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SENTINEL

Sentinel is pupil management program that tracks pupils behaviour.

There are 3 modules that comprise the SENTINEL system. They can be used individually or they can link together in what is called a relational database system.  The modules are: -

Incident Module: - This is used to record all behavioural incidents that result in a pupil being given a Punishment Exercise. By recording incidents it is possible to carry out significant analysis of location, type of incident, when an incident occurred, etc. This allows the user to search for patterns in behaviour as well as monitor a pupil’s difficulties.  Data would normally be entered by administrative staff using existing formats with some minor additional detail being added, for example, the type of behaviour involved. Once the data has been added there are 5 programmed search scripts that allow the user to search by PUPIL, CLASS, SUBJECT, INCIDENT TYPE and ISSUE DATE. The system will work on a Network however if a network is not available it is possible for AHT’s to take a copy of the program on Disk and access the data on a laptop. It is proposed that AHT’s /DHT would be given an updated copy each week s that they can track pupil behaviour.

Exclusion Module: - This is used to record all exclusions and is linked to the Incident Module. It allows the user to record up to 12 separate exclusions per pupil per session. It allows data analysis of type of incident, location within class / out with class, records the total number of days per pupil and provides a warning of what steps should be taken in relation to MC8. The module can also be used to record additional information such as ethnic status, previous schools, deprivation factors which are used to provide an overall view of school exclusions.

The standardised exclusion letter and details of each incident can be recorded on the program ensuring that all data relating to exclusions is held on one secure system.

Support Module: - This is designed to assist the Integration Manager / Inclusion Manager to record referrals to JAT. It is customised to individual school procedures and will allow analysis of type of referral, source of referral, what measures have been tried prior to referral, what measures are proposed and the outcome of the referral. The support module is related to the Incident and Exclusion Modules, which allows the Integration manager to gather pupil data on any referral.

GETTING STARTED

To start using SENTINEL you will require FileMaker Pro Version 5/6/7/8.

How do I move between different layouts?

On the top left hand corner of the screen under the FILE command there is a box with CONTROL MENU on it. This is the LAYOUT MENU.  Using the mouse click on this box. A menu will appear with a list of all the different layouts. The current layout will have tick next to it. To go to another layout use the mouse to highlight the desired layout and then click on it. The new layout will open. The new layout name will appear in the box under the FILE command.

How do I add a new pupil / incident?

There are several ways to do this. Go the PUPIL IDENTIFICATION layout by either clicking on the button on the CONTROL MENU layout or use the LAYOUT MENU on the top left-hand corner above the card index.  Once you are in the PUPIL IDENTIFICATION layout click on the NEW PUPIL button located on the options bar at the top. This will automatically create a new record.

It is also possible to create a new record within any layout by going to the RECORDS command on the menu bar, click with the mouse, a pull down menu appears, select NEW RECORD. A new record will be added ready for you to add data.

When you have added a record you will see that the total records on the left-hand side increase by one.

NOTE:

In the Incident Module, each incident /P.Ex. is a new record, therefore it is possible to have the =same pupil on many times, e.g.  a pupil could have 8 records which would correspond to 8 different Punishment Exercise. The Support module operates in a similar manner with each referral being a record. If a pupil is referred to JAT on 4 occasions then there would be 4 records for that pupil.

The Exclusion module is slightly different in that a pupil is added when they are first excluded. If they are further excluded the record is updated, therefore each record on the Exclusion Module will correspond to one pupil. Each record can take up to 12 separate exclusion for that pupil.

How do I enter or edit pupil data?

To edit data, whether adding or changing information, click on the field box that you wish to alter. The box will change to a solid line around it, a flashing cursor will appear, then start to type. You should note that you could only type within the area the box covers. Although you can type as much text as you wish, it will not be displayed.  It is also possible to use the TAB key to move through the various fields. Each layout will have a set Tab order; this can be useful when adding a large amount of information in different fields.

