The Learner Applications screen is used to manage details during the Enquiry to Current phases for Learners. This helps those responsible for tracking and managing new applications.
Accessing the Applications Screen
You can get to the Applications screen by going to Learners -> Applications in the left hand navigation menu. You will need to have the permission Student - Application Screen to access it.
The list of Learners displayed is based on the filters at the top of the screen:
Filter | Description |
|---|---|
| Year | By default will be set to the current academic year. Learners will be listed based on their Planned or Actual Start Date falling into the year selected here. |
| Status | Select one or more statuses of Learners to filter by. |
| Programme | Select a specific Programme set against Learners to filter by. |
| Site | Select a specific Site set against Learners to filter by. |
App. Status | Select one or more different application statuses to filter by. |
Show archived? | Tick to display any records marked as archived. |
Adding Learners to the Application Screen
To add a learner to Databridge, when on the Application screen click on 'Add Learner' in the list on the right. Input the details for the learner in the window that appears.
Note: If you have the policy 'CAM - Add Learners Policy' turned on, you will be required to enter the Date of Enquiry for the record before saving. To view this policy, go to Administration > Policies > Browser Policies.
Once you've input the details for the new learner, their record will be created. If you have added a learner but they aren't appearing on screen, check that the year filter has been set to the correct year for the learner.
Note: You can also add a learner by going to the Find Learner screen and clicking on the plus symbol found at the top of the list of filters. This will bring up the same window as when adding a learner via the Applications screen.
Updating Application details
Once a Learner is listed, you can go into their Application details by clicking on the notepad icon in the same row. You then have the following tabs on which to enter information:
Tab | Description |
|---|---|
| Header | Details of the overall Application and Learner. Some information such as LA, DOB, Age, Sex, Dates and Next of Kin are taken from the Learner Record. |
Details | A set of fields that should follow the pattern of your own application process. You can adjust the labels of these fields in Standard Values -> System Labels to alter it personally. |
| Custom | Similar to Event Log set up, you can create custom fields from Standard Values, 'Application Custom Fields'. New custom fields will be shown in this tab for any customised fields that may be required for Student Application. |
| SP | Similar to Details tab with the exception that the fields are for Study Programme. |
| Internal | Used to record internal details such as suitability, Day/Residential placement and brief visit details. |
| Comments | Used for adding any chronological commentary required for the Application. |
| Actions | Used to specify any Actions and if completed for the Application. Any Actions not yet complete and overdue will display a red warning message on the list of Learners on this screen to highlight them. |
| Visits | Any past, present or future visits for the Learner. |
| Offers | Any offers received from an LA in regards to the Application. |
| Notes | A generic textbox for brief notes, the Comments tab has essentially replaced this. |
| Documents | Used to attach any related documents such as an enquiry form, ehcp or anything else related. |
| Archive | If the Learner will not be attending your organisation, enter a date and optional reason/comments. They will then disappear from the list view unless Show Archived is ticked. |
Ensure to click Save Changes after making any adjustments.
On the right side of the screen, you'll see various options available that perform the following functions:
| Option | Function |
|---|---|
| Return to List | This takes you back to the previous page listing all applications |
| Add Student | Brings up a window to create a new student record |
| Export List | This will print the application details for all learners for the year selected |
| Open Student Record | Takes you to the Learner record for the selected learner |
| Documents | Takes you to the Learner Documents area of the learner's record |
| Audit Log | Shows you all of the changes made to the selected learner's application form |
| Ratios | Takes you to the Student Ratios screen, where you can apply different staff to learners |
Available Reports/Exports for Applications
There are a few different ways to get details about Applications out of Databridge:
Option | Description |
|---|---|
| Export List | On the Applications screen itself, this option is available on the right hand side to export the currently listed Learners and their Application details into Excel. |
Application Visits | On Learners -> Reports, an option to export the Application Visits for currently listed Learners is available. |
| Applications by Site | On the Dashboard, add this widget to see a chart displaying numbers of Learners, by Site and Day/Residential for the academic year selected. |
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