When a new school joins an existing MAT then the GVO structure needs to be updated to reflect this by adding a new 'top level' folder for the new school into the main menu list..
Here are the steps needed to add the new school (most of these require a GVO Manager user profile). It only takes a few minutes!
- Add a new board for the new school (Local Governing Board)
- Go to Users, Boards and Reporting and select the Boards tab
- Use the 'New Board' button
- Complete the necessary information and press 'submit'
Create the new 'top level folder' for the new school (this is a two step process - one to create the folder and then move it to the main menu (left hand side)
- Go to any open access (no restrictions) folder in GVO (eg Key Documents) and use 'Actions/New Folder' and create the folder for the school (use folder type 'Standard' and select 'Sort Order' by Title). Add the name of the school and any description.
In the area about 'Who can access this folder' then limit access to the new board you have just created. Usually this is limited to the new board and sometimes the main Trust Board - that is a local decision. This prevents Governors from other schools seeing the content for this new school.
Press SUBMIT to add the folder.
Now we need to move this folder into the Main left hand menu....to do this you navigate to the new folder and follow these instructions.
- When in the folder use Actions/Folder Properties then Actions/Move this folder
You will see an option to 'Include in Main Menu' - select this and press OK.
- The new school will now appear in the left hand menu (probably in the wrong place). Now we can move it.
- Use Settings/Appearance (GVO Manager only) to move the new school folder into the correct position on the left hand menu (use drag/drop then save).
- Go to the new school folder to check that the access controls are in place (you will see a key and the word Restricted - click on this to see the access controls)
- Now add the various sub-folders for this school based on the folder design for the other schools (example below). Use Actions/New Folder to add the various sub-folders (and any academic year sub-folders).
- The GVO profiles for the new board members can now be added to GVO (initially 'Inactive' until you are ready to give them live access). This allows you time to add them to the board and to create any board records before they are actually live users (they will know nothing about this at this stage.
- Add the new board members to GVO (Inactive)
- Add the users to the board - go to Users, Boards & Reporting then select Boards then select the new Board then use Edit Board and select the new members and Submit.
- Go to the new board and edit each board record as required (terms of office, type of governor etc)
When the time is right you can go to each new board member user profile (from the user list) and make them 'live' (usually Author) with any addition things added to their profile.
The new board is now live in GVO.If you need any assistance please contact the GVO Support team on 01273 921066