Admin > Config > Core Setup
The Core Setup area contains setting options that control the core functionality of ScholarPack. Here you will be able configure your school setup. Below you will see a list of configurations within the panel for your initial set up. You can click onto each of the icons below to view, add or edit information in their individual areas.
School is where you can record all of the school's information which is needed in order to send information to the LA (Local Authority) or DfE (Department of Education) as part of your census return.
The information includes, name, address, number of pupils, type of school etc. Once set, the majority of the data within this area will not need to be updated unless you need to make any changes. Any information that needs to be changed as part of the end of year process (dates for the academic year) are highlighted when you complete year end in that section of ScholarPack.
To enter information into the module, click on the School icon. You are able to update the information by pressing the Edit button and once complete use the Update button to save your changes.
Most fields will have been filled in by ScholarPack Support staff, these are fields that are important to the system. If you are not sure what to enter please visit Edubase (a DfE website which allows you to search for your school name and provides basic information about your school) or alternatively call ScholarPack Support on 01522 716 049.
This section will allow you to set the dates when the school will be closed e.g. summer, Christmas, Easter, bank holidays and training days. By entering in the school holidays accurately you will avoid any gaps in attendance.
You can enter a school holiday by using the Holiday drop down box and selecting the appropriate holiday. Next you will need to simply enter the Start Date, End Date and click the Add Holiday button.
If you have already set up the meal choices for your students, then you can remove the meals allocated for the holiday period by selecting the remove meals assigned to this date range. Once this has been selected and completed you will not be able to undo this function. To see what meals had been allocated, use the Manage Student Meals report.
If you wish to delete school holidays that have been created because of an error, simply click the Delete button.
Do not delete last years holidays because it will affect the attendance data for that year. Last years holidays dates are labelled to distinguish them form the current academic year.
Note: You will get a warning if you enter a holiday period in excess of 60 days.
Days is a module that allows you to select the days of the week that the school is open. This is important for accurate attendance reporting and is relevant to the Timetables in the Classes module.
To set the days of the week, you will need to click on the Days icon, you will then be presented with the screen below.
Tick which days of the week the school is open. You can also map the days to the curriculum by selecting Press here to map the days to the curriculum, you will then see Curriculum mapped.
Another feature of this module is that you can wipe your time table clear of any data to start afresh. Please note that this can't be undone.
Years allows you to enter the school's Academic Years. This information is used throughout ScholarPack in areas such as generating registration forms, academic groups and classes etc.
To enter a new year group, click on the Add New button, this will direct you to a new page where you can enter a new academic year and a description.
Once the Academic Year has been entered, click Insert. Each year must be entered separately.
If you need to edit a year then click on the Edit button relevant to your chosen year.
If editing, make your change then click Update or click Delete to remove altogether. You will then be taken back to the Years front screen, click Refresh to update the table.
The Periods module allows a school to set up the lesson periods and their duration. This module is connected to the Timetables in Classes.
To insert the periods, click on the Periods icon.
Click on the Add New button to enter a new period number, start time and end time.
Fill in all fields and click Save. This will take you back to the Periods front screen.
Please note: Editing or deleting a period that is attached to a Timetable will effect that timetable's functionality.
The Subjects panel allows the user to add additional subjects into the Classes module. First click on the Subjects icon.
You can then click on the blank drop-down box, select the subject you would like to add and click the Add Subject button. When the list is complete, click on the Update Subjects button.
To delete a subject click on the three letter abbreviation.
You will now be able to assign these subjects in the Classes module.
Please note: If you would like subjects adding that are not already in the list, then ScholarPack Support can add them in for you. Please send an email to email@example.com and we will update the system.
Forms are usually registration (pastoral) groups but are sometimes named differently, dependent upon each school's preferences. In ScholarPack, forms are your registration groups (these may be the same as your academic classes).
Forms allow the user to customise their registration (pastoral) groups so that you can assign students to the correct form for the registers.
Forms will also become part of the Classes structure, helping you allocate students to their academic classes. To create a new form, click on the Forms icon.
You will need to fill out the Abbreviation and Description fields and then click on the Add Form Group button. Each form will need to be entered separately.
You can also change the order of forms within the table. You can now drag and drop the forms into an order of your choice. It will automatically save these changes and your order be reflected in the drop down boxes on reports.
You can click on Edit to make an amendment. Ensure you tick the Update Students in Group button. This will move the current students into the newly named form and allow registration by the staff to continue. Once the changes have been completed, click Update to save.
Please note: Deleting a form once a class structure or timetable has been created, may effect the functionality. Please call ScholarPack Support on 01522 716 049 before making any adjustments.
ScholarPack allows the user to create unique teaching groups for the school and give a brief description of each one. The groups are then combined with a year to give a unique group (e.g. 7N), they can also be the same as the forms which have been set up in the Forms tab.
To create a group you will need to click on the Group icon. Fill in the Abbreviation and Description fields and click the Add Group button to add a new group. If you want the groups to be the same as the forms, you can click on the button Auto fill from form groups/pastoral groups. You will see this directly above the groups table.
You can click on Edit to make an amendment, then click Update.
Please note: Deleting a group once a class structure or timetable has been created, may effect the functionality. Please call ScholarPack Support on 01522 716 049 before making any adjustments.
Sets may be used to place students in lower level or higher level subject groups. They can also be used to separate different levels of ability or just to split a large class.
To use Sets, you will need to click on the Sets icon. Click on Add New to add a set.
Clicking on the Edit button will allow you to make an amendment, then click Save. To delete a set, click on Edit then Delete. You may need to click on Refresh Sets to see the changes.
Place a Set number in the empty field and click on Update, you will then be taken back to the main sets page.
Please note: Deleting a set once a class structure or timetable has been created may effect the functionality. Please call ScholarPack Support on 01522 716 049 before making any adjustments.
Rooms allows the user to add classrooms for use on a timetable.
To create a room, click on the Rooms icon.
The next step is to fill in the Identifier and Description fields, then click on Add New. To edit the Description field, click into the box, rename and click on Update Classrooms to save. To delete a room you will need to click the Delete button.
Please note: Deleting a room once a class structure or timetable has been created, may effect the functionality. Please call ScholarPack Support on 01522 716 049 before making any adjustments.
Images allows the user to add the school logo to their ScholarPack. This will then appear in school reports for example.
To add a logo click Choose File, browse to the location of the file and Upload.
The logo will then be uploaded for you to see.
You are also able to add a Head teacher photo and a school photo using the same steps as above.
Please note: The file chosen needs to be .PNG or .JPG
Houses allows the school to record school houses on the system. The students can be placed into houses on their individual student profile by going to the Extended tab and selecting the house the student is designated to or if you prefer, use the group updater to update student's houses quickly.
To create a house, the user needs to click on the Houses icon. Next click on the Add New button.
Fill the empty fields Code and Meaning and select the colour you would like to add by clicking on the colour palette, and then Save.
Your new house will now appear in the table. You can click Edit at any point to change the name or colour of the houses. To save your changes click Update or Delete to remove that house.
You can then set up the House Roles.
Customisation allows you to edit the content of the data protection message at the bottom of the Download Capture Sheet and the Export Info Check sheet.
To edit the content of the GDPR statement simply write the message you wish to be included and then save.