16 PLUS LEARNING CHOICES OFFER RECORDING

MARKSHEETS – USER GUIDELINES

Laura Paterson – Fife Council. Edited - 02/04/2013

16Plus Learning Choices Marksheets

Scottish government are requesting that all schools record 16+ offers within the school MIS – e1 – the way we do this is through marksheets. Purpose is to make sharing of information more systematic using the National Datahub. Pupil details will be shared with SDS which should assist with the SLDR process. The 16Plus Learning Choices Marksheet is used to support the identification, monitoring and recording of the intentions and destination offer for young people leaving school and therefore applies to the whole of the senior phase of education. The marksheet is assigned for specific users (e.g. teachers) who will be able to log in remotely and enter the required data. It is vital that all 16+marksheet information is recorded within E1 as this data is shared with SDS who are the lead agency in measuring and collating destinations data. The information entered into each school marksheet will be uploaded by the 16Plus Learning Choices Support Team, into the National Datahub fortnightly. Reports, available on request, from the datahub are indicated in Appendix 4.

Marksheet Location

A ‘16Plus Learning Choices’ marksheet will be available, which schools can use to filter pupils as required (please read next section). A pre-filtered marksheet may also be available for use, which will focus on pupils according to their statutory leave date. Select the required marksheet by clicking on the marksheet name, then click on Record or View Results (depending on access rights given) located at bottom right of screen when marksheet is selected.

Click Marksheet

Shortcut

Click on + sign on 16+ Learning Choices folder then SDS Data Hub

Folder. Select required marksheet

16Plus Learning Choices Marksheet

If you select a pre-filtered marksheet, you will be taken directly to a customised pupil list. If you select the‘16Plus Learning Choices’ marksheet, you will be presented with the Pupil Search screen where you can filter by class, year group, house etc. 16Plus Learning Choices Marksheet - Click on Marksheet shortcut on e1 homepage, and click on ‘+’ sign in 16Plus Learning Choices Folder and SDS Datahub Folder. Click on ‘16Plus Learning Choices Marksheet’. Click on View/Record Results, the pupil search screen will appear. The search facility on e1 is very powerful. It can be used as a very basic search or a very specified search. Click on Basic Tab.

Once Search is clicked select all pupils, then click view results Note: the search is not limited to current pupils. Click on Pupil Type on the search screen and select Leavers to view pupils who have left. Use the Advanced fields to be more specific if required.

Click on required tab.

You can query by year

group and/or house

To query by statutory leaving cohort click on

advance fields to enter dob

Click Search once

entered criteria

Offers Marksheet Overview

Click on Blue names to View/Edit/Print individual records or grouped records i.e. clicking in ‘Y’ on Looked after column will bring up all records of Looked After Children.

Click on Edit to view/Edit/Print

multiple records

You can scroll through names, export to excel

and print.

Fill in all details on marksheet. Note: Only fill Actual Section if 100% sure of destination i.e. a

seen college letter etc.

Double click on fields to add information. Once

finished click Submit.

Individual Marksheet View

Further options are available by clicking on these icons. Excel icon to view the marksheet in excel and the printer icon to print the marksheet. E1 prints the marksheet without the need for manual adjustment.

Click on blue text to Sort Columns A-Z. This can be useful at looking at risk of negative destination factors i.e. live LAC, ASN, and Attendance data included on left.

Double Click on fields to select dropdowns, Yes/No or Comments fields. Tip: You can select ‘fill down’ option to instantly fill all fields with selection, then amend individual records for quickness.

These fields on the left are core live e1 data fields that have been added to marksheet to aid the recording process. Fields can be added/ removed in the overall edit marksheet section (further guidance available). Double click on fields to

add information. Once finished click Submit.

Multiple Record View

This screen shows the pupil count, standard deviation, average and median, Click on the Statistics button to view them.

Click on the Statistics button to view pupil count, standard deviation, average and median

Statistics: When the marksheet is in View mode you can view and print a chart and statistics. To use this section, click on Statistics As Circled. Then click on blue ‘More’ hyperlink. A pop up box will appear with stats/ graphs.

