SIMS Office User Primary Delegates' Guide

SIMS Office User – Primary Delegates' Guide SOU-1-05P SIMS Office User – Primary Delegates' Guide SOU-1-05P

SIMS Office User – Primary Delegates' Guide Contents SIMS Office User – Primary Delegates' Guide SOU-1-05P SIMS Office User – Primary Delegates' Guide SOU-1-05P

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1. Familiarisation with 01 SIMS

Chapter Introduction This chapter shows how to log in to SIMS and explores the SIMS Home Page, including: n accessing documentation n opening and closing the SIMS shortcuts panel n using quick search n navigating the menus.

Step by Step – Logging into SIMS The precise method of starting SIMS will depend on the local setup. The following description is generalised. 1. To log into SIMS double-click the SIMS icon on the desktop or select Start | All Programs | SIMS Applications | SIMS to display the SIMS login dialog. 2. Enter the user name and password, and then click the OK button to log into the software. 3. When SIMS starts, the opening screen displays the menu bar, the SIMS toolbar and the SIMS Home Page, which includes the Quick Search option. This option enables applicants, pupils, their contacts, staff members and agents to be quickly located.

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Step by Step – The SIMS Home Page

The SIMS Home Page displays a variety of panels which can be configured to show information regarding the pupils in the school. This will be dealt with later in the course. 1. Click the Close button in the top right-hand corner to close the SIMS Home Page. This is also a quick way to refresh the SIMS Home Page to display updated details. 2. Select Focus | Home Page to display the SIMS Home Page.

SIMS Quick Search The SIMS Home Page enables you to search for and select a person recorded in SIMS to display their full record. This could be a pupil, member of staff, contact, applicant or agent. The functionality available depends on the permissions assigned to you in System Manager.

NOTE: The Quick Search functionality can be accessed from anywhere in SIMS by pressing Ctrl + Q, which immediately accesses the Home Page, enabling a quick search to be carried out.

It is possible to search for a person by using any of the following critera: n person’s name n admission number n candidate number n telephone number n address n email address n UPN (Unique Pupil Number) n UCN ( Unique Candidate Number)

n Vehicle registration number. Step by Step – Quick Search by Name 1. Type ackton in the Quick Search field at the top of the SIMS Home Page, and then press the Enter key or click the Quick Search icon.

Quick search icon

NOTE: Initially surnames, legal surnames, preferred forenames and legal forenames are interrogated. If no results are found, SIMS searches through middle names. If there are still no results, SIMS attempts to match on words that sound like the search criteria entered.

A list of people recorded in SIMS who match the search criteria of Ackton are displayed. The adjacent radio button indicates the type of person as they are recorded in SIMS, for example, pupil, staff, contact. 2. To assist in the identification of the required person, particularly where more than one occurrence of a name exists in SIMS, hovering over a radio button supplies additional information. For example, hovering over the Contact radio button displays a list of all the pupils associated with the contact, the home address, home email address and the main telephone number.

Hovering over a pupil’s name gives a brief synopsis of the selected pupil’s details including, for example, their date of birth, reg group, date of admission, address. 3. Having identified the required person, double-click their name to display their full record in the appropriate area in SIMS, from where the information can be edited.

4. As no information is to be edited at this point, click the Close button to close the record just opened. Step by Step – Applying a Quick Search Filter Additional filters, starting with the # symbol, can also be applied which enables further filtering of the results to be displayed. For example, it is possible to filter the results so that only the pupils with birthdays today, tomorrow or the next day are displayed. Typing help in the search criteria and clicking the Search button lists the filter options available, some of which are shown in the graphic displayed below.

1. To display a list of all the pupils with birthdays today, tomorrow or the next day, type #B.

2. Further filters can be added to the birthday filter to further restrict the results displayed. For example, type #B 12/10/2014 to display a list of pupils with birthdays between 12th and 14th October. SIMS Documentation Centre A selection of documents can be accessed by clicking the Documentation button. These include what’s new in the latest version of SIMS, handbooks, quick reference sheets, frequently asked questions, glossary of terms and troubleshooting. The Documentation Centre is displayed in the system’s internet browser with the documentation launched using Adobe Reader which should be available on all computers.

Step by Step – Accessing SIMS Documentation 1. Click the Documentation icon at the top and on the right-hand side of the SIMS Home Page to access the SIMS Documentation Centre. From the centre’s home page a number of options enables ease of access to various resources, either by selecting the relevant role and selecting the required information from there or by resource type. For example, clicking the link to Handbooks groups them according to application, so selecting SIMS Core provides a list of all the handbooks available for this area.

2. Once the relevant information has been found click the Close button at the top right- hand corner of the screen to close the selected document and return to the application group. Clicking the Close button once more returns the main SIMS Home Page screen.

Step by Step – Navigating the Menus The SIMS menu bar across the top of the SIMS Home Page supplies access to a range of actions. Each of the menus supplies access to further actions or sub-menus depending on access rights and permissions, as well as changes over time as a result of developments in the software. When navigating the menus in the training data the actions listed may not be identical to the school version of SIMS or in the examples displayed. 1. Click the Focus menu and browse through the sub-menus. 2. Consider the information which is displayed through the sub-menus. Continue navigating the menus. The Focus menu is shown expanded in the graphic displayed below. However, remember that the precise contents of the menus are determined by your permissions.

An even quicker way to access areas of SIMS is to use the SIMS toolbar located under the menu bar.

Hovering over an icon displays the name of the area that can be accessed by clicking the icon.

02 2. Pupil Details

Chapter Introduction This chapter looks at using the browse and search fields to look up pupil information. It then moves on and adds a new pupil to SIMS while working through each of the Pupil Details hyperlinks. Each step by step after the first one relates to each of the hyperlinks that make up the complete record for pupil details.

Step by Step – Using the Pupil Browse and Search Options 1. Select Focus | Pupil | Pupil Details or click the Pupil Details icon on the SIMS toolbar to display the Pupil browse dialog.

This action displays the pupil browser at the top of the page but with no pupils showing.

2. Click the Search button to populate the browser with the names of all the pupils currently on-roll in the school. 3. Select Year 5 from the Year Group drop-down list, and then click the Search button. A list of year 5 pupils is displayed.

NOTE: The Search button should be clicked each time the search criteria are changed.

NOTE: The more search criteria applied, the fewer records are returned and the search is completed faster.

4. Click the Status drop-down list to view the options. The status drop-down list contains:

n lists all the pupils included in the following statuses.

n Current includes guests and on-roll.

n Ever On Roll includes current on-roll pupils and past leavers who were on-roll.

n Guest restricts to pupils whose enrolment status is guest.

n Leavers restricts to pupils who have left.

n On Roll restricts to current on-roll pupils and excludes guests.

n Future includes pupils with an admission date in the future.

5. Select Leavers from the Status drop-down list, and then click the Search button to display a list of pupils who have left the school. 6. Select Current from the Status drop-down list, and then click the Search button to display a list of all current pupils in school. 7. Clicking the column headings in the browser orders the results based on the column. Click the Class heading to sort on classes. 8. In addition clicking the View drop-down list changes how the information is displayed.

n Details lists key additional information about the records returned, name, year group, reg group, house, gender and admission number.

n List shows just the name of the matching record.

n Photographs displays the photographs of the pupils in the browser.

NOTE: The photographs option in view will not work on the whole school population, only if filtered down to smaller groups.

NOTE: Care should be taken when searching for an individual pupil by name that data from a previous search is removed.

The browse screen is a quick way to do a list print. Next to the Browse button is a Print button. Clicking the button produces a printout of the pupils requested in the search. Pupil data is displayed in panels that each have a particular focus, for example, Basic Details. The numbered headings across the top of a pupil’s details are hyperlinks to each respective panel. Clicking a hyperlink will bring the panel into view at the top of the details. Alternatively use the scroll bar on the right-hand side to move up and down the Pupil Details record.

NOTE: The following step by step guidance introduces each of the twelve panels (hyperlinks). In SIMS training data there is a thirteenth panel, user defined fields, which enables you to complete details in fields that the school has defined. Any schools wishing to define fields to suit their particular circumstances should attend the SIMS Office User - Top Tips and Techniques training course.

There are two sections of data, Pupil Details which is the main screen brought into view and the Links menu on the right-hand side, which provides access to a wider range of data. Pupil details will be investigated in this chapter. Links will be investigated in the following chapter.

NOTE: The Links menu can also be accessed when searching for a pupil and from the Pupil Toolbar.

Scenario – Request to Add a New Pupil’s Details A new boy is starting at the school on Monday. This week his parents are in school to meet with the head teacher and his class teacher. All information required for SIMS is obtained and the head teacher has requested that it is entered today.

Step by Step – 1. Add Pupil Basic Details 1. Click the New button on the Student browse.

2. Add these basic details: a) Type Phillips in the Surname field. b) Type Jason in the Forename field. c) Select Male from the Gender drop-down list. d) Select 7/02/07 from the Date of Birth field.

NOTE: The tab key can be used to move between the fields. By typing the first letter in the gender lookup table male will be selected. As male is the only item in the list beginning with m it will be selected in the field – it is not necessary to display the list by clicking the down arrow.

3. Click the Continue button to initiate a search of the database for a matching pupil. The ability to find a match depends on the data entered in the above fields, the more specific the information, the less likely there will be a match. Where no match is found the Pupil Details screen is displayed enabling additional information to be added. The legal and preferred name fields default to the surname and forename entered, but can be changed as required. If the pupil has additional names, these can be entered into the middle name(s) field. There is a check box to show that the birth certificate has been seen if this is school policy. Where a digital photograph is available it could be linked to the pupil record using the field browse button and navigating to its location.

Field browse Button

The pupil record cannot be saved until entries are made on the registration panel as indicated by the red fields.

NOTE: Hovering over any field produces a pop-up indicating if they are mandatory.

Step by Step – 2. Add Registration Details 1. Click the Registration hyperlink at the top of the pupil’s details to display the Registration panel.

2. Enter the following details in the Registration panel: a) Select the appropriate year from the Year Group drop-down list. The Year Taught In drop-down list defaults to the same as the year group entered. b) Select an appropriate class from the Class drop-down list. c) Select Single Registration from the Enrolment Status drop-down list. d) Enter next Monday in the Admission Date field. 3. Click the Save button to save the details entered so far. 4. A check is carried out to see if the recorded date of birth and the year taught is a match. If a perceived mismatch is detected, a message displays as follows; otherwise saving the details proceeds.

If the admission date entered is the same as today’s date Jason’s details save as expected.

If the admission date is in the future an answer to the following question is required.

If an earlier admission date is entered, the following dialog requests information regarding whether the pupil should be on-roll at the selected date of admission and their address synchronised to the selected date.

5. If the earlier date is correct click the OK button leaving the default option selected. This ensures consistent group memberships. 6. Complete further details on the Registration panel as required. For example, if the school has a policy of placing pupils into a house group, select the house name.

NOTE: The admission number is automatically generated and cannot be changed. An attendance mode of all day is also automatically entered, but this is editable if the pupil attends the school mornings or afternoons only.

7. The unique pupil number (UPN) is currently unknown and cannot be entered at present. However, if it is appropriate to allocate a new permanent UPN or temporary UPN this can be achieved by clicking the Generate UPN button.

Generate UPN Button

8. Select the Issue Temporary UPN radio button.

9. Click the OK button. The temporary UPN is issued when the Save button is clicked.

10. Click the Save button to save the UPN.

NOTE: It is possible to add a new pupil without adding the UPN if this has not been received, although a UPN will be needed for census. New UPNs should be issued with caution as checks will need to be made to ensure that the pupil does not already have an existing UPN. Previous schools or LAs may need to be contacted to double check this information.

11. Notice that the Registration panel also contains a section for recording part-time attendance details. Part-time attendance is allowable for all ages and is considered to be anything less than ten sessions per week. It refers to part-time in education, not part- time in one or more establishments. As Jason is not part-time, there is no need to enter any information for him. 12. Notice that the Registration panel also contains a section for recording attendance patterns for pupils in early years education, for example pupils attending a nursery unit. As Jason is not in this age group, there is no need to enter any information for him.

NOTE: Early years attendance patterns are investigated later on in this guide.

Step by Step – 3. Add Address Details 1. Click the Addresses hyperlink at the top of the pupil’s hyperlink to display the Addresses panel.

