicated and do not contain errors.

NOTE: This task needs to be completed by a Superuser at your school.

1. Go to Administration > Pastoral Care > Lists - Record Severity.

2. Enter the name of the severity into the 'Name' field.

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3. Choose whether records set at this severity will display on the Pastoral Care Dashboard in the 'Important Records' list, by selecting the tick box under 'Show On Pastoral Dashboard' column. 

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4. Select a Severity Colour for each Severity Level.

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5. Select 'Add New Row' to add additional Severity Levels.

6. Select 'Save'.

NOTE: Your school may have chosen not to have Severity available. This can be configured in Administration > Pastoral Care > Settings - Policy.

Setting your pastoral types ensures that you can filter records based on criteria that you consider important in your school. Types are selected when creating a record and filtered when generating a report or viewing a particular student’s pastoral history.

NOTE: This task needs to be completed by a Superuser at your school.

Set your Pastoral Types

1. Go to Administration > Pastoral Care > Lists - Types.

2. Enter the name of the Pastoral Type into the 'Name' field.

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Note: Currently, only schools using Synergetic will be able to write pastoral care records back to the SIS. To select a SIS Document Classification type utilise the dropdown. The classification will be applied to uploaded documents in your SIS for records of this type. To export pastoral care records to your SIS, add the pastoral care record type code into the SIS Code field. This should exactly match the code in your SIS's lookup table (e.g. luPastoralCareType).

3. Select 'Add New Row' to add further Pastoral Record Types.

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4. Select ‘Save’.

 

Set your Pastoral Sub-Types

1. Go to Administration > Pastoral Care > Lists - Sub-Types.

2. Select the 'Pastoral Sub-Type' from the drop down menu. These have been previously set in the Pastoral Types tab in the steps outlined above.

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3. Enter the name of the Sub-Type into the 'Name' field.

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Note: Currently, only schools using Synergetic will be able to write pastoral care records back to the SIS. Add the pastoral care record type code into the "SIS Code" field if you are exporting the pastoral care records to your SIS. This should exactly match the code in your SIS's lookup table (e.g. luPastoralCareCategory).

4. Select 'Add New Row' to add more Pastoral Sub-Types.

5. Select 'Save'.

NOTE: Pastoral record types are updated when the parent type of a subtype changes.

Set your Pastoral SIS Document Classifications

The SIS Document Classification type will be applied to uploaded documents in your SIS for records of this type.

1. Go to Administration > Pastoral Care > Lists - SIS Document Classifications.

2. Enter the document type in the 'Name' field.

image.php?hash=2f5b8cc06fbb945d2499b52f690547f0a27130fa3. Add the Pastoral Care Record Type Code into the 'SIS Code' field if you are exporting the pastoral care records to your SIS. This should exactly match the code in your SIS's lookup table (e.g. luPastoralCareType).

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Note: Currently, only schools using Synergetic will be able to write pastoral care documents back to the SIS.

4. Select 'Add New Row' to add additional Pastoral Record Types.

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5. Select 'Save'

Enabling Pastoral Care Record Synchronisation

1. Go to Administration > Pastoral Care > Settings - Policy.

2. Ensure 'External Pastoral Synchronisation' is toggled to ‘ON’.

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Importing Current Pastoral Records

Once synchronisation has been enabled, you can import the records that are currently stored in your SIS, so that staff can access them in Schoolbox.

Note: This function is only intended to be used for the initial import to the Pastoral Care Module. It is important to note that any future imports will remove any records and associated comments and attachments that are currently in the system.

1. Go to Administration > Pastoral Care > Synergetic Import. 

2. Insert a 'Fallback Record Owner'.  This is the person who will be assigned to pastoral records if the original owner can not be located in the Schoolbox database.

3. Toggle 'Import pastoral records' to 'ON' if you wish to import records from your SIS, overwriting any matching records within Schoolbox.

4. Toggle 'Override existing records' to 'ON' if you wish to delete and replace records that already exist with new versions from your SIS.

