> ## Documentation Index > Fetch the complete documentation index at: https://docs.cleverschool.systems/llms.txt > Use this file to discover all available pages before exploring further. # Risk Register > Tutorials & Practical Guides ## Practical Guides Step-by-step walkthroughs to help headteachers, school business managers, and risk owners operate the Risk Register module effectively. *** ### Guide 1: Adding a New Risk Item to the Register `Risk Register Managers` and `Administrators` can add new risk items directly from the main workspace: **1. Open the Risk Register** Navigate to **Risk Register** (`/risk/register`) in the main navigation sidebar. **2. Launch the Creation Dialogue** Click **New Risk Item** in the table header or the plus icon (**+**) in the top right of the table. **3. Define Risk Category & Description** * **Risk Area**: Select the appropriate category (e.g., *Financial Sustainability*, *Governance & Strategy*, *Premises & Estate*). * **Description**: Enter a clear, concise summary of the identified risk or vulnerability. * **Owner**: Select the responsible staff member from the dropdown of active `Risk Register Owners`. **4. Evaluate Inherent Risk (Before Controls)** Assess the initial threat level prior to applying mitigation measures: * **Likelihood before**: Choose from *Rare* (1), *Unlikely* (2), *Likely* (3), *Highly likely* (4), or *Extremely likely* (5). * **Impact before**: Choose from *Slight* (1), *Moderate* (2), *Significant* (3), *Severe* (4), or *Extreme* (5). * *The composite Level Before is automatically calculated and displayed.* **5. Select Strategic Response & Document Controls** * **Response**: Select your 4Ts strategy (*Treat*, *Tolerate*, *Transfer*, or *Terminate*). This defaults to *Treat*. * **Controls**: Enter concrete operational controls and procedural safeguards implemented to mitigate the risk. **6. Evaluate Residual Risk (After Controls)** Assess the reduced risk level achieved through active control measures: * **Likelihood after**: Select the revised likelihood rating. * **Impact after**: Select the revised impact rating. * *The composite Level After is automatically calculated.* **7. Add Governance Commentary & Save** * **Comment**: Enter any explanatory notes for governors or external auditors (e.g. noting recent changes in external factors, budget assumptions, or newly identified hazards). * Click **Save** to publish the risk item to the register. *** ### Guide 2: In-Place Editing, Scoring & Governance Notes `Risk Register Owners`, `Risk Register Managers`, and `Administrators` can update and fine-tune individual risks: **1. Open the Risk Item** From the main **Risk Register**, click on the risk description or select **View** from the right-hand action dropdown to open `/risk/item/{item}`. **2. Update Description, Controls, or Commentary** Click the edit pencil icon next to **Description**, **Controls**, or **Comment**. Amend the text in the modal dialogue and click **Save**. **3. Adjust Risk Scores** Select revised options directly from the colour-coded **Likelihood** or **Impact** dropdown menus for either *Risk before* or *Risk after*. The overall *Risk Level* recalculates immediately. **4. Update Response Type or Management Scope** Change the **Response** (*Treat*, *Tolerate*, *Transfer*, *Terminate*) or **Managed** scope (*School*, *Central*, *School & central*) from their respective dropdowns. Changes save automatically. > [!TIP] > > Keep the **Controls** field focused on active operational safeguards. Use the **Comment** field to explain why a score was adjusted, highlight upcoming milestones, or flag external dependencies for governors. *** ### Guide 3: Managing Risk Areas & Presentation Order `Risk Register Managers` can structure the register to mirror school leadership responsibilities: > [accordion] Creating a Custom Risk Area > > 1. Navigate to **Manage** > **Areas** (or `/risk/admin/areas`). > 2. Click **New Risk Area** in the top action bar. > 3. Enter the area name (e.g. *Educational Standards & Curriculum Delivery*). > 4. Select a default `Risk Register Owner` for the category. > 5. Save to add the new area to the register. > [accordion] Reordering Categories via Drag-and-Drop > > * In **Manage** > **Areas**, click and drag the handle icon on the left of any area row to reorder the layout. > * The order established in this view directly determines the presentation sequence in the main Risk Register and exported A3 PDF reports. > [accordion] Deleting or Archiving Risk Areas > > * An area can only be deleted if all risk items within it have been reassigned or archived. > * To retire an area and preserve historical records, select **Archive** from the row menu. *** ### Guide 4: Configuring the School Key Reference Code Every risk item receives a permanent code combining the school prefix and a three-digit sequential number (e.g. `SCH001`): **1. Navigate to Area Management** Go to **Manage** > **Areas** (`/risk/admin/areas`). **2. Open Key Configuration** Click the **Settings** icon near the top of the management page. **3. Enter Key Prefix** Enter your school's 2–4 letter abbreviation (e.g. `HOG` for Hogwarts, `OAK` for Oakridge Academy). **4. Save Configuration** Save your changes. The key prefix will automatically prepend all subsequent risk item IDs. *** ### Guide 5: Exporting & Printing A3 Landscape PDF Registers Generate publication-ready PDF documents for governing body meetings, trust audit committees, or external inspections: > [tab] Full School Risk Register (A3 PDF) > > 1. Navigate to the main **Risk Register** (`/risk/register`). > 2. Click the three-dots dropdown menu (**...**) in the breadcrumb header and select **Print**. > 3. The system instantly compiles and streams a clean, colour-coded **A3 Landscape PDF** report. > 4. The exported dossier includes school branding, key codes, category groupings, pre- and post-treatment matrix scores, full control measure descriptions, review dates, and governance comments. > [tab] Filtered PDF Export > > 1. In the main **Risk Register**, use the search bar or area filter to isolate specific categories (e.g., searching for *"Cyber"* or filtering by a specific risk area). > 2. Click **Print** to export a targeted PDF containing only the selected or filtered subset of risks. *** ### Guide 6: Reviewing Revision History & Audit Trails The module maintains an immutable, time-stamped record of all modifications to ensure complete governance transparency: **1. Open Risk Item History** * From the main **Risk Register**, select **History** from the row dropdown menu. * Alternatively, from an open risk item (`/risk/item/{item}`), click **History** in the top action menu. **2. Inspect Modification Details** Review the chronological log displaying: * The exact timestamp of the update. * The name of the user who made the change. * The specific attributes modified (e.g. *"Controls changed to..."*, *"'Likelihood after' changed to: Likely"*, *"'Level after' changed to: Moderate"*). *** ### Guide 7: Resolving Ghost Owner Alerts When staff members leave the school or transfer roles, their assigned risk items must be reassigned: **1. Review the Ghost Owner Alert** `Risk Register Managers` receive an automated weekly email notification listing any risk areas or risk items assigned to unverified, deactivated, or deleted user accounts. **2. Access the Risk Register** Log into the module and open **Risk Register** (`/risk/register`). **3. Reassign Individual or Bulk Items** * **Single Item**: Open the risk item and select a new active staff member from the **Owner** dropdown. * **Bulk Reassignment**: Select multiple items using the checkboxes, click the **Change Owners** action in the bulk action bar, select the new owner, and confirm. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.