How do I add an Incident / Punishment  exercise on the Incident Module

Open up the Incident Module using your password. The system will open at the Control Menu. Click on Add Incident and the Incident Data Entry layout will open. Click on the filed where you want to add data and then start typing when the flashing cursor appears. You will notice that in addition to copying what is written on the carbon copy you are asked to record additional data. This is important as it allows for further analysis. Data is saved automatically during idle time so there is no need to save your work.

To carry out analysis of your data use the search scripts on the Control Menu layout. Follow the on screen instructions during a search and the results will be3 displayed as a list, which you can print-out.

How do I delete a pupil record?

To delete a pupil go to the RECORDS command on the menu bar, click with the mouse, a pull down menu appears, select DELETE RECORD. You will then be asked if you wish to PERMANENTLY DELETE THIS ENTIRE RECORD, select the DELETE button. If you hit RETURN then nothing will happen. When you delete a record it cannot be retrieved.

Take care when using the delete command. Below it is the DELETE ALL RECORDS command. This will delete all the records that you are working with and can cause a lot of problems if used incorrectly. Do not use the DELETE ALL command unless you are very confident.

How do I Find a pupil?

This is probably the most useful procedure that a database can carry out. In order to find a pupil or other field item you must put the database into FIND mode.

To do this, go to VIEW on the menu bar and click with the mouse, a pull down menu appears, select FIND. The screen will change and all the fields will go blank.

Go to the layout, which contains the field that you wish to search on. In most cases it will be in the PUPIL INFORMATION layout. Select the field that you want to find on, for example Surname. Type in the pupil surname and then click on the FIND button, which is located on the left-hand side of the screen in the middle. The correct record should now be displayed.

How do I Find a group?

This is exactly the same as performing a normal Find but in this case instead of looking for one record we want to find records that contain similar data within certain fields, for example: -

To find the number of females on the database carry out the following:

Go to VIEW, select FIND

In PUPIL INFORMATION layout click on the female box within the Sex field.

Click on FIND

The number of females will appear.

Now click through the file card index.

In PUPIL DETAILS layout click on the Time from Review field box.

Now go to the SYMBOLS Icon on the left-hand side, click down on the arrow.

A pull down menu will appear with various options.

Select the > GREATER THAN function.

THE >symbol should appear in the box.

Next type in the number 2

Click on FIND

The number of pupils who were reviewed over 2 years ago will be displayed.

Now click through the file card index.

How do I perform a sort?

When you add pupils onto the database they are not stored in any order. The first pupil record added is not necessarily kept at number one. The records will be unsorted until the user tells the program to carry out a sort. The facility to sort records is the main advantage of computer databases. It is possible to sort data using any field. Text fields will be sorted alphabetically; number and date fields are sorted numerically. To sort all the records by surname carry out the following:-

In BROWSE mode go to the RECORDS command on the menu bar. A pull down menu appears, select SORT.

Using the mouse click on SURNAME, then click on the MOVE button.

The Surname field should now be displayed on the right hand side.

Now click on SORT.

You should have returned to the original layout and the records will be sorted. The word SORTED should appear under the number of records on the left-hand side.

This process can be used to sort on any field name. It is possible to sort in either ascending or descending order. To change this, simply click on the buttons at the bottom of the SORT dialog box.

It is also possible to carry out a multiple sort. This involves sorting the records using several fields. For example:  Class, Sex, Surname

In SENTINEL the most common type of SORT will be by Surname or by Class. It is also possible to carry out a multiple sort, e.g. Years Group, Class, Surname.

How to perform a Find and a Sort?

If we wanted to look at a particular Type of Incident and focus on the Class and then sort them into order and print them in a list we would perform the following:

Perform the Find by going to INCIDENT DATA ENTRY and performing a FIND on the field TYPE OF INCIDENT

Once you have found the group go to RECORDS and select SORT

In the SORT dialog box make sure that the Right hand column is clear by clicking on CLEAR ALL

Now select CLASS

The CLASS field should now appear on the right hand side.

Click on SORT

The group of records will now be sorted in the correct order.

