Student Profile - Main Page

This shows the student's personal information, including Name, Sex, Date of Birth, Country of Birth, Ethnicity, Religion, as well as identification numbers such as UPN or student number, all of which may be added. 

To view this section, you need one of the following permissions:

• Student Profile: Identity: View All Students  
• Student Profile: Identity: View My Students  
• Student Profile: Name: View All Students  
• Student Profile: Name: View My Students

To edit this section, you need one of these:

• Student Profile: Identity: Administer All Students  
• Student Profile: Identity: Administer My Students  
• Student Profile: Name: Administer All Students  
• Student Profile: Name: Administer My Students

For updates to existing information, click on the record to open a slide-over. This side-screen allows you to amend any of the information as required. You may need to press the orange Edit button to make changes.

To add new information, click on the '+Add'  button and select from the list of options on the pop-up. The options are:

• Identification Document - which includes:
   
  • Birth Certificate
  • Driving License
  • National Identity Card
  • National Insurance Number
  • Passport
  • Teacher Number
  • Visa
• Nationality
• Former Name
• Country of Birth
• School ID Card

For example, select Identification document to add details of IDs, such as passport numbers.

The Student contact details section lists personal emails, mobile numbers, and home phone numbers logged for the student. In addition to the student's home address and any other addresses associated with the student, the postal addressee (Title(s)) and Salutation.

The permissions to view this section are listed below; the first two let you edit these details too: 

• Student Profile: Contact Details: Administer All Students  
• Student Profile: Contact Details: Administer My Students  
• Student Profile: Contact Details: View All Students  
• Student Profile: Contact Details: View My Students

Click the +Add button in this section to record new contact information. Specify what to add (Email, Telephone or Address) on the pop-up and enter the details on the slide-over.

Click on an existing record to:

• See more information
• Attach a document to the record
• Edit  the record with the orange button
• Delete the record completely (see the delete button after clicking Edit)
   

This section lists a student's marital status, guardians and other contacts. You can find more on how this section works here: Add, edit and delete student and guardian postal addresses

You need one of these permissions to view this section:

• Student Profile: Guardians: View All Students  
• Student Profile: Guardians: View My Students

To make edits to this section, you need one of these:

• Student Profile: Guardians: Administer All Students 
• Student Profile: Guardians: Administer My Students

Click the +Add button to record new guardians and contacts.

Update existing information by clicking the contact's record and, on the slide over, clicking on the Guardian/Contacts name (e.g. Martin Brown as below) to access their profile. 

Top Tip: Not finding where to edit something about a guardian? Ensure you visit the guardian's profile to edit the information if it is not related to the guardian's relationship with the student. 

For example, you edit a guardian's phone number from the guardian profile, but you edit whether they are a child's legal guardian from the child's profile.

A guardian's relationship to the student can be updated by clicking on Edit after opening the slide-over that appears when the contact is clicked. This allows you to record and change:

• The relation of the guardian to the child (e.g. mother, uncle, doctor, etc.)
• Whether the guardian is:
  • A Legal guardian
  • Primary guardian
  • Authorised to collect
  • Unsubscribed from comms
• The emergency contact priority of the guardian
• Notes about the relation to the child

Use the Legal section to view, edit and create court orders for the student. You can see our complete guidance on how to manage these here: Court Orders and stopping guardians from logging in

You'll need one of the Legal: Administer All/My Students or Staff Profile: Legal: Administer permissions to add court orders to profiles. If you have the 'Legal: View All/My Students or Staff Profile: Legal: View' permission, you can view this section but not make edits.

Add court orders by using the green +Add button, completing the details on the slide-over and clicking the green Create Court Order button.

Click on an existing court order to see more details. Click More Information on the slide over to make edits on the next page.

This section shows scheduled parents' evenings and meetings. You'll need the Guardian Consultations: Administer permission to make changes to consultation meetings. 

Click on a field to (re)schedule or delete the meeting, add notes, or view more information using the buttons on the slide over. 

It is not possible to create a new meeting from here; you would need to schedule these via events or a guardian consultation instead.

Find more on the functionality of this section here: Guardian Consultations on the student profile

The Language Abilities area shows the student’s first, native and additional languages. 

