Schools Module

1. Schools Module Introduction Press F5 to maximise this presentation

2. The school module is controlled using the drop down list of the diocesan schools.

3. Either scroll through the list to select a school. Jump down the list by entering the first few letters of the name of the required school.

4. The ‘School Details’ button opens up a form showing general information about the selected school.

5. The Admin Name is used for internal administration. The Published Name is used on labels and in the diocesan directory. The OFSTED URN Number is used when opening an OFSTED Report on the official website. This control stores the age range of the pupils at the school. The details of the numbers at the school are stored in these fields. The Service Agreement that is in place between the diocese and the school is recorded here. Miscellaneous information can be stored in these fields.

6. The OFSTED button opens a form can be used to store details about the OFSTED reports for a school.

7. Summaries of the OFSTED reports are stored here, showing the date the reports were carried out, the grades that were received and allowing space for comments. Enter new records at the bottom, using the ‘X’ to add a date.

8. The ‘SIAS’ button opens a form that can be used to record details of SIAS reports.

9. The ‘More Details’ button opens details of the SIAS report on that row. To add a new SIAS Inspection enter the date, grade and Inspector here, then click More Details.

10. The School, Inspector and Inspection Date can only be amended from the summary page.

11. A record of communications with the school can be recorded in ‘Visits & Correspondence’.

12. The ‘Visits and Correspondences’ form can be used to keep a record of interactions between the diocese and the school. Important notes can be recorded as well as summaries of phone calls and visits. To find an existing communication use the boxes shown on the left to narrow down the search. Then click the ‘Search’ button. To view details of an existing communication highlight the correct row and double click it or click the ‘Open’ button. To add a new communication click the ‘Add’ button, the next slide shows the form displayed after clicking ‘Add’. Documents and Photos cannot be stored in this section but they can be stored in the school ‘Folder’

13. Each record can be categories into entries such as ‘Appeal, Governor Training, Note, Phone Call and School Visit’. The results can be filtered using the Education Team list, by a date range, by category or by searching for specific text

14. To create a new communication select the Category from the drop down list. To select an Advisor click the X button to select from available people. Enter required information about the communication in these highlighted fields.

15. The ‘Custom Area’ button only appears for some diocese, and shows customised forms and reports. It can be used to add bespoke functionality if it isn’t included in the module by default. The ‘Configuration’ button opens a form to enable the setting up of the schools module, further details available in the advanced training power point. The ‘Renew Governors’ button opens a form that can be used to manage renewal of terms of office for school governors.

16. By default the form will give details of governors ending their term of office in the next month. This period can be changed using the ‘X’ buttons. Narrow the search using the ‘Job’ control, or simply leave it blank. Click ‘Find’ to display the required records. Select the person you wish to renew the post for. Ensure the renewal period is correct, then click ‘Extend’.By default the form will extend a term by 3 years. ‘Output to Excel’ can be used to create a data set for mail merge.

17. The ‘OFSTED Online’ button shows the latest OFSTED Report for the selected school. This function relies on the school having the ‘OFSTED URN’ entered correctly on the schools details form. The ‘Reports’ button opens a form that presents a number of options for outputting summaries of information about a school or schools.

18. Configurable Reports are a number of standard reports that output summaries of visits to schools, school officers or lists of most recent SIAS reports. If a report is required but not available by default it can be created and added to the ‘Bespoke Reports’ list or in the ‘Report Folder’.

19. The ‘Export Data’ button opens a form that provides a facility for outputting raw data. The raw data can be analysed or arranged as required.

20. Export Data enables SIAS Inspections, OFSTED Reports and Schools data to be exported into an Excel spreadsheet.

21. The ‘Communications’ button enables a selection of people or schools to be contacted.It is used for creating emails, labels and mail merges.

22. The criteria for the report can be selected using the following controls: Select a job or a group of jobs from the ‘Job Selection’ control. The contents of this list changes depending if ‘Jobs’ or ‘Job Groups’ are selected. The other controls, Type, LA, Area and SLA can be used to further refine the criteria. Create the output using the ‘Output’ list to select the required format.

23. Clicking the ‘Open folder’ button opens up a folder locations unique to the selected School.

24. The folder can be used to store and quickly retrieve documents relating to a specific school.

25. Please use the ‘Help’ button to find out more information.

26. This is the end of the tutorial.