Wellbeing and child safety: user guide

The pastoral record, cases and plans, detentions and awards, the NCCD register, counselling and child-protection concerns. Each part has its own readers.

Written forTeacherHead of house or yearWellbeingCounsellorLearning supportChild safety officerCase managerDeputy case managerChair of governors or proprietorPrincipal and executiveBusiness managerITFamiliesStudents

What it is for

Wellbeing is where a school records how a child is going: the merits, demerits, observations and incidents staff write down, the cases and plans built on them, the detentions and awards that follow, and the adjustments a child is given for a disability. Child safety and counselling sit beside it as separate records, kept apart on purpose.

Almost all of this work starts on a student's own page, in the "Health and wellbeing" tab. The Wellbeing area of the console is where you read across students: the detentions to run, the plans due for review, the NCCD register, the house ladder and the open child-safety concerns.

Who uses it

Each role below starts out with the access shown. A school that composes its own roles can change this on the Roles screen, so what you see may differ from this table.

Role	What it starts out able to do	Capabilities
Teacher	Read the pastoral record, record an entry, and read the classroom instructions for the classes they teach or cover that day.	wellbeing.note.read, wellbeing.note.write, wellbeing.instruction.read
Head of house	Run cases, read restricted entries, set alerts, issue sanctions, record awards, write plans and keep the NCCD register.	wellbeing.note.read, wellbeing.note.write, wellbeing.note.restricted, wellbeing.case.write, wellbeing.alert.write, wellbeing.sanction.write, wellbeing.award.write, wellbeing.plan.write, wellbeing.nccd.read, wellbeing.nccd.write, wellbeing.nccd.restricted
Wellbeing	The same as a head of house.	The same as a head of house
Counsellor	Read and record counselling notes. Nothing else of the pastoral record.	wellbeing.counselling.read, wellbeing.counselling.write
Learning support	Keep the NCCD register and approve exam provisions.	wellbeing.nccd.read, wellbeing.nccd.write, wellbeing.nccd.restricted, wellbeing.provision.write
Child safety officer	Read and record child-protection concerns.	childsafety.concern.read, childsafety.concern.write
Case manager or deputy case manager	In a school in England, manage an allegation against an adult and refer it to the LADO.	childsafety.concern.read, childsafety.concern.write, childsafety.allegation.write
Chair of governors or proprietor	In a school in England, manage an allegation about the case manager.	childsafety.concern.read, childsafety.concern.write, childsafety.allegation.govern
Principal	Read the pastoral record, record awards, and read and record child-protection concerns.	wellbeing.note.read, wellbeing.award.write, childsafety.concern.read, childsafety.concern.write

Key ideas

Entry: One merit, demerit, observation or incident about a student. A merit or demerit gives points to the student's house. A restricted entry shows as a row to most staff, without its words.
Incident: An entry about something that happened, which can name several students at once. Each student has their own description, because what happened to one child is not what happened to another.
Case: A piece of work on a student, such as a pastoral, behaviour, counselling, attendance or transition case. It has a team, meetings and the entries that belong to it. Closing a case leaves its entries on the record.
Alert: A short notice that each member of staff reads beside the student's name. Why it was set is read only by those who hold the restricted pastoral grant.
Sanction: A detention, suspension, probation or exclusion issued against a student, with the reason. A sanction issued in error is voided and the row stays.
Plan: An individual learning, behaviour, care, safety or return-to-school plan, opened from a template, with goals, progress and a review date.
NCCD adjustment: The level and category of adjustment a student is given under the Nationally Consistent Collection of Data on School Students with Disability, with the evidence and consultations behind it.
Concern: A child-protection concern: a disclosure, an observation, reportable conduct, a mandatory report or another concern. Each has a clock for when a report is due.
Allegation: In a school in England, an allegation that an adult who works with children has harmed a child or may pose a risk to children. It is a concern of its own kind, referred to the local authority designated officer (LADO) by the end of the next working day.

7.1 Glossary

Screens

The Wellbeing area opens on the first screen your role may open. An officer lands on Child safety, a counsellor on Counselling and a head of house on Detentions. If your role has none of the screens, the area is left out for you.

