Careers Wales Online Training Activities

Careers Wales Online Training Activities

© Careers Wales Association 13/09/09 CP

Careers Wales Online – Welsh Assembly Government

Learning Pathways 14-19 Foreword Careers Wales Online is an innovative, bi-lingual website that has been built to support the delivery

of Careers Wales and its services. As part of its continuing developments, Careers Wales Online

have been working in partnership with the Welsh Assembly Government to deliver a new, Year 9,

10 & 11 and 16 to 19 site, incorporating Learning Pathways 14-19 to participating schools across

Wales.

The Learning Pathways 14-19 framework consists of six key elements. These six elements fall into

two distinct categories – learner provision and learner support.

The three elements of learner provision that contribute to the Learning Pathway are:

• Individual learning pathway – Including formal, non-formal and informal strands.

• Wider choice and flexibility – including general and applied options across a range of

domains for learners of all abilities.

• Learning Core – providing wider learning, skills and experiences to secure equality of

opportunity.

The three elements of learner support – support for learners are:

• Learning Coach.

• Personal Support – to help overcome personal barriers to learning.

• Careers Advice and Guidance – to ensure impartial expert advice on career choices.

The Year 9 developments include a web based Options package that allows learners to make their

choices online, a new Local Curriculum planning tool that supports the Learning and Skills (Wales)

Measure 2009, and a Learning Pathway Plan for Year 10 learners, that will allow learners to

record, reflect on and plan their skills development within their formal and informal learning, work

experience, interests, achievements and career ideas.

The Learning Pathway Plan will be made available to Learners at Post 16 after the October half

term 2010.



Welsh Assembly Government The proposed Learning and Skills (Wales) Measure 2009, aims to drive the implementation of

Learning Pathways 14-19. The Measure will ensure that wider choice is available to all 14-19 year

olds in schools and colleges across Wales.

The Learning and Skills (Wales) Measure 2009, outlines the regulations for Local Authorities to

provide one or more local curricula for pupils at Key Stage 4 (pre-16) which:

• Provide a minimum of 30 choices at Level 2 by 2012

• Provide a minimum Level 2 score of 780 by 2012

• Provide a minimum of 5 vocational choices at Level 2 by 2012

• Provide vocational choices which fall across a minimum of 3 learning domains.

These choices can be offered in partnership with other schools and colleges.

All of the qualifications offered at KS4 and Post 16 by each school and college in Wales in the

academic Year 2009/ 2010, will already be in the Careers Wales Online system. All schools and

colleges will need to do this academic year, is log-in to their account and edit, delete or create new

courses for their KS4 and Post 16 local curriculum offer for the academic Year 2010/ 2011.

Schools and colleges will then be able to see whether they have met the requirements of the

Learning and Skills (Wales) Measure 2009, without needing to calculate complex rules.

Once schools and colleges are happy with their Local Curriculum offer at pre and post 16; a simple

process of ‘confirming qualifications’ is required. This is done by clicking the ‘confirm’ button in the

Courses section of the site.

The online process is quick, simple, easy to use, and the benefits are extensive. Schools, at a

glance, can view reports and monitor their KS4 and 16-18 local curriculum with ease. Careers

Wales Online will also provide the facility for reports to be printed, and schools can provide access

for Governors, the Senior Management Team, Heads of Departments, Estyn and the Local

Authority should they require.

The Online Options tool, provides a unique way for learners to access their KS4 options through

the web as well as access a wealth of information relating to careers, education and wider learning

opportunities in Wales.



Working alongside SIMS Capita, Careers Wales Online now has the ability to support schools with

their data transfer from the Year 9 site into SIMS Options. This collaboration will save schools

valuable time, resources and reduce administrative tasks.

The focus of the Online Options tool, is on the decision making process of the individual. Learners

are able to research courses that are of interest and available to them at the click of a button. They

are able to access services that not only inform, but also engage and raise awareness of wider

learning choice. Learners can explore content that is made available by your school, discover facts

relating to careers and the world of work, and share the Online Options experience with parents,

Carers and trained professionals.

Learning Pathway Plan The Learning and Skills (Wales) Measure 2009, section 33, states that:

“Each relevant pupil or relevant student is to be provided with a document which records his or her

“learning pathway (a “Learning Pathway document”).” (Proposals for a Learning and Skills (Wales)

Measure 2009).

September 2010 will see the release of the Learning Pathway Plan through Careers Wales Online.

The Learning Pathway Plan will holistically encompass aspects of Learning Pathways 14-19, the

Learning and Skills (Wales) Measure 2009, and the Careers and the World of Work Framework.

The Learning Pathway Plan is a new on-line individual learning plan (ILP) designed to support

learners whilst they are studying at school and college. The Learning Pathway Plan develops a

whole picture of the learner, describing the following:

• You and your interests

• What you are doing: What you are doing now in school (My formal qualifications)

Your certificates and accredited courses that you have achieved in school and outside

school (non-formal learning)

Your achievements and experiences in school and outside school (informal learning)

• Other activities that you do to develop your skills and knowledge through activities

outside the classroom such as community work, voluntary work

• A reflection on the skills that you are developing and what you must do to further

develop them

• Support available for you:



The support I can have whilst in school and college

• How you are developing skills and understanding that will help you later in life A reflection on the skills that you are developing and what you must do to further

develop them

• Where you want to go

• How you will get there

The Learning Pathway document is an outcome of this process. Similarly at a later stage, Users of

the site will also be able to output a CV, Application form, store covering letters and publish their

own website.

The Careers Wales Online Learning Pathway Plan is an innovative tool merging learning

development plans and Career plans, where schools and supporting professionals will be able to

access, monitor and audit an individual’s progress in a secure environment.

It is an exciting time for Careers Wales Online, as we move forward into the next phase of the

project in 2010/2011. We would like to take this opportunity to thank for your continued support

with the website, enhancing opportunities for young people across Wales.

Charlotte Pitchford 14-19 Project Manager, Careers Wales Online.



Content Page Chapter 1 – Access 1

Chapter 2 – Provider Information 3

Chapter 3 – Provider Content Admin 4

Chapter 4 – Courses and Confirmation of Offer 6

Chapter 5 – Courses, Qualifications and KS4 Local Curriculum Report 16

Chapter 6 – Free Choice Survey 18

Chapter 7 – KS4 Option Programmes 21

Chapter 8 – Rules and Validation 27

Chapter 9 – User Management 29

Chapter 10 – Create / Edit Forms 35

Chapter 11 – Permissions 37

Chapter 12 – Assign Learners to Programmes 38

Chapter 13 – Assign Learners to Professionals 40

Chapter 14 – My Learners 42

Chapter 15 – View Reports 45

Chapter 16 – Export to MIS 55

Chapter 17 – General Help 56

Chapter 18 – Support 60



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1. Professionals – Administration –

Access This training module outlines how to access the system for the first time and recover lost

usernames and passwords.

Please note: Your Year 9 Learners will be imported automatically by Careers Wales. Year 9

Learners from the last academic year will be automatically migrated to Year 10.

Logging in for the first time: The system automatically generates a username and password for each learner. The Reporting

module allows you to create an access slip for each learner. The ‘View reports’ training section of

this manual explains in further detail how to produce these access slips.

To login for the first time, a learner will need to complete the following steps:

Visit http://www.careerswales.com/year9/

The login box appears in the top right hand corner

Enter the username into the ‘Username’ field

Enter the password into the ‘Password’ field

Click the green ‘Log in’ button

A message will appear ‘Welcome to Careers Wales Online’ and the learner will be asked to

enter a new password

Enter the new password into the ‘New password’ field

Re-enter the new password into the ‘Confirm password’ field

Tick the checkbox alongside the ‘Terms and Conditions’ statement

Click the green ‘Save’ button

The Year 9 homepage is displayed.

Please note: For security reasons, passwords need to be a combination of letters and at least one

number. Learners should select a memorable password that they will find easy to remember.

Please note: As the user enters their new password, the background colour of the field changes,

indicating how valid the new password is. The field will change from a red to a green. Only when the background colour is green will the password be valid.



