This article is for Designated Safeguarding Leads (DSL).
You can change a record’s status by acknowledging that you’ve read it or by closing it if it has been resolved. Record Manager provides three status options:
| Status | Description | Example |
|---|---|---|
| Unread |
You (or another staff member) have successfully submitted a record, but a DSL still needs to acknowledge it. |
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| Open |
A DSL has acknowledged the record and marked it as Read. This means that action is ongoing or that the record is being reviewed.General Notes automatically receive the status of Open when created by a DSL. When a staff user creates them, they receive the status of Unread. |
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| Closed |
You have resolved a record and marked it as closed. The status is seen when the student has been transferred to another school that uses Record Manager. Closed records do not appear on the Dashboard. Instead, they appear on student’s Chronology tabs. |
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Change a record's status to 'Open'
Changing a record’s status to Open means you’ve marked it as Read and let the reporter know you’ve seen its details. An Open record also means a decision is pending or further action is being taken to address the concern or incident.
- Sign in to Record Manager and find the record.
Note
The Dashboard will show all open and unread Safeguarding Concerns, Behaviour Incidents and General Notes. To locate closed records, use Student Search.
- Display the record’s details.
- From the Dashboard, select View Record.
- From the student’s Chronology, select Details.
- Record Manager will navigate to the record’s details within the Chronology tab.
- Select Mark As Read on the toolbar.
Note
Leave the record’s status as Open if a decision is pending. An Open record also makes it easier to find in the Dashboard. You can leave a record Unread if another DSL has agreed to pick up the case.
Change a record’s status to 'Closed'
- Sign in to Record Manager and find the record.
- Display the record’s details.
- From the Dashboard, select View Record.
- From the student’s Chronology, select Details.
- Record Manager will navigate to the record’s details within the student’s Chronology tab. Review the record before marking it as Closed. You cannot reopen a closed record.
Tips: What you can do before closing a record- Review record’s details and updates: Thoroughly review all details and updates associated with the record to ensure you are up-to-date with the latest information.
- Check the categories and important information: Verify that the categories and important information assigned to the record have been documented and addressed.
- Add notes: Add clear and concise notes that provide information that were not captured in the original report. You can add notes as updates to a Behaviour Incident or a Safeguarding Concern record.
- Upload supporting files: If required, upload supporting files to provide relevant context and evidence supporting your decision to close the record.
- Add an update: Add an update to the record, summarising the decision to close the record and any additional actions taken. See the instructions for adding an update to a Behaviour Incident or a Safeguarding Concern record.
- Notify the original reporter and selected staff: Ensure they have viewed your replies and updates before closing the record.
- Select Mark As Closed on the toolbar.
Note
You can close an Unread record if it doesn’t need further action. When you select Mark As Closed, it marks the record as both Read and Closed.
- On the confirmation dialog, select Yes, close.
Change the status of a record with multiple students
For records with multiple students, the process of changing a record status is similar to that of a single student with some slight differences:
| Status | Description |
|---|---|
| Unread | The status applies to all students, indicating that the record requires attention for all linked students. |
| Open | When the record is marked as Read for any student, it applies to all students in the record. |
| Closed |
When a record is closed for one student, it closes only for that student. This allows DSLs to keep the record open for the other students who may need ongoing attention or support. The Dashboard shows a green check mark when a record has been closed for one student, but not for the other linked students. |