The 'Support' role in Pupil Tracking was introduced to accommodate users who work across multiple schools in the local authority, as well as those teaching pupils outside the traditional classroom setting (such as dance or music instructors). This role provides limited access, enabling users to enter data in subject-specific fields and add notes in assigned categories.
Getting Started
Before you start using the support role, please follow the steps below to ensure everything is set up correctly.
Step 1 - Subject Assignment
The support role uses a new feature called 'Subject Assignment'. Users with this role can only view and edit pupils who have been assigned to a specific subject. While class/set lists are visible, only the assigned pupils can be accessed and edited.
To assign subjects to pupils you can either:
- Navigate to Pupil Manager > Edit existing pupils > Mass assign subjects to assign entire year groups or forms
- Navigate to Pupil Manager > Edit existing pupils and assign subjects by checking individual pupils and using the 'Actions' drop down.
Using the 'Filters' drop down, you can view pupils who are either 'Assigned to subject' or 'Not assigned to subject'. The 'Assigned to subject' filter will only display subjects that have pupils assigned. You can also use the assignment tools to unassign pupils from subjects if needed.
Step 2 - Note Category Assignment
Support role users can view, add and edit notes for pupils, but only within specific note categories.
To assign note categories for the support role:
- Navigate to Database Manager > Edit note categories > Assign note categories
Notes are not subject-specific; however, support users can only access notes for pupils assigned to a subject. For example, if a user has access to 'Wider Achievement' and 'Dance Club', they will only see notes for pupils assigned to the subject they are currently logged into.
Step 3 - Subject-Specific Fields & Classes
Before adding new support users, ensure that subject specific fields are configured:
- Navigate to Database Manager > Edit subject table > Edit fields
And appropriate classes are assigned:
- Navigate to Settings > SEEMiS Integration > Subject mapping
Important: If a subject does not automatically pull its classes from SEEMiS, you must manually assign the 'PT Reg Group' class. The support role user will not be able to use a subject with no classes assigned.
Step 4 - Adding New Support Role Users
Once you have completed steps 1,2 and 3 above you can proceed to setting up new support role users and assigning subjects to them. You assign subjects to the support role in exactly the same way as you would assign subjects to the 'Teacher' role.
To add a new support role user:
- Navigate to User Manager > Edit users and add a new user with the role 'Support'.