The learner progress screen provides an overview of the key metrics for each learner, as well as links to the pages with more detailed information. The metrics shown will depend on the licences held by the institution, but the following sections can make up the page.

• Learner Details

• Support Needs - the color shown indicates if the user has needs

  • WAL For institutions with an IDP license this KPI can also show the number of days until the learner's IDP is due.

• Attendance

• Punctuality

• Timetable - displays the next timetabled event for that learner

• Enrolments - shows the number of active enrolments

• Exams - shows the number of upcoming exams for the learner.

• Markbook - shows the number of exams a learner has completed in the groups of :

  • Passed

  • Failed

  • Unmarked

• ILP- shows a bar chart of reviews and targets in the following states.

  • Open Review

  • In-Review

  • Overdue Review

  • Open Target

  • In-Review Target

  • Overdue Target

• Pastoral - shows the number of pastoral records for the learner.

• Learner Risk - shows a pie chart showing the number of risks linked to a learner, grouped by severity.

Tutors can select the Report an Absence option in the Learner section of the navigation pane to record a reason for absence on behalf of a learner.

To record an absence:

1. Do one of the following:

   • If the learner was absent for one day or part of one day, select the date that you were absent.

   • If the learner was absent for more than one full day, select the start and end dates.

     If the learner was absent for parts of days and then full days, record the partial day(s) and then the full day(s) separately.

     

2. select Next.

   • If you selected one date, the Is this absence for a whole or part of a day? screen is displayed, which also displays the learner's timetable for the selected day.

     

   • If you selected a start and end date, continue to step 4.

3. Select whether the learner's absence is for the full day or part of the day.

   If you clicked the Absent for part of the day button, enter the start and end times of the absence.

   

   The sessions that the learner will miss are highlighted in the right-hand panel.

   

4. select Next to display the Please select a reason screen.

   

5. Select a reason from the drop-down list.

   

   These can be defined in Absence Reasons reference data.

6. If you need to provide evidence of the learner's absence, do one of the following:

   • Drag and drop the file into the upload area

   • Select in the upload area to locate the relevant file

   

   The evidence is uploaded.

   If you accidentally uploaded the wrong file, you can select the Remove evidence button.

   

7. Select Next.

   A summary of the learner's absence is displayed, along with the learner's current attendance levels.

   

8. Select the Submit Absence button to confirm the absence.

   

Any evidence uploaded in conjunction with the absence report will be displayed on the Documents screen of a learner's record.

Select the Academic History option in the Learner section of the navigation pane to view the academic history and prior attainments for a learner.

This will display the Academic History page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Academic History page are described in the following table.

Select the Progressions option in the Learner section of the navigation pane to progress learners. See Submit eProgressions from a Learner Record for more information.

Select the Medical option in the Learner section of the navigation pane to view health conditions for a learner.

This will display the Learner Medical page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Medical page are described in the following table.

Select the Evidence option in the Learner section of the navigation pane to view documents for a learner.

This will display the Learner Evidence page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Evidence page are described in the following table.

Select the Enquiries option in the Learner section of the navigation pane to view enquiries for a learner.

This will display the Learner Enquiries page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Enquiries page are described in the following table.

Details the Learner's attainments. For example, A Level results from UCAS, Smart IA assessments from CENTURY, and so on.

The fields are as follows:

• Attainment Type such as Initial Assessment.
• Description of the attainment, such as English Key Skills.
• Predicted Grade to be achieved by the learner for the attainment, such as Pass.
• Grade achieved by the learner for the attainment, such as Merit.
• Year Achieved such as 2024.
• Date Awarded such as 24/10/2024
• Gained Here defines whether the attainment was achieved at the institution.

Select the Applications option in the Learner section of the navigation pane to view applications for a learner.

This will display the Learner Applications page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Applications page are described in the following table.

You can view the details of an application by clicking the View Details option beside the required application. You can also withdraw an application, such as when an application has been made in error, by selecting Withdraw Application or create a new application.

This displays the Application Overview page which includes details submitted by the learner for the selected application.

From this page, you can update progress codes for an application by selecting a new progress code in the Progress Code field and clicking the Update Progress button.

The Progress Code field and Update Progress button will only be available for users who have the relevant custom roles associated with the progress codes and are associated with the course.

Select the Interviews option in the Learner section of the navigation pane to view interviews for a learner.

This will display the Learner Interviews page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Interviews page are described in the following table.

Select the link in the Description column to view further details. You can then update the interview status and enter notes relating to the interview, and then select the Update Interview button to save the changes.

Select the Offers option in the Learner section of the navigation pane to view application offers for a learner.

This will display the Learner Offers page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Offers page are described in the following table.

Details the CENTURY account integration as follows:

Sync

Details the account details used to create a CENTURY account as follows:

• Personal details, such as First Name, Last Name, Date of Birth, and Sex.
• ULN (unique learner number), such as 1077310500.
• College Email Address, such as bernard.abbott@hesslewoodcollege.ac.uk.
• Has CENTURY Account, that is Yes or No.

Initial Assesments

Details the initial assignments retrieved from CENTURY as follows:

• Description of the assessment, such as English Key Skills.
• Result of the assessment, such as Passed.
• Date Achieved, such as 20/09/2024.

