Set up Differentiation and use Differentiation Profiles

As a Superuser, you can enable AI for both Differentiation Profiles and AI Learning Activity Suggestions. Enabling AI for Differentiation Profiles will activate the Extract with AI functionality, which will leverage AI to assist in extracting the key data from linked Pastoral Records, to populate the Differentiation Profile. Enabling AI for Learning Activity Suggestions will allow the Differentiation Profile to be used when customising a learning activity for an individual student, providing suggestions for adjustment based on the information stored within their Differentiation Profile.

To enable AI for Differentiation Profiles for your school:

1. First, set up the AI service in Administration > System Settings > AI Services.
    
2. In Differentiation Profiles, choose your AI Provider (OpenAI or Azure) and then enter the relevant details:
   1. OpenAI:
      1. OpenAI API Key - is a secret code (API key) that lets Schoolbox securely connect to OpenAI’s services. You can create it at https://openai.com/.
      2. OpenAI Model - is the specific AI model from OpenAI that Schoolbox uses to generate text or images.
      3. Generation System Prompt - Additional guidelines for the AI to interpret when extracting data from linked records and populating the Differentiation Profile for students. 
          
   2. Azure:
      1. OpenAI API Key - is a secret code (API key) that lets Schoolbox securely connect to OpenAI’s services.
      2. Azure OpenAI Resource Name - is the unique name you give to your OpenAI resource when you create it in Microsoft Azure.  
      3. Azure OpenAI Deployment ID - is a unique identifier for a specific model deployment within your Azure OpenAI resource.
      4. Generation System Prompt - Additional guidelines for the AI to interpret when extracting data from linked records and populating the Differentiation Profile for students.
          
3. In Learning Activity Suggestions, choose your AI Provider (OpenAI or Azure) and then enter the relevant details:
   1. OpenAI:
      1. OpenAI API Key - is a secret code (API key) that lets Schoolbox securely connect to OpenAI’s services. You can create it at https://openai.com/.
      2. OpenAI Model - is the specific AI model from OpenAI that Schoolbox uses to generate text or images.
      3. Generation System Prompt - Additional guidelines for the AI to interpret when suggesting Learning Activity customisations for students.
          
   2. Azure:
      1. OpenAI API Key - is a secret code (API key) that lets Schoolbox securely connect to OpenAI’s services.
      2. Azure OpenAI Resource Name - is the unique name you give to your OpenAI resource when you create it in Microsoft Azure.  
      3. Azure OpenAI Deployment ID - is a unique identifier for a specific model deployment within your Azure OpenAI resource.
      4. Generation System Prompt - Additional guidelines for the AI to interpret when suggesting Learning Activity customisations for students. 
          
4. When done, select Save to apply the changes. 
   This confirms the AI service connection and enables AI Differentiation Profiles for your school.
   
   Note: If AI options don’t appear, check that your license covers AI features and the service is turned on. For more details, see Set Up the AI Services and AI Feature Availability.

To set up Differentiation Profiles for your school:

1. Ensure the Pastoral Care module is enabled. Go to Administration > Modules > Settings > Enable Pastoral Care Module.
    
2. Go to Administration > Differentiation > Settings - Differentiation. 
   This opens the settings page for you.
    
3. Toggle the Enable Differentiation Profiles to ON.
   This lists the different categories with their attributes for the profiles, such as:
   1. Adjustment Category
   2. Adjustment Level
   3. Overview
   4. Interest/Strengths
   5. Learning Needs/Challenges
   6. Strategies/Adjustments
   7. Goals
      
      Note: A category refers to a structured set of attributes used to define and organise a student’s Differentiation Profile. See Step 6.
       
4. Next, you can:
   1. Select the checkbox to turn any of the categories on or off.
   2. Select the drag-and-drop iconto sort the categories.
   3. Update the Terminology of each category.
   4. Update the Description/Definition of each category.
      
      Note: Terminology and Description/Definition are provided to AI to provide additional context and assist with communicating the purpose for accuracy.
       
5. When done, select Save.
   This sets up the Differentiation Profiles for your school.
    
6. Once saved, go to Administration > Differentiation to find and update the following categories to align with your school:
   1. Lists - Adjustment Categories
   2. Lists - Adjustment Levels 
      Note: You can:
      • Select Add New Row to add more fields to a category/level.
      • Use the drag-and-drop iconto reorder the fields in any category/level.
      • Use the delete icon to remove a field from a category/level.
7. When done, select Save for all the changes to take effect. 
   
   Once this setup is complete, assign the appropriate service permissions to the school staff who will be creating and updating the Differentiation Profiles.
   
   To do this:
    
8. Find the school staff and follow the steps in Manage Service Permissions to assign the Differentiation service permission to them.
   Note: To know more, see Managing Service Permissions and Grant access levels.
    
9. As a Superuser, you can impersonate school staff to verify that they have the correct access to Differentiation Profile Management. See Impersonate a user from their profile page.
   
   Note: Once a Differentiation Profile is created, it remains stored in the database for the student. However, access to it will be lost when the Pastoral Care records expire.

Once your school’s Superuser has set up the categories and attributes for the Differentiation Profile, you can, as a Pastoral Care Moderator/Administrator, select which Pastoral Types you would like to link to the Differentiation Profile. This step is crucial in activating the Differentiation Profiles for an individual student.

To do this:

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, from the pastoral care dashboard, go to the 3-dot menu iconand select Manage Pastoral Record Settings.
   This opens the Pastoral Record settings page.
    
