ISLE OF WIGHT COLLEGE ENROLMENT & INDUCTION GUIDELINES. (Including late enrolment, initial assessment and triage guidance) STAFF HANDBOOK

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1 ISLE OF WIGHT COLLEGE ENROLMENT & INDUCTION GUIDELINES (Including late enrolment, initial assessment and triage guidance) STAFF HANDBOOK For Enrolment and Induction 2014 Page 1 of 30 Enrolment and Induction Handbook 2014

2 Contents Page 3 Page 3 Page 4 Page 5 Page 5 Page 6 Page 6 Page 6 Page 7 Page 8 Page 9 Page 9 Page 10 Page 10 Page 10 Page 11 Page 11 Page 11 Page 12 Page 13 Page 13 Page 14 Page 15 Page 16 Page 16 Page 17 Page 17 Page 18 Page 18 Page 19 Page 20 Page 21 Page 23 Page 24 Page 29 Page 30 General Overview Calendar of Events Enrolment Process Payment of Fees Evidence of Prior Attainment Learner Photos Guidance Notes Functional Skills/GCSEs Triage LRC Vita Nova & Principal s Welcome Study Skills Equality and Diversity Induction etracker Student Services Induction Full Time Learners Learners on Two Year CourSses Student Finance talks HE Funding AS & A2 Levels Part Time Learners HE Learners Learners If you are a CIA If you are a Marshall If you are a Course Co-ordinator If you are a Section Leader If you are a HOD If you are a Personal Tutor If you are a Student Records Officer Contents of Course Handbook Checklist for Co-ordinators Summary of Key Paperwork Group Induction Checklist Enrolment Letter and fact sheet Appendix 1: GCSE Progression Route Appendix 2: HE Induction Checklist Page 2 of 30 Enrolment and Induction Handbook 2014

3 General Overview This year enrolment and induction are occurring as integrated activities taking place over the first two weeks of the College term. This document contains guidance on staff roles and responsibilities and key timescales and milestones. Enrolment and induction are crucial activities for learners. By getting it right we ensure that learners are enrolled on the right programme and have the greatest likelihood of success. If you have any questions regarding enrolment and induction speak to your Section Leader or Head of Department. Calendar of events DATE ACTIVITY VENUE 3 rd July 2014 Sixth Form Learners Taster Day F6RM building. 14th August am 4.00pm A level results day Ruth Acton and sixth form team to be available to give IAG in F6RM building. Team of sixth form staff also available to help with AS results and A2 to manage clearing. Representatives from SMT and main college to also be on hand with IAG about courses on offer in the main 21 August 2014 Results Day 10.00am 4.00pm 22 August am 4.00pm GCSE Results Day IAG to be available in college and over the phone IAG available in college and over the phone 26 August to 26 Induction & enrolment September September Vita Nova and welcome by the Principal college. Student Services available for support; Admissions and Catherine Jackson available for IAG and careers advice. Paul Harlow and GCSE tutors available to give GCSE IAG; Chris Harpum (New HoD) and F6rm staff on hand for late applicants to F6rm. Each section to have a representative available to provide specific advice and guidance Central enrolment main hall Induction curriculum areas L8 - Book sessions on: H:\Central Enrolments\ to 13 September Triage Admissions 30 th September, Fresher s Fayre Conference Hall 1 st and 2 nd October th November 2014 at 2.00pm Student Finance talk HE Conference Hall Higher Education Finance talks for Level 3 Yr. 2 learners Page 3 of 30 Enrolment and Induction Handbook 2014