5. Toggle 'Import documents/attachments to 'ON' if you wish to import file attachments from your SIS.

6. Toggle 'Add parent contacts in your SIS as Individual Access Users in pastoral records' to 'ON' if you wish for Parents to be added to Pastoral Care records as individual users. This will provide visibility for Parents to the Pastoral Care records for their students that are being imported.

Note: If you do not want parents to have access to these records, ensure you disable this option.

7.  Select 'Import Pastoral Care Records’.

View Import Logs

Select 'View Import Logs' to display log entries that you previously imported.

Pastoral Care Moderators are able to view, modify and delete all pastoral care records, regardless of permissions on individual records.  They also have the ability to create and manage group memberships.

Pastoral Care groups are ideal for collaboration and being able to target specific records to members of a specific group. Using groups means it is easy to manage visibility of records, as group members can change, but the visibility of records that group can see remains constant. It also means that sharing records is simple, as a record can be shared with an entire group, rather than individuals.

NOTE: Superusers do not automatically have access to view Pastoral Care Records they must be included in the audience for a record, or given pastoral care permissions.

Pastoral Care Moderators

Pastoral moderator permissions are able to be set for individual users as ‘read’, ‘write’ or ‘moderate’.

  • Read access allows the user to view all pastoral care records.

  • Write access allows the user to view and modify all pastoral care records.

  • Moderate access allows the user to view, modify and delete all pastoral care records.

 

Creating Pastoral Care Groups

1. Go to the Pastoral Care dashboard. This may be located in your top or side menu.

2. Click the "Manage Pastoral Groups" icon.

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NOTE: Only a pastoral care moderator has the ability to create pastoral care groups

3. Click the + to add a pastoral group.

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4. Enter the group name in the "Group Name" field, then select "Add a user to this group".

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5. Search for users in the "Add User to Group" field.

NOTE: Users that have already been added will not appear in search results.

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6. Select "Create Group".

Pastoral groups will be visible to pastoral moderators in the pastoral group management screen. Pastoral group membership will also be visible to group members on their pastoral care dashboard.

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The Pastoral Care dashboard is a centralised location where you can view pastoral care records. The records that you can see depend on the visibility that has been selected for each record. Additionally, you can create reports that show groups of records.

The following sections are visible on the Pastoral Care Dashboard.

Search Pastoral Records

In this section you can search for the name of a student, or for text that appears in the title or “General” section of a record. This search will only show results for records that you have permission to view, so two different users may get different results when they do the same search.

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Recently Updated Important Records

The records displayed are ones that you have permission to view, which have been assigned to a level of severity deemed sufficiently important by your school to appear on the Pastoral Care Dashboard.

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Quick Report Links

These are links to reports that you have built, or that have been built for one of your pastoral care groups. If you click view all, you can access all of your reports and modify them, if necessary.

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Group Memberships

This displays a list of your Pastoral Care groups. If you are a Pastoral Care Moderator, you can also click Groups Management to create, modify, or delete Pastoral Care Groups.

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Recently Viewed Students

This list provides a quick link to the pastoral record page for students you have viewed recently.

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Other actions you can take from the Pastoral Care Dashboard

A new report can be created from the Pastoral Care Dashboard by clicking the Pastoral Report Builder.

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If you are a Pastoral Care Moderator, you can click the “Manage Pastoral Groups” link to create, remove, or edit pastoral groups.

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View our guide to Pastoral Groups for more information.

Pastoral Moderators can preset visibility defaults for record types. When staff are creating a pastoral record, the visibility will be set by default, depending on the record type. Staff can then edit the settings on individual pastoral records if required.

How to Create Pastoral Care Visibility Defaults

NOTE: Only Pastoral Care Moderators can access the visibility defaults.

  1. Navigate to the Pastoral Care dashboard.

  2. Select the three-dot menu and choose “Manage Visibility Defaults”.

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3. Select one of the pre-defined pastoral record types/sub-types.

4. If a visibility default has not been set, select role, user, or pastoral group to create your first default.

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5. Select the specific role, user, or pastoral group from the options listed. Once you have made all of the necessary selections, you can close the window.

