Student Profile - Other Areas

Use the Calendar page to view the student's calendar for the week. The Calendar shows courses, classes, events, club sessions, trips and more. To view a student calendar, you need one of these permissions:

• School: Calendar: Administer  
• School: Calendar: View  
• Student Profile: Calendar: Administer All Students  
• Student Profile: Calendar: Administer My Students
• Student Profile: Calendar: View All Students  
• Student Profile: Calendar: View My Students

You can adjust the view to display a timetable for the day or month by using the buttons located at the top right. Toggle between weeks using the arrows or the calendar button on the left.

You can access a Lesson Overview or Event page by clicking the timetable slot.

You can add a school event by clicking into a blank space in the calendar and entering the event details on the Create School Event slide-over.

For more details on the colour coding, refer to this guidance. For more information on the layout of calendars, refer to our Overlapping slots in calendars guide.

Activities

You can use the Activities pages to view all past and upcoming trips and clubs for which the student is confirmed, as well as any trips open for the student to join.

To access the Clubs page, click Activities in the left menu to expand the list and click Clubs. To access the Trips page, click Trips in the expanded menu instead.

To view these pages, you need one of the following permissions:

• School: Extra Curricular: Administer  
• School: Extra Curricular: View

Clubs

On the Clubs page, view the club memberships the student has for this academic year, along with the corresponding membership dates. Change the Academic Year using the drop-down in the top-right corner to view club memberships for other years.

Click on a club membership to see further details about the club on a slide-over, including:

• Name of the club
• The clubs Description
• The Pupils Eligible for Club Membership
• The Max. Participants in the club
• Whether club membership Requires Consent
• Whether it is a Free Club or Paid
• Whether the club is set up to Take Attendance, and the start date for attendance taking
• The club Schedule - these are the club's planned sessions; all sessions are shown, even if a student is not participating in a particular session. Click on a session for further information and to get to the session page and register.
• A More information button to take you to the club's overview page

Trips

On the Trips page, view upcoming and past trips, and any trips the student is eligible for within the selected academic year. Use the Academic Year drop-down in the top-right corner to switch years.

To see past trips, make sure to click the downward triangle in the [Student Name] Past Trip section.

Click on a trip to be taken to its overview page, where you can see more details.

 

On the Meals page, you can see and edit the student’s meal choices and sittings from the Setup tab, and you can view a student's meal history from the Historic Attendance tab. Use the Academic Year dropdown to change the year.

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

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

To find out how to set up Meals in Arbor, take a look at this article.

Setup

The Meals and Sittings a student is assigned to in the Meal Patterns section of the Setup tab.

To add a student to a Meal and Sitting:

• Click the green +Add in the Meal Patterns section
• Select the Meal using the top dropdown first
• Select the specific Sitting using the second drop-down next
• Use the tick boxes to select which days of the week the student attends the sitting
• Set Effective and End dates for the meal pattern
• Press Save Changes

Click on an existing meal pattern to make a change or to delete the pattern.
 

The Regular Meal Choice section lets you view any pre-set meal choices for the student (these automatically populate meal registers on the day of the meal if a student is marked as present or you choose to Auto-fill based on attendance).

Add new regular choices using the +Add button. Amend meal choices by clicking on them and editing or removing them on the slide-over. Read more on regular meal choices here:  Setting Up Meals - Optional - Regular Meal Choices
 

The Dietary Requirements section shows you any dietary restrictions and needs that have been recorded for a student. Click +Add to record new requirements or click on an existing requirement to make changes or add a document. More on this here: Add and report on student's dietary requirements
 

The Free School Meal Eligibility section allows you to determine whether a student is eligible for FSM and between which dates they are eligible. Use +Add to record a new free school meal eligibility, or click on an existing entry to make changes or add a document. Find more on adding FSM eligibility here: Adding Free School Meal (FSM) Eligibility

Historic Attendance

The Historic Attendance tab displays a list of each meal register in which the student has been included during the academic year. Use the Academic Year dropdown at the top to switch years.

The table on this page has columns for:

• Meal Session - the date and time of the meal
• Meals Sitting - the meal sitting the meal session is a part of
• Provision - the meal choice recorded for the student on the session's meal register
• Provision Label (for rotating meal menus only) - the rotating meal menu choice the provision corresponded to on the day of the meal
• Invoice - the amount the student was charged for their meal

To delete a student's meal choices and the invoices from this page, follow these steps:

• Select the records you want to delete with the tickboxes
• Use the green Bulk Action and select Bulk Delete
• Confirm the deletion by choosing Delete in the pop-up

Deleting Meal Records is not reversible, so please review this carefully and consider whether you want to change a student's meal choices instead. This is the only way to permanently delete meal choices; more information on this can be found here.
 

