> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cleverschool.systems/llms.txt
> Use this file to discover all available pages before exploring further.

# Pupil Provisions

> Conceptual Model, Roles & Operations

> [card] [Getting Started](./getting-started)

> [card] [Tutorials](./tutorials)

> [card] [Workflows](./workflows)

## Introduction

The **Pupil Provisions** module provides schools with a structured, transparent architecture for recording, delegating, tracking, and evaluating individual pupil support interventions. Whether managing statutory Special Educational Needs and Disabilities (SEND) provision maps, targeted Pupil Premium interventions, English as an Additional Language (EAL) language support, or pastoral care programmes, the module ensures that every intervention is catalogued, assigned to a responsible staff member, and evidenced with live implementation statuses and rich narrative notes.

***

## Conceptual Architecture Model

The Pupil Provisions module structures support through four interrelated entities:

* **Areas of Provision (`ProvisionsArea`)**: Broad categorical domains that organize the school's support offer (e.g., *Communication & Interaction*, *Cognition & Learning*, *Social, Emotional & Mental Health*, *Sensory & Physical*, *Pastoral Care*). Each area is assigned an **Area Owner** and can host collaborative discussion threads.
* **Provision Items (`ProvisionsItem`)**: Concrete support activities, interventions, classroom adjustments, or resource allocations catalogued under a specific area (e.g., *1:1 ELSA Support*, *Phonics Catch-Up Group*, *Sensory Room Access*, *Speech and Language Therapy*). Each item carries an assigned **Item Owner**, description, ordering index, and audit trail.
* **Pupil Allocation Pivot (`Provisions`)**: The association linking an individual pupil to a specific provision item. It records the active **Implementation Status** (`ProvisionStatusEnum`), a detailed rich-text **Comment** documenting implementation specifics, and timestamps.
* **Central Trust Frameworks**: Centrally defined templates propagated across Multi-Academy Trusts to maintain consistent intervention taxonomies while allowing local staff allocation.

```mermaid theme={null}
flowchart TD
    subgraph CentralTrust["Multi-Academy Trust / Central Template"]
        SyncArea["<b>Centrally Managed Area</b><br/>Standardised domain taxonomy<br/><i>(Locked name & structure)</i>"]
        SyncItem["<b>Standardised Provision Items</b><br/>Uniform intervention descriptors<br/><i>(Read-only definition)</i>"]
        SyncArea --> SyncItem
    end

    subgraph SchoolProvisions["School Provision Catalogue"]
        Area["<b>Area of Provision</b> (ProvisionsArea)<br/>e.g. Communication & Interaction • SEMH<br/>• Assigned Area Owner<br/>• Discussion Stream • Custom Ordering"]
        Item["<b>Provision Item</b> (ProvisionsItem)<br/>e.g. Speech & Language Therapy • Phonics Wave 2<br/>• Assigned Item Owner<br/>• Description & Review Cycle"]
        Area -->|Contains multiple| Item
    end

    subgraph PupilTracking["Pupil Provision Delivery"]
        Pupil["<b>Pupil Record</b> (Pupil)<br/>Demographics • Year • Form • Total Provisions"]
        Pivot["<b>Pupil Provision Link</b> (Pivot)<br/>• Status: Implemented / Multiple / Not Yet / Refused / Ineligible<br/>• Rich-text Evaluative Commentary<br/>• Audit History & Timestamps"]
        
        Pupil -->|Receives| Pivot
        Item -->|Delivered via| Pivot
    end

    SyncArea -.->|Synchronises| Area
    SyncItem -.->|Synchronises| Item
```

***

## Provision Status Taxonomy & Visual Indicators

To maintain visual clarity across cohort matrices and pupil profiles, provisions are classified under five standardised statuses:

| Status Tier | Badge Colour | Enum Key (`ProvisionStatusEnum`) | Educational Meaning & Application |
| :- | :- | :- | :- |
| **Implemented** | **Lime** | `implemented` | The provision is currently active and being delivered as a single regular intervention or classroom adjustment. |
| **Multiple implementations** | **Green** | `multiple` | The provision is being delivered across multiple sessions, varied formats, or compound interventions (e.g. both 1:1 and in-class support). |
| **Not yet offered** | **Gray / Slate** | `not_yet` | The provision has been identified as a suitable option or recommendation, but delivery has not yet commenced. |
| **Refused** | **Red** | `refused` | The intervention was formally offered by the school but declined by the pupil or their parents/carers. |
| **Ineligible** | **Blue** | `ineligible` | The pupil was evaluated or screened but does not meet the qualifying threshold or entry criteria for this specific provision. |

> [!TIP]
>
> On pupil profile cards and area matrices, status indicators are rendered as interactive, colour-coded avatars with instant tooltips. Clicking an avatar immediately opens the editing modal to adjust the status or update delivery commentary.

