General Overview Pastoral StructureStep by Step School Guide

This guide needs to be used in conjunction with Capita’s Detailed End of Year Procedure Guide which can be found on Ask Schools’ Choice.

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Table of ContentsPastoral Structure.............................................................................................3Changing a Class Name...................................................................................5Adding a New Year Group................................................................................5Adding a Vertical Structure...............................................................................8Creating a Horizontal Structure......................................................................10

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N.B. Make sure you have created your Academic Year first. The Pastoral Structure is copied from the current Academic Year

Log into SIMS

Pastoral StructureGo to FocusSchoolPastoral Structure Next Academic YearThe Effective Date will be the date the new term begins as set up in the New Academic Year.

Click on the + to expand the Pastoral Structure. N.B Year3/Year4 appears by the side of a folder. This means that the children in those years can be taught in any year3 or 4 class. This is known as a Vertical Structure. All the other Year Groups are defined by the tipping yellow cylinders. This is known as a Horizontal Structure.You can have a mixed structure.

If you expand the + by a year group you will see the below screen:

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You will see a folder named Registration Group if you click the + beside that folder all the classes linked to that year will display. You will also notice that there is a Head of Year and a folder called Supervisors. You can add new Heads of Year and Supervisors by right clicking on them and then clicking New and then selecting the required person, or you can change these by Right clicking on the Head of Year or Supervisor and choose properties, then use the magnifying glass to select new person. In the screen shot below you will see just one registration group Oak linked to my Year 1.

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Changing a Class Name

If you need to change an existing class name never just Edit the name and change it from there within the Pastoral Structure. Always add a new class and then remove the old one. E.G. The Oak class in my structure is going to be called Daffodil this next Academic year see below:Right Click on Registration Group folder and choose add new Registration Group. If a class has been used historically this registration group can be re used. Right Click on Registration Group folder and choose Reuse old Registration Group.

You can now remove the old Registration Group. Right click choose remove.

Adding a New Year Group

If you need to add a New Year group to your Pastoral Structure please remember you must also add at least 1 Registration Group (class). If you do not do this you will get an Invalid structure message when you try to save it.

Right Click on Pastoral Structure and select Set up National Curriculum Years to check the Curriculum year is available. I need to have a new year 7.See the screen below.

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Place a tick in the year you wish to add click ok.

Right click pastoral Structure again and select New Year Group. You will see the screen below.

Choose Curriculum year that you created above from the drop down list. Enter a short name e.g. YR7 and also a Full Name e.g. Year 7. Your screen will look like this. Click ok

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You will now see your New Year group showing in the Pastoral Structure. See Below.

As you can see my Year 7 group is at the top!! I really want it under the Year 6. You can easily do this by clicking and dragging to the correct position as shown below or by using the Up and Down arrows whichever method you choose the year you want to move must be highlighted.Schools’ Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX 7

Now we need to add a Registration Group. Click on the + beside your New Year Group. Right click Registration Group Folder, choose new Registration Group and complete the screen that appears.

To Choose a Registration Tutor click the binoculars and select Tutor, This can be done later if you like or can be left empty. Save

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Adding a Vertical Structure

This may be required if two or more year Groups will be taught in mixed Classes. For example In my Structure year N1,N2 and R will be mixed classes this year.

Right click Pastoral Structure and choose Organise Year Group Vertically you will see the below screen.

Select Year Groups and click ok. You will notice now that your chosen years are going across your screen with a folder beside them as shown below.

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If you expand that folder by clicking on the + and then go to the Registration Group and click the + beside that you will notice all the classes that cover those different year groups. You can view the members of those year groups by right clicking on the Registration Group folder and choosing members.You will be able to move the children around easily from here.

Creating a Horizontal Structure

You may decide that you need to make some of the Vertical Year Groups Horizontal. To do this all the structure will need to be made Horizontal to start with.

Right click on your Vertical Structure and choose Organise Horizontally. You will see the below screen.

Each Class will need to be moved over to the Year group pane. Highlight the Class and Year Group then use the top arrow to move the selected Class to the selected Year group. You need to do this until the Class pane is empty. See Below. Click Ok

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All your structure will now appear Horizontally as shown below.

If you need to re enter some Vertical Structure follow Instructions on Page 8.

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