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Please note: If the ‘New password’ field has a green background, the ‘Confirm password’ field

remains red, the user has not entered matching passwords. Please ensure that both the ‘New

Password’ and ‘Confirm Password’ fields have matching passwords.

Please note: A user must enter a new password and tick the terms and conditions before they can

access www.careerswales.com.

Retrieving lost passwords The Reporting module provides the ability to produce a report containing usernames and

passwords for your Learners. Please refer to the ‘View reports’ section of this training manual for

further details on accessing and printing this report.

Resetting a password

The User management module provides a Professional user with the ability to reset a Learner or

another Professional’s password. For details on how to reset a user’s password, please refer to the

‘User Management’ section of this manual.

Professional Access – Permissions

Professional roles have been imposed with access rights and restrictions. Please see the

Permissions section of this training manual for further details.



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2. Professionals – Administration - Provider

Information http://www.careerswales.com/prof/server.php?show=nav.1340

This section contains information related to your school or college. You can Add content, Edit or

Delete information here.

You will need to be logged-in as a Professional User to access this section.

The Provider Information section has two tabs, Edit Provider and Edit Information. Edit Information

applies to Post 16 Options and is not required for KS4.

The Edit Provider tab will be pre-populated with information related to your school or college. By

clicking into each of the fields you can Add, Edit or Delete content. You can also add an email

address, website, and upload your school or college logo.

Please ensure that you have clicked the green ‘Save’ button to save any changes that you have

made. The green ‘Cancel’ button will cancel any changes you have made.

To upload a logo, please use the following steps:

Click the ‘Browse’ button

Select an image file

Click ‘Open’


If the image has successfully uploaded, the logo will be displayed.

Please note: An image must not exceed 10MB in size in order for it to be successfully uploaded.



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3. Professionals – Administration -

Provider Content Admin http://www.careerswales.com/prof/server.php?show=nav.1528

This section enables you to create and customize your own content relating to your school or

college. The content that you enter in this section will be displayed to the User on the In My School> What happens? page of the Year 9 website.

http://www.careerswales.com/year9/server.php?show=nav.3119

You will need to be logged in as a Professional to access the Provider Content Admin section.

This section is useful to explain what happens during the Options process in your school or

college.

In order to add content that will appear to the User, please use the following steps:

To ‘Directly’ enter content:

Type in the textbox

Format text using the toolbar

Click the green ‘Save’ button.

To ‘Copy and Paste’ content:

‘Open’ Word Document

‘Highlight’ content in Word Document

‘Copy’ content in Word Document

Click back to the Provider Content Admin> ‘What happens’ textbox

‘Paste’ content from Word Document



A message will appear ‘The document was successfully updated’.

Please note: If you would like to enter a web address or embed an image, please refer to the

Content Editor section of this manual.



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To view the content that you have entered for your school or college, please log-in to the Year 9

website using the following steps:

Open a new Window

Type in the following web address: http://www.careerswales.com/year9

Log-in as a learner

Click ‘In my school’

Click ‘What happens?’

View content entered.



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Courses http://www.careerswales.com/prof/server.php?show=nav.1341 The Courses section allows a logged in Professional at your school or college to Create, Edit and

Manage Courses that you are offering or delivering. Courses, is one of the most important parts of

the site. Courses, drives other aspects of the online system such as the Free Choice survey, KS4

Options Programme(s), and Local Curriculum reports that support the Learning and Skills (Wales)

Measure 2009.

The Careers Wales Online database is aligned with the DAQW database:

http://www.daqw.org.uk/ All qualifications that are approved for Pre-16 and Post 16 delivery, and are available on DAQW

can be found on Careers Wales Online.

Managing Your Courses

The courses section allows you to easily manage courses by ensuring that your course data and

associated qualifications are accurate and up to date.

Courses are split into three statuses at KS4 and five statuses at Post 16:

KS4 Courses:

• Draft

• Published

• Archived

Post 16 Courses:

• Draft

• Archived

• Awaiting Cluster Approval

• Approved Courses

• Declined Courses

Please note: The ‘Awaiting Cluster Approval’ tab, behaves in the same way as the ‘Published’

courses tab at KS4.



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Please note: The ‘Approved Courses’ and ‘Declined Courses’ tabs do not apply to this training

manual, as they have been made available for the Post 16 Options pilot ONLY.

In both KS4 and Post 16 Course browsers, there is a ‘Confirmation of Offer’ tab that will be

covered later in this chapter.

Draft Courses Courses with a status of ‘Draft’ can be added to Free Choice surveys and KS4 Options

Programmes, however they will NOT be displayed to your Learners. The ‘Draft’ status is intended

to be used for courses that you are currently working on.

Published Courses Courses with a Published status can be added to Free Choice Surveys and KS4 Options

Programmes and will be displayed to your Learners. The Published status is intended to be used

for courses that are currently offered or delivered by your school. It is the qualifications that you

have added to your Published courses that will count towards your KS4 Local Curriculum Offer.

Archived Courses Archived Courses cannot be added to Free Choice Surveys and KS4 Options Programmes. The

Archived status is intended to be used for courses that you have previously offered or delivered,

and no longer offer or deliver. This status may also be used for courses where qualifications have

expired and have subsequently been archived in the DAQW database. You will need to manually

‘Archive’ a course if a qualification has expired.

1. Viewing draft courses

Click the ‘Draft’ tab

Draft courses are displayed

2. Viewing published courses

Click the ‘Published’ tab

Published courses are displayed



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3. Viewing archived courses

Click the ‘Archived’ tab

Archived courses are displayed

4. Changing the status of a course

Tick the checkbox in the ‘Select’ column

Click the relevant green button at the bottom of the table of courses: ‘Draft’, ‘Published’,

‘Archived’ to move the course

A message will be displayed ‘The courses you selected successfully updated.’

The selected course will be moved to the relevant tab.

Please note: You can select all courses and change the status by ticking the ‘Select All’ checkbox

in the ‘Select’ column.

Creating Courses

The courses section provides Users with the ability to create two types of courses:

• Approved courses Courses that are linked to ‘Approved’ qualifications in Wales.

• Other courses Courses that do not require ‘Approved’ qualifications for the KS4 and Post 16 Local

Curriculum offer.

1. Creating an ‘Approved’ course

Click the green ‘Add Course’ button

Enter the course title in the ‘Course Name(en)’ and ‘Course Name(cy)’

Click the green ‘Add Qualification’ button

The Qualification Search Lightbox appears

Select the ‘Level’ you wish to refine your search by

Select the ‘Awarding Body’ from the ‘Awarding Body’ select box



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Enter a search word into the ‘Qualification Title’ field. For example, ‘Mathematics’

Select the criteria ‘General’/‘Vocational’. Both check boxes are selected by Default

Click the green ‘Search’ button

The message ‘Searching for qualification’ appears

Once the search completes, a table of matching Qualifications is displayed. The table contains:

o Qualification reference (this is the reference number that links to NDAQ)

o Qualification title

Clicking the ‘Qualification title’ adds the qualification to the course you are creating

The Qualification Lightbox fades away

The Qualification that had been added is displayed on the page

If you need to add more than one Qualification to a course, click the green ‘Search’ button and

repeat the steps above.

Please note: The ‘Level’ field represents the Level at which a qualification can be recognised in

the National Qualifications Framework.

Please note: Clicking a ‘Qualification reference’ in the Qualifications Search Lightbox will open a

new window displaying content about the selected qualification from the NDAQ (National Database

of Accredited qualifications) website.

Please note: Once a qualification has been added to a course, all subsequent qualification

searches will limit the search to qualifications with the same Qualification Type (e.g. GCSE) and

Domain (e.g. A, B, C etc.).

Enter a unique course code in the ‘Course Code’ field (This code should be the same as your

school MIS code, if you wish to export the information from CWOL into SIMS Options).

The start date and end date of the course will be pre-populated with a start and end date. The

start and end date will display:

Start date: 09/10 End Date: 07/12 The dates will be set by default in the system 2 years apart.

To change the start and end dates, click the calendar icon next to the fields and select the

relevant month.

Enter the name of the school or college delivering the course in the ‘Name of Provider’ field. If

the course is delivered at your School/ College, then this field will automatically save with your

School/ College name. There is no need to enter text into this field if this is the case.



