Note: This guide is only applicable to Schools in Northern Ireland.
In this guide, we will show you how to submit a safeguarding Bullying Incident for a Student via the Student Details > Safeguarding page.
This allows you to record information such as Date and Time of the Incident and further details including type of Incident, attach documents and if required a Body Map can be completed.
The Bullying Incident, once Saved, is automatically added to the Student Details in the MIS under Safeguarding > Incident panel. The Bullying Incident can only be viewed by users with the relevant Roles and Permissions.
Containing:
- Adding a Bullying Incident from the Student Details Page
- Incident tab
- Body Map tab
- Attached Files tab
- Linked Actions tab
- Audit History
- Preview BCAF
- Exporting Safeguarding Information
- Importing Safeguarding Information
Access: The minimum permissions required to add Safeguarding Incidents can be found in the Framework module from within Config > Setup > Roles & Permissions.
Add a Bullying Incident from the Student Details Page
From the left Menu, go to Students > Student Details > Safeguarding > Incidents and click on the + icon top right and select Add a Bullying Incident.
This will open the Add a Bullying Incident pop-up with 4 tabs, Incident, Body Map, Attached Files and Linked Actions.
Incident tab
The following fields are mandatory in the Incident tab: Date & Time of Incident, Location, Bullying Types, Bullying Role, and Incident Details. Select from the following values for Bullying Types and Bullying Role:
- Bullying Types (select one or more): Electronic, Indirect, Other, Physical, Social, Verbal, and Written.
- Bullying Role: Pupil Displaying Bullying Behaviour, or Pupil Experiencing Bullying Behaviour
Once the mandatory fields have been completed the incident can be saved and the Bullying Behaviour Status will update from “Not Saved” to “Concern Raised (BRCA)“.
The Bullying Incident is saved to the Incidents panel.
Link Students and Siblings to Bullying Incidents
Go back into the Bullying Incident and click Add Student to link other students and siblings to the Bullying Incident.
After selecting the linked students in the Student Selector popup, users can click Done.
The Alleged Bullying Role of the linked students can be selected from the dropdown:
- BBD Pupil Displaying Bullying Behaviour
- BBX Pupil Experiencing Bullying Behaviour
Click Save.
Note: If users then choose to remove the linked student – this will remove the link from the Bullying Incident, but will not delete any Incidents or Actions from the student record.
Upon clicking Save, a Copy Incident popup will ask you to select which elements of the incident will be copied to the linked student(s). Click Proceed.
Details of the linked incident will be visible in the sibling’s Safeguarding page in the Incidents panel. The field Originated From will display the student account where the incident was created and for siblings it will display the student name followed by Sibling.
Note: Linked siblings will be highlighted in green and linked students will be highlighted in grey to help differentiate.
Assessment Concern
Next step is to complete the Assessment Concern dropdown section.
Review of Bullying and Concern and Actions to Date
And finally, complete the Review of Bullying and Concern and Actions to Date dropdown section, and click Save.
Body Map tab
The Body Map tab allows places of relevance on the Student body to be noted. Clicking on the Images will add a red X with a Number to show where Incident related issues are. The Reset button will remove the Xs and allow you to start again.
Attached Files tab
The Attached Files tab allows files to be uploaded and added to the Incident. Click on the Select Files button find your File and Open, this will then be added.
Linked Actions tab
Users can add a Linked Action from the Bullying Incident form, or directly from the Actions panel. The saved entry will also be displayed in the Actions panel.
All Linked Actions will show as Unlinked. To Link them to any Linked Students click on the word Link displayed in green, the Action will now show as Linked in green. To unlink repeat only this time click on the red Unlink option.
Linked Actions can be added manually by clicking on the Add Bullying Action button at the bottom of the pop-up and selecting from the dropdown list. Hover over the options to see a description.
Complete the Add a Bullying Action popup and when finished click the Save button to Save and keep the pop-up open or the Save & Close button to Save and close the pop-up.
Note: For the Linked Action to appear in the BCAF form in parts 3a/3b – users must make sure to click Link and Save against the Linked Action.
Audit History
When viewing a Bullying Incident clicking on the History button at the bottom will display the Audit History for an Incident which can be exported as an Excel file, with the headers for Student Name, Incident Date, Audited Field, Old Value, New Value, Changed By, Date & Time Changed.
Preview BCAF
A button labelled Preview BCAF is enabled when information is saved in the Incident form.
Clicking the preview button launches a pop-up displaying the preview of the Bullying Concern Assessment Form (BCAF) in the pdf format. Users can Export BCAF from here.
Note: When the user clicks on Export BCAF Form in the MIS, the document will be saved in MIS > Students > Student Details > Documents and at the same time will transfer to Vision > Admin > Referrals and the user will be notified.
Exporting Safeguarding Information
Bullying Incident information, including any Actions and Body Map can be Exported as a Zip File. Clicking on the Export Zip File will open a pop-up displaying the list of Incidents, select the Incidents to be Exported and click Export.
Note: Archived Incidents will only be displayed in the Export list if the Archive box is ticked.
The Zip File Export will have to be enabled from the Framework module for the appropriate Roles. This can be done from Config > Setup > Roles and Permissions > Framework > Students > New Student Details > Safeguarding.
The Zip produces a Zip file containing both PDF and XML files, with the Incident Details, Body Map, Actions and Documents.
Importing Safeguarding Information
Once Exported the Safeguarding Incident information, including, the Body Map, Attached Documents and any Actions can be Imported from one school to another. Click on the Import icon top right and select your file.
Note: If there are any Safeguarding Agencies they will be Imported as well. All Agencies, Categories and Status that do not exist in the receiving school will be created.