2. Type a postcode in the Post Code field and click the Continue button. The more detail that is entered the less likely it is a match will be found. Once the pupil’s address has been added it can be automatically used when adding contact details later, placing the pupil at the same address as appropriate contacts. It should be understood that the school’s database will probably contain a large number of addresses and that new arrivals will probably share some of the address details of others already in SIMS. When a new address is being added it is possible to take advantage of this and use existing address details, making appropriate adjustments for the new arrival.

NOTE: When a new address is entered, SIMS checks for matches and offers any matched addresses for use. Clearly the more specific the details entered the less likely a match will be found. However, if SIMS detects addresses without a post code, these will be offered as a potential match.

3. If a potential match is found the Find Matching Addresses screen is displayed and lists matching addresses similar to that shown in the following example.

If an address matches the post code entered, click the Open button and the address fields display with the details from the highlighted address completed. If an address matches the post code but the required house number, for example, is not the same, click the Copy button. The address fields display with the details completed. Change the house number. Address matching is designed to reduce the amount of data entry when adding new addresses.

NOTE: When address matching finds an address which matches exactly, the Open button would only be used if the person for whom the address is being added lives with the other individuals at that address, for example, as a family. Otherwise the Copy button would be used to create a new address, only using those parts of the address that match and making changes to details not required.

4. Click the New button to complete the address details for Jason. 5. Type a relevant address in the address details, 6. Ensure Home is selected from the Address Type drop-down list.

NOTE: Care should be taken not to use the Copy or New buttons for a required address which is an exact match, as this creates a duplicate address.

7. The address can now be saved – click the Save button at the top of the Pupil Details screen. The address is compressed into an address block which is read-only. Only click the Modify Address button to make alterations to the address. Address modification will be looked at later in more detail.

NOTE: It is possible to record a second home address, which is particularly useful for pupils who spend part of each week living with another relative, for example they spend part of each week living with their mother and part of each week living with their father. A note associated with the addresses can be recorded, for example, Monday to Thursday for the home address and Friday to Sunday for the second home address.

Step by Step – 4. Add Telephone and Email Addresses 1. Click the Telephone and Email Addresses hyperlink to display the Telephone and Email Addresses panel.

NOTE: This panel is used by some schools to record a pupil’s telephone number, for example their mobile number and also their email address.

2. Click the New button to add a new telephone number.

3. Accept the default device of telephone; options are telephone and fax. 4. Accept the default location of home for the telephone number; options are home, work, mobile, other and alternative home. 5. Type the telephone number in the Number field. It is not mandatory to use the area code, but it is recommended to do so. SIMS enables a break to be recorded between the area code and the number, but also accepts the numbers entered without a break. The options for main are Yes or No. Yes is the default. It is now possible to set a telephone number to be the primary contact for pupil contacts, applicant contacts and pupils. The options are Yes or No. Yes is the default.

NOTE: To communicate with a contact via SIMS InTouch, a person should have a telephone number and, if recorded, an email address marked as primary.

A note can be added if additional information is required.

6. Click the OK button to complete the record.

7. Click the New button to add the pupil’s email address. 8. Accept the default location of Home; as the options are generic, the options available are work or other. 9. Type an email addres in the Email Address field. The options for main are Yes or No. Yes is the default. It is also possible to set an email address to be the primary contact for pupil contacts, applicant contacts and pupils. The options are Yes or No. Yes is the default. 10. Type Family email address in the Note field, and then click the OK button. 11. Add further telephone or email records. 12. Click the Save button on the Pupil Details panel to complete the save.

Step by Step – 5. Add Family/Home Details 1. Click the Family/Home hyperlink to display the Family/Home panel.

2. Click the New button to the right of the Contacts panel to add Jason’s mother as a contact.

3. Type Surname in the Surname field, Forename in the Forename field and select a gender from the Gender drop-down list. Click the Continue button. SIMS searches for any individuals with the same name.

If the contact is already known to SIMS, a list of matching names is displayed. Select their name and click the Open button to display their contact details, therefore simplifying the data entry process. If the contact is unknown, SIMS automatically disregards the matching section and creates the contact’s details. The contact is automatically given the home address and telephone number already entered for the pupil and the following message is displayed.

NOTE: The contact will only be given the same home address and telephone number as the pupil, if the pupil’s details have been saved.

4. Click the OK button to display the newly created contact details. 5. If the automatically entered address is incorrect because the contact lives elsewhere, selecting the contact’s Addresses panel and clicking the Delete button removes the address link from this contact.

NOTE: Modifying the address by clicking the Modify button instead of deleting it could change the address details for everyone currently recorded as living there.

6. If the automatically entered telephone number is incorrect, because the contact lives elsewhere, select the contact Telephone and Email Addresses panel. Select the telephone number to highlight it and click the Delete button to remove the link to that number.

NOTE: Clicking the Open button and changing the telephone number could change the details for everyone currently recorded as living at that address. Clicking the New button adds a new telephone number for the contact.

7. In addition to the home address and telephone number, a range of panels for contact information is available and, as with pupil details, there are hyperlinks across the top which provide easy access to each panel.

8. At this stage add further details to the Basic Details and Relationship Details panels. 9. In the Relationship Details panel select a title from the Title drop-down list tick the Parental Responsibilty box, select Contact type from the Contact Type drop-down list and select Provided by the Parent from the Contact Priority Source drop-down list. Type 1 in the Priority field, as this determines the priority for making contact if there is an emergency.

NOTE: Links to other pupils who are family members are generated automatically when a contact with a family relationship to the pupil is added.

NOTE: The Department for Education (DfE) no longer collects contact relationship details, their address, telephone number or whether a contact has parental responsibility for a pupil.

10. When the mandatory fields have been completed, click the Save button to save the contact details entered so far.

NOTE: A title and initial are required to enable generation of salutation and addressee fields. The Update buttons adjacent to the salutation and addressee fields are used to generate appropriate entries. If these are incorrect the data can be entered manually.

NOTE: Where a parental contact does not live at the same address as the pupil, for example an estranged parent, use of the correspondence and pupil report fields enable the identification that they should also be sent any mail which goes to the pupil’s home address.

NOTE: Where more than one contact telephone number exists, one can be identified as the main number using the set main button. This number will be displayed against the contact in the family/home panel of the pupil details.

11. Move to the Telephone and Email Addresses panel to add the rest of the telephone numbers. a) Set the mobile number as Yes in the Main drop-down list and select Yes in the Primary drop-down list, click the OK button. b) Type in an Email Address field, this is the same as the email address entered for Jason. c) Set the email address to main by selecting Yes from the Main drop-down list and select Yes from the Primary drop-down list, click the OK button. 12. Further contact numbers and email addresses can be added.

n the details are displayed in the contacts Telephone and Email Addresses panel

n the Open button opens the display for editing

n the Delete button removes the record

n the Send button launches the email software with the contact’s email address loaded. When the address details are complete the remaining panels are Language, Job Details and Documents which can be used as required. 13. When sufficient details have been completed click the Save button at the top of the contact details, and then click the OK button in the bottom right-hand corner of the contact details to complete the link of the contact to the pupil. The contact’s details now appear in the Family/Home panel of the Pupil Details screen.

NOTE: If the OK button is not clicked and the dialog is closed by clicking the red cross in the top right-hand corner, the contact details will not appear in the Family/Home panel of the pupil details. The record, however, shows as a known person when attempting to re-enter the details and can be selected.

14. Having added the contact, the pupil details should be saved to complete the process. Click the Save button.

NOTE: The House icon indicating that the pupil and their contact live at the same address won’t be displayed until the pupil record is saved.

15. Click the Update button next to the Parental Salutation field to generate the salutation to be used when corresponding with the contact. The same action is used to generate the parental addressee.

Update Button

NOTE: Selecting Routines | Student | Update Parental Salutation /Addressee enables bulk generation of salutation and addressee details. However, parental salutation and parental addressee can only be automatically generated for contact relationships of mother and father. The parental salutation and addressee fields can also be added manually, which is useful for adding the salutation and addressee details for other relationship types. Jason’s father needs to be added to his details and this is achieved by cloning the details entered for his mother. 16. Highlight the name of the parent to be cloned and click the Clone button in the Family/Home section.

Clone Button

17. If the details match an individual already on the database, a Matched People’s screen may display. The details for a Mr Phillips may be detected, but as this is not a correct match, click the New button. 18. If no other Mr Phillips exists, the contact details display with the information cloned from Jason’s mother.

19. Observe which details have been kept and enter further details for Jason’s father.

20. Click the contact details Save button, and then click the OK button in the bottom right- hand corner of the Contact Details screen. 21. Click the Update buttons to update the salutation and addressee details.

The house icon indicates that the contact lives at the same address as the pupil. The priority number is an indicator of the order in which people should be contacted, in case of emergency. 22. If you have to add another emergency contact for Jason and they have already been added to another pupil they can be taken from the pupil details by using the Copy button, but it is important to ensure that the copied contact details are edited with the correct information.

NOTE: It is also possible when first adding a contact to a pupil to use the Copy button to copy the contacts of a sibling in the school.

23. Click the Copy button in the Family/Home panel.

Copy Button

24. Enterthe pupil details, then click the Search button.

25. Highlight the pupil, then double-click or click the Open button. 26. Deselect the check box for the contacts not required.

27. Click the OK button. 28. Highlight the name of the copied contact in the Contacts panel, then double-click or click the Open button. 29. Edit the Contact Type to the correct one of Childminder and type 3 in the Priority field, then deselect the Parental Responsibility check box if appropriate.

30. Click the Save button, and then click the OK button. 31. If the pupil is new to the school and does not have any recorded siblings, select the Mailing Point check box. This indicates that they will be responsible for taking any written communication from the school home. 32. Click the Save button to save the pupil details.

NOTE: Remember that links to other pupils who are family members are generated automatically when a contact with a family relationship to the pupil is added.

Step by Step – 6. Add Dietary Details 1. Click the Dietary hyperlink to display the Dietary panel.

2. Click the New button to the right of the panel to record a new meal pattern entry.

3. Specify the Start Date which should be on or after the date of admission and, if known, the End Date for the meal pattern period by using the respective Calendar buttons and selecting dates. Dates can also be entered manually in dd/mm/yyyy format. If appropriate and the pupil starts school on the first day of a new term, the start and end dates can be selected from a list of defined date ranges using the field browser button.

4. Select meal types for each day of the week using the drop-down lists.

NOTE: If Jason was about to be admitted to one of the infant classes, Reception, Year 1 or Year 2, he would have been entitled to the Universal Free School Meal (UIFSM). Every pupil in this age group is entitled to receive a free meal each day funded by the government. This is not to be confused with Free School Meal Eligibility which parents can apply for if they are in receipt of Income Support, or other tax credits.

5. Click the OK button to save the details. 6. Once back in the pupil’s record click the Save button to save the details.

7. To edit meal pattern information, highlight the information, and then click the Open button to display the Add/Edit Meal Pattern dialog. 8. Click the OK button to save the details. 9. Once back in the pupil’s record click the Save button to save the details. 10. If the pupil is eligible for Freen School MJeals click the New button to the right of Eligible for Free Meals panel and enter a Start Date. Further Notes may be added if required. 11. Click the OK button.

12. If known, enter the FSM Review Date. Very often this will be the same date as the end date recorded for the last day of eligibility to receive free school meals. 13. Click the Save button to save the FSM Review Date.

Step by Step – 7. Add Medical Information 1. Click the Medical hyperlink to display the Medical panel.

2. The following details may be recorded if the details are known: a) The Emergency Consent check box may be used to indicate that consent has been obtained from the pupil’s parents for the school to act in case of an accident. b) The pupil’s NHS number is recorded if appropriate. c) The pupil’s Dietary Needs or allergies are indicated by selecting the relevant option(s) from the list of check boxes in the scrollable list. d) The pupil’s Paramedical Support needs are indicated by selecting the relevant option(s) from the list of check boxes in the list. 3. The Medical Practice summary records the practice where the pupil is registered. Jason goes to the De Parys Medical Centre, De Parys Avenue, Bedford. Click the New button adjacent to the Medical Practice panel to display the Browse Agency dialog. 4. Type in the Agency Name field, and then click the Search button.

5. If the required practice is not present, it can be added by clicking the New button. However, the practice should have already been recorded, so double-click the required agency and if further information about the practice is known, this can be entered now. 6. Click the Save button, followed by the OK button to associate the agency with the pupil. The doctors already associated with the agency are listed. New doctors can be added, if necessary.

