Drop-down and Multiple Choice Options
You can record a lot of information Notes or other text fields. But if you want to search, filter, or get a count on reports,
your choices need to be in one of the drop-down or multiple choice areas.
Here are the current choices we’ve entered for you. You may want to change some of these, but refer to the notes for
special instructions.
Funders
Current choices
Notes
A note about funders: You do not need to add DCF or SAVS to the funders list. DCF and SAVS ask you to report clients
based on victimization (DV, SA, Dual) regardless of funding source.
Funder
HUD
Changes will be reflected in several areas where
Multiple Funders
this field appears.
Other
Do not change spelling for VOCA, SASP, STOP or
SASP
HUD. Otherwise add or remove funders that you
STOP
use for reporting.
VOCA
No need to add DCF or SAVS (see above note).
Advocate/Staff/Volunteers
The list of staff and volunteers comes from the database User list, but you don’t have to allow all users access to the
database if only want their names in the drop down or multiple choice lists. You can also remove users if you no
longer want them in the options – their names will not be removed from wherever they have been entered. See
separate instructions for Users.
Client Fields
Primary Program
Primary Referral Source
Other
demographics/characteristics
Current choices
Emergency shelter
Nonresidential victim services
Offender Treatment
Transitional housing
DV/SA Program or hotline
Friend/family
Government agency
Law enforcement
Medical/mental health
Other agency
Religious organization
School
Self - materials, media or event
Unknown
Deaf/deaf
Hard of hearing
Immigrant/Refugee/Asylum
seeker
Notes
Same field appears in Clients, Children, Activities,
Case Notes and Waiting List.
Add or remove choices to reflect your agency’s
programs.
Same choices appear for Clients, Children and
Calls. If you are using HMIS/HUD entries for HUD
reporting, there is a separate place for this
information, so you can add, edit or remove any
of the choices here as you wish.
Don’t change the existing choices, but you can
add other client information here you wish to
record and report on. If it is just for a single client
reference you may wish to use the Notes field to
keep this list from getting too cluttered.
Primary Language
Highest Education Completed
(Adult screen only)
Custody (Child screen only)
Hotline Calls
Call Reasons
Referral Destinations
Primary Referral Source
English
Spanish
Hmong
Russian
American Sign Language
Other (not English)
6th Grade
GED
Some college
Bachelors
Post-secondary
Mother
Father
Grandmother
Grandfather
Joint
Other
Leave existing choices for DCF. Anything other
than English or the choices at the left will count
as “Other” for DCF. You can add a language if it is
common at your program. Otherwise type it into
“Other Language.”
Current choices
Safety concerns
Concerned for a friend
Sexual assault services
Fleeing abuser
Information about services
Basic Needs
DV Shelter
Employment
Government Agency
Health/Medical
Homeless Shelter
Legal
Mental Health
Non-Governmental Human
Services
United Way
Homeless shelter
DV/SA Program or hotline
Friend/family
Government agency
Law enforcement
Medical/mental health
Other agency
Religious organization
School
Self - materials, media or event
Unknown
Notes
Add or remove as you wish, for any items you’d
like to report on or count in addition to the
limited choices in Primary Call type.
Change as you wish.
Change as you wish.
Same field is used in Referrals tab.
Add or remove as you wish; you can use this for
specific destinations if you want, or keep it
general and use Notes for specifics. If you report
to VAWA/STOP, make sure you will be able to tell
where the items in your list count in the STOP
categories.
Same choices appear for Clients, Children and
Calls. If you are using HMIS/HUD entries for HUD
reporting, there is a separate place for this
information, so you can add, edit or remove any
of the choices here as you wish.
Intakes
Assault Location Type
Current choices
College/University campus
Medical/mental health facility
Military
Offender's home
Other
Prison/Jail/Corrections (PREA)
School
Shelter
Victim's home
Work
Cyberstalking
Dating Violence
Domestic Violence
Elder Abuse
Family Violence
Financial Abuse
Intimate Partner Violence
Online reputation
Sexual Assault
Stalking
Strangulation
Threatened with gun
Threatened with other weapon
Trafficking - labor
Trafficking - sex
Notes
Add or remove as you wish, but know that
WCASA is interested in Prison/Jail/Corrections
and College/University campus data for sexual
assaults.
