DS: Introduction to the Detention system

Jan 23, 2018

A general introduction to using the Detention System

Core functionality

The purpose of the detention system is to enable staff to record details about the detention event.  The recording of the event includes the ability to include a list of students.  The student names can be entered manually, or selected from a search result of student names.

When entering a detention the application allows selection of a scheduled detention period that the student(s) should attend.  Regular detention periods can be entered into the system, optionally with classifications attached.

At the detention period the attending staff member can mark the roll.  At the end of the detention period any students who have failed to attend will be notified back to the staff member who recorded the detention.

At any stage the detention information can be exported and deleted from the detention system.

Scheduling detention periods

Select the ‘Schedule’ link in the Configuration menu

This will list any existing scheduled detention periods.  To add a schedule click the ‘Add schedule’ button in the top right of the page.

 

  • Enter a description for this scheduled detention period.  This could simply indicate a general detention period, or it may be for specific detention events, such as disruptive behaviour might be an after school detention while incorrect uniform may be a lunch time detention
  • Check the days that this detention period is valid for
  • Select the start time for the detention period.  If the exact time is not listed select a time close to the start time, you will then be able to adjust the selected time to the exact start time you require
  • Click ‘Save’ to record this scheduled detention period
You can enter as many detention schedules as you require.

 

When a staff member enters a detention event the application will automatically list scheduled detention periods, applying appropriate dates.

Loading students

While the application will allow manual entry of student names it also supports searching for students if they are pre-loaded.

To import your student data firstly you can select your integration option, click on the ‘School Settings’ link in the Configuration menu, then the DS tab.  Click the ‘Edit’ option on this page to select the source for your student data, then ‘Save’.  Once you have selected the correct integration option go to the ‘Import/Export’ link in the Configuration menu.  You should have an option to import your student data, click the appropriate option and follow the instructions that appear.

For testing purposes you can manually add a few students using the ‘Students’ link in the Configuration menu.  Add a number of students manually.

Setting categories

You can apply some generic categories to your detentions.  This can help to classify the detentions.  Later we can provide reports analysing the number of detentions using these categories.

Adding an incident

Click on the red “+” to add an incident.

You will be prompted to select a category.  You can then clarify this with a short description.  Then select the dates and times for the detention – you can select multiple entries.

On the next dialog you will be asked to enter a student name, or search for a student.  Searching works well if you have pre-loaded student data.  You can type in the student’s firstname, or part of their firstname, or their surname, or part of their surname.  Do not type in both the first and last name for the student.  The system will display a list of students, click on the student name to select the student.  By default (where a student’s email has been uploaded with the student data) the application will send an email to the student in regard to the detention incident, and reminding them of their scheduled detention period. You can uncheck the email option before selecting the student if you don’t want to send the email.