MITAC Partnership Ltd CAP Admin MITAC Partnership Ltd Cobalt Business Exchange Silverlink Wallsend Tyne & Wear NE28 9NZ Telephone 0191 280 4184 CAP Sites

MITAC Partnership LtdCAP Admin

MITAC Partnership Ltd • Cobalt Business Exchange • Silverlink • Wallsend • Tyne & Wear • NE28 9NZ • Telephone 0191 280 4184

CAP Sites

pools1419.net

gatesheadprospectus.co.uk

st19.net

newcastleroutes.co.uk

my-steps.co.uk

cap1419.co.uk



General Introduction

MITAC has developed six area wide prospectuses - five include a

Common Application Process (CAP) module.

Learners log in to create a Profile which when combined with

saved course choices, provides the content for an online

application.

Learners and their online profiles and applications are managed

by co-ordinators, tutors and Connexions PAs in schools using our

Manager program. This program allows all partners to monitor,

track and where necessary intervene to ensure transition. It also

collects stats.

Providers and other partners are notified on application and can

choose to respond using the Manager program or download

applications data to process in their own MIS.

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What is CAP?

An area-wide prospectus aims to

provide independent online course

advice and related information for 14-

19 year olds.

Allowing learners to login enables a

profile to be created. When this profile

is added to courses collected from the

prospectus, an online application can

be generated.

Because the same process can be used

in all schools the title Common

Application Process or CAP or eCAP has

been applied.

Schools are notified when an online

application is made so they can

support learners’ applications.



What is CAP Manager?

The CAP Manager program provides

admin functions at multiple levels for

area co-ordinators, Connexions, school

co-ordinators and form tutors.

It is a separate secure program

available from www.cap1419.co.uk. As

well as a login box, this site has

information and resources to support

co-ordinators, admins, PAs and tutors.

Schools logging in to Manager can

import students, establish course

blocking patterns, monitor completion

of a learner’s CAP profile, track

applications and intervene as

appropriate as well as gather statistics.



Navigation

Feedback … opens a feedback

form for user queries and

comments.

Go Back … takes you back to

the previous screen.

Logout … the

correct way to

leave the

program and

protect data.

Menu Lists … will list navigation

options appropriate to your position

in program … here year groups and

tutors are listed.

Add … will add tutor, learner etc

as appropriate to position in

program

Tabs … will list functions

appropriate to your position in the

program … eg at this level selecting

the CAP tab will show status and

stats for the whole school.

Click once to action.

Breadcrumb Trail … shows the

route taken to get your current

location … important to help you

retrace footsteps

Do not usebrowser controls



Logging In

username

password

Admin Logins You will be given a single

school co-ordinator login. The co-

ordinator can manage all logins below

this level.

Getting Learner Logins Learners’ first

username and password is assigned on

import

Password Resets All passwords have to

be reset on first login.

Password Lock As a security measure,

four incorrect attempts to login will lock

the login. Tutors can find and reset

learner passwords.



School/Import Students

Context School level login only. As Manager is

empty on first use, first task is to import learner

details: those learners’ profiles and applications

populate.

Select From login, click the Import tab. Click the

Students sub-tab.

Shows Instructions and functions to import

learner details from a spreadsheet.

Functions Click …

Choose File to locate the spreadsheet

Import Students to upload learners into the

system

Note importance of spreadsheet format and data

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School/Import

Please note

1. The pupil data file should be in Excel format … Office 2007 users please

Save As Excel97-03

2. We need •forename •surname •uln •gender •yeargroup •dob

•tutorgroup •tutor

3. These fieldnames should run along the first row in the spreadsheet

table - often called the header row.

4. The fieldnames are all lower case.

5. Date of Birth (dob) must be in a date format dd/mm/yyyy

6. Username and password are optional

7. ULN is desirable

Helpline0191 645 4184

office hours



School/Tutor/CAP

Context A school with learners across

two year groups is shown. One tutor is

selected.

Select Click to open Year 11 and then

tutor Mary Squarely. Click CAP tab.

Shows Learners in Y11 Mary Squarely

tutor group. Status data showing

completion of Profile forms and

applications.

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School/Tutor/Caseload

Context Information about learners

login details. Available at school and

tutor logins.

Select Click to open Caseload tab.

Shows Usernames and passwords of

learners. Green padlock indicates

active login, red indicates locked (more

than 4 incorrect login attempts have

been made)

Functions Click …

Show/Hide to view password column

Red padlock to reset password

Column headings to sort

Export to save logins to a spreadsheet

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School/Tutor/Learner/CAP Overview

Context A list of learners is displayed at

the tutor group level. Clicking a name

provides access to learner profile,

application and other details.

Select Click any learner to select them.

The CAP tab and Overview sub-tab will be

displayed. Applications is described

later.

Shows Learner account and Profile details

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School/Tutor/Learner/Properties

Context Use this tab to change

learner details.

Select With any learner selected,

simply click the Properties tab.

Shows Learner login and personal

details plus Form and Connexions

PA.

Functions Click …

Connexions Adviser to change the

PA the learner is connected to

Form to change the learner’s tutor

group to another in the drop-down

list

Reveal Password to show the

learner’s password … retype to

change

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School/Tutor/Learner/Files

Context Documents (files) can be

attached to a learner. This tab

controls the upload.

Select With any learner selected,

simply click the Files tab.

Shows Information and upload

instructions.

Functions Click …

Choose File to find the document

you want to attach

Title add a title to describe the file

and click Upload File

Files lists the uploaded file

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School/Tutor/Learner/Appl./Application

Context A learner’s applications are

listed in the left column sorted by status /

location.

Select With a learner selected, click any

application from the left column.

Shows One of 4 tabs showing information

about a selected application

Functions Click …

Print will send all details to the printer

Files indicates whether any files are

attached to the application.

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School/Tutor/Learner/Application/History

Context Think of an application as

going on a journey from learner to

Connexions to provider to …

History records that journey.

Select With a learner selected,

click any application from the left

column and select the History tab.

Shows Key transactions like

decisions from provider are

recorded. Date, status code and

any message attached are all

listed.

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School/Tutor/Learner/Application /Files

Context Any document (file) uploaded

can be attached to any of a learners

applications. This tab lets you select

which.

Select With a learner selected, click any

application from the left column. The click

to activate the Files tab.

Shows Information, instructions and

functions to support connecting uploaded

files. Functions Click …

Select File (drop-down) to list uploaded

files

Files indicates whether any files are

attached to the application.

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School/Tutor/Learner/Application /Notes

Select With a learner selected,

click any application from the left

column. Then click to activate the

Notes tab.

Shows Entry box to add Notes and

Notes (Supporting Notes) history

below.

Functions Click …

Send as Email tick the box to also

send the note to the provider by

email

Add Note type in the box and press

Add Note button to write a new

note.

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Context Supporting

Notes to the provider

can be added to an

application by PA /

Tutor.



Where can I get support?

Many of the calls we take could be resolved using the

Admin program’s features. Please also take a little time to

look at resources and updates. This PowerPoint is

available online and it will be supported by help-sheets

and work-through videos.

If you need help, please call our helpline (0191 645 4184)

or email us with your query.

We are also keen to receive feedback either directly or via

your local CAP co-ordinator.

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