7. Notice that the medical practice has been added to the Practice section in the pupil’s medical details.

8. The practice details can be viewed or amended by clicking the Open button. If the pupil changes their medical practice, the existing practice can be removed by clicking the Delete button and adding the details of a new practice. 9. The Medical Notes section is used to record any medical details which do not fit into medical events or medical conditions. A document can be attached, if required, to add a note or attach a document; click the New button next to the Medical Notes.

10. As a medical note is being added, Student Medical Note is automatically displayed as the Type. It is also recorded as Public, meaning that anyone with permission to view notes and documents will be able to read entries made here. If the information was regarded as confidential, the status could be changed to either, confidential or private. 11. The Medical Conditions section can be used for recording any medical information which may affect the pupil. If required, documents can be attached.

12. The Medical Events section can be used for recording information about events at school, for example accidents, immunisations and so on. Depending on which event type is selected from the Event Type drop-down list, for example illness, immunisation, medical inspection or accident, the description drop-down list changes to reflect the nature of the event. Documents may also be attached.

13. To add a new medical event, click the New button. The graphic displayed below shows an entry being made for a pupil who is ill suffering from influenza.

14. Medical notes, conditions and events can be edited by clicking each corresponding Open button, making the necessary changes, clicking the OK button and saving the pupil’s details. 15. To remove a note, condition or event, highlight the relevant entry and click the corresponding Delete button. Click the Save button to save the pupil’s details.

Step by Step – 8. Add Ethnic/Cultural Details 1. Click the Ethnic/Cultural hyperlink to display the Ethnic/Cultural panel.

2. The list of different ethnic groups is a long one and sometimes it can be difficult to locate the required ethnicity. Notice that the list is presented in alphabetical order which can be scrolled down. However, a quick way to locate the required ethnic value is to enter the first letter of that value. 3. Entering the first letter of the required data automatically produces the first item in the list beginning with the selected letter. 4. Select the Ethnic Data Source drop-down list.

5. If the school requires the language spoken at home to be recorded then this can be selected from the Home Language drop-down list.

NOTE: The term first language lacks a precise definition, but is often defined as the language the pupil learns from birth or the language of the ethnic group of which the pupil is a member. The DfE definition states that the first language is: ‘The language to which the child was exposed during early development and continues to use in the home or in the community. If a child acquires English subsequent to early development, then English is not their first language.’

6. Select from the Religion drop-down list. 7. select from the English Additional Language drop-down list. Further details could be added as required.

Step by Step – 9. Add Additional Information 1. Click the Additional Information hyperlink to display the Additional Information panel.

NOTE: The Meals section has been superseded by the dietary panel and it is recommended that this is where the details of the meals taken by pupils should be recorded. However, if the Meals section is used, the free meal check box should only be selected if the pupil has been recorded as eligible for free school meals in the dietary section. Selecting the free meal check box alone does not mean that the pupil is eligible for free school meals.

In addition, other details can also be recorded: n Recoupment - if the pupil lives in a different local authority (LA), the school is entitled to claim the cost of education directly from that LA. If this is the case then select the LA by clicking the browser button and entering the first few letters of the LA name. Click the search button and select the LA. Click the OK button, then click the Save button to save the changes. n if the pupil has LA transport to school then the LA Provided Transport check box records this. n Service Children in Education – this indicates if a pupil has a parent or parents who are service personnel, serving in regular military units of all forces and still having parental care and responsibility. n Source of Service Children in Education – this indicates the source of the service details provided. Available options are: Provided by the Pupil, Provided by the Parent, Ascribed by the Current School or by some Other Source. n Uniform Allowance – the uniform allowance check box can be selected to record this

n Pupil Premium Indicator – this check box can be selected if a pupil is, or has been elegible for free school meals. This may also include pupils who have been looked after by the local authority continuously for more than six months and also the children of service personnel. If required, notes can be added to support the pupil’s eligibility to receive this additional funding. If you want to add details of other years when they were eligible for pupil premium, click the browse button on the right and other years are visible with the notes boxes also.This field is also available via the bulk update routine – Routines | Pupil | Bulk Update. However notes cannot be added via this route. See Appendix B for further details on the Pupil Premium. n Eligible for Free School Transport – this section enables the details to be recorded for pupils who are eligible for free travel to school. The LA is responsible for ensuring that free transport is available to all school age pupils who meet a set of criteria. For example, they should be attending their nearest school and live further away than the statutory walking distance, two miles for pupils aged under eight and three miles for pupils over the age of eight. Additional circumstances may also be applied, such as pupils with disability and mobility problems or pupils from low income families.

Step by Step - 12. Add Parental Consent 1. Click the Parental Consent hyperlink to display the Parental Consent panel. This is used to record consent that has been obtained from parents for any of the listed items. 2. Click all the check boxes to indicate that parental consent has been given for Jason to participate in all the items listed. 3. No additional comments need to be added for Jason, but this section is available if comments have been received from parents regarding any of the activities for which consent has either been given or refused.

Step by Step – Producing a Data Collection Sheet 1. The Links panel on the right-hand side of Jason’s details contains a link to the data collection sheet.

2. Click the Data Collection Sheet hyperlink to display the Report Browse screen.

3. Click the + sign next to the Focus folder, and then click Data Collection Sheet and select a data collection sheet from the list available.

NOTE: For accessibility select a data collection sheet using a larger font size.

4. The details recorded for Jason are now displayed in his data collection sheet which could now be sent to his parents for checking. 5. The graphic displayed below shows a section of Jason’s data collection sheet.

3. Managing the School Population Including CTF 03 Import/Export

Chapter Introduction This chapter looks at adding a new pupil to the school and importing the details received from their previous school; recording individual leavers and groups of leavers and re- admitting pupils. All the tasks associated with this, importing CTFs, exporting CTFs and using CTF matching are included. It also looks at adding schools to the other schools list.

NOTE: CTF matching wizard The CTF import process enables the definition of how a record in a CTF is imported into SIMS. It also enables the selection of a record in the CTF that matches a record in the SIMS database enabling the SIMS database to be updated with any missing details. The method used to match a record in the CTF with a record in the SIMS database can be changed, enabling the process to be restricted or made flexible depending on school policy.

Importing a CTF for a Mid-Year Arrival When a new pupil joins a school it is reasonable to assume they have previously attended another school. It is common now for schools to hold pupil records in electronic form, making it possible for a sending school, the school from which the pupil departs, to provide the bulk of the data associated with a pupil in an electronic form and exporting it to a CTF. This enables the receiving school to import that data and avoid excessive data entry.

A commonly asked question is: What happens if some of the pupil’s details have already been entered into SIMS and a CTF is imported? n The import routine will attempt to match by name and date of birth data being imported with any which already resides in the database. n If a match is made no existing data is overwritten, any new data is added. n Importing data from a CTF merely removes part of the data entry process, it would be the responsibility of the receiving school to check with the parents of the new pupil whether the data they now have is valid. As this is a routine task it is assumed that various setups relating to CTF folders have been carried out by selecting Tools | Setups | CTF.

NOTE: Due to the sensitive nature of some of the data stored in SIMS, careful consideration should be given when specifying the location of any folder into which sensitive data is saved, for example, census returns, imported and exported CTFs and so on. Thought should be given to the school’s responsibilities with respect to information security. Consider which users have access to the selected folder, especially if the folder is shared on a server. The DfE recommends ISO27001 as the standard for information security (http://www.itgovernance.co.uk/bs7799.aspx). If there is any doubt, consult with the IT security officer before proceeding.

1. Select Routines | Data In | CTF | Import CTF from the SIMS Home Page. A message asks for the CTF import type to be selected. Select the appropriate option from the presented list and click the Select button.

2. A message is displayed asking whether you wish to change the current matching scale or not.

This message relates to the Match and Import panel on the import CTF screen, which enables the data stored in SIMS to be examined against the information in the CTF and a decision made as to which information should be imported. The scale defaults to level one, indicating that SIMS will match on similar surname and forename. Click the No button to display the import CTF dialog to remain on level one of the matching scale. Click the Yes button to display the CTF matching scale dialog to change the matching scale.

There are three panels as indicated by the hyperlinks at the top of the import CTF panel: n Data to be Imported - reflects the default settings for import setup according to the routines described in the preceding text. These settings can be adjusted at this point by selecting or deselecting data boxes. Hovering over the data area labels will cause a pop- up box to appear showing the data which is actually covered within that area n Import Selection – enables the selection of the CTF file to be imported, which will have been placed in the folder identified in the setup routines described in the preceding text (or could be in a different location on the computer, which can be browsed to in the usual way) and whether the pupils being imported will be placed on-roll or in a pre-admission group n Exception Log - will come into play when the import has been processed. 3. Select the Effective Date, either by clicking the Calender button or by typing in manually.

NOTE: If the detail of the pupils to be imported related to a completely new pupil then the Place New Pupil in field would be active for selecting whether the pupil should be placed On Roll or another group.

Click the folder button to display the CTF Import folder, select the CTF file, and then click the Open button or double-click the file name. 4. Click the Proceed to Match button, and then click the Import CTF button.

NOTE: The matching dialog will be investigated later. A warning may also be given asking if the Address Tidy and Merge routine has been run recently to negate problems that may occur with untidy or duplicated addresses. Select Yes to proceed.

5. The CTF Import report displays automatically, showing that the details added for Ronald in the Updated Pupils section. Close the report. 6. The Exception Log reports how many pupils have been imported and whether some data has not been imported.

7. When complete click the Close button to close the CTF Import panel, and then select Focus | Pupil | Pupil Details. Making a Pupil a Leaver When a pupil leaves the school part way through the year, they should be taken off roll correctly rather than deleted. In this way their record is available for analysis or for re- admitting and ensures that historical information is kept. Making a pupil leave requires giving a leaving date and reason for leaving. A destination can also be provided but this is optional. At the end of a school year an entire group will be leaving the school. There is a routine for batch allocating a leaving date and reason for leaving.

NOTE: Ensure the information for all leavers is up to date before making them leave, especially in the case of permanently excluded pupils, whose information needs to be up to date for the school census – their SEN and ethnicity details. Permanently excluded pupils should not be recorded as leavers until confirmation has been received following the appeal process.

Step by Step – Making an Individual Pupil Leave 1. Select Routines | Pupil | Leavers to display the Find Pupil browser. 2. Type in the Surname field, and then click the Search button. 3. Highlight the pupil, and then click the Open button or double-click.

4. Enter the date of leaving for the pupil. 5. Select In Year Transfer – Maintained School from the Reason for Leaving drop-down list. 6. Type in the Destination after Leaving field. 7. Click the Assign to All button. 8. Click the Save button at the top of Manage Pupil(s) Leaving Details screen, and then click the Yes button when the confirmation message is displayed.

Step by Step – Recording a Group of Leavers Example group used: year 6. 1. Select Routines | Pupil | Leavers to display the Find Pupil browser. 2. Search for the required year group or class by selecting from the appropriate drop-down list and click the Search button. 3. The browser displays all the pupils according to the search criteria selected.

To select all the pupils displayed in the browser, click the Select button drop-down list and select All from the menu displayed.

To select a group of pupils to leave the school, highlight their names using any of the following methods: n hold down the Ctrl key and click each required pupil n to highlight sequentially listed pupils, click the first pupil in the list, hold down the shift key then click the last required pupil in the list n when the required pupils are highlighted, click the Select button. 4. The selected pupils are transferred to the Pupils panel.

5. Enter the date of leaving or click the Calendar button and select the required date. This date of leaving should be the date that the pupil is actually leaving the school if they are not transferring from junior/primary to secondary phase. LAs will normally specify the dates to be used for school transfers so that they match. Some authorities prefer not to have any gaps between dates and may suggest a date of leaving the old school as the 4th September, for example, and a date of admission into the new school as the 5th September. If there is in any doubt, please contact the LA for advice. 6. Select the reason for leaving from the Reason for Leaving drop-down list as End of Phase transfer – Maintained School. 7. Enter the Destination after Leaving as Green Abbey School. Alternatively, the Reason for Leaving can be applied to one set of pupils and the Destination after Leaving selected for a different set or subset of pupils.

8. Highlight the pupils to whom this information applies using the Ctrl and Shift keys, and then click the Assign to Selected button. If the information applies to all the pupils in the list click the Assign to All button.