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6. Set the default visibility for the audience as “General” or “General + Confidential”. 

7. You can add more than one default visibility by choosing to add another role, user, or pastoral group.

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8. Once you have added all the necessary audiences, select “Save Visibility”.

 

How to Modify Pastoral Care Visibility Defaults

NOTE: Only Pastoral Care Moderators can access the visibility defaults.

  1. Navigate to the Pastoral Care dashboard.

  2. Select the three-dot menu and choose “Manage Visibility Defaults”.

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3. Select one of the pre-defined pastoral record types/sub-types.

4. Modify or delete an existing audience’s default visibility by selecting from the options available next to the audience.

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5. You can add another audience with a default visibility by choosing to add another role, user, or pastoral group.

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6. Once you have made all the necessary changes, select “Save Visibility”.

In addition to their regular profile page, students also have a Pastoral Profile, which is only visible to staff and the parents of that student (parent access is controlled by your school and my be turned off).Pastoral Profile a list of records for the student is displayed. This list only includes records that you have permission to view, so the list may appear different for different users. This list can be filtered by clicking on “Filter Records By Type” and selecting the type of records you wish to display.

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If you click on the title of a Pastoral Record, you can view the record and comment, if necessary.

Other actions you can take on this page

Click on the “link” icon to view a list of students who have records linked to the current student.

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If you select one of the students on the list, you will be taken to a page where you can see all the records that these students have in common.

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From the student’s Pastoral Profile page, you can also navigate to the Pastoral Report Builder or  Add a Pastoral Record.

A pastoral care report will generate a list of pastoral care records that match the filters you have selected. The report will only include records that you have permission to view, which means two different users may end up with different results for the same report based on visibility rules of the individual records.

Pastoral care reports can be saved and shared with pastoral care groups.

In this section you will learn:

  • How to build a new pastoral care report
  • How to run a pastoral care report 

How to build a new pastoral care report

You can build a new report from the Pastoral Care Reports page. To get to this page you can click the Pastoral Builder link on your Pastoral Care Dashboard.

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By selecting the plus sign on the next page, you can create a new report.

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On the next page you can make the selections you need to create a list of records.

1. Give the report a name and decide if it will show on your Pastoral Dashboard in the “Quick Reports Links” component by selecting “Show this report on my pastoral dashboard”.

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2. Make your filter selections. Remember that records will only be included if they fulfil all of the filter selections you choose.

  • “Filter By Student”: You can type the name of a student and select them to include their records in the report. You can choose multiple students if required.
  • “Filter By Author”: You can type the name of an author and select them to include records they have created in the report.
  • “Minimum Severity Level”: All severity levels above your selection will be displayed in the report.
  • Set a date range using the date fields. You are able to leave one field blank to create a date range without an end.
  • “Filter By Tags”: You can type in the names of tags you use in your school. Simply begin typing the tagname and then select from the drop-down list that appears below.

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3. Select the “Record Types” and “Sub-Types” you wish to include. If the “Record Type” displays an arrow next to the name, then selecting the record will display the “Sub-Types” you can choose to include.

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4. If you are a Pastoral Moderator, you can choose to filter the report to just incidents that involve you.

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5. Use the checkboxes to select the “Year Levels” and/or “Houses” you want included in the report.

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6. Using the grab-handles, re-order record categories to influence the order of the records in the report.

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7. If you are a member of any Pastoral Groups, you can choose to share this report with the other members of the groups, by selecting the checkboxes for those groups.

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8. Click “Save Report”.

You will be returned to your Pastoral Care Report page. You can then choose to run the report by clicking on the title of the report.

How to run a Pastoral Care Report

If you have built a Pastoral Care Report, or someone has shared one with you, you can run the report with the assigned filters at any time. This will run the report and collect any records that fulfil the filters set when the report was built. This means you can collect all of the matching records, including those that may have been created after the report criteria was originally set.

You can access a Pastoral Care Report a number of ways.

