Defining the Various Lookup Tables in RISC
RISC has eight fields containing lookups or pick-lists. These are used to both simplify and standardise data entry. By defining lookups, reports and statistics based on various facets of student contacts can be easily produced. Each of these Lookup Tables MUST be configured BEFORE RISC can be used EXCEPT for the Student List lookup. You can modify any of the Lookup Tables at anytime.
RISC Administrator uses the Windows Notepad accessory as a simple and flexible tool to create/modify these lookups. When entering values into the lookup files, simply type each one, one at a time, hitting the Enter key between each. DO NOT use any commas (,) in any lookup file except the Shortcuts Lookup. When you have completed the lookup file as desired, select File...Exit from the Notepad menu and click Yes to save the file. It is recommended that all entries in lookup files be entered in alphabetical order to allow for quicker searching by users through the lookups. In RISC system terms, there is no restriction to the number of entries in any lookup file, but for ease of data entry and reporting, it is recommended that only necessary entries be made.
The first time you define the lookups, a message may be displayed alerting you that the specific lookup file does not exist. Click the 'Yes' button to create the file(s).
The RISC System Administrator can modify any or all of the lookups whenever desired, and this will be likely during the initial period of use of RISC. Any changes made to RISC lookups will be visible in RISC the next time it is loaded. The lookups are displayed as pull-down lists on the various definable fields and are accessed by clicking the 'down arrow' attached to those fields. The Shortcuts Lookup is accessible in RISC by a right-button click on either of the large Description or Action fields.
- Student List Lookup (only used if you are not Importing student data)
- Teacher Lookup
- Contact Category Lookup
- Type Lookup with Levels Values
- Contact Category 2 Lookup
- Contact Type 2 Lookup
- Contact Status Lookup
- RISC Shortcuts Lookup
Student Lookup
(not recommended):
This lookup file (called STUDLIST.DAT) is ONLY needed if there is no student database
imported and used. 'Student Database Enabled' must be set to 'False' in
RISC Preferences if you will be using a simple lookup for student names.
When entering names, be sure to keep each entry to thirty (30) characters or less, and enter names in the form of 'SMITH Johnathon', and type the names in alphabetical order.
For example, the file should look something like:
ABERNATHY Helen
AINSWORTH Michael
ANDERSON Pamela
BAILEY Brian etc.
NOTE: If you use a Student List, there will be no Parent/Guardian or Student Address details available in the RISC Form Letters Module. If an existing student database is available, it should be used if at all possible. If your school uses a system other than OASIS, CASES or MAZE, please read the Exporting page for how to export a comma-delimited file for RISC. You may contact Marillion Designs via e-mail or fax for advice on export and import options between your system and RISC.
Teacher Lookup:
Teachers in RISC are those users involved in individual student contacts.
Each name in the Teacher Lookup is restricted to eighteen (18) characters, so some names may have to be abbreviated. It is recommended that first names are not used in this lookup. DO NOT leave any blank lines in the file, including at the end. It is important to ensure all names are unique (no duplicates).
For example, the file should look something like:
Mr J. Smith
Mrs M. McGregor
Mr S. Harris
Ms Delahunty etc.
Contact Category Lookup:
This lookup is restricted to twenty (20) characters. Remember that this field name is user definable, so if you have renamed Contact Category to 'Location or Faculty:' (or something else), you should enter appropriate entries in the lookup. For example, if
Location/Faculty was used for Contact Category,
the file should look like:
Classroom
Library
Hall
Canteen
Playground
Mathematics
English
Science
Languages
Arts/Music etc.
Type Lookup with Levels Values:
The Type lookup will probably contain the most entries of all lookups. This is because there are so many reasons for individual student contact. For example,
'Vandalism', 'Fighting' and 'Profanity' may all be contact types where discipline is involved.
'Truancy' and 'Disruptive Behaviour' may be contact types involving counselling and
'Fund Raising' and 'Award' may be contact types involving commendation.
The Type Lookup with Levels Values does not use Notepad for creation and
management of this lookup table. Instead, its own lookup editor will be
displayed which allows for the inclusion of Levels Values against each
incident type:
As you can see, the entries in this field can be quite diverse, and it is a good idea to group similar contact types in alphabetic order separated by Type Category headings such as: Discipline, Counselling and Commendation etc. In the example above, there are four different Categories, with up to 29 incident type entries in each category. Just enter your chosen headings into the Type Categories boxes at the top right, and enter your incident types into the appropriate tabs below. RISC will automatically sort the entries into alphabetic order when the Type Lookup list is saved.
The 'Value' box to the right of each incident type is completely flexible. You can choose your own values system, it is only required that positive incident types have a positive Levels Value attached to it, and negative types have a negative value. RISC performs a simple addition of all values attached to each incident type saved against a student. More information about how Student Levels work is explained in the text on the screenshot above, as well as on the Student Levels page.
Contact Category
2 Lookup:
This lookup is restricted to twenty (20) characters. Remember that this field name is user definable, so if you have renamed Contact Category
2 to 'Action Type:' (or something else), you should enter appropriate entries in the lookup. For example, if
Action Type was used for Contact Category 2,
the file should look like:
Red Card
Detention - Before
Detention - Lunch
Detention - After
Behaviour Contract
Work Contract
Suspension - Short
Suspension - Long - etc.
Type
2 Lookup:
This lookup is restricted to twenty (20) characters. Remember that this field name is user definable, so if you have renamed
Type
2 to 'Motivation:' (or something else), you should enter appropriate entries in the lookup. For example, if
Motivation was used for Contact Type 2, the file should look like the
following. Here, the section headers can be made to reflect the Indicent
Type sections in the Type Lookup.
***Positive***
Community Service
Merit Points
Gain a Reward
Volunteer
***Negative***
A 'Dare'
Avoid Adult Conflict
Avoid Peer Conflict
Incite Peer Conflict
Avoid Task/Activity
Adult Attention
Peer Attention
Peer Pressure
To Obtain an Item
Having 'fun'
Power
Revenge
Don't Know/Won't Say
***Welfare***
Anger
Fear
Rage
Status Lookup:
The Status lookup can be as simple as 'Incomplete' and 'Complete', however it can be used to further classify individual student contacts describing the level of contact. For example, the entries 'School', 'Parent', 'HSLO', and 'Police' can be used to describe the extent of the contact. Status entries are restricted to ten (10) characters. If you renamed Status to
'Involved:' in the Preferences screen, then the list should look something like:
Teacher
Hd Teacher
Yr Adviser
Deputy
Principal
Parent
HSLO
Police etc.
Shortcut Lookup:
The Shortcut Lookup is used to provide to provide quick and easy access to a bank of common use sentences, phrases and codes for input into the
Contact Description and/or Action fields. Shortcuts are inserted into these fields in RISC using the right-mouse button.
Just type your sentences, phrases and/or codes into the Notepad screen with each on a separate line
(i.e. press Enter between lines). Unlike the other lookup tables in RISC, the Shortcuts
can include commas.
The Register of
Individual Student Contact (RISC) is developed & distributed
by Marillion Designs.
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Information in this document is subject to change without notice.
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or registered trademarks of their respective companies.
