Category: Case Study


Australia’s fourth oldest school, Pulteney Grammar, has a rich history to share through SchoolBench

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Established in 1847, Pulteney Grammar School is the second oldest independent school in South Australia, and the fourth oldest in the nation.

At its original Pulteney Street address, 27 students were taught geometry, spelling, geography, mapping, accounting and fretwork from 1848. The initial intake expanded to more than 250 by Christmas of that year.

Whilst originally offering co-education, after the resignation of headmaster Reverend W.S. Moore and his wife Elizabeth, head of the girls’ education, in 1884, the school became single-sex, teaching boys only. Pulteney was revitalised in 1999, when it again opened its doors to female students, and the coeducational experience continues to strengthen the experience offered to all students at the school.

the School is justifiably proud of its long and esteemed history and traditions, in 2018 it is a future-focussed school that offers its approximately 900 students (ELC through to Year 12) a dynamic, inclusive and forward-thinking education that uses every opportunity to leverage all that its Adelaide CBD location provides.

Forms 1A & 1B Mid Year 1933

Forms 1A & 1B Mid Year 1933

 

SchoolBench Supporting Archivists

With more than 170 years of history, Pulteney’s Archives understandably contain a considerable amount of photographic history, collateral, data and historical documents, which are managed by the School’s Archivist, Sam Cooper.

Ms Cooper explains that her role is to manage and make findable non-active records, “so everything beyond day-to-day running of the School”.

“This can range from governance items, such as finance and administration documents, to items donated to the school by past students,” said Ms Cooper.

“It covers objects as diverse as trophies and uniforms, as well as documents and images, both in print or digital.

“Before SchoolBench, material would come to me to be accessioned – a form is completed, the item is stored, described and boxed with a number. An ongoing concern has been deciding what we need to keep and what we don’t. The process is very paper-based and looks old school in its approach.”

In speaking to Sam about the challenges in her role, she explained; “My biggest challenge is keeping on top of the diverse and incomplete nature of the material we receive.”

Girls at Pulteney Street School c 1884

Girls at Pulteney Street School c 1884

 

“Often, requests are difficult to field – they come as “do you have pictures of 1960”, and this is then followed by much to-ing and fro-ing trying to understand the purpose of the query and the kind of results that are expected.”

SchoolBench was installed at Pulteney Grammar in February 2018, to support the School in securing and electronically storing their extensive and rich history captured in audio, video and pictorial files.  This extends to both Pulteney’s Community Relations team and Archives, where Ms Cooper works.

Ms Cooper went on to say, “while photographs are a small part of our entire collection, they are the most frequently requested and used.”

“Pleasingly, SchoolBench helps make Archives part of the school, as opposed to being a separate entity. Through its security and its central storage, SchoolBench has made self-service possible, which is a huge time saver for me, as I could spend up to 70% of my time fulfilling requests.”

“Prior to SchoolBench, after the image was scanned, we had to generate a thumbnail and load it into the database, with each step being very manual.  With SchoolBench, it’s just dragging and dropping. It extracts the information and puts it in the right places, and it even creates the thumbnail as well – I just uploaded 500 images yesterday, and it took no time,” said Ms Cooper.

If you would like to explore SchoolBench’s suitability for storing your school’s archives, contact Parashift or visit our website to arrange a demonstration for your school or college.

 

 

 

Seymour College student photo management best in class thanks to SchoolBench and Synergetic

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Seymour College, in recently adopting SchoolBench as their best in class student photo management system, is greatly assisting  their visual communication in their school community and beyond.

Seymour College produces photos and videos of their students at an exponential rate, and required a modern solution to help manage this growing challenge. Staff were processing the selection and validation of these images manually, all the while having to ensure parental concerns to publishing were being met.

Like many schools with large student bodies, getting the correct names of students appearing in images takes up time which could be better used elsewhere.

How to find the right face

Until recently, Seymour College staff had to wade through a large bank of files searching for particular images.

Once students had been identified, the College’s media team would then need to cross check each child to determine what usage permissions had been granted by their parents or guardians, a process shared by many schools.

In days of fewer photos and slower publication schedules, this approach worked well, but today the sheer volume of media creation and publication demands is calling out for a better approach.

Adding colour to the Seymour College narrative

One of the unexpected benefits of this improved workflow for digital media, has been the emergence of new story ideas.

“We were first attracted to SchoolBench for its ability to quickly identify students and (in time) allow easy discovery of student images across a range of events from our growing digital library,” says Seymour’s Digital Information Manager, Dale Flemming.

“The intuitive interface for accessing our media will mean that we may be able to discover student involvement across activities that we may not have otherwise been aware of.”

“SchoolBench is enabling us to enrich the stories that we have to tell as it increases access for more staff across the College to be able to identify and share student stories. The immediacy of student identification means that we have more time to formulate the content and tell the stories.”

“There are many components to school life at Seymour College and with images we capture daily, it communicates the experience of being a student here more vividly than ever before,” he says.

SchoolBench Seymour College case study. Image of school grounds.

How choosing SchoolBench placed Seymour College student photo management best in class

SchoolBench has been designed for schools from the ground up with ease of use and compliance firmly in mind.

The secure web application works with existing school IT infrastructures to automate the storage, classification, and sharing of large volumes of digital assets.

In the case of Seymour College, SchoolBench has been integrated with the widely-used Synergetic school management system.

Synergetic acts as the source of truth for SchoolBench as it holds a school photo for each student and their publication permission.

SchoolBench then uses this photo as the “signature file” and then uses the signature file to cross reference parental permissions for incoming images to automate the identification and publication standards.

In fact, the images used in this story were sourced from Seymour College’s digital library by using SchoolBench.

Integration to Synergetic was achieved through SchoolBench’s API, with feeds every minute to ensure ongoing accuracy.

This is important because as students come and go, parental permissions about the usage of images change.

With this integration in place, Seymour College staff can bulk upload media files or draw upon media files for publication, knowing that students have been correctly matched, and permissions will ensure that parent wishes will always be adhered to.

Contact Parashift, the team behind SchoolBench, to arrange a demonstration for your school or college in Australia.