P1 Registration for 2011/2012 Sessionlocalapps.pkc.gov.uk/internet/flashmag/DukeOf... · (top Right...

Getting Started

User Guide

(This version 08/04/2014)

EVOLVE Getting started:

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Contents

1 Logging on ..................................................................................................................................... 3

2 Setting-up your Account ............................................................................................................... 3

2.1 Password Expiry ........................................................................................................................ 4

3 Qualifications ................................................................................................................................ 5

3.1 Adding a Qualification to your account ....................................................................................... 5

3.2 Uploading a copy of a qualification ............................................................................................. 5

3.3 How to remove a qualification .................................................................................................... 5

4 EVOLVE Workflow ......................................................................................................................... 6

5 Planning a visit .............................................................................................................................. 6

5.1 Resources search – who has been where .................................................................................. 6

6 Adding and submitting a visit ...................................................................................................... 8

6.1 Adding a visit .............................................................................................................................. 8

6.1.1 Joint Visit / Activities ............................................................................................................ 9

6.1.2 Venues/ External Provider ................................................................................................. 10

6.1.3 Main Venue/ Destination ................................................................................................... 11

6.1.4 Staffing .............................................................................................................................. 11

6.1.5 Attendees & Visit Register ................................................................................................. 11

6.1.6 Risk Assessments ............................................................................................................. 13

6.1.7 Costs & Resources............................................................................................................ 13

6.1.8 Attachments ...................................................................................................................... 13

6.2 Transferring a visit .................................................................................................................... 13

6.3 Submitting your visit record ...................................................................................................... 13

6.4 Unable to Submit Visit .............................................................................................................. 14

6.5 Recalling a Visit record ............................................................................................................. 14

7 Keeping Track and finding visit records .................................................................................... 15

7.1 Tracking visit progress ............................................................................................................. 15

7.2 Visit Search .............................................................................................................................. 16

8 Updates to approved visits ......................................................................................................... 17

8.1 Visit Date Change .................................................................................................................... 17

8.2 Specific Risk Assessment change ............................................................................................ 17

8.3 Other updates .......................................................................................................................... 18

8.4 Cancelled\ Did not run Visit ...................................................................................................... 18

9 Visit Notes .................................................................................................................................... 18

9.1 Adding a note ........................................................................................................................... 18

10 Visit Diary & Reports ................................................................................................................... 20

10.1 Visit Diary ................................................................................................................................. 20

10.2 Reports .................................................................................................................................... 21

11 Further Support ........................................................................................................................... 22

EVOLVE Getting started:

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1 Logging on

EVOLVE is an online tool for planning and managing visits and can be accessed from an internet enabled device such as a PC, MAC, tablet or mobile phone.

Logging on:

Access EVOLVE from either of the following routes via your Internet Browser

a) Browser favourites: Favorites > Applications > EVOLVE

b) www.pkc-excursions.org.uk

c) https://evolve.edufocus.co.uk and choose ‘Perth and Kinross Council’ from the drop down list.

d) Google Browser search by entering ‘EVOLVE’ then click ‘EVOLVE – Choose Service’ link and then ‘Perth & Kinross Council’

2 Setting-up your Account

If you have not received username and password details then please contact your establishment Education Visit Coordinator (EVC) or email [email protected].

1. Enter your username and password into the boxes on the home screen. Note a username

must have a minimum length of 5 characters.

If this is the first time that you have logged in then you will be redirected to your ‘Profile’

page (‘My Details’). Here you can to personalise your user account with your own

Forename, Surname, Gender and Email Address. NOTE: It is vital that you enter your

email address otherwise you will not receive EVOLVE email notifications.

http://www.pkc-excursions.org.uk/

https://evolve.edufocus.co.uk/

mailto:[email protected]?subject=EVOLVE

EVOLVE Getting started: Setting-up your Account

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2. If you wish to change your username, click on the [Amend] link next to your username,

enter your desired username and then click [Continue] to save it.

