tutor guide
DESCRIPTION
Tutor Guide e-bookTRANSCRIPT
Learner Services
TUTORS’ GUIDE
INDUCTION & ON-PROGRAMME
GUIDANCE FOR TUTORS
DELIVERING TO
POST-16 LEARNERS
2012/13
Version: Final Approved: 22 May 2012
2
Learner Services
TUTORS GUIDE
Contents Page
Year Planner and Programme of Events 2012/13 3
College Calendar 2012/13 7
Pre-Course Guidance Procedure (Overview) 9
New Learner Details 2012/13 10
Admissions – Summer Contact/Mailings 13
Freshers Parents Evenings (18 & 19 June 2012) 14
Welcome/Information Day (02 July 2012) 15
Induction Procedure 2012 17
First Day of Term (04 June 2012) & Induction Timetable (Full-time & Apprentices) 18
Principals Welcome Arrangements (10-14 September 2012) 19
Guide to Initial Functional Skills Assessment & Learning Styles Analysis 21
Additional Learning Support Link Tutors 2012/13 23
Functional Skills 25
eRegisters – Responsibilities 26
Attendance Monitoring of Learners receiving Financial Support/Absences 27
Personal Record File 31
Induction – Rights and Responsibilities (Guidance Notes) 32
Rights and Responsibilities 33
The Learning Agreement (Shorter Version) 34
The College Rules 35
Induction Checklist for Full Time & Work Based Learners 36
Induction Checklist for Substantial Part Time Learners 38
Induction Checklist for Single Subject Programmes 40
Induction Timetable and Checklist for completion by Course Tutor (Single Subject) 41
Course Trips, Visits & Speakers and Retention Team 42
Initial Period of Assessment – Explanation 42
Apprenticeship Employer Induction 42
ILP/Progress Report Guidance and Apprenticeship Information 43
Learner References and UCAS /Applying to University procedure 45
Registry and Examinations Overview & Enrolment 49
Policies & Procedures 51
Absence/Withdrawal Procedures 52
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Learner Services
YEAR PLANNER & PROGRAMME OF EVENTS 2012/2013
Version Date: 06/06/12 – current version within ‘Learner Services’ on the Intranet
DATE ACTIVITY
AUGUST 2012
Monday 01 August Apprentices Induction
Thursday 16 August A-level Results published
Friday 17 August Advice and Enrolment (P/T courses), Event Centre, 10.00 am – 1.00 pm
Thursday 23 August GCSE Results published
Monday 27 August Bank Holiday
SEPTEMBER 2012
Monday 03 September
All Staff Return to Work
Tutor Training [all academic staff to attend], Events Centre, 1.30 pm – 2.30 pm
Full Staff Meeting – Events Centre, 4.00pm
Tuesday 04 September
All Learners Commence
Induction (Grades/Enrolment/ID Cards), Events Centre, 9.00 am – 4.00 pm – see Guidance Note
Completion of ILP-1 to commence [F/T]
Initial Assessment Week
Apprentices Induction
Advice and Enrolment (P/T courses), Atrium, 4.30 pm – 7.00 pm
Late enrolment service for this week Customer Services, 3.00 pm – 7.00 pm
Wednesday 05 September Induction (Grades/Enrolment/ID Cards), Events Centre, 9.00 am – 4.00 pm – see Guidance Note
Careers Advisers Update, Lindsey Lounge, 9.00 am – 1.00 pm
Thursday 06 September Induction (Grades/Enrolment/ID Cards), Events Centre, 9.00 am – 4.00 pm – see Guidance Note
Friday 07 September Deadline for enrolment forms for new first year learners to be returned to Registry
Monday 10 September F/T Learner Talks (Principal, etc.), Events Centre, 10.00 am - see Tutors Guide for details
Initial Assessment Week
Tuesday 11 September F/T Learner Talks (Principal, etc.), Events Centre, 10.00 am - see Tutors Guide for details
Wednesday 12 September F/T Learner Talks (Principal, etc.), Events Centre, 10.00 am - see Tutors Guide for details
Higher Education (P/T) Enrolment, Dransfield Building, 4.00 pm – 8.00 pm
Thursday 13 September F/T Learner Talks (Principal, etc.), Events Centre, 10.00 am - see Tutors Guide for details
Higher Education (P/T) Enrolment, Dransfield Building, 4.00 pm – 8.00 pm
Friday 14 September
F/T Learner Talks (Principal, etc.), Events Centre, 10.00 am - see Tutors Guide for details
Functional Skills & Additional Studies enrolments for F/T learners to be to Registry
Individual Learning Plan ILP-1 completed for full-time students
Self Assessment Day
Monday 17 September Service Area Quality Morning
Wednesday 19 September Higher Education (F/T) Enrolment, Dransfield Building, 9.00 am – 4.00 pm
Thursday 20 September Fresher’s Fair, Events Centre, 10.00 am – 2.00 pm
w/c Monday 24 September UCAS – Commencement of Personal Statements and References
Tuesday 25 September New Staff Coffee Hour, Lindsey Lounge, 9.00 am
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OCTOBER 2012
w/c Monday 01 October Teaching & Learning Quality Monitoring Week
Friday 05 October All learners to be registered for their qualifications (or 6 weeks from start date)
Thursday 11 October Annual Open Evening, 5.00 pm – 8.00 pm
Self Assessment Day
Tuesday 16 October Learner Focus Group [Business, IT, Computing & Land Based], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 17 October Learner Focus Group [Construction & Fab/Weld], Hardwicks, 12.00 pm – 1.00 pm
EDEXCEL?BTEC Registration deadline
Thursday 18 October Learner Focus Group [Art, Design & Performing Arts], Hardwicks, 12.00 pm – 1.00 pm
Friday 19 October Deadline for inclusion of part time courses in Spring Brochure
Monday 22 October Completion of ILP-2/Progress Reports incorporating ‘Initial Period of Assessment’ F/T (& Apprentices
as appropriate) to commence
Monday 29 October –
Friday 02 November Half Term
NOVEMBER 2012
Tuesday 06 November Learner Focus Group [Success Centre], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 07 November Learner Focus Group [Health & Social Care and Leisure &Tourism], Hardwicks, 12.00 pm – 1.00 pm
Thursday 08 November Learner Focus Group [Life & Work Skills], Hardwicks, 12.00 pm – 1.00 pm
Friday 09 November Deadline for completion of ILP-2/Progress Reports incorporating ‘Initial Period of Assessment’ [F/T +
Apprentices as appropriate]
Monday 12 November Completion of ILP 1 for Substantial P/T learners to commence
Tuesday 13 November Learner Focus Group [Child Care, Ed. & Counselling], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 14 November Learner Focus Group [Sport & Recreation], Hardwicks, 12.00 pm – 1.00 pm
Thursday 15 November Learner Focus Group [Motor Vehicle], Hardwicks, 12.00 pm – 1.00 pm
Friday 16 November Self Assessment Day
Monday 19 November Letters of invitation for Parents Evenings out [F/T & Apprentices] (incl. ILP’s, College Newsletter,
Parent & Employer survey)
Tuesday 20 November Learner Focus Group [Engineering], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 21 November Learner Focus Group [Hairdressing & Beauty Therapy], Hardwicks, 12.00 pm – 1.00 pm
Thursday 22 November Learner Focus Group [14-16 Provision], Skills Centre, 11.00 am – 12.00 pm
Friday 23 November Deadline for completion of ILP 1 for Substantial P/T learners
Monday 26 November ‘Diary Room’ Week
Tuesday 27 November Learner Focus Group [A-Level Programme], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 28 November Learner Focus Group [BME], Hardwicks, 12.00 pm – 1.00 pm
DECEMBER 2012
w/c Monday 03 December
Week for all Parents Evenings for full time & work based learners to be held
Functional Skills Mock Tests
Teaching & Learning Quality Monitoring Week
Wednesday 12 December Christmas Fair, Events Centre, 10.00 am – 1.00 pm
Friday 14 December Full Staff Meeting, Events Centre, 12.30pm
FINAL date for submissions of UCAS Applications to College
Wednesday 19 December Learner Of The Term, Venue: tbc, 12.00 pm – 1.00 pm
End of Autumn Term (Learners) [normal full day]
Friday 21 December End of Term (Staff to leave at 4pm & Nursery/Fitness Suite to close at 6pm
Monday 24 December College Closure Day
Tuesday 25 & Wednesday 26 December Bank Holidays
Thursday 27, Friday 28 & Monday 31 December
College Closure Days
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JANUARY 2013
Tuesday 01 January Bank Holiday
Wednesday 02 January
All staff return to work
Compulsory Staff Training Day
Advice and Enrolment (P/T courses), Event Centre, 4.30 pm – 7.00 pm
Thursday 03 January Start of Spring Term – Learners return
w/c Monday 07 January P/T Programmes starting Spring Term commence
Apprentices Induction
Wednesday 09 January Year 11 Information & Advice Evening, 4.00 pm – 7.30 pm
Wednesday 16 January Student Summit, Event Centre, 12.00 pm – 4.00 pm (tbc)
Wednesday 30 January Multicultural Event, Events Centre, 10.00 am – 2.00 pm
FEBRUARY 2013
Friday 01 February Deadline for inclusion of P/T courses in Summer Brochure
w/c Monday 04 February Functional Skills Mock Tests
Tuesday 05 February HE Information Evening (for current L3 Yr.1 learners), Events Centre, 6.00pm – 7.30 pm
Monday 11 February Completion of ILP-3/Progress Reports to commence [F/T & Apprentices]
Tuesday 12 February Service Area Quality Morning
Monday 18 – Friday 22 February Half Term
Tuesday 19 February New Staff Coffee Hour, Lindsey Lounge, 1.00 pm
Monday 25 February Learner Survey Issued
Thursday 28 February Healthy Living Event, Events Centre, 10.00 am – 1.00pm
MARCH 2013
Friday 01 March Deadline for completion of ILP-3/Progress Reports [F/T & Apprentices]
Monday 04 March ‘Progression Month’ begins [until the end of this term]
Teaching & Learning Quality Monitoring Week
Tuesday 05 March Learner Focus Group [Business, IT, Computing & Land Based], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 06 March Learner Focus Group [Construction & Fab/Weld], Hardwicks, 12.00 pm – 1.00 pm
Talent Show (Y-Factor) – Heat 1, Events Centre, 12.00 pm – 1.00 pm
Thursday 07 March Learner Focus Group [Art, Design & Performing Arts], Hardwicks, 12.00 pm – 1.00 pm
Monday 11 March Letters of invitation for Parents Evenings out [F/T & Apprentices] + College Newsletter
Tuesday 12 March In-College Progression ‘Roadshow’, Events Centre, 9.30 am – 12.30 pm
Learner Focus Group [Success Centre], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 13 March Learner Focus Group [Health & Social Care and Leisure &Tourism], Hardwicks, 12.00 pm – 1.00 pm
Thursday 14 March Learner Focus Group [Life & Work Skills], Hardwicks, 12.00 pm – 1.00 pm
Tuesday 19 March Learner Focus Group [Child Care, Ed. & Counselling], Hardwicks, 12.00 pm – 1.00 pm
HE Student Funding Information Evening (for current L3 Yr.2 learners), Events Centre, 6.00 pm
Wednesday 20 March
Learner Focus Group [Sport & Recreation], Hardwicks, 12.00 pm – 1.00 pm
Learner Of The Term, Venue: tbc, 12.00 pm – 1.00 pm
Talent Show (Y-Factor) – Heat 2, Events Centre, 12.00 pm – 1.00 pm
Thursday 21 March Learner Focus Group [Motor Vehicle], Hardwicks, 12.00 pm – 1.00 pm
Friday 22 March Self Assessment Day
Monday 25 March
Week for all Parents Evenings for full time & work based learners to be held
