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  3. How to add Exclusions/Suspensions to a Student

How to add Exclusions/Suspensions to a Student

England
Northern Ireland

In this guide, we will show how to carry out the process of adding an Exclusion to a Student. The Exclusion could be a Lunchtime, Permanent or Suspension Exclusion.

Access: the minimum permissions required to add an Exclusion are found in the Framework>Students module from Config>Set up>Roles and Permissions.

Permissions for Student Profile

For the permissions for Reporting on Exclusions this is found under Administration>Reports

Permissions for Administration Reports

Add an Exclusion

This process begins by selecting the required Student via the Students List Page and pressing View to open their Record.

Once the Student Record is open, you would then select the Behaviour Tab from the side Menu on the left.

Behaviour Tab

From there, scroll down to the Exclusions panel.

Exclusions

To create a new Exclusion, press the + icon on the top right of the panel.

This will open the Add/Edit Exclusion window where the following details of the Incident are available, you need to make sure you enter these correctly;

  • Date of Incident – When the Incident occurred.
  • Staff Name – The Staff member who has decided to Exclude the Student.
  • Exclusion Type – What kind of Exclusion the Student is receiving, choose from Lunchtime, Permanent or Suspension
  • Reason – The Reason for the Student being Excluded.
  • Part Time Exclusion – This allows for the Return Date and Number of Sessions for the Exclusion to be adjusted without changing each other. *If selecting Part-Time” the Es MUST BE entered manually into the Students Timetabled Classes
  • Include timetable in exclusion marking – If this is ticked, the E Codes will go into the Student’s Timetabled Classes within the Exclusion period in addition to the statutory AM/PM periods*
  • Start Date – The Start Date for the Exclusion.
  • End Date – The End Date for the Exclusion.
  • Start Session – Whether the Exclusion Starts in the Morning (AM) or Afternoon (PM).
  • Return Date – The Date that the Students returns to School AFTER their Exclusion (if they return at all).
  • Sessions – How many AM and PM Sessions the Exclusion lasts for, there are two sessions in a day, ten sessions in a week and each session is 0.5 days.
Add Exclusion

Note: Per DfE Guidance, the Reason of Fixed Term is only valid for Exclusions before 31.07.2021. The Reason for suspension is only valid for Exclusions taking place on or after 01.08.2021.

Important: It is crucial that the information is correct because Exclusions can only be PARTIALLY EDITED after they have been created and saved.

Exclusions can also be affected by Inset/Non Academic Days, so please check that these are correct via Config>Curriculum>Academic Days.

Example Details

Once the details of the Exclusion are correct, you would then need to scroll down and expand the next section – Contact Record for the Exclusion.

Contact Record for the Exclusion

Below is where the communication details following the Incident to Parents/Governors/The LA is recorded.

Example Details

Once the above sections are complete, you would lastly need to expand and complete the final section which is – Confirmation and Appeals Record for the Exclusion.

Confirmation and Appeals Record for the Exclusion

Note: The time at which you record the details for this section depends on if you are logging the Exclusion retrospectively or as it happened.

Some Schools will record everything after the process/appeal is finished, others will record the previous sections and then return to complete the following section later once they have the details (there is no wrong method).

As and when you are ready, the final section is where you record the details of the Governing Committee meeting for hearing the Appeal.

Details required

This section will change and provide different options depending on the Gov’s Decision that you select below.

Exclusion Stands – The details originally entered are upheld.

Example Details – Exclusion Stands

Reinstatement – The Student is to be reinstated following successful Appeal/Hearing.

Example Details – Reinstatement

After all of the required information has been entered, you can now press Save & Close.

Note: You can save throughout the process as the Save and Save & Close buttons are fixed.

You should now receive a Success Message and see that the Exclusion is Saved.

Success
Exclusion Record

Amend or Delete an Exclusion

If you wish to amend/add to the Exclusion you can double click on it to return to the Edit Exclusion screen.

You will see which areas are now non editable, which is why it is crucial to ensure they are correct as you would need to Delete and Create a new Exclusion if certain details are wrong.

The details that can/can’t be edited after the Exclusion is saved.

Add an Incident Report

You can now also add an Incident Report by clicking Add Report

Adding an Incident Report

Add a Behaviour Entry

Add Behaviour is essentially a shortcut that allows you to assign a Behaviour Event (positive or negative) to the Student.

It is not linked to the Exclusion and does not affect it, but is more of an area where you can monitor the behaviour of the Student since the Exclusion was added.

Adding a Behaviour Event from this section

You will now see the Behaviour Event assigned when you next Edit the Exclusion Record.

Report on Exclusions

To report on Student Exclusions go to Reports>Administration>Student Exclusions Report.

Pathway

Either type in the required Student(s) names or click Find to open the Student Selector List.

Choose the Start and End Date of the Exclusion and choose an Exclusion Type from the drop down or leave as NOT SELECTED to report on all Exclusions

Tick if you want to Page Break by Student.

