PORTH - New HT at School

New Headteacher Induction Checklist

This document is aimed at headteachers who are new to the post, or are moving from one headship to another within the authority. It focuses on the practical things we need to do to ensure a smooth transition between post holders

1. HWB Account.

When you move school the system will automatically create a new Hwb account for you and assign you a new email address. This can take up to two weeks to happen, the new HT will need to check with the school HWB champion to see if the new account has been made.

The HT now has to decide if they want to merge their old account with their new account or carry on with a clean slate in the new account. If the HT decides to merge, this can be done as a request to HWB following this protocol .

If a member of staff has moved from one organisation to another and already has an existing Hwb account which they would like to retain, please send an e-mail request to hwb@gov.wales.

The Hwb Service Desk will obtain written authorisation from the user’s previous organisation before processing a request.

GDPR Considerations when moving accounts.

When you move accounts The must make sure that you have no data belonging to your previous school which includes personal data of staff or pupils (Names, DOB etc). All such data should be moved to a cloud space owned by the school (Sharepoint). Any emails that are connected to the previous school should be forwarded to the incoming HT and then deleted from the outgoing HT account.

If you start a clean slate in your new account, the old emails and OneDrive data will be deleted when your old account expires. If you are an acting HT on secondment it would be best to start a clean slate in your new account and leave your old account where it is (It will not be deleted)

We do find that HTs use their email as a document library instead of saving things to their cloud/desktop!!

3. Actions Needed

Once in post the HT will need ensure that the following procedures are initiated by contacting the appropriate person.

Update CCC mailing list item for the school and add to Schools Primary Heads or Schools Secondary Heads mailing list – email to IJames@carmarthenshire.gov.uk

Update Sharepoint if used by school, take out of previous school and add to new school (Freshservice)

Add and Remove from appropriate Fy Ysgol Folders in CCC Sharepoint (Freshservice)

Add to HT group in CCC Sharepoint (Freshservice)

Create citrix account if needed (IT Helpdesk)

Ensure Citrix shortcuts on desktop (IT Helpdesk)

Update School Closures Website with new HT as user - needs Citrix user name (Freshservice)

Create TC account if out of County (Freshservice)

Update TC permissions to HT at new school (Freshservice)

Add to ECS School Leaders Team in HWB email to adeledavies@carmarthenshire.gov.uk

Get familiar with PORTH the information portal for schools

Covid Reporting Requirements

Exclusions Reporting

Reporting Accidents (Citrix)

Reporting Racist incidents

Online abuse – facebook issues etc

Evolve – system for trips –

Risk Assessments

DBS policy and checks

New HTs check who is NQT mentor at school. Have they done the training

Complaints Policy/Process – It’s accessibility

Link Photocopier at new or additional schools (IT Helpdesk)

4. Information Needed for Incoming HT(outgoing HT to Provide)

Name and contact details for

Education Support Adviser

Educational Psychologist

HR officer

Rhona/Caryl contact

Delta out of hours ,

IT Helpdesk,

Chair of Governors

Safeguarding Governor,

Any companies that answer alarms, keyholders – who and how many

Catering manager,

Cleaning Manager,

Transport link if needed

Data Breach – 01267 246444

Fire Drill protocol – code for alarm and turning on and off

Caretaker – heating/water controls in an emergency Who to contact