All students must have a first language recorded in Arbor as the DfE collects this data during the School Census. This area is used to add or remove EAL statuses from student profiles (students who have two native languages or do not have English as their native language are flagged as EAL).

To make edits to an existing language or proficiency record, click on the item in the Language abilities list, make your edit on the slide-over and click the green button to confirm.

Use the +Add button to record more language information. You can:

• Select Add Language Ability to add a new language, including:
   
  • Proficiency in that language (Basic, Intermediate, Fluent, None)
  • First Language (Yes/No)
  • Native language (Yes/No)
  • Speaks language (Yes/No)
  • Understands language (Yes/No)
  • Is spoken at home (Yes/No)
  • Notes
• Select English Proficiency to add a student's English Proficiency and proficiency date. The available proficiency levels are:
  • New to English (A)
  • Early Acquisition (B)
  • Developing competence (C)
  • Competent (D)
  • Fleunt (E)
  • Not yet assessed (N)

Click the green button to save your changes. The language or proficiency now appears in the Language Abilities list.

Next, you will see a section for User-Defined Fields, allowing your school to track additional, custom pieces of information.

You can see more on how to update or add these here: User Defined Fields (UDFs) on student profiles

Note: User-defined fields are only visible to users who have permission to view the field, and your school manages these permissions. If you don't have permission or are unsure which permission you need, you'll need to ask your admin team to grant you permission using these instructions.

The Background and Derived Background Indicators sections contain information on a student's background, like their Free School Meal Eligibility.

The data input here will automatically populate other sections that depend on this data, such as the Derived Background Indicators section immediately below.

Use +Add in the Background section to:

• Add Free School Meal Eligibility
• Assign Traveller Status
• Assign Service Child Status
• Add Early Years Pupil Premium Recipient Record (EYPP)
• Assign Young Carer Status

Edit existing data in the Background with these steps: 

• Click on a record to open a slide-over
• Click Edit (if needed)
• Make your changes
• Click the green button to save

It is not possible to edit Derived Background Indicators without editing the underlying data that the indicators are derived from in the Background section.

In these three sections, you view, add and manage pastoral information. 

Pastoral notes

The Pastoral Notes section allows you to record and edit pastoral notes.

Use +Add to create a new pastoral note on the slide-over. You can include:

• Start date (required)
• End date
• Summary
• Content
• Attachments

Then, click the green "Add note" button to save.

To change an existing note:

• Click the note
• Click Edit on the slide and take one of these actions:
   
  • Make your changes and confirm edits with Save changes
  • Use the red Delete button to remove a note completely
  • Use the orange Convert to child protection note to move the note from this section to the Child Protection page (accessed via the left-hand menu).
  • Pin pastoral notes to the top of the profile using the tick box

Looked After (In Care)

In the Looked After (In Care) section, add and manage Looked After statuses and notes, as well as a student's home Local Authority. 

Click +Add to include new LAC statuses or notes.

Click on an existing record to amend or delete it on the slide-over.

Read more about this functionality in our Adding a Looked After (In Care) or Post Looked After status guide.

Child Protection

In the Child Protection section, add and manage Child Protection statuses and notes.

Click +Add to log new child protection statuses or notes.

Click on an existing status or note to change or delete it on the slide-over.

Read more about this functionality in our Add, edit, change or delete Child Protection Statuses or notes guide.

User Details

The Medical section groups information relating to the student's health and medication. 

The preset options in this section are:

• NHS number
• General Practitioner
• Handedness
• Blood group
• Medical notes
• Immunistations
• Dietary requirements

Click one of these options to edit them on the slide over.

To include other medical information, click +Add. You can select the following on the pop-up:

• Dietary Requirement
• Hearing Test
• Immunisation
• Medical Condition
• Medical Event
• Medical Institution Relationship
• Medical Note
• Medical Plan
• Pregnancy and Birth Details
• Vision Test

After selecting an option, enter the relevant details on the slide-over and click the green button to save your work.

The Consents area lists any consents that have been recorded for the student. 

To see this section you need Student Profile: Consents: View All/My Students, to make changes to constents you need Student Profile: Consents: Administer All/My Students.