3. You are advised to change your password. Click on the [Change Password] link at the bottom of the screen, enter your chosen password and then click [Continue] to save the new password. NOTE: Passwords must be at least 8 characters long and they must contain

both letters and numbers.

4. Heads of Establishment will also need to enter a 4 digit PIN number for approving visit

records. These must be kept confidential.

5. Click [Log Out] at the top right of the screen and then use your username and password

to log back into the system to verify that your new details have been saved.

2.1 Password Expiry

You will be prompted to change your EVOLVE password after 42 days. Click [Continue]

and then [Save] to save your new password.

EVOLVE Getting started: Qualifications

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3 Qualifications

When running some types of visits it may necessary for visit leaders to be in possession of specific qualifications. You should add the details of any relevant qualifications that you hold.

3.1 Adding a Qualification to your account

1. Click on the "My Profile" icon on the Home page

2. Click on the "Awards & Training" link

3. Click on the "+ Award" button

4. A list of awards (qualifications) will be displayed.

5. Click on the name of the qualification that you want to add to your account, or click on the top option to add a qualification that is not listed.

6. Enter the name of the qualification and the award/expiry dates

7. Click [Continue]

The award has now been added to your account.

3.2 Uploading a copy of a qualification


2. Click on the "Awards & Training" link

3. Click on the "upload" icon for the appropriate qualification

4. Click on [Browse] and locate the copy of your qualification

5. Click on "Open" and then [Continue] to upload your document

3.3 How to remove a qualification


2. Click on "Awards & Training" link

3. Click on the "Delete" icon against the relevant qualification

4. You will be asked to confirm that you want to remove the award

5. Click on [Continue] and the qualification is now removed

EVOLVE Getting started: EVOLVE Workflow

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4 EVOLVE Workflow

EVOLVE has been designed in an easy-to-use way, so that it guides you through visit planning from research, to form creation and finally being able to report on it.

Home Clicking this tab will take you back to the Home Page, where you can access your profile, messenger & contact details.

For EVC & HEAD account users you can also access your establishment dashboard.

Resources The resources tab enables you to view upcoming training session, access documents to help you plan a visit, and view previous visits for ideas.

Add Visit Click here to add a visit. EVOLVE will intuitively hide any irrelevant sections based on your answers as you work through the form. Both staff and EVCs can create visits.

Track Visits Click here to track the progress of your visits

Reports This tab enables to you easily create visit reports for your establishment

Visit Search

(top Right hand corner)

Easily find visits based on visit ID number, or name e.g. “London Zoo” or ID “123”

5 Planning a visit

The Resources section contains documents, web links, and other resources put into EVOLVE by the LA and also by your establishment (uploaded by your EVC). The section can be accessed by clicking the [Resources] tab.

5.1 Resources search – who has been where

The Resources section can be used to search for approved visits across all establishments.

The search option on the Resources tab can be used to find who has been where. This searches across all PKC establishments (not just your own) and will be helpful for planning visits.

EVOLVE Getting started: Adding and submitting a visit

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Clicking the [Search] button will reveal the search by options. The example below shows visits using the ‘Visit Type’ search.


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6 Adding and submitting a visit

6.1 Adding a visit

1. Log in to your account

2. Click ‘Add Visit’ (blue tab)

3. Enter a visit name. NOTE: The visit name can be used when searching for a visit.

Example:

Click [Continue].

NOTE: Whenever you click [Continue] to move to the next section of the visit form the

details are automatically saved.

4. The visit ‘Type’ screen appears:


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Select the appropriate visit type(s) and then click [Continue] to proceed to the next section.

Depending on the visit type(s) selected, sections requiring information appear as a list on the left hand side.

Sections do not need to be completed in the order shown or completed in one login session - you can save a partially completed visit form and return to it later.

The majority of fully completed sections will display a tick.

Important – EVOLVE will timeout automatically after 20 minutes if there is no activity. Clicking [Continue] will save entered information.

5. Within the ‘Purpose’ section, select the Primary Purpose of the visit. You can leave the Secondary Purpose blank as this is optional. You can enter up to a maximum of 4 discrete intended outcomes for participants on the visit – you must enter at least 1.

