Arbor Academy Agendas

Arbor Academy is an affordable training service provided by our software trainers. These sessions allow you to learn the basics on Arbor alongside other schools, enabling you to communicate via chat, share ideas and questions and learn together.

For these sessions we use tried and tested agendas which ensure success during your first year and beyond on Arbor. 

We currently offer 6 services using the Arbor Academy method:

  • Primary Pre Launch: School Operations
  • Primary Post Launch: School Operations
  • Primary Meals Setup and User Training
  • Payments Setup and User Training
  • Parental Engagement (for all schools)
  • New School Site Setup (for manual migrations only)

Agendas

Primary Pre Launch School Operations 

Delivered in two parts online, this service is suitable for all new Primary schools or Special/Alternative schools that function like a Primary.

Primary Pre Launch School Operations Part 1

Session Title Description/Content Approx. Duration (in Mins)

Welcome to Arbor & Top Tips

Introduction from your trainer about Arbor, your move to Arbor and Arbors support team.

Using a cloud based MIS with Arbor’s quick tip, handy hints and navigation of the Arbor MIS

30

Managing Student & Guardian Profiles

Aim to allow users to access, view, edit information as needed ready for day one

Overview of a student and guardian profile, editing, adding and creating new profiles

60

Comfort Break 15

Managing Staff profiles

Aim to allow users to access, view, edit information as needed ready for day one

Overview staff profile, editing, adding and creating new profiles, managing user profiles, introduction to business roles

45

Moving to Arbor

We will look at the ways you can prepare for moving to Arbor, ensuring you have the basic navigation on the system for emergency procedures, data migration & managing users, business roles & permissions, approving API partners, managing data retention and a time for questions about the data checks,


This session will also include a short intro to the data quality dashboard

45

Extra time for Questions

15



Primary Pre Launch School Operations Part 2

Session Title Description/Content Approx. Duration (in Mins)

Managing Attendance

Managing Attendance in Arbor, including daily attendance, supporting teachers with taking attendance, attendance notes, identifying & following up with absentees using the absentee by date report, historic registers, managing incomplete registers, bulk editing marks, creating & managing planned absences

60

Attendance Reporting

Attendance reporting via the attendance module, including whole school attendance statistics, how to spot attendance trends, using the Latecomers, absentees by date, broken weeks, continuous absence, correlated/siblings absence, persistent absentees reports. Looking at class by class attendance statistics and individual student attendance reporting

45
Comfort Break 15

Communications

Introduction to Arbor's Communication Module for admins. This session includes: setting up sending profiles, checking staff have the correct permissions to send comms, preparing and sending emails and SMS in bulk and individually, using notices, logging telephone calls, external letters & meetings and using the communications log in the comms module on student & staff profiles.

60

Staff Absence & Supply

How to a record a staff absence, staff absence reporting and an overview of how to set cover should you wish to do this.

Also included are some recommendations for setup of supply teachers for short and long term cover if required.

30

Extra time for Questions

15


Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.

Primary Post Launch School Operations

Delivered in two parts online, this service is suitable for all Primary schools or Special/Alternative schools that function like a Primary during their first term on Arbor.

 

Primary Post Launch School Operations Part 1

Session Title Description/Content Approx. Duration (in Mins)

Adding further information on Student Profiles & basic reports

Adding Educational Needs, user defined fields, including SEN Information, EHCP Plans, attachments and review, deep dive into the student profile reporting including attendance, behaviour and assessment.

60

School Reporting on Arbor

Locating all of key school reporting stats on Arbor, including key school statistics, demographic reports, funding & SEN provisions 

60
Comfort Break 15

Staff Contracts & Pay Scales

Adding Employment and Financial information i.e. Contracts, Checks, Pay Scales and Positions

60
Extra Time for Questions 15

 

Primary Post Launch School Operations Part 2

Session Title Description/Content Approx. Duration (in Mins)

Custom groups & user defined fields

Creating and adding students to custom groups, multi functional use across the reporting suite, examples of filtering, follow up actions, including communications.

Creation and use of user defined fields

30

Introduction to Custom Report Writer

Aim to guide the users through how to use Arbor's Custom Report Writer to create basic yet bespoke reports.

This session includes: Choosing a Data Set, Creating a Custom Report, Adding Filters, Adding Groups, Importing, Exporting and Scheduling Reports.

60
Comfort Break 15

Extended Communications

A deeper dive into communications to further develop usage of the module. This session includes an in depth look at mail merge letters, letter layouts and building and sending templates from a custom report.

30

Single Central Register

Overview of Arbor's inbuilt single central register, custom report writer template and how to add/ amend the template. The session will also cover how user defined fields can be added to the staff profile for bespoke information to be stored.

30

New Students & Enrolments (Primary)

Refresher on Adding a new student manually and a detailed look at adding via CTF including looking at importing partial CTFs as appropriate.

Enrolling students to the school, year groups and registration forms, transferring students between forms, unenrolling students, re-enrolling student.

30
Extra time for Questions 15


Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.
 

Primary Meals Setup and User Training

This session is designed for Primaries who are new to Arbor or have recently switched their meals provider to Arbor. 

If you are new to Arbor, we would recommend completing this training as close to your go live date as possible so you can setup your meals as soon as you have access to your live site.

If you are an existing Arbor customer and are moving your meals service form another system to Arbor, we would recommend completing this training before the switchover takes place so you can have your Meals Module setup and ready to go on the day of the switch.


