Student Details
This page displays the student details for the selected student. If the 
button is displayed at the top of the page, it indicates that this student has suspense record(s) pending for B2B and as a result the information displayed may not be up to date.
When adding a new student record, the Student Details panel is displayed to enter a full or partial Family NameFamily Name for the new student. If required, also enter the Given NameGiven Name, GenderGender and Date of Birth and then click on Continue. The Student Identifiers panel is then displayed for you to enter the remaining information.
The following panels enable you to enter further student details:
- Student IdentifiersStudent Identifiers
Student identifiers are the fields that uniquely identify the student. They are entered and updated on the Student Identifiers panel.
Family Name The surname of this student’s family. It is a mandatory field, up to 30 characters. If the family name is longer than 30 characters, the full name can be entered into the Long Surname field. Given Name The student’s forename. It is a mandatory field, up to 15 characters. If the given name is longer than 15 characters, the full name can be entered into the Long Forename field. Given Name 2 The student’s middle name, up to 25 characters. Chosen Family Name The surname that the student chooses to use, up to 30 characters. Chosen Given Name The forename by which the student prefers to be known, up to 15 characters. Gender Select from the drop-down. Date of Birth Select from the calendar or enter manually. Guessed DOB Select this check box if the Date of Birth has been estimated. Current Age Automatically calculated (Format YY/MM). Person ID Automatically generated. Unique Pupil Number Automatically generated by the school or the Local Authority, usually on first entry to school. It facilitates the tracking of the student’s progress through the system. The national formula produces a 13-character UPN. Local UPN A local Unique Pupil Number. Left England This check box is for ContactPoint use only. If selected, it indicates that the student has left England with no intention to return. Long Forename If Given Name is more than 15 characters, the full forename (up to 250 characters) can be entered here Long Surname If Family Name is more than 30 characters, the full surname (up to 250 characters) can be entered here. The Student Details page has panels to record the remaining student information.
When all information has been entered, click the Save button.
- National Health Service NumberNational Health Service Number
The National Health Service Number panel is used to record a National Health Service Number for the student. It is validated to ensure that it is a valid 10-digit NHS Number.
- School HistorySchool History
The School History panel displays any existing school history that is held for this student. The default is to list the school history in descending order by End Date so that the most recent records are at the top. The sort order can be changed by clicking on one of the column headings. To add a new School History record, click on the Add button to open the School History Details (New School History) window. To change a School History record, select the required record and click the Edit button to open the School History Details window in update mode.
If a student is made inactive in the Student Details screen, you will be prompted to update the school history record.
School History Details
The panels are History Details and User Defined Fields.
On the History Details panel, a Base Name can be selected by clicking the Selector button to open Base Enquiry. After selecting the Base Name, the remaining information to be stored is LA No., Days per WeekDays per Week, Registered / Dual RegisteredRegistered / Dual Registered, GuestGuest, ResidentialResidential, Registration TypeRegistration Type, Start DateStart Date, End DateEnd Date, Reason for JoiningReason for Joining, Reason for LeavingReason for Leaving, Grounds for RemovalGrounds for Removal.
Click the Alerts button to open the Alert Messages dialog for the current record, displaying existing messages and enabling you to add new messages. These messages are automatically displayed when the record is opened.
Last Updated, Updated By, Destination, Destination Last Updated and Destination Last Updated By are automatically populated.
Click the UDF Manager button to add a UDF to these Student Details.
Click the OK button to validate the information entered and return to the Student Details page.
- Address and Contact DetailsAddress and Contact Details
Click the Add button to add a new address. This will provide a new address line on which to enter Start Date, End Date, TypeType, CorresCorres, TelephoneTelephone. To enter the address, click the ellipse button to open the Address Enquiry window to search for an address already known to the system. On the Address Enquiry window, the first 2 character of the Postcode or the first 3 characters of the Address Line must be entered and then click the Search button. All matching addresses are displayed in the browse. Either highlight the required address and click the Select button or double-click on the address. Expand or collapse the search panel by clicking the Expand and Collapse buttons.
To delete an address, highlight it and click the Remove button.
Addressee
This panel enables the entry of any text to record the form of address to be used for the student’s parents or guardians e.g. Mr and Mrs Thomas; Mr Thomas and Ms Jones. The field will default to Parent/Carer of (Family name of student).