4 Enrolment process 1. The Functional Skills & GCSE team will allocate each learner to Functional Skill levels and classes or to GCSE classes as appropriate 24 hours before your allocated enrolment time. Section Leaders should bring the following to the Functional Skills & GCSE Guidance Centre in L48 (the learner does not need to attend): The results of the initial and diagnostic assessments Previous Functional Skills/Key skills and GCSE results achieved to date FS Initial Assessment/Qualification Group Profile Enrolment Forms Please note Functional Skills subjects and levels and/or GCSE subjects need to be allocated prior to the learner enrolling (see page 6 for guidance on this process) 2. Enrolment will commence on Tuesday 26 August The CIS Team will work with Section Leaders to timetable slots for full-time learners to attend an enrolment session. Member(s) of the CIS Team will come to meet groups to check paperwork and escort them to the main hall. Please note that no learner will be able to enrol without producing evidence of prior attainment back to Key Stage 4 (this could be a mixture of certificates and statements of results). 3. Prior to arriving at the main hall for enrolment, learners must have completed a preenrolment form. They will need to be supported in doing this by members of the course team. Groups will need to be available 15 minutes prior to enrolment slots but must stay in their vocational areas until a marshal comes to collect them. To make sure the process runs smoothly CIS will send a member of staff to collect the groups so please ensure the learners and packs are ready. Upon arrival at the main hall learners will be directed to: a) A member of the finance team who will be available to discuss any issues concerning fees, including level 2/3 entitlement or the invoicing of employers/third parties. It is important that any learner wishing to have fees waived for these reasons has their form checked prior to seeing a member of the CIS staff, who generates the enrolment otherwise they will be charged the full fee, and will be liable. b) A member of the CIS staff will take the details from the pre-enrolment form and use this to generate an enrolment form that the learner will be asked to check and sign. (NB learners needing assistance in checking the paperwork should be highlighted to the CIS staff in advance and arrangements made for them to be supported). The enrolment form will be signed by the learner and the enrolling officer. The tutor will have already signed the pre-enrolment form confirming eligibility to enrol on the course. 4. If learners have not already had their photo taken and saved onto the College system, it will be taken during the enrolment process. (See page 5 for other ways to get learners photos taken). Page 4 of 30 Enrolment and Induction Handbook 2014

5 5. Learners must have been confirmed as enrolling for the correct course by their course co-ordinator AND have filled in a pre-enrolment or enrolment form before reaching enrolment; CIS staff do NOT provide information, advice and guidance. This includes Functional skills and GCSEs. 6. Tutors may be asked for clarification of any issues arising during enrolment, and hence must be with their groups. 7. If a learner is required to pay fees associated with their course, an invoice will be produced at the same time as the enrolment form. Learners needing to pay fees will be directed to the finance station also based in the hall to make the necessary payment. Payment of Fees All learners are expected to pay their fees in full at the time of enrolment, or to make an instalment plan to do so. It is essential that ALL learners are sent to the finance station in the main hall either to pay the cashier or visit the credit controller to arrange an instalment plan. Evidence of Prior Attainment The course co-ordinator must check proof of prior attainment and take two copies. Both copies should be placed in the learner s pre-enrolment pack; one copy should be attached to the pre-enrolment form and the other should be retained by the course co-ordinator for future reference. Proof must be obtained of all prior attainment including Key Stage 4 (school years 10-11). Members of the Quality team will be in the Conference Hall during the enrolment period to check statements of results and certificates against the self-declared/predicted results on the preenrolment form; therefore it is very important that ALL statements of results/certificates are provided. This is for all qualifications, not just for the qualifications needed to meet entry criteria even if they have failed. Learners will not be able to enrol without proof of ALL prior attainment. Enrolment Packs for tutors will be available from Section Leaders prior to enrolment commencing and will contain: Pre-printed enrolment forms for each learner who has applied to join the course Blank learner enrolment forms (for any late applicants) Induction and enrolment checklist for tutors (also available later in this guide) NB: Level 2 and Level 3 Entitlement declaration this is now part of the enrolment form. After enrolment, staff can check learner data on SMIS within the hour. Page 5 of 30 Enrolment and Induction Handbook 2014