Functional Skills Mock Tests
Learner Focus Group [A-Level Programme], Hardwicks, 12.00 pm – 1.00 pm
Tuesday 26 March Learner Focus Group [Engineering], Hardwicks, 12.00 pm – 1.00 pm
Wednesday 27 March Learner Focus Group [Hairdressing & Beauty Therapy], Hardwicks, 12.00 pm – 1.00 pm
Talent Show (Y-Factor) Final, Events Centre, 12.00 pm – 1.00 pm
Thursday 28 March
Learner Focus Group [14-16 Provision], Skills Centre, 11.00 am – 12.00 pm
Learner Focus Group [BME], Hardwicks, 12.00 pm – 1.00 pm
Deadline for inclusion of full time programmes in 2014 brochure
Deadline for inclusion of part time courses in Autumn Brochure (Sept. 2013)
End of Spring Term
Friday 29 March Bank Holiday
APRIL 2013
Monday 01 April Bank Holiday
Monday 15 April Start of the Summer Term
Advice and Enrolment, Event Centre, 4.30pm – 7.00pm
Thursday 18 April Governor/SMT/Learner Workshop
Wednesday 24 April Careers ‘Speed Dating’, Event Centre, 9.00 am – 4.00 pm
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MAY 2013
Monday 06 May Bank Holiday
w/c Monday 13 May Adult Learners Week [tbc] + Citizenship Week & Community Engagement Activities Week
Teaching & Learning Quality Monitoring Week
Tuesday 14 May New Staff Coffee Hour, Lindsey Lounge, 3.00 pm
Wednesday 15 May Student Summit, Event Centre, 12.00 pm – 4.00 pm (tbc)
Monday 27 May – Friday 31 May Bank Holiday (Monday 27 May)
Half Term
JUNE 2013
w/c Monday 03 June
References for leavers to be completed
Apprentices Induction
Completion of ILP-2/Progress Reports (Substantial P/T) to commence
Monday 10 June Completion of ILP-4/Progress Reports (F/T & Apprentices) to commence
Wednesday 12 June Advice and Enrolment (P/T courses), Event Centre, 4.30 pm – 7.00 pm
Friday 14 June Self Assessment Day
Monday 17 June Fresher’s Parents Evening, 6.30 pm [STEM Areas]
Tuesday 18 June Fresher’s Parents Evening, 6.30 pm [Faculty of Social & Vocational Education Areas]
Wednesday 19 June Service Area Quality Morning
Learner Of The Term, Venue: tbc, 12.00 pm – 1.00 pm
Friday 21 June Deadline for completion of ILP-4/Progress Reports [F/T & Apprentices]
Deadline for completion of ILP 2 for Substantial P/T learners
Tuesday 25 June Awards Ceremony, Event Centre, 6.00 pm for 6.30 pm
Wednesday 26 June ILP’s to be sent out [F/T & Apprentices]
Friday 28 June BTEC SRF deadline (UCAS entrants)
End of Summer Term (Learners)
JULY 2013
Monday 01 July Welcome Event for new full time learners (all day)
Wednesday 03 July Compulsory Staff Training Day
Friday 05 July Full Staff Meeting – Event Centre, 12.00pm
End of Term (Staff)
Monday 08 July – Friday 19 July Schools Taster Programme
AUGUST 2013
Thursday 15 August (tbc) A-level Results published
Friday 16 August Advice and Enrolment (P/T courses), Event Centre, 10.00 am – 1.00 pm
Thursday 22 August (tbc) GCSE Results Published
Monday 26 August Bank Holiday
Tuesday 27 August College Open – New Academic Year
Wednesday 29 August 2012 Pre-Induction for all 2013 School leavers
SEPTEMBER 2013
Monday 02 September All Staff return to Work
Tuesday 03 September ALL learners commence (provisional)
Advice and Enrolment (P/T courses), Event Centre, 4.30 pm – 7.00 pm
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COLLEGE CALENDAR 2012/13
(Staff and Learner Dates)
Monday 27 August 2012
Bank Holiday
Monday 3 September 2012 All Staff Return To Work Full Staff Meeting (all to attend) – 4pm
Tuesday 4 September 2012 Autumn Term Starts All Learners Commence
(7 Weeks, 4 Days)
Monday 29 October 2012 – Friday 2 November 2012
Half Term
Friday 14 December 2012
End of Term Staff Meeting 4pm (all to attend)
Wednesday 19 December 2012 End of Term (Learners) normal full day
(6 Weeks, 3 Days)
Friday 21 December 2012 End of Term (Staff) Staff to leave at 4pm Nursery and Fitness Suite to close at 6pm
Monday 24 December 2012 College Closure Day
Total for Term (14 Weeks, 2 Days)
Tuesday 25 December 2012 Bank Holiday
Wednesday 26 December 2012 Bank Holiday
Thursday 27, Friday 28 & Monday 31 December 2012
College Closure Days
Tuesday 1 January 2013 Bank Holiday
Wednesday 2 January 2013 Spring Term Starts Staff Return to Work Compulsory Staff Training Day
Thursday 3 January 2013 Learners Return (6 Weeks, 2 Days)
Monday 18 February 2013 – Friday 22 February 2013
Half Term
Thursday 28 March 2013 End of Spring Term (4 Weeks, 4 Days)
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Friday 29 March 2013 Bank Holiday (Good Friday)
Monday 1 April 2013 Bank Holiday (Easter Monday)
Total for Term (11 Weeks, 1 Day)
Monday 15 April 2013
Summer Term Starts (5 Weeks, 4 Days)
Monday 6 May 2013 May Day Bank Holiday
Monday 27 May 2013 – Friday 31 May 2013
Half Term (Spring Bank Holiday)
Friday 28 June 2013 End of Summer Term for Learners (4 Weeks)
Total for Term (9 Weeks, 4 Days) Total for Year (35 Weeks, 2 Days)
Wednesday 3 July 2013 Compulsory Staff Training Day
Friday 5 July 2013 End of Main College Year - Staff End of Term Staff Meeting - 12 noon (all to attend)
Monday 26 August 2013 Bank Holiday
Tuesday 27 August 2013 College Open (New Academic Year)
Monday 2 September 2013 All Staff Return to Work
NOTES
The College will be officially closed on 24/27/28/31 December for College Closure Days.
All staff are expected to attend full staff meetings held on 03/09/12 at 4pm, 14/12/12 at 4pm and 05/07/13 at 12 noon.
All staff are expected to be available for the compulsory training days on 2 January 2013 and 3 July 2013.
On 19 December 2012 learners attend for the full day.
Staff may take holiday on 20 and 21 December 2012.
Friday 21 December is a normal working day for staff. Staff to leave by 4pm, Nursery and Fitness Suite to close at 6pm.
Approved by the Corporation Board meeting on Monday 5 December 2011
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Pre-Course Guidance – Overview
Advice & Enrolment Days and opportunities to enrol in Customer Services are held throughout the year, in addition to Fresher’s events and work carried out by the Guidance Team.
Before enrolling on a course, all learners should receive appropriate advice and guidance as part of the pre-course guidance process and complete an enrolment form. This requires signatures confirming that it has been given and received. Please ensure all appropriate pre-course guidance (including Admissions) records and the enrolment forms are completed in full.
This applies to ALL provision including short free tasters of only a few hours duration. It is vital that we receive full details of all potential learners prior to them joining a class. Not doing so will place the College and the staff in breach of legislation.
All learners should be made aware of the College Charter and where to obtain a copy. The Guide for Learners with Additional Needs and ‘How can we help’ may also be given out where appropriate.
The majority of full-time school leavers will have received advice from the College's Careers Guidance Team and/or a local authority IAG Adviser. When attending an interview at College, tutors should record the details of the interview in the application pack and signed by both applicant and tutor. Our Admissions Policy sets specific targets regarding the admissions procedure for full-time courses and Apprenticeship programmes.
Ex-school pupils have the opportunity to come to College for visits, tasters, links and work experience, according to their school’s requirements and commitments. The College’s Careers Guidance Team, accredited by the Matrix Quality Standard for Information, Advice & Guidance (IAG) undertake impartial IAG and are also very active in the schools, again in accordance with the individual school’s requests. Specialist staff are also involved in schools’ activities as the school requests this.
Similarly, a range of activities in and out of College addresses the needs of mature learners and those outside of the school system, prior to entry.
All applicants for full-time and apprenticeship programmes are managed through the College’s central admission system to ensure consistency and entitlement. (For Apprentices, this is applicable throughout the year to accommodate the roll on, roll off nature). Standard letters and information form part of this. Parents’ evenings are held for parents of potential new learners in June, and a welcome day for the learners themselves.
During the summer months, contact is maintained with all learners - this includes an extensive range of information being mailed directly to applicants, with relevant details returned to College to aid the final decision making process.
Numerous important and relevant policies are hyperlinked on page 51, these include:
Confidentiality Guidelines – it is important that all staff are aware, of what should not/cannot be kept confidential if a learner tells you.
Requests for Information/Data Protection – it is important that all staff are aware of what information should not/cannot be divulged to persons outside the College (including the Police)
Dealing with Unwell people – it is important that all staff are aware of this procedure
Parental Contact & Consent (for 18+ material)
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Learner Services
LEARNER DETAILS
2012/13
Please complete all relevant sections of this document to enable us to assist you with your studies at College. Return it to your Student Adviser as soon as possible.
Any information given will be stored in accordance with the requirements of the Data Protection Act
Name:_____________________
Student Number: ____________
Course:____________________
Age at 31/08/12:_____________
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MEDICAL AND ADDITIONAL INFORMATION
Please tick the box (√) if you have had any of the following & provide further details:
Hearing impairment Heart disease or raised/lowered
blood pressure Medication Carried/Taken:
Visual impairment Skin allergies
(not wears glasses) (dermatitis, psoriasis, eczema) Medication Carried/Taken:
Mobility impairment Allergies to wasp / bee stings
Medication Carried/Taken:
Mental Health Issues Asthma / breathing difficulties
(anxiety, claustrophobia, panic attacks)
Medication Carried/Taken:
Medication Carried/Taken:
Anger, behaviour or emotional Epilepsy, dizziness, blackouts,
needs (EBD) Fainting, migraine Medication Carried/Taken: Medication Carried/Taken:
Self harm / eating disorder Rheumatism / arthritis
Medication Carried/Taken: Medication Carried/Taken:
Neck or back problem Vertigo
Hernia Anaemia
Medication Carried/Taken:
ADD/ ADHD Diabetes
Medication Carried/Taken: Medication Carried/Taken:
Autism/Aspergers Food allergy / special diet
Hepatitis (A, B or C) Other (cystic fibrosis, cancer, ME,
etc)
HIV / Aids
Are you taking any long-term medication?