This chart shows you at ‘Risk?’ column

APPENDIX ONE NATIONAL DATAHUB REQUIRED DATASETS The following are definitions of the datasets agreed in relation to the national data hub.

Group Field Definition

Ris

k

Risk Risk is identified by the Local Authority before the young person leaves school i.e. young person has significant barriers to participation and in need of support. Indicate Y/N

Young Carer A child or young person aged under 18 who has a significant role in looking after someone else who is experiencing illness or disability. Indicate Y/N

Inte

nti

on

Intended Destination Choose from menu the likely destination as indicated by the young person

Intended Leaving Date The date the young person intends to leave.

No

tes

Notes Any other useful information. This data is not transferred to the national data hub.

Ac

tua

l (t

he n

ew

Off

er)

Actual start date The date at which the offer will be taken up by the young person if known. This can only be completed if confirmation of destination is received e.g. letter, otherwise it should be left blank.

Actual Destination Indicate the actual destination. Choose from menu.

College Indicate college from the menu if known

Offer Conditional This largely applies to college or university. Indicate Y/N.

Employer Indicate employer if known, only name and address. Free Text.

Training Providers Indicate training provider if known e.g. Carnegie Adam Smith,

Rathbone.

APPENDIX TWO PLANNING AND RECORDING TIMETABLE School Partnership

Jan

uary

Confirm on e1 the intended destinations of young people and 16+ offers (if known) of young people who have taken up their offer of learning (actual section), INCLUDING the offer to return to school i.e. a school pupil staying until S6 should receive 2 x 16+ offers while at school. This will ensure more targeted support at those who need it

SDS will monitor the young people who have left school and are without a 16+ Offer.

Identified winter school leavers will be provided with the opportunity to begin an

Activity Agreement if appropriate.

Feb

ruary

16+ Partnership meetings in school to identify and discuss those young people who will be eligible to leave school in the summer without a recorded destination.

Use Datahub reports for Joint Action Team/16+ LC meetings to identify Winter Leavers and prioritise Summer Cohort who may be at risk of negative destination

Discuss options for overcoming barriers, agree SDS/16+ support where required

and other agency support as appropriate Activity Agreement team will start to follow up with those who have been

identified as being requiring an Activity Agreement.

Marc

h

Confirm on e1 the intended destinations of young people and where possible 16+ Offers should be recorded on the school 16Plus Marksheet and any other information that is available:

Schools identify any young people who are eligible or have indicated an

intention to leave school in December. (Winter Cohort)

Discuss options for overcoming barriers, agree SDS/16+ support where required SDS engages with young people who are without an offer until they have a

confirmed offer. Referrals to other agencies for support as appropriate.

Ap

ril

Schools should continue to update intentions/16+ offer where young people have a confirmed offer and a start date including ‘Return to school’

SDS engages with young people who are without an offer until they have a confirmed offer. Referrals to other agencies for support as appropriate.

May

Schools should continue to update intentions/16+ offer where young people have a confirmed offer and a start date including ‘Return to school’

Schools identify any young people who are eligible or have indicated an

intention to leave school in December. (Winter Cohort)

SDS engages with young people who are without an offer until they have a confirmed offer. Referrals to other agencies for support as appropriate.

Ju

ne

Schools should continue to update intentions/16+ offer where young people have a confirmed offer and a start date including ‘Return to school’

Use Datahub reports for joint Action Team/16+LC meetings to identify Winter Leavers and prioritise Summer Cohort who may be at risk of negative destination

Discuss options for overcoming barriers, agree SDS/16+ support where required SDS engages with young people who are without an offer until they have a

confirmed offer. Identified summer school leavers will be provided with the opportunity to begin

an Activity Agreement if appropriate.

Au

gu

st

Confirm on school 16Plus Marksheet the young people (5th and 6

th) have

returned to school. Conditional Offer should be amended from Yes to No (as appropriate)

Any information with regard to out-of-school offers should be communicated to SDS Advisor

SDS will monitor the young people who left school in May S

ep

tem

be

r

Schools should continue to update intentions and intended leave date. Pupil update form to go out in all schools. School office to update Parental

consent extra item on e1.

