An electronic web based application system. Improved use of modern technology to engage our school students

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SCHOOL-­‐COLLEGE  PROGRAMMES  2015-­‐2016  

GUIDANCE  –  EXPRESSION  OF  INTEREST  FORM    

Our  Objective  

To  continuously  improve  our  services  in  delivering  the  Schools/College  Programmes  across  Ayrshire   Outcomes  of  Continuously  Improving  our  Process  

A  student-­‐focussed  process  

An  electronic  web  based  application  system  

Clear  pathways  to  progression  onto  further  courses  or  onto  University  or  into  work  Improved  use  of  modern  technology  to  engage  our  school  students  

Improved  analysis  of  demand  

Collaborative  decision  making  to  ensure  individual,  local  and  regional  needs  are  being  met    

Content    

Form  -­‐  Part  1  :  The  Marketing  &  Application  Process  Form  Part  2  :  The  Approval  Process  

Our  Collaborative  Review  Process                      

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THE  MARKETING  PROCESS  

The  College  Website  will  show  an  electronic  flip  magazine  by  Local  Authority  Area  –  this  will  provide   detail  on  courses  with  a  quick  link  to  the  Expression  of  Interest  Form.  

   

     

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APPLICATION  /  EXPRESSION  OF  INTEREST  PROCESS  

Schools  to  direct  pupils  to  the  School  Zone  on  our  Ayrshire  College  Website   (http://www1.ayrshire.ac.uk/about-­‐you/school-­‐zone)    

The  pupil  can  then  view  brochures  for  the  relevant  Local  Authority  area  and  can  click  on  APPLY  from   within  the  brochure  which  will  take  them  straight  to  the  Expression  of  Interest  Form  (see  website  view   below).    

  Pupil  completes  the  form  and  selects  submit  at  bottom  of  page.    

Drop  down  boxes  have  been  built  into  the  form  to  simplify  the  user  experience  and  optimise  consistency   of  data.    

Help  instructions  are  also  available  as  needed.                  

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COMPLETING  THE  FORM  

Are  you  interested  in  one  of  our  College  courses?    –  This  allows  the  pupil  to  proceed  with  completing   the  form  or  if  they  have  accessed  the  form  in  error,  there  is  HELP  TEXT  to  direct  them  back  to  the   brochure  to  make  another  choice.  

Fields  marked  with  *  denote  that  this  information  is  mandatory.  

Date  of  Birth  –  there  is  HELP  TEXT  to  provide  guidance  on  the  sequence  in  which  the  DOB  should  be   entered.                        

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Drop  Down  Functionality    

Where  you  go  to  School  –  select  from  dropdown    

  On  selection  of  area,  a  drop  down  list  of  applicable  schools  will  automatically  appear:  

   

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On  selection  of  a  school,  a  dropdown  list  of  relevant  courses  for  that  local  authority  area  will   automatically  appear.  The  pupil  can  then  select  the  course  that  they  are  interested  in.  

NOTE  :  Some  classes  are  available  in  particular  schools  only.  Please  refer  to  the  School-­‐College   Programme  to  ensure  that  the  pupil  does  not  register  interest  in  a  course  that  the  pupil  is  not  able  to   access.  This  will  avoid  any  disappointment  for  the  pupil.  

  The  pupil  then  selects  secondary  school  year  by  clicking  on  relevant  option:  

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HELP  TEXT  is  then  provided  to  help  the  pupil  provide  relevant  information  which  will  enable  the   Schools  and  College  to  support  appropriate  learning  and  progression  routes  

  Once  happy  with  the  details,  the  pupil  is  guided  to  the  bottom  of  the  form  to  select  SUBMIT.  

They  will  then  see  an  automatic  reply  on  screen  which  advises  next  steps  so  that  the  pupil  knows   what  to  expect.

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PART  2  :  THE  REVIEW  AND  APPROVAL  PROCESS                                                  

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REVIEW  AND  APPROVAL  PROCESS  :  The  following  screen  shots  are  shown  in  form  format  for  ease  of   reading.    The  school  will  receive  an  Excel  extract  which  captures  all  of  the  same  fields  and  all  of  the   same  drop  down  information.  

