How to Set Up and Use Detentions

In this guide we’ll look at how you can set up Detentions in Bromcom, including setting up the Configurations, creating and scheduling Detentions and

• Configurations
• Creating a Detention Type
• Creating an Automatic Detention Schedule
• Linking Detentions With Behaviour Events
• Assigning Detentions Manually
• Using Detention Registers
• Using Detention Review
• Further Information

Access: The minimum permissions required to access Detention Types can be found in the Behaviour module from within Config > Setup > Roles & Permissions.

See Also: How to Record a Behaviour Event For a Student and How to Create a Watchlist

Configurations

Go to Config > Behaviour > Configurations.

First, in the Configurations panel there are 2 tick boxes that directly affect Detentions, review them and set as required:

• Define Separate Detention Schedule for Each Year Group – Allows you to set a different Detention Schedule for each Year Group for each Detention Type including using different times, Rooms and Staff Members.
• Enable Rescheduling for Authorised Absences – Allows Staff to Reschedule Detentions for students who have received an Authorised Absence Code to the next Detention Slot.

Next, scroll to the Detention Scheduling panel.

Use the tick boxes at the top to determine whether Detentions can be Scheduled in Teaching Sessions and Non-Teaching Sessions. In the example above we have ticked Non-Teaching Sessions but left Teaching Sessions unticked. This means that when scheduling Detentions they will be able to be scheduled during Breaks, Lunches, Before School and After School Sessions but not during Teaching Sessions.

Next, select how far in advance you would like the Detentions to be scheduled. If you select 0 then Detentions can be scheduled for the same day that they are awarded, if you select 1 day then they must be scheduled no earlier than the following day.

Next, select your Cut-Off Time. This is the time before which Detentions must be awarded in order to be counted as being scheduled on that day.

In the below example we have set that Detentions will be scheduled at lease 0 days in advance and have a daily Cut-off Time at 3pm. This means that if a Detention is awarded prior to 3pm then the Detention could be scheduled for the same day, however, if a Detention is awarded after 3pm, it could then only be scheduled for the next day or after.

Finally, use the Add/Edit Attendance Marks that can be used in Detention Review to select which Attendance Marks can be used in Detention Registers.

If you have made any changes to this page, ensure you click Save in the top left hand corner.

Creating a Detention Type

Go to Config > Behaviour > Detention Types.

Click New in the top left hand corner.

In the pop-up that appears enter a Name and Description, if you wish to use the Detention Type immediately ensure the Active box is ticked, if Active is not ticked then the Detention Type will not be available to use. You may wish to leave this unticked, for example, if you are setting up Detention Types in preparation for the next Academic Year.

Then use the next tick box to determine whether or not you would like to require Authorisation for Manual Detention Entry (this refers to detentions that are not given automatically as the result of a recorded Behaviour Event.)

Next, use the Period Type drop down to select when in the day the Detention will take place, you can select multiple Period Types if required.

Finally, select which Roles you would like to have access to assign this Detention. Once you’re happy click Create.

Creating an Automatic Detention Schedule

From within Config > Behaviour > Detention Types select the Detention Type you created from the list, then click Schedule.

If you selected Define Separate Detention Schedule for Each Year Group in the Configurations section, the first thing you will see is a Year Group drop down, select which Year Group you would like to create the Schedule for. If, for this Detention Type, the Schedule will be the same for all year groups you can select All Years.

Note: We would recommend that you only set up an All Years Schedule or Separate Schedules for each year group. Setting up both an All Years schedule and Separate Year Group Schedules may cause your Detention Scheduling to become unreliable.

To use the Schedule make sure that the Detention Type Schedule Settings are set to Active.

Note: If you have Year Groups that you do not wish to set a Schedule for for this Detention Type we would recommend setting this drop down to Are Not active to ensure the scheduling works as intended.

Select the Member of Staff from the Staff dropdown that will take the Detention, then select the Room the Detention will take place in from the Room dropdown.

Note: If you do not allocate a Room then the Automatic Schedule will not work correctly. If using the Teacher Room option, you will need to ensure that this is set up correctly. This can be done in Config > Administration > Rooms.

You can now choose which Weekday and Period the Detention will happen. Finally you can set a Session Limit, this is the maximum number of students that can be assigned to any instance of this Detention. To save this Scheduled Detention Type, period click on the green Tick icon.

Note: if running a two week Timetable you can schedule fortnightly detentions by choosing the relevant Weekday on the Weekday dropdown.