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Select the type of educational establishment where the course is delivered, in the ‘Delivered

By’ field

Select the language that the course is being offered, delivered and assessed in the ‘Delivered

in language’ field

Tick ‘This course includes an exam’ if the course includes an exam

Tick ‘This course is compulsory’ if the course is compulsory

Select the relevant status from the ‘Status’ select box. The status will default to ‘Draft’

Enter your course content into the ‘English’ and/ or ‘Welsh’ text boxes

Please note: You can link from this page to your school or college website.


The message ‘The course has been successfully created’ will display if the course has been

successfully saved. The page will display the saved information and you will also be able to

view the ‘Associate Courses’ tab

The User can click back to the previous page being worked on, by using the ‘back’ link at the

top of the page.

Please note: Courses ticked as ‘This course is compulsory’ will appear in tab ‘4. Of Compulsory

Courses’ when creating a KS4 Options Programme.

2. Creating ‘Other’ courses

Click the ‘Add other course’ link above the table of Courses

The page displays a ‘Create new course’ form

Enter the course title into the ‘Course Name(en)’ and ‘Course Name(cy)’ fields

Enter a unique course code in the ‘Course Code’ field (This code should be the same as your

school MIS code, if you wish to export the information from CWOL into SIMS Options)

Select the start date by clicking the calendar icon and clicking the relevant month

Select the end date by clicking the calendar icon and clicking the relevant month

Enter the name of the school or college offering the course in the ‘Name of Provider’ field

Select the type of educational establishment where the course is studied from the ‘Delivered

By’ field

Select the language from the ‘Delivered in language’ select box

Tick ‘This course includes an exam’ if the course includes an exam

Tick ‘This course is compulsory’ if the course is a compulsory

Select the relevant status from the ‘Status’ select box



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Enter your course content into the ‘English’ and ‘Welsh’ fields

Please note: You can link from this page to your school or college website. Click the green ‘Save’ button

The message ‘The course has been successfully created’ will display if the course has been

successfully saved.

Editing Courses

1. Editing course content

To edit a course, please use the following steps:

Click the ‘Edit’ link alongside the relevant course

Update the relevant fields


The message ‘The course has been successfully updated’ will be displayed.

2. Adding an additional qualification There may be instances where courses that are created require more than one qualification to be

added. For example, Triple Science may require you to add three qualifications: Biology, Chemistry

and Physics.

You may also wish to add qualifications to a course that are different Levels, for example,

Advanced Subsidiary and Advanced Level.

Please note: Qualifications can only be added to courses if they are ‘Approved’.


Click the green ‘Qualification Search’ button

The Qualification Search Lightbox appears

Select the ‘Level’ you wish to search on

Select the ‘Awarding Body’ from the ‘Awarding Body’ select box

Enter a search word into the ‘Qualification Title’ field, for example, ‘Mathematics’

Select the criteria ‘General’/‘Vocational’. Both check boxes are selected by Default

Click the green ‘Search’ button



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The message ‘Searching for qualification’ appears

Once the search completes, a table of matching Qualifications is displayed. The table contains:

o Qualification reference

o Qualification title

Clicking the ‘Qualification title’ adds the qualification to the course you are creating

The Qualification Lightbox fades away

The Qualification added is displayed on the page


The message ‘The course has been successfully updated’ is displayed. The added qualification

appears in the table of qualifications.

3. Removing a qualification


Click the ‘Remove’ link alongside the relevant qualification

The qualification is removed from the table


The message ‘The course has been successfully updated’ is displayed. The added qualification

appears in the table of qualifications.

Please note: An ‘Approved’ course must have at least one qualification added.

4. Copying Courses

The copy course function allows you to create a new course from a copy of an existing course.

To copy a course, please follow these steps:

Click the ‘Copy’ link alongside the relevant course

The screen will display the ‘Copy Course’ screen.

Please note: The fields are pre-populated and qualifications have already been added.

Make the required alterations, for example, change the course name


The message ‘The course has been successfully created’ is displayed.



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5. Deleting Courses

To ‘Delete’ a course, please use the following steps:

Click the ‘Delete’ link alongside the relevant course

You will be prompted ‘Are you sure you want to delete this course? You will not be able to edit

or use it once the course is deleted.’

Click ‘Yes’ to delete the course.

Click ‘No’ to cancel the action.

If you click ‘Yes’, the message ‘The course was successfully deleted’ will be displayed.

Please note: once you have deleted a course you will not be able to access the course again.

Associating Courses

The Associates Courses function allows you to create an association between groups of courses.

You would need to ‘Associate’ a Course to another Course when using the same qualification for a

course, however the Pathways differ.

1. Associating a course

Click the ‘Associate’ link alongside the relevant course

The ‘Associate Courses’ page is displayed

Click the ‘Associate Courses’ link

The ‘Associate Courses’ Lightbox displays with courses that can be associated, and have

qualifications with the same qualification type and domain.

Tick the checkboxes alongside the courses you wish to associate to the current course


The Lightbox closes and the associated courses appear in the table of ‘Associated’ courses.

2. Un-associating a course Click the ‘Associate’ link alongside the relevant course



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The ‘Associate Courses’ page is displayed.

Courses that are already associated to the current course are displayed

Click the ‘Remove’ link alongside the course you wish to un-associate.

You will be prompted ‘Are you sure you want to remove the association between the courses?’

Click ‘Yes’ to un-associate the two courses

Click ‘No’ to leave the two courses associated

If you click ‘Yes’ the course you have un-associated will be removed from the table of

associated courses.

The User can click back to the previous page being worked on, by using the ‘back’ link at the

top of the page.

Confirmation of qualifications

The ‘Confirmation of qualifications’ function allows a logged-in Professional to confirm their offer

and actual delivery of courses. This information can then be reported on by Learning Providers,

Networks and the Welsh Assembly Government. Confirming qualifications will take a snapshot of

the course and qualifications data in the ‘Published’ course browser, and will be submitted as the

final version of the Local Curriculum reports that support the Learning and Skills (Wales) Measure

2009.

Navigate to the Course browser for KS4 or Post 16

In the ‘Published’ Course tab or ‘Awaiting Cluster Approval’ tab, using the checkboxes select

the relevant courses that you wish to submit for the Local Curriculum offer, or the delivery of

actual courses at your establishment.

Please note: You can select all courses by ticking the ‘Select All’ checkbox in the ‘Select’ column.

Once the relevant Courses have been selected for the Local Curriculum offer or delivery, click

the green ‘Confirm’ button. If you have one or more archived courses, you will not be able to ‘Confirm your qualifications’.

The screen will display the error message: ‘You cannot confirm these courses. One or more

courses, has an archived qualification.’ When confirming your qualifications, the page may take a few moments to load due to the

information that is being processed by the system.



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If your confirmation was successful, the ‘Confirmation of offer’ tab will load, displaying those

courses and associated qualifications that have been confirmed. A green message will display

‘Offer has been confirmed’. You can click the ‘View Courses’ link to display those Courses and their associated

qualifications that have been confirmed. You can delete a confirmation, providing the deadline date has not elapsed, by clicking the

‘Delete’ link. You can then re-confirm your offer or delivery of Courses in the ‘Published’

Course browser. The ‘Confirmation of Offer’ display will show the name, date, number of Courses, number of

general qualifications, and number of vocational qualifications. Please note: The dates for the ‘Confirmation of Offer’ and ‘Confirmation of delivery’ of Courses will be set by the Welsh Assembly Government. Please speak to your Network for further information.



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5. Professionals – Administration – Courses,

Qualifications, KS4 and 16-18 Local

Curriculum reports. Working in collaboration with the Welsh Assembly Government, the Local Curriculum reports have

been designed to support the Learning and Skills (Wales) Measure 2009.

In order to fulfil the requirements of the Measure, schools will need to understand the process of

adding more than one qualification to a Course and the reason for associating Courses.

When schools create Courses, they can be linked to one or more approved qualifications. The

qualifications to which the Courses are linked will provide the basis for the Local Curriculum

reports. Schools need to form Associations between Courses, in order to ensure that the reports

observe the rules as set out by the Welsh Assembly Government.