Ayrshire  College  Widening  Access  team  will  send  a  school  specific  Summary  to  the  School  and  will  also   send  a  local  authority  summary  to  the  QIOs  for  review  and  approval  on  a  weekly  basis  at  close  of  play  on   Monday  of  each  week.  This  frequency  avoids  bottlenecks  in  the  process  and  proactively  manages  the   demand  on  a  weekly  basis.    

 

 

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INSTRUCTION  FOR  GUIDANCE  TEACHERS  

Guidance  Teachers  to  review  the  information  and  complete  the  required  fields  for  return  to  the  College   by  close  of  play  each  Friday.  

Scenarios  and  Associated  Instructions:   SCENARIO  1  –  Approved    

SCENARIO  2  –  Not  Approved     SCENARIO  3  –  Referred   SCENARIO  4  -­‐  Withdrawn   SCENARIO  1  -­‐  APPROVED     Required  fields       • Response  by  School  

• Would  you  like  to  approve  the  candidate  to  undertake  a  second  course  

Note  –The  College  can  accommodate  pupils  wishing  to  participate  in  more  than  one  course  each  year.   This  requires  a  substantial  investment  on  the  part  of  the  pupil  and  schools  are  encouraged  to  carefully   consider  the  impact  of  this  for  each  individual  pupil.  Where  the  school  approves  more  than  one  course   for  any  student,  the  school  should  complete:  

• Where  Yes  –  Course  name  for  second  course  /  Advise  Rationale  /  Helpful  Information  

• Where  NO  –  proceed  to  Helpful  Information  to  provide  appropriate  support.  This  information  allows   us  to  plan  a  positive  individual  experience  as  needed  and  provide  critical  support  to  ensure  the  most   positive  outcome  for  all.  

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PROCEED  TO  –  would  you  like  to  approve  this  candidate  to  undertake  a  second  course   If  you  answer  YES,  select  the  second  course  from  the  drop  down  menu  

If  you  answer  NO,  proceed  to  Helpful  Information  

  SCENARIO  2  :  NOT  APPROVED  

Required  Fields   Response  by  School  

Note  –  where  possible,  please  select  referral  or  withdrawal  as  this  is  a  more  positive  option  and  this   information  will  be  helpful  in  informing  us  of  any  possible  improvements  or  changes  we  can  make  to   our  future  provision

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SCENARIO  3  -­‐  REFERRED   Required  fields       • Response  by  School   • Local  authority  area    

• Referred  Course  –  drop  down  list  for  courses  for  your  school  area   • Reason  for  Referral  

• Helpful  information  to  provide  appropriate  support  

  Select  your  local  authority  area  from  the  drop  down  menu  

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Select  Referred  Course  from  the  drop  down  list  for  your  relevant  local  authority  area  

  Select  reason  for  referral  –  this  improves  analysis  of  provision  vs  choice  and  enables  us  to  provide   improved  course  detail  information  if  the  existing  information  is  unclear.  

  Proceed  to  Helpful  information  to  provide  appropriate  support.  This  information  allows  us  to  plan  a   positive  individual  experience  as  needed  and  provide  critical  support  to  ensure  the  most  positive   outcome  for  all.  

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SCENARIO  4  –  EXPRESSION  OF  INTEREST  WITHDRAWN   Required  fields      

• Response  by  School  

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On  completion  of  the  weekly  excel  summary,  Guidance  teachers  should  email  the  completed   spreadsheet  to    :  

East  Ayrshire  :       Kevin  McShane  ,  Widening  Access  Officer         Kevin.mcshane@ayrshire.ac.uk  

      01563  523501  

North  Ayrshire  :     Yvonne  Adamson,  Widening  Access  Officer         Yvonne.adamson@ayrshire.ac.uk  

      01294  559000  

South  Ayrshire  :     Patricia  Murray  ,  Widening  Access  Officer         Patricia.murray@ayrshire.ac.uk  

      01292  293481  

 

Responses  to  the  summary  reports  generated  by  Widening  Access  Officers  and  sent  to  schools  on   Mondays  should  be  returned  to  Ayrshire  College  by  close  of  play  on  Friday  of  each  week.  

If  you  have  any  questions  about  the  form  or  the  process,  please  contact  the  Widening  Access  Officer   for  your  Local  Authority  Area.  

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