1. The Area Prospectus and Application Process

2. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and responsibilities of all parties involved in delivering the Prospectus Demonstrate knowledge of administrative tasks involved in effective upkeep and delivery of the Prospectus from all user perspectives By the end of today’s session...

3. What is the Area Prospectus? Area-wide web-based prospectus Collates all pre and post-16 courses available for learners Response to the DCSF’s 14-19 Reform Plan Soon will have facility to apply for courses

4. What is the Area Prospectus? The DCSF’s comment A user friendly, fully searchable directory of education and training available in the area at entry level through to level 3 Information about course quality Information about progression routes from courses Details of how to get in touch with IAG practitioners who can offer support The opportunity to apply for courses online through the CAP From the 14-19 Prospectus and Common Application Process Action Plan May ‘09

5. Benefits of an Up-to-Date Prospectus

6. Benefits of an Up-To-Date Prospectus More information – more applicants Students more suited to courses offered Provider’s responsibility DCSF documents outlines Government requirement

7. Benefits of an Up-To-Date Prospectus DCSF documents outlines Governmental September Guarantee requirement – “[It is the responsibility of] Post 16 Schools, Colleges and Independent Training Providers to ensure that up-to- date details of their current offer are available through the area prospectus.” -DCSF September Guarantee Guidance 2008

8. What Is a Good Prospectus Entry? Includes extensive description of provider Lists any accreditations and awards Includes institution logo Lists all facilities offered through provider Provider Details

9. What Is a Good Prospectus Entry? Includes unique description Engages student with course Details of progression information Lists all venues that courses are offered through Course Details

10. Go to www.mycoursemyfuture.com/salfordwww.mycoursemyfuture.com/salford

11. Enabling learners to quickly and efficiently find courses that interest them Predictive text Dynamic input Learners can enter Course Name, Provider Name, Town or Career Area “Did you Mean?” facility suggests alternatives for misspellings Other suggested courses The Search facility

12. The Combination Search facility Enter a combination of courses The learner can enter a mixture up to 12 Search will result the providers offering the mix of courses the learner is interested in studying

13. The Search filters Allow for refining of searches according to learner’s preference Help text (hover over the icon) directs IAG explaining the various areas of the Prospectus.

14. The Search filters Location broadens to ‘All Prospectuses’ search to allow for simple cross-border provision Age Range – 14-16/16-19 Start date Search between 9 main types of qualification A / AS level, GCSE, Diploma etc Level – click ‘More About Levels’ for a detailed run down of levels (explored next page) Course type – quick access for key government agenda items Diplomas, Apprenticeships, Foundation Learning

15. ‘More About Levels’

16. Course details

17. Provider Administration

18. The Administration Homepage

20. Edit Details Screen

21. Selecting provider type

22. Edit Details Screen

23. Events and Open Days

24. Adding a New Event

26. Report a Missing Qualification

27. Reporting a Missing Qualification

29. The Reporting Suite

30. Data Accuracy Report Shows which of your courses are up to date. Will represent all courses not updated in a specified timeframe. Runs in Excel. Expiry Report Shows any QANs logged against courses that have expired Provision Report Shows your entire provision currently on the Prospectus Provider Details Report Will represent which details you are showing and which you are missing

31. The Reporting Suite Gap Analysis Report For large provisions – shows where you may have gaps in your provision in terms of level, subject etc QAN Check Report Shows how many of your courses do not have associated QANS User Activity Report Shows, across all users, last log-in time and last action User Report Shows all users Programmes Report Shows all programmes

32. Using the Course Editor to Add Courses and Edit Course Details

33. Courses, the Academic Year and Rollforwards Allows for courses to be entered into the following year and edited Learners see course information after LA roll-forward Prospectus should view courses starting in the following September for application purposes Local Authority controls which academic year prospectus is viewing Course details and academic year are unaffected by Local Authority roll-forward

34. The Administration Homepage

36. The Course List Edit Current Course - Edit Current Course – “View” View – Go to Course Editor Clone – Make an exact copy named “Clone of...” Delete – Remove the course from the Prospectus

37. The Course List Add – creates a new course Will be named by the text in the box. As a uniform method of entering names, input the course type (eg GCSE, AS, BTEC etc) first Click “Add” to enter the Course Editor

38. The Course Editor

48. Status – must be “Live” to see course on Prospectus. Review tool enabled. Programme Type – either “Apprenticeship”, “Diploma”, or “Other”. Contact Name – Required Field. Venue – must have at least one to be searchable on the Prospectus. Select “Whole Area” for Work Based Learning. Consortia administrators will have all venues at all providers selectable Partnership – Will allow other providers to add the course in their “Courses Offered Through Partners” section. Numbers – Predicted and current numbers for the course. Appliable – Select “Yes” to display text on the Prospectus that will inform learners of the ability to apply for this course online. “No” will remove this graphic.

