How to Setup Staff Kiosk Pastoral Care (SK)

This guide helps schools set up the Pastoral Care (PC) module in Staff Kiosk and manage parent/student visibility of PC Entry details in other TASS Portal products.

Use the links in this document for detailed, reference-level help on each topic or program.

Step

Menu Path

Details

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1

TASS Knowledge Base > Staff Kiosk > Pastoral Care.

TASS Knowledge Base > Video Library.

Read the ‘Overview’ and ‘About Pastoral Care’ sections of the Staff Kiosk Pastoral Care article.

Important!

It is very important that, before you attempt to set up Pastoral Care, you read and understand the concepts that are outlined in this overview.

Special attention should be given to the examples provided for Types, Conducts, and Outcomes.

We also recommend that you watch the following videos:

▶️ Managing Pastoral Care Outcomes Video

▶️ Adding a Pastoral Care Entry Video

▶️ Scheduling Pastoral Care Outcomes into the School Calendar Video

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2

Staff Kiosk Pastoral Care > Parameters (Setup).

Define whether your school will be operating the Pastoral Care module as a 'points-based' system (not recommended), e.g. where points are awarded or deducted from students based on their Pastoral Care entries.

If your school does decide to operate a 'points-based' system, the following additional programs will need to be set up:

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3

Staff Kiosk Pastoral Care > Types (Setup).

Set up the Pastoral Care Types that will be available to teachers when logging Pastoral Care Entries.

One of the Types (and only one) must be configured with 'Subject Flag' set to 'Yes'.

One of the Types (and only one) must be configured with 'Extra Curricular Flag' set to 'Yes'.

Examples

Type	Subject Flag	Extra Curricular Flag
Class/Curriculum	Y	N
Sport/Extra Curricular	N	Y
Playground	N	N
Community	N	N

Only one type can have the Subject Flag, and only one can have the Extra Curricular Flag.

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4

Staff Kiosk Pastoral Care > Conduct (Setup).

Set up the Pastoral Care Conducts that will be available to teachers when logging Pastoral Care Entries.

Examples

Academic mention.
General merit.
Classroom participation.
School community assistance.
General community assistance.
Uniform Infringements.
Bullying.
Fighting.
Technology misuse.
Disruptive in class.
Stealing.

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5

Staff Kiosk Pastoral Care > Outcomes (Setup).

Set up the Pastoral Care Outcomes that will be available to teachers when logging Pastoral Care Entries.

Note the Outcomes that will require scheduling in the school's calendar.

Examples

Detention that occurs every Wednesday afternoon.
A Study Group that occurs every Monday morning.
Warning.
Playground duty.
Sent from class.
Homework support.

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6

Staff Kiosk Calendar > Event Categories (Setup).

Create a separate 'Event Category' for each Outcome (in Step 5) that requires scheduling in the school's calendar.

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7

Staff Kiosk Calendar > School Calendar.

Using the 'Event Categories' set up in Step 6, create the Calendar Events for each Outcome.

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8

Staff Kiosk Calendar > Calendar Feeds (Setup).

Ensure that 'Pastoral Care' is available as a feed and that the 'Mandatory in SC' is set to 'Yes'.

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9

Staff Kiosk Pastoral Care > Outcomes (Setup).

Edit the Outcomes you scheduled in the school's calendar (in Steps 6 and 7) and define the Event Category used.

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10

TASS.web System Admin > Utilities > Email Settingson the ‘System Email Templates’ tab.

Review and activate the 'Pastoral Care Medical Concern' email template to be sent to the school's medical centre staff when a PC Entry has the 'Medical Concern' checkbox selected.

This email template targets TASS.web users with ‘view’ and ‘add’ permissions for the ‘Student Illness/Daily Log’ security point in TASS.web System Admin > Users > User Maintenance or Security Role Permissions.

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11

Staff Kiosk Pastoral Care > Types (Setup).

Select 'Yes' in the 'View in Parent Lounge' field to make the desired Types visible to Parents in the Parent Lounge.

Select 'Yes' in the 'View in Student Orbit' field to make the desired Types visible to Students in the Student Orbit app.

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12

Staff Kiosk Pastoral Care > Conduct (Setup).

Select 'Yes' in the 'View in Parent Lounge' field to make the desired Conducts visible to Parents in the Parent Lounge.

Select 'Yes' in the 'View in Student Orbit' field to make the desired Conducts visible to Students in the Student Orbit app.

Pastoral Care records appear only in Parent Orbit and/or Student Orbit when both the ‘Type’ and ‘Conduct’ are marked ‘Yes’ for the relevant product.

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13

TASS.web System Admin > Users > Portal Security Permissions

Optional.

To make the selected PC Entry Types and Conducts (from Steps 12 and 13) visible to parents in Parent Lounge, edit Parent Lounge and select the 'Pastoral Care' permission to display the Pastoral Care section in Parent Lounge.

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14

TASS.web System Admin > Utilities > API Gateway Maintenance on the ‘OAuth2 API Applications’ tab.

Optional.

To make the selected PC Entry Types and Conducts (from Steps 12 and 13) visible to parents in the Parent Orbit app, enable the Pastoral Care-related OAuth Scope - API Access for the ‘ORBITPARENT’.

To make the selected PC Entry Types and Conducts (from Steps 12 and 13) visible to Students in the Student Orbit app, enable the Pastoral Care-related OAuth Scope - API Access for the ‘ORBITSTUDENT’.

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15

Staff Kiosk Pastoral Care > Types (Setup).

Optional.

For each Type you set up in Step 3, you can send automatic notifications to selected staff when that type is chosen on the PC Entry form. Click ‘Edit’ for the Type, then click the ‘Add Recipients’ button.

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16

Staff Kiosk Pastoral Care > Conduct (Setup).

Optional.

For each Conduct you set up in Step 4, you can send automatic emails, notifications, or SMS to staff or parents when that conduct is chosen on the PC Entry form. Click ‘Edit’ for the Conduct, then select the relevant checkboxes in the ‘Automatic Notifications’ section.

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