Edit SEF Question

Overview

When editing a question a series of information tabs are displayed for the user. This allows you to make modifications to your current answer and attach comments or evidence.

The currently selected question is shown towards the top of the page, you can use the navigation controls to move between the various questions within the section.

You can use the navigation controls to move between the various questions within the section.
If you do not have access to modify the answer then the answer will be read-only.

SEF Response tab

This is where the user may provide their answer to this question. There are a range of basic word processing features available to format your answer.

Whilst working on the answer click on the What Next?, Save to save your changes. (This will change the status flag to blue).

Adding, editing and removing Comments

You may not have the ability to change the SEF response but you may be asked to add your comments to the comments tab.

To add a comment to a question:-

• Select the Comments tab.
• Click on the + button.
• Enter a Subject for the comment.
• Enter the text for the comment.
• Add an attachment (if required) to the comment, by clicking on the Attachments tab.
• You can also select a grading for the SEF question from the buttons at the top of the popup.
• Click on What Next? and choose the type of attachment that you would like to add, Link for a web link or Document to add a file. Enter the link or select the file and click on Add.
• Click on What Next?, Save to save the comment.

To edit a comment:-

• Click on the name of the comment.
• Edit the comment as required.
• Click on Save.

To remove a comment:-

• Click the bin icon next to the comment you would like to remove.
• Click on Yes to confirm that you would like to Remove the comment.

To view the history of a comment:-

• When editing a comment, click on the History tab, this will show the earlier saved versions of the comment.
• To view one of these comments, click on the Subject.

Adding, editing and removing Department Responses

You may not have the ability to change the SEF response but you may be asked to add a departmental comment to the department responses tab.
To add a Department Response:-

• Select the Department Responses tab.
• Click on the + button.
• Enter the subject of the comment.
• Select the department you are adding the comment for.
• Add an attachment to the response (if required), by clicking on the Attachments tab.
• Click on What Next? and choose the type of attachment that you would like to add, Link for a web link or Document to add a file. Enter the link or select the file and click on Add.
• You can also select a grading for the SEF question from the buttons at the top of the popup.
• Click on What Next?, Save to save the response.

To edit a Department Response:-

• Click on the Subject of the response that you would like to edit.
• Edit the response and click on Save to save the changes.

To remove a Department Response:-

• Click on the bin icon next to the response to be removed.
• Click on Yes to confirm that you would like to remove the Department Response.

To view the history of a response:-

• When editing a response, click on the History tab, this will show the earlier saved versions of the response.
• To view one of these responses, click on the Subject.

Development Plan Tab

The Development Plan tab is where links to evidence contained on the SDP may be displayed and added. You may also be able to add SDP items such as Objectives, Activities or Priorities from this area depending on your rights within the Development Plan.

To add a link to the Development Plan:-

• Click on the Paperclip button in the top right.
• Use the Objective drop down to select the Development Plan Objective.
• Use the Activity drop down to select the Activity.
• Click on Add.
• To edit a link to the Development Plan
• Click on the edit icon to edit the entry.

To remove a link to the Development Plan:-

• Click the bin icon next to the link you would like to remove.
• Click on Yes to confirm you would like to remove the link.

To add an item into the Development Plan:-

• Click the arrow next to the Paperclip icon for linking Development Plan items.
• Select which type of item you would like to add from this dropdown.
• Fill out the details of the item and click Save. This will have added the item into the relevant area of the School Development Plan.

History Tab

The History tab contains a full audit of every response that has ever been made. This screen allows the user to review previous responses to this question, including who provided them and when. This also shows the comments given if a question has been rejected.

To view a historical question response:-

• Click on the date of the response. This will open up a window containing the response.

Collaborators Tab

The collaborators tab is where staff members are linked to the SEF and their access is also defined. This can be done in 2 ways:

• By adding staff members through the What Next?, Assign Members popup
• By assigning a group in the Group drop down menu

More information on Adding/Managing Groups:

• Creating SEF groups

To assign a group to the SEF question:-

• Click on the relevant group within the Group drop down menu
• Click the Assign button, this will then assign the selected group to this section.

To assign staff members to the group:-

• Click on What Next?, Assign Members.
• Choose the staff members you would like to assign by ticking the relevant staff and clicking the > symbol.
  Then tick the relevant rights you would like these staff members to have from the Rights section above.
• Click Save, this will apply these staff members to the group currently selected against this question.

To remove staff members from the group:-

• Tick the staff members you would like to remove.
• Then click What Next?, Remove Staff.
• This will have removed the staff member from the group and from accessing the current SEF question.

Evidence Tab

To add Evidence:-

• Click on the + icon.
  A maximum limit of 32 Megabytes is imposed on all evidence uploads. If you have a larger file you could simply provide a web link as evidence.
• A series of folders will be displayed in a drop down allowing you to organise the evidence. The types of evidence that may be recorded include documents (any type of document is accepted by the system), web links or URL's or simple text statements.
• Click on Evidence Type and choose the type of evidence that you would like to add, Link for a web link, Document to add a file or Text to add some text. Enter the link, text or select the file and click on Add.

To remove Evidence:-

• Click on the bin icon next to the piece of evidence you would like to edit.
• Click Yes to confirm that this is the evidence you would like to remove.

To edit Evidence:-

• Click on the edit icon next to the piece of evidence you would like to edit.
• Make any changes to the evidence item, then click Save.

Guidance Tab

The guidance tab shows the specific guidance for completing this question.

To print out the guidance click on the printer icon.

Saving, approving and submitting a SEF response

• To save your responses to this SEF question click What Next?, Save.
• If you possess the rights for approval you may see an Approve within the What Next? options. Clicking the Approve button will set the status of this question to Approved.
• Clicking the Submit button will submit this question for the next level of approval (either Group Approval or Administrator approval).

Statuses shown on the SEF

• There are a number of statuses within the system that control the approval of the SEF responses.
• Questions are firstly marked with Needs Reviewing and are displaying with a red flag.
• When a user starts to answer a question and saves their response the status changes to In Progress and a blue flag is displayed.
• Once a question is submitted it is moved to a status of Complete - Needs Group Approval or Complete - Needs Administrator Approval and a padlock, and green flag is displayed.
• Depending on the level of approval required. Once the question has been approved it is moved to a status of Answer Approved displayed with a green flag.

Printing and exporting the SEF question

To print or export a copy of the question, click on What next?, Reports. When the preview appears, use the document icons to export to Word or Excel. The print icon to print the document. Or the Generate as PDF button to export to PDF.