***

## Roles & Permissions Matrix

The module provides granular role-based access control to ensure secure data governance and clear accountability:

| Permission / Action | Administrator | Provisions Manager (`provisions_manager`) | Provisions Owner (`provisions_owner`) | Provisions Viewer (`provisions_viewer`) |
| :- | :-: | :-: | :-: | :-: |
| **Enable / Disable Module** | | | | |
| **Appoint Provisions Managers** | | | | |
| **Manage Owners & Viewers Roster** | | | | |
| **Create, Edit & Archive Provision Areas** | | | | |
| **Create, Reorder & Archive Provision Items** | | | *Assigned Areas Only* | |
| **Allocate Area & Item Ownership** | | | *Assigned Areas Only* | |
| **Update Pupil Provision Status & Comments** | | | | |
| **Search & Browse Whole-School Provisions** | | | | |
| **View Individual Pupil Provision Profiles** | | | | |
| **Stream & Download Pupil Provision PDFs** | | | | |
| **Post Discussion Notes on Areas** | | | | |

***

## Core Screen Tour

### 1. Pupil Provisions Directory (`/pupils`)

The primary cohort dashboard for tracking pupil support across the school:

* **Cohort Search & Filters**: Search pupils by forename, surname, year group, or form.
* **Quick Provision Filter**: Toggle between viewing only pupils currently receiving provisions (`hasProvisions`) or the entire school roll.
* **Provisions Counter**: Displays the exact number of active provisions assigned to each pupil.
* **Archived Pupil Support**: Toggle `showArchived` to inspect provision records for off-roll or graduated pupils.

### 2. Pupil Provision Profile (`/pupils/{pupil}`)

An individualised visual summary for an individual child:

* **Pupil Header & Avatar**: Displays pupil name, photograph, and one-click **Print PDF** download button.
* **Area Cards Matrix**: Each Provision Area is displayed as a clean card containing interactive avatars for all items within that area, colour-coded according to the pupil's live implementation status.
* **Direct Navigation**: Clicking any area card opens the focused editing workspace for that specific domain.

### 3. Pupil Area Provisions Workspace (`/pupils/{pupil}/{area}`)

The detailed operational editor for managing a child's provisions within a single category:

* **Provision Items Grid**: Visual cards for every item in the area showing the description, info button, and status avatar.
* **Rich Commentary Modal**: Click the info icon to read rich-text notes, targets, frequency details, and specialist feedback.
* **Status & Comment Editor**: Click any item avatar to open the **Edit Modal**, select a status from the colour-coded listbox, and compose rich-text notes (supporting up to 2,048 characters).

### 4. Provision Areas Hub (`/areas`)

The school-wide catalogue of support domains:

* **Area Overview**: Table listing all active areas, assigned Area Owners, and total catalogued items.
* **Drag-and-Drop Ordering**: Reorder areas effortlessly to reflect institutional reporting hierarchies.
* **Collaborative Commentary**: Slide-over drawer to log operational notes and strategy reflections.

### 5. Global Provision Items Search (`/areas/items`)

A cross-area search engine for SENCOs and leaders:

* **Multi-Dimensional Filters**: Search by keyword, filter by responsible staff Owner, or restrict results to a specific Area.
* **Status Filtering**: Filter for active items or inspect disabled items.
* **PDF Report Generation**: Stream an audit-ready PDF catalogue of all currently filtered provisions.

### 6. Administration Console (`/admin/areas`, `/admin/area/{area}`)

The management workspace for appointed Provisions Managers:

* **Area Management (`/admin/areas`)**: Create new provision categories, edit names, reassign owners, cascade ownership to underlying items, and archive or restore unused areas.
* **Item Administration (`/admin/area/{area}`)**: Add specific intervention items, configure item descriptions, reorder items within an area, and assign individual item owners.
* **User Roles Directory (`/admin/owners`, `/admin/viewers`)**: Authorise staff to hold provision ownership or grant read-only governance visibility.

***

## Multi-Academy Trust (MAT) & Central Synchronisation

For Multi-Academy Trusts, federations, and local authority networks:

* **Centrally Defined Catalogues**: Trust leaders can curate standardised Areas of Provision and Provision Items across all member academies.
* **Locked Attributes (`isSynced`)**: Centrally managed areas and items display a lock indicator. Academy staff cannot alter descriptions or delete synced entries, guaranteeing consistent data definitions across the trust.
* **Local Operational Ownership**: Local SENCOs and teachers retain full control over allocating provisions to pupils, adjusting implementation statuses, recording progress notes, and assigning local staff owners.

***

## Next Steps

> [card] [Getting Started Guide](./getting-started)
>
> Step-by-step setup instructions for administrators and newly appointed Provisions Managers.

> [card] [Tutorials & Workflows](./tutorials)
>
> Walkthroughs for recording pupil support, searching items, exporting PDF dossiers, and managing reviews.


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