If so, please give details:
Any other information you wish to make us aware of?
For a confidential discussion with your areas Success Centre Link Tutor, or to make us aware of any other personal circumstances or disability, please contact the Success Centre team on 01724 294074 or call at SC6 (upstairs in New Beacon House).
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CONSENT FORM FOR VISITS AND TRAVEL
This form must be completed for all learners aged 16 – 18 (and all vulnerable adults) at the start of their course, by the parent/guardian/carer. Learners aged 18 and over may complete it themselves. In all cases, this form must be completed prior to travel.
1 I agree to (name)
taking part in day visits, not hazardous, relating to their course during the above academic year. I agree participation in the activities described and I acknowledge the need for him/her/myself to behave responsibly.
2 Declaration: I agree to my son/daughter/myself receiving medication as instructed and any
emergency dental/medical/surgical treatment, including anaesthetic/blood transfusion, as considered necessary by the medical authorities present. I understand that details on the college’s insurance cover is available on request.
3 Contact telephone numbers:
Name: Mobile Tel:
Work Tel: Home Tel:
Home address:
Relationship to learner:
4 Alternative emergency contact:
Name: Tel. Number(s):
Relationship to learner:
5 Signed:
Date:
Relationship to learner:
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Learner Services
ADMISSIONS SEPTEMBER 2012 - SUMMER CONTACT/MAILINGS
w/c: 04 June 2012
Invitation letter to Fresher’s Parents Evening – 18/19 June (to all applicants under 19 years of age)
Invitation letter to Fresher’s Welcome Day – Monday 02 July (F/T and Apprentices)
Letter (filtered by the 4 ‘Bus Pass Areas’)
Bus Pass forms, guidance notes/documentation, etc. (LA & NLC)
Financial Assistance Application Form
Bursary/LSA Information Leaflet [G11]
w/c: 31 July 2012
Letter informing of start date & location and signposting the following on website:
Additional Studies Leaflet
‘Financial Information’ Booklet [G17]
Bus Timetable
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FRESHERS PARENTS EVENINGS – JUNE 2012
1. The dates and times for each area to hold Parents Evenings for prospective new learners are:
Monday 18 June 6.00 pm Angie Hodgson and Barbara Cullen’s Area
6.45 pm Etec, Motor Vehicle and Barbara Barnet’s Area
Tuesday 19 June 6.00 pm Dave Osborn’s Area
6.45 pm Carol Lightburn’s Area and A-Level/GCSE Programme
Standard letters of invitation for the Parents Evening (and Welcome Day) have been agreed and posted w/c 04 June. The parents of all applicants who are under 19 have been invited to Fresher’s Parents Evenings. In the letter, applicants have been instructed to meet in the Events Centre at the times indicated on the above table. Managers should ensure that sufficient staff are in place to greet visitors 30 minutes before.
2. Arrangements for these events:
In the Events Centre (10-15 minutes):
Short Welcome by VP/Director FE
Introduction from AD (T&L)
Finance/Transport issues (WD/PL)
Disperse with Course Tutors to vocational areas
With course Tutors in vocational areas:
Meet son’s/daughter’s course tutor and other staff as appropriate and have the opportunity to be informed and ask questions about the course, assessment, work experience, equipment requirements, future prospects and careers, etc
General tour of the Curriculum Area
Provisional timetable
Reference to the support services
Encouragement to the applicants to continue to work hard and to strive to achieve the best results & grades they are capable of…(all offers are conditional!).
3. General information will be available in Customer Services. Parents should be informed that if they wish
to ask specific questions regarding transport, finance, additional learning support, careers, etc., to return to Customer Services after the tutor session has ended and speak with the specialist staff there – staff will be present until 8.00 pm.
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FRESHERS WELCOME DAY: Monday 02 July 2012, 9:00 am to 4.00 pm (Full-time & Apprenticeship Learners)
During this day, course related activities should be undertaken (as in previous years), followed by ‘enjoyable/fun/engaging’ activities between 1.30 pm and 3.30 pm.
(i) Aims:
to ensure prospective learners understand fully the requirements of their chosen programme and where it can lead
to maintain the interest of applicants between interview and enrolment in September
to establish early contact with their course tutor/course team prior to enrolment
to begin to identify any additional learning needs and make a suitable referral to Success Centre team
to provide the opportunity to ask questions, deal with concerns, etc. following the Parents Evening and interview
to introduce learners to the range of additional studies options available through the enrichment programme (full-time learners)
to introduce learners to their peer group
to provide an enjoyable and interesting initial experience of a day in College through practical activities linked to course work.
to enjoy a ‘fun’ and engaging activity to help with peer ‘ice-breaking’.
to encourage the applicants to continue to work hard and to strive to achieve the best results & grades they are capable of…(all offers are conditional!).
AD’s (T&L) and Managers will work with Course Tutors towards achieving these aims. Other members of the course team should also be involved including Student Advisers, Functional Skills tutors & Success Centre link tutors. Course Tutors should provide their AD (T&L) with a proposed programme for the morning by Monday 18 June at the latest. All learners starting a new F/T or Apprenticeship programme will be asked to attend. Their letter of invitation will detail the room they are to report to at 9.00 am. (ii) Catering Arrangements: Catering outlets will be open, and Schools should send their learners for a morning break and lunch as indicated, to avoid congestion and queues to ‘The Zone’:
Subject Area Morning Break Lunch Break
H&SC, Child Care, Tourism & Life and Work Skills 10.00 am 12.00 pm
Hair/Beauty & Art/Design/Perf. Arts 10.15 am 12.15 pm
Construction, Fab/Weld & Sport 10.30 am 12.30 pm
ETEC, Motor Vehicle & A-Level/GCSE Programme 10.45 am 12.45 pm
Business, Computing & Land Based 11.00 am 1.00 pm
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(iii) Plans for the Day:
Groups of learners should not be sent off on their own to ‘explore the College’. Any visits to College services/facilities should be pre-booked well in advance so that proper arrangements can be made - remember – this must be a positive experience.
Careers staff will be available in Customer Services for any referrals.
Full-time and Apprenticeship learners will be on campus for the whole day (9:00 am - 3.30 pm)
Course Tutors will provide their AD (T&L) with their attendance figures by 12.00 noon.
The afternoon ‘fun’ enrichment session will run between 1.30 pm and 3.30 pm where areas should ensure that practical, engaging, hands-on and fun activities are delivered.
(iv) Full-time learners should be informed of the following:
A letter will be sent week commencing 30 July detailing the start of term (Tuesday, 04 September 2012). The ‘Learner Details’ pro-forma and other documents will be issued on this day.
Information on additional studies and enrichment options (F/T) should be discussed with learners and encouraged to indicate possible areas of interest. This will be followed up once the learners commence in September.
College will provide information, where appropriate, on Bursary’s, Learner Support Awards, bus passes, bus routes, etc., in the mailing sent out either w/c: 04 June 2012, signposted to the Colleges website or during office hours, via Customer Services.
Any learners requiring financial assistance, relating to their intended programme of study, should be encouraged to make an early application for assistance.
(v) Apprentices:
Although Apprentices will operate on a roll-on, roll-off basis, with multiple start points throughout the year, tutors must ensure that these learners receive their proper and full entitlement with regard to induction, pastoral access, etc.
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Induction Procedure 2012/13 (Full-time & Apprentices):
All learners are entitled to an appropriate induction to ensure that they fully understand the requirements of their intended programme. Detailed on the following pages is an outline of the procedure for full-time learners, with particular reference to the required activities for Tuesday 04 September 2012. The induction activities should be built into the normal timetable for the learners - they are not on 'induction' for the first week!! It is expected that it could take up to 6 weeks to complete all of the induction activities. The majority of the induction programme should take place within the course groups and will include input from both the Course Tutor and Student Adviser, as well as initial assessment led by the Success Centre team. The Induction Checklist for ‘Full-time & Apprentices’ should be issued to learners for completion over the first few weeks on programme. F/T learners keep a completed copy in their Personal Record File. Course Tutors should record that they have completed the induction programme for all their learners. The AD (T&L) will monitor the effectiveness of the induction programme through random sampling of learners’ PRFs and course files. Part-time learners should receive an Induction appropriate to their needs. Induction checklists for part-time should be completed and retained by the Course Tutor. These will be included in the random sampling monitoring conducted by the T&L AD’s. Part-time learners are categorised as follows: (a) Apprenticeship Programmes – who should complete ‘Full-time & Apprenticeship’ induction
checklist. (b) Substantial Part-time (Day Release) – who should complete the yellow induction checklist. (c) Single Subject Part-time – the tutor should complete the pink induction checklist for their
group(s). This is intended for those attending ‘single subject’ type programmes and includes all provision at outreach centres.
A copy of the Learner Handbook and specific written course information (including Course Handbook) should be given (or location on Moodle identified) to all learners for enrolment on all courses. The Course Tutor (F/T and Substantial P/T programmes) and Subject Tutor (Single Subject P/T programmes) is responsible for working through the contents of these publications with their group(s). All learners will receive a copy of a ‘Z-card’ which gives key information and signposts to the Learner Handbook and other key documents. All learners should be made aware of the Charter and how to get a copy if they wish to have their own. Charters will be available from Customer Services with reference copies in key locations and also on the Colleges website. Please note that Pre-Induction will now take a different form (integrated into week 1) and will not be a ‘stand-alone’ event (as originally planned for 31 August). Induction Qualifications – This information will be communicated separately.
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Tuesday 04 September 2012: First Day for F/T Learners (& Apprentices starting Sept.)
The academic year will commence on Tuesday 04 September 2012 for all full time/Apprenticeship learners. All learners will be asked to attend from 9.00 am on this day. Activities should include the following, some of which may have been done or started already:
1. Complete the checking of examination grades (take copy of results slips), to ensure the
learner is on the right course. If not, encourage transfer to other courses in College and refer to appropriate Careers Guidance/Success Centre staff, if appropriate who are available for interviews and referrals.
2. Check learners’ requirements for specialist course equipment - remind learners of the specialist equipment needed and the costs, including checking the receipt of CRB certificates (if applicable).
3. Inform learners of emergency procedures and basic Health & Safety requirements relevant to the curriculum area and required Codes of Conduct for learners.
4. Complete any outstanding enrolment forms showing clearly the primary learning goal and any additional subject(s) being studied which form part of their overall programme. Registry staff will be available to help.
5. Distribute Course Timetable to all learners.
6. Identify possible enrichment activities to be followed up during w/c Monday 10 September when introductory presentations will be held during the usual timetabled additional studies sessions.
7. Receive from learners the ‘Learner Details’ form - check medical, other details and parental consent. Any disability/additional support needs declared must be communicated to the Success Centre Link Tutor. ‘Learner Details’ form must be received from ALL learners, Student Advisers will keep a tracking sheet of those received/not received and actively chase-up outstanding forms.
8. Review and collect travel passes, if appropriate, from Customer Services.
9. For information on financial awards refer to Customer Services (stress importance of applying immediately if they haven't already done so).
10. Remind learners to bring in details of any other achievements.
11. Hand out a full Induction Programme devised by the Course Team (it is acknowledged this could take up to a maximum of 6 weeks) – including College-wide induction activities.