The actions you can perform depend on whether the CENTURY account has been created as follows:

CENTURY account has not been created

If a CENTURY account has not been created you can do the following:

• Create a CENTURY account: go to Activity and then select Create a CENTURY account.
• Optionally, select the cohort: go to Cohort (optional) and select the required cohort.
• Optionally select the class: go to Class (optional) and select the required class.
• Submit the details to create a CENTURY account.

CENTURY account created

If a CENTURY account has been created you can do the following:

• Retrieve learner's Smart IA data: go to Activity and then select Retrieve learner's Smart IA data.

You must refresh the page to see if the action has been performed. Note that the actions use workflows and may not run instantly if the workflow server is busy.

Select the Enrolments option in the Learner section of the navigation pane to view enrolments for a learner.

This will display the Learner Enrolments page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Enrolments page are described in the following table.

Select the Fees option in the Learner section of the navigation pane to view fees for a learner.

This will display the Learner Fees page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Fees page are described in the following table.

You can also view receipts that are associated with fees in the Receipts section, and the balance of all fees and receipts in the Balance section.

Select the Attendance option in the Learner section of the navigation pane to view attendance information for a learner.

This will display the Learner Attendance page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Attendance page are described in the following table.

The individual slots for each register event are displayed on the right-hand side of the Learner Attendance page.

Select the Timetable option in the Learner section of the navigation pane to view timetable information for a learner.

This will display the Learner Timetable page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Timetable page are described in the following table.

Select the Communications option in the Learner section of the navigation pane to view communications for a learner.

This will display the Learner Communications page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Communications page are described in the following table.

Select the International option in the Learner section of the navigation pane to view international details for a learner.

This will display the Learner International page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

This page displays the following sub-tabs which contain international records, with the Passport sub-tab displayed by default:

• Passport - displays passport details for international learners

• Visa - displays visa details for international learners

• Agents - displays which agent is involved with a learner application

• Insurance - displays details regarding the travel and medical insurance for international learners

• Accommodation Providers - displays details regarding the accommodation providers that international learners are using

• Arrival Details - displays details regarding the travel arrangements for international learners

• Orientation Details - displays details regarding the orientation meetings/sessions for international learners

The Upload Photo screen allows you to add a photo to a learners details page. You can either upload a photo stored on your computer or you can take a photo using a connected HTML5 web camera.

Your institution must have an active DocumentUpload licence to use this. If you attempt to upload an image without the required license you get an error following your upload attempt

1. Select Upload Photo from the left-hand navigation menu.

2. To upload an image file:

   1. Select Choose file.

   2. Find the image you want to upload and select Open.

   3. Use the image tools to edit the image as you need.

      

   4. Select Save to add the image to the learner's details page.

3. To take a photo with a connected web camera:

   1. Select START CAMERA. This shows a live image from your camera just below the buttons.

      

      Depending on your web browser's settings you may need to give permission for ontrack to access your camera.

   2. When the learner is in permission select TAKE PHOTO. If the photo is not suitable, press TAKE PHOTO again to replace the previous image.

   3. Select STOP CAMERA to turn off the live image from the camera.

   4. Use the image tools to edit the image as you need.

      

   5. Select Save to add the image to the learner's details page.

Select the Aims option in the Learner section of the navigation pane to view the learning aims for a learner.

This will display the Learner Aims page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Aims page are described in the following table.

Select the Support Needs option in the Learner section of the navigation pane to view support needs for a learner.

This will display the Learner Support Needs page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Support Needs page are described in the following table.

Select the Contacts option in the Learner section of the navigation pane to view contacts. For example, parents, carers, emergency contacts, assessors and so on. You can also send SMS or Email communications to the contact.

This will display the Learner Contacts page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Contacts page are described in the following table.

Select the Exams option in the Learner section of the navigation pane to view exams for a learner.

This will display the Learner Exams page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Exams page are described in the following table.

Select the Destinations option in the Learner section of the navigation pane to view destination and progression data for a learner.

This will display the Learner Destinations page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Destinations page are described in the following table.

From the Learner Destinations page, you can:

• Add destination records by clicking the Add button below the grid and entering the required details, and then clicking the Submit button to confirm the new record

• Delete destination records by selecting the required record, and then clicking the Remove button below the grid.

Select the Employment option in the Learner section of the navigation pane to view employment details for a learner.

This will display the Learner Employment page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner Employment page are described in the following table.

Select the ILR option in the Learner section of the navigation pane to view ILR details for a learner.

This will display the Learner ILR page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner ILR page are described in the following table.

Select the LLWR option in the Learner section of the navigation pane to view LLWR details for a learner.

This will display the LLWR Learner Details page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the Learner LLWR Details page are described in the following table.

The fields in the Learning Programmes section are described in the following table.

Select the Registers option in the Learner section of the navigation pane to view Events details for a learner.

This will display the Learner Attendance page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

Select the Events option in the Learner section of the navigation pane to view Events details for a learner.

This will display the Learner Timetable page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

Select the drop-down arrow on the relevant event to display its type, week pattern, staff, courses and rooms.

Select the SDR Learner option in the Learner section of the navigation pane to view SDR details for a learner.

This will display the SDR Learner Details page for the selected learner.

You can export the data in the grid by selecting the required file type displayed in the Export options.

The fields on the SDR Learner Details page are described in the following table.

You can view the SDR details of an enrolment by clicking the link in the Course Code column for the required course.

This displays the Enrolment SDR Details page which includes SDR details for the selected enrolment.