Contact Details
Email Address, Work Contact No, Mobile No and Primary Contact No are used for additional contact information for the student.
- Student ProfileStudent Profile
The Student Profile panel contains core educational information for the student:
Active Select this check box to display a tick if the student is active or a cross if they are inactive. For further information, click the Active link below to expand the text. Inactive Reason Select from the drop-down if the Active check box is updated to display a cross (inactive). Inactive Date Select from the calendar if the Active check box is updated to display a cross (inactive). NCY (incl offset) Automatically calculated based on the age of the student at the start of the current academic year. Offset Automatically calculated as the difference between the student’s recorded NCY and that calculated by the system. If this is a non-zero value it indicates that the student is not studying in their natural year. Not following NCY Check box used for School Census Returns. Select this check box to display a tick if the student is not included in the normal NCY process. Age on 01/09/yyyy Age of student at the beginning of the next academic year. Unique Learner No The 10-digit identifier given to a person who is aged over 14 years old and in education or training. Used in England, Northern Ireland and Wales. Active
The Active check box is selected (ticked) if the student’s record is active.
To make the student’s record inactive, select the check box to display a cross and enter an Inactive Reason and an Inactive Date. If you make a student inactive, you are prompted to end any associated school history records, if they exist.
To make an inactive student record active again, select the Active check box to display a tick. A warning message is displayed showing the Inactive Reason and the following message:
Do you wish to make student Active?
Click the Yes button to make the student active and update the Inactive Reason and Inactive Date to blank.
- Supporting Details
- Supporting Details OverviewSupporting Details Overview
On the Supporting Details panel, the following are tri-state checkboxes, which default to false (cross) when a new student is added. Click the check box once to change the status to unknown (blank) and click again to change it to true (tick):
- Social Services: Select this check box to display a tick if this student is monitored by Social Services.
- Care Order: Select this check box to display a tick if this student has a Care Order against them.
- Student Carer: Select this check box to display a tick if this student is monitored by Social Services.
- PEP: Select this check box to display a tick if Social Services hold a Personal Education Plan for this student.
- Service Family: Select this check box to display a tick if the student is a member of a service family.
- FSM Eligibility: Select this check box to display a tick if the student is eligible for Free School Meals.
- Gifted and Talented: Select this check box to display a tick if this student is on the Gifted and Talented register or a cross if they are not.
- G&B FSM: This field is visible only if you have a valid G&B licence (v3 or v4). Displays the read-only value returned by the FSM Scheduled Task, which compares the eligibility status recorded in the G&B v4 claims area with the current FSM Eligibility value recorded above. The eligibility status is determined by the business rules defined in the scheduled task. If this field is visible, it should take precedence over the value in the FSM Eligibility field.
- Protected FSM: (Wales only) This field is to record whether a child is protected for FSM. It enables the LA to inform a school about a child’s eligibility, even if their current circumstances suggest they are not.
- Protected FSM Until: (Wales only) This date field indicates when the FSM protection is due to end.
- EOTAS: (Wales only) Select this check box if the student is being educated other than at school.
- The current Mode of Travel is displayed. If required, add a new mode of travel on the Mode of Travel History panel.
- SEN Status: This field is read only. This information is updated via the SEN Stage History panel.
- If required, select a Youth Support Services Agreement Indicator (Table_ID 0708).
- If required, select a Post Looked After Arrangements option from the drop-down (Table_ID 1200).
- If required, select SEN Status from the drop-down (Table_ID 0608). SEN Status Start Date is automatically set to the current system date. If required, select a different start date (in the past). This updates the SEN Stage History when the changes are saved.
These are followed by History panels.
- LA DetailsLA Details
This panel is used to record the Local Authority details for this student. Select the Home LA and Funding LA from the drop-down list.
- Court OrdersCourt Orders
This panel records displays details of any Court Orders for this student. To update this information, click the Court Orders link on the Links panel. The information displayed is Student Name, Court Order Type, Start Date, End Date, Prosecution, Court Order Ref, Court Name and Date Issued.
- Language/Means of CommunicationLanguage/Means of Communication
On this panel, select the student’s Home Language and First Language from the drop-downs. Select the EAL check box to display a tick if EAL (English as an Additional Language) provision is provided for this student.