Qualifications that are linked have the potential to contribute to Choice and Score in the Local

Curriculum reports. The actual contribution will depend on the base values that are defined by the

Welsh Assembly Government and the Associations between Courses that have been created by

schools.

If Associations were not made between Courses, each qualification would contribute to the base

values, regardless of whether or not they should legitimately do so. In order to adhere to the rules

as set out by the Welsh assembly Government, the Associate function reduces the qualification

contribution to the base values.

Instances where manual Associations are required are as follows:

1. The same curriculum offered in multiple Courses: For example, the Association between PE (Boys) and PE (Girls)

If the qualification: WJEC Level 1/Level 2 GCSE in Physical Education is being offered

separately to girls and to boys, yet the same qualification has been entered twice to cater for

timetabling purposes, then the qualification in this instance counts as one choice rather than

two choices, and therefore must be Associated.



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2. The same qualification offered in multiple Pathways:

Where the same qualification is used for multiple Courses and those Courses offer the same

Pathway, such Courses should be associated. This will ensure that such Courses count

correctly as one choice.

Where the same qualification is used for multiple Courses and those Courses validly offer

different Pathways, such Courses should NOT be associated. An example may include:

WJEC Level 1/Level 2 GCSE in Art and Design This GCSE specification in art and design offers the following titles and endorsements (please refer to 2.1) Art, craft and design (unendorsed) Applied Fine art Critical and contextual studies Textile design Graphic communication Three-dimensional design Photography: lens-and light-based media Courses that are NOT associated, will count as individual choices in the KS4 and 16-18 Local

Curriculum reports.

Please note: The Careers Wales Online Local Curriculum reports, automatically cater for all

other instances of Association.

For further information in relation to the Learning and Skills (Wales) Measure 2009, visit:

http://wales.gov.uk/topics/educationandskills/?lang=en



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6. Professionals – Administration – Free

Choice Survey http://www.careerswales.com/prof/server.php?show=nav.1349

In this section you can create a Free Choice Survey for your school or college. This section is

useful when planning your local curriculum. Once you have created your survey, it will appear on

this page where you can Edit or Delete the survey as required.

You will need to be logged in as a Professional to access this section of the site.

1. Creating a Free Choice Survey

To get started, please use the following steps:

Click the green ‘Create New Survey’ button

The ‘General’ tab will appear

Select the ‘Academic Year’ for which you are creating the Free Choice Survey, for example;

2009 - 2010

Select the ‘Year’ Group for which the Free Choice Survey is being created, for example; Year 9

In the Programme name field, enter a title for the Free Choice Survey in English

In the Programme name field, enter a title for the Free Choice Survey in Welsh if required

In the ‘Number of Choices’ field, enter the number of choices you would like your learners to

have in the Free Choice Survey, for example; 6

In the ‘Publish date’ field, enter a date that you would like your Free Choice Survey to appear

to your learners

In the ‘Deadline date’ field, enter the date that you would no longer like your Free Choice

Survey to appear to your learners

Click the green ‘Save’ or ‘Cancel’ button

The green ‘Cancel’ button will cancel the action

The green ‘Save’ button will save the information entered into the tab

A message will be displayed ‘You have successfully saved this poll’

Should you wish to navigate back to the list of ‘Free Choice surveys’ please click ‘Back to list of

all Option Block Programmes’

You can ‘Preview’, ‘Edit’ or ‘Delete’ the Free Choice Survey in this view.



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2. Adding courses to a Free Choice Survey

To add courses to a programme, please use the following steps:

Click the ‘Add Courses’ tab

Select the courses that you would like to appear in the Free Choice Survey by ticking the

relevant check boxes

Select the ‘Number of choices’ for which the courses are weighted, for example, 1 choice or 2

choices. An example of where this might occur would be for ‘Science: Double Award’.

Click the green ‘Add Courses’ button

A message will be displayed ‘The courses were successfully added to your Free Choice

Options’

The courses associated with the Free Choice Survey will appear on the page

To remove a course, tick the relevant checkbox and click the green ‘Remove’ button

Please note: If the ‘Draft’ icon appears next to a course, the course has been set to ‘Draft’ in the

‘Courses’ section and will not appear to the learner on the Year 9 site, unless the course is set to

‘Published’ status.

Please note: When choosing courses to add to your Free Choice Survey, those courses that were

ticked as compulsory on the course creation page will not be available in this section.

3. Adding rules and validation to a Free Choice Survey

To apply rules and validation to the Free Choice Survey, please use the following steps:

Click the ‘Rules and Validation’ tab

Select a course from the drop down box that you wish to associate a rule

Select a rule

Select a course from the drop down box that you wish to associate to the predetermined

course and rule

Click the green ‘Add’ button

A message will be displayed ‘Rule saved’

Rules applied to the Free Choice Survey will be displayed on the page

To remove a rule, tick the relevant checkbox and click the green ‘Remove’ button



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Please note: Refer to the rules and validation section of this manual for an explanation of how the

rules apply.

4. Adding Content to a Free Choice Survey To enter content that will appear to the Year 9 Learner, please use the following steps:

Click the ‘Programme Content’ tab

Type in the textbox



5. Viewing a Free Choice Survey as a learner

To view your Free Choice Survey as a learner, please use the following steps:

Open a new Window

Type in the following web address: http://www.careerswales.com/year9

Log-in as a learner

Click ‘In my school’

Click ‘Free Choices

View ‘Free Choice Survey’.

6. Free Choice Survey Reports

To view reports relating to Free Choice Survey(s), please refer to the ‘View Reports’ section of this

training manual.



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KS4 Options Programmes http://www.careerswales.com/prof/server.php?show=nav.953

The KS4 Options Programme(s) section of the Administration site enables logged-in Professionals

to Create, Edit, Delete and View an Options Programme(s).

1. Creating an Options Programme

This section will provide you with the knowledge to create a KS4 Options Programme.

1.1 Creating the Options Programme

Click the green ‘Create KS4 Options Programme’ button

Select the academic year from the ‘Academic Year’ select box. For example, select ‘2009 -

2010’

Enter the title for your programme in Programme name (en) and Programme name (cy)

Select a publish date by clicking the calendar icon and selecting a date

Select a deadline date by clicking the calendar icon and selecting a date


If you have successfully saved the Programme, the page will reload with an empty table of

Option blocks.

Please note: The programme title entered into Programme name (en) will be displayed when the

Learner is viewing the site in English. The Programme title entered into Programme name (cy) will

be displayed when the Learner is viewing the site in Welsh.

Please note: The publish date must be before the deadline date. The publish date dictates when

your Learners will be able to access the Options programme. Once the deadline date has passed,

your Learners will no longer be able to submit choices.



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1.2 Creating Options Blocks

Select the number of Option blocks you wish to add

Click the green ‘add blocks’ button

The page will reload with the message ‘Option blocks created!’

The specified number of blocks that you have selected will appear in the table at the bottom

of the page.

1.3 Altering the number of choices in an Options block

Click the select box of number of choices for your chosen Option block and select the

number of choices you wish to assign to that block

Click the green ‘save’ button

The page will reload with the message ‘Options blocks saved’.

1.4 Adding to Options Blocks

Click the next tab labelled ‘2. Blocks’ tab

Click the ‘Add courses’ button

A Lightbox containing all of your optional courses will appear

Click the courses that you wish to add to the Options programme

Click the green ‘Save’ button at the bottom of the Lightbox

The page will reload with the message ‘The course has been successfully added from your

Options programme’. The courses added will be displayed in the table at the bottom of the

page

To add courses to an Options block, tick the relevant checkbox that relates to the Options

block that you would like the course to appear

To create a Double Award course, tick the ‘Double Award’ checkbox next to the course that

you would like it to apply to.


The page will reload with the message ‘Option blocks saved’ and you will be automatically

moved on to the third tab ‘3. Rules & Validation’.

Please note: Double Award courses span two Option blocks of an Options Programme. For

example, if a course has been selected as a Double Award in Option Block 1, then it will span both

Option Block 1 and Option Block 2.