Activities
Service Site
(also in Hotline Calls)
Current choices
Main office
Main shelter
Outreach office
Other
Category/Service
Refer to the Master services list
and separate instructions for
customizing this list.
Notes
Add or remove to reflect your service sites. To
keep the list manageable, think about using it
only for outreach offices or other locations
where you commonly see clients and wish to
report on. You can type other locations in the
Service Site Detail field.
BE CAREFUL. Services in many of the categories
are mapped to DCF, SAVS, VOCA, STOP, SASP and
HUD reports so shouldn’t be changed. Refer to
the Master Services list to see how each service
is counted on these reports.
You can add services to the “Other: Not required
by state/federal grants” if they don’t overlap any
of the services in the Master services list.
This field is optional; decide whether you want to
use it at your agency.
 Add or remove as you wish. You can use this
field as a supplement to the fixed Service
All Victimizations
Agency Service
Keep Stalking, Trafficking – labor and Trafficking sex, but add or remove anything else as you
wish.


Stays
Stay type
Current choices
Emergency shelter
Hotel/motel voucher
Transitional housing
Home stay
Notes
Add or remove to reflect your agency’s
housing/shelter programs. STOP asks for
Emergency Shelter vs. Transitional Housing. If
you are using HMIS/HUD entries to report to
HUD, there is a separate field to distinguish
shelter and TLP.
Add or remove as you wish. (HUD has its own
fields for exiting clients).
Current choices
Activity
Call
Intake
Stay
General
Notes
Add, change or remove as you wish.
Reason for termination
Case Notes
Type of Case Note
field if you have your own definitions, or if
you want to be more specific.
You can use this field instead of the
Category/Service list if you don’t need to
generate the custom reports for DCF, SAVS,
VOCA, STOP, SASP or HUD. If you are happy
with the fixed list of services you can hide
this field.
If you have converted data from Alice, this
field may show your existing Service Names
and Categories.
Program Type
Same field appears in Clients, Children, Activities
and Waiting List.
Billing Information
Transaction Type
Current choices
Batterer Program Intake Fee
Batterer Program Session Fee
Batterer Program Re-entry Fee
Payment
Notes
Add or remove items as needed for anything you
might want a client to pay. You can hide the
entire tab if you never bill clients.
Events
Audience
Current choices
Mrs. Smith’s 7th grade class
Rotary club
Notes
Add or remove choices as you wish. This can be
done on the fly by any staff user and is used
mainly to track repeat audiences. If you want to
define a set of options and not allow staff to
enter new audiences, contact Osnium to make
the choices editable only by agency
administrators.
Demographics
Race, ethnicity, gender and age
ranges
You can add, remove or change these options as
needed for your reporting. Note that the choices
will show up alphabetically, and numbers sort by
digit (anything that starts with “1” together, etc.)
Outcomes
Batterer completed program
Batterer terminated without
completing
Increased financial stability
Stable housing
Batterer re-entered after
termination
Add or remove as you wish, depending on what
your agency tracks. These are just samples. (Note
that VAWA data on served/not served/partially
served comes from activities, not from here)
Volunteer Time
Type of Activity
Current choices
Childcare
Fundraising
Clerical
Hotline
Direct client services (intern)
Public Education
Intern
Community Service
Other
Notes
Add or remove as you wish, depending on what
your agency tracks. These are just samples.
Volunteer Type
Donations
Donation type
Campaign or Source
How often to contact
Court Advocacy
Add or remove as you wish, depending on what
your agency tracks. These are just samples.
Donations function is somewhat limited; there is not a separate donor list so you
need to enter donor contact information each time if you mail out thank-you’s or
requests based on the most recent donation record.
Cash
Add or remove as you wish.
In-kind
Spring Fund Raiser 2014
Just an example; add or remove as you have
campaigns; you probably want to add “General
Donation”
Monthly
Add or remove as you wish.
Annually
Twice a year
Special events only
All choices in the Court Advocacy section can be changed. But if you are reporting
restraining orders to STOP, be sure to keep the RO Victim Type choices, and TRO
and Injunction outcomes.