Header

Sleuth - Checklist for The Start of a New School Year

Logging In / Usernames & Passwords

Adding the New Intake & Promoting Existing Students

Adding/Updating Staff & Adding New Sleuth Users

Update Date Ranges

Auto-Referrals - Update Heads of Dept, Heads of Year & Form Tutors

New Timetable and Class Groups

Updating MyDefaults

Updating MySearch, MyReports, SharedSearches & SharedReports

Previous Years' Data

New Release/New Features Review & Setup

References & Links

 

Logging In / Usernames & Passwords

Forgotten Username Contact one of your school’s Sleuth Admin1 users. They can login and tell you what your username is. Remember the Sleuth username usually takes the form yourname@schoolname.
Forgotten Password or
Memorable Word
Click the Forgotten Password link on the Sleuth Login page and follow the instructions. An email will be sent to your preferred email address in Sleuth which you will need to access within 20 minutes of your request or repeat the process. If you do not have a preferred email specified in Sleuth then read on.

Contact one of your school’s Sleuth Admin1 users. They can login and reset your Password or Memorable Word details.

Note that the School Software Company do not have access to password details so cannot tell you what your password is if you have forgotten. We can only reset login details for a Sleuth Admin user known to us already. If you do not know who your school’s Sleuth Admin1 users are then contact us and we can tell you who they are so you can contact them directly.

By default Sleuth passwords are set to expire every 90 days so over the summer holidays your password may have expired, if this is the case you can still login with your old password but as soon as you do so you will be prompted to change it and also your memorable word.

Difficulty Logging In If you are logging in with the correct details and receive no error messages then try clicking the Having Trouble Logging In? link on the Sleuth Login page, this will tell you if there are any issues with the browser you are using or the browser settings. If problems persist contact us.

 

Adding the New Intake & Promoting Existing Students

Adding New Students
(Using Sleuth Importer)
If you are using the Sleuth Importer then the new students in your MIS will automatically be loaded into Sleuth in the year, tutor and house groups as per your MIS. Note that this may not happen until new students become 'current' which is usually just before the official start of the new academic year.

If your new academic year is underway and students do not appear to have been added automatically then look in MyMessages (if you are a Sleuth Admin user) or check with your Network Manager that the Sleuth Importer is running as scheduled and refer them to the Sleuth Importer Checklist if it isn't.
Adding New Students
(No Sleuth Importer)
If you do not use the Sleuth Importer tool then new students need to be manually entered in Sleuth and any leavers need to be marked off-roll. Login as a Sleuth Admin1 user and select Menu -> Admin -> Students from the menu
Promoting Existing
Students

(Using Sleuth Importer)
If you are using the Sleuth Importer then existing students’ will automatically be promoted to their new year, tutor and house groups as per those in your MIS. Any students no longer at the school will be marked off-roll. Note that this may not happen until new students become 'current' which is usually just before the official start of the new academic year

If your new academic year is underway and your students do not appear to have updated automatically then look in MyMessages (if you are a Sleuth Admin user) or check with your Network Manager that the Sleuth Importer is running as scheduled and refer them to the Sleuth Importer Checklist if it isn't.
Promoting Existing Students
(No Sleuth Importer)
If you do not use the Sleuth Importer tool then students' details need to be manually updated in Sleuth. Login as a Sleuth Admin2 user and select Menu -> Admin -> Students from the menu

 

Adding/Updating Staff & Adding New Sleuth Users

Adding/Updating Staff
(Using Sleuth Importer)
If you are using the Sleuth Importer then new staff are automatically added to Sleuth. If this has not happened then check with your Network Manager that the Sleuth Importer is running as scheduled and refer them to the Sleuth Importer Checklist if it isn't.

If you have upgraded to Sleuth Online from a previous release then new staff are not automatically added until all your staff records in Sleuth are updated with the unique identifier used by your MIS. To do this refer to the online Sleuth Help, in Sleuth select Help -> Manual and search for Import Map.

