What is Pastoral Summaries?
Pastoral Summaries allow school to generate summaries of a student's pastoral record using AI (ChatGPT). These summaries can be useful for end-of-term reports or to send to parents/guardians to keep them aware of their students' conduct in school.
🧭 Navigate : Nurture > Pastoral > Pastoral Summaries
Use this link to directly go to the summaries.
Learn how to use summary page :
(click on pointers above to jump to that specific section)
Access to Pastoral Summary
A new permission option within the Pastoral feature called 'Create, edit and delete pastoral summaries' has been created separately for pastoral summaries. Checking this option will allow staff/admin users to get the Pastoral Summary access. This will allow schools to provide staff/admin, have access with more granularity.
Option of 'Create, edit and delete pastoral summaries' will be allowed to be enabled only if 'Create pastoral notes' are enabled.
By default all admins with the pastoral create/view feature enabled will have summary access applied to their account. Non-admin users would r`equire to be given the permission within individual staff users permissions, or by adding the permission to a new/existing user role. Read more about additional permission here.
Generating A New Pastoral Summary
To generate a new pastoral summary, follow the bellow steps :
🧭 Navigate : Nurture > Pastoral > Pastoral Summaries >
Click on Generate Summary on top right corner to open a new summary page
Naming Summary Page - Naming makes it easy for the staff/admin to search among all the summaries created. If a name is not set, Orah system will automatically use naming convention when hit saved.
Naming Format - Student XYZ - Date Range
Selecting Date Range - Choose the date range for pastoral notes to be summaries. Only pastoral notes created within this date range will be considered to get summarised.
Selecting Student - Summary can be created for one student at a time. User can only create summary for their respective assigned students. As soon as the student is selected, below chart will appear, stating total number of pastoral/behavioural records created along with time line.
Selecting Categories - Once the date range, the student has been selected, select the categories of Pastoral records to be summaries. Only pastoral notes created under the selected categories will be considered to get summarised. As per the school, categories will be shown as below. By default all the pastoral categories will be selected. One can also search though the list of pastoral categories.
Writing Prompt - Once all the three main parameters Date, Student & Category is provided, a prompt will appear below the chart. By default we have added this prompt 'Give an overview summary of the above pastoral records in one to two paragraphs' for the AI to fetch the required summary. User can tweak, rewrite it accordingly.
Once all the above parameters is captured, click the Generate button beside the prompt.
A summary will be generated as per the prompt provided. Summary will differ each time 📋 generate button is pressed even when the prompt is similar. If any parameter is changed after generating the summary, the summary will be lost. School have the option to add or edit the generated summary as they deemed fit.
View Individual Pastoral Records
While generating pastoral summary for students, staff can view pastoral records individually which combines to form those summaries. For example if for Student A there are 5 pastoral records in total for last seven days, staff can view those 5 records individually.
To view records simply click 'View records' button underneath the body of summary generated.
Follow the below👇 screen for Viewing Records
View Pastoral Summary List
Staff/Admin with to 'Create, edit and delete pastoral summaries' will be able to see the overview page inside the Nurture tab called ‘Pastoral’.
If a staff/admin user sees a blank page at Pastoral Summaries, this is could mean either no pastoral summaries have been generated or user don't have access to the student records. Once at least one pastoral summary has been generated for a student, users will be then able to see the summary item within the list view.
Each pastoral summary item gives the user a general overview of the summary. This includes the summary title, student name, donut chart, some content, and when the summary was generated. Summaries are sorted by creation date.
Editing & Deleting Summaries
Editing a pastoral summary - The pastoral summaries permission allows staff to create, edit and delete only their own summaries.
Both Editing and Deleting can be done from the same options - users can delete/edit by either selecting the ellipsis (3 dots to right) of each item in the list view, or by selecting the "More" button within the summary.
Follow the below👇 screen for Viewing, Deleting and Editing (edit was added later)
🧭 Navigate : Nurture > Pastoral > Pastoral Summaries
Pastoral Summaries generated can be downloaded in PDF form. This PDF can be further printed or shared. To download the PDF, click on the '📥 Download PDF' button found on the right hand side of the report generated.
PDF report will include all information of the summary :
Name of the report
Timeline of report
Created by Staff name
Creation date and time
Pie Chart - with total pastoral records summaried in the report
Column Chart - with pastoral record spread over time
Both chart has breakdown for pastoral categories and sub-categories
Body of summary generated
Follow the below👇 screen for downloading the Pastoral AI Summary PDF
Sharing Summary (& Revoking)
Pastoral Summaries generated can be shared with other staff members within Orah. One summary can be shared at a time to multiple staff. To share the summary, click on the 'Share' button found on top right hand side of the report generated.
This will open a dialogue box called 'Share Summary', where name of staff(s) needs to be entered. Their is also an option to add note which will be added in the email notification received by recipient staff member upon sharing the summary.
Follow the below👇 screen for sharing the Pastoral AI Summary
Upon sharing the summary, recipient staff member will be receiving an email notification as shown below :
In-case of wrong share or for other reasons, the access of the summary can be revoked by using the same Share button. Staff members with whom the summary has been shared, will be listed out in the same share summary dialogue box. Use the X cross button to revoke access, which will be followed by a conformation with a green ribbon at the bottom 'Shared access revoked successfully'.
Read more about Pastoral Notes here - https://success.orah.com/en/articles/5350471-pastoral-notes
Hope this was helpful. If you have any further questions (anything on how ChatGPT works and it's data safety), just click the blue chat icon at the bottom right corner of this page, we will help you navigate through it. Cheers !