Keywords can be added to keyword groups and tracked for activity. The Safeguarding page enables admins to determine when and how personnel are alerted, and if the alerts will include screen captures.
Enabling Safeguarding Settings is a four-part process; each part has its own steps.
Prerequisites
- Access to Safeguarding Settings, or
- Admin login credentials
Table of Contents
- Part 1: Access the Safeguarding Settings
- Part 2: Create a New Safeguarding Setting
- Part 3: Assign the Safeguarding Settings to a Group
- Part 4: Create a Workflow
- How to Edit a Safeguarding Setting
Part 1: Access the Safeguarding Settings
1. Log into StudentKeeper.
2. In the left menu, select Safeguarding Settings > Safeguarding Settings.
3. StudentKeeper will display the list of existing safeguarding settings, the status for each setting, and the impacted schools/groups.
4. You can now create a new safeguarding setting.
Part 2: Create a New Safeguarding Setting
1. In the upper-right, click + Create Setting.
2. Type the Setting Name and Setting Description.
3. In the Status field, use the toggle to indicate if the setting will be Active or Inactive.
4. Click the + Add Group / Schools button to assign these settings to a group.
5. Select the appropriate group.
6. Click in the Add Group/School field and select the party(ies) within the group to which this Safeguarding Setting will be applied.
7. Click Add.
8. If you are applying these settings to another group(s), repeat Steps 5-7 until all applicable parties have been selected. After completing this step, proceed to Step 9.
9. Click Continue (lower-right). A message will appear confirming that the Safeguarding Setting has been created.
Part 3: Create a Workflow
1. In the left panel, select the Category that will be added to the Safeguarding Setting.
Note: Listed Categories will only be visible if set to ACTIVE in the System Settings > Safeguarding Settings > Keyword Management (For more information see this article: Keyword Management)
2. By default, Categories are not configured. You can configure the Category Trigger and/or the Category Screen Captures.
Configure Category Trigger
1. Click the Configure Category Trigger toggle to activate this setting.
2. Click + New Category Trigger Notification.
Note: The Targets/Scope and Trigger fields may be highlighted in blue with a checkmark. This indicates that these workflow steps are already populated with information from previous steps. We recommend opening these fields and confirming the details. Click directly on the step to open the field.
3. In the Targets/Scope field:
a. Type—Use the dropdown menu to select the target group to whom the workflow will be applied - District, School, or User. If 'District' or 'School' is selected, proceed to Step 3c.
b. User(s)—Use the dropdown menu to select the specific user(s). After completing this step, proceed to Step 4.
c. District(s)/School(s)—Use the dropdown menu to select the specific district(s) or school(s).
d. Apply to—Use the dropdown menu to select the scope of the settings.
e. User Roles—Use the dropdown menu to select the specific user role(s) that will be impacted.
4. Click Next.
5. In the Trigger field:
a. Trigger—Use the dropdown menu to select the action that will trigger the workflow.
b. Select Keyword Group—Use the dropdown menu to select the keyword group. Activating a keyword group enables the keywords (or terms) within the group to be tracked and used for alerts and reporting. In a future step, you will have the option to complement this tracking with screen captures.
6. Click Next.
7. In the Actions field:
a. Action Type—Use the dropdown menu to select the action that will occur when the workflow is triggered - Alert Sent To, Email Sent To, or Note Created. If 'Note Created' is selected, proceed to Step 7b. If 'Alert Sent To' or 'Email Sent To' is selected, proceed to Step 7c.
Note: You can only select and configure one Action at a time. If multiple Actions are needed for this workflow, after configuring the first Action using Steps 7b-h, click the + Action button to select and configure each additional Action.
b. Use Triggering Student—Check this box if you want StudentKeeper to automatically associate the Note with the student that triggered the workflow. If you check this box, proceed to Step 7d. If you do not check this box, proceed to Step 7c.
c. Choose Users—Select the individual(s) that will receive the alert. If 'Alert Sent To' was selected in Step 7a, proceed to Step 7g. If 'Email Sent To' was selected in Step 7a, proceed to Step 7h.
d. Choose Type—Use the dropdown menu to select a Note Type. The selection will be tracked and added to the student’s timeline when triggered.
e. Choose Subtype—Use the dropdown menu to select a Note Subtype. The selection will be tracked and added to the student’s timeline when triggered.
f. Note Message—Create a message that will automatically be sent to the individuals selected in Step 7c when this workflow is triggered. After completing this step, proceed to Step 7i.
g. Alert Message—Create a message that will be sent to the individuals selected in Step 7c. You can merge fields in the message by clicking on the appropriate field. After completing this step, proceed to Step 7i.
h. Choose Template—From the dropdown menu, select an email template. The email will be sent to the individuals selected in Step 7c. (To create an email template, use the steps in this knowledge base article.)
i. + Action—Click this button to add an additional Action(s) to this workflow. Repeat Steps 7a-i until all Actions have been added.
8. Click Next.
9. In the Name and Description field:
a. Name—This field will be pre-populated with data from other sections of the workflow. You can choose to keep this Name. If you would like to change it, click directly into the field to make any edits.
b. Description—This field will be pre-populated with data from other sections of the workflow. You can choose to keep this Description. If you would like to change it, click directly into the field to make any edits.
10. Click Next.
11. Review your workflow configuration.
a. Back—If changes need to be made, click on the Back button (lower-left) to access the desired field where changes are needed.
b. Save—Click this option if the workflow is complete, but it is not ready for activation.
c. Save And Activate—Click this option if the workflow is complete and it is ready for activation.
