Promonitor Web User Guide V6

ProMonitor Web Application Guide for version 6.0

Table Of Contents ProMonitor.................................................................................................................. 1 Introduction................................................................................................................. 1 Starting ProMonitor.................................................................................................3 Starting ProMonitor.....................................................................................................3 Logging On................................................................................................................. 4 My Student Groups.................................................................................................5 My Student Groups.....................................................................................................5 Student Group............................................................................................................6 Summary.............................................................................................................6 Add Student Comment.........................................................................................6 Add Student Diary Note.......................................................................................6 SMART Targets Calendar....................................................................................6 Student Targets...................................................................................................6 Copy Markbook Data...........................................................................................6 Reports....................................................................................................................... 7 Assessment Plan ................................................................................................7 Attendance..........................................................................................................7 Unit Markbook ...................................................................................................7 Assessment Markbook .......................................................................................7 Completion Bar Chart ........................................................................................8 Targets................................................................................................................ 8 Target Dates........................................................................................................8 Unit Summary .....................................................................................................8 Unit Summary ­ Projected Grade..................................................................9 Unit Progress.......................................................................................................9 Assessment Marks ............................................................................................9 Assessment Progress..........................................................................................9 Task Completion Matrix ...................................................................................10 Assessment Marks (HE) .................................................................................10 Unit Marks (HE) ...............................................................................................10

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Table Of Contents Course Reports..................................................................................................11 Reports to Parents.............................................................................................11 Maintenance............................................................................................................. 12 Student Group...................................................................................................12 Students............................................................................................................ 12 Teachers............................................................................................................ 13 Markbook Structure...........................................................................................13 Create Student Group.......................................................................................13 Create Tutor Group from this Student Group.....................................................13 My Tutorial Groups................................................................................................15 My Tutor Groups.......................................................................................................15 Reports..................................................................................................................... 16 Assessment Performance Report ....................................................................16 Attendance........................................................................................................16 Over Due and Planned Meetings.......................................................................16 SMART Targets ................................................................................................17 Student Meetings Matrix ...................................................................................17 Student Meetings with Actions...........................................................................17 Reports to Parents.............................................................................................17 Maintenance............................................................................................................. 18 Tutor Group.......................................................................................................18 Students............................................................................................................ 18 The Markbook.......................................................................................................19 The Markbook........................................................................................................... 19

By Group........................................................................................................... 19

By Student.........................................................................................................19 The Unit Markbook (Group Markbook)......................................................................20 The Assessment Markbook (Group Markbook).........................................................21 The Task Markbook (Group Markbook)....................................................................22 The Unit Markbook (Learner)....................................................................................23 The Assessment Markbook (Learner).......................................................................24 The Task Markbook (Learner)...................................................................................25

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ProMonitor Web Application User Guide Learner Information...............................................................................................26 Learner Information...................................................................................................26 Information.........................................................................................................26 Learner ILP........................................................................................................26 Meetings and Actions.........................................................................................26 Miscellaneous....................................................................................................26 Learner Details......................................................................................................... 27 Personal Details.................................................................................................27 Further Details...................................................................................................27 Achievements on Entry......................................................................................27 Academic Information (Markbook).....................................................................27 Reports.............................................................................................................. 28 Published Reports to Parents............................................................................28 Risk Indicators...................................................................................................28 Learner ILP.............................................................................................................. 29 Welcome............................................................................................................ 29 Attendance and Punctuality...............................................................................29 About My Course...............................................................................................29 My Goals and Targets........................................................................................29 Strengths and Development..............................................................................30 Information I have read......................................................................................30 My plans after my Course..................................................................................30 Survey............................................................................................................... 30 My SMART Targets...........................................................................................30 Upload Documents............................................................................................30 Healthy College.................................................................................................31 Enrichment and Every Child Matters..................................................................31 Manage Learner ILP Pages...............................................................................31 Meetings and Actions................................................................................................32 Learner Actions and Comments.........................................................................32 Meetings............................................................................................................ 32 Progress Review Meetings................................................................................32

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Table Of Contents Manage Meetings..............................................................................................32 Meetings................................................................................................................... 33 Appendix ­ Searching................................................................................................34

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ProMonitor Introduction Welcome to the user guide for ProMonitor.

This user guide covers all aspects of the operation of the ProMonitor Web Application. There are a number of ProMonitor administrative functions that this user guide does not cover – details can be found in the Administration User Guide.

Within this User Guide, features that are dependent on configuration by an administrator are highlighted.