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1.5 Adding Rules and Validation

Click the third tab ‘3. Rules and Validation’

Select a course from the drop down box that you wish to associate a rule

Select a rule

Select a course from the drop down box that you wish to associate to the predetermined

course and rule


A message will be displayed ‘New rule added’

Rules that have been applied to the Options Programme will be displayed on the page

Under ‘2. Select subjects which must be chosen in one of the option blocks’

Tick the relevant checkbox for the course you would like to be selected in one of the Option

blocks


Please note: Refer to the rules and validation section of this manual for an explanation of how the

rules apply.

1.6 Adding Compulsory Courses

Compulsory courses are courses that are added to an Options programme, however cannot be

selected by the learner as they are mandatory. Courses will be set to compulsory at the course

creation stage.

Click the Fourth tab ‘4. Compulsory Courses’

Tick the checkbox alongside the compulsory courses that you would like to add to the

Options programme

Click the green ‘Add’ button

A message will be displayed ‘Compulsory courses associated to this Options Programme’

You can view Compulsory Courses added to the Options Programme at the bottom of the

page

You can remove a course by ticking the relevant checkbox and clicking the green ‘Remove’

button

Please note: Compulsory courses are displayed to your logged in Learners in the ‘Year 9 > In my school > Courses > Compulsory courses’ section

(http://www.careerswales.com/year9/server.php?show=nav.3121 )



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1.7 Adding Programme Content You can add content to your Options programme that will appear to your Learners on the Year 9

site.

Click the fifth tab ‘5. Programme Content’

Type in the textbox

Format the text using the toolbar


A message will be displayed ‘Programme content saved’ and the Options Programme/ other

Options Programmes created will be displayed.

2 Editing an Options Programme

To edit an Options Programme please use the following steps:

Click the ‘Edit’ link next to the Options Programme that you wish to amend.

2.1 Editing a Programme

Modify the Academic Year, Programme name (en ), Programme name (cy), Publish date and

Deadline date


A message will be displayed ‘Option blocks saved’

2.2 Removing an Options block

Click the green ‘Remove’ button on the Option block to delete it

A message will be displayed ‘Options block deleted’ and the Option block will be removed

from the table.



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2.3 Removing a course from an Options block

Click the second tab ‘2. Blocks’

Click the green ‘Remove’ button alongside the relevant course

You will be prompted ‘Do you really want to delete this course from the programme?’

Click ‘OK’ to remove the course, click ‘Cancel’ to leave the Options Programme unchanged

If you click ‘OK’, a message will be displayed ‘The course has been successfully removed

from your Options programme’

2.4 Removing a rule


Click the green ‘Remove’ button

A message will be displayed ‘Rule deleted’

2.5 Removing Compulsory Courses


Tick the checkbox alongside the course


A message will be displayed ‘Compulsory courses saved’

2.6 Removing a Compulsory Course

Click the fourth tab ‘4. Compulsory Courses’

Tick the relevant checkbox alongside the compulsory course you wish to remove

Click the green ‘Remove’ button

A message will be displayed ‘Compulsory courses successfully un-associated with this

Options Programme’.



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3 Deleting an Options Programme On the KS4 Option Programmes page: Professionals>Administration>KS4 Option Programmes please use the following steps:

Click the ‘Delete’ link alongside the relevant Options programme

You will be prompted ‘Do you really want to delete this programme?’

Click ‘OK’ to remove the programme

Clicking ‘Cancel’ will cancel the action

If you click ‘OK’, a message will be displayed ‘KS4 Options programme successfully deleted.’

The Options programme will not be displayed.

4 Previewing an Options Programme

On the KS4 Option Programmes page: Professionals>Administration>KS4 Option Programmes please use the following steps:

Click the ‘Preview’ link alongside the relevant Options programme

A preview will be displayed of how the Options Programme will appear to the Learner

Please note: The Options programme content is displayed above the Options programme

5 Options programme reports

Please refer to the ‘View reports’ section of this training manual for further information relating to

Option Programmes reports.



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Rules and Validation This section explains the rules and validation that can be applied to both a Free Choice survey and

a KS4 Options Programme. Rules and validation allows you to define rules that are applied to a

Learner’s choices.

Rules can be applied to two courses at any one time within a Free Choice survey or KS4 Options

Programme.

Rule Types There are three types of rules:

• Must be selected with…

• Cannot be selected with…

• Can only be selected with…

Must be selected with…

This type of rule means that a course must be selected with another course. When the rule is

created it is not bi-directional.

Example: Geography in Option block 1 must be selected with Geology in Option block 2.

Now that the above rule is in place, if a Learner chooses Geography in Option block 1 then

Geology in Option block 2 is automatically selected.

Please note: This rule does not mean that Geology in Option block 2 must be selected with

Geography in Option block 1. If the user selects Geology in Option block 2, then only Geology is

selected.



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Cannot be selected with…

This type of rule means that a course cannot be selected with another course. When this rule is

created, the rule is bi-directional.

Example: Geography in Option block 1 cannot be selected with Geology in Option block 2.

When a learner chooses Geology in Option block 2, Geography in Option block 1 is greyed out and

cannot be selected. To select Geography in Option block 1, the learner will need to un-select

Geology in Option block 2.

Similarly, when a learner chooses Geography in Option block 1, Geology in Option block 2 is

greyed out and cannot be selected. To select Geology in Option block 2, the learner will need to

un-select Geography in Option block 1.

Can only be selected with…

This type of rule means that a course can only be selected when another course has already been

selected. When the rule is created, it is not bi-directional.

Example:

Geography in Option block 1 can only be selected with Geology in Option block 2.

In this instance, before the learner has made any choices in their Free Choice Survey or KS4

Options Programme, Geography in Option block 1 cannot be selected. Geography will only

become available to choose when the learner selects Geology in Option block 2. Geography in

Option block 1 will then become active and selectable.

If the user then de-selects Geology in Option block 2 then Geography in Option block 1 is greyed

out.



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User Management http://www.careerswales.com/prof/server.php?show=nav.1631 This section enables logged-in Professionals Create, Edit and Delete Users. The User

Management section is tabbed, so that individuals can be grouped according to their status (Year

9, Year 10, Year 11, Year 12, Year 13, Other, Professionals).

Users are managed within 2 separate groups:

• Professionals Supporting staff, requiring access to Groups or Individual Learners. Professionals are created

in the system by a Data Administrator, who will also ‘Assign Learners to Professionals’.

• Learners Learners requiring access to KS4 Options Programmes or their Learning Pathway Plan. These

Users are automatically loaded into the system by Careers Wales. You can however, Create,

Edit or Delete Learners here.

1. Viewing Learners

Please note: You will need to be logged-in as a Data Administrator to access this section.

Please use the following steps:

Click ‘User management’

The page will load displaying Year 9 Learners

To view other Learners, click on the appropriate Year Group

The table that appears, allows you to Edit and Manage Learners

The table displays the following information:

o Name (column 1)

o Username (column 2) - This is created by the system from the user’s first and last

name

o Date of Birth (column 3)

o Form Group (column 4)



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o Edit (Column 5) Edit a Learner details – see section 3.

o Delete (Column 6)

o Reset passwords (Column 7) Here you will find

temporary passwords or Reset Password

Please note: You can use the reports section to print out user names and temporary password for

users.

2. Create a new Learner Please note: You will need to be logged-in as a Data Administrator to access this section.


Click the green ‘Create new Learner’ button

Enter the first and last name of the Learner you wish to create

Select a gender of the Learner

Select a year group

Select the date of birth of the Learner


Wait for the page to reload and display the message ‘User created!’

Please note the Learner’s username is also displayed.

Optional steps include:

Entering a Learner’s e-mail address.

Entering a Learner’s mobile phone number.

Assigning a Learner to a form group.

Entering a Learner unique pupil number (UPN) and MIS ID No.



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3. Editing Learners Please note: You will need to be logged-in as a Data Administrator to access this section.


Click the tab for your chosen year group

Locate the Learner in the table

Click the ‘Edit’ link for the required Learner

The page will load allowing you to Edit

o First and last name

o Gender

o Year group

o Date of birth

o Email

o Mobile

o UPN

o MIS ID No.

o Form group

Update the Learners information where appropriate


Wait for the page to reload displaying the message ‘User updated!’

