Pastoral Care

1. Select the Search icon on the Top Menu.

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

3. Navigate to the user's Profile Page.

4. Select the 'Pastoral Care' button.

The Students Pastoral Care Profile Page will be displayed.

1. Navigate to a Student’s Profile Page.

2. Select the 'Pastoral Care' button.

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

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

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

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

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.

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.

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.

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.

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. 

In the event that no Visibility settings have been defined you will see a message that no visibility has been set for this record.

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.

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.

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.

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).

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.

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.
  
• 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 Admin > Modules > Pastoral care > 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.

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.

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

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.

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.

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.

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.

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

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

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

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

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

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

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

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

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.

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

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.

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.

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

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.

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

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

5. Select 'Save Changes'.

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.

To create new Pastoral groups

1. Navigate to the Pastoral Care Dashboard.

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

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.

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

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

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

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.

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

8. Select 'Save Changes'.

1. Navigate to your class page.

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

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

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.

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

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

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

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

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.

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

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

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

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.

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

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

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

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

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'.

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

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

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

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.

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

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.

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.

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

3. 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.

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.

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’.

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

6. Select the ‘Severity’.

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

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'.