Using ProMonitor, a college can: •

Track overall learner academic and pastoral progress

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Flexibly describe the teaching of courses

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Schedule course work

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Log support referrals, action plans and general comments

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Track assessments and re­submissions

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Monitor Students by Student Group, Tutorial Group or individually

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Examine Learner progress based upon:

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Markbook reports

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Bar Charts

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Completion matrices

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Performance against target reports

Record individual Learner information including: 

Learning Plan

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Learner Goals and Targets

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Learner Strengths and Areas for Development

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Initial Assessments

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Learner Meetings

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Learner Support Actions

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Progress Reviews

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Work Placement Details

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ProMonitor Web Application User Guide ProMonitor is part of a suite of software produced by Compass Computer Consultants Ltd. that is integrated using ProGeneral SQL Software.

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ProMonitor

Starting ProMonitor

Starting ProMonitor ProMonitor should be available to your PC across the College Intranet (network) by using a web browser such as Internet Explorer, Mozilla Firefox, Safari, etc.

Start ProMonitor by: • Typing //[Server Name]/ProMonitor in the Address Bar Or alternatively, by • Opening your College Intranet Web pages via web browser and press the appropriate ProMonitor hyperlink.

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ProMonitor Web Application User Guide

Logging On ProMonitor can be configured to recognise the current windows user and start automatically.

If ProMonitor is unable to recognise the current windows user, it will prompt for a username and password as it is shown in the screen below:

The Login Screen

To log in to the system 1. Enter a Username and Password.

2. Click the Login button.

3. Tick the Remember Me option if you want ProMonitor to remember your user account details for the next time you access the system.

Note

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•

If a username or password is forgotten, an administrator may reset the Login account and issue a new username and password.

•

Passwords are case sensitive.

ProMonitor

My Student Groups

My Student Groups Your Student Groups are listed in the menu at the left side of the Home Page screen.

You may search for Student Groups using the Search facility in the header bar at the top of the screen ­ if you have permission, otherwise you must be allocated to the student group.

If you search for a Student Group, and the group doe not belong to your menu, you may click the YELLOW bar at the top of the student group screen to add the group to your student group menu. You may remove the student group from your menu at any time from within the Student Group Summary screen.

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ProMonitor Web Application User Guide

Student Group Summary This lists the Students within the group and shows information about the group. You may add and remove students to and from the student group who are enrolled on the same Course.

You may change the Student Group Type, Add/Remove teachers and choose to show Withdrawn/Transferred students or not from the menu options in the Maintenance section on the left side of the screen.

Add Student Comment Select a student from the drop down list and fill in the details as necessary (Comment Type and the Comment are compulsory). This comment will be added directly to the student ILP and displayed to all staff who have an interest in this student on the ProMonitor Home Page.

Add Student Diary Note This facility allows you to send a diary note to all students in the student group to appear on the Student Diary screen on the ProMonitor Student Portal.

SMART Targets Calendar Use this calendar to enter/maintain SMART Targets. Click on the date (SMART Target Review date) on a day within the calendar to open the maintenance window.

You may then enter or edit existing SMART Targets (if you have permission) for Students within the group.

Student Targets Target Grades and Percent may be created / maintained for a whole student group in one place rather than having to go into each Student’s ILP. To this select the edit button. You will then have the ability to change the National Target Grade and the Target%. The personal target grade is only editable by students.

Copy Markbook Data You may copy markbook information forwards into the current academic year from a Student Group belonging to the same course as the currently selected student group.

The drop down lists shows all available student groups from the previous year.

When you copy the markbook into the group, it will only copy student details for students in the current student group.

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Reports Assessment Plan In this report, all assessments are displayed for the student group. Where information has been “scheduled”, the Points Out Of, Date Set and Date Expected are displayed. Assessments may be scheduled for a student group from the Student Group Assessment markbook page.

Attendance This report shows the attendance statistics for each individual student within the group. If the attendance statistics for an individual student are required the report can be filtered by a specific student.

This is read only data and is imported into ProMonitor from your register system by an administrator. Attendance is displayed from the start of the academic year to the current date. Attendance does not have to be strictly on a per enrolment basis – it is displayed on the basis set up within your register system.

The table shows the following data: • Total Possible Attendance • Number Attended • Attendance as a % • Number of Authorised Absences • Attendance as a % (with authorised absences) • Number of Lates • Punctuality as a % • Recent Attendance %

Unit Markbook This report shows a summary of all the information that is held in the Unit markbook for the group. Each unit is listed in order, below which is a list of learners and their recorded markbook information for the unit. This includes the target date, completion status (Y/N), grade, effort grade, points and completion date.

Assessment Markbook This report displays the group assessment markbook for an individual unit within the current student group. For the selected unit, each assessment is listed in order, below which is a list of learners and their recorded markbook information for the assessment. This includes the date marked, date submitted, completion status (Y/N), marks, and grade.