6 Learner Photos All new and returning learners will need to have a new photograph taken for the academic year 2014/15. Photos will either be taken during enrolment, or at a later date at the learning resources centre (LRC). Learners should be asked to remove any hats/caps (except those worn for religious/cultural reasons) prior to having the photograph taken. Guidance Notes The following outlines the specific activities undertaken by support areas during the enrolment and induction process: Functional skills/gcses All staff should refer to the English and maths 14/15 policy which is on CAHOOTs There are no exemptions from English and maths lessons. All FT learners should be working towards GCSEs in both English Language and Maths at grade C or above, if they do not already have these qualifications. If learners do have these qualifications they should be preparing for level 3 progression in English and maths. The College interprets working towards as meaning that a learner will be studying on either a Functional Skills course which will offer progression towards GCSE, or, if they are already performing at level 2 / GCSE grade D standard, will be placed onto a GCSE course in English language, maths or both, depending on their current levels in these subjects. If a learner is at A*-C grade they will not take formal assessment in 14/15 but will attend lessons to develop skills according to the level 3 core mathematics and English. Appendix 1 summarises how learners will be allocated to either a Functional Skills/GCSE courses. The delivery plan in your area will have been agreed by your Section Leader (SL) with the functional skills (FS) team. Course area Section Leaders will timetable functional skills. Delivery may be by members of the course team or the discrete team. Where delivery is embedded and delivered by the teams in vocational areas there must be clear evidence (both in planning documentation and delivery) of the functional skills being developed and enhanced. GCSEs will be delivered by specialist tutors, and will run at the same times as Functional Skills throughout the year, up to the summer examinations in June. (Note that learners will not be entered for the final examination until they are ready). In cases where a learner is working at grade D standard in one subject, but not in the other, s/he may be allocated to a GCSE course for one subject and to a Functional Skill for the other. GCSE learners who are approaching final exams will also be offered additional booster sessions. Initial and Diagnostic Assessments Course co-ordinators need to ensure that all learners, including 19yrs+ learners, have completed initial and diagnostic assessments for English, maths, and, where needed, information and communication technology (ICT) using the BKSB Functional Skills software by the end of August, regardless of their actual or predicted grades. The results of the initial assessments and diagnostics will be linked to the learner s e-tracker profile. Page 6 of 30 Enrolment and Induction Handbook 2014

7 Please note, this includes learners that are progressing onto another course or are coming back for their second year of a course. It is recommended that progressing learners undertake only the diagnostic assessment. Instructions for this are below: Diagnostic Assessment Help Guide In order to access the initial/diagnostic assessment learners will need their learner number. This number will be noted on the Application Form that you receive prior to interview. If you do not have the form or cannot access this number, it can be obtained through SMIS Applications on your desktop or through the CIAs. Please ensure you have this number available for your learners whilst you carry out their initial assessments with them. The BKSB Functional Skills Initial Assessment software can be accessed on the college intranet by clicking on the Functional Skills button on the left hand side of the screen. Please utilise computers in your area. If you are unable to use computers in your area, you may be able to book computers in the Learning Zone on the top floor of the LRC. These are only available up to and including Friday 5 th September, to book: contact Yvette Hayward yvette.hayward@iwcollege.ac.uk / / ext You can also Timetabling to book computers or over the summer recess and the first 2 weeks of September. Enrolment onto English and maths levels The Functional Skills and GCSEs team are responsible for the tracking of English and maths progression for learners. The course co-ordinators should complete the template below: FS and GCSE Group Profile Template Section Leaders need to bring the information and completed template to the Functional Skills/GCSE Guidance Centre Evidence needs to be verified by the FS or GCSE Section Leader or by the Examinations Manager. Please note, the Functional Skills/GCSE Guidance Centre in L48 will be open from Tuesday 26 th August Friday 19th September. Any queries regarding the new cross-college GCSEs should be addressed to Paul Harlow. Triage Triage will operate from Thursday 21 st August 2014 to Friday 12 th September 2014 and will be located in Admissions; learners can be referred for IAG support and guidance during the hours of 10.00am 17.00pm Monday to Thursday and 10.00am to 16.30pm on Friday Types of applicants / learners to be typically referred to Triage: Have not met or have exceeded entry criteria and there is no provision within curriculum area suitable or which the learner wishes to study Late applicants who are unsure what they want to study liaison with admissions imperative Learners who have changed their mind about the course they wish to study and need information, advice and guidance Page 7 of 30 Enrolment and Induction Handbook 2014