To add a new Proficiency in English record for the student, click the Add button and select a value from the drop-down (Table_ID 1211). If required, edit the Date of Change and Start Date.
To remove a Proficiency in English record for the student, click the Remove button and then click the Yes button to confirm.
- Ethnicity, Religion and CultureEthnicity, Religion and Culture
On this panel, select the following information:
- Nationality (if not British): Table_ID 0891
- Country of Origin: Table_ID 1019
- Country of Birth: Table_ID 1019
- Student Ethnicity: Table_ID 0001
- Ethnic Source: Table_ID 0492
- Religion: Table_ID 0083
- Culture: Table_ID 0892
- Student Nationality: select one or more values from Table_ID 1019.
- SEN Needs – Statutory AssessmentSEN Needs – Statutory Assessment
The SEN Needs - Statutory Assessment panel enables you to view details of any existing SEN statutory needs recorded for the student.
- SEN Needs – OtherSEN Needs – Other
The SEN Needs - Other panel enables you to add additional needs, if required.
- Click the Add button to display the SEN Need Details dialog.
The Date of Change is pre-populated with the system date. - Enter a Rank.
- Select a SEN Need option.
- Select the SEN Start Date.
- Select the SEN End Date.
- Click the OK button.
- Click the Save button on the Student Details page.
- Click the Add button to display the SEN Need Details dialog.
- Asylum DetailsAsylum Details
Select the Asylum Seeker check box to display a tick if this student is an Asylum Seeker and select the Asylum Status.
- Traveller FamilyTraveller Family
Select the Traveller Family check box to display a tick if the student comes from a Traveller family and then select Traveller Status (Table_ID 1028), Traveller Status Data Source (Table_ID 1029), Traveller Site Type (Table_ID 1030), and Traveller Mobility (Table_ID 1031) using the drop-downs.
- Disability DetailsDisability Details
If the student is disabled, this panel enables you to record details of one or more disabilities. Disability statistics are required for DfE Statutory Returns.
Select the Is the person disabled? check box to display a tick if the student is disabled. Select the Is the person on the Disability Register? check box to display a tick if the student is on this register.
If required, select the View Current Disabilities only check box to display a tick to only display disability records without an End Date. To view all disability records for the student, select the check box to display a cross.
To record new disability details, click the Add button to display the Disability Details dialog which enables you to select the appropriate disability and select a Start Date. A disability can be flagged as a Primary Disability, but only one disability record for the student can be set as primary. Duplicate disabilities for the same period cannot be added. To close a disability record, select an End Date. Closed disability records are not included in Statutory Returns.
If a new disability record is added and other disability records exist without End Dates, a message is displayed listing all disability records without an End Date for the student and asking if you wish to end these disabilities. Click the Yes button to display the Student Details page and edit the disability records.
To edit a record, for example, to end the disability period, select the record and click the Edit button to display the Disability Details dialog.
To Remove a record, select the record to be deleted and click the Remove button. After confirming that you wish to continue, details of the disability are deleted, and it is removed from the list.
- Deceased DetailsDeceased Details
This panel is used if the student is deceased. The fields on this panel are integrated with the Active Flag, Inactive Reason and Inactive Date on the Student Profile panel. Setting the Inactive Date and Inactive Reason to deceased, automatically updates the Date Deceased and Date Notified. Enter a Date Confirmed, which is the date of the official notification of the death.
A pre-defined System Alert is automatically generated if a student is made Inactive and the Inactive Reason is Deceased. The top of the page displays as:
<Student> Details [<Forename Surname>] (Deceased) (Date of Birth: <01/01/1999>)].
- Supporting Details OverviewSupporting Details Overview
- History informationHistory information
History is recorded for Names, EAL, FSM, SEN Stage, Former UPN, Mode of Travel and PEP, the history panels show the Date of Change and the Source with Add and Remove buttons where appropriate.
Child Looked After History displays the LA responsible, the Category, Start and End dates and Reason Ceased.
The history panels for Traveller Family, Service Family and PEP History are only visible if historical records exist.
