Steps to Creating a Chronicle Entry

1. Go to either the student's profile page or the roll and select the option to add an entry
2. On the Details tab, select the applicable Template you need for this entry
3. Complete the applicable fields for the entry
4. Add any attachments for the entry if applicable
5. Pin the entry if applicable
6. Check the Notification Chain for the entry if applicable
7. Click to the Communications Tab to review any associated Communications where applicable
8. Click 'Save and Close' to complete the entry

Step 1 - Create a new Chronicle Entry

Via the Student Profile Page:

You can create a Chronicle entry from a student's profile in one of two ways:

1. Clicking the 'Add Chronicle Entry' button available at the top of the Student Chronicle section, which takes up the right half of the page. 
2. Hovering over the '+ Add' button and selecting 'Chronicle Entry' from the drop-down menu.

Both of these options are highlighted below.

     

 

Via the Roll

From any Roll in Compass there are two options to use to create a Chronicle entry.

• Individual option -  To add an entry with a specific student selected, click the 'Add Chronicle Entry' icon immediately to the left of the three attendance status options. Clicking this icon will open the Chronicle Entry screen.

     

• Group option - At the top of every Compass Roll there is an 'Add Chronicle Entry for...' option. This allows you to create an observation for students based on their attendance status on the current roll. Clicking one of these options will open the Chronicle Entry screen and automatically add the students based on their attendance status on the roll.

     

 

Step 2 - Select the applicable Template

You need to select the applicable template for the type of entry you are creating.  Template options will be based on the templates your school has created for use and also your Chronicle permission level.

     

Step 3 - Complete the Fields

Once you have selected the Template, complete the fields on the 'Details' tab.  Fields vary from template to template.  Fields that are mandatory are marked with a small red star icon.  Some fields will be preset with information that may or may not be editable.  This information is set at the Template level by staff at your school who administrate the Chronicle module.

     

Students
This section shows the student or students that the entry is being created for. 

You can bulk add additional students to the entry by clicking 'Add Students'.

     

    

You can assign appropriate 'Roles' to Students when adding multiple Students to a Chronicle Entry. You can define each role of the Student by the following options:

1. Involved
2. Witness
3. Perpetrator
4. Victim

The role you have assigned to the Student will appear on the relevant Chronicle Entry on their Student Profile.

You can also create separate Chronicle entries for Students when creating a single Chronicle entry by ticking the tick box below the list of Students added. This will allow any future comments or observations made on the post on a particular student's profile to only apply to the entry on that specific student, and not all students with the entry. 

Also please keep in mind that if the Chronicle entry has any points attributed to it (positive or negative), or automatic enrolment in a group activity (e.g. detention), this will apply to all students on the entry, regardless of whether they're the victim, perpetrator, witness or involved.

Step 4 - Add Attachments (if applicable)

You can upload any related documentation to be stored with the entry for future reference in the Attachments section on the Details tab.

     

Step 5 - Pin the entry (if applicable)

Chronicle entries can be 'pinned', which means that they will display on rolls and in the Chronicle Summary at the top of the student's Chronicle section on their profile page (provided this setting has been enabled for the Category that the entry type falls within). This is useful when the observation may need to be easily referenced, for example an Individual Learning Plan, a leadership position, or an injury or illness affecting class participation (e.g. 'Henry has a broken arm and will need more time in exams as he is writing with his non-dominant hand').

Pinned entries on the student's profile page - 

     

Pinned entries on a Roll - 

Pinned Entries display as a blue circle with a white number. The number indicates the number of currently pinned entries for that student. 

     

By clicking on the student's name in the roll you can see a Chronicle summary.  You will see the notation of the pinned entry (or entries if the student has multiple current pins).  Click the notation and a pop-up will open displaying the full details of the entry.

    

If you need to 'pin' the entry you are creating, click the pin icon next to the student.  If you do not need to pin your entry, move to 'Step 6'.

     

To 'pin' the entry indefinitely, click 'Pin' on the pop-up that displays.  To 'pin' for a certain time, firstly select the expiry date/time and then click 'Pin'.  When you set an expiry, when that date/time occurs, the entry will remain on the student's record but no longer be pinned.

    

Step 6 - Review the Notification Chain (if applicable)

If the template you selected has a pre-set notification chain, the applicable staff will be listed in the Notification Chain section on the 'Details' tab.

     

This chain relates to any communication that is to be issued to a student's parent in regards to this entry.  If there is intended communication (email, sms, letter), the communication will not be issued (or accessible for downloading in the case of letters) until the staff in the chain have approved the entry.
If there is no Notification Chain, any associated Communications for this entry will be issued as soon as 'Save' or 'Save and Close' is clicked. 

For information on entry Communications, please refer to the 'Step 7' section below in the article.

This chain also relates to any points that are associated to the entry; the student will not have the assigned points contribute to a linked trigger tally (nor will they be reflected in the graph totals on a student's profile page) until the entry is fully approved by those in the chain.

If you need to add any other staff to the Notification Chain for this entry, you can click to the 'Notification Chain' tab at the top of the entry to do so.

If you do not need to edit the Notification Chain for your entry, proceed to 'Step 7'.

     

Type in the staff member's name in the 'Add Staff member' field and click enter to add them to the list.

Putting the added staff into numbered groups means that when the Notification Chain is triggered for the entry, any staff in Group 1, who are set to 'Notify +Approve' will have the option to approve; once one of them does, the others in that Group will no longer be required to approve and the entry will move down the chain into the next Group.  When it reaches the last Group, and a staff member in that Group approves the entry, the associated Communications for the entry will be issued.

Staff who are listed in the chain as 'Notify Only' will not be requested to approve but will be notified of the entry once the entry arrives at their Group level in the chain process.

Example:
In the below image, staff have been placed into two Groups within the Notification Chain.

     

When the entry is saved, Cuthbert and Argus, who are Group 1, will receive a notification that there is an entry requiring their approval. 

Dashboard Notification - 

     

Email - 

     

When either one clicks the link, opens the entry and approves, the entry will move to those in Group 2. 

     

Bathsheda will receive a notification (dashboard and email) that there is an entry requiring approval and Septima will just receive a notification (email only) of the entry.

When Bathsheda approves the entry, the associated Communications will be issued.

     

Note: If the staff member who is creating the entry is also the first person listed to approve the entry in the Notification Chain, when the entry is completed and saved, the staff member's approval will be automatically completed at the same time.  If there are further staff listed who are required to approve, the next person in the order will receive a notification to approve the entry; if no further approvals are required, the associated communication for this entry will automatically be issued.

Step 7 - Review any association Communications (if applicable)