Adding an Entry

On opening the main screen you can choose between Entry mode and Review mode by selecting the appropriate radio button bottom left. Using the criteria dropdowns at the bottom of the screen you can narrow down the group of pupils, making it easier to select an individual.

To make a new entry: (see illustration above)

•  highlight the name of the required pupil
•  click on the New entry button
•  select the Reason for the entry from the dropdown list
•  write an explanation of the incident in the Note box
•  add any Follow up request in the box below

The Follow up note can only be recorded in Review mode.

Emailing the Tutor or Pupil

Once you have completed the entry and while it is still displayed, click on the Email tutor button or on the Email student and tutor button. If you click the former an Email is created addressed to the tutor with the title 'Day book entry made about <Pupil Name>'. If you click the latter, an Email is created addressed to the pupil with a copy to the tutor with the entry category as the title. The message begins 'Dear <Firstname>'.

Reviewing the Entry

It is assumed that another member of staff will review each entry made in the Day Book.You can if you wish select to see only entries which have not been reviewed using the View dropdown at the bottom of the form. If you are reviewing an entry you should:

•  highlight the name of the pupil - this will display any entries referring to that pupil
•  write a follow-up comment
•  select an appropriate action from the dropdown list - this appears automatically in the Follow up note box. You can then add further comments if you wish.
•  click the Reviewed button - this will record your initials in the Actioned by box

If you now click the Email student and tutor button, an Email is sent to the pupil with a copy to the tutor with the selected action as the title and the associated Email message as the message.

Up to two other members of staff may then review the entry.

Multi-entry

You can make simultaneous entries about a group of pupils as follows.

•  ensure you are in Entry mode
•  use the criteria to narrow down the number of pupils from which to select
•  click on the Multi entry tab.
•  hold down the Control key and click on each name in turn
•  select a reason for entry and add an explanatory note and a follow-up request.
•  click the Add to selected pupils button

You can also award a reward or sanction from this form to multiple pupils in much the same way.

Printing Reports

You can print a selected list of day book entries, for all pupils, for a group of pupils or for an individual. You can also select a range of dates when the entries were made. Proceed as follows:

•  use methods as above to select one pupil or a group pupils - if no criteria are used then the reports will be for all pupils
•  click on the Reports tab
•  select a range of dates (the default is the current month)
•  select whether you want the output grouped by incident or by pupil
•  click the View information button