12. A copy of this programme must be given to the relevant AD (T&L) by Friday 07 September.
13. Follow up any non-attendees immediately by telephone – use the Retention team to assist.
The processing of Grades, Enrolment and ID Cards will take place in the Events Centre Tuesday 04 to Thursday 06 September. ALL learners will attend a session – further details and a rota will be issued by Registry in due course.
Learner talks from the Principal will take place w/c 10 September, see below for details.
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Break & Lunch-time Arrangements (04 September):
Subject Area Morning
Break Lunch Break
H&SC, Child Care, Tourism & Life and Work Skills 10.00 am 12.00 pm
Hair/Beauty & Art/Design/Performing Arts 10.15 am 12.15 pm
Construction, Fab/Weld & Sport 10.30 am 12.30 pm
ETEC, Motor Vehicle & A-Level/GCSE Programme 10.45 am 12.45 pm
Business, Computing & Land Based 11.00 am 1.00 pm
N.B. Please adhere to the above times to avoid congestion in ‘The Zone’ & other catering outlets.
Principal’s Welcome:
ALL learners (with their tutors) must attend their allocated presentation from the Principal (et al), in the Event Centre, timings as cited in the table below. Presentations will be made by:
Principal
VP/T&L Director
AD (T&L)
Pete Langford (Bursary/Enrichment/Student Association/ID Cards/Transport, etc.)
Date Time Subject Area
Monday 10 Sept. 9.30 am H&SC, Child Care, Tourism & Life and Work Skills
Tuesday 11 Sept. 10.15 am Hair/Beauty & Art/Design/Performing Arts
Wednesday 12 Sept. 11.00 am Construction, Fab/Weld & Sport
Thursday 13 Sept. 11.45 am ETEC, Motor Vehicle & A-Level/GCSE Programme
Friday 14 Sept. 12.30 am Business, Computing & Land Based
Please adhere to the allocated day for your learner groups – if you wish to change, please discuss with Wayne Dewick.
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Induction Period: First Half-term
1. Learners should be introduced to the College Individual Learning Plans (ILP) and be given key dates for completing their ILPs and follow-up parents’ evenings. They will have started the procedure with a one-to-one interview with their course tutor or nominated member of the course team and begun their Initial ILP (ILP-1). It should be stressed that learners may be able to transfer between courses, after appropriate advice, during the first half term. Guidance staff are available to conduct one-to-one interviews if needed. Contact Customer Services to make a referral and appointment, one of the team will then follow this up. If a transfer is appropriate, relevant course tutors will be involved as well.
2. All learners will undertake English & Maths Initial Assessments and learning styles
assessment. Results will be analysed and action taken as appropriate. More details on initial assessment are contained on page 21 of this guide.
3. Those learners with identified additional needs should, after discussion between the Success
Centre Link Tutor and Course Tutor, have suitable arrangements for additional support made for them. These arrangements will be written into the Initial ILP.
4. The Success Centre Link Tutor should be invited to meet all learner groups to talk to them
about Additional Learning Support in general. 5. The learners should be introduced to key staff; a programme to facilitate this will be initiated
and take place in the Events Centre. Learners should attend the session for their Area (see page 19). Final decisions regarding the suitability of learners to pursue their possible enrichment activities (additional studies) will be made by tutors. During w/c 10 September a series of short presentations will take place covering additional studies options. Anyone interested in these can attend the presentations to find out more details from the subject tutor. Course Tutors will then agree additional studies/enrichment subjects with individuals. A programme of these presentations is available separately from Pete Langford.
6. The programme from WEEK ONE should be a mixture of formal teaching and group induction
activities. One priority is to ensure that all learners are enrolled over Tuesday/Wednesday/Thursday of that week. You must accompany your learners to the Events Centre according to the timetable distributed by Registry.
7. All learners should be issued with a Personal Record File (PRF). This is the learners’ file for
storage of all documents relating to them whilst on-programme. Areas should determine the most suitable arrangements for storage (i.e. with which Admin) of these to ensure safe-keeping throughout the programme, but enable learners to access their files when necessary. These must be passed onto the learners new Course Tutor, if relevant.
8. Enrolment forms for F/T learners must be fully completed by the end of Friday 07 September,
indicating the primary learning goal. (See also item on page 49).
9. Functional Skills and Additional Studies enrolments should be returned to Registry by FRIDAY 14 SEPTEMBER. (a separate form will be produced for this) Outcomes of the initial assessment, GCSE and other results determine the most appropriate Functional Skills and levels for learners.
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Initial Assessment of Literacy, Numeracy, ICT and Learning Styles Note: In 2012/13 learners will complete initial and diagnostic assessments; in 2011/12 only initial assessments were completed during the induction period:
1. Forskills Assessments – English and Maths:
Full time learners All level 1 and below learners (excepting LVS/LVPS) will complete Forskills initial assessments and Forskills diagnostic assessments in English and Maths unless they have provided evidence of GCSE or equivalent at Grade C or above. Arrangements for LVS/LVPS will be communicated to course tutors in this area by their Success Centre Link Tutor. Level 2 and above learners will complete Forskills initial assessment and Forskills diagnostic assessment in either English or Maths unless they have provided evidence of GCSE or equivalent at Grade C or above (the most appropriate Forskills subject will be agreed between the learner and the course tutor). Apprentices All apprenticeship learners will complete Forskills initial assessments in English and Maths as part of the sign up process for their programme. Only those apprentices identified as having English and/or Maths support needs will complete the relevant diagnostic(s), these will be completed in additional support sessions. GCSE P/T All part time GCSE English/Maths learners will complete Forskills initial assessments and Forskills diagnostic assessments.
2. Free Writing – English
Learners enrolling on GCSE English or Functional Skills in English will complete a free writing task during their first taught session. This will be assessed by the GCSE/Functional Skills tutor and the results shared with the Success Centre Link Tutor.
3. Forskills Assessments - ICT
Forskills ICT assessments will be completed in Functional Skills ICT sessions and will only be undertaken by those learners who are taking Functional Skills ICT
Arrangements for Forskills Testing during the first two weeks of the academic year (incl Full Time, GCSE and Apprenticeship learners) In weeks one and two, managed areas will be allocated testing space, dates and times when learners from their area can be tested. Area Managers will decide how best to arrange the testing for their area. Learners will only complete ONE initial assessment or ONE diagnostic assessment during each visit to the testing space. When planning testing course tutors need to consider that in some groups not all learners will need testing, some will need testing in one subject (2 tests initial and diagnostic) (unless an apprentice who will only complete initial assessment), others will need testing in two subjects (2 tests initial and diagnostic) (unless an apprentice who will only complete initial assessment) and learners will spend different amounts of time on the test therefore arrangements will need to be made for those not completing tests. Learners must bring a completed Initial Assessment Information Record, endorsed by their tutor to their first assessment. The Initial Assessment Information Record will be available at: http://www.staff.nlc.ac.uk/success_center/index.htm ‘Initial Assessment Information Record’.
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The Success Centre Link Tutor will be in the testing space for their link area whilst tests are administered to enable efficient referrals to additional support.
All learners will complete initial assessments in English and/or Maths during week 1
All learners will complete diagnostic assessments in English and/or Maths by the end of week 2 (can be done in week 1)
Arrangements for Forskills Testing – Full Time, GCSE and Apprentices that require testing outside the first two weeks of the academic year Contact Ann Cooper 4074 or Catherine Griffith 4171 for further details Learning Styles Assessment During the first week course tutors need to ensure that all learners complete the learning styles assessment. The assessment tool to be used during 12/13 will be available at: http://www.staff.nlc.ac.uk/success_center/index.htm ‘learning styles questionnaire’. Once completed, the course tutor will record the results on the individual learner record on the learner information portal (LIP) and complete the learning styles record in Section 3 of the electronic course file. Subject tutors, TA, student advisor etc will then be able to access these records for planning sessions/supporting learners.
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To improve the effective use of Teaching Assistants (TA), to meet learner needs, the agreement below will be used to inform Course Tutors of learners in their group who have been assigned a TA.
Directorate of Quality & Learner Services
Teaching Assistant Agreement
To ................................................... ( Course tutor) Dept. ..............................................
R e ........................................................... (learner(s)) On your course, the above learner/s has/have been identified by your Link Tutor (link tutor name) as requiring in-class support. It has been recommended that a Teaching Assistant (TA) be allocated to work alongside (learner name/s) The Teaching Assistant(s) allocated are (name ) and they can be contacted in room no................. Telephone ......................... e- mail .............................................................................. The TA is allocated to assist the learner in accessing the curriculum. To help realise the student’s potential the following practices have been found to be beneficial. Please ensure this is communicated to all staff in your course team (including Student Advisers and Additional Studies Tutors):
Subject Tutor and TA have receipt of and are fully aware of the Additional Support Plan and Review (ASPR) for the learner/s.
Subject Tutor and TA are fully aware of any risk analysis provided for the learner/s through the Inclusive Risk Assessment (IRA). Any learner with an IRA is marked with a * on the e register.
In all sessions, Subject Tutor gives TA a copy of the scheme of work and lesson plans.
Subject Tutor enters the TA on the e-registers.
TA to keep a log of achievements and difficulties experienced by the learner as they relate to the ASPR. This information will be used for reviews and reports and to inform ILP. This information will be shared with the Link Tutor on a regular basis.
TA is made aware of assignments and deadlines, this can be paper copies and/or access to Moodle/ staff programme area etc.
TA updates Course Tutor as to any problems the learner is facing accessing the curriculum.
Should the programme change so that the normal timetable is not running due to trips etc the tutor should inform the TA in advance so that they can be re timetabled effectively to work in another area which may need support.
Signed:
Course Tutor ………………………………………………….................................................................…..
Link Tutor……………………………………………....................................................................................
Teaching Assistant(s)…………………………….......................................................................................
Date..................................................................................
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Success Centre Link Tutors 2012/13 Name Telephone
Number Manager - Success Centre & Learning Resources Administrator Additional Support Co-ordinator
Catherine Griffith Ann Cooper Richard Nelson
4171 4074 4202
Area
Link Tutor
STEM Academy
Engineering & Motor Vehicle Liz Dockerill 4047
Business, Computing, Land Based & Sustainability Gillian Reilly 4047
A-level/GCSE Programme Richard Nelson 4202
Faculty of Social & Vocational Education
Construction, Sport & Fab/Weld Viv Shucksmith 4119
Art, Design & Performing Arts, Hairdressing and Beauty Therapy Sarah Sayers 4072
Health & Social Care, Childcare and Leisure & Tourism Rob Scott 4072
Life and Work Skills Caroline Douglass 4202
Higher Education
HE Tom Fradley 4072
Link tutors assess learners and arrange support to meet needs on full-time, part-time and Apprenticeship programmes.
Functional Skills Subject Leads 2012/13
English Melanie Walden 4105
Maths Martyn Whitehouse 4105
ICT Hannah Burrows 4073
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Functional skills Learners who have achieved grade C or equivalent in Maths, English and ICT will not be required to undertake functional skills in 2012/13. They will however still complete the initial assessment for these subjects. Course tutors should advise learners of the benefits of completing functional skills to enable learners to make an informed choice. Learners on foundation learning programmes will access 3 functional skills. Learners on level 2 and 3 programmes who do have GCSE Grade C or above in Maths and/or English will be encouraged to study for these subjects as part of the Colleges English & Maths strategy – see flow chat on the following page. There will be a cross college timetable for functional skills delivery in 2012/13 to enable learners to access the most appropriate functional skill(s) to meet their needs and at the right level. The results of initial assessment will be used to determine the subject(s) and level(s).
