Pastoral Care

Schoolbox lets you track, log, share, and report events that relate to student wellbeing. You can do this in the Pastoral Care system and support each student with their emotional, physical, and mental wellbeing.

In the Pastoral Care system, you can do the following tasks:  

• Access a Pastoral Care record
• Set up Pastoral Care Lists (for Superusers)
• Set up Pastoral Care (for Superusers)
• Set up Pastoral Notifications
• Enable the Pastoral Care module (for Superusers)
• Add comments to a Pastoral Care record
• Import current Pastoral records from the SIS (for Superusers)
• Access a student's Pastoral page
• Create a Pastoral Care record for a student
• Allow parents access to a Pastoral Care record
• Manage Pastoral records for school
• Manage Pastoral Reports of students
• Bulk Import Summative Reports into Pastoral

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.

View quick report links

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 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.

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

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
• Add Pastoral Actions

Set up Pastoral Actions

To set up Pastoral Actions in Pastoral Care Records:

1. Go to your Schoolbox homepage top menu, then select 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 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 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 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 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 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 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 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 in that row.

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.

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.

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.

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.

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.

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 iconfor the user and then select Pastoral Care.
   
   This displays a student’s Pastoral Care record.

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 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.

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.

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:

• create and manage templates for Pastoral Care Record Types
• create and manage group memberships

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 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 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:
   • icon to add a pastoral group -  select add a user to this group to add one or more users. When done, select Create Group.
   • icon to edit a group - select Add User to add users to a group. To remove a user from the group, select the icon and then Delete. When done, select Save Changes.
4. In Your Groups, select the 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.

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
• Create a Pastoral Care Report
• Run, Export, or Print a Pastoral Care Report
• Create an NCCD Report 

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 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 iconand select Report Builder.
   This opens the Pastoral Care Reports page.
    
3. Select the 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 iconto 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 to download the report as a CSV.
   Alternatively, select the 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.

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 .
   This opens the Pastoral Care homepage.
    
2. Next, select the 3 dot-menu iconand then select 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 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 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.