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ProMonitor Web Application User Guide

Completion Bar Chart This report displays a bar chart graph with a list of learners and for each one of them their completed Units, Assessments and Tasks recorded in the markbook.

At the top of the report, a selection can be made between [All Units] or an individual unit.

The 'x' axis of the graph represents the completion percentage of the total Units, Assessments and Tasks. The 'y' axis of the graph represents Units, Assessments and Tasks for every learner in the student group. The figures at the end of each bar represent the number of completed elements out of the total number of elements.

Targets This report shows the targets for each student in the group (these can be viewed and edited in the learner's ILP pages). It also show the average assessment percentage, the predicted grade based on this percentage, how many assessments have been completed and the how many of these were on or above target.

The difference displayed on the report is the difference between the target % and the average % that the learner has achieved.

The average mark is based upon those assessments, allocated to the student group, that have been marked for the individual learner. To be included in the average calculation, the assessment must have “Points out of” assigned – this can be altered by opening the assessment markbook for the student group.

Target Dates This report shows for each student in the group the target dates set for each individual unit. The report also indicates for each unit which target dates are coming up, have been passed, and whether they have been completed or not.

If the unit is complete it is shown in green, if the target date has passed and the unit is not complete the target date is highlighted in red. Upcoming reports are shown in black.

Unit Summary This report is a matrix style report showing a summary of the unit markbook for both the grades and the marks.

The upper matrix shows the grade for each student, and, on the right side, the number of graded units.

The lower matrix shows the marks for each student, with the total marks in the last column.

The report can be exported to excel. By default this will only show the grades matrix, to include the points matrix select the option. The spreadsheet can also show any IV information that has been recorded in the unit markbook for each individual enrolment. The IV information is displayed as follows:

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ProMonitor a. [IV] flag b. IV Date c. IV Method d. IV Assessor e. IV Monitoring f.

IV Notes

Unit Summary ­ Projected Grade The last to columns of the lower matrix (unit marks) are used to show the projected final grade across all units for each student in the group. The projected points is calculated by working out an average score of all the completed units and multiplying this by the total number of units whilst taking the points weighting of each unit into account.

The Projected grade is calculated using the projected grade points mapping system, this is shown at the bottom of the matrix within an information bubble and when clicked will show in detail how the grades are mapped to the number of points. The projected grade point mapping can be setup/modified in the ProMonitor Administration Utility.

Unit Progress This report is a matrix style report that shows the progress of each student through each unit.

The Unit progress report is based upon the number of completed assessments out of the number of assessments available for the student group. It shows the total average progress – both in terms of Unit completion and in terms of overall Assessment completion.

This report can be exported to excel.

Assessment Marks This report is a matrix style report showing a summary of the marks for each assessment in the assessment markbook.

The matrix displays the Marks that have been recorded in the assessment markbook for each individual enrolment. The top line shows the Out Of Points for each assessment.

This report can be exported to excel and includes options to show further information, including grades, date submitted and date marked. Clicking a red triangle in the top right corner of a cell will display the Assessment Notes recorded in the markbook.

Assessment Progress

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ProMonitor Web Application User Guide This report is a matrix style report showing a summary of the % progress in the assessment markbook.

Each Assessment may be given a weighting, and this is shown in the top line. At the end of each record, two total average progress figures are displayed – the average ignoring the weighting (Non Weighted % Progress) and the average using the weighting (Weighted % Progress).

This report can be exported to excel.

Task Completion Matrix This report is a matrix style report showing a summary of the task markbook for each student.

The matrix displays the completion status of the tasks recorded in the task markbook for each individual enrolment. Completed tasks are displayed as 'Y', uncompleted tasks are left blank.

This report can be exported to excel.

Assessment Marks (HE) This report shows a summary of the marks for each assessment in the selected unit, and includes a weighted total at the end.

At the bottom of the report, the Averages and the Standard Deviation figures are also calculated for every assessment as well as the overall figures for all the assessments under the 'Total' column.

This report can be exported to excel.

Unit Marks (HE) This report is a matrix style report that displays the list of students down the left side and the list of allocated units or modules along the top.

Marks are displayed for completed modules/units.

The matrix displays the average mark for the modules within the level, taking unit weighting into account in the calculation.

For the combined Level 2 and Level 3 report, the Level 2 Average contributes 30% and Level 3 Average contributes 70% to the final mark.

Note Unit weightings are maintained using the Maintain Units page for a course.

Unit Codes must be prefixed L1, L2 or L3 to be included in the report.

This report can be exported to excel.

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Course Reports These are a selection of Reports applicable to all Groups within the same Course as the current Student Group.

