Types & Subtypes
- About Types & Sub-Types
- Wellbeing
- PRI-Academic
- PRI-Expectations
- SEC-Academic
- SEC-Expectations
- SWAN&SEE Staff
- Evidence of Student Adjustments
- Stakeholder Communication
- Pathways
About Types & Sub-Types
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
What is a Type & Sub-Type?
In Pastoral Care in Schoolbox:
- a type establishes a certain category of organisation
- a subtype is a sub-category that belongs to a type
Each time a record is created, a type & sub-type must be chosen.
The available sub-types are defined by the type that has been chosen.
Structure of Types & Sub-Type Listing
On the following pages, each Type & Sub-Type is described in the following ways:
These define:
1) Who the intended author of the subtype is
2) Who the target audience of the subtype is
3) The purpose and description of the subtype, and possible reports that can be used with this subtype
Wellbeing
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
Chaplaincy-CHAP ONLY
Target Audience: Chaplains & Senior Leadership
Purpose & Description: Note & record taking for Chaplains. A Pastoral Moderator may need to edit visibility in the case of conflict of interests (ie. a Chaplaincy record about a child of a senior-leader).
Chaplaincy records are highly confidential
Chaplaincy STATS can be downloaded from PC to create a SWAN Record of Evidence.
Individual Needs
Target Audience: Chaplains / SWAN / Senior-Leadership
Purpose & Description: A place for teachers to record individual needs of a student.
There is some ambiguity about this sub-type and it's purpose
Attendance
Target Audience: Senior Leadership & General Teaching Staff
Purpose & Description: To record attendance concerns & observations, for example: a student has missed school for X consecutive days, or a student has missed 'maths' for X consecutive days.
Work is currently being completed on an Attendance Tracker App to help capture this data.
Concern - ReferToLeadership
Target Audience: Senior Leadership
Purpose & Description: A mechanism to record notification of a confidential concern to leadership. Leadership may then choose to share this via the 'Concern-FYI' record sub-type.
Pulse Alert
Target Audience: Chaplains & Senior Leadership
Purpose & Description: A place for records to be created in response to reviewing Pulse data.
Support Services
Target Audience: Teacher or Leadership or Chaplain
Purpose & Description: To record students receiving support services
There is some ambiguity about this sub-type and it's purpose
Feedback from Sec SWAN - if this is for allied health, this isn't the right place to have this record type.
Concern-FYI
Target Audience: Teaching Staff
Purpose & Description: A general record to notify teaching staff about a concern. Should not be confidential in nature in general record. Confidential records can be included in 'Confidential' section.
PRI-Academic
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
Academic Integrity
Target Audience: HOTL, Coordinators
Purpose & Description: To have a record of academic integrity concerns such as: cheating, plagiarising, etc.
Achievements
Target Audience: HOTL, Coordinators
Purpose & Description: To have a record of academic achievements that can be remembered and celebrated
Enrichment
Target Audience: Enrichment Coordinator, SWAN & HOTL
Purpose & Description: A record that tracks enrichment activities that students have participated in. This may also be used to capture students involvement in enrichment programs
Clarification required. This record type conflicts with PRI-Academic -> Extension
ESL / EALD
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to create records for students that concern English as a Second Language or Dialect.
Clarification required. This record type conflicts with SWAN&SEE STAFF -> EAL/D
Extension
Target Audience: Enrichment Coordinator & HOTL
Purpose & Description: A place for teachers to record extension activities
Clarification required. This record type conflicts with PRI-Academic -> Enrichment
Learning Intervention
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to record interventions in student learning. This could be differentiation, or other instances were records may not be created by SWAN staff but might impact future NCCD, IEP, ESP documentation.
Modified Curriculum
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to record curriculum modification for students.
Clarification required. Are teachers required to complete these records, or should this be completed in communication with SWAN?
SWAN Support
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to create a record that informs SWAN about a request for a student to be added to SWAN processes (ie. GRIST SWAN Document + SWAN Profile)
Is this the best mechanism for notifying SWAN Staff about a student needing support.
Should the sub-type be re-labelled as "SWAN Support Request"
Teacher Planning
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to record a link to Teacher Planning
Recommend this sub-type is deleted
This record sub-type is not currently in use with the Primary Teacher Planning processes. Further work needs to be done to provide an updated and integrated planning process. Most likely this will not include or require this sub-type.
PRI-Expectations
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
PRI-Expectations follows the Primary Behaviour Management policy framework which is reflected in the listed sub-types
Disrespect
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'disrespect'
Physical
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'physical' incident
Relationships
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'relationships'
Destruction of Property
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'destruction of property'
Technology Infringement
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'technology infringement'
Transport
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'transport'
OSHC
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'OSHC'
Mean-On-Purpose
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'Mean-On-Purpose'
Uniform
Target Audience: Class Teacher, Coordinators & Senior Leadership
Purpose & Description: A record that records student behaviour -> 'Uniform'
Handover Notes
Target Audience: Entering Year Coordinator / Class Teacher
Purpose & Description: A record that communicates key details for teachers as they 'hand over' students from one calendar year to the next (ie. Exiting Yr5 -> Entering Yr6)
SEC-Academic
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
Achievement
Target Audience: HOD, YLC, HOTL, Awards Collation
Purpose & Description: A record of student academic that could be used to inform end of year Awards
Currently this record has not been used to inform academic awards. This may be used in this way in the future.
