Arbor doesn't have a built-in feature for recording staff photo consent. This guide explains how to collect and track staff photo consent using Arbor.
Permissions
- School: General Admin: Export Data - Creating a Custom Report
- School: General Admin: Administer or School: User Defined Fields: Setup - Setting up a User-Defined Field
Recording and reporting on Photo Consents
Step 1 - Create the UDF (User Defined Field)
Reportable staff consents in Arbor need to be recorded as User Defined Fields because there is no dedicated area for these.
Navigate to System > User Defined Fields and click Add User Defined Field.
Select the UDF type as Boolean.
Set Related to to Staff. Note: This selection cannot be changed after saving.
Enter the Field Name as Photo Consent.
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Click Create UDF.
Step 2 - Collect the consents from staff
How you collect the consents from staff is up to you. You could consider:
- Sending an email to staff asking them to respond with their consent status. Responses will land in your inbox outside of Arbor (unless you already import the inbox the email was sent from).
- Use a Google Form or, if it is already included in your package, an Arbor Workflows form to collect the responses into a spreadsheet.
- Hand out printed consent slips (you can create these as letters in Arbor, for example) and ask staff to sign these and return them to you.
Step 3 - Record consent on staff profiles
Go to School > All Staff > Browse Staff and select the relevant staff member.
Scroll to the User-Defined Fields section near the bottom of the profile page.
Click the Photo Consent field, enter the response, and save.
Alternatively, you can edit the UDFs in bulk from System > User Defined Fields > User Defined Field.
Step 4 - Report on consent status
Go to School > Custom Report Writer and click Create New Report
Set the report focus to Staff, name the report and click Skip setup wizard.
Search for the Photo Consent field in the Report Columns section and add the field to the report.
Click Save & View Report to display the consent status for all staff.
FAQs
Can I use Parental Consents for staff?
No. The Parental Consents feature in Arbor is specifically designed for students and guardians
Can I store signed consent forms in Arbor?
While there is no dedicated staff consent store, signed documents can be attached to staff profiles if your school uses custom check types. Set up a check type under School > All Staff > HR Admin > Checks > Manage Check Types, then upload the file under the Qualifications & Checks section of the staff profile.
Is there a built-in staff photo consent field?
No. Arbor contains a Profile Picture field in reporting, but no built-in consent status field. Using Option 3 to set up a Custom Report is the recommended way to track this.
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