49. Course Representation on the Prospectus Course Title What Will You Be Learning? – Description When? Who can do it? Qualifications – QCA Data and links Venue

50. The Review Tool All courses will be sent to LA for review before being made live Any courses that have been sent back by LA before publishing will contain comments as to which details to amend/add Once update is complete, send course back for publishing

51. Using the Course Editor to Roll Forward Courses

52. The Administration Homepage

53. The Course List Click “Copy Programmes/Courses to Academic Year 2009/10” Will ask which courses you wish to roll forward and which status to roll them forward to Press “Copy Programmes/Courses”

54. The Course List Click “Copy Programmes/Courses to Academic Year 2011/12” Will ask which courses you wish to roll forward and which status to roll them forward to Press “Copy Programmes/Courses”

55. Copying Forward Courses Click “Copy Programmes/Courses to Academic Year 2011/12” Will ask which courses you wish to roll forward and which status to roll them forward to Press “Copy Programmes/Courses”

56. Copying Forward Courses Click “Copy Programmes/Courses to Academic Year 2011/12” Will ask which courses you wish to roll forward and which status to roll them forward to Press “Copy Programmes/Courses”

57. Copying Forward Courses Click “Copy Programmes/Courses to Academic Year 2009/10” Will ask which courses you wish to roll forward and which status to roll them forward to Press “Copy Programmes/Courses”

58. Option Block Setup

63. Using the Import/Export Tool

64. The Import / Export tool

66. The Common Application Process

67. What is the Common Application Process? The facility to, via the Area Prospectus, apply for the courses available for learners across the area Enables associated practitioners (IAG leads, tutors, Connexions PAs, local authorities) visibility over the application process to allow for impartial IAG to be delivered to those students taking part

68. What is the Common Application Process? The DCSF’s comment One process through which all young people can apply for education and training opportunities so that they no longer have to navigate different applications process for different opportunities...to apply for education and training courses from entry level to level 3, namely: Apprenticeships Diploma General Qualifications (GCSEs and A Level) [Young people at risk of NEET] can be offered support and advice from specialist IAG professionals From the 14-19 Prospectus and Common Application Process Action Plan May ‘09

69. Sending Provider Process Learner uses online prospectus to select favourite courses and venues Learner completes online applications for the courses Students receive impartial advice and guidance Connexions PAs monitor the progress of applications Sending Provider checks report on who is and is not using the system at their institution Applications sent to post 16 Learning Providers Connexions PA’s can view individual applications that have been submitted Sending Provider generates reports showing number of applications sent by each student 1 2 3

70. Receiving Provider Process Result of application returned to student Receiving Provider views reports on applications Receiving Provider schedules appointments through system Connexions PAs assist learner to prepare for the interview. Application acknowledged to Learner Offer- conditional on set criteria Offer- unconditional on set criteria No Offer- Rejected with reasons Application received, checked and processed by Post 16 provider Optional:- Student attends interview with Provider 4 5 6

71. Final Stages Connexions PAs can review the application results from each learner. Sending Provider generates reports showing number of offers for each student Learner accepts or rejects offer. Connexions PAs advise student on options Offer made (conditional or unconditional) Offer- unconditional on set criteria No Offer made- Rejected with reasons Learner receives notification of result of application Review and Evaluation S-cool provides ongoing support to Broker Broker reviews: Success of process (Set in Audit) Provider/Learner Uptake Next steps September Guarantee reporting 7 8 9 10

72. The Learner’s Process

73. 1 Log on - Learner visits Area Prospectus 2 Register account with Area Prospectus 3 Search Prospectus for courses 4 Add favourites to “My Courses” 5 Use Unlock Code to log in to Application Process 6 Fill in “My Profile” 7 Apply for Courses 8 Track Applications and respond to offers/appointment invites The Learner’s Process

74. Visit Area Prospectus Step 1 - Logon

75. Step 2 – Register account with Area Prospectus Click ‘My Courses’

76. Step 2 – Register account with Area Prospectus First time – learner enters username, password and email address Subsequent visits: enter username and password to review saved courses and apply

77. Step 3 – Search for courses Use Prospectus to find courses Use Keyword, Combination, Subject and Provider search to effectively result learner’s most desired courses.

