Frequently Asked Questions

How do I log into schools Child Portal?

This is the link for Schools Child Portal: https://schoolschildportal.hants.gov.uk

You use your Education Account login details, this is the same account you use to access other school services like school comms. The Education Account is known by lots of other names e.g. for schools using Hampshire Office 365 and/or HSS this is your existing email/HSS account and for centrally hosted SIMS schools you know it as your SIMS account. The usual format for these usernames is one initial and up to six characters of surname and possibly a number at the end e.g. JSMITHnnn

To access Schools Child Portal your headteacher needs to have completed the sign up process and you need to be added to the safeguarding group in EAMW by the EAMW administrator at your school. Please speak to your headteacher first as they decide who can have access to Schools Child Portal from your school and should be added to this EAMW group.

How do I use the Schools Child Portal?

It’s very simple and intuitive to use. We have set up a short youtube video to show you what to do: How to use the Schools Child Portal. If the link doesn’t open, copy it and paste it into your browser).

What does the EAMW Administrator at my school need to do to set people up to access Schools Child Portal

The EAMW guidance has been updated and is available to download EAMW user guidance for schools.

  • The EAMW Administrator accesses the EAMW application via a URL: https://eduam.hants.gov.uk
  • The EAMW Administrator should login to EAMW with their Education Account (this is the same account they use to access other school services like school comms). The Education Account is known by lots of other names e.g. for schools using Hampshire Office 365 and/or HSS this is your existing email/HSS account and for centrally hosted SIMS schools it is known as their SIMS account
  • The EAMW Administrator should search for the person in EAMW, when they find them they can then add the person to the safeguarding group (please see section in EAMW guidance titled ‘Add and remove users from groups’). If the person has forgotten their password please remind them it’s the same as the password they currently use to access school comms, MOPP etc. If they can’t remember this please see section in EAMW guidance titled ‘Resetting a users password’
  • If the EAMW Administrator cannot find the person in EAMW they need to be set up as a new user. Please see the section in EAMW guidance titled ‘Create new user’. It is important that you take note of the help text below and in the EAMW guidance before creating a new user:

    If your school already uses SIMS provisioning please use the existing method to create new users, not the process below.

    users created in EAMW will only have access to EDDIE and some school services; they will not be set up in SIMS or be assigned a Hampshire O365 email.

    Approximately one hour after a new user is created within SIMS, the user will be displayed within EAMW, where you will then be able to assign them to a role.

This is important because if the person requires access to SIMS or a Hampshire O365 email at some future point they will end up having two logins (one created through EAMW and one created for SIMS/Hampshire O365 email).

How up to date is the information in Schools Child Portal?

The information displayed in the Schools Child portal is ‘real time’ information from the Children's Services systems (Social care ICS and the education system, Capita ONE). Information will be as accurate as the last update by the Children’s Services Teams.

Please note that information in Capita ONE provided by schools may not be up to date as the main Schools Data feed is run weekly (at a weekend) to update information in Capita ONE from schools (only exclusions for all children and attendance information for looked after children is updated daily). The schools data feed updates the pupil’s name, address and enrolment status (e.g. when the started/left the school).

Incorrect information in Schools Child Portal

If you believe the information displayed about the child is incorrect, please read this section first before reporting How up to date is the information in Schools Child Portal?

If you believe the information is still incorrect please submit the form below (this form will be displayed on the child details page)

Schools Child Portal - Child Information Change Request

I can’t see any record for a child on roll at my school

Please check the details you have put in the search and make it less specific and take into account human error when entering details e.g. typo in the date of birth, perhaps omit this or try age (and a year either side). If searching on a name perhaps don’t put in full name e.g. Joseph Anthony Bloggs, perhaps try J Bloggs or Joe Bloggs or Joseph Bloggs. Please note that if the child has recently moved their address details may not have been updated in the systems so perhaps omit the address from the search.

Also please note that information in the Hampshire Children’s Services education system (Capita ONE) that is provided by schools may not be up to date as the main Schools Data feed is run weekly (at a weekend) to update information in Capita ONE from schools (only exclusions for all children and attendance information for looked after children is updated daily). The schools data feed updates the pupil’s name, address and enrolment status (e.g. when the started/left the school).

Search says “Insufficient criteria submitted”

You cannot search for a pupil by Age or Date of Birth only or by Address only – these search terms must be used in combination with at least one other. If you only enter details into one of these fields the message “Insufficient criteria submitted” is displayed.

