Systems Training
- 45 min
- Do each one for real
- With your Innovator or a colleague
In this stage
Stage 2 · Systems Training
45 minWith your Innovator or a colleagueWhat this is for: The college systems you need in your first fortnight, so admin doesn't eat into your teaching and no learner slips through.
By the end, you can
- Find , Navigate and the Cause for Concern form (opens in a new tab)
- Mark a register with the right marks
- Find a group's support needs and plan for them
- Know what to do if a learner keeps missing sessions or tells you something worrying
What to do
- Step 1: Work through the screens in order, pressing Next.
- Step 2: Try the practice register and the practice note.
- Step 3: Then do each one for real in .
- You'll need:
- Your college login and about 45 minutes.
- How you'll know you're done:
- The "I can" check at the end.
Everything starts on the Staff Intranet.
Tap a number to see where it is.
- Systems: Ontrack Plus and Navigate are both here.
- Cause for Concern form (opens in a new tab): on the intranet home page, and as an icon on the desktop of every college PC.
Your registers, learners and their support needs. Find it on the intranet, under Systems.
Try it: mark a practice register
A real-looking EBS register with eight made-up learners. Two minutes.
Try it: add a practice note
Add a note in a real-looking EBS Pastoral screen. Made-up learners. Three minutes.
- I can mark a register
- I can open a learner's pastoral notes and add a note
Tap a number to see where it is.
- Registers: click the Registers tile at the top. Mark the register after each lesson. It is a legal document and a safeguarding record. Late arrivals are marked late, not absent.
- Search: find a learner by name, or a class by its course code.
- Pastoral notes: Pastoral, top right.
- Markbook: in the left-hand menu.
- Reports: click your profile picture, then Reports. The two you will use most are Class profile and the Trip and visit form.
Stuck? Contact IT or the team.
How to find a group's support needs
- Step 1: In , look for a Y in the or learning agreement column.
- Step 2: Open that learner's Student Profile.
- Step 3: Then open Evidence.
- I can find a group's support needs
- I can open a learner's pastoral notes and add a note
If a learner keeps missing sessions
- Step 1: Log it on .
- Step 2: Add them to your department's at risk register, if it has one.
- Step 3: Tell your .
- Step 4: Ask your officer to send a letter, and try to phone the learner.
Check with your line manager, as your department may have its own rules on lateness and missing sessions.
- I know what to do if a learner keeps missing sessions
If a learner tells you something worrying
- Step 1: Listen. Do not ask leading questions.
- Step 2: Explain that you cannot keep it secret.
- Step 3: Write down what they said, in their own words.
- Step 4: Report it the same day on the Cause for Concern form (opens in a new tab) to the Safeguarding and Wellbeing Team.
Safeguarding: where to report it
The Cause for Concern form (opens in a new tab) is on the intranet home page and on the desktop of every college PC.
Safeguarding covers every learner, adults included. Teaching learners under 18? Also read Part one of Keeping children safe in education 2026.
Stuck? Contact the Safeguarding and Wellbeing Team. Cause for Concern form (opens in a new tab)
- I can find the Cause for Concern form (opens in a new tab)
- I know the four steps if a learner tells me something worrying
Navigate
Skills scan, placements and targets for each learner. Intranet, then Systems, then Navigate. Sign in with Microsoft.
Stuck? Contact IT.
- I can find a learner's skills scan, placements and targets in Navigate
Class Teams
One Team for each group keeps resources and work in one place. The shows you how.
Stuck? Contact IT.
- I can set up a class Team
- Create
- Evaluate
- Analyse
- Apply
- Understand
- Remember
There are no right answers here. Honest answers help most.
Zofia has three O marks in a row. No message from anyone.
STOP: What might be behind three absences in a row?
Dig deeper: What might Zofia need to hear from you first?
Don't write learners' names or any safeguarding details here. Use the Cause for Concern form (opens in a new tab) for those.
Your toolkit for this stage
0 of 2 tried
Big 4MS Teams
One Team for each group keeps resources and work in one place.
Next lesson: Set up a class Team for one group and put this week's resources in Classwork.
Lesson WeaverLesson Weaver
Plans with your group's support needs in mind.
Next lesson: Put the support needs you found in into Lesson Weaver when you plan your next lesson for that group.
Before you move on
By the end, you can
- I can find , Navigate and the Cause for Concern form (opens in a new tab).
- I can mark a register with the right marks.
- I can find a group's support needs and plan for them.
- I know what to do if a learner keeps missing sessions or tells me something worrying.
Finish the stage, including the I can check, to complete it.