Guide to a school or provider page for Council staff

Guide to a school or provider page for Council staff


Hello and welcome to The Hub, The Education
Network for Waltham Forest. On this website, education professionals can find all the information
they need to work in education in this Borough. We cover the whole age range from nought to
nineteen. The website was set up by the Education Improvement
team in 2014, as a way of bringing all information about education into one place. You can access
The Hub through your computer, tablet or mobile device. The website is fully responsive, so
the view adapts automatically depending on what device you’re using. We have a guidance page on the Intranet for
Council staff, which goes into more detail about why The Hub was set up and how you can
upload content to the site. The website will only be a success if it is regularly updated
with new content from Council staff. To find our page on the Intranet, it is on
the left hand side of the page so when you look at the Intranet, it’s going to look like
this and then on the left hand side menus what you’ll see is an area for the ‘Families
Directorate’ so click on that, when you click on that, you’ll get taken to a page which
looks like this and, again, on the left hand side there is a link to ‘The Hub – The Education
Network for Waltham Forest’ on the left hand side and click on this, again, and you’ll be taken to our guidance page which talks more about The Hub.
So you’ll be able to see what kind of content you can upload, ranging from news stories,
events and training, and policy and guidance. So that’s what the Intranet pages look like. And we’ll come back to The Hub home page
now. So, this video is specifically for those Council staff who work with schools and early
years settings on a one-to-one basis, so will produce reports based on their visit to that
school or setting. So this includes School Effectiveness Advisers, Early Years Consultants,
Health and Safety advisers and Governor Services to name but a few. And this video is also for
senior managers within the Council, who will need access to those reports produced about individual
schools and settings. So The Hub holds a list of all schools and
early years settings in its Directory, and each school and setting has their own web
page on The Hub. Each school and setting page shows basic details about that school or setting,
as you would expect a normal directory of contacts to. So, on each of the school and setting pages,
there’s a hidden Documents area within that and it’s only accessible to the senior
staff of that school or setting plus those Council staff who work with schools and settings
(so if you are watching this video, then this means you as well). So on a school page, the hidden Documents area
is only accessible to the Headteacher, School Business Manager and Chair of Governors of
that school and their registered accounts on The Hub. On an Ofsted-registered Early
Years setting’s page, it’s only accessible to the Owner, the Manager or the Chair of Trustees
of that organisation. So going back to a school page, there is also
another private area, which is restricted even further. It’s only accessible to the Headteacher
of that school and senior Council managers. So, again, it’s a shared private documents area
but it’s for information that’s only to be shared with the Headteacher and not with
other members of the Senior Leadership Team. Okay, so the idea of the Documents area on those
school and settings pages is that Council staff i.e. you, can share important documents with
the senior leadership team of that school or setting, so that we can ensure the transparency
of information produced between our two organisations. It also gives us an audit trail
of the work you have done with a school or setting, as well as ensuring that information
is held in a central place, which means you don’t have to trawl through past emails to
find these reports and documents because all you have to do is go onto the website and
log in and then you’ll have access to those documents. So, in order to get to a school or setting’s
page, you need to find the Directory on The Hub. So, there’s two ways to get there. The
easiest ways are to hover over the ‘News & Networks’ menu and there you’ll see a
button for ‘Directory of Waltham Forest Schools & Settings’. Or if you just scroll
down the page a bit on the homepage there is a button for the ‘Hub Directory’ here. So
that’s two ways to get there from the homepage. If you go back into the menu item here,
if you hover over ‘Directory of Waltham Forest Schools & Settings’ then it gives you
a pre-filtered list here so you can either look at the Schools, you can either look at
the PVIs and Childminders or you can look at Out of School Providers as well on their own.
But if you want to see the whole Directory then you would just click on the ‘Directory
of Waltham Forest Schools & Settings’. Okay, so if we click onto it now. So we’re taken into the Directory homepage and it contains all the schools and all the Ofsted-registered Early Years Providers and Out-of-school care providers in Waltham Forest. So it doesn’t track any
other education organisations, just those which are registered with Ofsted, but the Directory
also contains a list of Local Authority Services and Support and also Traded Services. And a contact