Click Preview

Parameters
Example Exclusion Report

You can also report on Exclusions via the School Summary Report from Reports>Administration>School Summary Report and tick to include Exclusions

Pathway
Exclusions
Example School Summary Report

You can also download other Exclusion Reports in our Online Report Repository see How to Use the Online Report Repository

Online Report Repository – Exclusion

In this guide, we will show how to carry out the process of adding an Exclusion to a Student. The Exclusion could be a Lunchtime, Permanent or Suspension Exclusion.

Access: the minimum permissions required to add an Exclusion are found in the Framework>Students module from Config>Set up>Roles and Permissions.

Permissions for Student Profile

For the permissions for Reporting on Exclusions this is found under Administration>Reports

Permissions for Administration Reports

Add a Suspension

This process begins by selecting the required Student via the Students List Page and pressing View to open their Record.

Once the Student Record is open, you would then select the Behaviour Tab from the side Menu on the left.

Behaviour Tab

From there, scroll down to the Suspensions panel.

Suspensions

To create a new Suspension, press the + icon on the top right of the panel.

Add Suspension

This will open the Add/Edit Suspension window where the following details of the Incident are available, you need to make sure you enter these correctly;

  • Date of Incident – When the Incident occurred.
  • Staff Name – The Staff member who has decided to Suspend the Student.
  • Suspension Type – What kind of Suspension the Student is receiving, choose from Lunchtime, Permanent or Suspension
  • Reason – The Reason for the Student being Suspended.
  • Part Time Suspension – This allows for the Return Date and Number of Sessions for the Suspension to be adjusted without changing each other. *If selecting Part-Time” the E’s MUST BE entered manually into the Students Timetabled Classes
  • Include timetable in Suspension marking – If this is ticked, the E Codes will go into the Student’s Timetabled Classes within the Suspension period in addition to the statutory AM/PM periods*
  • Start Date – The Start Date for the Suspension.
  • End Date – The End Date for the Suspension.
  • Start Session – Whether the Suspension Starts in the Morning (AM) or Afternoon (PM).
  • Return Date – The Date that the Students returns to School AFTER their Suspension (if they return at all).
  • Sessions – How many AM and PM Sessions the Suspension lasts for, there are two sessions in a day, ten sessions in a week and each session is 0.5 days.
Add/Edit Suspension

Important: It is crucial that the information is correct because Suspensions can only be PARTIALLY EDITED after they have been created and saved.

Suspensions can also be affected by Inset/Non Academic Days, so please check that these are correct via Config>Curriculum>Academic Days.

Example Details

Once the details of the Suspension are correct, you would then need to scroll down and expand the next section – Contact Record for the Suspension.

Contact Record for the Suspension

Below is where the communication details following the Incident to Parents/Governors/The LA is recorded.

Contact Record for the Suspension

Once the above sections are complete, you would lastly need to expand and complete the final section which is – Confirmation and Appeals Record for the Suspension.

Confirmation and Appeals Record for the Suspension

Note: The time at which you record the details for this section depends on if you are logging the Suspension retrospectively or as it happened.

Some Schools will record everything after the process/appeal is finished, others will record the previous sections and then return to complete the following section later once they have the details (there is no wrong method).

As and when you are ready, the final section is where you record the details of the Governing Committee meeting for hearing the Appeal.

Confirmation and Appeals Record for the Suspension

This section will change and provide different options depending on the Gov’s Decision that you select below.

Suspension Stands – The details originally entered are upheld.

Suspension Stands

Reinstatement – The Student is to be reinstated following successful Appeal/Hearing.

Reinstatement

After all of the required information has been entered, you can now press Save & Close.

Note: You can save throughout the process as the Save and Save & Close buttons are fixed.

You should now receive a Success Message and see that the Suspension is Saved.

Success
Suspension Record

Amend or Delete a Suspension

If you wish to amend/add to the Suspension you can double click on it to return to the Edit Suspension screen.

You will see which areas are now non editable, which is why it is crucial to ensure they are correct as you would need to Delete and Create a new Suspension if certain details are wrong.

Details that can/cannot be edited after saving the record.

Add an Incident Report

You can now also add an Incident Report by clicking Add Report

Adding an Incident Report

Add a Behaviour Entry

Add Behaviour is essentially a shortcut that allows you to assign a Behaviour Event (positive or negative) to the Student.

It is not linked to the Suspension and does not affect it, but is more of an area where you can monitor the behaviour of the Student since the Suspension was added.

Adding a Behaviour Event

You will now see the Behaviour Event assigned when you next Edit the Suspension Record.

Report on Suspensions

To report on Student Suspensions go to Reports>Administration>Student Exclusions Report.

Pathway

Either type in the required Student(s) names or click Find to open the Student Selector List.

Choose the Start and End Date of the Suspension and choose an Suspension Type from the drop down or leave as NOT SELECTED to report on all Suspensions.

Tick if you want to Page Break by Student.

Click Preview

Parameters
Example Exclusion Report

You can also report on Suspensions via the School Summary Report from Reports>Administration>School Summary Report and tick Exclusions to include Suspensions

Pathway
Exclusions
Example School Summary Report

You can also download other Exclusion Reports in our Online Report Repository see How to Use the Online Report Repository

Online Report Repository – Exclusion
Updated on May 20, 2024

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