Reports to Parents This is a quick method of quickly accessing the Reports to Parents data entry screen in the ILP for each individual student within the Student Group.

Select the desired Report to Parents from the drop down list. Click the add button to add a new comment, this will open a pop up window where you can fill in details regarding the students report. Once completed click the save button at the top of the pop window.

Once a comment has been saved it will be added to the grid, to view a saved comment click the subject area highlighted in blue within the related row.

Clicking on view report will open the reports to parents page on the student ILP. The ILP will open in a new window / tab on the web browser. The "Complete" flag indicates whether the whole Report to Parents has been completed (This is completed in the header section of the reports to parents in the ILP).

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ProMonitor Web Application User Guide

Maintenance This section of the Student Group Menu contains facilities to help manage the student group.

Student Group You are able to change the Group Type, select a group manager or change the Group title from this screen.

The Group Type: After selecting a Group Type from the list, press the information hyperlink to display information about it. The choice of Student Group Type affects the presentation and behaviour of the Markbook screens. To allow markbook auto­updating select the group type, click 'Allow Markbook Auto­Updating' and press the Save button.

Group Type Information

Students Search for students to allocate by typing in some or all of their details and clicking the Search button; or by clicking the Show All button.

Tick the students to include by checking the box on the left side of the list and press "Add Selected Students"

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ProMonitor To remove students, simply press the "Remove" button alongside students listed as belonging to the group.A confirmation message will be displayed asking to you to confirm this.

Teachers Search for teachers to allocate by typing in some or all of their details and clicking the Search button; or by clicking the Show All button.

Tick the teachers to include by checking the box on the left side of the list and press "Add Selected Teachers". The group will be displayed in the "my student groups" list on the ProMonitor Home page the next time they log in.

To remove teachers, simply press the "Remove" button alongside teachers listed as belonging to the group. The group will no longer be displayed in the "my student groups" list on the ProMonitor Home page the next time they log in.

Markbook Structure This screen displays all of the Units, Assessments and Tasks available for the Student Group to use in the markbook. Simply select the Units, Assessments and Tasks to include in the markbook by ticking the checkbox on the right side of the list and press "Save".

To deselect Units, Assessments and Tasks from the markbook, untick the boxes alongside the list and press Save.

If you cannot see a Unit, Assessment or Task you wish to include, press the link at the top of the list and enter the details as appropriate within the Course screen.

Units can be allocated on a per student basis. To do this select the For Each Student Tab. Select the student from the drop down then either tick or un­tick each individual unit as required. Click save to make the changes

Create Student Group Enter a Student Group Code, Title and optionally manager, then press Save. This will create a group using the same Course as the existing student group and you may allocate Students, teachers and markbook structure as necessary using the facilities described above.

Create Tutor Group from this Student Group To Create a Tutor Group containing the same students as the current Student Group use this facility. It will appear on your "my Tutor Groups" menu on the main ProMonitor Home Page.

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ProMonitor Web Application User Guide

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My Tutorial Groups

My Tutor Groups A Tutor Group is a group of students that you wish to bring together for the purposes of One­to­One Tutorial Sessions, Additional Support etc. The Students need not be studying the same subjects. Using Tutor Groups is a quick way of getting to Student ILPs, arranging and managing meetings and SMART Targets.

When ProMonitor is started for the first time, there may be no tutor groups listed in the menu.

Tutor Groups can be created by pressing the create a tutor group link from the main menu the left side of the screen.

To create a Tutor Group, enter a Code, a Title and Tutor (You are automatically selected). Only one Tutor may own a Tutor Group. Then press Create.

You will then be taken to the Tutor Group Summary Screen. To add students to the group, press the link on the screen. Enter details for a student you wish to add to the group into the appropriate box (e.g. Jones in the Surname box) and press Search.

Tick the Checkbox at the left side of the Student name(s) and press Add Selected Students. The Student(s) will be added to the group. Repeat the search to find more students to add to the group.

In order to add an existent tutorial group to the list of my tutor groups, you can use the Search Tutor Groups facility available from the menu on the Header Bar ­ again this is described in an earlier section of this guide.

The tutorial group menu is divided into 3 sections: •

Tutor Group

•

Reports

•

Maintenance

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ProMonitor Web Application User Guide

Reports Assessment Performance Report The report shows each learner in the tutorial group listed for each student group to which they belong. The target % and Target Grade Marks are displayed (these can be viewed and edited in the Learner Information screen).

The average mark is based upon those assessments, allocated to the student group, that have been marked for the individual learner. To be included in the average calculation, the assessment must have “Points out of” assigned – this can be altered by opening the assessment markbook page for the student group.

