Course Admin
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Your Course Folder
All tutors should create a course file at the start of their teaching. This is intended to help you to plan and keep records of your teaching, to help you to make sure you are meeting the needs of the learners and to help them to see how they are progressing. It allows you to easily demonstrate the quality of the teaching and learning taking place on your course and provides evidence that the six stages of RARPA are being followed effectively. In a classroom based course, a ring binder folder is used to organise paperwork associated with a course such as session plans, ILPs, hand-outs and risk assessments. It is also adequate to keep an electronic folder on, for example a laptop. For online courses, course files may be kept in Google Classroom.
Here is what is required in your course file.
Your curriculum coordinator will advise of further programme specific requirements.
Course Information Sheet (CIS)
Register (for face to face). Registers now submitted online.
Pay claims
List of learner names and contact details
Pre-session Visual Checklist
First Session Induction Checklist
Course Plan/ Scheme of Work
Session Plans, past & present including evaluations
Individual Learning Plans (ILPs)
Record/sample of resources used in your teaching
Example of assessment used
Example/images of learners’ work for RARPA
Class profile (for multi-session courses)
Safeguarding policy and guidance (extracted from staff handbook)
Sign posting information sheet
Tutor Course Packs
Before the start of your course a tutor pack with your course documentation will be sent to you by the Business Support team. Packs will be emailed with paper ILPs and learner guides posted. If you have not received a pack 5 days prior to the start of your course you need to contact them urgently for a replacement. Additionally, if anything is missing from the pack or if you mislay anything, please inform Business Support who will arrange for a replacement to be sent out to you. If you would prefer a fully printed course pack, please see the section on printing and photocopying.
Please be aware that, depending on the team you’re working with, some of the documentation that you receive from us will include personal details of learners. In order to comply with the Data Protection Act (1998) and the General Data Protection Regulation (GDPR), we would like to stress the importance of keeping these documents safe so that they do not fall into the hands of the public.
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Course Registers
Course registers are now to be completed online, unless otherwise requested by your coordinator. Paper copies should be kept for face to face sessions in case of a fire.
How to access Online Registers
The online registers system can be accessed here:
https://courses.northantsglobal.net/onlineregister/TutorMenu.asp
Your Username will be your Terms ID and your password will be the one you use for the main Adult Learning Course Booking site: www.northamptonshire.gov.uk/adultlearning
However if you are new to the system or require supported getting logged in you can contact AdultLearning@northnorthants.gov.uk for support.
A full procedure on how to use the new system is available for download here:
http://moodle.northantsglobal.net/pluginfile.php/22407/mod_resource/content/2/ALS%20Staff%20 Guide%20to%20Online%20Registers%20v3.pdf
Key points for using online registers:
Active registers can be accessed 24/7 and completed from anywhere with an internet connection.
A live register will be created 7 days in advance of the course’s start date. Tutors are not able to add attendance data until the day of the session.
Tutors are asked to record their own attendance at the course as well as that of any support staff.
Tutors will receive a confirmation email once the register is returned and approved by Business Support.
Tutors are encouraged to make a submission after every session although this is not compulsory
If you submit a register after each session, the data you send will be added in to our database overnight and a fresh updated register will be issued the following day.
Monitoring and Reporting Learners’ Absence
Good timekeeping reflects the tutor and learners’ commitment to getting the most out of the course. Each tutor must encourage learners to inform them if they know they will be absent for any sessions. If a learner is absent without your prior knowledge you should ask them why they were absent in a supportive and sensitive way when they return to the class the following week. Record the reason for this absence on your register.
However, if a learner is absent for 2 weeks without having given a reason, please contact Business Support with the learner’s name and the course code. A standard letter will be sent to the learner to try and solve any problems the learner may be having and to enable them to return to the course. You will be informed of the learner’s reason for absence and planned return date, so that you can amend your register accordingly. If the learner has decided to withdraw from the course, you will also be informed. Please ensure you inform Business Support how you wish to be contacted. If a number of learners are regularly late, you may need to talk to your curriculum coordinator about changing the course timings.
Submit Achievement Data Online
Achievement data is now recorded online, in the same place as the online registers. To add this data, log in to the Online registers as described above
Once logged in select the Course Menu
Pick from one of your listed courses
You will then see a list of that course’s learners and three options for each:
NNC RARPA Full Pass, Partial Pass and Fail. To achieve a course, a learner should have achieved 100% of all course outcomes for single sessions and 75% of course outcomes for courses with more than one session.
Once you’ve made an entry for each learner, press Save.
Recording Learner Personal Outcomes Data
The service records and monitors personal outcomes data for learners as part of evidencing impact of our courses. This was previously recorded on a course profile which was sent as part of the course pack and is now recorded on a spreadsheet template which is emailed to tutors and should be returned to AdultLearning@northnorthants.gov.uk.
Before the end of the course, learners should be asked about what additional benefits they feel that they have gained by attending the course. This is identified on ILPs and can also be completed as an activity within the session if preferred. Learners can choose as many additional benefits that apply from the list below:
A - I have more skills and knowledge
B - I have made new friends
C - I am more confident as a person
D - I am more likely to get a job or progress to work
E - My health and wellbeing has benefitted
F - I am more likely to progress to another course
G - I am more likely to help other family members including children
H - I am more involved in the community or my child's school
I - I have a better understanding of different cultures and values
End of Course Learner and Tutor Reviews
Learner and tutor feedback is very important in order for the service to further improve the quality of provision.
All learners should be encouraged to complete an end of course evaluation which can be provided as a paper copy (in face to face sessions) or completed online: www.northamptonshire.gov.uk/endofcoursesurvey
All tutors should complete an online tutor review at the end of the course: http://www.northamptonshire.gov.uk/tutorreview