9. If an error has been made, highlight the particular pupil, correct the information in the leaving information panel, then click the Assign to Selected button. 10. To remove a pupil from the list, highlight their name, and then click the Remove button. 11. To clear the contents of the Date of Leaving, Reason for Leaving and Destination after Leaving fields, highlight the required pupil, then click the Clear button. Re-enter the information as required. 12. Click the Save button to save the changes. The selected pupils will be recorded with a date of leaving on the date specified.

Step by Step – Exporting a CTF 1. Select Routines | Data Out | CTF | Export CTF to display the Export CTF panel. 2.

2. The Select the CTF Export type dialog displays. To retain the default option of General click the Select button.

3. The Export CTF display has four panels as indicated by the hyperlinks across the top.

4. The Data to be Exported panel shows the default settings setup in Tools | Setups | CTF. These can be altered at this stage if required. 5. The Pupil Options panel determines the pupils displayed in the Pupils panel below. The default setting is current pupils, hence all pupils are displayed in the Pupils panel. To export details for a leaver the appropriate option is selected from the View drop-down list. Select Leavers this year from the View drop-down list. 6. Click the Refresh Pupils button to adjust the display in the Pupils panel.

Leavers this year displays any pupils who have leaving dates earlier than today’s date. The Include pupils already exported check box displays pupils already exported to a CTF file. The columns Destination LA/Other and Destination School provide for selection of the destination for the leaver(s). If the school is known it can be selected from the list available from the drop-down list, otherwise, if a destination LA is known this can be selected, as well as appropriate options for pupils moving within or outside the UK. There is an option for a completely unknown destination to be created in the setup routines, this will appear in the Destination LA/Other list. An appropriate destination option is selected. The Export CTF button is at the bottom of the panel. The Exception Log panel may come into play after the export has been completed. 7. Click the Export CTF button to produce the file, a dialog box is displayed regarding problems that may occur where addresses are untidy or may have been duplicated.

8. Click Yes to continue. 9. The export process takes some time, even for one pupil. A message is displayed showing the filename when the file has been completed.

10. The Exception Log panel displays a summary of the export and any errors that may have occurred. In the following example no errors have been detected.

11. The CTF is placed in the folder designated in the setup routines. It can now be transferred to the s2s website.

NOTE: Guidance should be sought from the LA when a pupil leaves a school but does not start at a new school, as a CTF will still need to be created and uploaded to the s2s website, but clarification will be needed on the destination of the CTF.

NOTE: The Other Schools functionality maintains the list of schools which act as feeder schools for incoming pupils and the list of destination schools when pupils leave. It may be used when CTF imports or exports are being conducted.

Step by Step – Adding a School to the Other Schools List 1. Select Tools | Other Schools to display the Schools browser. 2. Click the New button to display the School Details dialog to record the details of the new school.

3. Type in the School Name field.

4. To select the LA click the browser button next to the LA field to display the LA browser. This is initially empty but can be populated by clicking the field browser button to search for the relevant authority. The LA name and LA number filter fields can be used to locate a particular LA. Type in the LA field and click the Search button.

5. Highlight the required LA , and then click the OK button to complete the process. 6. To ensure the CTF import and export procedures work correctly, the minimum data that needs to be recorded is the school name, LA and establishment number. Type in the Establishment Number field. 7. It is possible to save the record with only a school name entered as no other details are required. However, this would not be helpful in future analyses. 8. Any additional information can be recorded as necessary, that is to say address, telephone and email. 9. Click the Save button to complete the process.

Step by Step – Re-admitting a Pupil Returning to the School 1. Either select Focus | Pupil | Pupil Details or click the Pupil Details button on the SIMS toolbar and click the New button. 2. Type in the Surname field, and in the Forename field and a Date of Birth. Click the Continue button.

3. Highlight the matched pupil and double-click or click the Open button in the Matched People dialog.

4. Click the Yes button in response to the following message.

5. SIMS saved certain basic details about the pupil when his leaving details were entered and these are now displayed. 6. Select the Year Group; this will automatically enter the curriculum year for the year taught in. 7. His Enrolment Status defaults to single registration and, as this is correct, no change is to be made. 8. Enter today’s date in the Date of Admission field. 9. Select the Class.

10. Click the Save button to save the registration details entered.

NOTE: If a pupil is not re-admitted by importing their details from a CTF, all details should be checked at the time of re-admission or later once all current details are known.

11. Click the Close button to close the pupil details.

4. Adding and Modifying 04 Pupil Details

Step by Step – Changing a Pupil’s Class Group This historical representation can be viewed using the History button. The History panel can be used to make adjustments to group memberships for the effective date range (EDR). Changes planned for the future can be achieved by adjusting the EDR. 1. Open the Pupil browser, search for and select the required pupil. 2. Click the Registration hyperlink. Select from the Class drop-down list to change her class group, then click the Save button to save the class details.

3. Click the History button to display the History panel. 4. The pupils’ historical information is now displayed. Notice the change in the class. A better view may be obtained by clicking the Zoom button.

5. Click on class in the Classes timeline. Click the the Effective Date Range field browser button.

There are two standard options, the default Today to end of year and Whole year, which are pre-defined commonly used date ranges. Custom dates enables any date range to be set. The From and To dates are read-only until the Custom dates radio button is selected. As elsewhere, dates can be entered manually or the Calendar button can be used. The effective date range options apply to any of the details displayed for each timeline. 6. Click the OK button to return to the History panel. Any changes made on the time lines are applied to the date range set. 7. Group memberships can be altered on the time line by highlighting the line to be edited, then clicking the Action button or right-clicking the time line to bring up the same Action menu. The following example displays the options that are available.

8. Dates are also changed by double-clicking a line displaying the details of a pupil’s group membership. Double-click the details to display the Add/Edit Date Range dialog. Either change the start or end dates and click the OK button or click the Cancel button to keep the currently displayed date range.

Any change made is represented on the time line and will take effect on the designated date. 9. Click the OK button twice to return to the Pupil Details screen which displays the details valid for today’s date. 10. Click the Save button at the top of the pupil details to save the changes made. 11. Changes made for a future EDR can only be viewed using the History button on pupil details or by clicking the History hyperlink on the Links menu.

NOTE: Group membership dates can only be amended by accessing a pupil’s details. No amendments can be made by viewing a pupil’s history, either selected from the Links panel or from Focus | Pupil | Education History.

12. Group membership dates cannot overlap and there should not be a gap unless the pupil really was not in a registration group for a period. 13. Lines displaying a pupil’s house membership details or their attendance mode are quite likely to have arrows at either or both ends, indicating that grouping is continuing from last year and to next year. 14. Year group and registration group membership should not have arrows at either end unless the pupil is repeating a year.

Step by Step – Modify Address NOTE: Modifying an address automatically updates the address of anyone else living at the same address and a warning is displayed when the Modify Address button is selected. Therefore only Michael or Daniel’s address requires modification as this ensures that all other contact and sibling addresses are updated at the same time.

1. Click the Pupil Details shortcut on the SIMS to display the Pupil browser. Type in the Surname field and click the Search button. 2. Select the pupil details and click the Addresses hyperlink. 3. Click the Modify Address button on the right-hand side and the following warning is displayed.

4. Click the Yes button in response to the warning. The address is no longer read-only and the necessary adjustment can be made. The address is now greyed out and read-only again.

The history section in the Addresses panel will not display a record of this change as it was an address modification. 5. Click the Family/Home hyperlink and open the contact information. 6. Click the Addresses hyperlink to check that her address has also been updated. Click the Cancel button. 7. Click the Close button to close the currently selected pupil’s details.

Step by Step – Move House 1. Find the pupil who has moved house. 2. Click the Addresses hyperlink. 3. Click the Move House button.

4. The following message is displayed. Click the Yes button to continue.

5. Type the Post Code and the House Name/Number and click the Continue button.

NOTE: SIMS now searches the database for any possible matches to the address.

6. If a similar address is found it will be displayed in the Matched Addresses section. This provides the option to select an address and click the Open or Copy button, depending on whether an address is a match or similar to an existing address. If no matches are found click the New button to enter the address. 7. Decide whether to synchronise the end date of the old address with the new address. In this instance click the Yes button.

8. If there are any contacts or siblings living at the same address as the pupil they will appear in the Edit Other Residents Address Details dialog.

9. Select the other residents whose address should be updated and change the start date to last Friday’s date. Click the OK button. 10. Complete the details of the new address and click the Save button.

11. Click the History button on the Address panel and notice that the old address is displayed.

Scenario – Using Quick Note to show Emergency Information Stephen Ackton is allergic to artificial colouring and PVA glue. This is recorded in his medical information, but his registration tutor would like this flagged up in a quick note, so that whenever the teachers access his information they see it straightaway.

NOTE: Quick note enables for the recording of additional information. Once text has been added in the quick note field the dialog remains open, so that when a pupil’s details are opened the quick note is displayed in the Basic Details panel.

Step by Step – Adding a Quick Note 1. If the Pupil Browse is not displayed, click the Pupil Details shortcut and search for Stephen Ackton. 2. When Stephen’s details are displayed click the Basic Details hyperlink. 3. Click the Quick Note hyperlink to display the text box.

4. Enter free text into the text box.

5. Click the Save button to save the information.

Scenario – Request to Record Nationality and Passport Details A request has been received to record the passport and nationality details of Chloe Rogers who is visiting France on an exchange trip. n name on passport – Chloe Rogers n nationality – British n passport number – 0123456789 n issue date – 24/05/09 n expiry date – 23/05/15

Step by Step – Recording Nationality and Passport Details 1. Ensure the Pupil Details browse is displayed and select Chloe Rogers pupil record. 2. When Chloe’s details are displayed click the Ethnic/Cultural hyperlink.

3. Click the New button to the right of the Nationality and Passport Details section. 4. Click the field browser button next to the Nation field on the Add Student Nationality dialog to display the Nations browser.

5. Click the Search button or enter some details in the filter, and then click the Search button. A list of nationalities is displayed from which the appropriate entry can be selected.

6. Click the OK button at the bottom to complete the selection.

7. Type the Passport Number, Issue Date, Expiry Date and the Name on Passport fields, as shown in the following graphic.

For countries requiring a visa, the Visa Number and Visa Expiry Date can also be recorded at the same time. As Chloe is visiting France, no visa details are required. 8. Click the OK button to save the details and click the Close button to close the Add Student Nationality dialog.

NOTE: When complete the record is displayed in the Nationality and Passport Details section of the Ethnic/Cultural panel. The record can be opened by clicking the Open button or removed using the Delete button. It is possible to add further records of this nature by clicking the New button. For example, to record details of a pupil’s dual nationality and dual passport.

NOTE: The details regarding nationality are not reflected in the national identity field.

Recording passport details for pupils enables reports to be produced regarding pupils embarking on a French school trip, for example, and may well improve the management of the data related to such a trip.

Scenario – Request to Record Asylum Status The head teacher has received a letter to say that Dennis Pienkoswki is an asylum seeker and has requested that his record should be adjusted accordingly.

Step by Step – Recording Asylum Status 1. Ensure the Pupil Details browse is displayed and select Dennis Pienkoswki’s pupil record. 2. When Dennis’s details are displayed click the Ethnic/Cultural hyperlink.

3. The asylum status drop-down list offers a menu from which an appropriate selection can be made. The two choices are Asylum Seeker or Refugee. Select Asylum Seeker from the Asylum Status drop-down list. 4. Click the Save button to save the changes.

Scenario – Request to Record Traveller Status The head teacher has received a letter to say that Joshua Lowe’s traveller status needs to be recorded as gypsy/roma (housed). This information has been supplied by Joshua’s father. The From date should be recorded as 02/09/14.

Step by Step – Recording Traveller Status 1. Ensure the Pupil Details browse is displayed and select Joshua Lowe’s pupil record. 2. When Joshua’s details are displayed click the Ethnic/Cultural hyperlink. 3. Click the Traveller Status folder button next to the Traveller Status field to display the Traveller Details dialog.

The Traveller Details dialog offers the opportunity to record relevant details including background, dates and data source. Initially, the relevant fields for recording this information are greyed out.

4. Click the New button next to where the summary of Joshua’s traveller details are to be displayed. This action turns the Traveller Status and Data Source fields red, indicating that both fields are mandatory and must be completed. 5. From the information supplied by Joshua’s father select the relevant entries from the Traveller Status and Data Source drop-down list, as shown in the following graphic.

Click the Update Details button followed by the OK button to complete this stage. This record is now displayed in the Traveller Details summary.