- Name History
Changes to the student’s name are recorded on this panel with the Date of Change. Record a name change by click the Add button to open the Name History window. Record the Name History Details and click the OK button. To view Name History Details, highlight a name record and click the View button. To delete a record, highlight it and click the Remove button. - Traveller Family History
The Traveller Family History panel is only enabled if the student is from a Traveller Family, as indicated on the Traveller Family panel. The information stored is Traveller Family, Date of Change, Traveller Status, Data SourceData Source, Traveller Site Type, and Traveller Mobility. - FSM History
FSM records are created by changing the FSM Eligible flag on the Supporting Details panel and clicking the Save button. You can also add a new FSM record directly into the FSM History panel.
The FSM History panel records FSM status, Start Date, Review Date (optional), End Date, Country of UK (optional), Date of Change and Source. - SEN Stage History
The Add/Edit functionality is only available for adding or editing the latest SEN Status information.
Only historical records can be removed from the SEN Stage History panel, not the latest start date SEN Status history record.
If a SEN Status is added with a start date overlapping the previous SEN Stage history, a warning message is displayed.If an imported SEN Status had a future date which has now passed, then student search views may still show it. You are advised to run the scheduled task via Tools | Administration | Scheduled Task | Action | Update Student SEN Stage.
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Mode of Travel History
Click the Add button on the Mode of Travel History panel to record a mode of travel for this student. Select a Date of Change, Base Name and Mode of Travel. Click the Save button. The Supporting Details panel is updated with the current Mode of Travel. - Record Update History
The Last UpdatedLast Updated and Updated ByUpdated By fields are automatically updated when any changes are saved.
Alternative Provision History is also recorded.
- Name History
- Alternative ProvisionAlternative Provision
The Alternative Provision (AP) Census is a local authority census that requires the return of individual pupil records. The census covers pupils attending a school not maintained by a local authority for which the authority is paying full tuition fees or educated otherwise than in schools and pupil referral units, under arrangements made (and funded) by the authority.
This panel lists all Alternative Provision (AP) that has been recorded for the student. It displays the following columns:
- Start Date – previously Effective Date
- End Date
- AP Base (URN)
- UKPRN
- AP Setting Type
- Placement Reason
- Attendance Pattern
- Sessions per Week
- Association
- AP Type
- Base prior to AP (URN)
- Date of Change
To add new Alternative Provision details:
- Select v4 Client | Focus | People | Students | Student Details | Alternative Provision panel.
- Click the Add button to display the Alternative Provision Details dialog. The School History panel displays the child’s school history.
- On the School History panel, highlight the base that is the child’s AP base and click Select AP Base at the top of the dialog.
This populates the Start Date and the AP Base (URN), if available, on the AP Detail panel. - On the School History panel, highlight the base that is the child’s base prior to AP and click Select Base prior to AP at the top of the dialog.
This populates the Base prior to AP (URN), if available, on the AP Detail panel. - Start Date is populated when the AP base is selected.
- Enter an End Date only when it is before the census date.
- AP Base (URN) is auto-populated, if available, when the AP base is selected in Step 3.
AP Base (URN), UKPRN and AP Setting Type are mutually exclusive and only one should be returned. Where the provider is not registered and does not have a URN or UKPRN, then the AP Setting Type (Table_ID 1215) must be selected. If one is not selected, the following message is displayed:
One of the AP Base (URN) or UKPRN or AP Setting Type must be provided. - Select a Placement Reason - mandatory, Table_ID 1216.
- Select an Attendance Pattern – mandatory, full time or part time.
- Enter the number of Sessions per Week – mandatory when Attendance Pattern is PT – Part Time, up to a maximum of 9.
- Select an Association – mandatory, Table_ID 1217.
- Select AP Type – This is an optional field for One, and is no longer required as part of the census, Table_ID 1034.
- Base prior to AP (URN) is populated when the base prior to AP is selected in Step 4.
- On the AP Detail panel, the Date of Change is populated with today’s date and is read-only.
- Click the OK button.
- Click Save on the student details.
You can edit a record by highlighting it and clicking the Edit button to display the Alternative Provision Details dialog. Make the required changes, and then click the OK button to save.
To remove a record, highlight it then click the Remove button.
- ContactPoint PanelsContactPoint Panels
The ContactPoint panels display Stop Notice details and Consent to Store Details of Person 18 Years or over on ContactPoint.
