Adding a New PC Entry
Overview
The Staff Kiosk Pastoral Care > PC Entries program allows you to create new Pastoral Care Entry records.
Click the '+ Add' button to display the 'Pastoral Care Entry' screen.
You can also add PC Entries in bulk; see the 'Adding a Bulk PC Entry' article for details.
User Security Permissions
Access to this program is controlled by the ‘PC Entries’ security point in the Pastoral Care section of TASS.web System Admin > Users > Portal Security Permissions for Staff Kiosk.
To create a new PC Entry, users must also have the ‘Add PC Entries’ security point.
Contact your school’s TASS System Administrator for access.
Adding a New PC Entry
The 'Pastoral Care Entry' screen displays these fields for data entry.
Fields that require further explanation | |||||||
Student |  Type three or more characters of the student's code, surname, preferred surname or given name into the 'Student Search' Box:  As soon as the third character is entered, matching students are displayed. You can keep typing to further refine your search or click on the blue section to select the student. Only current students will be displayed. If the field name is plural (Student(s)) you can add multiple. | ||||||
Photo | Once a student has been selected, their photo will be displayed. | ||||||
Date | Indicates the date for this PC Entry. This field will automatically default to the current date. | ||||||
Time | Indicates the time for this PC Entry (optional). This field will automatically default to the current time. | ||||||
Type | Use the drop-down list to select the type for this entry. For more information on Pastoral Care Types, refer to the 'Types (Setup)' documentation. | ||||||
Subject | This field becomes mandatory if you selected the Pastoral Care Entry 'Type' (directly above) that is used to record entries that are related to a subject class, e.g. Class/Curriculum. The drop-down list will provide a selection of the student's subject classes. You will be required to select one of these. | ||||||
EC Activity | The ‘EC Activity’ field becomes mandatory if you selected the Pastoral Care Entry 'Type' (directly above) that is used to record entries that are related to an Extra Curricular Activity (EC) Team/Level, e.g. Sport/Extra Curricular. The drop-down list will provide a selection of the student's Extra Curricular Activity Teams/Levels. Select one if the PC Entry relates to an EC activity. | ||||||
Conduct | This field is used to define the Pastoral Care 'Conduct' for this PC Entry. Conducts are a critical element for the Pastoral Care system:
You can override the system-allocated points in the ‘Points’ field below. For more information on Pastoral Care Conducts, refer to the 'Conduct (Setup)' documentation. User Security Permissions Each Conduct has its own security point in the ‘Pastoral Care’ section of TASS.web System Admin > Users > Portal Security Permissions for Staff Kiosk. Staff Kiosk users must have the relevant Conduct-related security point assigned to view the conduct in:
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Medical Concern | The ‘Medical Concern’ checkbox lets users flag when a medical issue is connected to the PC Entry. Your school may have the 'Pastoral Care Medical Concern' system email template configured to alert medical centre staff when a new PC Entry is submitted, and this checkbox has been selected. | ||||||
Severe | The ‘Severe' field activates only after selecting the ‘Medical Concern' checkbox. Use this field to indicate if the Medical Concern was severe. Select 'Yes' if it was severe or 'No’ if it is not. Each school may define ‘severe’ differently. Refer to your school's policies and procedures for details. | ||||||
Medical Condition | The ‘Medical Concern' field activates only after selecting the ‘Medical Concern' checkbox. Use this field to select a Medical Condition related to the PC Entry. | ||||||
Points | This field will only be displayed if your school is running a Points-based Pastoral Care system. The number of points associated with the 'Conduct' will be added or deducted from the student's starting points when you save this record. You can override the system-allocated points. | ||||||
Recipient Students | This becomes a mandatory field if you use a 'Conduct' that has been set up to require the recording of recipient students. This would typically be for a PC Entry that involved more than one student, such as 'Bullying'. You can select one or more 'Recipient' student. Type three or more characters of the student's code, surname, preferred surname or given name into the 'Student Search' Box: As soon as the third character is entered, matching students are displayed. You can keep typing to further refine your search or click on the blue section to select the student. Only current students will be displayed. If the field name is plural (Student(s)) you can add multiple. | ||||||