Continue to add sessions to the Detention Schedule as required.

Use the drop downs to choose the Priority of the Detention Type, whether the Detention Type can or cannot be scheduled at the same time as another detention.

• The Detention Priority and whether the Detention Can or Cannot be scheduled at the same time as other Detentions should be considered together. The Priority determines the importance of the Detention as compared with other Detention Types (with the more important Detentions having lower numbered Priorities, i.e. the most important Detention will be Priority 1) and the Can/Cannot drop down determines what will happen if somebody should attempt to schedule another Detention at the same time. If you select Cannot from the drop down, if an existing Detention is in place at the same time as the next session in the automatic schedule, the Detention will be scheduled to the session after. If you select Can and there is an existing Detention in place at the same time as the next session in the automatic schedule then the Detention with the lower number Priority will be awarded and the other Detention will not take place unless you manually schedule it.
• If you would like to be able to assign a Behaviour Event to any Students who do not attend their Detention, you can select which Behaviour Event should be assigned from the dropdown. In order for the Behaviour Event to be assigned the Teacher assigned to the Detention will need to select Escalate from the Detention Register so if you wish to use this option, then you must also tick Enable Teacher Register Escalation. If you do not wish for Students to receive a Behaviour Event for not attending then leave this set to No Escalation.
• It will default to not require Manual Authorisation, however, if you wish to Manually Authorise this Detention type you can change the dropdown
• Enabling Teachers to Escalate or Reschedule adds the options to the the Teacher Registers. Note: The Teachers will need to tick the relevant box on the Detention Register to Escalate or Reschedule the Detention, this does not happen automatically.

Once you’re happy, click Save.

Linking Detentions With Behaviour Events

You can link a Detention to a behaviour event so that the Detention is automatically given as a result of the Behaviour Event to do this go to Config > Behaviour > Events.

Select the Event you would like to link the Detention to by clicking on it once to highlight it blue then click Edit.

Select the required Detention Type from the list and when you’re happy click Save.

When you record the selected Behaviour Event against a Student, enter the required information and click Save.

You’ll then be presented with the following message. Click Proceed.

The student will then automatically be given the Detention in the next available slot taking into account the Detention Scheduling rules you have set up in Config > Behaviour > Configurations. You can check this on the Behaviour page of the Student Profile in the Detentions panel.

If you click Set Detention & Proceed, you will be able to choose a different Detention Type to assign if required. You can also use this if you would like to manually schedule the Detention rather than having the next available session assigned automatically. For more information on filling in the Detention Entry form see the Assigning Detentions Manually section of this guide

Assigning Detentions Manually

If you would like to manually assign a Detention rather than assigning it as the result of a Behaviour Event go to the Student List Page. Select Students from the left hand menu, select the Student (or Students) from the list, then select Actions > Detention.

Select the required Detention Type from the drop down.

This will open different scheduling options. If you have an Automatic Schedule in place and would like to select a specific instance of the Detention, select Automatic Schedule and use the Allocation drop down to select which instance of the Detention you would like to assign to the Student. Then ensure Authorised is ticked and once you’re happy click Create.

If you would like to Manually Schedule the Detention, select Manual Schedule, you can then select the Detention Date and then use the drop down to select which Period the Detention will take place. Next use the Staff drop down to select which Member of Staff will be taking the detention and then the Location drop down to select a Room for the Detention. Finally, ensure Authorised is ticked and click Create.

This will assign the Detention to the selected Students. You can check this on the Behaviour page of the Student Profile in the Detentions panel.

Using Detention Registers

The Detention Register can be accessed through the Teacher Dashboard by selecting Timetable on the left.

You can then locate the Detention in the Timetable and click on it to open the Register.

Note: Detention Registers will always open in the Old UI regardless of how you have this configured.

You can then enter the Attendance Marks as normal, you will be limited to only the Attendance Marks selected in the Add/Edit Attendance Marks that Can be Used in Detention Review panel within Config > Behaviour > Configurations.

If you have selected a Behaviour Event within the Detention Type to assign to Students who do not attend and have enabled Teacher Register Escalation, you will see an Esc (Escalate) column. When you enter a corresponding Attendance Mark, for example N, this will enable you to tick the box in the Esc column which will then assign the selected Behaviour Event when you Save the Register.