78. Step 4 – Add favourites to ‘My Courses’ Click ‘Add to My Courses’ on course details page Course will be saved to review later

79. Step 5 – Use Unlock Code to login to Application Process When learner has saved a favourite at a provider taking part in Application Process and enabled for receiving applications, the ‘Apply to this provider’ button will be visible from the ‘My Courses’ page. Click ‘My Profile’ to be prompted for the learner’s unlock code

80. Step 5 – Use Unlock Code to login to Application Process Learner only needs to enter unlock code once Logging into the Area Prospectus will also log into Application Process from now on Once unlocked your learner has access to all the Application Process facilities

81. Step 6 – Fill out ‘My Profile’ My Profile Allows learners to enter personal details, work experience, personal statement etc Details filled in here will populate application forms Learners can change their password from here Reference will appear at the base of the page if applied Learners should fill out “My Profile” before applying for courses to ensure details entered appear on application forms

82. abby.west@S-cool.co.ukSlide 82 My Courses Shows all courses saved as favourites in the Area Prospectus Allows learners to apply for any courses at providers enabled for Application Process “Search for more courses” will return the learner to the Prospectus to search for further courses Click ‘Apply to This Provider’ Step 7 - Apply

83. abby.west@S-cool.co.ukSlide 83 Using Application Process to apply

84. abby.west@S-cool.co.ukSlide 84 Using Application Process to apply

85. abby.west@S-cool.co.ukSlide 85 Using Application Process to apply

86. abby.west@S-cool.co.ukSlide 86 Using Application Process to apply

87. abby.west@S-cool.co.ukSlide 87 Using Application Process to apply

88. abby.west@S-cool.co.ukSlide 88 Step 8 – Track applications and respond to offers My Summary Provides a visual overview of the entire learner’s application process providing access to view: My Profile, where learners can alter their personal details, predicted grades etc My Courses, where learners can view their favourites saved from the Area Prospectus and apply for courses at providers taking part in Application Process My Appointments, to view any upcoming appointments My Offers, to view and respond to offers My Applications, to view, continue, withdraw and edit current applications

89. abby.west@S-cool.co.ukSlide 89 My Applications Provides a visual overview of the status of any applications in progress including Any saved, unsent applications Applications that have been sent Applications acknowledged by providers that are currently being processed Any withdrawn or declined applications with reasons displayed The option to continue with and send currently unsent applications, and withdraw any unsent or sent applications and provide a reason (applications received/acknowledged by the receiving provider cannot be withdrawn) Step 8 – Track applications and respond to offers

90. abby.west@S-cool.co.ukSlide 90 My Offers View any offers that have been proposed to the learner from their receiving providers including: The option to accept offers The ability to decline offers and to give reasons A visual overview of the offers process (Optional) The ability to order your offers by preference. This will be indicated to the receiving provider to aid provisioning and predicted numbers. Step 8 – Track applications and respond to offers

91. abby.west@S-cool.co.ukSlide 91 My Messages Learners can view any received messages Alerts – learners will receive an email to their email address entered within “My Profile” whenever They receive a new message Any of their applications changes status Learners can message any provider they currently have an active application to, their home provider or their Connexions PA Learners can “flag” messages for further attention with an Outlook-style inbox functionality layout Step 8 – Track applications and respond to offers

92. Unlock Codes Demo http://training-demo.futures4me.co.uk Visit URL above Register with the Area Prospectus and search for courses at Cattleman School Unlock codes available 1 Log on - Learner visits Area Prospectus 2 Register account with Area Prospectus 3 Search Prospectus for courses 4 Add favourites to “My Courses” 5 Use Unlock Code to log in to Application Process 6 Fill in “My Profile” 7 Apply for Courses 8 Track Applications and respond to offers/appointment invites

93. Administering Received Applications

94. Receiving Provider tasks overview Manage incoming applications Acknowledge Build Offers Invite to interview if applicable Send offers Enrol learner Review forwarded offers from consortium if applicable Report on applications and offers Manage users Message applicants and learners Export and import applications to synch with MI system

95. Receiving Provider’s suggested process

96. Acknowledging applications

97. Inform learner of receipt of application Acknowledge multiple applications at once Will set learner’s application to “Received” Send out message – either template or individual message

98. Managing Applications

99. After acknowledging the application the receiving provider can then process the individual applications either with the young person present or without.

100. Creating a draft offer Clicking ‘View’ takes user through to application management page for this learner Add courses to offer either by ‘Add to Offer’ or by choosing courses from Prospectus offer through ‘Add a course from this provider’ Can view application form Click ‘Decline’ to decline application and add reason View acknowledgement message that was sent

101. Creating a draft offer Click ‘Send offer to learner’ to begin sending offer

102. Sending and adding conditions to offers After clicking ‘Send offer to learner’ a provider can specify Conditional – with conditions – use either a template or free text Unconditional Click ‘Send offer’ Will progress learner’s application status to “Offered”

103. Creating multiple offers Once you have built a draft offer you will have the option to “Add New Offer” Build offer in same way to learner