It is possible to search for a pupil by Name only, but to get the best results from the search, it is recommended that you fill in as much information on a pupil as possible.

Search says “too many records” when I know that there are less than 20 people with that name/those details at my school

Currently the search facility checks all children from all Hampshire schools and then narrows the results down to children from your school. Therefore please add additional detail into the search e.g. add a forename as well as a surname and/or add date of birth/age, or some details from the child’s address.

What do the icons mean?

The following indicators may be displayed if applicable:

Child Looked After

Schools Childs Portal - Child looked after

A Looked After Child (LAC) generally means any child subject to the care process, including children voluntarily in care (Section 20, CA 1989) or compulsorily in care (Care Orders, remand, etc). It therefore includes children ‘placed with parents’ under a care order. It can also include children who only receive regular breaks in a specialist setting, e.g. disabled children, but these are not in ‘full-time’ care. Please note that this icon can have an OLA sub-icon indicating that the child is the responsibility of an ‘Other Local Authority’ Schools Childs Portal -  Other Local Authority

Child Protection Plan

Schools Childs Portal -  Child Protection Plan

The child has an open Child Protect Register record. Please note that this icon can have an OLA sub-icon indicating that the child is the responsibility of an ‘Other Local Authority’ Schools Childs Portal -  Other Local Authority

SEN/EHCP

Schools Childs Portal - Special Education Needs

The child has a current Education Health Care Plan (EHCP) plan, this was formerly known as a Special Educational Needs (SEN) statement.

Child has an OLA sub icon – how do I find out the Social Care contact details?

The Schools Child Portal shows Hampshire Social care contact details – we do not hold contact details for other local authorities.

What is the school’s/schools users’ responsibility for data security?

  • The school's responsibilities are outlined in the Information Sharing Framework: Information Sharing Framework
  • The user's personal responsibility is outlined in the operational agreement, please see Appendix 1 Form of Undertaking GDPR - Operational Agreement - Schools Child Portal (LA to Ed Est) On first login all users will need to read and accept the Form of Undertaking to acknowledge their personal responsibility for the data security
  • Schools are responsible for deciding which roles have safeguarding responsibility and will only give those users access

What technical security is in place?

  • School users of Child Portal will not see pupil records from schools other than their own
  • All communication journeys will be encrypted using the industry standard HTTPS
  • Audit trail maintained for all activity
  • Users will have to log in each time they use the site

How do I logout of Schools Child Portal?

To logout you need to close down the browser (there is no logout button).

Please note that if your session is inactive for approximately 15 minutes you will be automatically logged out of Schools Child Portal.

What is the legal basis to enable Children’s Services to share this information with schools?

Schools are a public authority so information can be shared with them using the ‘public task’ lawful basis.

  • S.10 Children Act 2004 – cooperation between partners to improve wellbeing
  • s.94 Education and Skills Act 2008 – safeguarding and promoting welfare in independent schools, academies and free schools
  • s.175 Education Act 2002 – safeguarding and promoting welfare in maintained schools and further education institutions
  • s.394 Education Act 1996 – safeguarding and promoting welfare in non-maintained special schools

Technical issues with the Schools Child Portal

Please report a concern for child welfare or request guidance using the Inter Agency Referral Form (IARF).

Before reporting any technical issues please check the following

  1. Does your school have HPSN or a DSL (digital subscriber line)? If you don’t have one of these you will not be able to access Schools Child Portal. If your school has a DSL please ensure that you are using a PC that has access to this and note that the Schools Child Portal’s performance would be impacted by other traffic on the line
  2. Has the sign up process been completed by the school? The Headteacher has signed the Data Sharing Agreement, this has been emailed to Children’s Services Data Protection team
  3. childrens.services.dp@hants.gov.uk and you have received acknowledgement that you have been given access to the portal. Please note that if this has not been completed you will see this message:
    child portal permission denied message 
  4. Has the EAMW Administrator added the role of Safeguarding to the users within EAMW? Note the Headteacher should specify who should be set up with access to the portal, it is assumed that schools will set up the Designated Safeguarding Lead(s) and Headteacher (if they also require access)
  5. Does your School use the latest browser version of IE, Chrome, Firefox and Edge? Please note that the Schools Child Portal is not supported on old versions of these browsers
  6. Have you disabled java script on your browser? Schools require java script enabled on their browsers
  7. Are you trying to access Schools Child Portal on a mobile device? Schools Child Portal is a desktop application only (not developed/tested for use on mobile devices)

If you have checked all the above and you continue to have a technical problem please contact Service Desk.