Creating and Managing Pastoral Care Types

The categories listed in the drop-down are 'Pastoral care types', these can be managed by the School SEQTA Administrator through 'Data Management'. The permission 'DATA:EDIT' is required to access the 'Data Management' page.

1. Go to the Administration Workspace > Data Management.
   
2. Select Pastoral Care Types from the left-hand side.
3. Click Add Record to create a new record. Alternatively, to edit a Pastoral Care type, use the search box to find the Pastoral Care type, then click on the record to open the Edit window.
4. Set up the Pastoral Care type as required:
   • The 'Label' field will display as the 'Category'.
   • Please refer to the Introduction to Pastoral Care (Full Manual) for detailed listing of each field.
5. Click 'SAVE' to keep any changes.

Deleting Pastoral Care Types

If a Pastoral Care type has any notes saved against it then the 'Delete' button will be greyed out. To delete the type either delete the notes, or reassign them to a different Pastoral care type. Click here for steps on finding and deleting/editing pastoral care notes.

Archiving Pastoral Care Types

Pastoral Care types should be archived if they are no longer required, once archived the Category will no longer be available for selection when creating Pastoral care notes. Pastoral care notes created against archived pastoral care types display in the Student Summary pages, however, they are grey and italicised to indicate they are archived.

Display Order of Pastoral Care Types

The order in which the Pastoral Care types display in the 'Categories' drop-down in the SIP is controlled by the field 'Sort Order'. Those with a sort order of 'Unspecific' comes first, then 0, and then the rest of the numbers in ascending order.

Creating Pastoral Care Type SMS Templates

SMS templates allow the use of Merge Fields when sending Pastoral Care SMS Alerts to parents.

Example SMS template:

Please note that {prefname} received a {type} for {details} from {staff}.

Example SMS output:

Please note that Katie received an affirmation for her assistance with classroom clean-up duty from Mrs J Smith.

Pastoral Care Sub-Categories

Sub-Categories can be added to Pastoral care types to allow selection from the drop-down when creating the Pastoral care notes. When the 'Sub-Category Required' option is selected, staff will need to select a Sub-Category before they can complete a Pastoral Care note.

Required format:

["Certificate of Achievement","Award"]

Pastoral Care Type Rules

Rules can be set through the Pastoral Care type, they are used to apply a Pastoral Care Type to a period of time (for example the day and time a detention is held). See: Setting Pastoral Care Type Rules.

Pastoral Care Visibility in SEQTA Learn and SEQTA Engage

See: Managing Pastoral Care Dashlets in SEQTA Learn and SEQTA Engage

Restricting Pastoral Care Types

Pastoral Care types can be restricted to ensure they are only available from the 'Categories' for selected staff. The permission required for staff to have access to the restricted categories is 'PC: ENTER RES'. This permission also allows staff to restrict the Pastoral Care note itself. See Creating Pastoral Care Notes.

Pastoral Care Templates

Templates are used to ensure the details of the Pastoral Care notes are entered in a consistent manner. Templates can be selected from a drop-down list when creating the note, multiple templates can be added and text can be edited before saving.

The format for templates is as follows:

["Chewing gum","Littering","Spitting"]

Allocating and Viewing Points

Pastoral Care types can be set up so when a note is created using that type points are automatically allocated (or deducted). To view how many points are assigned to each student click on the 'Pastoral Care Workspace' icon on the left spine in SEQTA. Points can then be viewed under the 'IN DETAIL', 'QUANTITATIVE' and 'QUALITATIVE' tabs.

The 'Quantitation' tab provides the total number of points allocated to each student, also the number of points allocated to a group of students (i.e. Year, House, Roll, or Selected Students).

Unable to see some Fields

Some columns may not appear by default under 'QUALITATIVE ANALYSIS' or 'IN DETAIL'. To make these visible, first do a search so same Pastoral Care notes appear in the work area. A button should then appear called 'CONFIGURE FIELDS'. Click the button and select the applicable options. If the Edit or Delete options are missing this indicates insufficient Pastoral Care Permissions. See Editing and Deleting Pastoral Care Notes.