If you selected to Enable Rescheduling for Authorised Absences within Config > Behaviour > Configurations and enabled Rescheduling in the Detention Type, you will have a Resc. (Reschedule) column. When you enter a corresponding Attendance Mark, for example I, you will then be able to tick the box in the Resc. column which will Reschedule the Detention for the next available session when you Save the Register.

Once you’ve finished entering Attendance Marks click Save in the top left.

Note: Once you have clicked Save, if you wish to make any changes to the Escalate or Reschedule tick boxes you will need to re-enter the Attendance Mark to re-activate the tick boxes.

Using Detention Review

Detention review shows a list of all detentions and their status’s. From here you can Authorise any Detentions that require Authorisation.

Go to Modules>Behaviour>Detention Review.

By default the Detention Review page will show Detentions for today and tomorrow. You can change the dates using the View Events from and Through to fields, once you’ve entered the required dates, click Refresh to change the information displayed in the table.

You can click on any of the Column Headers to sort the table, you can also use the Search bar in the top right hand corner to look for specific information, for example a specific Student. You can also use the Grid Actions in the top left hand corner to export the information in the table.

You can view Unscheduled Detentions by ticking the Show Unscheduled Detentions box at the top of the page and clicking Refresh. This is useful if you have Detention Types that do not have an Automatic Schedule set up in the event that Teachers assign the Detention without Manually Scheduling it as it allows you to Edit the Detention and Schedule it.

For any Detention you can click on the Info i to see more information about the Detention.

Event Record Details displays information about the Behaviour Event that triggered the Detention.

Prior Attendance Details shows the information for the Class that they have directly before the Detention, you can use this information to notify the Teacher that the Student has a Detention after their class.

Click on History to see a Detention Audit of the selected Detention.

Here you can see whether the Detention has been Rescheduled or Escalated. You also have the option to Export or Print the Audit Report using the Grid Actions in the top left.

Use the top left buttons to perform the following;

• New – Create a New Detention
• Edit – Edit a single selected Detention, to do this select the Detention you would like to Edit using the tick box to the left of the Detention and then click Edit.
• Delete – Delete selected Detentions, to do this select the Detention(s) you would like to Delete using the tick box to the left of the Detention(s) and then click Delete.
• Authorise – Authorise selected Detentions, to do this select the Detention(s) you would like to Authorise using the tick box to the left of the Detention(s) and then click Authorise.
• Deleted Detentions – Shows a list of Deleted Detentions.

Where a Student has been scheduled for a Detention that does not have Escalate and Reschedule enabled, you can Escalate and Reschedule through Detention Review if required. Once the Student has received a corresponding Attendance Code in the Detention Register, the Escalate and Reschedule icons will appear.

Where an automatic Schedule is in place, clicking Reschedule will automatically Schedule the Detention for the next available session. Where an automatic Schedule is not in place, you will need to Edit the Detention and manually reschedule it.

Pressing Escalate will display a pop-up that enables you to enter a Comment. Once you’re happy click Save.

Further Information

• As only 1 Teacher can be assigned to each Detention session within the Schedule, if another Staff Member needs to take the Detention Register on their behalf, the easiest way to do this is by going to Modules > Attendance > User Timetable. Select the Staff Member who is assigned the Detention from the drop down, then find the Detention in their Timetable and click on it to open the Detention Register. If a new Staff Member is taking over the Detention on a more permanent basis, then edit the Staff Member within the Detention Schedule.
• Escalate and Reschedule will not happen automatically, you must enable them in Configurations and within the Detention Type, and then tick the corresponding box on the Detention Register.
• For Escalate to work within the Detention Register you MUST have selected a Behaviour Event for it to Escalate to within the Schedule Settings for the Detention Type.
• We recommend that you set up a Behaviour Event specifically for the purpose of Escalating Missed Detentions, if required you can then link another Detention to this Behaviour Event. This will mean that when the initial Detention is Escalated from within the Detention Register, the Behaviour Event is assigned which will automatically trigger another Detention.
• If you link a Detention that does not have an Automatic Schedule set up to a Behaviour Event, and then assign the Behaviour Event to a Student, you will need to click Set Detention & Proceed and manually schedule the Detention. If you just click Proceed, the detention will be added to the Detentions panel on the Student Profile but will not be Scheduled. You will need to Manually Schedule the Detention you can do this in 2 ways. You can double clicking on it in the Detentions panel on the Behaviour page of the Student Profile. or by going to Modules > Behaviour > Detention Review, selecting to Show Unauthorised Detentions then selecting the Detention using the tick box to the left of it and clicking Edit at the top of the page.