Adding/Updating Staff
(No Sleuth Importer)
If you do not have the Sleuth Importer then new staff need to be manually entered or updated in Sleuth. Login as a Sleuth Admin1 user and select Menu -> Admin -> Staff from the menu
Adding New Sleuth Users For each new member of staff a Sleuth Admin1 user can assign them login details or use the Login Invitation Tool to invite all new staff in Sleuth to setup their own Sleuth user login details. To do this refer to the online Sleuth Help, in Sleuth select Help -> Manual and search for Invitation

 

Add/Update Date Ranges

Add/Update Date Ranges Add your new school year and term dates to the Date Ranges in Sleuth. Login as a Sleuth Admin2 user and select Menu -> Admin -> Date Ranges from the menu. See the Sleuth Online Help for more details.

Tip: We recommend you set-up date ranges for each of your academic terms and for the current academic year. Sleuth has its own system date range called This Term that is set based on whichever academic term is current. Your own date ranges and the system date ranges should be used in your MySearch and MyReports, all of which will all be automatically updated when the Date Range is updated.

 

Auto-Referrals - Update Heads of Dept, Heads of Year & Form Tutors

Update Heads of Dept/
Curriculum Leaders
Each Curriculum Subject in Sleuth can have a member of staff entered who is the person to which an automatic behaviour referral3 can be made when incidents are entered for this Subject. To enter the Curriculum Leaders, login as a Sleuth Admin1 user and select Menu -> Admin -> Subjects from the menu and for each subject select the corresponding staff member in Subject Leader.

Tip: To make use of this feature set Default Referee on the relevant action(s) to Subject Leader (see Admin -> Pastoral Data -> Positive/Negative Actions).
Update Heads of Year/
Year Leaders
Each Year Group in Sleuth can have a member of staff entered who is the person to which an automatic behaviour referral3 can be made when incidents are entered for a students in this Year Group. To enter the Year Leaders, login as a Sleuth Admin1 user and select Menu -> Admin -> Year Groups from the menu and for each Year Group select the corresponding staff member in Head of Year.

Tip: To make use of this feature set Default Referee on the relevant action(s) to Head of Year (see Menu -> Admin -> Positive/Negative Actions) .
Update Form Tutors/
Class Leaders
Each Tutor Group in Sleuth can have a member of staff entered who is the person to which an automatic behaviour referral3 can be made when incidents are entered for a students in this Tutor Group. To enter the Form Tutors, login as a Sleuth Admin1 user and select Menu -> Admin -> Tutor Groups from the menu and for each Tutor Group select the corresponding staff member in Form Tutor.

Tip: To make use of this feature set Default Referee on the relevant action(s) to Form Tutor (see Menu -> Admin -> Positive/Negative Actions).

 

New Timetable & Class Groups Data

New Timetable & /
Class Group Data

(Using Sleuth Importer)
If you are using the Sleuth Importer and use your MIS to generate your timetable then Periods, Subjects, Lessons and Class Groups details are automatically updated in Sleuth. If this has not happened then check with your Network Manager that the Sleuth Importer is running as scheduled and refer them to the Sleuth Importer Checklist.

If the Sleuth Importer is running successfully but timetable information is not being updated then you will need to contact us for instructions.

2-Week Timetables If your school uses a 2-week rolling timetable then this can be used in Sleuth to ensure class groups are automatically selected for the current week when new incidents are entered. If you are using the Sleuth Importer to add your timetable to Sleuth then it will attempt to use the Period ID to determine if it is a period in week 1 or week 2. To check, look at the current period records in Menu -> Admin -> Periods at the Timetable Week field. If this is not correct (or you are not using the Sleuth Importer to manage your Sleuth timetable) then you can set the correct week manually.

To set the first week in the two-week cycle go to Menu -> System -> System Settings (permission required) and enter a date in the field Timetable Week One Starts On.
New Timetable & /
Class Group Data

(No Sleuth Importer)
If you do not have the Sleuth Importer then Timetable information can be entered manually by a Sleuth Admin1 user, see the Menu -> Admin menu under the MIS Data column
Period Groups Period Groups are an extremely useful tool for grouping related periods for reporting. Typically schools use this tool to group all Period 1 together (e.g. MON1, TUE1, WED1, etc) in a group and all Period 2, etc. Period Groups are setup by a Sleuth Admin1 user, see Menu -> Admin -> Period Groups

 

Update MyDefaults

Update MyDefaults Update any MyDefaults settings that may have changed. Especially important are MyTutorGroup, MyYearGroup and MyHouseGroup since these should be used in MySearches and MyReports. Users can do this themselves by selecting Admin -> MyDefaults from the menu or it can be done for all/selected staff by an Sleuth Admin user by selecting Menu -> Admin -> Staff from the menu and updating each staff record as required.

