PC Entries (Lists/Emails)
Overview
The Staff Kiosk 'PC Entries (Lists/Emails)' program allows you to:
Generate a report (PDF) of student Pastoral Care Entries using multiple selection criteria.
Generate an export (Excel® or Word®) of student Pastoral Care Entries using multiple selection criteria.
Generate emails to students and/or parents using multiple selection criteria, e.g., all students who have performed community assistance this term or all students with detention on a certain date/time.
Update the 'Parent Contacted' flag for multiple Pastoral Care Entries (whilst generating emails).
Save your selections so that this list/email template can be reused and will become available in your 'My Saved Lists' area.
Once it is saved in your 'My Saved Lists' area, it can be used to:
View student profiles.
Generate communications via email, SMS, or Notifications.
This program can be accessed by navigating to the Staff Kiosk Pastoral Care menu.
You can also see a list of all Pastoral Care Entries for a single student from the ‘Pastoral Care’ section of their Staff Kiosk Student Profile.
User Security Permissions
Access to this program is controlled by the ‘PC Entries (Lists/Emails)’ security point in the Pastoral Care section of TASS.web System Admin > Users > Portal Security Permissions for Staff Kiosk. Contact your school’s TASS System Administrator for access.
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:
Staff Kiosk Pastoral Care > PC Entries
Staff Kiosk Pastoral Care > PC Entries (Lists/Emails)
Staff Kiosk Student Search > Student Profile > Pastoral Care
My Saved Reports
If you previously saved a configuration of this listing, use the ‘My Saved Reports’ drop-down to pre-populate your preferred filters. See the ‘Save this Report as’ section below for more information.
Student Searching
Firstly, you need to determine your student selection.
Use the 'Student Selection' drop-down list to include:
All students.
Students in the Year Group(s) for which you are the 'Head' or an 'Administrator'.
Students in the House(s) for which you are the 'Head' or an 'Administrator'.
Students in your PC/Tutor Group (if applicable).
Students in your subject classes.
Use the following programs to assign staff to the following roles:
Role | Menu Path |
Head of Year | Use TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab. |
Year Administrators | Use TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab. |
Head of House | Use TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab. |
House Administrators | Use TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab. |
PC/Tutor Group Teachers | Teachers are allocated to PC/Tutor Groups using TASS.web Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or TASS.web Student Admin > Teacher Records > Teacher Information > Teachers. Students are allocated into PC/Tutor Groups in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab or TASS.web Student Admin > Student Records > Student Information > Student Grid Entry. |
Use the 'Student(s)' quick search if running the report for a single student or a small number of students. Only students who match the 'Student Selection' that you chose directly above will be available.
PC Entries Filters
Next, use these fields to filter by PC Entries' attributes, e.g., those with an Outcome of 'Detention'.
Exception Criteria
The Exception Criteria field options are dynamically populated to match the selections made in the 'PC Entries Filters' fields. Use these to further influence the filtered results.
When the 'Show' button is clicked, checks are performed to ensure that the mandatory 'Date... From/To' has been entered. If not, tooltips will be displayed next to the dates saying 'field is required'.
More Filters
Next, use these fields to further filter, based on PC Entries' attributes. Fields in this section of the screen are context-sensitive, based on the filters that you have added above.
For example, use this to create emails for all students who must attend an Outcome/Calendar Event combination (Detention on a certain date/time).
First, select one Outcome with a Calendar link (in the PC Entries Filters section above), then use the 'Calendar Event' filter to select the Date/Time.
Sorting
By default, this list will sort the data by student name.
Use the drop-down list to select an alternative sorting option.
One primary and four secondary sorts are available (use 'Then by').
Where applicable, you can also use the following icons to:
 | Determine if the sort order is ascending or descending. |
 | Determine whether the subtotal should be included based on the sort order. |
 | Determine whether a page break is needed based on the sort order. |
Export To
These include:
Export to PDF.
Export to Excel®.
Export to Word®.
Generating Emails (Select and click the 'Next' button). See the 'Generate Emails' section below.
Generate Emails
From the custom list modal, you can elect to generate emails to the students and/or parents based on your selections above. Email Templates can be set up for use here.
Email templates for PC Entries (Lists/Emails) can be set up and maintained in TASS.web System Admin > Utilities > Email Settings, under the 'Email Templates' tab, by selecting 'Pastoral Care (PASCAR)' as the email category.
Tick the 'Update Parent Contacted' checkbox to indicate, on each student's Pastoral Care record, that the parent has been sent an email.
Formatting Options
Use these options to enhance the appearance of your report.
The first drop-down list in this section of the screen lets you choose whether the report displays the students' 'Given Name', 'Preferred Name', or 'Both'.
Additional Fields
Select 'Additional Fields' to include in the listing by highlighting them with a mouse click. The 'Student Code', 'Surname, 'Given or Preferred Names' and 'Year Group' fields are automatically included and are not available for selection.
Holding down the 'Shift' key while clicking on your options permits a range selection, and holding down the 'Ctrl' key while clicking enables multiple selections.
Report Title
Use the Report Title field to change the title used in the listing. The default title is ‘PASTORAL CARE ENTRIES’.
Save this Report as
Enter a Report Name in this field to save the filters that you have selected on this page as a saved configuration that you can access later, via ‘My Saved Reports’ at the top of the screen within this program and also via Staff Kiosk Listings > My Saved Lists.
This listing/email program has extensive selection options. These options can be saved as a 'My Saved Report' for later reuse.
You can use the 'My Saved Reports' drop-down list to access your previously saved templates.
You can delete a previously saved template by selecting it from the 'My Saved Reports' drop-down list and clicking the 'Delete' button.
To delete a saved list, do so via the listing/email program that you used to create it. Use the column 'Menu Option' to identify the program used.
You can modify a previously saved template by selecting it from the 'My Saved Reports' drop-down list, making the necessary changes to the report options, then clicking 'GO'.
Your saved reports can't be accessed by another user and vice versa. This is because each template is dependent on the individual user's security permissions.
Your saved reports will also become available via 'My Saved Lists' on the homepage menu or via the 'Listings' top menu.
Staff Kiosk can automatically generate this report on scheduled days and times and send it to staff via email. Refer to the ‘Maintain Schedules’ section of the Staff Kiosk Listings > My Saved Lists article for more information.
Generating the Report
After you have selected your search criteria, click ‘GO' to generate the listing or emails based on your selected preferences.
Related Resources
▶️ Scheduling Pastoral Care Outcomes into the School Calendar Video
How do I change the recipients of Pastoral Care automatic notifications?
How do I know if a Pastoral Care Outcome has been completed?
Can I use the Pastoral Care module to contact students or parents about outcome non-attendance?
How do I mark attendance for Pastoral Care Outcome Calendar Events?