Counselling Database
User Guide
Counselling Database a secure database for logging students counselling appointments
To use the Counselling Database you will need to have an account set up
Accessing the Counselling Database on your PC
You'll need to set up a Shortcut on you PC so that you can access the Counselling Database.
The shortcut is found...
T:\MIS Reports\Counselling Folder
You will need to...
- Right click Counsellors - Shortcut
- Select Send to
- Select Desktop (Create shortcut)
You should now see a the below icon on your desktop...
Using the counselling Database
To open the Counselling database click on the Counsellors - Shortcut on your desktop.
There are two way to search for a student...
- Search by Student ID
- Search by Surname, Forename or Date of Birth (DoB)
These are both explained below...
Search by Student ID
You should then see the corresponding students’ Initials, ID, DoB and Contact number in the top right…
Search by Surname, Forename or Date of Birth (DoB)
You can do a partial search by Surname, Forename or search by their DoB (DoB needs to be entered in full).
When you have entered the details you want click Search.
Select the relevant student from the list.
You should then see the students’ Initials, ID, DoB and Contact number in the top right…
Creating Appointments
To make a new appointment for a student click on Create New Appointment.
Make sure you check you have the correct student by checking the initials and DOB in the top right.
Create New Appointment
Completeing the New Appointment window
Select the Date and Time of the appointment and click Save
The appointments status will default to Pending but you can change this to Attended, Cancelled or DNA in this window. You can always change this later (See, Change an Existing Appointment).
Don't want to save the changes?
Change an Existing Appointment
Select a student and if they have any appointments they with show in the Appointments box.
You can the select an appointment by simply clicking on it, this will unhide the Appointment options.
You can change the students...
- Appointment Date
- Appointment Time
- Status - Attended, Cancelled, DNA or leave as Pending
Once you have made your changes click the green Save Appointment Details Button (bottom right)
You can also see whether or not they have withdrawn...
Starting a new Student search
Using the Hide Button
Closing the Counselling Database
Counselling Reports
To see the Counselling Reports you can use the Link to Counselling Reports.
Or you can go to T:\MIS Reports\Counselling Folder\Reports
Please note not all staff are allowed to access the Counselling Reports
The counselling folder has a report for each college.
Select the relevant college and enter the appropriate password.
All the reports have two tabs
- Pivot - Appointments - Showing headline numbers and appointment details
- Pivot Breakdowns - Giving Breakdown by Gender, Age and BME etc.
You will need to Refresh the report when you open it, please use the blue button at the top of the page this will refresh all Report in the Excel workbook.
Tab: Pivot - Appointments
This Tab shows two pivots...
- Appointment Totals Breakdown
- Appointment List
Appointment Totals Breakdown
Shows...
Unique count of Learners - Counts all learners just once (no matter if they have or haven't attended an appointment).
Appointments - Count of all appointments
Withdrawals - Count of withdrawn students appointments
Pending - Count of pending appointments
Attended - Count of Attended appointments
Cancelled -Count of cancelled appointments
DNA - Count of DNA (Did not attend) appointments
Unique Client - Counts learners once if they have attended at least one session
Appointment List
Shows...
Appointment Data Collected (Filter) - Selecting "Yes" indicates that the Attended, Cancelled or DNA has been entered on the Counsellors DB, "No" means that it is Pending.
Upcoming Appointments (Filter) - These are appointments that are due in the next 7 days (including the day before). If an appointment is cancelled they're not included.
Appointment Date and Time
Students Initials and ID
Students Appointment Status - Pending Attended, Cancelled and DNA
Tab: Pivot - Breakdowns
Shows...
- Gender Breakdowns
- Age Range Breakdowns
- BME Breakdowns - Black, Minority or Ethnic
- Ethnicity Breakdowns
- Learning Difficulties Breakdowns
- Disability Breakdowns
Further Advise or Difficulties
If you need any further advise please contact me via email
Lorraine.McCormack@Reading-College.ac.uk
If you're having difficulty with the Counselling database please call either;
Me (Lorraine McCormack) on 01189 554 873
or
Paul Rostron 01189 554 872.