Child safety
/app/wellbeing/concerns
The open concerns across the school, with what was received, the day a report is due by and where the report stands.
Needs childsafety.concern.read
A concern
/app/wellbeing/concerns/[id]
One concern: what was received, the clock, the events recorded against it and the records attached.
Needs childsafety.concern.read
Counselling
/app/wellbeing/counselling
The counselling caseload: each case with the student, the team, the latest session and the number of notes. It shows no words from any note.
Needs wellbeing.counselling.read
Detentions
/app/wellbeing/detentions
The detention sittings over the next four weeks and how full each is. A sitting opens its printed roll for the teacher on duty.
Needs wellbeing.note.read
A sitting
/app/wellbeing/detentions/[id]
The roll of students listed for one sitting. It does not show why each detention was issued.
Needs wellbeing.note.read
Plans
/app/wellbeing/plans
The plans due for review soon or already past it, with the student, kind, owner and review day.
Needs wellbeing.note.read
A plan
/app/wellbeing/plans/[id]
One plan with its goals, actions and the progress recorded against them.
Needs wellbeing.note.read
NCCD register
/app/wellbeing/nccd
Each adjustment that applies today, by year level, with the level, the category and which areas have evidence or are missing it.
Needs wellbeing.nccd.read
An adjustment
/app/wellbeing/nccd/[id]
One adjustment: why it was made, the evidence in each area and the consultations that took place.
Needs wellbeing.nccd.read
Awards
/app/wellbeing/awards
The awards, prizes, colours and leadership positions this year, with the student and the days each covers.
Needs wellbeing.note.read
House points
/app/wellbeing/houses
Each house's points from the merits and demerits recorded this year, the most first.
Needs wellbeing.note.read
Measures
/app/wellbeing/measures
Saved questions over the pastoral record, such as entries by year level, house or campus.
Needs wellbeing.note.read
Programs
/app/wellbeing/programs
The intervention programs the school runs and who is on each.
Needs wellbeing.note.read
Record an incident
/app/wellbeing/incidents/new
One form for an incident that involves several students, taking the shared facts once and then a section for each student.
Needs wellbeing.note.write
A case
/app/wellbeing/cases/[id]
One case: what it is about, the team, the meetings and the entries on it as a timeline.
Needs wellbeing.note.read
Classroom instructions
/app/wellbeing/instructions/classes/[classId]
What learning support asks you to do today for each student in a class you teach or cover, with a place to say whether it was used.
Needs wellbeing.instruction.read

Most recording happens on a student's own page, in the "Health and wellbeing" tab. It has sections for entries, alerts, sanctions, plans, NCCD, provisions, instructions, child safety and counselling. You see only the sections your role has access to.

Recording an entry or an incident

Open the student's page and choose the "Health and wellbeing" tab.
Press "Record an entry" and choose the kind. The school's kinds of entry are set in Settings, and each merit or demerit gives points to the house.
Write what happened. Leave the time empty to record it at the moment you save it.
Tick "Restricted" when the entry names another child or should not be read by all staff.
Press "Record an entry" to save it.

When one thing happened to several students, record an incident instead. The form takes the kind, the time and the place once. Each student then gets a section of their own with their own description and their own restricted tick, so a restricted entry about one child can name another child whom the first child's readers may not read about. If the form is refused for any one student, nothing is recorded for any of them, and the refusal names the student and the reason.

Cases, alerts and plans

A head of house or the wellbeing role opens a case from the student's page, choosing the kind and what it is about. The case page lists the team with the dates each member joined and left, so who was on the case in March is still on the page after they moved on. You book meetings with who is asked and where, and later record who came and what was decided.

A case closes when the work is done. The entries on it stay on the record.

An alert is a short notice that each member of staff reads beside the student's name. You write the notice, and separately the reason, which is read only by those who hold the restricted pastoral grant. End an alert when it no longer applies.

A plan is opened from one of the school's templates, with an owner, a date it applies from and a review date. On the plan you write each goal and its actions, and record progress against it. When the review date comes, a review ends the plan and opens the next with the same goals. What a note of progress says is shown only to those who hold the restricted pastoral grant.

Sanctions, detentions and awards

A sanction is issued from the student's record. You choose the kind (a detention, suspension, probation or exclusion) and give the reason. For a detention you choose the sitting. A sitting is scheduled on the Detentions screen, giving when it starts and ends and how many places it has.

The teacher on duty opens the sitting from Detentions and reads the roll, which lists each student in the order the detentions were issued. The roll does not show why a detention was issued.

Awards, prizes, colours and leadership positions are recorded on the student's page and listed on the Awards screen. The House points screen counts each house's points from the merits and demerits recorded this year, each counted for the house the student was in when it happened.

