We often get asked what schools should do as part of their continuity plans in relation to Arbor. This article gives you some suggestions for ensuring you have access to key student and staff information should profiles be unavailable.
We recommend all schools download a copy of your Emergency Printable Register in the morning so it's available if required: Printing an Emergency Evacuation Register
You can also print out registers for the coming week:
- Primary Schools can use the Students > Attendance > Reports > Weekly Printable Register by Registration Form page. This will generate a PDF containing all of the registers for the whole week.
- Secondaries can use the Students > Attendance > Reports > Printable Lesson Registers page. Input the end date of next week, and this will generate a PDF containing all of the registers for each scheduled lesson.
You can email these PDFs to a secure email address, or store in a secure password-protected online folder.
Creating a Key Information report for Student and Staff Data
To make sure you always have a central backup of student emergency contact details, medical conditions and dietary requirements, we’ve attached a Weekly Master Student BackUp report to the bottom of this article. We would recommend that this report is either put into a live feed or emailed weekly to your Headteacher and/or SLT.
We have also created a document for staff containing medical conditions, dietary requirements, next of kin and contact details.
If there are other fields you would like to add you can edit the report once you’ve uploaded the template into your Arbor.
To import this into your Arbor click the link at the bottom of the article to download our Weekly Master Student Back up template to your computer.
There's no need to open the file, all you need to do is save it.
Go to School > Custom Report Writer. Click the Create New Report button, then select the option to Import a Report.
Click Browse to select the template file from your computer, then click Upload.
Don't worry that your file has 'fakepath' in its name. This is a completely safe file and this naming convention is used to protect the identity of the computer it was uploaded from.
Sending out the report
It’s up to you if you want to create the report as an email or live feed, you'll see instructions for both below. Whichever you choose, make sure to protect access to your data by storing it in a secure place with password and access protection.
Creating a live feed from the report
To create a live feed from the report select to download the table as a Live Feed. You can then see how to create the live feed here: Using Live Feeds
As part of your continuity plan, you should either:
- have the data automatically refresh and copy the data from the live feed into a separate sheet and paste 'values only'.
- manually refresh the data
We suggest you determine the frequency at which you undertake this activity within your school's business continuity plan.
Schedule the report via email to open in excel
Select Schedule Report from the left-hand menu.
Select the report to run on the day you require and choose the first day to run the report and the time. Choose a staff member to email or add an email address to email. You can then choose the message and schedule the email to be sent to the selected recipients.
The person who the email has been sent to will need to open the attachment to see the student data.