Further records can be added now or later using the New button. It is also possible to edit this record using the Open button. The Delete button will remove a selected record. 6. Click the OK button to close the Traveller Details screen and return to the Ethnic/Cultural section of Joshua’s details where the current record is displayed.

7. Once complete click the Save button to save Joshua’s details.

NOTE: If the date range of the pupil’s traveller status ends before today’s date, the Traveller Status field in the Ethnic/Cultural panel will be blank, but by clicking the folder next to Traveller Status it is possible to display the traveller details dialog and view any record for historical information if needed.

Scenario – Attaching the Correct Photograph to a Pupil Record The practice of attaching individual photographs to pupil records has become widespread in schools since the facility was introduced to SIMS. It enables the printing of class lists with photographs which can help if supply cover is used in lessons.

There are two ways to attach photographs to pupils’ details, individually or as a batch import. However, the batch import process requires that the photographer is a SIMS partner photographer and involves some preparation by the school. A SIMS partner photographer will provide a CD-ROM containing a licence file and the pupil photographs for import. A teacher has realised that Stephen Ackton has the wrong photograph attached to his pupil Basic Details, open his record and attach the correct one.

Step by Step – Attaching a Photograph 1. Open the Pupil browser and search for Stephen Ackton. 2. Bring the pupil’s details into view.

3. Click the field browser button located next to the photograph selected for Stephen in the Pupils Basic Details panel.

Field browser Button

4. Browse to the folder where the photographs are stored and change the View to Thumbnail if needed. 5. Select the required photograph and click the Open button or double-click the photograph to attach the photograph to Stephen’s record. 6. Remember to click the Save button back in the pupil’s record. 7. Clicking the Delete button under the field browser button removes the photograph from the Pupil Details screen.

Scenario – Adding/Editing Child in Care Information David Hill is in care and Mrs Brown has sent a note with details of his personal education plan (PEP). Hi Gill, Could you add a new PEP for David Hill with a start date of 3/09/13, I will send some comments to add later in the week. Regards Charmaine Brown SEN Co-ordinator

Step by Step – Adding/Editing Child in Care Information 1. Open the Pupil Details for David Hill. 2. Click the Welfare hyperlink to move to the Welfare panel.

NOTE: The Welfare panel enables schools to record whether the selected pupil is currently or has ever been in care or is in need of child protection because they are deemed to be at risk. In addition, if a pupil is caring for a relative who is unable to take care of themselves, or has a disability, this is also recorded as part of recording any detail that has a bearing on a pupil’s well-being.

3. If there are any existing In Care Details in the panel, the text will read Currently In Care. Highlight the relevant entry, and then click the Open button to edit the existing details.

4. To add the In Care Details for David click the New button adjacent to the In Care Details panel to display the Add/Edit In Care Details dialog. In care information can now be added for David.

5. Click the Care Authority field browser button to display the Select Local Authority dialog.

Field browser Button

6. Search for the relevant Care Authority, and then click the OK button to save the details.

NOTE: By default, all the authorities in England are displayed. Click the region drop-down list button and select the required area to locate an authority in another region of the United Kingdom.

7. Type bed in the LA Name field and click the Search button. Select Bedford Borough.

NOTE: The search locates three entries starting with bed. However, only Bedford Borough is the current authority listed. The two other listings for Bedfordshire should not be used owing to past boundary changes and the creation of new authorities within Bedfordshire.

8. Specify the Start Date for the in care period by clicking the Calendar button and selecting the date. If known, the End Date can also be selected if the period a pupil is being looked after by the LA is known. 9. Click the New button to display the Add Personal Education Plan dialog.

10. Specify the Start Date and End Date for the period during which the PEP applies and enter any relevant comments that relate to the PEP. 11. Click the OK button to save the details and activate the Plan Details panel.

NOTE: A pupil, in the care of the LA, is required to have a PEP. PEPs are usually instigated by Social Services in conjunction with all parties concerned with the welfare of the pupil, including the school.

12. Click the New button to display the Select People Involved in the Plan dialog.

NOTE: The people selected could be the personnel from the school who are participating in setting up the pupil’s PEP or it could be used to record all interested parties who may have been added to SIMS as agents or other contacts. Adding agents and associated agencies is covered in Chapter 6 of this course.

13. By default personnel with the role of employee are displayed. If external representatives are required select their role from the Role drop-down list. In this instance only people employed at the school are to be selected.

14. If the name of a required employee is known, type their surname in the Surname field and click the Search button, or click the Search button for a list of all employees and highlight the name of an employee in the displayed list. Select as many people as necessary and click the OK button each time to save their details.

15. Documents and notes can be attached to the pupil’s welfare details. Click the New button to display the Add/Edit Note/Document dialog. 16. By default the type of note or document is always displayed as PEP and as a note about David’s PEP is to be added no change is required. 17. Type Meeting Notes in the Summary field and change the Status of the Note/Document to Confidential, so that whatever is written about David is only available to people with the relevant permissions. 18. Type Meeting held to discuss school's contribution to David's PEP in the Notes field.

19. Click the OK button to save the note/document. 20. Click the OK button on the Add/Edit In Care Details, and then click the Save button on the Pupil Details screen.

Scenario – Notification of a Pupil who is a Young Carer Ms Freewater has sent notification to the school that she has been diagnosed with Multiple Sclerosis and that she has to rely a great deal on John to help her with many of their daily activities. She has requested that a note of this is recorded in John’s details.

Step by Step – Adding Young Carer Details 1. Select John Freewater’s details and click the Welfare hyperlink. 2. If John has been recorded as a young carer in the past then this will be displayed in the Young Carer panel. Highlighting an entry and clicking the Open button enables the information to be edited. 3. Click the New button to add the details sent in by Ms Freewater. 4. The Add Young Carer Details dialog is displayed.

5. The Start Date automatically defaults to today’s date. Select the previous Monday as the date of notification. An end date can be added if the pupil’s circumstances change so that the pupil is no longer responsible for acting as a carer. 6. Enter John is currently helping to care for his mother as she has been diagnosed with MS in the Notes field. 7. Click the OK button to return to save the details in the Welfare panel.

Scenario – Notification of a Pupil Requiring Child Protection The LA have notified the school that from last Monday Amelia Kennedy is subject to a child protection plan. A letter has been sent to the school requesting that her pupil details are updated.

NOTE: A child protection plan is put in place for pupils who are believed to be at risk of significant harm from sexual, emotional, physical abuse or neglect. If a pupil has a plan, it does not affect a parent/guardian’s legal responsibilities towards their pupil unless legal action has been taken to safeguard them from their parent/guardian. The plan is maintained by Social Services and each LA will work to fulfil their duty to protect the pupils on it, who fall within their jurisdiction. A plan will remain in place until the pupil concerned is believed to be safe from future harm. This may be for a period of one or more years. It is possible for a pupil to be subject to a child protection plan several times, if the need arises.

Step by Step – Adding/Editing Child Protection Register Details 1. Select John Hope’s details and click the Welfare hyperlink. 2. If there are any existing details of John being subject to a child protection plan this will be displayed in the Child Protection Plan panel. Highlighting an entry and clicking the Open button enables the information to be edited. 3. Click the New button to add the new information that has been received from the LA. 4. The Add Child Protection Plan Details dialog is displayed.

5. Click the field browser button to display the Select Local Authority dialog. 6. Type Mil in the LA Name search field and click the Search button. 7. Select Milton Keynes and click the OK button. 8. Select last Monday as the start date for the child protection plan period. If the child is no longer subject to a child protection plan, then the details can be opened and the end date entered. 9. Enter any relevant Comments that relate to John’s child protection plan. 10. Click the OK button to save the details.

11. Click the Save button to save John’s pupil details.

Scenario – Notification of a Pupil’s Disability Mrs Ricci has contacted the school to say that last Friday Clara was diagnosed as having impaired vision in her left eye. She has requested that the school make a note of this and that all relevant staff are informed.

Step by Step – Adding Disability Details 1. Select Clara Ricci’s pupil details and click the Welfare hyperlink. 2. If there are any existing details of Clara having a disability this will be displayed in the Disabilities panel. Highlighting an entry and clicking the Open button enables the information recorded to be edited. 3. Click the New button to add the new information that has been received from Mrs Ricci. 4. Select Problems with Vision from the Disability drop-down list.

5. The Start Date will default to today’s date, but this needs to be changed to the date when the diagnosis was made. Select the date for last Friday. If the disability is no longer relevant, the details can be opened and the End Date entered for when the condition stopped being a problem.

6. Type Informed by Mrs Ricci after diagnosis confirmed at a recent medical appointment in the Comments section. 7. Click the OK button and save the disability details recorded for Clara.

Click the Save button to save Clara’s pupil details.

5. Investigating the Links 05 Menu

This chapter contains:

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Chapter Introduction The Links panel can be used to access other functional areas in SIMS which are directly related to the current screen. For example, when viewing or editing pupil details, the Links panel provides shortcuts to the associated information such as attendance, assessment, special educational needs (SEN) details and so on. This is particularly useful when, for example, senior staff are preparing for a meeting with parents and wish to review key information relating to a particular pupil. These areas can be accessed from a pupil’s details via the Links panel or the Links buttons.

To minimise or restore the Links panel click the double chevron button on the panel title bar.

The Links panel can also be revealed or hidden by clicking the drop-down arrow on the Link to… button located above the hyperlinks on a selected pupil’s details.

Link to Button (show/hide links panel)

A hyperlink hand appears while hovering over an option in the Links panel. Clicking the option selects it. The options available in the Links menu include direct actions, access to further data entry areas and data viewing. n Direct actions include Quick Letter, send message and reports including data collection sheet. n Data entry includes SEN, exclusions, behaviour management, communication log and pupil curriculum. n Data viewing includes linked documents, pupil teacher view, history, timetable, classes, attendance and assessment. Linked Documents and Quick Letter Provides access to view or edit notes and documents that have been attached to the pupil through medical details, exclusions, behaviour management and SEN as well as individual reports created in Assessment.

It also gives the opportunity to add general documents to a pupil record. The panel displays documents and notes containing extra information that have been linked to the pupil. A linked document may be an extended note or may contain an attachment. The paper clip symbol indicates that the document has an associated attachment. The paper clip symbol also provides a quick way to display and view or edit an attached document. The way to link documents along with Quick Letter will be explained in Chapter 9.

Scenario – Request for a Data Collection Sheet Mrs Chard, class teacher for 6VC has asked for a data collection sheet for Jordan Acton.

Step by Step – Producing an Individual Data Collection Sheet 1. Search for and select Jordan Acton from the Pupil Details browser. 2. Click the Data Collection Sheet hyperlink from the Links panel to display the Reports browser.

3. Expand the Focus folder and highlight the Data Collection Sheet folder. 4. On the right highlight Data Collection Sheet and click the OK button. 5. Word will open with Jordan’s data collection sheet ready for printing. 6. Click the Close button to close Word to return to SIMS. Student Teacher View With Jordan Acton’s record still selected, click the Student Teacher View hyperlink. This view has been designed to enable class teachers to quickly view a summary of information relating to any pupils in their registration group or class.

History Click the History hyperlink to display the pupil details screen with an Effective Date field enabling a date to be specified on which the viewed data is to be based. If, for example, the record for the last academic year is required, change the date to a date in the last academic year and click the Refresh button. This is particularly useful for viewing previous year groups, registration groups, houses and so on. This option can also be accessed via Focus | Pupil | Education History and selecting the required pupil.

Reports Clicking the Reports hyperlink displays the reporting folder. See Chapter 10 for reports.

Scenario – Checking SEN Review Information Jade Baker’s parents have written to the SEN co-ordinator to ask whether they will be informed by letter of the next review date as they are concerned that they may forget the date. The SEN co-ordinator has asked the for date of the next review to be checked and a call made to Jade’s father to let him know that a letter will be sent out confirming the review date nearer the time. The SEN co-ordinator has also requested a message to be sent to her once contact with Mr Baker has been made.

Step by Step – Locating SEN Information 1. Select Jade Baker’s pupil details. 2. Click the SEN hyperlink in the Links panel on the right-hand side to display Jade’s SEN information.

NOTE: SEN provides access to the editing routines for SEN data. This is an extensive data recording area as indicated by the hyperlinks across the top of SEN details and is the subject of a specific course – SIMS SEN User.

