Ontrack Hub Concierge - Applications

Staff can use the new Concierge feature to search for existing applications and learners, create a new application on behalf of a learner, invite applicants to create a learner account and create applications for a learner.

New institution settings for Concierge let you customise the following:

• Concierge menu label - Default: Concierge

• Concierge page title - Default: Ontrack Concierge

• Welcome message heading - Default: Welcome to Ontrack Concierge

• Welcome message text - Default: Please use the following search options to find an application.

Required roles for using Concierge:

• Manage Applications to have an access to the application-related functions.

• Manage Concierge to have an access to the page.

Concierge

Find Applications

Find Learners

Concierge Institution Settings

Ontrack Hub Concierge - Create Application Flow

Staff can now apply for a course on behalf of a learner by completing an Application Form.

Details required for each page of the application form are summarised below:

• Personal Details: Enter the learner's account details, contact information, and address.

• Further Details: Enter information on the learner's equal opportunities and support needs.

• Qualifications: View and enter the learner's qualifications to support the application.

• Evidence: Upload supporting evidence.

• Data Protection: Indicate the learner's consent for data use.

• Review and Submit: Review and confirm that the information entered is correct before submitting the learner's application.

After the application form is submitted, an Application Confirmation page confirms successful submission.

Create Applications

Ontrack Manager - Permissions

Staff can now use the new Permissions feature to view and edit the pages that specific primary roles have permissions to in ebs: ontrack Hub. Filters allow staff to show or hide context-link screens, report-link screens, and any screens set to 'access denied' for the selected role.

To use the Permissions feature, staff must have the Manage Ontrack Permissions role.

Permissions

Ontrack Manager - Sitemap

Staff and learners can also use the new Sitemap feature to navigate to pages they have permissions to use.

Administrators can add custom pages to the sitemap using the new Visible in Sitemap option on the Page Layout Details page in Designer.

Sitemap

ontrack Designer Screen

New Markbook verification screen

A new Markbook Verification screen is available alongside the existing screen in the left-hand menu by selecting Markbook Verification (NEW).

The new screen replicates the functionality of the existing screen in a redesigned grid with improved performance and includes several additional enhancements. Like the existing screen, the new Markbook Verification page is available to any staff member with the Exams Synchronisation role for a course.

Note that some new features, such as releasing verified results and recording sampled units must be enabled in Institution Settings.

Markbook Verification (New)

Markbook Institution Settings

Ability to show all targets open and complete in ILP review headers

As an ILP administrator, when creating a header definition in ILP Admin for inclusion in a review, two additional options are available:

• All Targets (excluding learner targets) Open

• All Targets (excluding learner targets) Complete

These new options can be selected alongside or instead of the existing ILP Targets Open and ILP Targets Complete options. ILP Targets Open and ILP Targets Complete provide a count of the targets linked to the current ILP being viewed.

The new All Targets (excluding learner targets) Open and All Targets (excluding learner targets) Complete options provide a count of targets for the current learner across all ILPs, as well as all targets for the current learner that have been created by staff.

Headers

Abandon all option added to ILP Tutor Abandon ILPs page

Staff can now abandon an ILP in ILP Tutor. Selecting Abandon this ILP allows a tutor to abandon all learner reviews and targets for the selected ILP, instead of having to select each one individually.

When the ILP is confirmed as abandoned, all learner reviews and targets are marked as abandoned, and the ILPs for each learner are closed. A workflow runs overnight to close learner ILPs that have passed their end date. Once all learner ILPs are closed, the ILP is no longer displayed on the ILP Tutor homepage. However, closed ILPs for specific learners can still be viewed from Learner Search.

Abandon ILPs as a Tutor

Comments tab in ILP Targets displays message instead of blank screen when no comments exist for that target

In ILP Manager or ILP Tutor, if the current staff member has read access to a target that has no comments, a No comments message will now be displayed instead of a blank screen.

Not applicable

Files tab in ILP Targets and Reviews displays message instead of blank screen when no files have been uploaded

As a staff member or learner using the ILP application, if a target or review has no uploaded files and is read-only, a No files currently uploaded message will be displayed instead of a blank screen.

Not applicable

When viewing an ILP Target, the overview tab now includes a count of the number of comments associated with the target

When viewing an ILP Target as a tutor or learner, the target footer containing the Overview, Comments, and Files tabs now includes a count of comments associated with the target. This allows the tutor or learner to see if any comments are present without opening the Comments tab. For example, Comments (4) indicates that the target has four comments.

Not applicable

New setting to specify the preferred email contact type for learners for safeguarding notifications

Institutions can now specify the preferred type of contact email for a learner when sending email notifications for safeguarding records.

In ebs central, when viewing the safeguarding institution settings, a new Learner email address preference setting has been added.

The following options are available for selection, with the default value set to College email only:

• College Email only: When selected, safeguarding notifications will always use a learner's college email. If no college email is set, the learner will not receive any notifications.