Grade D Interested in GCSE
Not appropriate for GCSE at this
time
Functional Skills, ESOL
Suitable for GCSE
ScreenerNot suitable for GCSE at
this time
Maths/English bridging course
Initial Assessment, Prior Learning (GCSE grades, Key Skills, Functional Skills,
ESOL)
Functional Skills English/Maths
Level 2
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eRegisters Roles & Responsibilities
Roles
The following roles exist in relation to the eRegisters system : AD (STEM & Faculty) Area Manager Course Tutor Session Tutor (either the scheduled tutor or a tutor covering for scheduled tutor) Registry Team IT Development/Support Teams
Responsibilities AD (T&L) Authorise course set-up and course planning documents Authorise Registry Team to mark registers not completed within procedural timescales Area Manager Ensure course set-up form completed, including for subsidiary courses (eg: key skills, etc) Ensure course planning document completed, including for subsidiary courses Ensure learners are enrolled by Registry deadlines, including to subsidiary courses Check Incomplete Registers report and ensure course/session tutors update Course Tutor Ensure eRegisters exist for all expected sessions of a course Ensure learners are enrolled by Registry deadlines, including to subsidiary courses Report change in course status (ie: cancelled) to Registry Team Report change in learner status (ie: withdrawn, completed, transferred) to Registry Team Report timetable changes (eg: cancelled, moved), in advance, to Timetabling Team Monitor learner attendance at all sessions using available eRegisters reports Session Tutor Ensure session register completed in accordance with current eRegisters procedure (ie: completed during session or within a day depending on circumstances) Ensure tutor responsible for session is correct (amending eRegister if necessary) Ensure room used for session is correct (amending eRegister if necessary) Record register manually if system unavailable in accordance with current procedure Update eRegister when valid request made by learner (eg: EMA referral) Registry Team Check eRegisters logs for course/learner status changes and take appropriate action Check for inconsistency (eg: courses with no learners/timetables) and take appropriate action Create or amend courses on Unit-e (student record system) in a timely manner Enrol or amend learners on Unit-e (student record system) in a timely manner Ensure courses and timetables are linked by valid course codes for academic year Check eRegisters logs for timetabled session changes and take appropriate action Create or amend timetables on Syllabus+ (timetabling system) in a timely manner IT Development/Support Team Ensure availability of eRegisters system during normal college operating hours Ensure eRegisters system accessible in all learning areas (where practicable) Develop eRegisters system to meet ongoing college management and user requirements
Notes
EMA and other payments are based on eRegisters; so register must be complete, accurate and timely Access to eRegisters system is password protected, with auto-logout after 10 minutes
Do not disclose your password to others or allow learners to see it entered. Log out when the register has been taken – you can always go back later and amend it The eRegisters system only shows courses, timetables and learners that exist in the source systems (ie: Unit-e student record system, Syllabus+ timetabling system) as at previous day
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ATTENDANCE MONITORING OF LEARNERS RECEIVING FINANCIAL SUPPORT (eg: Bursary, Childcare, Transport, etc. ) Childcare, Financial Assistance Please ensure that all registers are updated by 11.00am on the Monday of each week. This will ensure that learners will receive their support by Friday of that week. Learners must achieve 100% authorised attendance to receive payment. If registers are not completed and the appropriate code inserted learners will not receive payment for that week. REPORTING OF ILLNESS If a learner is not able to attend College due to illness, they must telephone the Student Revenue Team on the dedicated telephone number (01724 294179) between 08.30am and 10.30am that morning. Calls will be accepted only between these times. (Calls directly to tutors must not be taken). Registers will be automatically updated with an ‘S’. This code cannot be changed. Any other absence calls and notice of learners arriving late will be emailed to your Area Administrator who will forward the information to the relevant Course Tutor. Sickness absence can also be submitted by text to: SICKNESS followed by a space then your learner number, space - your name and reason for absence to 07797800657. Example: SICKNESS 20011234 JOE BLOGGS FLU AUTHORISED AND UNAUTHORISED ABSENCE For all learners, not just EMA learners, absences must be reported in advance. They will be authorised if the reason for the absence is acceptable. The college has discretion as to which reasons are considered acceptable. The following table represents current policy.
AUTHORISED CODES [these count as attendance or accepted absence]
/ Attendance in lesson
L or E Attendance in lesson but arrived late or left early [this will be regarded as unacceptable if it regularly occurs] Note: ‘E’ is used on e-registers.
P Work experience placement arranged by the college where no payment is received
S Illness which is supported by acceptable written evidence [up to 10 days per year only]
A Study leave, for examinations, approved by college
A Interview for your future higher education or career choice; not for part-time work
A Religious observance/festival [up to three days per year only]
A Medical appointment which cannot be arranged outside college hours [only a morning or afternoon session; you are expected at college for the other half-day]
A
Other unavoidable absence which is accepted by the college
[for example, driving tests (only a half-day absence); probation meeting or court appearance; funeral (only 1 day); family bereavement; transport to college disrupted (but you are expected to walk up to 3 miles if needed); occasional need to look after adult family member for whom you have a caring responsibility; early completion or exemption of a module]
UNAUTHORISED CODES [these count as absence or unacceptable reasons]
O or U
Absent with no reason given/not acceptable reason [for example, paid employment; leisure activity; birthday or similar celebration; shopping; driving lesson; holiday; babysitting younger brother/sister; interview or training for part-time job] Note: U is used on e-registers
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EVIDENCE NEEDED TO SUPPORT AN AUTHORISED ABSENCE
Study leave Copy of printed exam timetable provided by college exam office
Interview Letter showing full details from university or potential employer
Work experience placement Completed absence form from staff in charge of work placement
Religious festival Name of relevant festival
Medical appointment Letter from doctor or appointment card
Illness Self-certification form signed by parent or other responsible adult or doctor’s letter
Driving test, probation meeting or court appearance
Letter showing full details of date and time
Funeral or family bereavement Name of deceased and relationship to you
Transport disrupted Full details of problem and attempts you made to get to college
Please note that the college reserves the right to check any of this evidence by telephone at any time. An ‘A’ code inserted in the register must always be supported by an Authorised Absence form signed by the Course Tutor. An ‘A’ code alone will result in non payment. BEHAVIOUR AND PARTICIPATION To qualify for their support learners must achieve 100% attendance and behave and participate appropriately in every session. Learners will be allowed 2 recorded warnings, after a third occurrence payment can then be withheld. The procedure for withholding payment is as follows:
Complete the relevant section of the Recommendation of Refusal of EMA Payment form. This form will be kept on file with your Manager.
After a third occurrence your Manager will verify and sign the form.
A copy of the completed form is then forwarded to the Student Revenue team in Customer Services
and payment will be withdrawn. A copy must also be given/sent to the learner.
Learners have the right to appeal against any decision to withhold payment. This must be done in writing to their AD within 5 days.
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Learner Services
REQUEST FOR AUTHORISED ABSENCE (For reasons other than personal sickness)
LEARNER NAME:__________________________________________________ STUDENT REFERENCE NUMBER: ____________________________________ COURSE TUTOR’S NAME:___________________________________________ Period (dates) for which leave of absence is required:
From: …………………………… To: ……………………………... From the list below, please tick the type/reason for this absence request. Supporting evidence must be attached to this form.
TICK ABSENCE TYPE/REASON EVIDENCE NEEDED TO SUPPORT AN AUTHORISED ABSENCE
Study leave Copy of printed exam timetable provided by college exam office
Interview Letter showing full details from university or potential employer
Work experience placement Completed absence form from staff in charge of work placement
Religious festival Name of relevant festival
Medical appointment Letter from doctor or appointment card
Illness
Self-certification form signed by parent or other responsible adult or doctor’s letter
Driving test, probation meeting or court appearance
Letter showing full details of date and time
Funeral or family bereavement Name of deceased and relationship to you
Transport disrupted Full details of problem and attempts you made to get to college
OTHER [Note: This will be audited] Reason:
LEARNER SIGNATURE:______________________ DATE: __________ TUTOR SIGNATURE: ________________________ DATE: _____________
FOR OFFICE USE:
Date Received: Absence
Authorised? Processed by:
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Learner Services
RECOMMENDATION OF REFUSAL OF FINANCIAL ASSISTANCE PAYMENT
LEARNER NAME:__________________________________________________ LEARNER REFERENCE NUMBER: ____________________________________
Reason for Refusal
Behaviour Learner has been disruptive and behaved inappropriately
Language Learner has used abusive and inappropriate language
Work Learner has not been doing work that they should have been doing
Participation Learner refused to participate in class
Other (Please Specify)
Date Time Reason for Refusal Tutor Signature
1
2
3
LEARNER SIGNATURE: ______________________ DATE: __________
COURSE TUTOR SIGNATURE: __________________ DATE: __________
MANAGER’S SIGNATURE:______________________ DATE: __________
COPY SENT/GIVEN TO LEARNER
FOR OFFICE USE:
Date Received:
Processed by:
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Personal Record File (Full-time Learners & P/T – where appropriate) This file is for learners use, to store any information, learners copies of forms etc. relevant to the learner throughout your Course. It must be stored securely in the academic area, with accompanied access for learners when necessary. The contents should include: Content Checklist:
Item: Included:
Enrolment Form
Induction Checklist
‘Rights & Responsibilities’
Results and Recommendations from Initial & Diagnostic Assessment
Individual Learning Plans
Additional Learning Support Plan (if required)
Individual Risk Assessment (if required)
Admission Pack, incorporating Application Form
Tutorial Programme 2012/123
Individual Tutorial Record sheets (completed as and when necessary/appropriate)
Work Experience reports (signposted to)
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Induction – Rights and Responsibilities (Guidance Notes) It is important that you go through this with learners. Please DON’T just get them to sign it and file it away! Some ways in which you might introduce the Rights and Responsibilities Learning Agreement: The aims of the session should be:
To encourage learners to take responsibility for their learning and for their behaviour at College. To consider how their behaviour affects others in College, both inside and outside learning environments. To be aware of their rights and what they can expect from the College.
Ask learners (perhaps in groups) to devise their own agreement before you show it to them – or their own
list of ‘rules’ for making college/learning work well. Give them a cut up version and ask them to prioritise – which are the most important to them. Compare with school rules etc at their previous school/learning provider. You may also want to draw up your own group agreement about expectations/responsibilities in class. It would be helpful if you could make the following points: Link with learner evaluation – tell learners that they will have the opportunity to comment on whether
they feel the college has met its commitments through a range of activities carried out whilst at college. Link with disciplinary – if they fail to meet the expectations in the agreement their tutor will discuss any
problems/reasons for this and agree a plan of action.
If this is unsuccessful they may be referred to the Manager/Associate Director. If this still results in no improvement they may find themselves being asked to leave college. Don’t make this too heavy – but it’s important that learners realise that signing this does commit them to something.