ContactPoint Stop Notice Details and History
Stop Notice check box defaults to checked if a child is under 18 and unchecked when they are 18 or older.
If no requests have been received to retain the record beyond the child’s 18th birthday the record will be archived on the child’s 18th birthday and ContactPoint will send Stop Notices to any source subsequently sending data for this person and this box will be checked. If any other source has requested that a record is retained, they will not receive Stop Notices and will continue to send data until the latest Adult Transition Date is reached. In this way, the complete record with all current information from all sources is retained on ContactPoint, if one or more sources requests retention.
If the person is 18 years old ContactPoint will already have archived the records. If consent is sought after the person's 18th birthday this box must be manually unchecked. This will then be sent to ContactPoint and data will continue to be sent.
Consent To Store Details Of Person 18 and Over on ContactPoint
This panel gives the facility for records of some young adults to stay on ContactPoint until they are 25, but only for very limited reasons and only with explicit consent. This is when it is believed that it would be in the young person’s interest to retain their record on ContactPoint after reaching the age of 18 and requires informed and explicit consent from the individual and ensures that ContactPoint legal requirements (as defined in The Children Act 2004 Information Database (England) Regulations 2007) have been met. It also includes young persons accessing Connexions services (until their 19th birthday), as well as individuals who have been looked after children, or have learning difficulties, to assist with transition to adult services (until their 25th birthday).
The Add button is only enabled if the person is over 17 years old. If the person is already 18 years old a message will be displayed informing you that the record has already been archived and asking if you are sure you want to give Consent. If consent is granted for an 18 to 24-year-old, it will need to be manually de-archived by unchecking the Stop Notice checkbox.
Clicking the Add button opens the Record Consent dialog. Check the Consent Given box and complete the Person who gave consent and to whom consent was given fields. The Consent Recorded and Consent Sought fields will automatically be set to the current system date and time. Select the Adult Transition Date (18 to 25 years old).
- Early Years Additional InformationEarly Years Additional Information
This panel is only available if you have an Early Years v4 licence. It enables you to view and record information that is specific to Early Years.
If the child is eligible for 2-year-old funding, select the Eligible for 2-year-old funding check box and select an Effective Date. Click the browse button to display the Choose Basis for Funding dialog, highlight one of the Available Codes (Table_ID 1180) and click the Select button.
If the child qualifies for deferred funding as a 4-year-old, select the Deferred check box.
If any Early Years Pupil Premium assessments have been made for the child, details are displayed in the Pupil Premium Checks table. Details of who made the assessment, the date, the result, the Funding Basis, the Check Method (Bulk or Individual) and the result are displayed. An individual manual assessment can be made. To make an individual assessment, click the Add button, select a Funding Basis (Table_ID 1206) and click the Run Check button to display the EY Pupil Premium Single ECS Check dialog.
The Carer Consent panel displays any carers who are linked to the child. If required, the Consent Given check box can be deselected. Only carers with this check box selected will be checked when running either a bulk or manual ECS check.
The 30 Hour Entitlement Checks panel displays any 30 Hour checks that have been performed in the Provider portal.
The Disability Access Fund panel displays any DAF applications that have been approved via the Provider portal. It also enables you to manually enter details of approved DAF applications.
EY Pupil Premium Single ECS Check
An individual check for EYPP eligibility can be submitted from this screen.
Click the Submit New Check to DWP button to display the Checked Results panel and the message:
These results have not yet been committed. Please select the Commit Check Data button to commit
To update the student details with the results of the individual check, click the Commit Check Data button.
User Defined Fields are also available.
A wizard is provided to enable you to move through each panel by clicking the Previous or Next buttons at the bottom of the page. Click the wizard button again to return to a scrollable form.
Following a search, the Links panel is populated with hyperlinks to other areas of the system, enabling you to maintain comprehensive student records.
Other links include the following:
- Court OrdersCourt Orders
This panel records details of any existing Court Orders for the student. The information stored is Student Name, Carer Name, Court Order Type, Start Date, End Date, Prosecution and Court Case Number.
To create a new record select AddAdd to open the Court Order Details window.
Existing Court Orders can be edited by highlighting the record and selecting Edit.