8 The procedure will be as follows: Learner attends triage, expresses an interest in a course, initial advice and guidance is given by staff from the Admissions team and an identified case worker is appointed. The case worker will: Arrange interview/s with curriculum staff to help inform decision making. Arrange for the learner to complete initial assessments to help inform IAG discussions In the event that a learner needs more detailed IAG, or that they are interested in a course outside of the College, referral should be made to Catherine Jackson. Refer learner to Student Services who will offer IAG on potential learning support and financial support requirements and make referral to specialist areas as necessary. The Admissions team will create a learner number for all new applicants Once a place on a course has been secured, the case worker will liaise with the Course Co-ordinator to agree the date and time the learner will join the group. They will ensure the learner has received all the information necessary for them to integrate effectively. In liaison with the Course Co-ordinator, arrange for a member of the Student Services team to support the learner in attending central enrolment and establishing the essential kit requirements, also the paying of any fees associated with the course (Over 19s) Arrange for a member of the Student Services team to discuss travel requirements with the learner i.e. a bus pass or NUS option for over 19 s LRC Once your learner is enrolled and has had their photo taken as part of the main enrolment process, the LRC will print out their College ID card. Learners can collect their ID cards from the LRC 48 hours after they have been enrolled (unless we advise you otherwise). If your learners are enrolled but have not had their photo taken, we can do this for them in the LRC at any time. All learners must have an LRC induction, including returning learners (short induction). To accommodate as many groups as possible, the LRC will be closed Tuesday 26 th August - Friday 5 th September inclusive: please do not schedule LRCbased activities during this time. After this time the LRC will be open but will continue delivering inductions. To book: use the bookings system on H:\Central Enrolments\ \Book LRC and Vita Nova or call a Learning Adviser on 429 / / library@iwcollege.ac.uk. Page 8 of 30 Enrolment and Induction Handbook 2014

9 Vita Nova and Principal s Welcome As part of this activity the Principal will welcome new students to the college and set out her aspirations for the year ahead. Vita Nova is an interactive theatre company that visits the College to deliver a session raising awareness on drugs and alcohol, bullying, harassment and acceptable behaviour. The sessions are aimed primarily at full time learners and all full time groups should attend. Bookings should be made by course co-ordinators using the designated area; Book LRC and Vita Nova There is a help guide for new users of this booking system at: How to book Vita Nova and LRC sessions Vita Nova sessions run for ONE HOUR at 9.15, 10.45, 1.00, 2.15 and 3.30 on the following dates: Tuesday 15 th September Wednesday 16th September Wednesday 17th September Thursday 18th September Friday 19th September It is acknowledged that the times do not fall within the cross college timetable but the stated timings are necessary in order to ensure that enough sessions are available to cater for the anticipated number of learners. Groups should be accompanied by a member of teaching staff who remains for the duration of the session. One member of staff can cover multiple groups from the same curriculum section, with the approval of the Section Leader. Study Skills The College Learning Policy requires learners to develop their skills in Learning to Learn in order to enable them to make good progress in their studies at College, regardless of area or level at which they are studying. As part of induction each full time learner should participate in at least three hours of activities related to developing their learning and study skills. The content and format of these activities should reflect the needs and expectations of the study programme the learner is about to begin. Activities must be timetabled and registers of attendance maintained. Typical areas which could be included are: Note taking, summarising and condensing information Building and maintaining a portfolio Mind maps Time management and planning Page 9 of 30 Enrolment and Induction Handbook 2014

10 Research and referencing Using the VLE Materials to support staff and students will be available on the LRC Portal Pages, link here: Support materials from the LRC or, from the College home page click the purple LRC button then LRC, Equality and Diversity Induction The College has a strong commitment to equality and diversity and this should form a central part of learners induction programmes. All learners should be made aware of the College s: Equality and Diversity statement & policy Learner anti-bullying policy There are a wide range of equality and diversity resources located on Cahoots which can be used to support induction activities with learners. A record must be made confirming that learners have received an adequate induction in equality and diversity. etracker This is now the college system for students e-ilp. During induction students should be introduced to the system and complete the following activities: How to access the system and who to go to for support My Profile setting goals, identifying careers and jobs they would like to progress to, qualification routes and steps they will take to achieve these goals Target setting students to set initial personal targets, tutors to start setting academic targets Student Services Induction Personal tutors will lead a group tutorial session as part of the induction process. The session will focus on the role of the personal tutor and the support available through student services and other agencies with a particular focus on funding and issues associated with safeguarding. This session must be booked through section leaders who will liaise with the personal tutor team to confirm dates and times. Page 10 of 30 Enrolment and Induction Handbook 2014