If you have chosen to show the report on your Pastoral Care Dashboard, it will appear in the “Quick Report Links” component, so you can click the title to run the report. If you want to run a report that is not in your “Quick Report Links”, you can select “View All” and then choose the title from the full list of reports on your Pastoral Care Reports page.

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When you are on the Pastoral Care Reports page, you can also choose the star to indicate that you want a report to appear on your dashboard, use the pencil icon to modify a report, or use the delete icon to delete a report.

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Once you have clicked on the title, the report will be generated using the filters that were set when it was created. The report can then be printed by using the “Print” icon at the top of the page.

The Pastoral Care system has been designed to support student wellbeing. This module allows schools to track, log, share, and report on events that relate to student wellbeing. This helps schools support and nurture the whole student through tracking their emotional, physical, and mental wellbeing.

The guides below will help you to set up this module and provide information on how to use the module to create and manage pastoral records.

On this page, you will find the following information:

Accessing the Pastoral Care Dashboard

Accessing a Student's Pastoral Page

Commenting on a Pastoral Care Record

Configuring The Pastoral Care Module

Create a Pastoral Care Record

Creating a Pastoral Care Report

Run, Export or Print a Pastoral Report

Import Current Records From a SIS

Bulk Import Summative Reports into Pastoral

Notification Settings

Parent Visibility of Pastoral Records

Pastoral Actions

Pastoral Care Record Templates

Pastoral Record Tags

Reviewing, managing and creating Pastoral Care Groups

Schoolbox & NCCD Requirements Overview

How to build an NCCD Report using Pastoral Care

Setting Pastoral Types, Sub-Types, Severities and Classifications

The Pastoral Care Dashboard Features

The Pastoral Care dashboard is where Pastoral Care records, reports and group memberships can be accessed.

1. Navigate to the Top Menu and select the 'Pastoral' tab.

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NOTE: You can also access the Pastoral Care dashboard by adding /pastoral to the end of your URL.

The Pastoral Dashboard will display recently viewed students, quick report links to reports you have favourited and any groups you are a member of. It may also display recently updated important records if 'severity' is in use at your school.

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1. Select the Search icon on the Top Menu.

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2. Type the name of the Student you need to view. Select their name from the dropdown.

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3. Navigate to the user's Profile Page.

4. Select the 'Pastoral Care' button.

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The Students Pastoral Care Profile Page will be displayed.

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1. Navigate to a Student’s Profile Page.

2. Select the 'Pastoral Care' button.

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NOTE: You can also search for a student and select "Pastoral Care" from the three-dot menu next to a user's name.

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3. Select '+ Create Pastoral Record' once you are on the Student's Pastoral Profile page.

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4. Give the record a 'Title', select when what you are recording occurred, then select the appropriate 'Type', 'Sub-Type' and 'Severity'.

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5. Select any 'Tags' that pertain to this record. Tags will enable filters to be applied when generating Pastoral Reports.

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6. Select the 'Actions' to be applied to the record by clicking in the field.

The Actions will have already been defined by the Pastoral Care Moderator when creating the Template for this type of Pastoral Record.

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NOTE: Some Actions may already appear in this area when you select a Type or Sub-Type. These are known as 'Default Actions' that your Pastoral Moderator has set for these Types and Sub-Types.

7. Complete necessary details for the record in the 'General' section. 

You can upload an attachment if required.

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NOTE: There may be a template applied within the General content field. This will have been pre-determined by your Pastoral Moderator to serve as a prompt for the type of details to collect for the record.

8. Select the 'Confidential' section. A new section will open where you can record additional information that is not required for the broader audience.

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The Pastoral Moderator at your school will likely have defined the audience visibility of the record. This section will be locked unless you have additional Pastoral Care permissions.

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Understanding Visibility

Deny: The selected audience cannot view the record. 
General: The selected audience will be able to view the written description and view attachments in the General section. 
General + Confidential: The selected audience will be able to view the written description and view attachments in the General and Confidential sections. 
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In the event that no Visibility settings have been defined you will see a message that no visibility has been set for this record.

