Trainee Teachers in Arbor

This article provides guidance on how to create individual staff profiles for trainee teachers in Arbor, including assigning business roles, managing permissions, and handling their access during and after their training period. It also covers how to include or exclude them from the Workforce Census and how to manage their assignments in classes.

If you want your trainee teachers to be able to log into Arbor and work with another teacher in a class, you will need to create an individual staff profile for each person.

Permissions

You'll need the Staff Profile: All Staff: Basic HR Administration permission to create a new member of staff. If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.

Creating individual staff profiles

Giving access to Arbor

To add trainee teachers to your site, follow the instructions in this article: How do I Add a New Staff Member and create a new staff profile? 

Make sure you give them a business role to allow them to log in. There isn't a specific role for Trainee teachers - you can either:

• Give them the Teacher, Teaching Assistant or Higher Level Teaching Assistant business role.
• Customise a business role not in use, and rename it using an alias, then give the staff member this role.

Business roles are used to manage permissions and access, the actual role is recorded as Position on the contract, so the business role does not have to be exact.

Add an end date for their business role if they are only at your school for a temporary period to remove their access after this date. 

Workforce census

See how to log that they are trainee teachers here: Adding Teacher Statuses to NQT/ECT

If the staff member should not be included in the Workforce Census, go to the Contracts section on the left-hand side of their Staff Profile.

Click the Include in school workforce census field, and in the slide over, untick the box then click Save Changes.

Assigning to classes

You can assign trainee teachers to classes as Academic Leads in the same way as you would for usual teachers: Change teachers, academic leads and staff assigned to registers and timetable slots

If the main teacher is absent, the lesson will still flag as needing to be covered, so the trainee teacher won't be on their own.

FAQ

Can we prevent trainee teachers from being assigned cover?

Please see our guidance here: Set staff as not available for cover

You could also add 'Trainee' to their name so your cover manager knows not to choose them.

What if they become a permanent teacher?

If a staff member is a trainee teacher, NCT or NQT, it isn't possible to automatically change their profile into a standard teacher.

However, you don't need to create a new profile. You would just need to:

1. add an end date to their trainee teacher contract: Ending a contract
2. add a new contract to their profile: Creating a staff contract

What if they leave the school?

Follow these instructions to remove their access and remove them from teaching lessons: End a staff member's employment to disable access