Example:

Click [Continue]

Work your way through the sections that need to be completed.

The notes that follow provide additional information for specific sections only.

6.1.1 Joint Visit / Activities

Where the type of visit is a Joint Visit/Activity, the lead establishment will create the visit form.

Please Note : Attending an event or venue at which there will be groups from other schools present, is not a Joint Visit.


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Other establishments involved are added where prompted. Once the form has been submitted & approved by the head of the lead establishment, the form automatically goes on to the other establishments involved for approval by their head of establishment.

6.1.2 Venues/ External Provider

A provider can be used as a provider of any service (or simply as a venue), and not necessarily for "adventurous” activities. If you are using an external activity provider, you must use one that has been approved by PKC. Follow the onscreen guidance if you wish to use a provider that does not appear on the approved list. To select an external provider/venue start typing into the Venues/External Providers search box. Example, type in ‘cla’. This will return a selection of providers that contains the text string ‘cla’:

PKC Approved Activity Provider status

PKC Local Venue PKC External approved activity Provider not listed on Kaddi

Kaddi listed entry with Learning Outside the classroom accreditation


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6.1.3 Main Venue/ Destination

Venue address and country (if overseas).

6.1.4 Staffing

Specify the name of the staff member that will be leading the visit along with their contact details, other staff and accompanying adults if appropriate. Contact your EVC if you need to have other staff and other accompanying adults needing added to EVOLVE.

6.1.5 Attendees & Visit Register

Specify the age group(s) and intended number of the participants. To add individual participants to the visit register (optional) a list of participant names must first be added by your EVC. Once the EVC has created a list:

a. Click the edit (pencil) icon on the visit register:

b. Select the appropriate group(s) from the drop down list and then click to add individual pupils to the register:

c. Choose the group to view and click [view]

d. Click the checkbox beside the participant name(s) then select [Continue]:


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e. You can then add additional group information (optional). The ‘Additional Information’ column is for use on the printed visit register:

To print a visit register:

1. Log in to your account and open the visit record

2. Click ‘Attendees’

3. Click the pencil button on the visit register (circled)

4. Click ‘Printable Version’ button (circled) then [Print]


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6.1.6 Risk Assessments

Follow the on screen guidance. To assist leaders in producing risk assessment which are appropriate to the type of excursion which is being planned a number of Generic Risk Assessments have been provided in accordance with the guidance contained in "Going out there". These Generic Risk Assessments should be used as a starting point in the preparation of your risk assessment. Leaders should use a generic risk assessment as a starting point, and add any significant and foreseeable risks specific to their visit. Specific Risk Assessments must be completed using the Corporate Risk Assessment Template and then uploaded to EVOLVE. A number of specific template examples can be found in Resources tab > Guidance and polices tab > Risk Assessments tab.

6.1.7 Costs & Resources

This optional section may be used to record costs associated with your excursion.

6.1.8 Attachments

File sizes are limited to up to 2 MB for each file. See Evolve help pages > Troubleshooting > "Why Won't My File Upload?" for more details.

6.2 Transferring a visit

It may be necessary to transfer a visit form to another member of staff if a visit leader changes or you wish another member of staff to add details to a Visit Form.

1. From the Home page click the [Track Visits] tab and find the visit

2. Click the orange [Edit] icon against the visit to open the Visit Form

3. Click the blue transfer [Tr] icon at top left

4. On the drop down list click the name of the user to whom the Visit Form is to be transferred then click [Continue]

5. You will see a message informing you that the Visit Form has been transferred, click [Continue

6.3 Submitting your visit record

Once you have completed your visit, click the ‘Submit Form’ section.

Before you are able to submit the form, any sections still requiring completion will be displayed. Clicking the hyperlink will take you to the section.


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When all required sections have been completed, click the [Submit] button.

You will then be asked to confirm which user(s) you want to notify by email. You are recommended to leave the default notification(s) displayed.