11 Full Time Learners Enrolment and induction for all full time learners embarking on a new programme of study will commence at the College from the 26 th August Formal teaching as recorded on the central timetable system will start from the week commencing Monday 1 st September Learners on two year courses Learners progressing from one year to another on an existing qualification will have their enrolment rolled over by CIS. Staff from CIS will timetable a slot with Section Leaders for curriculum groups to attend the main hall to complete enrolment activities. Learners continuing from year 1 to year 2 of 2 year programmes should be invited into College during the week commencing 1 st September 2014 to undertake the activities below. Course co-ordinators should plan an induction and enrolment programme for the week of 1 st September that contains the activities below as a minimum. Other activities may be added to the programme to meet local curriculum requirements. Induction activities for year two learners: 1. Tutors welcome learners back. 2. Tutors to check that any conditions attached to progression have been met. NB where achievement is outstanding from year one, e.g. Functional Skills, this should be secured. 3. The Functional Skills and GCSE team will allocate returning learners to Functional Skills, GCSE English and maths classes based upon diagnostic assessment and their performance in these subjects during the previous year. 4. Where applicable, make learners aware of the materials fee and that they may be required to pay at enrolment. 5. Distribute timetables and ensure learners know where to go for their induction period until their normal timetable commences. It is at course co-ordinators discretion (in discussion with Section Leaders) to determine how long the year two induction should be. Student HE Finance Talks Student finance matters 1 hour talk from the University of Winchester regarding funding for Higher Education in 2014 at 2pm on Wednesday 5th November 2014 in the Conference Hall. Other talks will be arranged later in the year. Page 11 of 30 Enrolment and Induction Handbook 2014

12 AS and A2 Levels 1. On Monday 1 st Sept 2014 AS learners will be invited to the A Level Centre based in F6RM to bring in their GCSE exam results. Enrolment will be staggered throughout the day to avoid waiting time and congestion. Learners to be given off site activity forms on the Monday to enable them to take part in activities the week after. 2. Tutors will provide IAG to learners, final checking for entry requirements, subject compatibility and progression requirements. Tutors are also responsible for copying certificates at this stage, overseeing the completion of enrolment forms, and allocating Learners into option blocks. It will be imperative to ensure learners are given the correct qualification code for each subject they choose for enrolment onto the courses. Chris Harpum will sign off each enrolment form before passing to SMIS. 3. Learners who do not make the grade will be referred for advice and guidance in the F6RM with Chris Harpum, David Bailey and Catherine Jackson. Learners who turn up and were not expected will also be seen by the F6rm management team; they will be interviewed and asked to provide evidence of GCSE results. If they do not have these they will be provided with an opportunity to come back the following day Tuesday 2 nd September. 4. Enrolment will take place in the main college with approximately twenty/twenty five learners led by a sixth form tutor enrolling at any one time. 5. Initial assessments, LRC inductions will take place on Wednesday 3rd Sept for AS learners. Learners will spend the morning with their tutor to be given handbooks, complete assessments and timetables. A member of the Student Services team will deliver a talk to all new learners after tutorial session about Student services and bus passes etc. 6. A2 learners will be invited back on Tuesday 2 nd September for enrolment before teaching commences on Monday 9th September. AS learners hoping to progress to A2 will already have been in to F6RM for pre-arranged triage interviews on 15 th August with staff available on Friday 30th August 2014 for learners unable to attend on the 15th. Subject teachers/tutors to check progression requirements for A2; give progression advice and give support regarding taking additional subjects at AS. Page 12 of 30 Enrolment and Induction Handbook 2014