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Match Campus

Match Campus provides record visibility options for staff roles and pastoral groups. When selected, only staff in the same campus as the student will have access to this record.

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NOTE: If a student changes campus, the pastoral record will follow them, as will the visibility to teachers in the new campus.

Comments

Comments allow the selected users to read and post comments on this record.

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9. Create a duplicate record by typing Student Names into the 'Select Students' field. This will create a copy of the record, including the audience and visibility rules. Any future changes or comments will only be applied to the record you are editing at the time.

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10. Select ‘Save’.

As a Pastoral Care Record is created, an audience is selected for that record. If you are a member of the audience, you will be able to view and comment on the record.

1. Navigate to the pastoral record you wish to comment on from the Pastoral Care Dashboard or the Student’s Pastoral Profile page.

Once in the record, you will see the general content and confidential content (if you have been given visibility).

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2. To comment on the record, type your information into the 'General Comments' field of the General Content or in the Confidential Content and then select the 'Post Comment' button.

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NOTES: 

  • If your school’s settings allow, and if notifications are enabled, you’ll receive a notification when a comment has been created or updated.
  • Notifications will not include any student information.
  • If a comment is created on a pastoral record that exists within a pastoral report, selecting the notification will take you to the pastoral report page and highlights the relevant pastoral record (that has the new comment) within the pastoral report.
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  • If the record is linked to another student, any comments or updates made to one student’s record will not appear in the other student's records.

The Superuser in your School will need to toggle on the capacity for parents to see Pastoral Care records. This setting is found within Administration > Pastoral Care > Settings - Policy > Allow Parent Pastoral Access. Once this setting has been turned on, parents will have access to certain Pastoral Care Records and have the capacity to comment on records should this setting be selected with in a record.

NOTE: When permitting Parents to see Pastoral records it is advised that the Superuser configures the Global Notification settings inside your instance to promote a positive experience.

To access Pastoral Care Records as a parent:

1. The parent navigates to their Dashboard.

2. The parent navigates to the 'My Students' component on their dashboard.

3. They select the 'Pastoral Care' button underneath the student's name.

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This will take them into a customised Parent view of the Pastoral Care records for their child. It is to be noted this view is filtered and all confidential information is hidden.

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4. The Parent selects the Pastoral Care record of concern by selecting the title.

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NOTE: The parent will only be able to see the 'General' section of the record. This is hard-coded inside Schoolbox. 

5. If 'Allow Parents to Comment' has been toggled on inside the record, the parent will be able to comment within the General Comment field of the record.

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NOTE: Parents cannot access any linked records to the record, nor will their commentary be stored inside the linked record of another student.

Within your User Profile settings it is possible to customise the settings for Pastoral Notifications. This is specifically important if you are a Pastoral Care Moderator or part of a Pastoral Group managing Students (i.e. Wellbeing Team)

1. Navigate to the Top Menu and select your profile image.

2. Select 'Settings' from the drop down. This will display the notifications you can personalise.

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3. Scroll to the bottom of this page to view the settings for Pastoral Notifications. The available settings will depend on what your school has available.

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NOTE: If you are a member of a Pastoral Care group, we suggest you turn off notifications for when a new record is created and for when a comment has been added, and instead set up a report that meets your required needs. 

The Pastoral Moderator is advised to create templates for Pastoral Care Record Types. the purpose of the template is define, pre-populate and lock certain elements of a Pastoral Care Record for general staff users.

NOTE: This step should only be completed after you have worked with a Superuser at your school to add the Types, Sub-types and Actions to the Administration Area of your instance.

1. Navigate to the Pastoral Care Dashboard using the Pastoral tab in the Top Menu or by adding '/pastoral' to the URL.

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2. Navigate to the 3-dot menu and select 'Manage Pastoral Record Settings'.

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3. Select the Type and Sub-Type you wish to create the template for.

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NOTE: These need to have been previously created by a Superuser at your school, in Administration > Pastoral Care > Lists - Types or Lists - Sub-Types.

4. Define the Pastoral Flag icon and colour that will be displayed on the student's Pastoral Profile Page if required. A preview of this is visible on the right hand side of this section.