The mark and grade are displayed for each assessment that has been marked.

Attendance This report shows the attendance statistics for each individual student within the group. If the attendance statistics for an individual student are required the report can be filtered by a specific student.

This is read only data and is imported into ProMonitor from your register system by an administrator. Attendance is displayed from the start of the academic year to the current date. Attendance does not have to be strictly on a per enrolment basis – it is displayed on the basis set up within your register system.

The table shows the following data: • Total Possible Attendance • Number Attended • Attendance as a % • Number of Authorised Absences • Attendance as a % (with authorised absences) • Number of Lates • Punctuality as a % • Recent Attendance %

Over Due and Planned Meetings This report shows all the overdue and upcoming meetings for all of the students within the tutor group.

Meetings for a student whose meeting date has passed and has not been marked as complete are highlighted in red. Upcoming meetings within the next 30 days are shown in black.

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ProMonitor

SMART Targets By default, only Incomplete SMART Targets are displayed, Tick the box at the top of the page to show ALL SMART Targets.

This report is a matrix style report displaying all SMART Targets for the tutorial group, grouped by learner. SMART Targets are sorted by review date order.

Student Meetings Matrix This report is a matrix style report that displays the list of learners for the tutorial group down the left side of the spreadsheet and the list of attended meetings along the top. The report shows specific information according to the type of meeting previously selected from the list located next to the report hyperlink.

This report is useful in order to know the number and dates of meetings for every particular type of meeting a learner has had. The matrix displays the dates for every meeting a learner has attended. Note that meetings considered as completed are marked with the letter 'C' next to the date.

Student Meetings with Actions This report is a matrix style report that displays a list of all comments made about the selected learner. The report shows information such as: meeting type, comment author, comment type, action completed and if there is any follow up for the comment.

Reports to Parents This is a quick method of quickly accessing the Reports to Parents data entry screen in the ILP for each individual student within the Tutor Group.

Select the desired Report to Parents from the drop down list. Clicking on each student in the list will open the reports to parents page on the student ILP. The ILP will open in a new window / tab on the web browser. The "Complete" flag indicates whether the whole Report to Parents has been completed (This is completed in the header section of the reports to parents in the ILP).

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ProMonitor Web Application User Guide

Maintenance

Tutor Group This allows you to change the Tutor Group Code, Title and Tutor for the Tutor Group.

Press Save to Save any changes.

The person named as Tutor owns the group and will see the group listed on the My Tutor Groups menu on their Home page when they log into ProMonitor.

Students Search for students to allocate by typing in some or all of their details and clicking the Search button.

Tick the students to include by checking the box on the left side of the list and press "Add Selected Students" To remove students, simply press the "Remove" button alongside students listed as belonging to the group. A confirmation message will be displayed asking to you to confirm this.

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ProMonitor

The Markbook

The Markbook The markbook and the facilities available to maintain the markbook are only available when the ProMonitor Markbook Licence is activated ­ without this licence, the facilities available from the menu on the Student Group screen are much reduced.

There are two ways of opening the markbook ­

By Group This method allows you to select a Unit, Assessment or Task and mark it for each member of the group

By Student This method allows you to select a Student and mark all Units, Assessments and Tasks for the Student.

The Group and Student markbook is displayed using three tabs across the top ­ one each for Units, Assessments and Tasks.

If there are Units, Assessments or Tasks you with to include in / exclude from the markbook, click the link at the top of the markbook page.

Always remember to Save the markbook page before moving away from it to save your changes.

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ProMonitor Web Application User Guide

The Unit Markbook (Group Markbook) This tab displays the Unit title in the drop­down list at the top of the page above the markbook grid.

The markbook grid contains all the learners in the current student group,a completed checkbox which indicates if the unit has been completed, the unit grade, the effort grade, the last updated date, a comment box, and to the right of the record is a set of fields for saving Internal Verification related information.

All units can be set to be complete by using the Tick All button. The Target Date and Last Updated fields can be bulk updated for all records by selecting the date at the bottom of the screen and clicking Set All. Note that this does not update any existing dates.

Grades are limited to three characters in length, Marks must be numeric and dates must be in the format dd/mm/yyyy. The EV check box is for recording external verification and the IV check box as well as all the fields preceded by IV are used to record internal verification information.

Note The IV fields displayed to the right of the records become available by pressing the i button

Press Save to save the records.

Note Units can be added and allocated to a student group by pressing the link above the Unit markbook

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ProMonitor

The Assessment Markbook (Group Markbook) Information about the assessment is shown above the markbook grid. This holds information such as when the work was set, date expected, marks out of (max points), weighting and who set the work. Adjust these details by making changes and pressing the Save button. These details are displayed on many of the student group, tutorial group and learner markbook reports.