3. Jade’s SEN details are displayed and are available to view or edit.

4. Click the Reviews hyperlink. 5. The Reviews panel displays the date for each meeting, the review type, review status and SEN status for Jade. If the date of the next review meeting is recorded when a review meeting has taken place, then the next date for the future meeting is also displayed. The next review scheduled for Jade can be seen in the graphic displayed below.

6. Close the SEN details by clicking the Close button.

Step by Step – Send a Message Send a message to the SEN co-ordinator, once Jade’s father has been contacted, to let her know that Mr Baker knows he will receive a letter regarding Jade’s review meeting. 1. Click the Send Message hyperlink in the Links panel on the right-hand side.

NOTE: It is also possible to click Send Message in the Links panel when the SEN information for a pupil is displayed.

2. The Send Message panel is displayed with Jade’s name already completed.

3. Click the Add button next to Recipients Detail’s field and type Bro in the Surname field, and then click the Search button. 4. Highlight Charmaine Brown, click the Add button, and then click the OK button. 5. Select SEN Message from the Type drop-down list. 6. Type the following message in the Message field: Hi Charmaine, I phoned Mr Baker to let her know that a letter would be sent about the next review nearer the time. Regards Gill. 7. Click the Send button. 8. Click the Close button to close Jade’s pupil details. Exclusions Clicking the Exclusions hyperlink gives the option to review any details of periods a selected pupil has been excluded from the school. For more information on exclusions please see Chapter 8.

Scenario – Request for a List of Conduct for Marissa Fuller Marissa’s class teacher would like to view Marissa’s conduct before a meeting with her parents.

Step by Step – Viewing Data in Behaviour Management 1. Open Marissa Fuller’s details. 2. Click the Behaviour Management hyperlink in the Links menu. This displays a summary of achievements, incidents of unacceptable behaviour, detentions, report cards and behaviour review meetings that have occurred during the current academic year.

3. In the example, Marissa has had several achievements recorded and only one incident for misbehaving. No detentions or report cards have been recorded. 4. To view Marissa’s conduct during any of the previous academic years since being admitted to the school, click the Academic Year drop-down list and select a year from the years listed. A summary of Marissa’s conduct for the selected year is displayed.

Scenario – Request to View Attendance Data Mrs Grosvenor, the head teacher, has come to the office to find out why Susan Londis was sent home and asks for a check on her attendance. While she’s there Mrs Grosvenor expresses concern at the number of absences due to illness that Susan has had and asks for a breakdown of the exact amount of days she has taken off. If possible she would like a print out of her attendance.

Step by Step – Locating a Pupil’s Attendance Data

NOTE: Attendance gives a view of the pupil’s attendance details as managed using the Attendance module.

1. Open the Pupil Details browser and search for Susan Londis. 2. Click the Attendance hyperlink on the Links panel.

3. The end date defaults to yesterday’s date, but this can be altered to view historical data by changing the date, and then clicking the Refresh button. 4. Clicking an attendance code in the Session Code Totals list highlights that code in the pupil’s record. The totals are given for the number of absences both authorised and unauthorised that Susan has had recorded. It is also possible to determine if there is a pattern of absence emerging. For example, is there a particular day of the week when Susan is absent? 5. The appearance of the display can be adjusted using the Sessions radio buttons at the top of the screen to view weekly or monthly attendance. 6. Clicking the Print button enables the pupil’s attendance marks to be printed. Dinner Money Financials If the school is using Dinner Money this link enables staff to view details of dinner money transactions. Assessment If Assessment is in use, selecting the assessment option displays the assessment screen. Select the required templates/marksheets from the tree structure on the left. Any results entered for the selected pupil are displayed.

Communication Log Communication log enables the recording of any communication and the method of communication to be recorded between the home and the school.

Activity – Request to Find a Pupil and Others in her Class A request has been made to find the record of a pupil called Celia in year 5. Unfortunately the teacher cannot remember her surname. The teacher would like to have a look at the record and also see a list of other pupils in her class. n Access the Pupil Details browser. n Using what has been covered in the course so far search for the pupil using the search criteria fields in the browser to restrict the pupils in the list. n If the search displays a pupil called Celia, select Celia to view her details. n View a list of pupils in Celia’s class. n Produce a list of the pupils in the same class as Celia. n Produce a printout of the class list.

6. Changes to Contact 06 Data

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Chapter Introduction As seen in a previous chapter the school will typically be informed of a change of address from a parent or appropriate contact. The adjustment need only be made once and can be applied to all other people living at the same address. It is convenient to adjust a pupil’s address and have the change applied both to other related pupils and appropriate contacts. However, the change of address could equally be made for just one contact.

Scenario – Notification of Change of Address for One Parent A letter has been received from Anabel Clarke’s mother to say that unfortunately Mr Clarke will no longer be living at the family home and details of his new address and phone number have been included. New address details: home telephone number 0595 425939 and address 5 Church Road, Port Talbot, SA12 5JP. Mrs Clarke has said that Mr Clarke still has parental responsibility and should remain as contact priority number 2. Mrs Clarke has said that Mr Clarke should receive any correspondence relating to Anabel from the school and a school report, so his contact salutation and addressee details need updating. Mrs Clarke’s parental salutation/addressee fields also need to be updated and a note attached to linked documents to summarise the letter.

Step by Step – Changing a Contact Details (Family Separation) 1. Search for the pupil’s details, click the Open button to display the details and click the Family/Home hyperlink.

2. Highlight the contact, double-click their name or click the Open button and click the Addresses hyperlink.

3. Click the Move House button and confirm that the person is to be given a new address.

4. A Find Matching Addresses dialog is displayed. Type the Post Code, and then click the Continue button.

If no matches are found only the New button will be available to select. If matches are found, highlight the address that matches and click the Open or Copy buttons as appropriate.

NOTE: If SIMS contains addresses that have no recorded post code, these addresses may be offered as a possible match.

5. Click the New buton and confirm that the end date for the current address is to be synchronised with the new address by clicking the Yes button.

The Edit Other Residents Address Details dialog is displayed for the other family members living at the address.

6. As Anabel and her mother are remaining at the current address, deselect the check boxes, either by deselecting the appropriate check box or by clicking the Uncheck All button.

7. Enter Mr Clarke’s New Home Address Details as shown in the graphic displayed below.

8. When complete, click the Save button to save the address. Mrs Clarke has sent other details regarding Mr Clarke and his relationship to Anabel, so it may be appropriate to change other details for him. 9. Check that Mr Clarke still has parental resonsibility and that the contact priority is the same. Ensure that the Correspondence and Pupil Report check boxes are selected to indicate that the contact should receive information regarding Anabel.

10. Complete further details on the Telephones and Email Addresses panel as required. 11. To change Mr Clarke’s current home telephone number, select the required number and click the Open button. 12. Delete the existing number and enter the new one given by Mrs Clarke. 13. As with addresses, the other members of the family with the same telephone number can also move to the new number at the same time. In this instance Mrs Clarke and Anabel are to retain the existing telehone number so ensure that the check boxes are deselected. Click the OK button.

14. It is also possible to add a photograph of Mr Clarke, if one has been provided and added to SIMS, by clicking the Field Browser button in the basic details added for Mr Clarke. 15. If Mr Clarke’s salutation and addressee details have not already been added select the Basic Details panel and click the Generate Salutation/Addressee button to populate the Salutation and Addressee fields.

Generate salutation/addressee Button

16. When all the changes have been made, click the Save button, and then click the OK button to close the Contact information. 17. Anabel’s Family/Home panel is once again displayed. However, the parental salutation and addressee details need to be updated for Mrs Clarke. Click the Generate Salutation/Addressee button to populate the Parental Salutation and Parental Addressee fields in the Family/Home panel.

18. Click the Save button to save Anabel’s pupil details. Click the Close button to close his record.

Scenario – Phone Call to Notify School of Change of Telephone Number Mrs Clarke has now telephoned the school to give details of a new home telephone number. The last two digits of her number have changed from 87 to 68.

Step by Step – Changing a Contact’s Phone Number – Through Contact Details 1. To edit a contact’s details direct, either click the Contacts icon on the SIMS toolbar or select Focus | Person | Contacts and enter the contact’s name in the filter. Click the Search button.

Contacts icon

2. Type the contact’s surname and, if known, their forename in the search criteria fields and click the Search button. 3. Highlight their name and click the Open button or double-click their name to display their details in contact details. 4. Click the Telephone and E-mail Addresses hyperlink. 5. Highlight the telephone number that Mrs Clarke has said needs to be changed. 6. Click the Open button to display the Edit Telephone/Fax dialog. 7. Edit Mrs Clarke’s telephone number. 8. Click the OK button to accept the adjustment. Other people having the same telephone number are now displayed and the option given to update to the new number.

9. Either click the Check All button to select the check boxes for all contacts with the previous number or select the relevant check box. Deselecting someone’s check box means that their number is not updated. Click the OK button to complete the change. 10. Click the Save button to store the changed telephone number, followed by the Close button to exit the Contacts focus.

07 7. Agencies and Agents

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Chapter Introduction This chapter covers adding agencies and agents by selecting Focus | Agency | Agencies to add or edit agency details or select Focus | Person | Agent to add or edit agents. To add or edit agents, the agents shortcut on the SIMS Home Page may be selected instead.

Agents icon

An agency is the term used in SIMS to identify an organisation that employs agents entered into SIMS. An agency can be a LA support team, a doctor’s surgery or any other organisation that employs people who are classed as agents in SIMS. An agent is an individual who has some involvement in a pupil’s development. They might be doctors, educational psychologists from the LA support team or external specialists who are being consulted about particular pupils. It is advisable to add all the known agencies to SIMS before entering the details of the agents associated with them.

Scenario – Request to find a Surgery’s Telephone Number The SEN co-ordinator has requested the telephone number of the Stanton Surgery.

Step by Step – Viewing Agency Details 1. Select Focus | Agency | Agencies to display the Agency browser. 2. It is possible to filter the number of agencies displayed by entering the agency name, town, post code in the relevant criteria search fields. Selecting the agency type from the Agency Type drop-down list also filters the number of agencies displayed. Type St in the Agency Name field and click the Search button.

The contact number for the surgery is displayed in the agency details listed in the browser. 3. To view all the agency details recorded, highlight Stanton Surgery in the browser list and double-click to display the details. To double check the surgery telephone number, select the Contact Information hyperlink. A message can now be sent to the SEN co-ordinator with the requested telephone number.

Scenario – Notification of a New Agency and Agent The school has received a letter from David Douglas’s father regarding a speech and language centre that David will be visiting. He has asked if the details could be recorded for David. The details are as follows: n Dr John Higgins n Speech and Language Centre, 5 River Street, Stevenage, MK44 4NR. Telephone Number: 01438 112234.

Step by Step – Adding an Agency 1. Select Focus | Agency | Agencies and click the New button to add a new agency.

2. In the Basic Details panel type Speech & Language Centre in the Agency Name field. 3. Select the type of agency from the Agency Type drop-down list.

4. Click the Addresses hyperlink, record the agency address by entering the post code and clicking the Continue button. Click the New button if no matching address is found and click the Save button to save the details added so far. 5. Click the Contact Information hyperlink and record the agency telephone number.

6. Click the Save button to save the telephone number just entered.

Step by Step – Adding an Agent 1. Click the Agents hyperlink on the Speech & Language Centre agency details, and then click the New button.

NOTE: An agent can also be added independently of an agency by either selecting Focus | Person | Agents or clicking the Agents icon from the SIMS toolbar. However, any agents added this way should be linked to an agency before their details can be saved.

2. Basic details can now be entered for the agent to be linked to the speech and language centre. Enter the details for John Higgins, as shown in the graphic displayed below. Click the Continue button.

NOTE: SIMS will check for any matches. If a match is found they will be displayed in the matched people dialog. The New and Open buttons are available for selection, depending whether the agent is new to SIMS or a match has been found. If no other John Higgins is found in SIMS the matched people dialog is not displayed.

3. Known basic details can now be entered for the agent. Select Doctor from the Title drop-down list.

4. It is now possible to record contact information for the agent. To record the telephone number and possible email address for Dr. Higgins, click the Telephones and Email Addresses hyperlink. 5. To record the agency address click the Addresses hyperlink. Enter the same Post Code as entered for the agency. The Find Matching Addresses dialog is now displayed with the matching agency address listed at the top of the list.

6. Click the Copy button to copy the address to the agent’s details. Select Work from the Address Type drop-down list. 7. Click the Save button to save the details entered for Dr. Higgins, followed by the OK button to link Dr. Higgins to the speech and language centre. 8. Click the Save button to save the agency details.