number is given for each record, so if you scroll down then you can see the settings
and schools along with the telephone number, as well as LA services and their telephone
numbers. But for this particular video we’re just focussing on finding a school or a setting. So you can see you’ve got the search bar here,
so you can narrow down your search for a particular school or setting. And once you’ve found a particular
school or setting you just click on the name of it to get to that school page. So if I click on, for example, Ainslie Wood Primary School, then what I see are some basic details about
the school; who the key contacts are and then who to contact, the school website address and an email, inspection date and DfE data. So these are just basic, publically available information, But at the bottom of the page if you keep scrolling down, then it asks whether you’re
a senior leader of this school or provider or whether you’re a member of the Council. And so what you have to do, in order to see the private documents area you have to be logged-in, so that’s what I’m going to do now. So in this box I’m going to use my credentials
when I registered, and you will have yours as well, so enter those details and click ‘Login’. And now I remain on the school page but
now you can see this is the basic information that I could see previously, but I’ve now also
been given these three extra tabs so the ‘Heads only’ documents tab, the ‘Contact log’ and
also the ‘Documents’ tab on its own. So if you do not see these tabs, then that means you
haven’t been set up with the correct permissions. So please email us at [email protected],
stating that you need access to the Documents area, and copying in any senior manager to show
that he or she approves this request for access because not every Council member needs to see
these documents because of the sensitive nature of them and the confidentiality of them, so
access is only granted as is necessary. So, when you do have the correct permissions
and you log-in on The Hub, then this is what you see when you go onto a school or setting
page, and so if I click on the Documents tab now you can see a list in the table of the type of document, when it was uploaded and also by who. And then you can also filter on the Type
of document and the Year, so in this ‘Select a category’ I can click on here to select
if I only wanted to look at a particular type of document, and I could also select a particular
document from a particular academic year, so if I want to deal with this year’s files
then I just click on this one. So the documents in this table, as you can
see, there’s lots of them and what you see are, they’re supposed to be the final, agreed versions for reference only. That is, so if I clicked on these minutes here then what they
are are the final version of that document because if I opened it, if I clicked on it,
downloaded it and made changes to it and then saved it again, that doesn’t affect the version
that is uploaded on this page and the one that’s originally uploaded remains in place.
So it’s not a ‘Shared documents’ area, like for example which different people can work on. So if you do want
to make changes to a document which you see here, then what you do is you should upload a new
version and delete the old version because that’s the way of making changes to it. Okay, so that’s the Documents area, so this will
be seen by the senior Council staff who have access but also the Headteacher, the School
Business Manager and the Chair of Governors so it’s those three members of the Senior Leadership
Team who would see these documents and be able to read them and download them. The ‘Heads only’ area is accessible to those
Council staff members but this information is only accessible to the Headteachers, so
that’s from the school’s side. So that’s a slightly more private area here. Okay, and the final area which you have access
to is the ‘Contact Log’ area, so it should be quite self-explanatory what this is, so
it’s intended to be used by Council officers to record details of contact with that school
or setting, and if somebody wants to upload details of a new contact, then all they’d have to
do is click ‘Contact Upload’. A form appears which you can complete, so you write in a comment, write in the date of contact, you can add a file if you want to but this is optional, and then
click on ‘Add Comment’ to add something to the table. And so in the same way that a Documents
table is uploaded what you see is a ‘Table of Contact’ table will appear, with details
of that contact and who recorded it, which you can export to Excel if you want. So this
Contact Log can only be used by Council officers, so only they can upload details of their contact,
but on the school or provider’s side, so the Heads and the School Business Managers and
the Chairs of Governors they’ll be able to view it but it’s only a ‘Read only’ access
for them, so they’ll be able to see what sort of contact the Council’s had with that particular school or setting. So this functionality is here but only certain
teams within the Council are using it at the moment so it’s up to you whether you want your team
to use it as well. Okay, so to wrap up, this has been a guide to
a school and provider page on The Hub for Council staff. Please take time to view our
other videos, if you need help with using the site.

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