If the Student Group Type has Marks and Grades defined for it and the "Show Autofill" flag is completed for the Student Group Type, the AutoFill link will be displayed at the bottom of the Marks and Grade columns. Your System administrator is able to configure this.

Assessment resubmissions may be recorded. Press the Resub image alongside each markbook record to view and maintain assessment resubmission information. If a resubmission has been made previously, the number of resubmissions is shown '()' alongside. All assessments can be set to be complete by using the Tick All button.

If a Target % is entered for the enrolment within the learner information screen, the assessment markbook can compare average assessment marks against targets and colour the background red or green appropriate to marks above or below target.

The Date Submitted and Date Marked fields can be bulk updated for all records by selecting the dates at the bottom of the screen and pressing Set All links. This does not update any existing dates. There is an option available to fill dates (where they are blank) only where the completed checkbox is ticked. Grades are limited to three characters in length, Notes up to 150 characters, marks must be numeric and dates must be in the format dd/mm/yyyy.

Recording a resubmission A resubmission may only be recorded against an assessment once an entry has been recorded in the markbook.

When you press the Resubmission link, it will open a screen allowing you to record the resubmission details. The resubmission history is displayed on this screen.

When a resubmission is recorded (Enter the details in the top line and press Add), the latest resubmission becomes the current markbook record. The grade may be a maximum of 3 characters. Marks must be numeric, Notes up to 150 characters and dates must be in the format dd/mm/yyyy.

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ProMonitor Web Application User Guide

The Task Markbook (Group Markbook) Information about the unit and assessment to which the tasks are related is shown above the task markbook grid. For a learner, each task is listed. Tasks can be ticked as complete or left blank – not complete. Grades may also be added (3 characters maximum). When a grade is added, the task is NOT automatically ticked as complete when it is saved. All the tasks in a column can be set to be complete by using the Tick All button for that column.

For tasks that have been related to each other, a task that is ticked as complete for a learner will have the related task(s) ticked as complete as the record is saved. If the task is subsequently un­ticked and saved, related tasks are NOT un­ticked automatically.

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The Unit Markbook (Learner) The name of the learner is shown at the top of the markbook in the drop down list.

Each unit is listed at the left side of the markbook.

All units can be set to be complete by using the Tick All button. The Target Date and Last Updated fields can be bulk updated for all records by selecting the date at the bottom of the screen and clicking Set All. Note that this does not update any existing dates.

Grades are limited to three characters in length, Marks must be numeric and dates must be in the format dd/mm/yyyy. The EV check box is for recording external verification and the IV check box as well as all the fields preceded by IV are used to record internal verification information.

Note The IV fields displayed to the right of the records become available by pressing the i button

Press Save to save the records.

Note Units can be added and allocated to a student group by pressing the link above the Unit markbook

UCAS Reference Subject tutors can record comments about subjects for a learner to form the basis for the UCAS reference.

The bottom section on the learner unit markbook allows subject tutors to save and review the student’s performance through the year before writing the UCAS reference comment.

The full UCAS reference for a learner including all unit comments is available from the UCAS screen in the learner ILP. Press Edit to edit the Subject Comment and Save to save the record.

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ProMonitor Web Application User Guide

The Assessment Markbook (Learner) The name of the learner is shown at the top of the markbook in the drop down list.

Each Assessment is listed at the left side of the markbook.

If the Student Group Type has Marks and Grades defined for it and the "Show Autofill" flag is completed for the Student Group Type, the AutoFill link will be displayed at the bottom of the Marks and Grade columns. Your System administrator is able to configure this.

Assessment resubmissions may be recorded. Press the Resub image alongside each markbook record to view and maintain assessment resubmission information. If a resubmission has been made previously, the number of resubmissions is shown '()' alongside. All assessments can be set to be complete by using the Tick All button.

If a Target % is entered for the enrolment within the learner information screen, the assessment markbook can compare average assessment marks against targets and colour the background red or green appropriate to marks above or below target.

The Date Submitted and Date Marked fields can be bulk updated for all records by selecting the dates at the bottom of the screen and pressing Set All links. This does not update any existing dates. There is an option available to fill dates (where they are blank) only where the completed checkbox is ticked. Grades are limited to three characters in length, Notes up to 150 characters, marks must be numeric and dates must be in the format dd/mm/yyyy.

Recording a resubmission A resubmission may only be recorded against an assessment once an entry has been recorded in the markbook.

When you press the Resubmission link, it will open a screen allowing you to record the resubmission details. The resubmission history is displayed on this screen.