12. If you are done, click Save (lower-right). If you are configuring the screen capture settings, proceed to this section.
Configure Category Screen Capture
When this feature is enabled, a student triggers a capture by interacting with a predefined keyword(s).
1. Click the Category Screen Captures Enabled toggle to activate this setting.
2. From the Category Capture Risk Levels dropdown menu, select the appropriate risk level: No Risk, Low, Moderate, or High. The Risk Levels are predefined. This table explains the behavior of each Risk Level.
3. Click the + New Event Capture Notification.
Note: The Targets/Scope and Trigger fields may be highlighted in blue with a checkmark. This indicates that these workflow steps are already populated with information from previous steps. We recommend opening these fields and confirming the details. Click directly on the step to open the field.
4. In the Targets/Scope field:
a. Type—Use the dropdown menu to select the target group to whom the workflow will be applied - District, School, or User. If 'District' or 'School' is selected, proceed to Step 4c.
b. User(s)—Use the dropdown menu to select the specific user(s). After completing this step, proceed to Step 5.
c. District(s)/School(s)—Use the dropdown menu to select the specific district(s) or school(s).
d. Apply to—Use the dropdown menu to select the scope of the settings.
e. User Roles—Use the dropdown menu to select the specific user role(s) that will be impacted.
5. Click Next.
5. In the Trigger field:
a. Trigger—Use the dropdown menu to select the action that will trigger the workflow.
b. Select Keyword Group—Use the dropdown menu to select the keyword group. Activating a keyword group enables the keywords (or terms) within the group to be tracked and used for alerts and reporting.
c. Select Risk Level—Risk Levels (Low, Moderate, High) are predefined. This table explains the behavior of each Risk Level.
6. Click Next.
7. In the Actions field:
a. Action Type—Use the dropdown menu to select the action that will occur when the workflow is triggered - Alert Sent To, Email Sent To, or Note Created. If 'Note Created' is selected, proceed to Step 7b. If 'Alert Sent To' or 'Email Sent To' is selected, proceed to Step 7c.
Note: You can only select and configure one Action at a time. If multiple Actions are needed for this workflow, after configuring the first Action using Steps 7b-h, click the + Action button to select and configure each additional Action.
b. Use Triggering Student—Check this box if you want StudentKeeper to automatically associate the Note with the student that triggered the workflow. If you check this box, proceed to Step 7d. If you do not check this box, proceed to Step 7c.
c. Choose Users—Select the individual(s) that will receive the alert. If 'Alert Sent To' was selected in Step 7a, proceed to Step 7g. If 'Email Sent To' was selected in Step 7a, proceed to Step 7h.
d. Choose Type—Use the dropdown menu to select a Note Type. The selection will be tracked and added to the student’s timeline when triggered.
e. Choose Subtype—Use the dropdown menu to select a Note Subtype. The selection will be tracked and added to the student’s timeline when triggered.
f. Note Message—Create a message that will automatically be sent to the individuals selected in Step 7c when this workflow is triggered. After completing this step, proceed to Step 7i.
g. Alert Message—Create a message that will be sent to the individuals selected in Step 7c. You can merge fields in the message by clicking on the appropriate field. After completing this step, proceed to Step 7i.
h. Choose Template—From the dropdown menu, select an email template. The email will be sent to the individuals selected in Step 7c. (To create an email template, use the steps in this knowledge base article.)
i. + Action—Click this button to add an additional Action(s) to this workflow. Repeat Steps 7a-i until all Actions have been added.
8. Click Next.
9. In the Name and Description field:
a. Name—This field will be pre-populated with data from other sections of the workflow. You can choose to keep this Name. If you would like to change it, click directly into the field to make any edits.
b. Description—This field will be pre-populated with data from other sections of the workflow. You can choose to keep this Description. If you would like to change it, click directly into the field to make any edits.
10. Click Next.
11. Review your workflow configuration.
a. Back—If changes need to be made, click on the Back button (lower-left) to access the desired field where changes are needed.
b. Save—Click this option if the workflow is complete, but it is not ready for activation.
c. Save And Activate—Click this option if the workflow is complete and it is ready for activation.
12. If you are done, click Save (lower-right). If you are configuring the screen capture settings, proceed to this section.
Risk Thresholds
Risk Thresholds define how many times a student can encounter a keyword within a period of time before the system triggers a screen capture of their activity. The captures appear on the Captures page (via the left-side panel menu > Reporting > Captures) and will be prioritized with visual indicators, including thermometer icons and color-coded risk chips (yellow, orange, red) based on the settings.
Risk thresholds apply to both custom and system keyword categories that are currently active.
| Risk Level | Condition | Visual Indicator | Order of Appearance on Captures Page |
| No Risk | N/A | N/A | N/A |
| Low | If the keyword is encountered at least 1 time within 24 hours | Yellow | Flagged student appears above non-risk students |
| Moderate | If the keyword is encountered at least 3 times within 24 hours | Orange | Flagged student appears above low-risk and non-risk students |
| High | If the keyword is encountered at least 5 times within 24 hours | Red | Flagged student appears first above all other students |
How to Edit a Safeguarding Setting
1. Use the filter option to search for the Safeguarding Setting that will be edited.
2. Click the box next to the setting.
3. In the upper-right, click Edit Setting.
4. You can now make the edits needed.
5. When done, click Save (lower-right corner). A message will appear at the top of the screen confirming that the setting has been updated.
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