Using the same Bulk Action button, you can also Auto-Fill Based on Attendance. This sets the selected meal register marks to the latest attendance data before the meal session. For example, if the student's latest mark before lunch was absent, their meal register mark will be set to absent. If the student is present, the meal provision will be set to their default meal choice.

Select a meal choice manually with these steps:

• Click on a meal record
• Click Edit  on the slide over
• Set the Meal provision with the dropdown
• Press Save Changes to confirm the choice
   

Use the Looked After (In Care) page to view a student's past and current Looked After statuses.

This page only shows if the student has previously been added as Looked After. If you'd like to add a completely new status, please do so from the main profile page. 

Either one of these permissions is needed to view this page:

• Student Profile: In Care: View All Students   
• Student Profile: In Care: View My Students

Click the green button to add a new status, or click an item in the Looked After (In Care) History section and click the orange Edit button on the slide over to edit details of statuses.

Use the Examinations pages to update the student’s key exams information, such as their UCI, or download important exams documentation, such as a provisional statement of the student’s results.

The permissions needed to access are:

• Qualifications: Administer All Students - Access the main examinations area and manage exams
• Student Profile: Qualifications: View All Students - View exam details on the student profile

If you don't have the required permission, ask your school office to give them to you using these instructions.

You can see full details here: Examinations records for an individual student on the student profile

You can use the Reports page to see all report cards that have been created and shared about the child. Each academic year has a different section on this page. 

The permissions needed to view report cards are: 

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

Click on a report to open a slide over and see more information on the report, download a copy of the report by clicking the green Download button, or review the report using Edit/Review. You also see whether the report was shared via email, for example, with parents.

On the slide-over, click on a section of the report to see more information, and edit it if needed. For example, by clicking Biology, you will see a screen similar to the one below. Use the dropdown and the green View Selected Sections button to switch between sections or click Back to batch to return to the previous page.

Use the Educational Needs page to see and change information about the student’s educational needs. 

You'll need the Student: Special Education Needs: Administer My/All Students permission (also called Student: SEN: Administer My/All Students) to manage SEN details for students, and you'll need Student Profile: SEN: View All/My Students to view the page.

You can see full details about this page here. 

Here you can see more information about the student’s interventions this academic year, such as:

• The Interventions a student is enrolled in
• Any Intervention Reviews that have been logged for the student
• The Intervention Costs associated with the student
• Any Intervention Notes that have been left

Change the Academic Year using the drop-down, download a printable intervention overview using the Print to PDF button, or Create ad hoc interventions using the orange button. 

To see and use this section, you'll need either the School: Intervention: Administer All Interventions or Administer My Interventions permission. You also need to be either the creator of the intervention or the intervention group lead (see step 2 here) to view intervention notes.

You can find full details about using this section in our dedicated 'Interventions on the Student Profile' guide.

The Payments page of the student profile contains all customer account types you have set up, including Meals, Clubs, Trips, and any other Customer Account Types. 

You need the Finance: View permission to view these pages, and Finance: Finance: Administrator to make changes, create invoices, or log top-ups.

Click on an account type to get to the account's overview. In an Account Overview, you see a breakdown of payments.

 
Account Overviews for Top-up Account Types, such as Meals (see the screenshot above), display a table summarising expenditures by day. Use the date filter to change the days shown in the overview.

Click on one of the entries to see an itemised breakdown of charges for that day. 

Use the buttons on the overview to:

• Top up by card, cash, cheque or voucher (if voucher payments have been set up)
• Send Communications to the student or their Guardian
• Download Statements with a summary of incoming and outgoing transactions as a PDF
• Create a new invoice (the green +Add button)

For further details on using the payment pages for top-up accounts, refer to these handy guides:

• Creating invoices
• Add or delete a credit note
• Refunding payments for Meals and other top-up accounts

For non-Top-Up Account Types, such as Clubs, the account overview displays a list of invoices related to the account for the past 30 days. The option on the left allows you to view more details and access invoices dating back further. For these account types, it is not possible to create or refund invoices from this interface; instead, they must be issued from a club or trip linked to the account type.

Use the Change Requests page to see and accept or reject any changes made to the student profile via the Parent Portal by a guardian. 

You will need the General Admin: Administer permission to see this page and to accept or reject change requests.

Click the change to see what the proposed change is, and to Accept or Reject the change. 

Please note: Once changes have been accepted, they cannot be reversed. You would need to manually edit the data to revert the changes.

You can find more on how to use this page here: Approve changes made on the Parent Portal or Parent App

This concludes our series on the Student Profile.