When a resubmission is recorded (Enter the details in the top line and press Add), the latest resubmission becomes the current markbook record. The grade may be a maximum of 3 characters. Marks must be numeric, Notes up to 150 characters and dates must be in the format dd/mm/yyyy.

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The Task Markbook (Learner) The name of the learner is shown at the top of the markbook in the drop­down list.

Each Assessment and the unit to which it belongs are listed at the left side of the markbook and each task in the assessment is listed within each column.

Tasks can be ticked as complete or left blank – not complete. Grades may also be added (3 characters maximum). When a grade is added, the task is NOT automatically ticked as complete when it is saved. All the tasks in a column can be set to be complete by using the Tick All button for that column.

For tasks that have been related to each other, a task that is ticked as complete for a learner will have the related task(s) ticked as complete as the record is saved. If the task is subsequently un­ticked and saved, related tasks are NOT un­ticked automatically.

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ProMonitor Web Application User Guide

Learner Information

Learner Information The learner information or Individual Learning Plan (ILP) screen can be opened from a variety of locations within ProMonitor. For this reason, it opens in a separate window and is a self­contained facility in its own right. When the Learner Information window is closed, the original location it was opened from will not be lost.

On top of every ILP page the college logo can be configured to be displayed on the top right corner of the screen. Please refer to the Administration Guide for more information. In addition, the ILP is highly configurable ­ many of the menus, pages and sections within each page may be customised ­ please refer to the Administration Guide for more details.

The ILP may be individualised based on student type, the student type is displayed on the top right of the screen above the academic year.

The menu on the Learner Information screen (ILP) is split into the following Sections:

Information These screens display MIS Data, some further general information about the student, Entry Qualifications, a read­only markbook page and some reports.

Learner ILP These screens hold Induction questions, Surveys, SMART Targets

Meetings and Actions Meetings and Comments about the Student can be created, viewed and maintained from here.

Miscellaneous Reports to Parents, UCAS reports and Work Placement information can be created and reviewed here.

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Learner Details Personal Details The information displayed in this section comes from learner / enrolment imports.

These details are a direct reflection of those held for the learner within the college Management Information System (MIS). The information on this page is read­only.

Where available, Learner Photographs may be imported into ProMonitor as well as supplementary information such as learner status, funding notes, etc. The learner Status can be linked to colours – controlled by your ProMonitor Administrator.

Information about the learner's tutorial groups is also displayed.

A list of links to different systems or web pages within the college interest can be listed in the last section of the page.

Further Details These include email information and supplementary details such as Next of Kin details, general notes about the learner and Awarding Body registration information.

The email section of the page allows to save one or more learner's email addresses, e.g. alearner@college.ac.uk or alearner@college.ac.uk;alearner@home.net. To create an email press the Compose an email link.

The general learner details section also holds additional information about the learner such as NI Number, Learner Status, Next of Kin Details, framework and awarding body details and notes about the learner relevant to the college.

To save any of the information introduced in this page, click on the Save this Information button on any of the corners of the page.

Achievements on Entry Achievements on Entry are those learning aims that a learner enters college with.

Note Achievements on Entry are imported directly into ProGeneral SQL – This is a database that is supplied alongside ProMonitor. For details see the ProGeneral SQL User Guide.

Academic Information (Markbook) This is a read­only view of the Student Markbook as available from each of the Student Groups that the Student belongs to. It is presented in the same way as it is to Staff on three tabs (Units, Assessments and Tasks). Select a Student Group to View the relevant markbook.

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Reports This screen makes available for the student a selection of reports and is described in detail under the reports section

Published Reports to Parents When reports to parents are published the completed report is shown in this section

Risk Indicators This page pulls to together "risk indicators" for the Student. Only the learner status may be change on this page. The “At Risk” comments are shown (a comment may be flagged as “At Risk” when you create a comment) as well as the overdue SMART Targets and Possible problems that have been flagged (from the Strengths and Developments page and the Progress Reviews). Also displayed is the information shown on the Student Group “Risk Indicator” page for the student. Also shown on this page is the attendance and punctuality figures for the particular student.

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Learner ILP To save any of the information entered onto any of the pages described below, press the Save button on any of the corners of the page.

Welcome A page displaying a welcome message and may be configured to display any instructions on how to complete and use the ILP pages.

Attendance and Punctuality This is read only data and is imported into ProMonitor from your register system by an administrator. Attendance is displayed from the start of the academic year to the current date. Attendance does not have to be strictly on a per enrolment basis – it is displayed on the basis set up within your register system.