NOTE: For school staff who raise Duke of Edinburgh purpose visits that are category 1 (Regular excursion) or category 2 (Optional excursion) types, you must also enter the DofE generic email address ([email protected]) into the ‘Other’ box to ensure the relevant DofE staff are notified of the visit form, otherwise this field is optional.

Click [Continue] to send the visit for approval.

You can keep track of progress going to Track Visits (details below). You will receive an email informing you once your visit has been processed.

6.4 Unable to Submit Visit

The following message may be obtained for admin support users whose account does allow a visit to be submitted.

For the visit to be submitted, add a note (see ‘Adding a note’ on page 18) for the attention of your EVC asking that they submit the visit. Alternatively, transfer the visit to the EVC. See ‘Transferring a visit’ on page 13.

6.5 Recalling a Visit record

A visit record can be recalled after being submitted if for instance you need to make some changes or add further information.

If the visit has been sent to the EVC a note can be sent to them requesting that it be returned to you as follows:

1. Log on and find your visit from the Track Visits tab

2. Click the purple eye [View] button

3. Scroll down to the bottom of the visit form and click [Add Note]

mailto:[email protected]

EVOLVE Getting started: Keeping Track and finding visit records

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4. Tick the intended EVC from the list of recipients and type in a note

5. Select [Continue] to send the message

The EVC will receive a notification and will need to log on and confirm the note has been read.

7 Keeping Track and finding visit records

There are different methods available for keeping track of and finding visit records. Reporting and visit diary are covered later.

7.1 Tracking visit progress

Within the ‘Track Visits’ the following tabs are displayed:

Visit Forms are displayed in different tabs to make it easy to track progress and find forms that need attention as follows:

Tab Description

Active Lists all of your establishments’ visits that are running today

Draft & Returned

Lists all of the visits that are sitting in your account waiting for your action/involvement. These may be visits that you have created, but not yet submitted to the Head for authorisation, or they may be visits that staff at your establishment have created and submitted to you for review and submit to the ‘Head’. You can click on the orange edit button to edit the visit form, or click on the purple ‘eye’ button to view a printable version of the form

Submitted Lists visits that have been submitted further up the chain, but that have not yet been approved

Approved Lists all of the forthcoming visits for your establishment that have already been approved

EVOLVE Getting started: Keeping Track and finding visit records

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Past Lists visits that have already run

Unsubmitted Lists all visits that staff users have created, but not yet submitted to the EVC

My Visits Provides a summary of visits that you have either led or accompanied.

7.2 Visit Search

The ‘Visit Search’ box found in the top right hand corner of each tab can be used to search by entering part of the Visit name or ID.

Note - clicking into the visit search box as described above with entering any information and pressing [return] will display all visits.

Example:

You can then use the advanced search options to display further fields to search by and reduce the list returned:

Enter part of Visit name or ID and press [return]

EVOLVE Getting started: Updates to approved visits

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8 Updates to approved visits

8.1 Visit Date Change

If the date of the visit is still in the future then go to track Visits > Approved, select visit then either:

1. You can 'Add Note' via the visit form (see below) for the attention of the LA, giving the revised date/s. The LA can then make this change for you, and a note will also be added to the Visit Form regarding this change, or

2. The EVC can "recall" the visit from the Head/Service Manager or LA in order to edit the visit form and then resubmit for approval.

If the original date of your visit has passed then please contact your LA who can amend your Visit Form with the new date, and a note will also be added to the Visit Form regarding this change.

8.2 Specific Risk Assessment change

If you need to update a specific risk assessment:

1. Open the visit form from the purple eye view button and scroll down to the risk assessment section.

2. Add a new risk assessment with name for example ‘amended risk assessment ddmmyy.

EVOLVE Getting started: Visit Notes

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3. Scroll down to the bottom of the visit form and ‘Add note’ and send it to the EVC and LA if appropriate.

8.3 Other updates

The following updates can be made to visits after they have been approved include:

• Update the attendees and staff/ volunteers

• Add other documents

• Add a note

Other changes will require the visit record to be returned you. You can add a note for the EVC or la to request this.

