Setting up Behaviour workflows

Consistency is the bedrock to good behaviour management in a school, but good behaviour management takes a lot of time out of a teacher's day; contacting parents, notifying heads of year, assigning detentions, adding the right number of points. It all adds up!

With Arbor's automatic workflow feature, we take care of all this for you. With auto-escalation, if a child is involved in a certain number of incidents over a given time period a higher level incident is automatically created. All you need to do is set up you behaviour policy in Arbor and every time a teacher logs an incident the system will take care of the rest. You can use these to ensure your behaviour policy is followed consistently by setting up key actions (or workflows) to happen automatically for each level of incident.  All incidents assigned to a specific severity level will follow the workflow setup.

 

 

For example, you may want to notify a student's head of year for a level 3 negative incident, and their form tutor for a level 2 negative incident.

You can set this up by going to Students > Behaviour > Setup. Select the Incidents tab. Then select the Automatic Incident Workflows section.

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Select the severity you would like to set up the workflow for. In this example, I will be setting up a Level 3 Negative Incident.

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You will be presented with the following workflow options:

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Each of these can be clicked into and according to your wishes, can be either set up or not, depending on your behaviour policy and procedures.  As you click into each option, a brief description of each will be given.

You can set up further workflows for all the severity levels, all with different workflows should you wish. 

 

Notify primary guardians

Incident

When an incident is logged with the severity selected, you can choose to notify parents of this via email or SMS.

You can create custom incident communication templates for each level of incident severity in School > Communications > Templates.

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You can then select the custom template to use in each incident severity. Click the Send message template to primary guardian (incident) option.

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In the slide over, you can see the message and choose whether this message will be sent via email or SMS. Please note, each SMS message will use an SMS credit (if your message is longer than one SMS you will be charged for however many SMSs long your message is). 

Click Save to complete the setup.

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You can change the template to be used for each communication type by clicking the Modify Template Type button.

Select the custom or default template, then click Save.

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To edit the default System Behaviour Incident Template, click Modify Templates. You will be taken to the Templates section of the Communications module where you can edit the template. 

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Detention

You can choose to send a message to Primary Guardians if their child has been given a detention. You can do this for scenarios where the student is added to a detention session, or through an automatic workflow - see the section on Assign Automatic Detention below for how to turn this on.

To inform the guardians if the detention has been issued because an incident (in this case, level 3) has taken place, Click the Send message template to primary guardian (detention) option.

In the slide over, you can see the templates, and tick the boxes to choose whether to automatically send the messages out.

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To edit the default System Behaviour Incident Template, click Modify Templates. You will be taken to the Templates section of the Communications module where you can edit the Detention template

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Notify a member of staff

You can set up incidents to automatically notify as many key members of staff as you like when an incident is created. The incident will appear in their 'Watched by me' section on the incident dashboard, and they will receive a notification in the top right corner 

 

To set up notifications choose a level of incident and click 'Notify member of staff' on the incident workflows page.

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Select who to notify about this level of incident. Role in relation to child will pick out the head of year, form tutor, head of department, head of faculty or head teacher for each child involved in the incident.

Please note: in order to notify users with a role in relation to the student, the following needs to be set up:

  • Form Tutor - Each form needs at least one form tutor and the student needs a registration form
  • Head of Year - Each year group needs to have a head of year and the student needs to have a year group
  • Head/Second of Department/Faculty - The lesson must be linked to a course. The course must be linked to a Department, the Department/Faculty must have a head/second.

'Specific member of staff' will notify one user for all incidents created of this level regardless of the students involved.

'Allow staff to add notifications...' allows staff to choose who to notify when they create an incident.

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Assign to a member of staff

You can set up incidents to automatically be assigned to the member of staff you would like to deal with the issue when an incident is created. The incident will appear in their 'Assigned to me' section on the incident dashboard, and they will receive a notification in the top right corner. 

 

Select 'Assign to member of staff' on the incident workflows page.

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You can now select who to assign this level of incident to. Role in relation to child will pick out the head of year, form tutor, head of department, head of faculty or head teacher for each child involved in the incident.

Please note: in order to notify users with a role in relation to the student, the following needs to be set up:

  • Form Tutor - Each form needs at least one form tutor and the student needs a registration form
  • Head of Year - Each year group needs to have a head of year and the student needs to have a year group
  • Head/Second of Department/Faculty - The lesson must be linked to a course. The course must be linked to a Department, the Department/Faculty must have a head/second.

'Specific member of staff' will notify one user for all incidents created of this level regardless of the students involved.

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If a member of staff doesn't have the right role for an incident to be automatically assigned (for example, if there is no one listed as head of department) then the member of staff that logs the incident will be asked to select someone to assign the incident to. There can only be one assignee for each incident.

 

 

Automatic detentions

Assign automatic detentions

To automatically assign students with a detention if they are involved in a certain level of incident. Choose Auto-assign detention and then select the detention type you would like to assign.

Select next available session to automatically enrol the student in the next available detention session or select do not assign a detention session to leave the student without a specific detention session (this will require someone to go in and assign the student a session).

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Allow staff to assign detentions

Select 'Allow staff to assign detentions' to allow staff to assign students to detentions manually when they log incidents.

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Auto close

The auto close workflow closes an incident automatically after the workflow has been run for it. For example, At school A for level 1 incidents, students automatically gain 2 behaviour points and message is sent to their parents. After this, the school don't want any further action to be taken on the incident so they select enable 'auto-close' to automatically resolve the incident after the actions have been taken.

To enable auto-closing, select Auto close.

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Escalate

Select this option to automatically escalate an incident after reptition.

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Enter the number of incidents required to escalate to the next level. Then select the time period these incidents must occur in. Finally, select the level you would like to escalate to. Then click Save.

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Add/deduct points

Select this option to automatically add or deduct behaviour points when this level of an incident is recorded.

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Email staff when incidents are assigned to them

Select this option to email the assigned staff member with a link to the incident overview.

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The staff member will receive an email when an incident is assigned to them. It will say 'New behaviour assignment' in the subject line.

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Assign students to internal exclusions

It is possible to ‘Allow students to be assigned an internal exclusion’ as part of your school’s behaviour workflows.

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If a student triggers a predefined ‘incident level’, then they will appear in the ‘Pending internal exclusions’ tab of the Internal Exclusions - Overview page.

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It would then be up to the member of staff in charge of behaviour, or internal exclusions to allocate the student to an internal exclusion type and session.

Due to the serious nature of internal exclusions and factors such as internal exclusions room size and student behaviour clashes, we have set the system up so that it is not possible to automatically enrol students in an internal exclusion.

An internal exclusion must be assigned by a member of staff with the correct permissions to do this.

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