Assessment Extension
Target Audience: HOD, YLC, HOTL
Purpose & Description: A record of assessment extension that can be used to track trends of assessment extensions over time.
Historically, extensions on assessments have not been tracked over time, rather they have been isolated to a class teacher, YLC or HOD without data being collected across subjects or semesters.
Concern
Target Audience: HOD, YLC, HOTL, SWAN
Purpose & Description: A record that reflects a concern that a teacher has raised academically about a student. This might be -
- subject ability concerns
- learning difficulties
- formative or summative downward trends
Integrity
Target Audience: HOD, YLC, HOTL
Purpose & Description: A record that reflects an issue of 'academic integrity' such as: plagiarism, cheating, etc.
Incomplete Homework
Target Audience: HOD, YLC, HOTL
Purpose & Description: A record of incomplete homework
Modified Assessment
Target Audience: SWAN, HOTL
Purpose & Description: A record of assessment modification. This may be used for NCCD, IEP & ESP documentation.
Assessment modification may be required for students that are not captured in SWAN or NCCD. This may however, constitute evidence that can be used for inclusion in these processes, including AARA (ie. historical evidence built over yrs 7-11 to request break times or alternative format external exams).
Teacher Planning
Target Audience: SWAN & HOTL
Purpose & Description: A place for teachers to record a link to Teacher Planning
Recommend this sub-type is deleted
SEC-Expectations
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
Exceeding Expectations
Target Audience: YLC, HOD, Senior Leadership, Award Data
Purpose & Description: To capture evidence of students displaying exemplary behaviour or inter-personal engagement that 'exceeds expectations'
Behaviour
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture a record of poor student 'behaviour'
Prepared for Class
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture a record of students arriving at class 'unprepared'.
Punctuality
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture a record of student arriving late for class
Relationships
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture a record of student displaying inappropriate interpersonal relationships. This may include romantic relationships, fighting or similar
Substance Use
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture a record of student use of prohibited substances
Technology
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture record of inappropriate use of technology. This may include: mobile phone, smart device, laptop, iPad where they have been used outside of the Digital Policy. For example: accessing inappropriate websites, capturing images of people without permission, using a device without teacher permission.
Uniform
Target Audience: YLC, HOD, Senior Leadership
Purpose & Description: To capture record of student being out of uniform or wearing the uniform poorly, for example: shirt being untucked, makeup, haircut required
YLC Handover
Target Audience: Entering YLC & Senior Leadership
Purpose & Description: A record that communicates key details for teachers as they 'hand over' students from one calendar year to the next (ie. Exiting Yr7 -> Entering Yr8)
SWAN&SEE Staff
Types & Subtypes provide a structure for Pastoral Care records. Types & Subtypes should inform record creators about which to choose based on the record they are creating.
Please refer to the SWAN Evidence Chapter for NCCD details
Evidence
Target Audience: SWAN Coordinator, HOTL, Head of Learning Enrichment (TBC), NCCD Audit
Purpose & Description: A record of evidence of: assessed individual needs, student adjustment, consultation / collaboration, teacher planning, monitor & review
Clarification required. This record type may be redundant as it could be captured as a TAG in PC reporting but will service as a 'general' evidence record type for SWAN staff when used with SWAN-Evidence TAGs.
Evidence - TA Secondary Notes
Target Audience: SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: A record of evidence of lesson notes recorded by SWAN Teacher Aides who are in class with students supporting their learning needs. This is an example of adjustments & monitoring & review.
EAL/D
Target Audience: SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: Records relating to English as a Second Language or Dialect (EAL-D). This includes observations and notes about EAL-D students, Bandscale Report.
Clarification required. What other entry types might be added here?
NCCD Forms
Target Audience: SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: A special record type that is an internal audit tool ('form') for checking that a student has sufficient evidence to qualify for:
- Physical / Cognitive / Social-Emotional / Sensory
- QDTP (Quality Differentiated Teaching Practice) / Supplementary / Substantial / Extensive
Clarification required. This record type may be redundant or not required. Value in the record type - but some double up in the template.
Assessed Individual Needs
Target Audience: SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: A single-record-entry per SWAN student that lists documents that collect evidence of 'assessed individual needs'.
Clarification required. This record type may be redundant as it could be captured as a TAG in PC reporting: SWAN-Evidence-Assessed Individual Needs. Also, it is a clumsy looking record type that is not easy to engage with for multiple evidence types. Better to delete this record type and retain 'Evidence' + use of TAGs for SWAN Evidence entry.