3. Then, go to (For example) NCCD > ILP.
    
4. Next, select the checkbox for Contributes to Differentiation Profile so that records of this type can be linked to students’ Differentiation Profiles.
    
5. When done, select Save.
   Note: Once a Differentiation Profile is created, it remains stored in the database for the student. However, access to it will be lost when the Pastoral Care records expire. Expired profiles can be viewed via the Manage Differentiation Profiles page.

1. Ensure that your user has the “Differentiation” service permission enabled. See Enable Differentiation Profiles (as a Superuser). 
    
2. 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.
    
3. Next, go to the 3-dot menu iconand select Manage Differentiation Profiles.
   This opens the Manage Differentiation Profiles page. 
   Note: This page lists the students with linked pastoral care records of the sub-types that were selected by the Pastoral Care Moderator/Administrator (in Set up the Differentiation Profiles for your school (as a Superuser) and Link Pastoral Types to Differentiation Profile (as a Pastoral Care Moderator/Administrator) that contributes to the differentiation profile created. For example, NCCD > ILP.
    
4. Then, you can filter this list by:
   • Name
   • Year level - Select a year level to view only students in that group.
   • Campus - If your school has more than one campus, choose a campus to see only the students enrolled there. For example, Senior, Junior, ELC.
   • Adjustment Category - Filter profiles based on the type of adjustment a student receives. For example, Cognitive, Physical, Social/Emotional, or Sensory adjustments. This helps you focus on students who require similar types of support.
   • Adjustment Level - Narrow the list by the level of adjustment a student needs. For example, Support, Supplementary, Substantial, Extensive). This helps when planning resource allocation or reviewing students requiring higher levels of support.
   • Status - Select a status to check which profiles are current, expired, and which may need updates.
     
     When done, select Apply filters.
     Note: Select Reset to defaults if you want to remove all filters and restore the default list settings.
      
5. Next, select View Linked Records for a student. This list shows the active Pastoral Care records which have been marked as contributing to the Differentiation Profile for the individual student.
    
6. Select the linked record to open and access the full Pastoral Care record.
   Note: A student can have one or more linked records.
    
7. From the Manage Differentiation Profiles page, you can select Extract with AI to extract the details and attachments of the linked Pastoral Care records into the structured format you can see in the columns on the Manage Differentiation Profiles page.  The AI extraction can be viewed in the modal prior to population of the Differentiation Profile. 
   Privacy Note: Microsoft Presidio is used to remove Personal Identifying Information (PII) from the records prior to communication with AI. Additionally, only the information stored in the general text area and general attachments are included. Data stored on the confidential tab is in no way included in communication with AI.
    
8. Review the AI generated output. 
   Note: You can uncheck any box to exclude content before saving to the Differentiation Profile.
    
9. When done, select Add to Differentiation Profile.
   This populates the student’s differentiation profile with the content.
    
10. Next, select Add Adjustment Category to select the adjustment category for the student. When done, select Save.
     
11. Then, select Add Adjustment Level to select the adjustment level for the student. When done, select Save.
    Note: The ‘Last Updated’ date and time indicates when a student’s Differentiation Profile was last modified, alerting you if it may need updating. Status indicators are also included to communicate if a profile is Out of date (Linked Pastoral Record has been updated), Expired (linked Pastoral Records have expired), and requires population (new profile exists without any data).

You’ve now successfully used the Manage Differentiation Profiles page to populate Differentiation Profiles. 

Note: ‘School staff’ here refers to teachers and staff supporting learning and wellbeing.

As a school staff, you can view the Differentiation profiles in a:

1. Student profile page - Go to a student’s profile and select Differentiation Profile - View more. This displays the student’s differentiation profile. You can view this if you have access to the student’s profile page. 
   Note: Select the heading again to close the expanded view.
    
2. Class List page - Go to the class page, then open the ‘Class List’ to view the Differentiation Profiles for each student in your class.
    
3. Student Participation page - Go to the Class Page and select Student Participation from the 3-dot menu iconof a learning activity within the course outline. The student participation table  displays the differentiation profiles for each student in your class. 

As a school staff, you can view and use suggested customisations for Learning Activities based on Differentiation Profiles.

For students with a Differentiation Profile, from the Student Participation page the Differentiation Profile can be used in conjunction with AI to provide suggested customisations to the Learning Activity as well as highlight specific considerations for adjustment. 

The suggested customisation function uses information from the student’s Differentiation Profile and compares it with the Learning Activity. It then provides targeted adjustment considerations and suggests updates to improve the Learning Activity.

To generate and view suggested customisations:

1. From the Student Participation page, within the Suggested Customisation column, select Generate Suggested Customisation.
2. View the suggested consideration and the suggested Learning Activity update. 
   You can regenerate the suggested customisation if the Differentiation Profile or the Learning Activity changes.
    

To customise a Learning Activity using the suggested customisation:

1. Once the suggested customisation has been generated, when viewing the suggestion modal, select Customise Activity.
2. You can then select either:
   • Modify Existing Activity
   • Create Copy of Activity
   • Create New Activity
     Note: If you select Create Copy of Activity or Create New Activity, you can add the suggested update to the new activity’s description. To do this, select View Suggested Customisation, then select Add to Description.
3. When done, select Proceed.
   Note: To further modify, create a copy, or create a new activity, see Customise a Learning Activity.
   
   You’ve now, as a school staff, viewed and used suggested customisations to customise a Learning Activity for a student.