Migrating via Groupcall For Welsh schools - How to add additional data to your Arbor site

When migrating your school data to Arbor via Groupcall, we migrate the majority of the data you need to be census-compliant and effectively run your school site. However, there are some additional data points you may wish to input into Arbor, which we've outlined instructions for below.

Please note that some of these actions may require permissions that you don't have active on your profile. For information on adding the necessary permissions for users, see our article here. 

Pay Scale Information

Entity Importer

This information can be added to your Arbor site using the Entity Importer. For details on how to do so, see our guidance here.

Manual entry

Adding pay scales requires either the Finance: Administer, Staff/HR: School HR: Policy, or the Staff Profile: All Staff: Contract Management permission.

To begin adding and updating pay scales, go to School > All Staff > HR Admin > Pay Scales and click the +Add button. From here, you can input all the necessary salary information for your staff. See our guidance on Pay Scales here for more information.

Future School Destinations

Adding Future Schools requires the School: General Admin: Administer permission.

To update this information, follow these steps:

1. On the student's profile, scroll down to Education & Employment Status History
2. Click the +Add button and select Future School
3. Enter an Educational Institution (if you have already used an Educational Institution before, you can just select this in the dropdown menu) and add the Expected Entry Date. While you can enter the name of a new Educational institution here, we have a dedicated page where you can add Educational Institutions and include additional information. See our guidance here for more information. 
4. Click Add Future School.

Other Subjects studied in Welsh

Updating this field requires the Student Profile: Language Abilities: Administer My/All Students permission.

To add this information for a student, go to the student's profile and scroll down to the Language Abilities & Teaching section. From here, click on Welsh Medium Education and select either Yes or No. 

Responsible Local Authority ID

This field requires the Student Profile: In Care: Administer My/All Students permission to update.

On a student's profile, scroll down to the Consents section (note, not the Consents section on the left side of the page) and click on Responsible Local Authority. From here, you will see a dropdown menu of listed Local Authorities that you can either scroll down, or begin typing the name of the Local Authority to find it. Once you have selected the Local Authority you need, click Save Changes.

Learning Activity Category

This field requires the School: Academic Structure: Administer permission to update.

To add a Learning Activity Category, follow these steps:

1. Go to Students > Enrolment > Academic > Learning Aims
2. Click on the Learning Aims and then the Learning Aim Instance.
3. Tick the boxes next to the students' names, click Bulk Action and then click Set Learning Activity Category Main/Other.
4. In the confirmation pop-up window, click Set Category.

School events (non-class codes)  

Updating this information requires the following permissions:

• Academic structure: Administer - View and click into all school events from the All Timetabled Events (List)
• School: Action: Calendar: Administer - Create, edit or delete any events for staff, students and guardians.
• Staff profile: Action: Calendar: Administer - Create, edit or delete any events for staff.
• Student profile: Action: Calendar: Administer All/My Students - Create, edit or delete any events for students, associated guardians and staff.

You can import events, (such as PPA or non-teaching activities) as part of a TimeTabler import, or create them manually by following these steps: 

1. Click Create Event from your Favourites menu
2. Complete the information about the event in the slide over (See our guidance here for more information) 
3. If it is a single event, fill in the details in the Single School Event section. If it is an event that will repeat, fill in the details in the Repeating School Event section
4. When you are happy with the event click the Create school event or Create repeating school event button