4. Viewing Professionals

Please note: You will need to be logged in as a Data Administrator to access this section.



Click the ‘Professionals’ tab

The table that appears allows you to Edit and Manage Professionals. In this section you will

also find:

o Name (column 1)

o Username (column 2) This is created by the system from the users name

o Role (column 3) Allocated by administrator

o Edit (Column 4) Change user details here



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o Delete (Column 5)

o Reset passwords (Column 6) Here you will find

Temporary Passwords or you can Reset Passwords

Note any Usernames or Temporary Passwords that you need to issue to Professionals

The final ‘password’ column will state ‘reset password’ for any

User who has already accessed the system.

Please note: Users will change their temporary passwords to one of

their choice on first log-in.

Please note: Where there are users with the same name the system the system will add a number

to the end of the user name it creates.

5. Creating Professionals Please note: You will need to be logged in as a Data Administrator to access this section.


Click on ‘Professionals’ tab

Click on the green ‘Create new Professional’ button

Enter the name of the Professional you wish to create

Allocate a staff role – you can allocate more than one role to a User

Click on the green ‘save’ button

Wait for the ‘user created’ message to appear.



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6. Editing Professionals Please note: You will need to be logged in as a Data Administrator to access this section.


Click the Professionals Tab

Locate the Professional in the table

Click the ‘Edit’ link for the required Professional

The page will load allowing you to Edit:

o First name

o Last name

o Email

o DfES Number

o Staff ID Number

o Staff Roles

Update the Professional’s information where appropriate


Wait for the page to reload displaying the message ‘User updated!’

7. ‘Forgotten’ user names and passwords Please note: You will need to be logged-in as a Data Administrator to access this section.

If a Professional user forgets their password, please use the following steps:


Click the ‘Professional’s’ tab

Find the Users name

In last column click ‘reset password’

Wait until the screen refreshes

Note and issue the new Temporary Password. The Username does not change.



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8. Deleting a User Please note: Once a User has been deleted, you will no longer be able to access this User’s

details. The User will no longer be able to log-in to careerswales.com. Please use this action with

care.

Locate the User you wish to delete

Click ‘delete’

You will be prompted with a message, requesting that you confirm you would like to delete the

User

Clicking ‘Cancel’ will cancel the action

Clicking ‘OK’ will reload the page.

The deleted user will no longer be displayed.

9. Searching for a user

Please note: You will need to be logged-in as a Data Administrator to access this section.

User Management allows you to easily find a User in your school or college. There are two

methods of searching for a User:

• Keyword search

• Filtering by last name

Keyword Search

Click the tab where you expect the find the User

Enter your search term into the ‘Search’ field

Click the green ‘find’ button

The page will reload displaying Users from the current tab matching your search term

Filtering By Last Name

Click the tab where you expect to find the User

Click the letter that corresponds to the surname of the User you wish to find

The page will reload displaying Users in the current tab that match your filter



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10. Professionals – Administration- Create/

Edit Forms

The Create/ Edit Forms tab allows you to Create, Edit and Delete Form Groups. This tab will

display all Form Groups created at your school or college. You will need to be logged in as a

Professional to access this section.

1. Create Form Groups

To ‘Create’ a new Form Group please use the following steps:

In the ‘Form Name’ field enter a title for your Form Group

Click the green ‘Create’ button

A ‘Save’ message will appear

When the ‘Save’ message has disappeared, the Form Group will be added to the page.

When one or more Form Groups have been created, a table will appear on the Edit Forms page.

The table will display the Form Title, Edit and Delete functionality.

2. Edit Form Groups

To ‘Edit’ a Form Group please use the following steps:

Click the ‘Edit’ Icon

The ‘Edit form group’ field will appear

Edit the content


A ‘Save’ message will appear

When the ‘Save’ message has disappeared, the Form Group will be updated

A message will also appear on the screen that reads ‘The form group was successfully

updated’.



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3. Delete Form Groups To ‘Delete’ a Form Group please use the following steps:

Click the ‘Delete’ Icon

A message will appear on the screen that reads ‘Are you sure you want to delete this form

group? There may be learners assigned to this form group.’

Click ‘OK’ or ‘Cancel’

‘Cancel’ will cancel the action

‘OK’ will delete the Form Group.


© Careers Wales Association 12/09/09 CP Page37


Permissions The table below outlines the permissions and restrictions associated to professional roles.

Professionals Access – Restriction

WebuserCareers Adviser

Data Administrator

Deputy Head Teacher Form Tutor

Head Teacher

Learning Coach

About Careers Wales None Delivering Careers and the World of Work None Document Library None Labour Market Information None Careers information None Supporting guidance practice None Administration None Training Materials Restrict Read/Write Read/Write Read/Write Read/Write Read/Write Read/Write Provider Information Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict Provider Content Admin Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict Courses Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict Free Choice Survey Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict KS4 Option Programmes Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict User Management Restrict Read/Write Read/Write Read/Write Read/Write Read/Write Read/Write Assign Learners to Programmes Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict Assign Learners to Professionals Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict My Learners Restrict Read Read/Write Read/Write Read Read/Write Read View Reports Restrict Read/Write Read/Write Read/Write Read/Write Read/Write Read/Write Export to MIS Restrict Restrict Read/Write Read/Write Restrict Read/Write Restrict Support Restrict Read/Write Read/Write Read/Write Restrict Read/Write Restrict



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Assign Learners to Programmes http://www.careerswales.com/prof/server.php?show=nav.1321 The Assign Learners to Programmes section of the Administration site enables logged-in

Professionals to assign Learners to KS4 Options Programmes offered at your school or college.

KS4 Options Programmes can be created in the KS4 Options Programme module. For further

information please refer to the KS4 Options Programmes section of this training manual.

1. Assigning Learners to an Options Programme

Select the relevant year group from the ‘Year’ select box

Select the relevant form group from the ‘Form Group’ select box

Click the green ‘load learners’ button

A table of Learners and Options Programme(s) are displayed. The table has:

o learners vertically in the first column

o The available Options Programme(s) are displayed horizontally

Click the checkbox next to the correct Options Programme and corresponding Learner. You

can click more than one checkbox if you wish to assign more than one Learner to more than

one Options programme

Once you have completed clicking the relevant checkboxes, click the green ‘assign learners’

button to assign the selected Learners to Programmes

Wait for the page to reload displaying the message 'Successfully assigned learners to the

programmes’.

Please note: The checkboxes that have been ticked previously indicate those Learners that are

already assigned to particular programme(s).



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2. Un-assigning Learners to an Options Programme

You will need to have learners already assigned to an Options Programme to perform this function.


Select the relevant form group from the ‘Form Group’ select box

Click the green ‘load learners…’ button

A table of learners and Options programmes is displayed. The table has:

o learners down in the first column

o The available Options programmes have a column each

The learners who have been already assigned to an Options programme will have checkbox

already ticked.

Un-tick the check boxes next to the relevant Options programme and learner.

Once you have un-ticked the relevant checkboxes, click the green ‘assign learners’ button.

Learners will be un-assigned from Options programme.

Wait for the page to reload displaying the message 'Successfully assigned learners to the

programmes’.



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Assign Learners to Professionals http://www.careerswales.com/prof/server.php?show=nav.1335 This section of the Administration site enables logged-in Professionals to assign Learners to

Professionals at your school. Once a Learner has been assigned to a Professional, the

Professional will be able to View, Edit and Add comments to Learners choices in the ‘My Learners’

section of the website. Please refer to the ‘My Learners’ section of the training manual for further

details.

1. Assigning Learners To Professionals

Select the relevant role from the ‘Role’ select box


Select the relevant form group from the ‘Form Group’ select box. You can view all pupils in a

year by selecting ‘Any’ from the ‘Form group’ select box

Click the green ‘Load learners’ button

The page will reload with a table displaying the Users. The table has:

o Learners in the first column

o A professional in each column

Click the checkbox next to the correct professional and learner. You can click more than one

checkbox if you wish to assign more than one Learner to more than one Professional.