There should be poster versions on classroom walls. You might find these useful to remind learners during the year! Note: There is also a shorter version for tutors to use with relevant learners
Rights and Responsibilities
Each learner will receive and will be asked to sign copies of the College’s Learning Agreement documentation appropriate to their learning programme. Rights and Responsibilities is a part of the Learning Agreement which should be signed during induction. The College Commitment The College undertakes to provide: 1. A course tutor, student adviser and a tutorial programme
relevant to your programme of study. 2. Appropriate teaching and learning opportunities which
include ‘enterprise’, work experience placements, visits and residentials (compulsory where appropriate).
3. Effective tutoring and support with access to specialist
facilities wherever possible, including catering services, resource centres, learner services, and a planned careers education and guidance programme where appropriate.
4. Assessed course work in support of your studies. 5. Individual guidance and counselling in a confidential
setting through Student Advisers, College Counsellors, and Careers Guidance staff.
6. Regular reviewing of academic progress through
reporting systems and parents’ evenings and direct contact with parents/guardians, and employers when appropriate.
7. Commitment to providing an environment that reflects &
respects colour, cultural, ethnic and religious diversity and ensures equality of opportunity for all.
8. Opportunities to participate in enrichment activities.
9. The opportunity to complete Individual Learning Plans, which will record progress & achievements and be shared with parents/employers as appropriate.
10. A reference to support applications for higher education and/or employment.
11. Membership of the Students Association and the opportunity to be a Student Representative on College committees.
12. Additional Support for individuals linked to the learners programme of study.
13. Sympathetic treatment by staff of problems arising from any of the points in this learning agreement.
The Learners Commitment
1. I will do everything I can to achieve all elements of my learning goal and I will take responsibility for my own learning through seeking support from staff.
2. I will accept, after discussion, a personal timetable which may include work experience, placements, visits, additional support & any other essential requirements.
3. I will attend and take a positive part in all lessons, tutorials or other activities on my timetable and provide immediate explanations for absence or lack of punctuality.
4. I will participate actively in reviews of my progress & completion of ILP’s. I will discuss my needs with staff.
5. I will always carry my ID card and show it as proof of identity when asked to do so.
6. I am aware of, understand, and will abide by the College’s Anti-Bullying and Equality & Diversity Policies.
7. I will maintain an acceptable standard of behaviour, including appropriate language, in any activity associated with the College, I will respect College & others’ property and adhere to the College Health & Safety Policy. I am aware that action may be taken if I do not do so.
8. I will return all books and other material loaned to me. I will collect any coursework no later than one year after the end of my course.
9. I will co-operate in all administrative matters relating to: keeping of college records, attendance monitoring, examination entries, completion of assignments and homework by the given time, post-college destination information.
10. I understand that parents/carers/employers may be involved in serious cases of discipline or lack of progress.
11. I am aware of College policies regarding screening & searching for prohibited items, drugs and drug related incidents, use of reasonable force, consensual relations, acceptable use of IT equipment/facilities, inconsiderate use of vehicles, no smoking on campus.
12. I understand that the use of personal electronic devices is not permitted in any learning environment. These should be placed in ‘the box’ before sessions start.
13. I understand that eating and or drinking (except water) in teaching areas is not permitted.
14. I am aware that for my safety & security, CCTV cameras are in operation on the campus and images may be used/shared with others.
15. I understand that failure to behave in an acceptable manner and abide by the College’s policies and regulations could result in disciplinary action. This means that I could be contracted, issued with a written warning, suspended or excluded.
I have read and understood the College Commitment and agree to abide by the Learner Commitment above. I have consented to the processing of personal data for data collection and usage in accordance with the Data Protection Act and College Policy. I understand that a fee will be charged, should I wish to access my personal data.
Learner’s Signature: Date:
Course Tutor’s Signature:
Date:
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Learner Services
THE LEARNING AGREEMENT
All learners at North Lindsey College have rights. They also have responsibilities.
As a learner you have the right:
To feel safe
To learn
To be treated with respect.
As a learner I agree:
To behave
To work to achieve my learning goals
To attend and take part in the sessions on my timetable
To take part in reviewing my progress
To treat others and staff with respect
To return books and other items I borrow
Not to bring prohibited items into College
To switch off and place in ‘the box’ personal electronic devices when in class
To staff contacting my parents or carers if they are concerned about my progress or behaviour
To treat College and other people’s property with respect
To follow all Health and Safety rules and procedures, including not eating or drinking (except water) in teaching areas
I understand my rights as a learner at North Lindsey College and I agree to behave in line with what the College expects of me.
I agree to the College using information I have given to them for their database. I understand that I can see this information if ever I need to but that I will have to pay for this. Learner Signature: Date:
Course Tutor’s Signature: Date:
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The College Rules
In your Learner Agreement you have agreed to observe and follow the College Rules. These College Rules are given below. They are a framework for the standards of behaviour we expect from our learners. These rules will be supplemented by specific codes of conduct in the Learning Resource Centre and the catering outlets. It is behaviour that you can expect to see modelled by the College staff. Failure to observe the College Rules will lead to disciplinary action being taken against you. If you are unclear about what any of these rules mean please ask your tutor for an explanation. North Lindsey College expects its learners at all times to:
behave in a manner that is considerate, courteous and respectful to others
behave in a way which does not endanger themselves or others
treat the College environment and College property with care and respect
display or have in their possession their College ID Card
aim to achieve full attendance and be punctual to all classes
comply with all course requirements, completing work to the required standard and meeting deadlines for submission
use the Learning Resource Centre and Success Centre to supplement their timetabled lessons, adhering to the code of conduct required in these areas
not to smoke anywhere on the College Campus
not to use foul, abusive or intimidatory language
not to drop litter or spit on College premises
not to consume food and/or drink in classrooms/teaching areas, other than water
not to use personal electronic devices whilst in class/workshops – these must be switched off and placed in the box provided at the beginning of each session
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Learner Services
INDUCTION CHECKLIST FOR FULL-TIME & APPRENTICESHIP LEARNERS
Please return this form to your Course Tutor
NAME ...............................................................…………. COURSE TUTOR .................................................…………..……………….
PROGRAMME .......................................................................................................................................……………………………………..
Tick appropriate box
1. I have been given the following documentation or information: Yes No
(a) about my learning programme (incl. learning plans, work experience, PPE, trips, etc.)
(b) a personal Timetable
(c) assessment of my learning styles and Functional Skills levels
(d) a copy of my enrolment form
(e) where to find the Learner Handbook on Moodle
(f) a Travel Pass (if entitled)
(g) my PRF (Personal Record File) and know what will be stored in it and where
(h) College ID Card
(i) about the Initial Period of Assessment that I will undertake during the Autumn Term
2.
I know:
(a) I am on the right learning programme and know where it may lead to
(b) and understand my Learning Agreement & The College Rules
(c) what to do if I am absent from College/Placement/Employment (see handbook/flow-charts)
(d) when my Progress Reports will be issued and dates of Parents Evenings for the year
(e) who the Academic Managers are and where to find them
(f) the name and location of the Principal
3. I have made my course tutor aware of the following if relevant:
(a) any additional needs I have and how College can help me
(b) any difficulties in organising special clothing or equipment
(c) any situation or condition which may affect my performance on my course
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Tick appropriate box
4 I am aware and understand College regulations on the following issues:
Yes No
(a) No smoking
(b) Drugs and drug related incidents
(c) Use of personal electronic devices
(d) Use of equipment (including IT Acceptable Use Policy)
(e) Power to screen and search for prohibited items
(f) Acceptable behaviour/Disciplinary procedures/use of reasonable force
(g) Health and Safety, including no eating/drinking (except water) in teaching rooms
(h) Evacuation of the building in the event of a fire or bomb alert
(i) Considerate use of vehicles on premises
(j) Equality and Diversity (including Harassment and Bullying)
(k) Assessment Appeals & Complaints Procedure (see Learner Handbook & Flow-Charts)
5. I am aware of the College’s Learner Support Services, facilities and resources including:
(a) where the Counselling Service is and how to make an appointment
(b) about the Students Association, Student Representatives and enrichment opportunities
(c) who the Disability Adviser is and how/where to contact
(d) the name/location of the Retention Officer
(e) who my Student Adviser is and where to find him/her
(f) the Careers Guidance Team and how to make an appointment
(g) Customer Services
(h) Success Centre – how to access/how they can help (incl. Link Tutor’s name/location)
(i) Financial assistance is available to learners from Customer Services
(j) the Students Association, Student Representatives and enrichment opportunities
(k) Learning Resource Centre (including photocopying)
(l) Child Care facilities
(m) Dining facilities including the College Shop
(n) Images Salons, Fitness Suite, Travel Centre, etc.
My induction checklist is completed, checked and stored in my PRF
Learner’s Signature…………………………………….. Tutor’s Signature ……………………………………….
Date …………………………………………………….….. Date ………………………………………………………..
Learner Services
INDUCTION CHECKLIST FOR SUBSTANTIAL PART-TIME LEARNERS (DAY RELEASE)
Please return this form to your Course Tutor
NAME ...............................................................…………. COURSE TUTOR .................................................…………..……………..
PROGRAMME .......................................................................................................................................……………………………………
Tick appropriate box
1. I have been given the following Documentation or Information: Yes No
(a) about my learning programme (incl. learning plans, work experience, PPE, trips, etc.)
(b) a copy of my Enrolment Form & timetable
(c) where to find the Learner Handbook on Moodle
(d) College ID Card
2.
I know:
(a) I am on the right learning programme and know where it may lead to
(b) and understand my Learning Agreement
(c) what to do if I am absent from College/Placement/Employment (see handbook/flow-charts)
(d) when my Progress Reports will be issued
(e) who the Academic Managers are and where to find them
(f) the name and location of the Principal
(g) what to do if I need additional support
(h) Success Centre – how to access/how they can help (incl. Link Tutor’s name/location)
3. I have made my Course Tutor aware of the following if relevant:
(a) any additional needs I have and how College can help me
(b) any difficulties in organising special clothing or equipment
(c) any situation or condition which may affect my performance on my course
4. I am aware & understand College regulations on the following issues:
(a) No Smoking
(b) Drugs and drug related incidents
Tick appropriate box
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Yes No
(c) Use of personal electronic devices
(d) Use of equipment (including IT Acceptable Use Policy)
(e) Power to screen and search for prohibited items
(f) Acceptable behaviour/Disciplinary procedures/use of reasonable force
(g) Health and Safety, including no eating/drinking (except water) in teaching rooms
(h) Evacuation of the Building
(i) Considerate use of vehicles on premises
(j) Equality and Diversity (including Bullying/Harassment)
(k) Assessment Appeals & Complaints Procedure (see Learner Handbook & Flow-Charts)
5. I am aware of the College’s Learner Support Services, facilities and resources including:
(a) where the Counselling Service is and how to make an appointment
(b) about the Students Association, Student Representatives and enrichment opportunities
(c) who the Disability Adviser is and how/where to contact
(d) the name/location of the Retention Officer
(e) who my Student Adviser is and where to find him/her
(f) the Careers Guidance Team and how to make an appointment
(g) Customer Services
(h) Success Centre – how to access/how they can help (incl. Link Tutor’s name/location)
(i) Financial assistance is available to learners from Customer Services
(j) the Students Association, Student Representatives and enrichment opportunities
(k) Learning Resource Centre (including photocopying)
(l) Child Care facilities
(m) Dining facilities including the College Shop
(n) Images Salons, Fitness Suite, Travel Centre, etc.