Primary Meals Setup and User Training

Session Title Description/Content Approx. Duration (in Mins)

Meals Setup 

Setting up a new school meal, creating provisions, setting prices, adding a meal sitting, adding meal sitting attendees, setting student meal patterns, meal choices & dietary requirements and setting account balances.


45

Meals Management

Daily Summary & totals,  Dietary requirement report, adding ad hoc student/ staff meals, viewing and using the meal registers, managing meal balances, meals reporting, managing changes to student/ staff meals, dietary requirements & individual payment queries

30
Extra Time for Questions 15

 

Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.

Payments Setup and User Training 

This session is designed for schools who are using Arbor for Card Payments. Primary schools can use card payments for Meals, Clubs and Trips. Currently, Secondary schools can only use this feature for Clubs and Trips.

We recommend completing this training before you roll out card payments to your parents/guardians to ensure a smooth transition to Arbor. This session works great alongside our Parental Engagement Course so you can manage Card Payments effectively through the Parent Portal or Arbor App.

 

Payments Setup and User Training

Session Title Description/Content Approx. Duration (in Mins)

Payments Setup

Setting up Accounts and Card Payments, adding School Bank Accounts and setting Initial Account Balances

45

Managing Payments

Account Overview, payee account details & balances, viewing payee details on the student profiles, invoices, creating a new invoice, cancelling invoices and printing, topping up and refunding Accounts, creating a credit, managing payments and reconciliation reports.

30
Extra time for Questions 15

 

Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.

Parental Engagement Course

This course is designed for schools wanting to roll out Arbor's Parental Portal and Arbor App over time. The course in made up of 5 x 1 hour sessions either as part of a half termly course or an intensive 2 week course ahead of the summer holidays.

You will need to attend all 5 sessions to complete the course.

Parental Engagement

Session Title Description/Content Approx. Duration (in Mins)
Session 1: Preparing for engaging with your Parent Community

Aim of the session is to support schools in preparing for launching the parent portal including some best practice tips and tricks to clean up your Guardian data.

This session covers: using the data quality dashboard for data checks, resolving suspected duplicates, updating information in bulk, data retention policy and cleaning up your school data, ensuring guardian comms status is set correctly, adding and finding Guardian Profiles after migration and editing/adding information to the Guardian profiles.

60
Session 2: Setting up the Parent Portal

An introduction to the Parent Portal and Arbor App.

In this session you will learn how to set up what the Parent Portal will include (what the Guardians can see), set up and prepare communication templates, send out communications using the Communications module to collect any missing information and to let them know it is coming.

 60
Session 3: Releasing Parent Portal & Arbor App

This session covers: enabling Parent Portal for Parents, providing access to the Parent Portal, accepting/rejecting changes to contact information, setting up In App Messaging,sending an In App Messages and managing replies.

60
Session 4: Clubs and Trips

This session covers: creating a club, adding sessions, membership prices and participants, creating new trips, managing trip prices, adding trip participants, recording parental responses and an overview of consents

60
Session 5: Parents & Guardian Evening Bookings

In this final session you will learn how to create a new Guardian Consultation, set staff availability, schedule and book a Timeslot via the office, view consultations from the Parent Portal (how parents view & book), print a staff/guardian timetable, change staff members and cancel individual meetings.

60


Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.

New School  Site Setup

This service is designed specifically for schools Moving to Arbor from a system that requires a manual migration or for Brand new schools using Arbor as their first MIS.  Its covers everything you need to know in order to be census compliant for your first census on Arbor as well.


New School Site Setup

Session Title Description/Content Approx. Duration (in Mins)
Session 1: School Details and Pastoral Structure This session covers the following topics:
•Setting up School Details
•Creating previous Academic Calendars
•Adding Staff Profiles
•Setting and checking Business roles & Permissions
•Setting up last year's Pastoral Structure (Year Groups and Reg Forms)
•Setting up AM/PM registers
60
Session 2: Student Enrolment This Session covers the following topics:
•Creating an Intake Season
•Adding students to Intake Season via CTF or manually
•Enrolling Applicants (students)
•Amending student start dates
•Managing School Leavers
60
Session 3: Students and Guardians Profiles This session covers the following topics:
•Navigating Student Profiles
•Adding and Amending Data on a Student Profile (including information required for first school census)
•Adding Exclusions
•Adding and accessing Guardian Profiles
•Bulk updating Guardian Profiles ( Contact details, Authorised to Collect)
•Editing Guardian Profiles (including Student/Guardian relationships (Primary/Legal status))
90
Session 4: Staff Profiles This session covers the following topics:
•Navigating Staff Profiles
•Adding and amending data on a Staff Profile
•Logging Staff Absences
•Reporting on Staff Absences
60
Session 5: Staff HR This sessions covers the following topics:
•Adding and amending Staff Contracts
•Managing Positions
•Managing Pay scales and Allowances
•Ending staff employment
60
Optional: Session 6 - Manual timetable creation - recorded session This recorded session will only be shared with schools who require it as part of their site setup.

In this pre-recorded session you will learn how to create a lesson by lesson timetable manually in Arbor and how to enrol your students into the relevant courses.
60

 

Please note: The timings above are approximate. Actual timings will depend on number of attendees and level of Chat and Q&A interaction from attendees during the session.

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