Once you have completed clicking the relevant checkboxes, click the green ‘assign learners’

button to assign the selected learners to professionals.

Wait for the page to reload displaying the message: 'Successfully assigned learners to the

Professional’.

Please note: The checkboxes that have been previously ticked indicate those learners that are

already assigned to professionals. The system is designed so that you are able to assign Learners

to more than one Professional.

Please note: Roles are assigned to Professionals in the User Management section. Please see

the User Management section of this training manual for further details.



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2. Un-assigning Learners to Professionals

You will need to have Learners already assigned to Professionals to perform this action.

Select the relevant role from the ‘Role’ select box


Select the relevant form group from the ‘Form Group’ select box. You can view all pupils in a

year by selecting ‘Any’

Click the green ‘Load learners’ button

The page will reload with a table displaying the Users. The table has:

o Learners in the first column

o A Professional in each column

The Learners that have already been assigned to a Professional will have a checkbox that has

already been ticked

Un-tick the checkboxes next to the relevant Professional and Learner

Once you have un-ticked the relevant checkboxes, click the green ‘assign learners’ button

Learners will be un-assigned from Professionals

Wait for the page to reload displaying the message: 'Successfully assigned learners to the

professional’.



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Professionals – Administration –

My Learners http://www.careerswales.com/prof/server.php?show=nav.1347 The My Learners section of the Administration site enables logged-in Professionals to View and

Edit a Learner’s KS4 Option choices or view a Learning Pathway Plan, providing a Learner(s) are

assigned to a Professional.

1. Viewing a Learner’s Option choices/ Learning Pathway Plan

Navigate to the ‘My Learners’ section of the Administration site

Select the relevant Year Group tab that you wish to view

Click ‘View’ / ‘Edit Options’ or ‘View’ alongside the relevant Learner

The Learner’s KS4 Options programme, or Learning Pathway Plan will display

You can select a particular section of the Learning Pathway Plan that you wish to view, for

example, ‘View All’, ‘Qualifications’, or ‘My Support Team’.

Please note: An audit trail of all activity regarding the Learner’s option choices, including

comments, appear at the bottom of the page.

2. Editing a Learner’s Option choices

Navigate to the My Learners section of the Administration site

Click ‘View’ / ‘Edit Options’ alongside the relevant Learner

The Learner’s Options programme, with their current choices, is displayed

Un-tick the relevant courses and/ or

Tick the relevant courses


A message is displayed ‘The options selections were updated’.

3. Locking/Unlocking a Learner’s access to Options

Click ‘View / Edit Options’ alongside the relevant Learner

The Learner’s Options programme, with their current choices, is displayed

Select ‘Locked’ or ‘Unlocked’



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Click the green ‘Update’ button

A message is displayed ‘The user's details were successfully updated’

4. Adding a comment to a Learner’s Option choices

Comments are not visible to the Learner, only to other Professionals at your school or college.

Click ‘View / Edit Options’ alongside the relevant Learner

The Learner’s options programme, with their current choices, is displayed

Enter comments into the textbox under ‘Add your own comments’ (these will be shared with

other supporting professionals at your Learning Provider)


The message is displayed ‘The option selections were updated’

The comment will appear in the Audit Trail at the bottom of the page.

5. Adding a comment to a Learner’s Learning Pathway Plan You can view a comment that a Learner has added to their ‘Learning Pathway Plan’. You can post

a reply to the comment using the Comments tab.

Navigate to My Learners

Click ‘View’ Learning Pathway Plan next to the relevant Learner

Click the comments tab to view comments made by a Learner, or to post a comment

You can select comments relating to ‘All’ sections or you can select a particular section

To view or add a comment, click the relevant title for the section

Add a comment and click the green ‘Save’ button

The comment will ‘Save’ and close.

6. Locking Learner Comments

You can lock a Learner’s comments down using the Unlocked and Locked facility.



Click the relevant section relating to the comments you wish to ‘View’ or ‘Lock’

Click the relevant radio button to ‘Lock’ or ‘Unlock’ the comments facility

‘Locking’ the comments facility will remove the comments from the Learner’s view.



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7. Confirming Qualifications

Both Learners and Professionals need to understand how to confirm a Learner’s Formal

qualifications. This will ensure that the Learner’s courses of study are up to date.



Select ‘Qualifications’ to ‘View’ a Learner’s Formal Qualifications

Once a Learner’s Formal qualifications have been ‘Viewed’, click ‘Confirm’ underneath the

selected Qualifications

A message will be displayed ‘Qualifications confirmed’

The ‘Confirm’ button will reappear to the Learner in the Year 10 and 11 site view

The Learner will be required to ‘Confirm’ their qualifications using the Year 10 and 11 site for

the second time

Once a Learner has confirmed their qualifications for the second time, a Professional will be

required to reconfirm the Learner’s qualifications for a final time, using the same process as

above

In the ‘My Learners’ view, the message ‘Qualifications confirmed’ will appear.


© Careers Wales Association 12/09/09 CP MSOFFICE

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View reports http://www.careerswales.com/prof/server.php?show=nav.954 The View reports section enables logged-in Professionals to access a suite of management reports

that are accessible by your school or college. The suite of reports includes ‘Temporary passwords

for pupils’, reports on ‘Free Choice Surveys’, reports on ‘Options and Pupil Choices’, and reports

on ‘Missing pupil choices’.

Access

1. Learner’s Usernames and Passwords report This report allows you to view Learners at your school or college by Year Group. The report

includes the following information:

• Form Group

• First name

• Last name

• Gender

• Date of birth

• Username

• Password

To view Learners in a particular form group, select a ‘Form’ from the drop down box.

To view this report, please use the following these steps:

Hover the mouse pointer over ‘Access’

Click ‘All Learner Accounts’

Select the required Year Group from the ‘Year’ select box

Click the grey ‘View Report’ button

The report will be displayed.



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2. Professional’s usernames and password report

This report allows you to view the temporary passwords for Professionals at your school or college.

The report includes the following information:

• First name

• Last name

• Username

• Temporary password

To view this report, please use the following steps:


Click ‘Professionals with Temporary Passwords’

Select the Professional’s role from the ‘role’ select box



3. Username and Password Learner slips

This report allows you to print individual slips for each Learner containing their Username and

Password to access the system. These slips can be distributed to Learners prior to using the

system. The report is available in Welsh or English.

The report contains the following information:

• Learner’s name

• Explanatory text about Careers Wales

• Learner’s Username

• Learner’s Password



Click ‘Introductory Letter – English’ or ‘Introductory Letter – Welsh’



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Select the required year from the ‘year’ select box



To view Learners in a particular form group, select a ‘Form’ from the drop down box. You can also

view Learners by Year Group.

Free Choice

1. Free Choice Learner choices This report allows you to view the choices made by Learners for each Free Choice Survey you

have created. The report includes the following information:

• Learner’s form group

• Learner’s first name

• Learner’s last name

• Learner’s choices


Hover the mouse pointer over ‘Free Choice’

Click ‘Choices by Pupils’

Select the required academic year from the ‘Academic Year of Pupils’ select box

Select the required free choice survey from the ‘Name of Free Choice Poll’ select box



2. Free Choice - Learner choices by subject

This report allows you to view the choices made by Learners for each Free Choice Survey created.

Each row of the report represents a choice made by a pupil.


• Course title

• Course code



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• Choice



• Learner’s gender

• Learner’s date of birth




Click ‘Choices by Subjects’

Select the required academic year from the ‘academic year’ select box

Select the required free choice survey from the ‘choose poll’ select box



3. Free Choice - Summary

This report provides a summary of the choices made by Learners in a Free Choice Survey. The

summary provides a breakdown of where and how many times a course was selected within a

Free Choice Survey.


• Course titles

• Number of time each course was selected for a particular choice

• The total number of times a course was selected



Click ‘Summary’

Select the required academic year from the ‘year’ select box

Select the require free choice survey from the ‘name of free choice poll’ select box

Click the grey ‘View report’ button




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4. Free Choice - Learners without any choices

This report displays all pupils that are yet to make submissions for a Free Choice Survey. The

report includes the following information:




• Learner’s year group



Click ‘Pupils not made a Choice’

Select the required academic year from the ‘year’ select box

Select the require free choice survey from the ‘name of free choice poll’ select box

Click on the ‘View report’ button


Options

1. Options Learner choices

This report allows you to view the choices made by Learners for each Options Programme created.

