Individual
(Service User)
Referral form
Assessment
Records of work in Recovery Groups
Coaching
Drop-out records
Signposting to other services
Follow Up
6 months after they have left the service
ReQoL assessment
Review form
Records of sessions
Which services
Case management tool
Stage at which they dropped out
Follow up
Signposted by a partner organisation
Self-referral
Referred by health or social care professional
Individual
(Service User)
Referral form
Purpose: To collect all information initially required from the applicant
Collected: Applicant fills out the form on the website, copy emailed to a group inbox
Stored: In the group inbox, paper copy printed out
Processing: Data entered into Referrals spreadsheet, Alberon database, any documents attached are stored on the G:Drive
Users: Referrals coordinator, Executive Team member checking risk assessment, coaches, recovery staff
Reporting: QuaP Referrals Process report (demographics, service desired, method of referral, cluster number)
Automations: None at the moment. Forms need checking before they are entered on the database due to user errors
Assessment form
Purpose: The form is a record of an assessment meeting which takes with all prospective members for Restores recovery and coaching services.
It indicates whether the person is deemed suitable for our services or passed for signposting
Collected: The form is completed by the lead assessor on a word document
Stored: The form is kept as a paper copy file and put with the referral file which is stored with Alan.
Processing: The Assessment form is then presented to the relevant recovery or coaching coordinator in a handover meeting .The paper file is retained by the project if it is agreed that the person will be offered a taster day.
Users: The recovery teams /coaching use the forms to inform their recovery/ coaching planning when a person starts at the project.
Reporting: Alan gets informed when a client is accepted. Data entry staff enter them as a new member on the database.
Automations: No automations but yes it would be good if there were.
Member survey
Purpose: We do an anonymised annual survey of members where ask them to assess the impact of our services on their wellbeing.
Collected: The questionnaire has been loaded onto a survey monkey programme overseen by Louise one of our very knowledgeable trustees.
Stored: The data is not directly inputted into Restore systems.
Processing: The survey monkey automatically collates the data and then we do the analysis trying to identify what the key trends are as well as making comparisons on previous years.
Users: The executive team do further analysis and the results are cascaded down to projects and also discussed in our members council.
Reporting: Results get reported to the Board at quarterly meetings.
Automations: No automations
Intervention records
Coaching
Purpose: Track progress
Collected:
Stored: On the database and as a spreadsheet
Processing:
Users:
Reporting: To OMHP
Automations:
Volunteer
Application form
Purpose: Fill volunteering roles
Collected: Online, via Better Impact database
Stored: On Better Impact database
Processing: Email communications
Users:
Reporting: Diversity monitoring
Automations: Online sign up
Engagement record
Purpose: To track training and engagement with the charity
Collected: By staff members
Stored: On Better Impact database
Processing: None
Users:
Reporting: None
Automations: None
Email address
Purpose: Sending relevant emails
Collected: At the application stage
Stored: On a spreadsheet
Processing: Sending out regular emails
Users:
Reporting: None
Automations: None
Restore
Members
Students
Donors
Clients
A&W Enrolment form
MHFA contact form
Online learner record
A&W Evaluation form
MHFA Evaluation form
Consent
Staff
Volunteers
General public
Members' families
Contact information
Payroll
Sickness
Training
Supervision and annual reviews
Access requirements
Survey
Referral form
Assessment form
ReQoL
Progress review form
OMHP monitoring
Coaching records
Attendance records
Member survey
Consent
Referral form
Survey
Contact information
Personal information relevant to the course
Record of course attendance
WEMWBS
Survey
Consent
Contact information
Personal information
DBS record
CV
Attendance records
Contact information
Consent
Gift Aid confirmation
Record of donations
Records of all contact
Trustees
Client
MHFA contact form
Purpose: To register delegates as MHF Aiders so they get a certificate
Collected: For online courses -Copied from Restore booking spreadsheet/Instructor/e-form or Completed by delegates on day one of classroom course
Stored: Electronic - E & paper for classroom based. Paper in filing cabinet
Processing: Info from paper form copied onto e-form
Users: HR, Volunteering and Training Team, Instructor to plan on-line courses
Reporting: Numbers of delegates counted and reported to Exec team
Automations: None
Abingdon and Witney enrolment form
Purpose: For Restore to claim funding- £50 per delegate
Collected: Start of course/Instructor/e-form
Stored: G-Drive
Processing: Upload to A&W
Users: HR, Volunteering and Training Team
Reporting: None
Automations: None
Online learner record
Purpose:
Collected:
Stored:
Processing:
Users:
Reporting:
Automations:
Evaluation
MFHA evaluation form
Abingdon and Witney evaluation form
Student
Recovery Groups
Purpose: Multiple forms used to track member's journey with Restore
Collected: By various members of Restore staff
Stored: In multiple locations
Processing: Incentivised Indicators are entered by data entry staff members into the Incentivised Spreadsheets
Users: Information is used by referrals coordinator for reports
Reporting: Information is sent to OMHP (Incentivised Measures Report and OMHP Contract Report)
Automations: Numbers for the OMHP Contract Report are cumulated using formulae in Excel
A guide to the forms included in the report.
