How do I configure probation in the SchooliP Portfolio?

This guide explains how to configure probation within SchooliP, including setting up roles, assigning roles to staff, applying roles to monitoring forms, and configuring a dedicated form type for probation.

Following these steps will help ensure that the correct objectives, monitoring forms and standards are assigned to staff, and that probation forms are displayed appropriately within the Portfolio and My Reports sections.

Setting Up Probation Roles

Before starting the probation review process, you need to create the roles that will be assigned to staff members.

Step 1: Access the Roles Settings

• Select Users from the main menu.

• Click the cog icon in the top-right corner to open the settings side panel.

• Scroll down to the Lists section.

• Select Roles.

• Check whether the required probation role or roles already exist.

• If they do not exist, click Add Item to create the new role or roles.

Step 2: Create Separate Roles for Teaching and Support Staff

If teaching and support staff will receive different probation items, it is recommended that you create two separate roles:

• Probation – Teaching

• Probation – Support

Creating separate roles allows you to assign specific Standard Objectives, Monitoring forms and Standards (Competencies) to each group, ensuring that staff receive the appropriate items when their probation review is started.

Assigning Roles to Staff Members

Once the probation roles have been created, you need to assign the appropriate role to each staff member.

There are two methods available.

Option 1: Assign the Role Through the Staff Member's Account

• Navigate to the Staff Members screen.

• Locate the relevant staff member and open their account for editing.

• Select the Role tab.

• Tick the appropriate probation role for the staff member.

• Save the changes.

Repeat this process for each staff member who requires a probation role.

Option 2: Assign the Role Using Staff Management

Alternatively, you can use the drag-and-drop functionality on the Staff Management screen.

• Open the Staff Management screen.

• Expand the Roles (Tutor Type) option in the menu on the right-hand side.

• Locate the appropriate probation role.

• Drag the role onto the relevant staff member's image and release it.

• Check that the role has been applied successfully.

The system indicates that the role has been applied by turning the edge of the staff member's image green before it fades.

Applying Probation Roles to Monitoring Forms

To ensure that the correct monitoring forms are available to staff assigned to probation roles, you must configure the relevant forms.

Step 1: Access the Monitoring Forms

• Navigate to Settings.

• Select Review.

• Select Monitoring.

• Open Forms.

• Edit the monitoring form you want to use for probation.

Step 2: Assign the Probation Role

• Locate the Role field within the form settings.

• Select the appropriate probation role from the available options.

• Save the changes.

If you have created separate teaching and support probation roles, make sure each monitoring form is assigned to the correct role.

Creating a Dedicated Probation Form Type

A Form Type allows you to group probation forms separately from other monitoring forms.

Configuring a dedicated Form Type can provide the following benefits:

• Display probation forms in their own section within the staff member's Portfolio.

• Display probation forms in a separate report under My Reports.

• Exclude probation forms from the main Monitoring Report.

• Carry forward open Areas for Development between forms of the same type, helping to prevent duplicate development areas from being raised.

Step 1: Create the Form Type

• Navigate to Settings.

• Select Review.

• Select Monitoring.

• From the Monitoring Settings menu, select Form Type.

• Click Add Form Type.

• Enter a name for the Form Type, for example, Probation.

Step 2: Configure the Form Type Options

Configure the following options according to how you want probation forms to appear within the system.

Exclude from the main monitoring report?

Tick this option if you do not want probation forms to appear in the main Monitoring Report.

Create a separate report under the My Reports option?

Tick this option if you want probation forms to appear in their own section under My Reports.

Recommendation: If you have chosen to exclude probation forms from the main Monitoring Report, it is recommended that you enable this option so that the forms can still be accessed through a dedicated report.

Create a separate tab in the portfolio?

Tick this option if you want probation forms to appear in their own tab within the staff member's Portfolio.

Display all areas of development for this form type?

Tick this option if you want open Areas for Development from previous forms of the same Form Type to be carried forward into the next form added for a staff member.

This is particularly useful when multiple probation forms are used throughout the probation period, as it helps prevent existing development areas from being raised again as duplicates.

Once you have configured the required options, save the Form Type.

Applying the Probation Form Type to a Monitoring Form

Step 1: Edit the Monitoring Form

• Navigate to Settings.

• Select Review.

• Select Monitoring.

• Open Forms.

• Edit the monitoring form you want to use for probation.

Step 2: Select the Form Type

• Locate the Type field within the form settings.

• Open the dropdown list.

• Select Probation.

• Save the changes.

Repeat these steps for every monitoring form that should be included within the probation process