N/A

Octo

ber

Discussion with SDS Advisor regarding plans for those young people who intend leaving school in December (Winter Cohort)

Record date of discussion if positive destination is agreed with pupil

Support applications to colleges for January start courses, if appropriate.

Use Datahub reports for joint Action Team/16+LC meetings to identify Winter Leavers and prioritise Summer Cohort who may be at risk of negative destination

Discuss options for overcoming barriers, agree SDS/16+ support where required SDS will liaise with school with regard to young people without a 16+ offer. 16+

team to agree other agency involvement as appropriate. Activity Agreement team will start to follow up winter school leavers who have

been identified as being requiring an Activity Agreement.

No

vem

be

r

16+ Intentions and known confirmation of Offers should be recorded on the school 16Plus Marksheet and any other information that is available

School identify all young people who are eligible or have indicated an

intention to leave school in May. (Summer Cohort)

Partners can identify those young people who are eligible to leave school for the first time in May

Decem

ber

Identify Those young people who are at risk of becoming into a negative destination (Summer Cohort)

School should continue to update 16+ Intentions and known confirmation of

Offers on school 16Plus Marksheet and any other information that is available

Discuss options for overcoming barriers, agree SDS Support where required. SDS engages with young people who are without an offer until they have a

confirmed offer.

APPENDIX THREE STATUTORY LEAVING DATES The following are dates of births that fall into Statutory Leaving Cohorts. This can be used with the advanced search fields (Date of Birth)

Cohort DOB From DOB To Statutory Leaving Date Cohort DOB From DOB To

Statutory Leaving Date

SUMMER 09 01/03/1993 30/09/1993 31/05/2009 WINTER 09 01/10/1993 28/02/1994 21/12/2009

SUMMER 10 01/03/1994 30/09/1994 31/05/2010 WINTER 10 01/10/1994 28/02/1995 21/12/2010

SUMMER 11 01/03/1995 30/09/1995 31/05/2011 WINTER 11 01/10/1995 29/02/1996 21/12/2011

SUMMER 12 01/03/1996 30/09/1996 31/05/2012 WINTER 12 01/10/1996 28/02/1997 21/12/2012

SUMMER 13 01/03/1997 30/09/1997 31/05/2013 WINTER 13 01/10/1997 28/02/1998 21/12/2013

SUMMER 14 01/03/1998 30/09/1998 31/05/2014 WINTER 14 01/10/1998 28/02/1999 21/12/2014

SUMMER 15 01/03/1999 30/09/1999 31/05/2015 WINTER 15 01/10/1999 29/02/2000 21/12/2015

SUMMER 16 01/03/2000 30/09/2000 31/05/2016 WINTER 16 01/10/2000 28/02/2001 21/12/2016

SUMMER 17 01/03/2001 30/09/2001 31/05/2017 WINTER 17 01/10/2001 28/02/2002 21/12/2017

SUMMER 18 01/03/2002 30/09/2002 31/05/2018 WINTER 18 01/10/2002 28/02/2003 21/12/2018

SUMMER 19 01/03/2003 30/09/2003 31/05/2019 WINTER 19 01/10/2003 29/02/2004 21/12/2019

SUMMER 20 01/03/2004 30/09/2004 31/05/2020 WINTER 20 01/10/2004 28/02/2005 21/12/2020

SUMMER 21 01/03/2005 30/09/2005 31/05/2021 WINTER 21 01/10/2005 28/02/2006 21/12/2021

SUMMER 22 01/03/2006 30/09/2006 31/05/2022 WINTER 22 01/10/2006 28/02/2007 21/12/2022

SUMMER 23 01/03/2007 30/09/2007 31/05/2023 WINTER 23 01/10/2007 29/02/2008 21/12/2023

SUMMER 24 01/03/2008 30/09/2008 31/05/2024 WINTER 24 01/10/2008 28/02/2009 21/12/2024

APPENDIX FOUR - Examples of live reports available from the National Datahub. Please make requests to 16+ Team. College report to come

shortly.

Report 6 – All Fields