In this guide, we will show you how to submit a Safeguarding Incident for a Student via the Students list 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 Safeguarding Incident, once Saved, is automatically added to the Student Details in the MIS under Students > View > Safeguarding. The Safeguarding Incidents can only be viewed by users with the relevant Roles and Permissions.

Containing:

• Adding an Incident via the Student Actions Button
• Adding an Incident from the Student Details Page
• Incident Tab
• Body Map
• Attached Files
• Linked Actions
• Audit History
• Exporting Safeguarding Information
• Importing Safeguarding Information

Permission is required to add Safeguarding Incidents. To do this from the left Menu go to Config > Setup > Roles & Permissions > Framework > Safeguarding.

Adding an Incident via the Student Actions Button

From the left Menu, go to Students > Select the Student > Actions > Safeguarding Incident.

The Record Safeguarding Incident pop-up will be displayed.

• Date and Time of Incident – here you are able to Edit the Date and Time of when the Incident happened
• Status – this is where you record whether the Incident is Open, In Progress or Closed.
• Category – select a Category from the dropdown list
• Subcategory – select a Subcategory from the dropdown list
• Incident Detail – this is a Free Text field to record details of the Safeguarding Incident

When complete, please click Save.

Note: You are able to add to the Status, Categories and Subcategories options in the dropdowns under Lookup Tables, please click Here for further guidance on Lookup Tables.

Note: To add further details go to Students > Select Student > View > Safeguarding.

Adding an Incident from the Student Details Page

From the left Menu, go to Students > Select Student > View > Safeguarding > Incidents and click on the + icon top right.

This will open the Add an Incident pop-up with 4 tabs, Incident, Body Map, Attached Files and Linked Actions.

Note: This view is different from the option to add an Incident from the Students List page using the Actions button, as there are more options available.

Incident Tab

• Incident Status – this is where you record whether the Incident is Open, In Progress or Closed
• Date and Time of Incident – here you are able to Edit the Date and Time of when the Incident happened
• Category – select a Category from the dropdown list
• Involved Agencies – select from the dropdown list
• Incident Details – this is a Free Text field to record details of the Safeguarding Incident
• Linked Students – other Students can be added to this Incident and the details entered will be copied into their Safeguarding Incident section under Student Details as well, saving time on multiple entries

Note: You are able to add to the Incident Status, Category, Involved Agencies and Subcategories options in the dropdowns under Lookup Tables, please click Here for further guidance on Lookup Tables.

Body Map

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

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

The Linked Actions tab displays Actions that have been automatically added, these will show as Unlinked. To Link them to any Linked Students move the mouse pointer over the Action, the word Link will display in green, click on this, the Action will now show as Linked in green. To unlink repeat only this time click on the red Unlink option.

Additional Actions can be added manually by clicking on the Add Action button at the bottom of the pop-up and selecting from the dropdown list.

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. If a Linked Student has been added you will be asked if you want the details added to that Linked Student as well. All of the Elements will be selected by default, simply untick those you do not want Linked and click the Proceed button.

The Incident and the Actions will now display in the Student Details.

Audit History

When viewing an 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.

Exporting Safeguarding Information

Safeguarding Incident information, including any Actions and Body Map can be Exported as a Zip File. Clicking on the Export Zip File icon top right 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.