Scenario – Adding a new Agent and Linking to an Agency The school receives notification that a new speech therapist, Daniel Foster, is due to visit the school. The information given shows that he works for the same agency as Dr. Higgins at the speech and language centre.

Step by Step – Linking an Agent to an Agency 1. Either select Focus | Person | Agents or click the Agents icon on the SIMS toolbar. 2. Click the New button, add the details for Daniel Foster, as shown in the following graphic and click the Continue button.

3. Select Mr from the Title drop-down list. 4. The contact information can be entered next. Click the Telephone and Email Addresses hyperlink. Enter the relevant details and click the Addresses hyperlink. Select the same address entered for the speech and language centre.

NOTE: The telephone, email address and address details do not need to be entered at this stage and can be entered later, if required.

5. Click the Agencies hyperlink and click the New button. 6. The name of the agent automatically populates the Agent Name field. Select a job title from the Job Title drop-down list.

7. Click the browser button next to the Agency Name field.

NOTE: The agency should already be known to SIMS before an agent can be linked to it.

8. Search for the required agency by typing sp in the Agency Name field, and then click the Search button. 9. Select Speech & Language Centre and click the OK button.

10. Click the OK button to return to the Agents Details screen.

11. Click the Save button to save the agent details.

Step by Step – Linking the Pupil to an Agent 1. Open Doctor John Higgins details and click the Linked Pupils hyperlink to display the Linked Pupils panel. 2. Click the New button in the Linked Pupils panel of the Agents Details screen. The Agent – Student Links dialog is displayed.

3. Select the relationship type from the Relationship Type drop-down list. This denotes the capacity in which the agent is associated with the pupil.

NOTE: The Start Date will default to today’s date but can be changed by clicking the Calendar button and selecting a different date. Alternatively, the date can be entered in dd/mm/yyyy format. The End Date can be left blank until the pupil stops being linked with the agent. Select the SEN Link check box if the agent will be giving additional support for a pupil with SEN. This action updates the linked adults section for all pupils whether recorded with special educational needs or not. Therefore only select the check box for pupils that are known to be recorded with SEN.

4. Click the Add button adjacent to the Pupils panel to display the Select Pupils browser. 5. Search for David Douglas by typing dou in the Surname field, highlight his name from the list displayed, then click the OK button to link him to the agent. It is possible to link other pupils to the agent, if required.

6. Click the OK button on the Add Linked Pupils dialog when all relevant pupils have been linked to the agent. 7. Click the Save button to save the details of the pupils linked to Doctor Higgins agent details.

8. Exclusion 08 Management

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Chapter Introduction The school census collects information regarding exclusions, both fixed term and permanent and contains the following information: Personal Details (for Each Exclusion) Surname, forenames (including middle names), date of birth, gender, unique pupil number (UPN), SEN status and looked after status. Exclusion Details (for Each Exclusion) This records the reason for the exclusion, type of exclusion, start date and length of exclusion.

NOTE: Recording a permanent exclusion does not take the pupil off roll, this should not be done until the completion of the appeals process and where the outcome is that the permanent exclusion still stands. After the completion of the appeals process, ensure a permanently excluded pupil’s information is fully up to date before making them a leaver paying particular attention to the personal details and exclusion details as listed above.

The exclusions routines are accessed from a pupil’s pupil details using the Links panel or by selecting Focus | Pupil | Exclusions to display the pupil. A summary of exclusions are displayed for the selected pupil of any fixed term or permanent exclusions already recorded. It is possible to add a new exclusion, open an existing exclusion or delete an exclusion by clicking the appropriate buttons on the right-hand side of the exclusion summary. The school’s discipline committee should be notified of any fixed term exclusions of more than five days or of any permanent exclusion(s). The discipline committee is made up of representatives from the school’s governing body and parents may make representation to this committee if they disagree with the action to exclude their child from the school. The school should also ensure that adequate educational provision is made for any exclusions lasting longer than five days. In the case of permanent exclusions, the pupil’s parents have the right to appeal to the LA against the decision. If their appeal is successful the pupil may be reinstated into the school.

As in many other areas in SIMS it is possible to attach documents to an exclusion record. The school may have a standardised mail merge letter that is sent home to parents if there is a fixed term or a permanent exclusion. This may be based on the DfE model letter and linked to the pupil’s exclusion record using the notes/documents panel. Following the decision to exclude a pupil, the school is obliged to communicate with parents. It may be appropriate to link the letter to the pupil’s record using the notes/documents section. The standard mail merge letter is run from a pupil’s pupil details by clicking the reports hyperlink in the links panel. Appropriate details are automatically completed in the letter which could be printed and saved.

Scenario – Adding a Fixed Term Exclusion Stephen Ackton physically assaulted a pupil last Thursday in the dinner queue and as a result was excluded for five and a half days. Stephen’s exclusion went before the discipline committee who met yesterday and the exclusion has been upheld. His parents were also represented at the discipline committee. This exclusion needs to be recorded.

NOTE: For fixed term exclusions of less than five days it is not necessary for the head teacher to inform the discipline committee, although it is customary for the chair of governors to be informed and any exclusions brought to the attention of the whole governing body of the school.

Step by Step – Recording a Fixed Term Exclusion 1. To add a fixed term exclusion for Stephen Ackton, either select Focus | Student | Exclusions or select Stephen’s pupil details and click the Exclusions hyperlink from the Links menu. 2. If Stephen has been excluded on previous occasions, a summary of exclusions recorded for Stephen are displayed. Click the New button to add a new exclusion record. 3. The Add Exclusions dialog is displayed.

4. Select Fixed Term from the Type drop-down list in the Exclusion Details panel. 5. Select Physical assault against a pupil from the Reason drop-down list. 6. Select last Thursday as the start date from the Start Date Calendar button. The academic year and term are automatically populated according to the year and month selected for the start date. 7. Select an end date five days later from the End Date Calendar button. 8. Select PM in the Start Time field and PM again in the End Time field. 9. Click the Calculate button to calculate the length in school days. The calculation should correspond to 5.50. If not, adjust the end date accordingly.

NOTE: If a permanent exclusion is selected no end date, start time or length of school days is available to select.

10. Type Kicked another pupil whilst queuing for dinner in the Comments section. 11. An agency, where appropriate, can be added although this is entered as free text and not selected from the list of agencies held elsewhere in SIMS. For example, if the incident leading to the exclusion involved the police, this section enables this information to be recorded. 12. Click the OK button to complete this stage of the process. 13. The exclusion just added is now displayed in the summary of exclusions. To save the details entered as shown in the summary, click the Save button.

NOTE: The details of any exclusion are not saved until the Save button is selected.

Step by Step – Recording Discipline Committee Information 1. If the discipline committee meets, select the Stephen’s exclusion details, highlight the relevant details and click the Open button or double-click it. 2. In the Discipline Committee panel, record the date the committee met in the Committee Date field.

3. Select Exclusion Stands from the Committee Result drop-down list. 4. As Stephen’s parents made representation to the committee regarding the exclusion, select the Parents Representation check box. 5. Click the OK button to complete the process, then click the Save button to save the record.

NOTE: Government regulations dictate when and if a meeting of the school’s discipline committee should take place. It is dependent on the number of days for which a pupil has been excluded from school in a term and in a year. If appropriate the details relating to meetings of the discipline committee can be recorded.

Scenario – Adding a Permanent Exclusion Jordan Acton verbally abused several other pupils and a member of staff a month ago and also started throwing equipment around his classroom. A decision was made to permanently exclude him from the school on the grounds of health and safety. His parents were informed and were told that they have the right to appeal to the discipline committee and the LA about the decision. The details of the exclusion and the result of the appeal committee meeting now need to be recorded.

Step by Step – Recording a Permanent Exclusion 1. Select Jordan Acton either, by selecting Focus | Pupil | Exclusions or selecting his pupil details and clicking Exclusions from the Links menu. 2. From his exclusions summary click the New button. 3. Select Permanent from the Exclusion Type drop-down list. Select Other from the Reason drop-down list. 4. Enter a date about a month ago as the start date of the exclusion using the Calendar button. The academic year and term are automatically populated according to the year and month selected for the start date.

5. Type Jordan lost his temper with the group he was working with and started shouting at them and using bad language. The support assistant tried to calm him down and he then picked up his chair and threw it at the whole group in the Comments section.

NOTE: As the exclusion is permanent, no end date, start time or length school days are required. The end date is only required if the pupil is reinstated.

6. In the Discipline Committee panel select a date two or three days after the exclusion start as the date the meeting of the discipline committee took place. 7. Select Exclusion Stands from the Committee Result drop-down list and select the Parents Representation check box to indicate that Jordan’s father has contacted the committee regarding the exclusion, which he feels should be overturned. He has indicated that he will be appealing against the decision made by the head teacher and the governing body. 8. Click the OK button to display Jordan’s exclusion summary and click the Save button to save the details entered.

Step by Step – Recording the Results of the Appeals Committee 1. To record the result of the meeting by the appeal committee, select the pupil’s Exclusion Details, highlight the relevant details and either double-click it or click the Open button. 2. Select the Appeal Received check box in the Appeals Committee panel. 3. Select last Monday from the Appeal Date field by clicking the Calendar button. 4. Select Exclusion Stands from the Appeal Result drop-down list. 5. Select last Tuesday from theResult Date by clicking the Calendar button. 6. Click the OK button to display Jordan’s exclusion summary. 7. Click the Save button to save the exclusion details entered.

NOTE: If the appeal committee had decided to reinstate Jordan to the school, the exclusion would need to be changed to show that Jordan had been reinstated and the exclusion changed to fixed term. As the decision to exclude Jordan from the school has been upheld, then his pupil details will need to be edited to show that he has left the school.

9. Writing Home to 09 Individual Parents

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Chapter Introduction

Quick Letter provides a mail merge document of a standard letter to the parents of an individual pupil enabling quick production of a letter home. The content of the letter is added by the user. This chapter covers a quick introduction to the Quick Letter template and sending a letter home for an individual pupil at the school. There are other courses available which provide more in depth coverage on editing the template and producing letters for other purposes within SIMS. A document produced using Quick Letter can be linked automatically to the pupil record as a linked document.

Scenario – Creating a Quick Letter The special educational needs co-ordinator (SENCo), Charmaine Brown, reserves Wednesday afternoons between 1.15 and 3.15pm for seeing parents. The school has some concerns about the level of Emily’s progress and a decision has been made to arrange a meeting with Emily’s parents. Send a letter home to the parents of Emily Brown to ask them to contact the school office to make an appointment to come into school and see the SENCo one Wednesday afternoon this term to discuss Emily’s progress. Emily’s parents will need to contact the main school office either by phone or email to arrange a meeting, so ensure the letter contains the school phone number and email address.

Step by Step – Using Quick Letter 1. Open Emily Brown’s details and click the Quick Letter hyperlink in the Links panel.

2. The security settings in Word may have macros disabled which may result in a message asking for macros to be enabled. Click the Enable Macros button.

NOTE: For Word 2007 select Office button | Word Options | Trust Centre | Trust Centre Settings, then select disable all macros with notification. Click the Close button to close Word and run Quick Letter again. This time in Word the following security warning is displayed:

Click the Options button and select enable this content.

Office Button

If macros have been disabled in Word 2010, the following warning message is displayed.

Click the Options button and select Enable Content.

The Quick Letter opens as a Microsoft Word document. The pupil’s name, address, parental salutation/addressee will be picked up automatically from the pupil details, if this information is present in the pupil’s details. 3. Enter the School Name and Address on the right-hand side of the Quick Letter, by deleting where the instructions are given for editing the letter.

NOTE: If a more permanent quick letter is required to include, for example, the school address and logo, the template is stored in \Program Files\SIMS\SIMS .net\QuickLetterTemplate. To save any changes to the quick letter template click the Word Save button or select File | Save (Word 2010) or Office Button | Save (Word 2007), and then click the close button to close Word.

4. Enter the letter details.

5. Click the Print button to print the letter from Word. 6. In Word 2007 and 2010 click the Add-Ins tab and click the Quick Letter Save and Close button. This enables the letter to be uploaded to the document server and attaches the letter to the pupil’s details. The letter can be viewed at a later date using the Linked Documents button.