Feedback from Sec SWAN - value esp. for medical reports / etc. that are collected but don't form part of the NCCD evidence. May be a double up of 'Stakeholder Communication'....
IEP-PRI
Target Audience: SWAN Coordinator, HOTL, NCCD Audit, Class Teacher, (Parent)
Purpose & Description: A single-record-entry per SWAN student that requires an IEP (Individual Education Plan).
Currently the included template is not being used in-line, in service of a word processing template (Word or Google Docs) that can be easily collaborated on and shared with Class Teacher + Parent + SWAN staff.
This record and linked document is worked on in draft form between the Class Teacher & SWAN Staff.
Once the 'draft' is complete, it is then shared with parents.
Support Plan-PRI
Target Audience: SWAN Coordinator, HOTL, NCCD Audit, Class Teacher, (Parent)
Purpose & Description: A single-record-entry per SWAN student that requires an IEP (Individual Education Plan).
Currently the included template is not being used in-line, in service of a word processing template (Word or Google Docs) that can be easily collaborated on and shared with Class Teacher + Parent + SWAN staff.
This record and linked document is worked on in draft form between the Class Teacher & SWAN Staff.
Once the 'draft' is complete, it is then shared with parents.
IEP-SEC
Target Audience: SWAN Coordinator, HOTL, NCCD Audit, Class Teachers, Child Safety Services (External Body)
Purpose & Description: A single-record-entry per SWAN student that requires an Individual Education Plan
This document is worked on in draft form between the Class Teacher & SWAN Staff.
Once the 'draft' is complete, it is then shared with parents.
Support Plan-SEC
Target Audience: SWAN Coordinator, HOTL, NCCD Audit, Class Teachers, Child Safety Services (External Body)
Purpose & Description: A single-record-entry per SWAN student that requires a Support Plan
This document is worked on in draft form between the Class Teacher & SWAN Staff.
Once the 'draft' is complete, it is then shared with parents.
ESP
Target Audience: SWAN Coordinator, HOTL, NCCD Audit, Class Teachers, Child Safety Services (External Body) + Child Safety Officer (CSO)
Purpose & Description: A single-record-entry per SWAN student that requires a Education Support Plan (ESP). This document needs to be printed as a hard copy for engagement with Child Safety Services (external Government department).
Information about Education Support Plans can be found here.
SWAN Profile
Target Audience: College Teaching Staff & Support Workers
Purpose & Description: A special automated single-record-entry per SWAN student that shows a student profile including diagnosis, suggested adjustments and intervention programs they are involved in.
Note to CHO - write up the workflow for GRIST -> SWAN Profile Creation including logs.
The SWAN Profile is automated using data from the GRIST SWAN Students database which aggregates to Schoolbox class pages and Pastoral Care.
Using TAGs for SWAN Evidence
Fold out below for more information.
Additional - TAGGING SWAN-Evidence
This is a duplication of content from SWAN->Evidence
All evidence is recorded in Schoolbox Pastoral Care as 'PC Records' and is then tagged where appropriate with the following 'TAGS':
- SWAN-Evidence-Assessed Individual Needs
- SWAN-Evidence-Adjustments
- SWAN-Evidence-Monitoring & Review
- SWAN-Evidence-Consultation & Collaboration
This allows for records to have multiple TAGs and reduces the need for records to be duplicated. For example:
- an email chain between parents and teachers may include:
- evidence of assessed individual needs
- parental report of disability in conjunction with evidence of an assessed individual need
- evidence of adjustments
- teacher reply with adjustments made in class
- evidence of monitoring & review
- modifications made to the adjustment over time including reflections
- evidence of consultation & collaboration
- the email chain itself
- evidence of assessed individual needs
An email chain of this nature can include all of the 'SWAN-Evidence' tags above.
SWAN staff are able to retrospectively apply TAGs where appropriate leading up to an audit.
Below is a breakdown of the different types of evidence and examples of what is included in each type.
Evidence of Student Adjustments
Consultation / Collaboration
Target Audience: SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: A single-record-entry per SWAN student that maintains a communication log.
Clarification required. This record type & sub-type should be removed as this evidence is best captured through the 'SWAN-Evidence-Consultation & Collaboration' TAG & the 'Stakeholder Communication' type & sub-type.
Stakeholder Communication
Stakeholder Communication
Target Audience: Teachers, SWAN Coordinator, HOTL, NCCD Audit
Purpose & Description: A single-record-entry where communication has happened between the College and stakeholders.
This can include:
- parents
- specialist teachers
- support workers
- other government bodies
Examples of communication might include:
- record of phone call
- email chain
- letter attachment
Note that this record type has general visibility for 'teachers' but confidential visibility for: Primary Leadership Team, Secondary Leadership Team, SWAN Team
Pathways
Pathways
Target Audience: Student, Secondary Leadership Team, Parent
Purpose & Description: This record can serve as a mechanism to communicate pathway decisions between the College, parents and students, with commenting turned on for all parties, to create transparent communication.
Currently this record type and sub-type is not in use.