To delete a Court Order highlight the record and click Remove.
Court Orders Overview
Court Orders may be accessed by clicking the Court Orders hyperlink in the Links panel via Focus | People | StudentStudent.
Multiple Court Orders can be stored against a student.
All Court Orders are shown on the Student Details panels.
Clicking on the Court Orders link opens the Student Summary panel.
Student Summary
This panel records summary details for this student. The information stored is Family Name, Given Name, e-Mail Address, Principal Address, Primary Contact No, CYP, Gender and Date of Birth.
Clicking on Student DetailsDetails opens the Student Details in full.
Any existing Court Orders are shown in the panel below.
- Court Order DetailsCourt Order Details
The Court Order Details window is opened from the Court Orders panel in the Student Summary. Enter Details for:
Student Details Read only information relating to the Student Summary Issued To Details Select from Parent/Carer, Person or Not Specified
Click Select to find any existing People or Carers (must be matched to a person on the database).Court Order Details Enter details for:
Court Order Type – select from dropdown (Table_ID 0762)
Start Date – a mandatory field
End Date
v3 Prosecution - a True/False checkbox
Court Order Ref.Additional Court Order Details Select Court Name from dropdown (Table_ID 0763)
Date Issued
Reason Issued (Table_ID 1131)
Accepted - a True/False checkbox
Accepted Date
Date Refused
Breached - a True/False checkbox
Breach Reason – a free text field up to 250 characters
Review Date
Led To Prosecution - a True/False checkboxLast Update Read-only and shows the date and time the record was Last Updated and the Login ID of the user who updated the record. Click Ok to return to the Student Summary.
A Memo can be set up by clicking on the appropriate icon.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs. UDF Management can also be found in Tools | Administration
- Looked After Child
- Public Care OrdersPublic Care Orders
This page is opened by clicking the Looked After Child link from the Student Details page.
- Student SummaryStudent Summary
The Family Name, Given Name, e-Mail Address, Principal Address, Primary Contact No, CYPCYP, Gender and Date of Birth are displayed.
- Date First Looked AfterDate First Looked After
Date that this child was first looked after can be selected from the calendar or is updated when you save the earliest Public Care Order details.
- Public Care Order detailsPublic Care Order details
The Public Care Order details already stored for this child are listed. The LA, Category, Start Date and End Date and Reason Ceased are displayed. Each line of data in the panel records one complete period of unbroken care.
Click on the Add button to open the Child Looked After Details dialog and create a new Public Care Order record. If the child has had two periods of being Looked After with a break between them, this should be recorded as two records.
Highlight a record and click the Edit button to update the information on the Child Looked After Details window. Click the Remove button to remove the record.
Click the Save button to save the changes.
- Remote In Care LogRemote In Care Log
The Public Care record may be updated by a remote system. This panel shows a log of remote system Public Care updates for the student.
- Child Looked After DetailsChild Looked After Details
This page is opened when the Add or Edit button is clicked on the Public Care Orders page. The Student Details are displayed in the first panel.
- Child Looked After HistoryChild Looked After History
This panel enables looked after details for the child to be added or updated.
LA is the Authority where the child is living at the time of the Public Care Order and has financial responsibility for that child.
Category must be selected from the drop-down (Table_ID 0433).
A Start Date is mandatory and may overlap by one day with the End Date of another Public Care Record. Such overlap days will not be included in the current or previous year's cumulative totals.
If retrospective entries are being made they must have Start and End Dates. These dates must not overlap with other records, with the exception of a Start Date on the same date as the previous End Date.
If an invalid date is entered a message will be displayed when you click the OK button.
Reason Ceased is selected from the drop-down (Table_ID 1066).
Cumulative days in current academic year is automatically calculated using all the entries that apply to the current academic year.
Cumulative days in last academic year is automatically calculated using all the entries that apply to the previous academic year.
Click the OK button.
If these are the first Public Care Order Details for this child or the Start Date is before the previously stored details, the Set Date First Looked After message box is displayed with the following message:
Do you wish to update the First Looked After date?
Click the Yes button to update the First Looked After Date with the Start Date.
- Last UpdateLast Update
The Last Update panel is read-only. Since the Public Care record may be updated by a remote System, this area displays Remote User and Remote System information as appropriate.
