New School - First Time ScholarPack Set Up

Now that you have access to ScholarPack, you will need to set up your school details, configure settings and ensure certain information is showing in the way you would like it.

Step 1 - Core Set-Up
Step 2 - Ensure your attendance is up to date
Step 3 - Confirm active students
Step 4 - Register Config
Step 5 - Tutors
Step 6 - Security Settings
Step 7 - API Configuration

 

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Step 1 - Core Set-Up

To access this, please go to: Admin > Config > Core Setup

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The Core Setup area contains setting options that control the core functionality of ScholarPack, for this set up you will be looking at 4 sections (School, Holidays, Years and Forms), please see below:

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'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. 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 (e.g dates for the academic year) are changed when you complete your year end within ScholarPack.

 

Under the 'School Details' header within 'School', please click the Edit button to enter your details. 

 

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Note: If you are unsure about any of the information you are required to enter, please go to the official government website: Get Information About Schools. Also, if you see that your LA, Estab, URN or school name is showing incorrectly within ScholarPack, please contact your support team. 

 

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This section will allow you to set the dates when the school will be closed e.g. Christmas, Easter, half terms, bank holidays and training/inset 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 enter the 'Start Date' and 'End Date' (weekdays) then click the Add Holiday button.

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This area allows you to enter the school's Academic year groups. This information is used throughout ScholarPack in areas such as generating registration forms, and assessment classes. 

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Note: When completing this section, please ensure to use the correct numeric value in the 'Academic Year' field, however, the 'Description' can be entered with whatever value you require (but no duplicates please!). These can be changed at any time by selecting the Edit button next to the year you wish to change. 

 

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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). 

You will need to fill out the 'Abbreviation' and 'Description' fields and then click on the Save New Form Group button (each form will need to be entered separately). These can be changed at any time by selecting the Edit button next to the Form you wish to change. Please do not have any duplicates in the Abbreviation and Description column or your reports will be affected. Each entry needs to be unique. If new Form names are required for the next academic year, please enter them as new Form names instead of editing the existing forms. 

Note: Getting ready for your year end? Your form set up will be slightly different, please see HERE.

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Step 2 - Ensure your attendance is up to date

The best way to check if you have any gaps within your register and also resolve these, is to use the report called 'Gaps in Register by Date' which will also guide you to the 'Manage Register' section if any gaps need filling (in bulk or individually). To access this, please go to: 

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For further information on how to use this report, please click HERE.

For further information on how 'Manage Register' works, please click HERE.

 

Step 3 - Confirm active students

To confirm all of your students have migrated correctly, please use the 'Class Numbers' report, you can access this by going to Reporting > Reports > Class Numbers

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Note: You may also need to check if your migrated off-roll pupils have a leaving date present. You can check this by going to Admin>Students>Search Not On Roll

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If there are any issues with your migration, please contact with the ScholarPack support team (01522 716 049 or support@scholarpack.com). 

 

After you have completed your 'Core Setup' you will need to change some details back in the main configuration page, you can access this either by clicking Configuration at the top of the page to go back, or go to Admin > Config

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Step 4 - Register Config

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Here you will be presented with the options to configure what you would like Teachers to see on the registers in Home > Register

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The Edit function will allow you to be able to select 'Yes' or 'No' for 'Meals', 'By Form', 'By Class', 'Show All Codes', 'Show Aspects', 'Show Notes', 'Show % Attendance', 'Clubs', 'Negative Register', 'Show Y Codes' and 'Show Remote Learning'. Once you have made your selections, please click Update to save any changes. 

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For further information on the 'Register Config' page, please go HERE.

 

Step 5 - Tutors

You can access this by either clicking Configuration at the top of the page to go back and then selecting Tutors or go to Admin > Config > Tutors

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Once your Teachers are in ScholarPack you can assign them to the form they will be responsible for, to do this, click on the green Assign button and select Year and/or Form from the drop down boxes, once you have made your choice, click on Update to save.

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You can assign a staff member to more than one form by clicking Manage and using the second set of drop downs below the current saved one. You can also have more than one teacher assigned to a form. 

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Note: If there are certain tutors not showing within this section, this would indicate that they do not have a username created or the teacher role assigned to them. 

Step 6 - Security Settings

You can access this by either clicking Configuration at the top of the page to go back and then selecting Security Settings or go to Admin > Config > Security Settings

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Here you are able to change how long it will be for ScholarPack to automatically logout if left idle (this is set to 1 hour as default). To change this, click the downward arrow in the Hour and Minute fields and select your required amount in the drop down box. Once you have made your selection, please ensure to click Save

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Note: ScholarPack highly recommends that all users manually log out once they have completed their work - You can logout by going to Home > Logout

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Step 7 - API Configuration 

The final step in this set up is to configure any links you have with 3rd party integrators (such as parent payment, safeguarding and assessment systems).

Depending on the system, they will have different requirements on what is needed to integrate, therefore, to assist, we have created a list of the most frequently used providers and how to integrate these with your ScholarPack MIS: Frequently Used API Integrations.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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