Now go to the INCIDENT SUMMARY layout

This list is now ready for printing.

Using the Exclusion Module

The exclusion module is a very powerful database that can perform all the procedures required to exclude a pupil. It allows the user to prepare the statutory exclusions letter as well as the details of the exclusion. The more information that is added then the better the analysis that can be carried out. Once a pupil has been added to the system their details are contained within a record. It is then a matter of updating the exclusion details as and when necessary.

Using a relational database

A relational database is one, which is linked in some way with another database. This allows the user to access data from a second or third database while still working within the original database. The advantage of this is that that data can be put into database A and the user of database B can see what has been input. This is the case with the Incident Module and the Exclusions Module. When data is added to the incident Module, the user of the Exclusion Module and Support Module can see what has been added. This means that a DHT who is carrying out Exclusion can access all the details of previous Incidents or JAT referrals. Likewise the Integration Manager can see all prior Exclusions  / Incidents on the Support Module.

In order for this link to work there has to be a unique identifier for each pupil. This allows the three modules to share data on any given pupil. Each pupil is therefore given a unique ID number, which must be added when the pupil’s name is added to the SENTINEL system. This ID could be the SQA number of Pupil Admission Number. It is essential that this ID number is used if the relationships are to work.

How do I Print a Page?

In order to print a page, go to the FILE command on the menu bar and click down on the mouse, a pull down menu appears. Select PRINT. A dialog box appears.

This tells the database that you are only interested in this record. Use CURRENT RECORD for all single page forms and letters. Select OK and the page will print out.

How do I print a list?

If you are trying to print a list, which has a number of records, then you must select the PRINT- RECORDS BEING BROWSED. You will need to do this if printing out the INCIDENT SUMMARY layout.

Select OK and the page will print out.

Remember the rule- Current Record for single records

                                Records being browsed for list of records.

How do I spell check a Record?

Once you have typed in text you may wish to spell check it for errors.

Follow the instructions. Then go to FILE and PRINT.

How do I change from portrait to landscape layouts?

Some layouts in the Exclusion Module are set up to print in landscape format, i.e. Print by width.

To change from portrait to landscape carry out the following: -

Go to FILE command and click with mouse.

How do I change my password?

You will be given three passwords with the original disk; these are given on the back page of this guide.

To change your password, go to FILE

Select the CHANGE PASSWORD option.

You are then asked to type your old password.

Next type your new password.

Then confirm your new password.

Click OK

You have now changed your password.

If you forget your password then the designer can recover it.

If you are using the highest-level user password, i.e. the Senior management team, you will need to change the passwords by going to FILE then select ACCESS PRIVILEGES then PASSWORDS. This allows you to change any password and alter access controls. If you are unsure then do not attempt to change the master password.

How do I back up the database?

The database should be installed on a hard drive but backed up to a floppy disk.

In order to back up your database carry out the following.

Insert a blank floppy High Density Disk.

Select the module that you wish to back up, e.g. Incident Module from within your C Drive and drag it onto the 3.5-inch floppy A Drive.

Copy the contents to the floppy disk and store in a safe place.

Alternatively you can save a copy while the program is open by going to FILE and SAVE A COPY AS. You should always have a backup copy so that if the computer is stolen or the file corrupted you can retrieve your data.

How do I close the program?

It is essential that you exit the program correctly. FileMaker Pro employs an auto save feature, which means that when you make a change to the database, it is automatically saved. If you switch off the computer without having closed the program then it can cause a loss of data and may corrupt the file. There are several ways to exit the program.

Go to FILE on the menu bar and click with the mouse. A pull down menu will appear, select EXIT. The program will then shut down.

Alternatively go to the CONTROL MENU layout and click on the EXIT FILEMAKER button, again the program will shut down.

PASSWORDS

There are 3 passwords each gives different levels of access:

SMT Password –this allows the user to access all layouts and carry out all data analysis functions

Guidance Password – this allows the user to access limited areas and carry out analysis. The user cannot delete records.

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Last modified: Tuesday November 22, 2005.