Updated By will show the One User ID, where the record is added or edited by the Local Authority and Last Updated is the Time and Date when the record was last modified.
- Public Care OrdersPublic Care Orders
- Relocation
- Relocation Overview
- Relocation SummaryRelocation Summary
This page allows you to view a summary of relocation information for a Student. It is opened by clicking the Relocation link on the Student Enquiry or Student Details page.
Click the New button to record new Relocation Details for the student. This could be as a result of a Permanent Exclusion, a Managed Move or a Casual In Year Admission for a student.
To delete a relocation record, highlight it and click the Delete Relocation button. A warning message is displayed to advise you that the School History may require updating and asking you to confirm deletion. You cannot delete a relocation record if there are one or more Schools Approached records attached to it.
Click the Open In NewWindow button to view the selected Relocation Details.
- Send to ContactPointSend to ContactPoint
This panel enables you to flag the relocation details to be sent to ContactPoint. If the Send to ContactPoint check box is checked, you can also enter a Pre-Archive Period of one to five years and the Sensitive Service Relocation check box becomes available.
- ContactPoint ConsentContactPoint Consent
Complete consent details for ContactPoint by clicking the Add button on this panel to open the Record Consent dialog. Check the Consent Given box and complete the Person who gave consent and to whom consent was given fields. The Consent Recorded and Consent Sought fields will automatically be set to the current system date and time. Select the Adult Transition Date (18 to 25 years old).
- Support OfficersSupport Officers
One or more people can be assigned as Support Officers and attached to the new Schools Approached record.
Click on the Add button to open the Person Enquiry. Use the Key Contacts tab to select one or more people from the list of Key Contacts for the student. If the required person is not in the list of Key Contacts, you can use the Person Enquiry tab to search for them and then assign them as a Support Officer for this Relocation Occurrence.
Once a person has been selected you can click the Details button to open their Person Details.
A Memo can be recorded.
Click the OK button to save the Schools Approached Details and return to the Relocation Details page.
- Update School HistoryUpdate School History
If this is a new Relocation occurrence or a change to the Original School or Date Left, you are asked whether or not to update the School History for the student.
The Update School History prompt displays:
Original School Display only. End Date Defaults to Date Left from the Relocation Details, otherwise blank. Can be edited here which will cause Date Left to be updated in Relocation Details. Reason for Leaving If there is already one recorded in School History, this is displayed, otherwise it is blank. It is editable (Table_ID 0356) Click the Yes button to update the School History with the Reason for Leaving or End Date as specified. If this was flagged as being the main registered Base for the student and an End Date is specified, the flag will be updated to False.
If a Reason for Ending Relocation is entered in the Relocation Details and the record is saved, you are asked to update the School History
- Relocation SummaryRelocation Summary
- Relocation DetailsRelocation Details
The Relocation Details page is used to view and record new details of a student’s Relocation Occurrences.
Linked Crystal Reports can be added to the Relocation Details page.
The Relocation Details panel stores:
Service Team Mandatory. Select using Service Team Chooser. Process Start Date Mandatory. Defaults to current date. Reason for Relocation Mandatory. Select from the drop-down list (Table_ID 0460) Original School Mandatory. Defaults to either: - Excluding Base if there is a Permanent Exclusion for the student where Exclusion Start Date is for the same Academic Year as the Relocation Start Date or
- Main Registered Base.
Date Left Optional. Enter a date if appropriate. If there is an End Date on the Student’s School History for the Original School listed above, it defaults to this date. Receiver School Display only. Will be the Receiver School on the Schools Approached record when a Date Registered has been entered and the record saved. Date Registered Display only. Will be the Date Registered on the Schools Approached record when a Date Registered has been entered and the record saved. Outcome Optional. Generally used to show the results of a trial placement. Process End Date Optional. Date Relocation process is ended. Reason for Ending Relocation Optional. If the Relocation process is ended early, this field can be used to set a reason for this. - Schools ApproachedSchools Approached
Schools Approached
This panel displays a summary of previous approaches to schools relating to this relocation occurrence and enables you to record the schools that have been approached.
After making changes to the relocation record and saving them you can create one or more Schools Approached records. Click the Add button to add Schools Approached Details.