7. The Upload to Document Management screen is displayed. Any required details may be entered in here. Click the OK button. 8. The letter closes with a confirmation that the quick letter has uploaded successfully to the document server. 9. Click the OK button. 10. The letter is now stored on the document server and and can be viewed by clicking the Linked Documents hyperlink on the Links menu of Emily’s Pupil Details screen.

11. Highlight the required document and click the Open button to display the Edit Note/Document dialog. This enables the attached document to be viewed or edited.

It is also possible to open the letter by clicking the Attachment icon.

Attachment icon

10. Running Basic SIMS 10 Reports

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Chapter Introduction SIMS is installed with a range of pre-defined reports. These include reports which should meet most needs for producing lists and mailing labels. Upgrades to the software may also include new reports which can be added to the list of available reports. This section covers running basic pre-defined reports, but there are further courses which cover the techniques of report design and importing and exporting report definitions, should more details be required. Reports which involve lists of pupils can be run from the Reports menu. However, reports which contain large amounts of data for each pupil can be run for an individual pupil by opening the pupil details for the pupil and accessing the Links menu where there is a reports option. This enables the running of any selected pupil type report displaying the contents as they relate to the pupil in view.

Scenario – Request for Pupils where Date for Eligibility for Free School Meals has Expired The head teacher would like a report to show all year 6 pupils whose eligibility for free school meals expired before 1st August 2013.

Step by Step – Running the Free Meal Expired Report 1. Click the Run Report shortcut on the Focus bar or select Reports | Run Report to display the Reports browser.

Run report icon

The Reports browser displays folders containing lists of available pre-defined reports.

NOTE: The default folder displayed is the My Reports folder. As the user creates their own reports, this folder will fill with their personal reports. The display may show an empty folder, meaning that no personal reports have been created.

2. The Focus folder contains sub-folders which contain reports that focus on different aspects of the data. Click the Expansion button to the left of the Folder symbol to display the sub-folders and click the Student folder to display the reports it contains.

3. Scroll down the list of reports and highlight the Free School Meal Expired Report. Click the Run button above the Report browser or double-click the report.

NOTE: The list of reports available will depend on those which have been imported, some standard reports may be available and general principles associated with running reports apply.

4. The Enter parameter values for report dialog is displayed. Filters have been applied to the report so that only the required details are displayed and enables flexibility with who is included in the report.

5. Select a date in the Expires before Date section by clicking the Value the drop-down list. Select the Year 6 check box for the Year Group section and select the Accept All (bypass filter condition) check box for the Reg Group panel. The accept all (bypass filter condition) check boxes mean that a Filter panel can be ignored. Click the OK button to close the Enter parameter values for report dialog. 6. The report opens in the output selected at the design stage of the report, which may be a Word List Report, Excel, Word Mail merge and so on. In this instance the report is displayed as a Form Report.

7. To print the report, click the Word Print button. 8. Click the Close button to close the document. If any changes have been made to the report SIMS asks if the report is to be saved. 9. Once the document has closed, close the SIMS report by clicking the Close button.

11. Managing the School 11 Diary and Personal Tasks

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Chapter Introduction This chapter introduces the school diary and enables the recording of any school events that occur during the course of an academic year. These might include school trips, training days, staff meetings and parents’ evenings. In addition the diary can be personalised so that anyone with permission to update the school diary can add events that only they can see, which might include personal tasks that have either been defined in the school diary or the SIMS Alerts module.

Scenario – Request to Add Parent Evenings to the School Diary The dates for next term’s parents’ meetings have been decided at a recent staff meeting and are to be added to the school diary. The meetings are to be spread across two weeks, during the middle of next term. Parents of pupils in the early years classes and in Key Stage 1 (KS1) are to take place over three days during the first week from 18.00 to 20.00. Dates for the parents of Key Stage 2 (KS2) pupils are also to take place over three days during the second week from 18.00 to 20.30.

Step by Step – Adding a School Event to the Diary 1. To display the school diary, either select Focus | School | School Diary or click the School Diary icon on the SIMS toolbar.

School diary icon

2. The school diary is displayed, which includes a list of the academic years already defined.

NOTE: This course assumes that relevant academic years have already been defined. Further information on creating a new academic year can be found in the Preparing for a New School Year course.

3. This example displays the diary of events in month view, but further options are provided to enable the events recorded in the diary to be viewed for the day or the week. Either click the Day icon or the Week icon. Clicking the Month icon changes the diary view back to a view of the month’s events.

4. Further options are provided to print the diary page displayed and to toggle whether or not to display a list of all the academic years that have been defined. Click the Tree icon to toggle between displaying and not displaying the list of academic years. 5. While in month view scroll down the diary to the month in which the meetings are to take place in. Select the date and click the Action drop-down list. Select Create New Event | User Defined Event. Alternatively, right-click and select New School Event from the menu displayed.

The School Event dialog is displayed.

6. Type Termly meeting with KS1 parents in the Description field. 7. The school diary enables users to define categories of events. For example, if the school wishes to record educational visits, this could be incorporated as an event category. To add a new category, click the Categories button.

8. Type Parent Evenings in the New Category field, and then click the Add button. Categories that are no longer required can be removed by clicking the Delete button. 9. Click the OK button to return to the School Event dialog. 10. Select Parent Evenings from the Category drop-down list. If there is a long list of categories it may be necessary to scroll down the list. 11. The start time and end time displays the date selected, defaulting from 08.30 to 09.00am as the times set for the meeting. For the moment ignore the incorrect times as this will be rectified in the next step.

NOTE: A check box is also included for marking an event as private. This enables you to add events, to your personal copy of the school diary. Others will not be able to see events marked as private.

12. As this event is to take place over three evenings, click the Recurrence button to ensure that the event is entered for the required number of days.

The event recurrence dialog is displayed.

13. In the Event Time section, the default start time is populated automatically as 08.30am and the end time as 09.00am. Change the start time to 18:00, either by overwriting the existing entry or by selecting the time from the drop-down list. Now change the time the meeting ends to 20:00. The event duration automatically populates how long the meetings are to last. As the pattern defaults to daily, no change is required this time. However, notice that SIMS also enables a pattern of recurring events to be set up on a weekly or monthly basis. It is also possible to specify days of the week on which the events are to occur. 14. The Range of Recurrence section is where the start and end dates are entered. Both dates default to the date originally selected for adding the event. This is correct for the start date. However, the end by date needs to be changed as the meetings only take place over three days in the selected week.

NOTE: There is no limit as to how often an event can recur during the academic year. For example, staff meetings occur on a regular basis and these could be added to the school diary for the whole year. So that events do not occur during holidays, the Skip Holiday check box should be selected. It is also possible to define the number of times an event is to occur by changing the required number in the End after section, which is ten by default.

15. Click the OK button. A summary of the event entered is now displayed.

16. Click the OK button to confirm the school event. 17. To review a single event, highlight and double-click the required entry. This displays the School Event dialog populated with the details just entered. Notice that the times are now displayed correctly with the times set for the recurring event.

Other events that can be added to the school diary include staff training and public holidays. Although public holidays are often defined when the academic year is set up, there are other occasions when additional days may be granted. For example, additional days of national importance could be entered as a special public holiday in the school diary. The process for adding these events is similar to the process for adding a school event.

Activity 4 – Add Key Stage 2 Parent Meetings to the School Diary Add the dates for the meetings to be held for the parents of the KS2 pupils in the school. These need to be scheduled to occur the school week following the dates defined for parents of the KS1 pupils.

Scenario – Prepare Agenda for Governors Meeting A meeting of the school governors is to take place soon and one of the tasks required is to prepare the agenda for circulation to the members of the governing body. Set up a reminder to perform the task and ensure that it is only displayed in their personal copy of the school diary. Although private events can be created in the school diary by selecting the private check box, personal tasks can also be added through the SIMS Alerts module. This enables a reminder to be sent to the SIMS Home Page that a specific task needs to be carried out by a certain time.

Step by Step – Adding a Personal Task to Prepare Agenda for Meeting 1. Select Focus | Alerts | Personal Tasks. 2. A summary of any personal tasks previously added is displayed. Click the New button to add a new task.

The Add Personal Task dialog is displayed enabling the details of the task to be recorded.

3. Type Prepare report for Governor’s meeting in the Description field. 4. The Start Date defaults to the current date, but can be changed, either by entering the date manually or by clicking the Calendar button and selecting the required date. 5. The Due Date also defaults to the current date, but as it is likely some time will be required before the task is completed, change the date to something more suitable. 6. The importance of completing the task can be selected from the Priority drop-down list. Options available are high, medium (default) and low. Select High from the Priority drop-down list. 7. Select the Status for completing the report. By default, the status is not started, which can be retained for this task, as the date for starting the task is in the future. Investigate the other options available when the drop-down list is selected. If required, additional information to do with the task can be entered into the notes section. 8. If a reminder to start the task or when the task should be completed is important, select the Reminder check box. When the check box is selected, a date is required for the reminder to be displayed in the My Reminders section of the SIMS Home Page. As the reminder date defaults to the current date, change this to the same date selected for the task start date.

9. As the task being created needs to be added to their personal diary, select the Add to Personal Diary check box.

10. Click the Print Report button for a printed copy of the report. 11. Click the OK button. The task is now displayed in the summary of Personal Tasks, but has not been saved. Click the Save button. 12. Click the Close button to close the Personal Task dialog. 13. Select Focus | School | School Diary or click the School Diary button to check that the task has been added to their personal diary.

14. The task is displayed in the diary for each date it remains active. Notice the padlock icon which indicates that the diary entry is personal and cannot be seen by all. 15. Double-click the personal task entry for one of the dates. This action displays the School Event dialog populated with the details entered for the personal task. Notice that the category allocated is personal task and that both the All day event and Private check boxes are selected. 16.

12. Configuring the SIMS 12 Home Page

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Chapter Introduction The SIMS Home Page provides an overview of the key content in SIMS, for example, events from the school diary, reminders and messages together with group summary information on attendance, conduct (behaviour incidents and achievements) and assessments. For teachers, their timetable can be displayed and configured to show different views, for example, daily, by the week and so on. The panels displayed on the SIMS Home Page can be configured. Do not forget that some panels are user specific, for example, it is necessary to be a member of the attendance manager group in SIMS System Manager to configure the missing register notification panel.

Step by Step – Configuring the SIMS Home Page The Configure button, on the SIMS Home Page toolbar, enables the number, layout and order of the panels to be configured for display on the SIMS Home Page. 1. Click the Configure button at the top of the SIMS Home Page to display the Configure Home Page dialog.

Configure Button

2. Click the Remove All button to clear any panels previously configured. Click the Yes button in response to the confirmation message.

The configuration panel is displayed with an empty grid on the right-hand side of the dialog. However, the grid is still configured to contain the number of panels as previously set. To change the number of grid panels or the way they are displayed use the panel counter to increase or decrease these. Click the Remove Panel icon to remove any unwanted panels on the grid by highlighting the panel and clicking the Remove Panel button. 3. Clicking and dragging a required icon from the left-hand side to an appropriate panel in the grid enables this panel to be displayed on the SIMS Home Page.

4. Deselect the School Bulletin check box to remove the School Bulletin panel. 5. When the grid arrangement is complete, click the OK button and view the changes on the SIMS Home Page. 6. Some of the individual panels may need to be configured on the SIMS Home Page. For example, the attendance summary can be configured to display the class attendance applicable to the class’s teacher. The ability to configure a panel is selected by clicking the icon displaying futher options and selecting the Configure option.

Configure icon

The following panels are available for displaying on the SIMS Home Page. Single – Use Panels These panels, as the name suggests, can only be selected once: n My Scheduled Reports - displays any reports scheduled to run automatically n School Diary – displays events created in the school diary n My Reminders – displays any deadlines that are about to expire, for example, free school meal eligibility, SEN review dates n My Favourites – displays most frequently selected menu routes, reports, students and marksheets. By selecting the appropriate tab, the list of favourites in the selected group is displayed n My Messages – displays any messages sent by other SIMS users n Missing Registers Notification – displays any registers not completed after a preset time has expired n Scheduled Detentions – displays any detentions for the selected cycle.

Multiple-Use Panels These panels can be displayed a number of times on the SIMS Home Page, as it is possible to configure the summaries to display details for different groups in each panel. n Attendance Summary – displays a graph showing an attendance summary for a selected group. n Assessment Summary – displays an assessment summary for a selected group. n Conduct Summary – can be configured for a selected group to display a statistical chart of: a) Behaviour Incidents b) Achievements c) Behaviour and Achievements together.