Note: If you are not using MyTutorGroup, MyYearGroup or MyHouseGroup in your MySearch/MyReports then you should be! Together with Date Ranges this will save all staff time (especially at the start of a new academic year) and are a powerful and dynamic way to share searches and reports with colleagues.

 

Updating MySearch, MyReports, SharedSearches & SharedReports

Updating MySearches If you have created MySearches using search criteria that has now changed (e.g. your Tutor Group or academic year dates) then these will need to be updated. To do this, select Menu -> MySettings -> MySearches and click the link for the MySearch you wish to edit and click the Load for Edit button. This loads the search criteria, runs the search and displays the results on the Search page. Edit the Incident Search Criteria as required, click Save As MySearch and overwrite the original MySearch.

Tips: One of your MySearch should be selected as the default. Your default MySearch is run automatically when you go to the Search/Report page after logging in saving you time. Typically the default MySearch is used to display all incidents today, or this week, involving your students (e.g. in MyTutorGroup)

Use Date Ranges (rather than entering dates manually) and use MyTutorGroup, MyYearGroup, MyHouseGroup and MySubjectGroup in your MySearches. This will save all staff time (especially at the start of a new academic year) and is also a powerful and dynamic way to share searches and reports with colleagues.
Updating MyReports If you have created MyReport using search criteria that has now changed (e.g. your Tutor Group or academic year dates) then these will need to be updated. To do this, select Menu -> MySettings -> MyReports and click the link for the MyReport you wish to edit and click the Load for Edit button. This loads the search criteria, runs the search and displays the results on the Search page. Edit the Incident Search Criteria as required, click Save As MyReport and overwrite the original MyReport.

Tip: Use Date Ranges (rather than entering dates manually) and use MyTutorGroup, MyYearGroup, MyHouseGroup and MySubjectGroup in your MyReports. This will save all staff time (especially at the start of a new academic year) and is also a powerful and dynamic way to share searches and reports with colleagues.
SharedSearches &
SharedReports
Following the above procedure to update MySearches and MyReports will automatically update any corresponding SharedSearches or SharedReports that you have shared with colleagues

 

Previous Years’ Data

Previous Years’ Data All data entered into Sleuth is retained in Sleuth. The MySearch and MyReports determine which incidents to display on screen and in reports. If you have setup date ranges such as Current Year and Current Term and staff use these in their MySearch and MyReports then no action is required, as soon as the Date Ranges are updated to the new dates, all MySearch and MyReports that use them will only show current data.

If users have manually entered the start and end dates for any MySearch and MyReports then these will have to be updated in order to analyse current data rather than last year’s data.

 

New Release/New Features Review & Setup

New Release There were two significant releases of Sleuth last year. this may be a good time to review the new features to see how you might take advantage of them, all the features are designed and developed to improve your use of Sleuth. You can read more about some of the new features in the release notes in the online Sleuth Help Admin -> Manual.

 

References & Links

1 Sleuth Admin Users A Sleuth Admin user has access to a range of Administrative options in the Sleuth Admin menu for setting-up, configuring and maintaining Sleuth.

Several staff can be designated as a Sleuth Admin user: the staff member leading on behaviour, those responsible for pastoral care, the network manager and often a senior member of the office admin team.
2 Sleuth Importer The Sleuth Importer is an automated process that (usually) runs every night to synchronise the data in Sleuth with the data in your MIS (e.g. SIMS, SERCO CMIS, RM G2, e1). This includes staff, students, parents, periods, year/tutor/house groups, class groups and subjects. The MIS retains the master copy of this data and data should be added/updated in the MIS, changes are reflected in Sleuth after the next scheduled update or by forcing an update by running the Sleuth job in GroupCall Xporter.

A Sleuth Admin user can see when the Sleuth Importer last updated Sleuth by looking in MyMessages on their Sleuth Home Page.

Schools who have a licence that does not include the Sleuth Importer can purchase it, contact us for details.
3 Automatic Referrals Refer to the online Sleuth Help for more about managing auto-referrals in Sleuth select Menu -> Help -> Manual and select Managing Referrals