8.4 Cancelled\ Did not run Visit

Please contact your EVC to have it cancelled. You can add a note FAO of your EVC.

9 Visit Notes

You may wish to add a note to a visit form as a general record of additional information or as a way of sending information about the visit to other users.

When a note is added to a Visit Form you can select who the Note is for the attention of by selecting from the recipient/s e.g:

General Note – this note type does not send a notification to anyone

Form Creator

Visit Leader

EVC

Head/Manager

LA (check contact details in EVOLVE to find out current Local Authority contacts)

The recipient will receive an email informing them that a note has been added. Recipients of have to "confirm" that they have read the note before being allowed to access their EVOLVE account. Notes are date stamped both when sent, and when viewed by the recipient. A [General Note] does not require the above confirmation by the recipient.

9.1 Adding a note

1. Find the Visit Form, via the [Track Visits] tab or [Search] facility

2. Click the [View] icon against the appropriate visit to open the Visit Form

EVOLVE Getting started: Visit Notes

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3. Scroll to the bottom of the form and click on the [Add note] button:

4. Select the recipient from the list (you may select as many recipients as appropriate), type your message in the box below and then click [Continue]:

Your note will be added to the Visit Form and an email sent to the recipients informing them that a note has been added and asking them to log onto EVOLVE to view the note.

You can also add a note to a visit at any stage whilst you are completing a Visit Form:

1. Click on the [View/Print Visit] icon

EVOLVE Getting started: Visit Diary & Reports

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2. Scroll to the bottom and click [Add Note]

3. Continue as above.

10 Visit Diary & Reports

Click the orange Reports tab to select reports.

10.1 Visit Diary

All visits (draft and approved) are automatically added to the Establishment Visit Dairy (calendar) to assist staff in the co-ordination and monitoring of visits. Draft visits appear with the word "draft" alongside. There are 2 visit diaries; one that shows visits for your establishment, and one that shows visits for all establishments in your local authority area. The LA diary shows basic details of approved visits only, and does not display any confidential visit information.

EVOLVE Getting started: Further Support

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10.2 Reports

More detailed information about reporting in EVOLVE can be found in the online help

pages by clicking on the red button at the top right of the screen. You will only see information for your own establishment(s). LA users will see visit information for all establishments:

As an overview, there are four sub-categories in the ‘Reports’ section:

Visit

Monitoring

These reports allow you to access the visit diary, showing

draft and confirmed visits. It also allows you to generate

detailed reports around specific visit criteria.

Staff &

Volunteer

Reports

These reports allow you to access the visit history of staff and

volunteers, and see an overview of those visits. You can also

access the database of staff awards and qualifications

recorded on EVOLVE. These reports can assist you in making

judgments about staff experience and competence, and

supporting and organising appropriate CPD.

Visit

Summaries

These statistical reports can support visit monitoring providing

aggregated data relating to types of visits, destinations,

number of students involved, visit purposes etc.

Participant

Reports

These allow you to generate student level reports. The visit

count report can be used to support Record of Achievement

portfolio generation, and the comparison reports are a

valuable tool to assist with monitoring quality of opportunities

within and between cohorts e.g. year group, class or gender

comparisons as well as comparisons based on MIS data such

as students on ‘Gifted & Talented’ programme etc.

EVOLVE Getting started: Further Support

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11 Further Support

For advice concerning excursions and risk assessment:

Outdoor Education team – Tel: 01738 472241/46 Email: [email protected]

For information concerning external activity providers or tour operators:

Angie Ashplant, Tel: 76299 (01738 476299), Email: [email protected]

For general system support:

MIS Team – Tel: 77333 (01738 477333) or Email: [email protected].

For DofE related visits:

DofE Team - Tel: 74582/83 (01738 474582/83) Email: [email protected]

For insurance advice

PKC Insurance Team - Tel 75692/3/4 or 01738 475692/3/4 or E [email protected]






P1 Registration for 2011/2012 Sessionlocalapps.pkc.gov.uk/internet/flashmag/DukeOf... · (top Right...

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