The NCCD register and exam provisions

An adjustment is opened from the student's NCCD section, choosing the category (physical, cognitive, sensory or social-emotional), the level and the reason. On the adjustment's page you record evidence and each consultation that took place, with who was consulted. The register shows, for each adjustment, which areas have evidence and which are still missing it.

Review an adjustment each year. A review settles the category and level for the new year and gives the reason. When an adjustment no longer applies, close it with the first day it no longer applies.

An exam provision records what a student is approved for in an exam, such as extra time, rest breaks, a separate room, a reader or a scribe. Learning support records one from the student's page and ends it when it no longer applies. Learning support can also publish a classroom instruction for the student's teachers, and each teacher reads it for their own class on the day and says whether it was used.

Counselling

A counsellor records a session, a contact, a referral or a safety plan from the student's counselling section, and can attach it to the open counselling case. A note written in error is withdrawn with a reason. The Counselling screen lists each case with its team, the latest session and the number of notes, and shows no words from any note.

Child-protection concerns

A concern is a different record from a pastoral entry. It is read by the staff the school's child safety policy names, and by no-one else.

Open the student's page, choose the "Health and wellbeing" tab and find the child safety section.
Choose to record a concern and pick its kind: a disclosure, an observation, reportable conduct, a mandatory report or another concern.
Write what was received, set when it was received and choose what it is reported under. The clock for the report starts at once.
Save the concern.

The Child safety screen lists the open concerns with the day a report is due, and a concern past its day shows as overdue. On a concern's page you record an event for each step, such as received, assessed, reported or commission notified, with who it was made to, the reference and the date. An event recorded in error is voided with a reason, and both rows stay on the page.

A school in England records an allegation against an adult under Keeping Children Safe in Education. The case manager, ordinarily the head, or the deputy case manager records it and refers it to the LADO, naming the local authority, by the end of the next working day in England's time, with weekends and bank holidays left out. Closing an allegation records which of the five outcomes it ended in: substantiated, malicious, false, unsubstantiated or unfounded. An allegation about the case manager is managed by the chair of governors or the proprietor alone, and no other role can open it.

Tasks

Record a merit, a demerit or an incident. Record a merit, a demerit or an incident
Record a pastoral entry. Record a pastoral entry
Set a pastoral alert. Set a pastoral alert
Issue a detention or a suspension. Issue a detention or a suspension
Open and run a case. Open and run a case
Record a restricted entry. Record a restricted entry
Void an entry recorded in error. Void an entry recorded in error
Schedule a detention sitting. Schedule a detention sitting
Run a case. Run a case
Record a counselling note. Record a counselling note
Read the counselling caseload. Read the counselling caseload
Read the NCCD register. Read the NCCD register
Review an adjustment and record its evidence. Review an adjustment and record its evidence
Record a child-safety concern. Record a child-safety concern
Record a report to the authorities. Record a report to the authorities
See which concerns are due. See which concerns are due
Read child-safety concerns as principal. Read and record child-safety concerns
Record an allegation against an adult. Record an allegation against an adult
Refer an allegation to the LADO. Refer an allegation to the LADO
Record how an allegation ended. Record how an allegation ended
Manage an allegation about the case manager. Record an allegation against an adult

What families and students read

A family reads a Wellbeing section for each child in the portal. It shows what a teacher marked for parents and each sanction the school tells a parent of. A family cannot reply to an entry. The school can switch the section off.

A student reads their own house points, merits, sanctions and shared goals only once the school switches the section on for students.

Journeys

Wellbeing takes part in a journey that runs from a teacher's incident to the family's portal, by way of a case, a plan and, where a child may be at risk, a concern.

Settings

Three settings areas shape this module. A role with wellbeing.rule.write sets the kinds of entry and the plan templates. The escalation rules need the settings capability.

Kinds of entry
/app/settings/entry-kinds
The merits, demerits and observations staff record, and the points each gives.
Needs wellbeing.rule.write
Escalation rules
/app/settings/wellbeing
When an entry is escalated to a student's tutor or head of house.
Needs tenant.settings.write
Plan templates
/app/settings/plan-templates
The headings each kind of individual plan opens with.
Needs wellbeing.rule.write

5.5 Module settings

Training notes

Teachers need the entry and incident tasks and the classroom instructions, about 20 minutes.
Heads of house and the wellbeing team need the whole chapter except counselling and child safety, about 40 minutes.
Counsellors, learning support and child safety officers each need only their own section, about 30 minutes.
Run each session on the baseline school, never on a real student's record.