To add a new consent: 

• Click on the '+Add' option to open a slide-over
• Set the Consent type(s) using the drop-down (you can set multiple in one go) - this field is required
• Set who Consented/declided
• Set the Consent status (Consented, Declined, Pending) - this field is required
• Upload documents using the Attachments section

To set up new consent types to choose from, take a look at this article.

To make changes to an existing consent:

• Click the consent in the list

• Click Edit on the slide-over

• Make you changes

• Click Save Changes (or Delete if you want to remove the record entirely)

Students over 16 are able to provide their own consent for the use of their photographs and more, so now you can also record that consent in the system. Just go to a student profile and click View > Consents (or scroll down), and you can now use the green plus icon in the top right to add consents from students as well as guardians and upload any attachments as proof.

Use the Transportation section to view and record information on Transportation Methods and Motor Vehicles associated with the student.

The permissions needed for this section are: 

• Staff Profile: Transportation: Administer (lets you make edits)
• Staff Profile: Transportation: View

Click +Add to add new entries, including a transportation method with a note.

You can see how to update transportation for all students and staff in one place, or add more options here.

The Education & Employment History (non-primary schools) or Education History (primary schools) section lists the student's past educational institutions, work placements and employment. 

To see this section, you need the Student Profile: School History: View All/My Students. To make changes to the section, you need the Student Profile: School History: Administer All/My Students permission.

Include additional entries with the +Add button. You can choose the following options on the pop-up:

• Add Former School
• Add Future School
• Add Employment Status and Information
• Add Work Placement
• Add Alternative Provision Placement

Click on an existing record to see further details on a slide-over. Make changes to the record by clicking Edit on the slide-over, making your edits and pressing the green Save button. 

If you want to remove a record entirely, click the red Remove button after pressing Edit on the slide over.

Top Tip: This section may be called Education History if you're a primary school.

For more information on updating education histories in bulk, please visit this link. Additionally, you can find instructions on how to update a leaver's destination school here.

The student funding section lists any funding assigned to the student. For example, you may need to report on a student's top-up funding indicator for the census. 

Edit an existing record by clicking on it and pressing Edit on the slide over. Make your edits and press Change to save these, or press Delete to delete the record.

To add funding:

• Click +Add to open a slide over
• Set the Funding type using the dropdown (required). Funding types included for all schools:
   
  • Adult Education Bursary
  • Adult Learning Grant
  • Care to Learn
  • Discretionary Bursary Awarded
  • Free Childcare for Training & Learning for Work
  • Professional and Career Development Loan
  • Programmed Led Apprenticeships hardship fund
  • Time off for study
  • Top-up Funding
  • Vulnerable Group Bursary Awarded
  • 16-19 tuition fund
  • Repeating final year of 16-19 funded provision
• Enter start and/or end dates for the funding
• Add a note, if needed
• Click Add Student Funding to save

You can find more on recording and managing student funding here: Adding top up funding to a student 

Each student has an "Other" section near the bottom of their profile, containing information that doesn't fit anywhere else on the profile.

Here you'll find an area to enter Boarding information. More on this here: Students who are Boarding

And, if your school has a nursery, you'll find information on hours at the setting, funded hours, extended hours, and the thirty-hour code for nursery students in the Other section. More information on this can be found in this article: Hours at setting, funded hours, extended hours and 30-hour codes

For the Autumn School Census, prior attainment details of the highest grade achieved in the previous year for Maths GCSE and English GCSE must be recorded. You can do this from the GCSE Attainment for Funding section.

Click on any of the options to add details on the slide-over and click Save changes to confirm.

Find more on how this works here: Adding prior attainment for English and Maths

The Admin section provides a record to retrieve all CTFs (Common Transfer Files) that have been compiled for the particular student. When you click on the record, a list of all accessible files is provided, along with a button to create a new full CTF for the student. 

You can see how to use this here: Generating a CTF for an individual student

If no Attendance has been recorded for the student, you can use this section to entirely Delete the student, too. Please note: deletions are irreversible, not even by Arbor's engineers. Find more on deleting students here: Delete or merge a student or duplicate profile