Top Things to Consider Before Go Live (Secondary)

• To enable staff to log in, they should have a work email address set as their Default email in Arbor. Email addresses are used as the username to log in to Arbor, so if a member of staff is struggling to log into the system, it may be that they don’t have a work email address in Arbor.
• You can check this by navigating to the Contact Details section of the staff members profile. If they don’t have an email address, you can add one by clicking on the green +add button in the contact details section. 
• There is also the option to bulk update staff email addresses in Arbor. Click here to view the help article to show you how to do this.

• Business Roles determine the level of access staff have in Arbor, and each role is made up of different Permissions. Without a business role, you do not have permission to access anything on Arbor. To add in a Business Role, navigate to the staff profile, and down to the Current Business Roles table, and click the +add button.
• If you use the contract section of your previous MIS, during the migration process, a Business Role will be assigned to each staff member based on their contract. If you do not use the contract side of your previous MIS, the system will not be able to allocate a suitable role to staff members. However, if a user has been marked as Teacher, TA or HLTA (in your previous MIS) they will be given a basic contract and assigned the corresponding Business Role. This is why it is important to go through your Arbor system and check that staff members do have a Business Role and that it is correct. 
• Even if you use contracts on your previous MIS, it is still a good rule of thumb to check the Business Roles of your staff members and make sure you are happy with the Role and Permissions set to users. 
• This article shows how to check and alter Business Roles and Permissions (including how to download a list of business roles and their relevant permissions).

• If a staff member is asked to verify a student's date of birth on login, then you know they are logging in as a guardian rather than a staff member.
• To fix this, just remove the staff work email address from the guardian account.
• It may be that you have to use the global search functionality to find the historic guardian profile with the email address in, for example, if the student left 4 years ago but the work email address is still in the child's guardian profile. 
• To use the global search, you can click on the small arrow which appears next to the search bar when you type in a name. You’ll then be taken to the search results page, where you’ll be able to see historic profiles. Here is an article that explains more about this feature.

• It’s important to make sure you don’t have any duplicate Staff, Guardian or Student profiles, as this may cause login issues, or mean that staff are logging into the wrong profile and are not able to complete actions required of them, such as taking registers.
• You can resolve staff and guardian profiles by going to School > Data > Data Quality Dashboard > Suspected Duplicate Profiles. You can then choose from the options available, such as merging profiles, deleting, or keeping them separate.
• To resolve student duplicate profiles, please get in touch with Arbor support after reading this article.

If a staff member had an ongoing/un-ended contract in your previous MIS, they may have migrated across into Arbor and been assigned a Business Role, meaning they will show in the current staff members list. To resolve this, you should navigate to their profile, and either delete or end their Business Role. You can do this by clicking onto the Business Role in the Current Business Role table, and clicking Edit > Delete or adding an end date. You should also check that their Contract End Date is in the system from the Contracts section of their profile.

If you’re migrating to Arbor mid-exams season, whilst we migrate as much of your exams entries and offerings as possible, due to the nature of how these are stored in your current MIS it can impact migration. Once your new Arbor site has been released, we recommend checking your entries and offerings and if there are any discrepancies with what you had in your previous MIS please contact our support team.  

If you’ve migrated to Arbor between exam season and results day you can either:

• process your results in your previous MIS.
• add the record of the results to Arbor afterwards if you need to - see here for how!

• The Data Migration Report is pulled together in Arbor using the information we have migrated from your previous MIS. You can check things like student numbers, demographics, medical conditions, business roles, etc. It is a very important document that needs to be checked and signed off as soon as possible, as this helps us to be sure your data has migrated over correctly. This needs to be checked and signed off within the first 2 weeks of going live with Arbor as it is important for you to let us know of any discrepancies with your data as soon as possible so we can look into why this has happened as a priority.
• Your own Data Migration Report can be found here: School > Data > Data Migration Report 
• Once you have clicked on Download QA Report a Sign-off button will appear. Once you have checked the document and are happy with the data, make sure to click on the Sign-off button.

There is a minimum retention period that records of students and staff should be kept by the school. Once that is met they should be deleted. This is set by the ‘Limitation Act 1980’ so it is extremely important to keep your data tidy. If you have not done this on your previous MIS it becomes even more important to do on Arbor as soon as possible. This article describes how to manage this.

• The Data Quality Dashboard is a page which gathers information on any issues or errors with your data. It is also a bulk update area where you can check, input and edit information in bulk. It is an area to make sure your data is correct in Arbor and to edit it in bulk, including assigning UPNs, editing telephone numbers, updating basic information about students and staff, and preparing data for the Workforce Census.
• You can navigate to the dashboard by going to School > Data > Data Quality Dashboard.

• If you used the linked documents section of your SIMS system, and migrated this to Arbor, we will have imported this into your Arbor system. However, it is important that you check that this has been imported and that you can see linked documents in Arbor as part of your data checks after migration.
• You can normally find the linked documents being stored on Arbor in the Pastoral Notes section on a student profile, alternatively, if they are to do with Behaviour, they will appear in the Behaviour Section (also on the student profile). 
• For staff, documents will only migrate if they are attached to the contract.

• Teachers take attendance differently from Administrators, so it is worthwhile knowing the difference.
• Teachers access the register by clicking on the relevant lesson in their Arbor Calendar on their homepage. Then clicking Take Register. Click here to see the guide.
• Administrators take attendance by going to the Attendance Dashboard which is where they can see all registers for all classes. Click here for the guide. 

As a default, Teachers have the ability to use all absence codes in Arbor (which are taken from the DfE). However, once you are live on Arbor, you can restrict this. Get help here to do this.

In Arbor, there is a specific place in the Attendance section that can be used to see and follow up with guardians of students that have been marked as absent. At a couple of clicks, you can send SMS messages straight out to guardians to find out why their child has not come to school. You can also log telephone calls in the area and log planned absences for students that will be away from school for a period of time. You can find more details here.