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The Area Prospectus and Application Process
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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...
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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
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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 CommonApplication Process Action Plan May ‘09
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Benefits of an Up-to-Date Prospectus
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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
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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
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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
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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
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Go to www.mycoursemyfuture.com/salford
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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
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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
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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.
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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
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‘More About Levels’
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Course details
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Provider Administration
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The Administration Homepage
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The Administration Homepage
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Edit Details Screen
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Selecting provider type
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Edit Details Screen
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Events and Open Days
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Adding a New Event
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Adding a New Event
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Report a Missing Qualification
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Reporting a Missing Qualification
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Reporting a Missing Qualification
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The Reporting Suite
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The Reporting Suite
Data Accuracy ReportShows which of your courses are up to date. Will represent all courses not updated in a specifiedtimeframe.Runs in Excel.
Expiry ReportShows any QANs logged against courses that have expired
Provision ReportShows your entire provision currently on the Prospectus
Provider Details ReportWill represent which details you are showing and which you are missing
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The Reporting Suite
Gap Analysis ReportFor large provisions – shows where you may have gaps in your provision in terms of level, subject etc
QAN Check ReportShows how many of your courses do not have associated QANS
User Activity ReportShows, across all users, last log-in time and last action
User ReportShows all users
Programmes ReportShows all programmes
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Using the Course Editor to Add Courses and Edit Course Details
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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
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The Administration Homepage
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The Administration Homepage
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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 coursefrom the Prospectus
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The Course List
Add – creates a new course
Will be named by the text inthe box.
As a uniform method of entering names, input the course type (eg GCSE, AS, BTEC etc) first
Click “Add” to enter the CourseEditor
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The Course Editor
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The Course Editor
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The Course Editor
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The Course Editor
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•Status – must be “Live” to see course on Prospectus. Review toolenabled.
•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.
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Course Representation on the Prospectus
Course Title
What Will You Be Learning? –
Description
When?
Who can do it?
Qualifications – QCA Data and links
Venue
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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
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Using the Course Editor to Roll Forward Courses
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The Administration Homepage
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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”
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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”
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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”
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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”
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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”
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Option Block Setup
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Option Block Setup
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Option Block Setup
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Option Block Setup
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Option Block Setup
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Using the Import/Export Tool
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The Import / Export tool
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The Common Application Process
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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
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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 CommonApplication Process Action Plan May ‘09
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Sending Provider ProcessLearner 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
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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
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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)
No Offer made- Rejected with reasons
Learner receives notification of result of application
Review and EvaluationS-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
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The Learner’s Process
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The Learner’s Process
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• Visit Area Prospectus
Step 1 - Logon
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Step 2 – Register account with Area Prospectus
• Click ‘My Courses’
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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
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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.
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Step 4 – Add favourites to ‘My Courses’
• Click ‘Add to My Courses’ on course details page• Course will be saved to review later
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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
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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
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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
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[email protected] Slide 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
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[email protected] Slide 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
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[email protected] Slide 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
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[email protected] Slide 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
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[email protected] Slide 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
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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
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Administering Received Applications
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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
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Receiving Provider’s suggested process
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Acknowledging applications
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Acknowledging applications 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
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Managing Applications
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Managing Applications
After acknowledging the application the receiving provider
can then process the individual applications either with the
young person present or without.
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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
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Creating a draft offer
Click ‘Send offer to learner’ to
begin sending offer
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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”
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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
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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
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Quick and Generic offers
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Quick and Generic offers
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Quick and Generic offers
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Setting new appointments
Click “Set New Appointment” on the Ladder Page for the learner’s application
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Setting new appointments
Or, from the homepage, click “ Set Appointments”
to set new appointments in bulk if required
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Setting new appointments
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Setting new appointments
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Setting new templates
Click “Add a Conditional Offer/Application Acknowledgement Template”
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Setting new templates
Create message templates for
Acknowledging applications
Conditional offers
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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
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Messaging inbox
Gives overview of received messages
Allows creation of new messages
Click the flag to highlight for further action
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Messaging – Send New Message
Search through administrators, learners at your provider or applicants to your
provider
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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
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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
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Reporting
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Reporting
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
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Reporting
Applications report
Export applications received
to .CSV format for reporting or MIS
integration
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User Management
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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
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User Management: editing roles and permissions
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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
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Integrating with your MI systemExporting applications and importing offer/appointment
information
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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
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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
Process
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Step 1: Downloading Application Data
From “Reports”, use the “Applications Report”
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Step 1: Downloading Application DataSpecify 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
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Step 1: Downloading Application DataSelect 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
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Step 1: Downloading Application DataSelect 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
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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
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Step 3: Importing Offers and Appointments
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Step 3: Importing Offers and Appointments
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Step 3: Importing Offers and Appointments
Download appropriate CAP Offer Import Template
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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
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For multiple offers for one learner, create a new row per offer:
Step 3: Importing Offers and Appointments- the Offer Template
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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
![Page 140: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/140.jpg)
Step 3: Importing Offers and Appointments
![Page 141: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/141.jpg)
Step 3: Importing edited data
Browse for the saved template with updated offer information
![Page 142: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/142.jpg)
Step 3: Importing edited data
Specify whether you wish to import offers or appointments
![Page 143: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/143.jpg)
Step 3: Importing edited data
Import the updated file
![Page 144: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/144.jpg)
Step 3: Importing edited data
Correct any validation errors within import spreadsheet
![Page 145: The Area Prospectus and Application Process. Session Objectives Understand the relevance and importance of the Area Prospectus Understand all roles and](https://reader038.vdocuments.us/reader038/viewer/2022110404/56649e8e5503460f94b91b05/html5/thumbnails/145.jpg)
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