13 Part Time Learners Course co-ordinators for part time courses should plan a programme of induction and enrolment to ensure learners are correctly enrolled on the CIS system and have sufficient information to start their course of study effectively. The CIS team will timetable a slot with Section Leaders for part time learners to enrol. Enrolments for part time courses will commence from Monday 1 st September Enrolment will take place in the main hall. Staff from finance will also be available to collect any fees due. All funded learners should complete initial assessments in literacy and numeracy (they can also do ICT if they wish). This is to be completed as part of induction and enrolment to help inform accurate course placement. These assessments should be completed by the October half term at the latest. Depending upon the results, if a literacy, numeracy (or ICT if applicable) development need is identified the learner should be referred to the appropriate provision. Please note: the course co-ordinator for the main course of study has an overall responsibility for the learners programme including any literacy, numeracy and ICT courses of study. Higher Education (HE) Learners University partners have their own registration of learner procedures. The HND in Business and the FdA in Business and Management Students will attend a registration session at the University of Portsmouth. Certificate in Education students complete an online registration with the university. The Course Leader will ensure that the College s CIS team receives correct information for logging onto the College system. University of Chichester s FdA and HN Course Leaders will receive a copy of the university s New Learner Registration booklet which sets out clear instructions on the procedures to be followed when registering new year 1 learners and re-registering continuing year 2 and year 3 learners. Learners will also be notified direct by the University of Chichester about ways to pre-register as a new year 1 learner or re-register for subsequent study using their Admissions Portal. Chichester registration staff will be attending central enrolment jointly to validate enrolment and registration of first year learners on (date tbc). In addition to registering learners, all Chichester learners will also be given training on accessing the university s VLE and a bespoke LRC induction. There will still be a requirement for all HE learners to enrol, either to create a record on the CIS database or to confirm 2 nd or 3 rd year enrolment. The CIS team will contact course coordinators to agree times for groups to enrol. Please see appendix 2 for the HE Learner induction checklist. Page 13 of 30 Enrolment and Induction Handbook 2014

14 14-16 Learners New year old learners join the College after the June half term. Below is a summary of the process followed by year old learners when applying for and taking up a place at the College. May 2014 May 2014 May 2014 June 2014 Sept/Oct 2014 Sept 2014 Applications received from schools Interviews held including relevant tasks and assessments. Support requirements identified and Schools team will plan support. Results of interviews released Induction and Enrolment All learners rolled over by CIS. Pre-printed enrolment forms will be issued to curriculum areas. These should be completed with learners to confirm their re-engagement at College and returned to CIS. New Year 9 learners enrol, CIS to receive new enrolment forms June Enrolment & Induction The School Co-ordinator informs all schools of the programme of induction and enrolment. A central induction presentation is delivered to all new learners coordinated and delivered by senior staff/14 16teen co-ordinator. Local induction is delivered by subject tutors/teams. Tutors attend central induction with their learners and take them afterwards to their curriculum area. Induction includes a College tour, specific Health and Safety information, LRC use, photos for ID cards and completion of paper enrolment forms. All learners receive a 14-6teen pack containing Code of Conduct, contacts for 14-6teen coordinator, expectations of them and E&D information. September All learners are rolled over on the system by CIS. Pre-printed enrolment forms will be issued to curriculum areas. These should be completed with learners to confirm their reengagement at College and returned to CIS. Page 14 of 30 Enrolment and Induction Handbook 2014

15 What do you need to do or know? If you are a CIA Before Enrolment: 1) Send out confirmation letters notifying learners of their start date, what to bring and include any course related information as per the standard letter and fact sheet (available later in this guide) 2) Field messages from learners and their parents regarding course queries and sign post them to appropriate personnel within the College 3) Assist in the preparation of enrolment packs and ensure that each course coordinator has the packs for their tutor groups. 4) Take details regarding actual GCSE attainment over the phone and inform course coordinators of these outcomes. 5) Where learners confirm that they no longer wish to attend a course, take details and notify the course co-ordinator and admissions of the withdrawn application. Details should be passed to triage to follow-up in order to ensure the learner has appropriate IAG. During Enrolment: 1) Continue to field messages from learners and parents regarding course queries and sign post them to appropriate personnel within the College 2) Assist course co-ordinators to engage learners who have been referred for interview by personal tutors working in triage 3) Check that course co-ordinators have a temporary register store set up in a departmental communal area to accommodate paper registers for each element of the group s programme 4) Assist course co-ordinators with queries about pre-enrolment forms in terms of compliance as and when required 5) Liaise with the course co-ordinators and Student Records on any issues regarding enrolment and re-book enrolment slots where necessary 6) Enter late applicant basic details onto Unit-e to assist with completion of BKSB Page 15 of 30 Enrolment and Induction Handbook 2014