• College Email, Personal Email if blank: When selected, notifications will use the learner's college email if populated. If no college email has been set, the notification will be sent to the learner's personal email.

• College Email and Personal Email: When selected, duplicate notification emails will be sent to both the learner's college and personal email if both are populated. If only one is populated, an email will be sent to that address.

• Personal Email only: When selected, safeguarding notifications will always use a learner's personal email. If no personal email is set, the learner will not receive any notifications.

• Personal Email, College Email if blank: When selected, notifications will use the learner's personal email if populated. If no personal email has been set, the notification will be sent to the learner's college email.

Safeguarding Institution Settings

Raising a safeguarding record for withdrawn, transferred or non-starter learners

As a tutor in the Safeguarding application, when raising a record, you can now include withdrawn, transferred, or non-starter learners by selecting one or more toggles in the learner search.

When completing a course search to select learners for raising a record, the learner selection grid will now indicate which learners are applicants for that course. A new toggle at the top of the screen allows staff to exclude applicants from the search results.

Add a Record

Show List of Staff Recipients When Raising a Safeguarding Record, Risk or Note

As a tutor in the Safeguarding application, when raising a record, note, or risk, you can now view the list of staff to whom the record will be sent before submitting.

If a record is being created for a single learner and any of the Send to course staff toggles are selected, a link to View learner staff will be displayed.

When creating a record for a form that includes distribution lists, a new link will appear, allowing the user to view the distribution list staff.

Add a Record

Link to learner details added when viewing safeguarding record, note or risk

Tutors can now select View learner details under a learner's photograph when viewing a safeguarding record, risk, or note for the learner. Selecting View learner details opens the learner details page in a new browser tab.

Not applicable

Learner Attainments: New page in Ontrack Staff Hub

Learner attainments, such as Smart IA assessments from CENTURY, can now be viewed in ebs: ontrack Hub. Staff members will require the View Attainments role to access the screen and data.

Learner Links Pane

Mark Register: Candidate Number in Ontrack Mark Register page.

In the Mark Register page of ebs: ontrack Hub, users can now see the Candidate Number column only when Event Type = E. This field is read-only and sorted in ascending order by default. The values displayed in this column depend on the board type used.

Manage eRegisters

Absence Reporting: Ability to submit a planned absence but not mark the register

When either a learner or tutor submits a planned absence for a learner using the Report a planned absence screen, a register mark is automatically created for that learner on the day of the absence based on the entered absence reason.

You can now specify types of register slots that should not automatically update when a planned absence is submitted, using a new flag that can be set or cleared in the Register event types reference data.

Within the register event types, a new Update Register with Planned Absence checkbox column has been added. When this is checked, planned absences will automatically update these types of register slots. If it is not checked, any register slots using this event type will not be automatically updated from learner planned absences.

Event Types

Learner Interviews: Interview Details

In the Learner Interviews page, the cancel button has been removed and transferred to the new Learner Interview Details page. The new page can be accessed through the description link on the Learner Interviews page.

Interviews

IDP WAL: Added fields in Capacity Issues & Additional Learning Needs / Other changes in labels

Changes and additions to the IDP module are detailed below:

Section 1A - IDP Capacity

IDP Capacity has been renamed to Capacity Issues, which is still a drop-down with Yes or No options. The screen now includes an optional field, Capacity Issue Details, which is enabled when Yes is selected.

Section 2A - Additional Learning Needs

ALN now has an optional field, Description.

Create an IDP

Ontrack Institution Settings: New HTML Sanitizer properties

We have introduced additional institution settings for ontrack, which can be found in Institution Settings > Ontrack. These settings allow you to add custom items deemed safe, in addition to those included in the default ontrack HTML sanitization feature. Note that all other items will be stripped.

The new settings are as follows:

• HTML Sanitization allowed attributes (default value: class)

• HTML Sanitization allowed at-rules

• HTML Sanitization allowed classes

• HTML Sanitization allowed cssprop

• HTML Sanitization allowed schemes (default value: mailto)

• HTML Sanitization allowed tags

Ontrack Institution Settings

My Registers: FIlter options in Mark column shows the default options and redirects to new page for Mark Exam register

A new page for Mark Exam Register has been created. This page displays the following default options for reporting attendance:

• Default positive

• Default negative

• Default late

Not applicable

Ontrack Security: Restrict the input of URLs and email content in the Forename, Middle Name, and Surname fields in UserRegistration in ebs: ontrack Learner Hub

To improve security in ebs: ontrack Learner Hub, the characters that can be entered into the forename, middle name, and surname fields have been restricted.

Not applicable

Ontrack Security: ontrack About popup screen content change

To improve security, the popup screen displayed in ontrack when selecting the About option has been altered to restrict sensitive product information for users who do not have the Screen Configuration (SCREENCONFIG) role.

Not applicable