The table shows the following data: • Total Possible Attendance • Number Attended • Attendance as a % • Number of Authorised Absences • Attendance as a % (with authorised absences) • Number of Lates • Punctuality as a % •

Recent

Attendance

%

About My Course This page can be used to record information about the learner's current course; previous school; future expectations and course targets. The lower section of the screen allows Targets grades and percentages to be recorded for each of the learner's enrolments. The target grade and equivalent % are used in a series of markbook based reports. The editability of each of these boxes may be controlled by an administrator.

My Goals and Targets This page can be used to record information about the learner's goals during and after the course.

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Strengths and Development This page is used to record information concerning the learner's strengths and areas for development; learning methods; initial assessments; possible barriers for learning and any additional support that the learner might need.

Initial Assessments may also be entered on this page. Alternatively, they may be imported into ProMonitor by an administrator.

Information I have read This page can be used for providing hyperlinks to online information that may be of use to the learner. to maintain this screen, please refer to the Administration Application user guide for more information.

A checkbox alongside each document hyperlink records confirmation that the learner has read the information.

My plans after my Course This screen is intended for recording information about the learner's future plans after the course.

Survey Questions for the Survey may be configured by an administrator. Questions may be switched On or Off, so you may set up several Surveys during the year. This page is read­only in the main ProMonitor system and may only be completed by individual students from within the ProMonitor Student Portal.

My SMART Targets This screen is intended for recording SMART targets for a Student. SMART stands for Specific, Measurable, Achievable, Relevant and Time based.

To add a SMART Target, enter details including Description and Review Date in the last empty row and then press the Add button.

A SMART Target can be updated by clicking on the Edit button at the left of the row.

Text boxes will be displayed where details can be modified. To save changes, press the Update button. To undo any changes click on Cancel.

To delete a SMART target from the list click on the Delete button at the right of the record. A confirmation message will be displayed.

Upload Documents This screen is used to save documents about a student. i.e. documentary evidence about course work, etc.

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ProMonitor To upload a file, click on the browse button in the last empty row and select the file to upload. Then type a description in the Document Description column and click on the Add button.

A file can be updated by clicking on the Edit button at the left of the row. Text boxes will be displayed where details can be modified. To save changes, press the Update button. To undo any changes click on Cancel.

To delete a file from the list click on the Delete button at the right of the record. A confirmation message will be displayed.

Healthy College A series of questions relating to leisure and sporting activity. Questions may be configured as a Survey ­ they may be switch on and off during the year to allow different questions to be asked.

Enrichment and Every Child Matters This screen is used to store information regarding student enrichment activity.

Activities can be added by entering a new record into the grid and clicking the add button.

An activity can be updated by clicking on the Edit button at the left of the row. Text boxes will be displayed where details can be modified. To save changes, press the Update button. To undo any changes click on Cancel.

To delete a file from the list click on the Delete button at the right of the record. A confirmation message will be displayed.

Students have the ability to modify this page via the student portal.

Manage Learner ILP Pages This page is used to lock the ILP Pages described above. When you Complete a page, it records the date and person who completed the page. By completing an ILP Page, you are locking it by removing the Save buttons from each page to prevent it from being edited. To Unlock an ILP page, simply un­tick the box alongside the appropriate page and press Save. It will then be available to edit again (this affects pages displayed in the main Staff ProMonitor and Student Portal)

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Meetings and Actions Learner Actions and Comments All comments entered about the student are listed on this screen. Comments may be added, edited or followed­up from here.

Meetings Meetings are listed in the menu and categorised within their Meeting Type. Simply click on a meeting to view/edit the details as appropriate.

Progress Review Meetings Progress Reviews are the same as any other meeting, but the page holds a lot of supplementary information.

Manage Meetings Use this facility to arrange and remove meetings. Changes made on this screen are immediately reflected in the Meetings menu to the left of the screen.

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Meetings Meetings are listed in the Meetings Menu on the left of the screen categorised by Meeting Type.

Learner Meetings have a date, a time, a type and a Reviewer. Up to 4 text boxes are displayed to record information about the meeting.

Note The text of the labels for each of the fields may be altered using the ProMonitor Administration Application.

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ProMonitor Web Application User Guide

Appendix ­ Searching Throughout ProMonitor, search screens are used to reduce large amounts of information into smaller amounts of manageable information from which selection(s) can be made. Typically, a search screen consists of a set of relevant search fields.

Pressing the Search button displays a list of closest matches.

A search screen and results A selection can then be made from this list, or the search can be refined by supplying additional information in the fields and reducing the length of the results list.

For Instance, if you need to search for a learner: If you want to find a learner called “Richard Armfield”, entering the word Richard in the forenames search field, the system will return all learners called Richard.

Similarly, if you just type the letter ri in the forenames search field, the system will return all learners with ri anywhere in their forename(s).

The principle is the same for all searches.

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