Creating a Record

Records can be created in two areas, either from 'Home' and then clicking the plus (+) icon next to the relevant record type:

Or, by clicking Records > Records tab > click ‘Create Record’.

You will then need to select the type of record to be created from the ‘Create Record’ pop-up. As you can see in the example on the left, Quality Assurance, Appraisal, Professional Growth, and Self-Evaluation records can be created. The options available for you however may differ depending on the template types created by the Sisra administrator at your school or organisation.

The process of creating different types of records is fairly similar, however only the categories (such as Formal, Learning Walk, Drop In, etc.) and templates associated to that type of record will be available for selection during creation.

Below you can find information on how to fill in the required areas of the record to create it. Please note some boxes are optional; such as Class selection, Year Group / Course Level, and a Focus Group.

Firstly, select a Category and Template, which affects which users can view the record and the structure of the record itself. If you cannot see the options you’re looking for, we recommend contacting your Sisra Admin. The Record Name will be automatically generated using the information you have selected; however, you can type directly into the box to amend this, which can help to identify between records.  

Next, select or enter the date the record is expected to take place in the Record Date field (if known).

In step 3, you can select up to 10 Observers / Owners for the record, by searching for their name and selecting them from the list (as creator, you will be added automatically). These should be the staff who will be responsible for completing the record and should have access to start, modify, publish and view this.

Next, select up to 10 combinations of Departments, Teams or Staff that will be observed, where appropriate. You can use the Department/Team/Staff filters to narrow down the results.

There are also several optional selections available when creating a record, which can be selected where applicable, explained below.

If you have imported Classes, you have the option to select one if applicable. This information will be displayed within the record when being completed. If a class has been selected, the record will use the class data as this was when the record was created. If classes are amended or deleted, this will have no effect on previous records.

Next, if the record relates to one or more Year Groups / Course Levels, you have the option to select these here. Your selections will become filters in the Records and Reports areas.

If the record relates to one or more Focus Groups, you have the option to select these too (if created by your Sisra Admin). Selected focus groups will become filters within the  reports.

Once you have made all your selections, click ‘Create’. Please note, once a template has been linked to a record, you will not be able to edit the template or the fields/focus areas within it.

You will then be taken to the Record Details page, which will display the details selected during creation and additional options to manage the record, explained below.

• Print – Print a copy of your record or save a record as a PDF.
• View – Preview the record layout, similar to what the owner will see when starting (without making changes). Here you can add a reflection/resource to your focus areas.
• Start/Modify – For Owners/Observers to capture details in the record.
• Publish – Once completed, saved, and a record date has been set (‘Edit Details’ if not set), records can be published in order to be included in the reports for analysis.

When a record has been published, this will publish the records details, including it within the reports. You should only publish a record when you are happy for it to be viewed by authorised users. However, you can click ‘Unpublish’ to remove a record from the reports or amend the details in the record.

• View Access List – Displays a list of users and whether they can or cannot edit or view the record once it has been published. This includes criteria to show the reason for each user’s access level, which can be handy to help troubleshoot access to particular records. You can also see what type of category the record is using – Standard or Restricted.

• View Record History – Displays a list of changes made to the record, including who has clicked the View and Print buttons and when.
  
  
• Edit Details – Edit the details of the record, such as record name, date, focus groups, etc.

You can then repeat the process above to create as many records as needed at that time. Once your records have been created, you can start to fill them in. For more information on this, please see our article - Starting / Completing a Record.