The report can display choices for all Options Programmes created, or choices for a specific

Options programme.

This report includes the following information:

• Options programme title




• Date the choice was made




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Hover the mouse pointer over ‘Options’

Click ‘Choices by Pupils’

Select the required Options programme from the ‘Choose program’ select box

Select the date you wish to view choice from by clicking the calendar icon and selecting the

required date



2. Options - Learner choices by subject This report allows you to view the choices made by Learners for each Options programme created.

Each row of the report represents a choice made by a Learner in an Option block within an Options

Programme.



• Course title

• Option block



• Date chosen




Hover the mouse pointer over ‘Options’


Select the required Options programme from the ‘Choose program’ select box





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3. Options – Summary

This report displays the number of times a course was chosen in an options block.


• Options block title

• Course within a given options block

• The total number of times a course was selected within a given options block


Hover the mouse cursor over ‘Options’


Select the requirement Options programme from the ‘choose program’ select box

Select the date you wish to view choice from by clicking the calendar icon and selecting the

required date

Click the grey ‘View reports’ button


4. Options - Learners without any choices

This report displays all pupils that are yet to make submissions for an Options Programme.











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Click ‘Pupils not made a Choice’

Select the requirement Options programme from the ‘choose program’ select box



5. Parental approval slip

This report offers the ability to produce parental approval slips for choices made by Learners. This

report is available in Welsh, English and bi-lingual format.

This report includes the following information:

• Explanatory text about 14-19 Learning Pathways and the online Options system.






• Date the learner made their choices



Click ‘Letter for Parents – Bilingual’, ‘Letter for Parents – Welsh’ or ‘Letter for Parents – English’

Select the requirement Options programme from the ‘Choose Program’ select box

Select ‘yes’ from the ‘Show forms in report’ select box



Courses

1. All courses

This report allows a Professional to view all the courses offered by a school. You can view

courses by status; Draft, Published, Archived and deleted.



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• Course domain

• Course awarding body

• Course level

• Course status

• Course name ( English title )

• Course name( Welsh title )

• Course code

• Qualification title

• Qualification type

• Whether the course includes exams

• Whether the course is compulsory

• The language course is delivered in

• The name of the provider where the course is delivered

• Start date

• End date


Hover the mouse pointer over ‘Courses’

Click ‘All Courses’

Select the required status from the ‘choose status’ select box

Click grey ‘View report’ button


2. KS4 Local Curriculum Report

Please refer to the 14-19 Learning Pathways, Key Stage 4 Local Curriculum section of this manual

for information relating to this report.

Exporting Reports

All reports in the ‘View reports’ section can be exported to the following formats:

• Excel Spreadsheet

• PDF document



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To export reports, please use the following steps:

1. Exporting a report to an Excel Spreadsheet View one of the reports in the above sections

Select ‘Excel’ from the select box next to the Export text

Click ‘Export’

When prompted, click ‘Save’ to save the excel spreadsheet to your computer.

2. Exporting a report to a PDF Document View one of the reports in the above sections

Select ‘Adobe (PDF) file’ from the select box next to the Export text

Click ‘Export’

The PDF document will open in a new window automatically.



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Export to MIS http://www.careerswales.com/prof/server.php?show=nav.3359

The Export to MIS section of the Administration site enables logged-in Professionals to download

export files of their Learner’s Free Choice Poll and Options Programme choices. These files can

then be used by the Professional’s school to import their Learner’s choices into their Management

Information System (MIS).

Please read the additional information located in the Export to MIS section for a detailed set of

requirements for importing information from careerswales.com into school MIS.

Please note: Currently SIMS Options is the only MIS system that Careers Wales Online supports.

Careers Wales is continuing to work with other school MIS suppliers to provide seamless

exchange of data between careerswales.com and school MIS in the future.

1. Downloading Learner Options Choices

Select the required academic year from the select box above ‘Request Options Export’ button

Click ‘Request Options Export’ button

You will be prompted to download a file with the name ‘options.xml’. Click the ‘Save’ button.

2. Downloading Learner Free Choice Choices

Select the required academic year from the select box above ‘Request Free Choices Export’

button

Click ‘Request Free Choices Export’ button

You will be prompted to download a file with the name ‘freechoices.xml’. Click the ‘Save’

button.



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General Help This section of the training manual covers topics that will help you with the Administration section

of the Professionals site.

WYSIWYG

The WYSIWYG allows you to customise content. It offers features such as:

• Creating links

• Copy and pasting from Word

• Embedding an image

• Formatting text content

The WYSIWYG has the following appearance:

Creating links

This feature allows you to enter a hyperlink to content on your own school’s website.

To create a link, please use the followings steps:



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Enter the title of the link. For example, ‘English’

Highlight the title by holding the left mouse button and dragging the mouse cursor over the title

Click the ‘Insert / edit’ link

A lightbox will be launched

Enter the URL into the ‘Link URL’ field. For example, enter

‘http://www.myschoolwebsite.com/english’.

Click the ‘Insert’ button

The title of the link will be blue and underlined

Copy and pasting from Word

This feature allows you to copy and paste content you already have written in a Word document.

To copy and paste content from a Word document, please use the following steps:

‘Open’ Word Document

‘Highlight’ content in Word Document

‘Copy’ content in Word Document

Click back to the Provider Content Admin> ‘What happens’ textbox

‘Paste’ content from Word Document


Embedding an image

This feature allows you to display an image on the new.careerswales.com website that is already

available online. For example, if you have a school website with a school logo you can use this

feature to display your logo in your customised content on new.careerswales.com.

To embed an image in the content, please use the following steps:

Click the ‘Insert/edit image’ button

Enter the URL to the image in the ‘Image URL’ field. For example, enter

‘http://www.myschoolwebsite.com/logo.gif’

If the URL is correct, a preview will appear in the ‘Preview’ box

Click ‘Insert’ to add the image to your content.



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Please note: Images can be aligned using the alignment buttons. To align an image, click an

image then press the relevant alignment button.

Formatting text content

The WYISWYG supports a number of features that are found in most modern word processing

applications. These features include:

• Cut, Copy and Paste

• Bold and Italic

• Font colour

• Numbering and bullet points

• Text alignment

• Creating / Editing tables

System Messages

To help you through the online process, the system provides helpful messages in a standard

format.

Information and success messages Information or success messages appear in the following style.

These messages appear when you have successfully completed an action. For example, ‘You

successfully updated a learner’s details.’

Error and warning messages

Warning or error messages appear in the following style.



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These messages appear when an action failed or a user did not enter all of the required

information needed. For example, when creating a course, if you fail to enter the start date, a

message will appear warning you that you did not enter a start date.



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18. Professionals – Administration - Support http://www.careerswales.com/prof/server.php?show=nav.955

This section contains information relating to Support. Here you can access contact details for the

14-19 helpline number, submit a query through the Online support system, and access the IT

requirements document to run the website in your school or college.

If you need assistance with the website, please contact the 14-19 helpline number on:

0845 434 8334. Our dedicated support team will be on hand to help you.

The helpline is manned between the hours of 09:00 – 17:00 Monday to Friday. Outside of these

hours, please leave a message and we will return your call as soon as possible.

To access the IT requirements for using the Careers Wales Online Options system, please use the

following steps:

Click the link ‘IT requirements for using the CWO Options system’

The ‘Requirements for CWO Options system’ page will load

Ensure that your school or college have implemented the IT requirements to run the website.

The IT requirements document can also be requested as a PDF should you require. It is

recommended that establishments access the document online for the most recent version.

Professionals>Administration>Support>Requirements for CWO Options system

Please note: In order to run the Careers Wales Online Options system successfully, schools and

colleges will need to have ensured that they have implemented the IT requirements as set out in

the published document. You may need to contact your LEA IT Department for assistance in

allowing the Careers Wales site through the schools network and proxy servers.

Careers Wales Online Training Activities

Documents

Transcript of Careers Wales Online Training Activities