If required, click the Remove button to remove a Schools Approached record for the selected Relocation Occurrence. A warning message is displayed to advise you that the School History may require updating and you will be asked to confirm the deletion.
Click the Save button.
Schools Approached Details
You can record one or more Schools Approached against each Relocation occurrence. The following information can be recorded:
School Approached Mandatory. Select a Base using Base Enquiry. Application Date Optional. Application Status Optional. Select from Table_ID 0528. Notice to Admit Date Optional. Notice of Intention to Direct Date Optional. Parental Preference Optional. Select from Table_ID 0461. Date Registered
- Relocation Overview
- Linked Crystal ReportsLinked Crystal Reports
Crystal Reports can be attached to the Relocation Details page. A folder is available for Relocation Reports; it is accessed via Focus | Analysis Reporting | Report.
Permission to access the Relocation Reports folder must be set in the Report Definition Repository via Tools | Permissions | Report Permissions
Reports that are in the Relocation Reports folder can be run from Relocation Details via Links | Reports. The Relocate_ID field for the Relocation record currently being viewed will be passed to the report when it is accessed.
- RisksRisks
The Risk Summary page displays a summary list of any risks already recorded and the facility to create a New record, Delete or view details by Open in New Window.
The list will show the Risk Category (eg Dangerous Dog), Start (Mandatory) and End Dates, the Caseworker (Mandatory) name, the Service Team (Mandatory) and part of the Memo text.
To create a risk record click the New button. This displays the Risk Details page for you to enter/select appropriate information.
Selecting Open in New Window or double clicking on a risk displays the Risk Details page showing details of the selected risk.
Risks Overview
Risks may be recorded where there is any possibility of risk to Local Authority Officers who are dealing with or visiting a person or address, for example, there is a dangerous dog living at the address or it is considered essential for at least two people to visit this address/person together, such as Caseworkers.
This area of the system may be accessed by clicking the Risks hyperlink in the Links panel from any Person or Student focus and Involvements. Multiple Risks can be stored against a person or address. These are not Risks to the person or subject of an Involvement.
When opened the Risk Summary page may show a list of any Risks already recorded.
- Special Transport NeedsSpecial Transport Needs
The Special Transport Needs page enables you to manage transport requirements for a student. It is opened by clicking the Special Transport Needs link from the Student Details page.
Student Summary
The student summary details are displayed.
Special Transport Needs
If a student needs special transport facilities, for example, an escort or a harness, this panel enables you to record these requirements. The panel lists each record showing the Need ID, Start and End Dates and the surname and forename of the Responsible Person.
Highlight a record and click the Edit button to edit it or Remove button to remove it.
Click the Add button to enter new Transport Needs Details.
Transport Needs Details
Use the drop-down to select a number for the Need field. Click the Select button to open the Person Selector to select a Responsible Person. The Responsible Person is the person answerable for the Special Transport Need of the student or the escort assigned to travel with the student to cater for their needs, (this may be a medically trained escort).
It may be that the student requires additional seating facilities (e.g. a seat for an escort). If this is the case, enter the number of Additional Seats in the box.
Enter a Start date from which the Special Transport Need for the student is required. The Start date is mandatory but the End date may be left blank.
Click the Save button to complete the process.
A Memo can be stored by clicking the Memo button.
Click the Data Panels button to open the View/Hide Data Panels dialog. The purpose of this dialog is to give you the option to hide panels which are infrequently used, by selecting a Group. Adjust the size of each panel by hovering the mouse on the outside edge of the panel and dragging it to the required size.
Click the Alerts button to open the Alert Messages dialog for the current record, displaying existing messages and enabling you to add new messages. These messages are displayed when the person record is opened.
A pre-defined System Alert is automatically generated if a ‘student’ is made Inactive and the Reason is Deceased. The top of the page displays:
<Student> Details [<Forename Surname>] (Deceased) (Date of Birth: <01/01/1999>)]
Click the SQL Mail Merge button to open the SQL Mail Merge dialog for the current record, showing the name of the person logged on (User Name) and the area where the Mail Merge is being created (Entity Name).
Click the UDF Manager button to open the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs. UDF Management can also be found in Tools | Administration.
Click the Save button to save the student details.