Course evaluation form
Purpose: form collected to inform us of student's experiences on our courses (online or in-person); to see what students found most useful about the course, what they found the most helpful in terms of managing their own mental health, and if there are any suggestions for improvement for the course
Collected: following the course (same day) by our Administrator, Clare - or, if in person, collected by tutors and then returned to the Core Team in the office at Elder Stubbs
Stored: info stored on secure google spreadsheet on Restore G:Drive
Processing: monitored weekly by Core Team with highlights/points of action picked up as and when relevant; formally 'evaluated' at least once every 6-12 months (~) by micro-interns/external Uni of Ox student
Users: ORC Core Team; micro-interns/students from Ox. University
Reporting: reported monthly (on average) to tutors or relevant tutors e.g. if they've delivered a specific course that received good feedback; report good comments anonymised to Restore/ORC staff and CEO in newsletters occasionally and at end of year reports by Stephanie, Head of College to wider OMHP
Automations: N/A
Student consent form
Purpose: to gather consent from individual students that they are happy to have their info securely stored; and consent for info regarding their support needs to be shared with relevant members of staff if necessary
Collected: tutors during the induction course / student welfare tutors during initial Individual Learning Plan phonecalls (when enrolling with the College)
Stored: currently in paper format in locked cabinets at Elder Stubbs office
Processing: ticked off on a google sheet once they have consented to these tick boxes - if not, then this is raised with the Core team
Users: ORC Core Team staff and Student Welfare tutors
Reporting: not currently reported
Automations: none
Initial Individual Learning Plan
Purpose: to collect some general information on the student; set some goals/intentions for coming to the College and what they hope to achieve during their time with us; find out any support needs that we should be aware of during a course
Collected: when a student enrols during their ILP phone call with Student Welfare Tutors
Stored: on our secure database, Mind Recovery Net (MRN)
Processing: information/data collected is then input onto MRN database, paper form then securely stored in Elder Stubbs office if paper version used
Users: Student Welfare Tutors, Core Team ORC staff, relevant tutors (e.g. if that specific student is on a course with them and has support needs that tutors need to be made aware of)
Reporting: this specific information re: individual students is not reported wider than ORC
Automations: none
Individual Learning Plan Review form
Purpose: to double check general information on the student approx 6 months after initial ILP; review the goals/intentions for coming to the College that were previously set; update any support needs as relevant
Collected: every 6 months or so following initial ILP
Stored: on our secure database, Mind Recovery Net (MRN)
Processing: information/data collected is then input onto MRN database, paper form then securely stored in Elder Stubbs office if paper version used
Users: Student Welfare Tutors, Core Team ORC staff, relevant tutors (e.g. if that specific student is on a course with them and has support needs that tutors need to be made aware of)
Reporting: this specific information re: individual students is not reported wider than ORC
Automations: none
Post-course Wellbeing Review form (WEMWBS)
Purpose: collected to measure any differences in WEMWEBS score following a course/number of courses with ORC
Collected: (was collected) after every in-person course
Stored: paper copies stored securely at Elder Stubbs office
Processing: (previously) scores inputted into a secure database - (currently not in use)
Users: ORC Core Team, Student Welfare tutors, data previously input onto old database by ORC volunteers
Reporting: previous micro-interns from Ox.University used this data collected (anonymously) for data reporting projects they would put together for us, with the aim of informing what/whether our courses are making a difference to students wellbeing scores according to WEMWEBS
Automations: None
these forms were not always completed by every student after every course, therefore holes were created in our data and it was not particularly useful to look at for this reason - hence why we are hoping to move in a different direction with our data collection, see new course evaluation form (1) as one example.
Enrolment form
Purpose: to gather necessary information on prospective students before enrolling with us at ORC
Collected: automatically collected and transferred onto our database on MRN once prospective student has completed the form on our website and clicked submit
Stored: securely on our MRN database
Processing: ORC Core team, most often the Administrator, reviews these forms every couple of days and contacts the prospective student via telephone call or email to inform them of the next steps
Users: ORC Core Team, Student Welfare Tutors
Reporting: this specific information re: individual students is not reported wider than ORC, other than general information we can glean from these forms such as no. of new students enrolling per month
Automations: yes, once completed this form and all of the information is transported securely to our MRN database. Prospective student is also acknowledged following completion of the form via automated email
ReQoL
Purpose: To monitor service users mental well being
Collected: By the Recovery and Coaching staff
Stored: In the paper files and/or the PC (Individuals files and the incentivise spreadsheet)
Processing: The information is used for monitoring purposes for our contract but also for Restores internal monitoring. It is sent monthly as part of our OMHP monitoring. At present it is not collected and used anywhere else but it should form part of our internal quality audits (yet to be defined)
Users: The CCG contract and the executive team at Restore
Reporting: Only as mentioned above
Automations: Not currently. This should be part of a new database and reports run per project and as a whole organisation.
Booking form - External
Purpose: For Restore to obtain information to plan, deliver & charge for MHFA courses
Collected: Collected after email is received requesting a course
Stored: E- Form - Restore MHFA G-Drive
Processing: Added to instructors calendars, Training checklist, MHFA spreadsheet (invoice tab)
Users: Instructors, MHFA admin, Finance team
Reporting: Exec team
Automations: None
Booking form - Open Access
Purpose: For Restore to obtain information to plan, deliver & charge for MHFA courses
Collected: Collected after email is received requesting place/s on course/s
Stored: E- Form - Restore MHFA G-Drive
Processing: Added to MHFA booking spreadsheet. Course list and invoice tabs
Users: Finance Team, Instructors, MHFA Administrator
Reporting: None
Automations: None