My induction checklist is completed, checked and stored in my PRF
Learner’s Signature…………………………………….. Tutor’s Signature ……………………………………….
Date …………………………………………………….….. Date ………………………………………………………..
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Learner Services
Induction Checklist for Single Subject Programmes
It is College policy that all learners are given information regarding the following:
• Completed a College enrolment form
• Course Content, including levels and progression and qualification
• Assessment Methods
• Assignment Schedule/Calendar detailing all assignments
• Modular Courses Only – dates of modular examinations
• Self Directed Study (how much work a learner is expected to do outside class contact)
• Details of Trips, visits and any compulsory workshops
• Attendance Requirements and the procedure to be followed for absence. (Learners should be encouraged to telephone the Admin office).
• Student Association, free to them but gives discounts in the various outlets. The card provides a method of checking learner identity should the need arise. Arrangements will be made for photographs.
• The Library Service and the Open Access Centres. Library staff will be pleased to assist, please ring them on 294164.
• Learner Handbook – signposted to this on Moodle.
• Success Centre – Please inform the areas Success Centre Link Tutor, if you feel that one of your learners requires any support.
• Health and Safety Issues, What to do if they hear the Fire Alarm, general safety in the classroom and individual responsibility.
• Rights and Responsibilities completed and signed
• Learner Appeals Against Assessment Decision
• Complaints Procedure
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Learner Services
INDUCTION TIMETABLE AND CHECKLIST FOR COMPLETION BY THE COURSE TUTOR FOR THE GROUP (S)
FOR SINGLE SUBJECT PROGRAMMES
Course Title:
ACTIVITY
COMPLETED () and show date
Name of Subject Tutor
Names of Others in the Group
Health and Safety Issues
Individual Learning Plan
Course Content
Assessment Methods
Assignment Schedule
Self Directed Study Requirement/Attendance Requirements
How to report their absence
Details of trips, visits or compulsory workshops.
Library visited/location identified
Open Access Centre visited/location identified
How to obtain College Student Association/ID Card
Learner Handbook, (show on Moodle)
Attendance Requirements
Rights and Responsibilities
Any additional needs identified and referred to the areas Success Centre Link Tutor and/or the offer of a confidential interview made (include date of referral).
Success Centre visited
I confirm that the above have been completed for all attendees. Tutor’s Signature: __________________________________________________________________ Date:
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Course Related Trips, Visits & Speakers All full-time programmes should have at least three external visits/trips during the course. In addition, there should be a minimum of three visiting speakers for each course. This should be discussed and reflected in course team meetings and course planning documents.
The Retention Team Retention Officers (through e-register reporting) will make initial contact with all learners who have not attended college for one week OR their attendance has dropped below 90%. Retention Officers will complete a ‘Retention Intervention Form’ and e-mail this to the course tutor. The team will then work to a three-stage procedure:
1. Telephone contact 2. Letter home 3. Home visit
If the retention Officers interventions are unsuccessful, they will refer the learner to the Area Manager for further action, this may be a contract, withdrawal or other.
Initial Period of Assessment – Explanation As previously agreed, an initial period of assessment will take place during the Autumn Term of the 2012/13 Academic Year. This will apply to all learners commencing full-time and apprenticeship programmes. Those that have been through the full admissions procedure should already be aware of this period as it will have been explained at interview, Fresher Parents’ Evenings and Welcome Day. It is essential that any late applicants, who have not undertaken all aspects of the admissions procedure are made aware of the introduction of this period at the earliest opportunity. The initial period of assessment has been introduced to aid better placement of learners on appropriate programmes of study – with additional tutorial if requested, and improve retention and achievement. Course Tutors, with Course Team members, will be responsible for assessing learner’s progress. This must be based on objective criteria that have been clearly explained and understood by the learner. The purpose of the initial period of assessment is NOT simply to remove learners from College. The focus of the assessment should be academic, existing policies and procedures should be used for other learner issues, such as discipline. Initial Period of Assessment is monitored in ILP-2, with targets set as part of ILP-1.
Apprentice Employer Induction: Employer Induction – the Apprenticeship Tutor is responsible for taking the Employer through an induction process. The Apprenticeship Tutor must ensure:
The employer is aware of the framework – what the learner is required to do, the responsibility of the College and the responsibility of the employer.
Health & Safety Risk Assessment should be carried out prior to any offer of employment being made to a potential Apprentice – training for Apprenticeship Based Tutors on these procedures will be carried out by the Health & Safety Office – contact Tony Atkinson or Apprenticeship Manager.
ELI – should be completed and agreed.
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Suitability of placement – by this time it should be apparent as to the suitability of the placement – some vocational areas may require this information to be recorded for the External Verifier – check with Apprenticeship Manager and team.
Sign up – this is a 3-way contract: Learner, Employer & Apprenticeship Tutor – all parties should be present.
That the Employer Induction is completed and the ‘Apprenticeship Learning Agreement’ is signed. DOCUMENTATION: Employer Checklist & Employer Declaration.
Individual Learning Plans (F/T) & Progress Report (Apprenticeship) ILP’s and Progress Reports should be completed by the Course Tutor as per the scheduled dates on the Year Planner, signed by all parties with copies to Parents/Employers and in the learners PRF. An ‘e-ILP’ system has been developed and it is intended that this will be used from September 2012 – more details and training will be made available in due course. The specific dates for completion are:
ILP 1 (Initial) must be competed for all F/T learners by Friday 14 September 2012 ILP 2 by Friday 23 November 2012 ILP 3 by Friday 01 March 2013 ILP 4 by Friday 21 June 2013
Progress reports should be completed for all Apprenticeship Learners, to the same dates as listed above. Substantial Part-time learners should have an ILP completed twice yearly, by 16 November 2012 and by 21 June 2013. A copy of the ILP’s should be sent to the employer of learners who are sponsored to attend College by their employer (ie Apprenticeship or substantial P/T). Employers/sponsors should be sent a copy of the learners ILP and invited into Parents/Employers Evenings.
Information for Apprenticeship Tutors
RECRUITMENT OF LEARNERS Recruitment of learners – Apprenticeship Tutors should take a ‘proactive’ role. E.g. employer engagement, school interest talks, school tasters, College open evenings. Interview learners – all prospective learners should have a personal interview with the Apprenticeship Tutor prior to being accepted on the programme. This interview should be arranged through Customer Services. Apprenticeship Tutors should not interview learners without the appropriate documentation. All red dotted interviews should have the Link Tutor present. If additional needs are identified at interview the Link Tutor should be informed. Registry – this procedure gives guidance to Apprenticeship Tutors to show learner eligibility (checklist to complete). Apprenticeship Tutors will be expected to sign a document confirming eligibility when the learner enrols. Programme Offer – an offer should only be made to the learner after undertaking a successful induction (learner must obtain entry grades and be successful in gaining employment).
POLICY: Registry – FE and Apprenticeship Eligibility Registry – Apprenticeship Induction Checklist
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APPRENTICESHIP LEARNING AGREEMENT All learners enrolling on an Apprenticeship must sign a three way Apprenticeship Learning Agreement on commencement of the programme. This is signed by the learner, the employer and the tutor and it must be completed fully. The information within it includes the nationally developed framework that the learner will be undertaking and the components they need to achieve. Tutors need to check with the organisation awarding the framework certificate to ensure that they have the most upto date SASE compliant framework information. Information regarding SASE compliant frameworks can be found at: www.afo.sscalliance.org
APPRENTICES PROGRESS REPORT To comply with funding requirements the progress of apprentices must be reviewed a minimum of every 12 weeks. It is expected that all apprentices will be reviewed a minimum of every 10 weeks by completing the ‘Apprenticeship Progress Review’. A copy of the review is to be given to the learner and the employer.
INFORMATION FOR APPRENTICE EMPLOYERS RE ON THE JOB TRAINING Work place (on the job) training is invaluable in enabling apprentice learners to progress quickly in developing their practical skills to achieve their NVQ. Information has been developed to help and support those responsible for delivering on the job training to Apprentices. All employers are to be issued with the North Lindsey College booklet ‘Training in the Workplace, A Guide for Apprentice Employers/Supervisors’
APPRENTICESHIP COURSE FILE PROCEDURES Apprenticeship Tutor to maintain the Course File – this will be provided by the Administrator in each vocational area. There will be a Course File Checklist in the front of the file showing the documents /information that needs to be included. Queries should be directed to the Apprenticeship Manager. Apprenticeship Tutor must attend regular team meetings will the Apprenticeship team in order to update the Course Review and Self Assessment Report in the Course File. The monitoring of this will be conducted by the Work Based Manager.
DOCUMENTATION: Checklist APPRENTICESHIP ACHIEVEMENT PROCEDURES It is a Apprenticeship Tutor’s responsibility to ensure certificates are claimed from the awarding body through the Exams Team. The Exams Team has a page on the intranet with detailed instructions for claiming certificates with all awarding bodies. The Exams Team will post original certificates to learners and forward copies to the Apprenticeship Tutor. Copies should be retained in the learners file. Framework applications with supporting documentation should be forwarded to the Examinations Officer, who is responsible for despatch to the SSC with any appropriate payment. Original framework certificates will be posted to the learner with a copy forwarded to the relevant Apprenticeship Tutor. Framework claims must be seen as a priority and should be made as soon as the required certificates have been received. The Apprenticeship Tutor is responsible for checking that all data (Retention, Achievement and Success) on the MIS is accurate and up to date. Queries should be directed to Registry.
POLICY: Registry – Apprenticeship – Registration and Achievement Exams - Forms
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Learner References Policy
If you are Quoted as a Referee for a Learner Learners should be encouraged to quote the Principal’s name. This will ensure that any request is dealt with immediately and follows the procedure outlined in the Primary Information section. The College is under an obligation to provide a reference for learners and care should be taken regarding content as under the Data Protection Act. Learners have a right to access their files and read the reference. Any reference should therefore be written with this in mind.
A procedure exists for handling any reference request as detailed in the Primary Information section. This procedure should be followed at all times.
Providing References for Learners Colleges may be under a legal obligation to provide references for learners arising from an express or implied term in the contact between the College and the learner. Further, as it is the College’s policy to provide references to ex-learners a failure to do so could result in a claim of discrimination. The College has the same duty of care when providing references for existing or ex-learners as for staff. The following points should be considered in order to help minimise the risk of liability arising from giving references:
A purely factual account of a learner (restricted to relevant dates, academic records, time keeping, absences through sickness, and so forth) is less likely to lead to liability, if the circumstances will permit such a reference.
If any element of descriptive analysis is required, a statement at the outset of the parameters within which the reference is given (outlining, for example, the knowledge of the personal circumstances of the learner which the writer has) may be helpful. A descriptive reference should also be complete.
Ensure that information provided is capable of substantiation, by written evidence, if at all possible.
To ensure that references are handled in accordance with this procedure, learners should be asked that the Principal be quoted as their referee.
Procedure for Handling request for References for Learners
1. Reference request will be processed by the General Office and will be forwarded to the relevant Associate Director were the ex-student attended.