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5. Select a 'Sentiment' from the drop down selection, this will be set to 'Neutral' by default.

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6. Select 'Available Actions' from the drop-down menu. These actions will be available to choose from when this template is used.

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NOTE: Pastoral Actions will need to be previously toggled on by your Superuser via the Administration > Pastoral Care > Settings - Policy > Enable Pastoral Actions. Further to this, Actions will need to be determined in Administration > Pastoral Care> Lists - Actions.

7. Select 'Default Actions' from the drop-down menu. These default actions will automatically be applied to this template when it is used.

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8. Define text that will automatically populate into the General Template field. You may use the following tokens that will be substituted with the student's details on creation: [preferredname], [firstname], [surname], [fullname], [year] and [house].

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9. Toggle the 'Lock Visibility' setting to 'LOCKED' or 'UNLOCKED'. When locked (recommended), users will be unable to add or modify the visibility settings for this record type.

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10. Define the 'Record Visibility Settings' for Role Types and Pastoral Groups.

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Understanding Visibility

Deny: The selected audience cannot view the record. 
General: The selected audience will be able to view the written description and view attachments in the General section. 
General + Confidential: The selected audience will be able to view the written description and view attachments in the General and Confidential sections. 

Match Campus: Match Campus provides record visibility options for staff roles and pastoral groups.  When selected only staff in the same campus as the student will have access to this record.
 

11. Select 'Save'.

Pastoral Care Moderators are able to view, modify and delete all pastoral care records, regardless of permissions on individual records. They also have the ability to create and manage group memberships.

Pastoral Care Groups are ideal for collaboration and being able to target specific records to members of a specific group. Using groups means it is easy to manage visibility of records, as group members can change, but the visibility of records that group can see remains constant. It also means that sharing records is simple, as a record can be shared with an entire group, rather than individuals.

NOTE: Superusers do not automatically have access to view Pastoral Care Records. They must be included in the audience for a record, or given pastoral care permissions.

 

Pastoral Care Moderators

Pastoral moderator permissions are able to be set for individual users as ‘read’, ‘write’ or ‘moderate’.

  • Read access allows the user to view all pastoral care records.
  • Write access allows the user to view and modify all pastoral care records. Users with Write access can also manage Pastoral groups and configure Pastoral Record settings.
  • Moderate access allows the user to view, modify and delete all pastoral care records. Users with Write access can also manage Pastoral groups and configure Pastoral Record settings.

NOTE: Users with impersonator permissions can no longer act as pastoral moderators. Only designated pastoral moderators can manage pastoral records, providing improved security and control.

Managing Pastoral Care Groups

NOTE: Only users with Pastoral Write or Moderate permissions can manage the users in Pastoral Groups.

1. Navigate to the Pastoral Care Dashboard.

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2. Select the 3-dot menu and select 'Manage Groups'. 

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If you are already a member of a Pastoral Group, you can also select 'Groups Management' from the Group Memberships area on the Pastoral Dashboard.

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3. Select a current group to view the members or modify the members of the group.

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4. Select the bin icon to remove group members. Select 'Add User' to add new members to the group.

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5. Select 'Save Changes'.

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To delete a Pastoral group

1. Navigate to the Pastoral Care Dashboard and select the bin icon. This will remove the group and disband the members.

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To create new Pastoral groups

1. Navigate to the Pastoral Care Dashboard.

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2. Select the 3-dot menu and select 'Manage Groups'. 

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If you are already a member of a Pastoral Group, you can also select 'Groups Management' from the Group Memberships area on the Pastoral Dashboard.

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3. Select the '+' icon in the top right hand corner to create a new group.

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4. Name the Group using the 'Group Name' field.

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5. Add users by initially selecting 'Add a User to this group'.

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6. Begin to type in the name of the Staff user, and select the correct name to apply this user to the group. Additional users can be added using the same pop-up window.

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7. Alternatively, select the 'Add User' button.

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8. Select 'Save Changes'.

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1. Navigate to your class page.

