Welcome to the Arbor eLearning module for Checking my Arbor site. This module is suitable for Arbor Champions.
In this module you will:
- Understand what you need to check when your Arbor site is first released.
- Learn the answers to some of our most frequently-asked questions from brand new Arbor schools.
This module will take around 30 minutes to complete.
As Arbor Champion, you will be the first person at your school to gain access to your Arbor site. We suggests a range of data checks, both before releasing the site to the rest of your staff and over your first few weeks using Arbor, to make sure all of your data has migrated properly.
Uploading your school logo
You can customise your Arbor site so your school logo appears in place of the Arbor shield in the top-left corner. This logo will also be used in various printouts such as labels and reports.
To upload your logo, go to School > School Details, and then click on the logo highlighted with an arrow below:
To learn more about this process, including the recommended file type for your logo, please check the link below:
Data Migration Report
On your Site Release email, you will be advised to download your Data Migration Report. This report takes a snapshot of the data that has been imported to Arbor, and you can use it as a tool to ensure everything has migrated correctly. You can read about this process on our Help Centre article linked below:
Checking your Data Migration Report
Business Roles and Permissions
Before releasing your new Arbor site to the rest of your staff, you will want to make sure that everyone has the correct roles and permissions.
Business Roles, which are usually based on the staff member's contract, will give users a set of permissions that allow them access to certain parts of the system. For example, a Business Manager will have access to financial functions within Arbor, and a teacher will only be able to see detailed information relating to their own students.
You can learn more about Business Roles and Permissions in the video below:
If you're unsure which business role would be suitable for your member of staff, we recommend that you take the time to look through the available business roles and the permissions associated with the role in order to make your decision on which one to assign to your staff members.
You can follow these steps to view the permissions associated with each business role:
- Go to School > Users & Security
- Select a Business Role and then click on Permissions on the left-hand side.
You might find that you need to assign staff members extra permissions that aren't part of their current business role. You can assign any ad-hoc permissions that a user might need by following the instructions in the article linked below:
Viewing a staff member's permissions and giving them an ad-hoc permissions
Roles and Permissions (Help Centre articles)
Roles and Permissions eLearning article (coming soon)
Data Migration Report
Make sure to sign off your Data Migration Report within your first two weeks of going live with Arbor. It is important prioritise this as the sooner you catch anything that doesn't look right, the easier it is to fix!
You can sign off this report by going to School > Data > Data Migration Report, and then clicking the Sign Off button.
If you notice any potential migration issues while going through the Data Migration Report, follow the instructions in the article linked below:
How can I report migration issues?
Data Quality Dashboard
The Data Quality Dashboard provides an overview of key student, guardian, and staff data. It will flag up if there are any missing contact details, and warn you of any potential errors in your data. You can also review any duplicate profiles, and merge them if needed.
You can find the Data Quality Dashboard by going to School > Data > Data Quality Dashboard.
Data Retention
Arbor has a helpful data retention area which will show you any student or staff information that you don't need to keep hold of any more. We follow the DfE's data protection toolkit advice, which states:
For student data, the minimum retention period is the greater of
- 6 years after the student’s leaving date from the school, or
- if relating to a child, the 24th birthday of the child, or
- if relating to more than one child, the 24th birthday of the youngest child.
For staff data, the minimum retention period is 6 years after the employee’s contract end date.
You can find this area by going to School > Users & Security > Data Retention > Student/Staff records. From here, you can delete in bulk any student or staff data that is no longer in the minimum data retention period. To learn more about this, please check the resources below:
Whether you're preparing to release your Arbor site to the rest of the school staff, or if a teacher comes to you with issues logging in, there will be times where you want to check if a particular member staff is able to log in to the system, and troubleshoot any issues that may be preventing it.
The first step is usually to go to the staff member's profile. You can do this either by searching for their name in the search box at the top-right of Arbor, or by going to School > All Staff > Browse Staff, and finding them from the Browse Staff page.
Incorrect/Missing Staff Email Address
To log in for the first time, staff members must enter an email address that correlates with the default email address on their staff profile in Arbor. Sometimes, schools do not store any email addresses on their previous MIS, or may only have the staff member's personal email address listed.
To resolve this issue, you can add their work email address to the Contact Details section of their profile. Simply click the '+Add' button at the top-right of the Contact Details section, select Email address from the options, enter their email address, set it as a 'Work' email address and ensure it is also set as the default email address.
Business Roles
If the staff member already has a valid email address on their profile, it is also worth double-checking that they have an active business role. Business roles control the level of access to Arbor, and are essential for logging in. To find out more about how business roles work, please see our eLearning module.
You can check the business roles on a staff member's profile by going to the Current Business Roles section. If there are no business roles listed here, you can click the '+Add' button at the top-right of this section, and then choose the most appropriate role from the drop-down.
Staff Member is/was a guardian
Another common cause of logging in issues is if a staff members' email address is associated with a parent or guardian profile on Arbor. Staff encountering this issue will see a screen asking them to confirm their child's date of birth when attempting to log in to the system.
To prevent this issue, you will need to remove the staff member's work email address from all of their parent/guardian profiles. If they are a current parent/guardian, you will be able to search for them using the search box at the top-right of Arbor. You will be able to easily tell which profile is the 'staff' profile and which one is the 'guardian' profile, as the staff profile shows their role, and the guardian profile shows the relationship to the student.
For historical records, you can access the 'deep search' functionality by typing the name in the search box, and then clicking the > button to the right of the box. You can then choose to see All results.
Q1. Which file type do we accept for school logos?
a. .jpg
b. .png
c. .gif
d. All of the above
B. We only accept the .png file format for school logo uploads, and we suggest these files have a transparent background.
Q2. True or False - your Data Migration Report must be signed off before you go live with Arbor.
False. While we advise that you sign off your Data Migration Report as soon as possible, we recommend that you do this within your first two weeks of going live.
Q3. Where can I find a list of active business roles?
a. School > Users and Security
b. School > All Staff > Browse Staff
c. School > All Staff > HR Admin > Contracts
d. School > School Details
Q4. True or False - it is not possible to merge student profiles.
Q5. What is the minimum data retention period for students in Arbor?
a. 6 months after the leaving date
b. 6 years after the contract end date
c. 6 years after the leaving date or their 24th birthday, whichever is lesser
d. 6 years after the leaving date or their 24th birthday, whichever is greater
D. Whatever is the greater of these two dates is the minimum legal requirement for retaining data relating to a student.
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