2. The AD will, upon receipt determine the most appropriate person responsible for completion of the reference.
3. The School Administrative Assistant will record the reference request on a database detailing key issues such as date received, person responsible for compilation, etc.
4. References will be treated as urgent and returned within 5 working days. 5. The appropriate member of staff will then complete the reference, if it is not a simple ‘tick box’
approach. The reference should be typed within the area. 6. Completed references should then be returned to the area Administrative Assistant who will
record the details. 7. Completed references will be mailed by the area with a copy kept in the learner’s record file. 8. Wherever possible a copy should be given/sent to the learner.
Additional Notes
1. Requests sent to the Principal in the first instance will be forwarded to the AD of the appropriate area so that points 1 to 8 still apply.
2. Tutors receiving reference requests direct should inform their area Administrative Assistant so that points 3 to 8 apply.
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Learner Reference
Name:
Date of Birth:
Address:
Course:
Course Tutor:
Course Commencement Date:
Course Completion Date:
Attendance: Overall grade (where applicable)
Placement Experience
1
2
3
Summary of Placement Reports
Achievement/Unit Grade
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
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Please tick the comment box which you consider to be most appropriate to the student concerned.
Quality of Academic Work
Highly satisfactory Quite satisfactory Not satisfactory Cause for concern/little
work produced
Potential for Further/Higher Education
Degree/HND level BTEC National/L3 BTEC First/ GCSE/L2 BTEC Intro/L1
Dependability
Extremely reliable Generally reliable Occasionally reliable Unreliable
Co-operation
Very co-operative Generally co-operative Needs to be persuaded Requests for
co-operation may cause friction
Initiative
Develops opportunities well
Seeks help with problems
Slow to seek help with problems
Waits for help, does nothing on own initiative
Conduct
Always well behaved Occasional lapses in
behaviour Often unwilling to accept
authority A most difficult and
troublesome student
Leadership
Demonstrates a high level of leadership
Can lead when required Prefers others to lead Can act only under the
direction of others
Perseverance
Always prepared to complete a task/
assignment
Needs some encouragement
Tends to give up under pressure
Gives up very easily
Relationship with others
Gets on very well with others
Usually makes good relationships
Finds difficulty in forming friendships
An isolate
Punctuality
Excellent Usually a reliable time
keeper Could be improved Rarely on time
Participation in Extra Activities
Has many interests Has some interests Participates in few
activities Reluctant to be involved
in any way
Completed by:
Signed: Date:
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Reference Examples (Text Based – as used for UCAS) Example 1:
Elaine is a very able learner who participates at all times and contributes in class activities and discussions. She meets the deadlines for assigned work and puts a lot of thought and effort into her assignments. She has been focused and motivated throughout the duration of the course and is always willing to participate in College activities. Her attendance, commitment and punctuality are of a high standard. Elaine demonstrates an interest in all subjects, especially the sciences. She is very dedicated to becoming a nurse and shows a potential for Higher Education. Elaine has enjoyed her work placement and gained a great deal of experience and demonstrates this through group discussions. She also organised one of her placements, showing initiative and motivation. Elaine’s confidence as increased since she started her placement and this is reflected in her overall progress and her interpersonal and communication skills. Elaine applies herself well with good verbal communication and interacts well with others. Elaine is a very well mannered young woman with a warm and likeable personality. Example 2:
Adam is a very able learner who participates at all times and contributed in class activities and discussion. He meets deadlines for assigned work and puts in a great deal of thought and effort in his assignments, resulting in an excellent standard of work. He has been focused and motivated throughout the duration of the course and is always willing to participate in College activities. His attendance, commitment and punctuality are of a high standard. Adam demonstrates an interest in all subjects, especially Equality, Diversity and Rights. He shows a great deal of potential for Higher Education. Adam is eager to learn and seeks out information, making good use of learning resources. Adam has enjoyed his work placement with Home-Start and gained a great deal of experience, which he demonstrates through group discussions. He also organised his work placements, showing innovation and motivation. Adam is a very mature and well-mannered young man with a warm and likeable personality.
APPLYING TO UNIVERSITY – PROCEDURE OVERVIEW It is the responsibility of the learner to ensure that his/her application is submitted by the deadline. Learners will complete their application and personal statement on paper. The application and personal statement will be checked by a student adviser. The personal statement will be checked and signed off by the course tutor. When the application has been checked and signed off the application and personal statement can then be uploaded to the UCAS website. UCAS Application – Responsibilities:
Stage Detail Person Responsible
Stage 1 Completed application and pay and send
Student Adviser
Stage 2
Application approval Student Adviser
Stage 3
Tutor reference Course Tutor
Stage 4
Reference approval Manager
Stage 5
Application sent to UCAS
Student Adviser
Student adviser to monitor progress at all stages. It is the responsibility of the learner to ensure that each stage is completed.
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REGISTRY The Registry Team is responsible for creating and maintaining learner records on a variety of attendance modes (e.g. full time, part time, work-based) and funding streams (e.g. LR, ER, HE). We are responsible for making arrangements with teaching and other support staff to ensure all learners are enrolled. We maintain systems for attendance monitoring and ensuring learner records are accurate and up to date, and that our data complies with external agency requirements and audit regulations. Enrolment, retention and achievement data is available for all staff to view on the College intranet. This information is used to support decision-making at all levels throughout the College and is used to generate our ILR data return to the Data Service. This return forms the basis for claiming most of the College’s funding and evidences the College’s performance against national benchmarks. Further information about Registry is located on the staff intranet. Full Time and Apprenticeship Enrolment
All FT learners must be enrolled no later than Friday 7th September 2012.
Enrolment sessions will be held during the first week of term, details of individual slots will be sent to Area Managers.
A comprehensive Enrolment Guide for 2012/13 will be distributed via the staff intranet on the new enrolment processes with full instructions on how to complete enrolment forms.
Apprenticeship Requirements
Apprenticeship learners must be enrolled in a timely manner, in accordance to the multiple entry points (see year planner) or roll-on, roll-off procedure.
Work Based Tutors must identify framework requirements for the programme (e.g. NVQ, Technical Certificate, Functional Skills, Employment Rights & Responsibilities and Personal Learning & Thinking Skills (PLTS)). The Apprenticeship Co-ordinator and team in your vocational area will direct you to the Awarding Body for this information.
Exams Most learners at the College are aiming to achieve an award validated by a nationally recognised awarding body. Before learners can receive their award there are a number of processes that the College must undertake on their behalf, such as entry/registration, payment of fees, conduct of examinations and/or moderation and submission of results. The College also needs its own systems for recording and tracking entries/results in order to update its ILR (student data) records. The administration of all these processes is the responsibility of the Registry team. It is the tutor’s responsibility to ensure the forms are completed before the awarding body’s deadlines. Failure to do so will result in late fee’s being forwarded to your area. If you would like to e-mail an enquiry please e-mail ‘[email protected]’
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The Registry team should be your first point of contact for any query or advice regarding entries and results. Jannine Anderson is the Examinations Officer. She has particular responsibility for ensuring that all examinations are conducted in accordance with awarding body and college regulations.
Timetables The administration of all timetables and room bookings is the responsibility of the Registry team. It is the Area Managers responsibility to ensure that timetables amendments are sent to the Registry Team.
The Registry Team Jim Jenkinson Registry Manager 4011 Jason Barnard Deputy Registry Manager 4116 Carol Douglas Registry Officer 4012 Sam Macdonald Registry Officer 4216 Kirsty Trickett Registry Officer 4214 Jannine Anderson Registry Officer 4113 Lara Dexter Registry Assistant 4183 Elizabeth Donnelly Registry Assistant 5397 Lindsey Hamilton-Rudd Registry Assistant 4013 Emma Hill Registry Assistant 5397 Denise Trevor Registry Assistant 4014 Tamil Krishnan (Selvi) Registry Assistant 4014 Linda Percy Registry Assistant 4013 Paula Harris Registry Assistant 4004 Claire Ellis Registry Assistant 4013
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PERTINENT POLICIES & PROCEDURES It is essential that staff familiarise themselves with College policies, procedures and guidance notes, all of which can be found on the Intranet. Some of the more important ones relating to learners are hyperlinked below, please familiarise yourself with these – if any doubt arises, please discuss with your manager.
NLC Policies & Procedures – FULL LIST
Confidentiality Guidance
Parental Contact
Guidance regarding requests for information concerning learners, passing on information to learners and contact arrangements with learners
People too Unwell to Stay at College
Assessment Malpractice
References Policy
Learner Disciplinary Policy
Learner Disciplinary Policy - Appendix 1a
Learner Educational Visits Policy - Handbook
Learner Educational Visits Policy - Pack A (Non-Residential)
Learner Educational Visits Policy - Pack B (Residential)
Learner Educational Visits Policy - Parental Consent for Enrichment Trip
Learner Educational Visits Policy
Safeguarding Children and Vulnerable Adults
Learner Equal Opportunities
Initial Assessment of Learning Needs
Complaints Procedure
Learner Appeals
The Use of Force to Control or Restrain Policy
‘Screening & Searching for Prohibited Items’
‘Drugs & Drug Related Incidents’
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TUTOR PROCEDURE FOR ABSENCE
Full Time Learner (> 12 Hours)
Tutor to make initial contact
on Day 2
Learner is absent and has made no contact
Substantial Part Time Learner (> 6 Hours)
Tutor to make initial contact on
1st Day of absence
Administrators notify tutors
by Email
Retention Team identify absences via e-
register reports and action
Learner Support Services notify area administrators of absence other than sickness
& learners arriving late by
email after 10.30am
Learner has rung the absence line between
8.30am – 10.30am
Tutor notes regular absences from Register
Regular absences can be
authorised/non-authorised
The ‘S’ code will automatically be entered into
the e-register
The Retention Team Retention Officers (through e-register reporting) will make initial contact with all learners who have not attended college for one week OR their attendance has dropped below 90%. Retention Officers will complete a ‘Retention Intervention Form’ and e-mail this to the course tutor. The team will then work to a three-stage procedure:
1. Telephone contact 2. Letter home 3. Home visit
If the retention Officers interventions are unsuccessful, they will refer the learner to the Area Manager for further action, this may be a contract, withdrawal or other.
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LEARNER PROCEDURE FOR ABSENCE
Learner is ill
Learners receiving Financial Support must keep a record of the absence reference number
All learners must contact Customer Services every day 01724 294179 by no later than 10.30am
This includes
placement days
Authorised Absence
All absences must be reported to tutor in advance
Authorised Absence (AA) Form to be completed
Learners receiving Financial Support must take AA form to Student Revenue in Customer Services – this will be cross-matched with
register entry
Learners not receiving Financial Support must give Authorised Absence Form to tutor
WITHDRAWAL PROCEDURE
Child / Learner Protection Any learner that has attendance issues may have other issues (and poor attendance is a symptom of this). Learners should be referred to LSLO as a cause for concern (if not deemed at immediate risk) using the appropriate form or referred as ‘At risk’ if it is felt there is risk of harm to them or others. Any attendance issues regarding learners who are under Local Authority Care should be referred to LSLO before contact is made.
Guidance interview arranged for the learner by member of staff involved
Guidance refer to LA IAG Team if further advice
required
Learner is considering withdrawing / has been withdrawn
No previous attendance issues
Referred to LA IAG Team if learner does not return
to course or take up alternative at NLC