Outcome | A PC Entry 'Outcome' is an action or follow-up required as a result of the 'Conduct' recorded (optional). If you select an 'Outcome' that has been flagged as requiring a Staff Kiosk 'Calendar Event' then you must pick the event date and time. An example of this would be a PC Entry that involved a detention. You would nominate when the student is to undertake the detention based on the event options in the school calendar. The student would then be able to view the detention in his/her eDiary, Parents can also access their student's eDiaries in Parent Lounge. The system will allow multiple teachers to enter a student into the same Outcome/Calendar Event combination. Therefore, the student can be allocated to the same detention multiple times. A list of all students who are required to attend detention on a particular date and time can be produced using this program. On the 'PC Entries' screen, use the filters at the top to select the appropriate 'Outcome'. Choose an Outcome with a Calendar Link' and then pick from the 'Calendar' filter that becomes available. You can use the 'Print' button to produce a hard copy of the detention list. You can then set the 'Complete' flag for all the students who attended. To email the parents and/or students on a detention list, use Staff Kiosk Pastoral Care > PC Entries (Lists/Emails). For more information on linking PC Entries to Calendar Events, refer to the 'Outcomes (Setup)' documentation. | ||||||
Location | Use the ‘Location’ field to enter the location where a Pastoral Care Entry/incident occurred, up to a maximum of 140 characters. | ||||||
Calendar Event | This is only available (and mandatory) if you have nominated an 'Outcome' for this PC Entry that is linked to a 'Calendar Event'. If this is the case, select a 'Calendar Event' from the drop-down list. Calendar Events can be created in Staff Kiosk Calendar > School Calendar by selecting the ‘Category' that has been defined for the Outcome in Staff Kiosk Pastoral Care > Outcomes (Setup). | ||||||
Teacher Comment | Record a comment of up to 4000 characters. This is visible to other teachers when they view this PC Entry. | ||||||
Comment for Parents | Record a comment of up to 4000 characters. This is visible to parents from the 'Notifications' button in Parent Lounge through a hyperlink on the 'Notification Text' field for the Pastoral Care entry. This Comment is not visible to parents in the Parent Orbit app. | ||||||
Completed | Use this to record when a student has completed this PC Entry/Outcome combination, e.g., the student has completed the nominated detention. The completed flag can also be set in bulk for multiple PC Entries from the previous ‘The PC Entries List Screen’. | ||||||
Parent Contacted | Tick the ‘Parent Contacted’ checkbox to indicate whether the parent of the student has been contacted regarding the Pastoral Care entry. The 'Parent Contacted' field can also be updated after this record has been saved:
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Parent Acknowledged | Tick the ‘Parent Acknowledged’ checkbox to indicate whether the student's parent has acknowledged the incident. The 'Parent Acknowledgement' field can also be updated by editing the PC Entry using this program. | ||||||
Attachments | Two options are available to attach a file to this PC Entry:
An example of this could be a more detailed report regarding this incident. | ||||||
Show Automatic Notifications | Automatic Notifications are generated to other teachers and parents based on the 'Conduct' that you used for this PC Entry. Click on the ‘Show Automatic Notifications’ link to view who will be included in this automatic notification. Notification options include email, SMS, and Notifications (to teachers in Staff Kiosk and parents in Parent Lounge). The email sent to teachers will contain a link that when clicked, will automatically redirect the user to the 'Pastoral Care Entry' screen for this student in Staff Kiosk. It may be possible to remove the automatic notification to the parents for this PC Entry (depending on your school's policy). All communication (email, notification and SMS) generated from Staff Kiosk is recorded in a Communication Log. | ||||||
Show Parent Contact Info | Click the ‘Show Parent Contact Info’ link to view parent contact details, including names, relationship tags, living arrangements, home phone, work phone, mobile 1, and mobile 2. You can also click the ‘Email’ icon to email individual parents. The parent contact information displayed is determined by the 'Communication Rules' set up on the student records. 'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements. Administrator Note Staff Kiosk uses the following rules that are set up on each student record in TASS.web:
A warning will be displayed if there are no 'Communication Rules' set up on the student record in TASS.web. You should advise your TASS System Administrator. | ||||||
Click the 'Submit New' button to save this PC Entry to the database or the 'Cancel' button to return to the 'PC Entries' list screen.