2. Select the 3-dot menu and 'Pastoral Care Report'.

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4. Filter by 'Type', 'Severity', 'Creator' or 'Action Required'.

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A Pastoral Care Report will generate a list of Pastoral Care Records that match the filters you have selected. The report will only include records that you have permission to view, which means two different users may end up with different results for the same report based on visibility rules of the individual records.

Pastoral Care Reports can be saved and shared with Pastoral Care Groups.

1. Navigate to the Pastoral Care Dashboard using the Pastoral tab in the Top Menu or by adding '/pastoral' to the URL.

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2. Navigate to the 3-dot menu and select 'Report Builder'.

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3. Select the '+' button to create a new report.

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4. Select if you wish to show this report on your Pastoral Care dashboard.

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5. Select if you wish to receieve a notification when a new Pastoral Care record is created that matches the record criteria.

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NOTE: A notification will be sent to you and to anyone you have shared the report with, depending on the user's individual notification settings.

6. Add Student Names to the 'Filter by Student' field, if required.

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7. Add an Author to the 'Filter by Author' field, if required.

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8. Set the Minimum Severity Levels. You can choose to show a specific severity level or select to show 'All Severity Levels'.

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9. Add tags to the 'Filter by Tags' field, if required.

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10. Add classes or groups to the 'Filter by Group or Class' field. This will allow you to create a Pastoral Care Report specific to your class or group.

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11. Select a date range. You can select a relative date range using the drop down menu.

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Alternatively, you can select a fixed date range using the date picker.

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12. Select the 'Types' and 'Sub-Types' to include in your report.

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13. Select any 'Actions' that will be included in the report. You can filter actions based on their status if required.

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NOTE: If you are a Pastoral Moderator, you can now select if you want to see all records that fit the criteria you have outlined above, or just the records that include you as an author or part of the intended audience.

14. Select specific year levels to include in your report or select 'No Year Level'.

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15. Select specific Houses to include in your report or select 'No House'.

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16. Select specific Campuses to include in your report, if required.

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17. Use the grab handles to determine the sort order of your report.

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18. Select to share your Pastoral Report to an individual user or any of your pastoral groups, if required. These groups are created and managed by Pastoral Moderators in your school.

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19. Select if you wish for the user or Pastoral Group to have 'Read' or 'Modify' access to the Pastoral Care report.

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20. Select 'Save Report'.

NOTE: This report will now display on your Pastoral Care Reports page, accessible via the Pastoral Dashboard or via the Report Builder button. If you wish to display a report in your 'Quick Report Links', select the star next to the report on the Pastoral Care Reports page.

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Pastoral Care Reports can be exported as a CSV or printed as a PDF by Staff who have access to the Pastoral Care module.

1. Build or select a Pastoral Care Report from your Pastoral Care Dashboard.

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2. Run the report by selecting the title of the report.

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3. Select the 'Download' icon to download the report as a CSV.

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Alternatively, select the 'Print' icon to print the report or convert to a PDF.

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NOTE: The Pastoral Care Report will not display confidential information. This information needs to be viewed on the record within your instance.

The Nationally Consistent Collection of Data on School Students with Disability (NCCD) is an annual collection of information about Australian school students with disability.

The NCCD enables schools, education authorities and governments to  understand the needs of students with disability and ensure they are supported at school.

If you want to use Pastoral Care to record data for NCCD, some simple adjustments will need to be made in the Administration area of your instance by a Superuser.

1. Navigate to the Pastoral Care page for the selected student.

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2. Select '+ Create Pastoral Record' to add a new Pastoral Record.

3. Give the record a title. 

Check with your school to ensure you follow the naming conventions required.

4. Use the drop-down menu to select a ‘Type’.

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5. Use the drop-down menu to select a ‘Sub-Type’.

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6. Select the ‘Severity’.

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7. Use the ‘Tags’ area to select the category of disability, according to NCCD.

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8. Add details of the adjustment or ILP in the ‘General’ area of the Pastoral Record.

9. Choose the visibility of the record.

10. Select 'Save'.