104. Quick and Generic offers Allows for bulk offers to be made either by course or by level Can specify Conditional or Unconditional Use template or individual message to detail conditions and context of offer

105. Quick and Generic offers

108. Setting new appointments Click “Set New Appointment” on the Ladder Page for the learner’s application

109. Setting new appointments Or, from the homepage, click “ Set Appointments” to set new appointments in bulk if required

110. Setting new appointments

112. Setting new templates Click “Add a Conditional Offer/Application Acknowledgement Template”

113. Setting new templates Create message templates for Acknowledging applications Conditional offers

114. Messaging Can send messages to learners applying or studying at your provider Can message administrators at your provider Can message Local Authority Inbox allows flagging of messages for further attention

115. Messaging inbox Gives overview of received messages Allows creation of new messages Click the flag to highlight for further action

116. Messaging – Send New Message Search through administrators, learners at your provider or applicants to your provider

117. Enrolment Report on the attendance of learners for their first day of study in September Allows visibility over final destination of learners for September Guarantee reporting

118. Enrolment Report on the attendance of learners for their first day of study in September Allows visibility over final destination of learners for September Guarantee reporting

119. Reporting

120. Applications Made Report on those learners who have made 3 or more apps to follow up as necessary Courses See which of your courses have been applied, offered and enrolled Learner Offers View the offers that have been granted to the learners applying to your provider

121. Reporting Applications report Export applications received to.CSV format for reporting or MIS integration

122. User Management

123. User Management – creating a new user Use Provider user level role template by default when creating user Roles can be edited once user has been created Create specific users dependent on role

124. User Management: editing roles and permissions

125. Receiving Provider Administration Demo http://applicationprocessadmin-demo.s-cool.co.uk Visit URL above Log in using the details: Sending Provider : Username – cattlemanprovider Password – password Acknowledge and build and offer for your applicants Send a message to your learner Report on applications

126. Integrating with your MI system Exporting applications and importing offer/appointment information

127. Overview Enables download of application data into Excel format contained within a.zip file Specifying date range for applications for periodic download Excel file can then be saved as.CSV or.XML Allows for offline manipulation of applications (ie building offers and conditions within own MIS) and bulk addition of appointments via CSV spreadsheet Enables (using import template) import of edited offers and/or created appointments

128. Overview Providers can import offer information or appointment data or both Will alter status of learner’s application and inform of any appointments via their Application Process learner site Step 1: Download applications Step 2: Manage applications/ appointments within MI / offline Step 3: Import updated offer and appointment information into Application Process Process

129. Step 1: Downloading Application Data From “Reports”, use the “Applications Report”

130. Step 1: Downloading Application Data Specify application type Report on either internal, external or all applications Select report type Basic – contains “Personal Information”, learner name, learner home provider and courses applied for Full – contains all fields from application form(s) selected to report on

131. Step 1: Downloading Application Data Select report type Standard: Contains fields from application form for reporting purposes Enhanced: designed for use with your MIS system. Contains “Course Code” from your AWP setup, date created, application status Select form Select from the application forms used at your provider throughout the year. Use the “First App Sent” and “Last App Sent” to gauge which forms to report on

132. Step 1: Downloading Application Data Select dates Specify the timeframe within which you would like to report on applications received. Bear in mind that this date range will also be affected by the forms chosen in the previous step

133. Step 2: Working offline/Importing to MIS Import application data into Provider MIS Create offers/appointments for learners offline or within Provider MIS Provider MIS

134. Step 3: Importing Offers and Appointments

136. Download appropriate CAP Offer Import Template

137. Step 3: Importing Offers and Appointments - the Offer Template Populate offer template with data from MIS with required fields: Learner ID (from application download) First name of the learner Surname of the learner Offer type (either conditional or unconditional) Offer conditions (if applicable) Courses offered Can be course code from Prospectus or exact name Refer to manual for exact terms within fields

138. For multiple offers for one learner, create a new row per offer: Step 3: Importing Offers and Appointments - the Offer Template

139. Step 3: Importing Offers and Appointments - the Appointment Template Populate appointment template with data from MIS with required fields: Learner ID (from application download) Appointment date Appointment time Appointment contact (interviewer) Appointment location

140. Step 3: Importing Offers and Appointments

141. Step 3: Importing edited data Browse for the saved template with updated offer information

142. Step 3: Importing edited data Specify whether you wish to import offers or appointments

143. Step 3: Importing edited data Import the updated file

144. Step 3: Importing edited data Correct any validation errors within import spreadsheet

145. Import/Export tool important notes Certain offer states will be overwritten with each import completed If the learner has not accepted any offers they have previously received and they are included in the upload, the offers outlined in the current upload will replace them. Any offers that have been accepted will not be replaced by any additional offers for the learner included in the upload