The Search... box (top right of the dashboard) allows you to search for a student by name, UPN, postcode, student contact, contact phone, former names, alternative names, academic year or date of birth. When you type in the details for the required student, only that student will show in the list. This is then clickable to bring the student's profile up on the screen.
Note: You can also search for members of staff if you have the Admin role within ScholarPack.
As you start input the name, all students will initially appear alphabetically. You will then see all students whose names contain those letters arranged into year groups, so if you only know the child's first name and their year, you should still be able to find them. Click on the name of the student whose profile you wish to view.
The student profile page will appear and show an overview of the student that is currently selected.
At the top of the student's profile page there are three small icons, an green A5 index card option, an XML file option and a PDF button. These enable the following;
- A5 - clicking into here will produce an A5 sized report displaying the child's emergency details
- XML - to create a CTF
- PDF - download all information regarding that student
Clicking on 'CTF' will allow you to export all information on the student's profile to a 'Common Transfer File'. The next screen will ask you to fill in the destination LEA code and the destination school code and instructions on the screen tell you what to enter if you do not know the relevant code. Once codes have been entered, click 'Download' and the file will then download to your computer so that you can send it to the relevant LEA.
Clicking on "PDF" will immediately generate a PDF document containing pertinent details about the child such as their name, date of birth, address, first language, medical conditions and contact information for their parents / guardians.
This is particularly useful if a child has to attend hospital at short notice, or if you need a paper copy of a student's details when they are going on a school trip.
If no photograph is present, you can click "add photo" to enter a photograph of the student that is stored on your computer. If a photograph is present, you can remove it by clicking on the red "X" below the photograph.
Currently in School
This area will allow you to see if the student has been registered in school and whether they are on the school grounds. The options available are;
Not registered this session. This will be displayed when the student has not yet been registered for the AM/PM session.
Yes. This is displayed when the student has been registered in school.
No. This is displayed when the student has been registered as absent.
Basic information about the student such as; Year/Form, House, Gender, etc. appears underneath their photograph on the left-hand side of the screen. Certain aspects of the basic information can be edited by clicking on the white cog next to the section you want to edit.
Students aspects will also show in this area. To configure which aspects you wish to be available to view in this area go to Admin>Config>Aspects Config
The student's address can be recorded within ScholarPack. Once you have clicked on the edit cog you will see the following:
You will see details of the current and any former address details. You can edit any of the current address details if a child moves house or add an alternative address if the child resides between more than one property. You can also copy the edited address across to any siblings. You also have the option of hiding the historic addresses if needed by selecting 'Hide' against each address. You get an indication of how many addresses are visible/hidden.
To add a new address, click on new. The items in red are mandatory fields for the census.
This will allow you to associate siblings. Click on the siblings cog and you will have the option to either associate a possible sibling that has been identified by having the same surname or you can search the school database for those siblings who have a different surname.
To link the sibling, click on the name and they will become an assigned sibling.
Type the name into the search box and then select the sibling if needed for those with different surnames.
Clicking on "view" or the magnifying glass icon next to the timetable section of the basic information will allow you to see the student's individual timetable . On the next screen, you have the option to print the timetable in several formats; word, excel or PDF. Click on the relevant icon in the top right-hand side of your screen to generate a document in the format that you want.
This allows you to record a student's first and other languages. If the first language is other than English, then you can add the EAL step and levels the student is working at in reading, speaking and writing. On order for a child to be shown for census purposes as EAL an EAL Step must be chosen.
A list of contacts for a student is stored in their profile area under 'Contact Information'. To add a contact, you can click on the white cog.
On the next screen, you can click on "Add New" to add a contact who is not already on the ScholarPack system. If the contact has already been added into the system, i.e for a sibling, do not create them again, simply use the 'Contact Search' box.
You then enter all relevant details on the next screen and click "Add Contact". You also have the ability to make a contact Inactive. This may be because that particular contact is not available for a period and should not be used. The data is held in the database and they can be made active as required.
You will then be asked to add their relationship to the student whose profile you are working on (this now includes Family Friend, Great Grandfather and Great Grandmother), whether they have parental responsibility for that child, the contact order and whether they live at the same address as the pupil and have permission to take the child home. There is also a notes section for recording any additional information about the contact.
Please note, any relationships that are not stored in the DfE's common basic data sets will appear as 'Other' on a common transfer file.
Clicking on a contact will bring up their telephone numbers, email address and postal address.
You will also see a black cog next to each contact where you can click to edit their details.
To send an email to the contact, click on their email address and it will take you straight to your email software and populated the "To:" box with the contact's email details.
To send a quick letter to the contact, click on the envelope with a green arrow on it. This will bring up a small word processor window where you can write the content of the letter and the "Send Letter" option will allow you to print and send the letter. The letter can also be saved to the student's profile.
Note: When you edit a contact that is designated as the doctor, changing information about the doctor (telephone number, address) will affect all those students who have been linked with the same doctor. When changing any details, you will get a warning message advising you to of this fact.
Underneath the contact information, you will find the student's medical details. Any allergies or medical conditions can be entered here. To do this you need to click the Medical Details cog.
Please see the following screen
To add or edit a medical alert, click the cog in the medical alerts title bar. Once you click that icon, the Add/Edit screen below will be presented.
Click the Add New button to add a medical alert. Please see the following screen below.
Click the Submit button to save the medical alert. If a condition is marked as critical, this will appear in red on the profile page.
A similar feature can be found in Vaccinations. Here you can record a list of vaccinations that the student has been given. Click on the black cog next to the word vaccinations to add from the list. Simply change to "yes" or "no" as required from the drop-down box next to each vaccination. you can also record a note if needed.
ScholarPack allows staff to write notes about the students using the Notes section. Notes in red have been marked as critical and will appear at the top of the list.
Click the cog button in the notes title bar to add or edit notes about the student. There are four types of note you can add to the students profile:
You also have the ability to hide a note. This note will then not appear on the front page but will be visible within the editing page.
Clicking on the white cog next to permissions will allow you to view and edit activities in school that parents have consented to, for example whether they will allow photographs to be taken of their child.
To add a permission, click on the '+' against the permission listed in the Not Permitted column. This will move it to the Permitted column and it will appear as one of the allowed items on the front page of the student profile.
This will list the dietary requirements of the student as configured in the 'Ancillary' area of the student profile. Clicking on the white cog will allow you to adjust the requirements on the student front page and this will then be replicated on the Ancillary page.
Student Menu Bar
At the top of the student profile page is the student menu bar. These tabs link you to additional information about that student. The first icon on the left is the student's name and will bring you back to the student profile page if you have moved away from it by clicking on one of the other links.
Click the links below for more information about each section.