THE PONY CLUB. Instructors Database Facility Version 3.4 PCUK Membership Administration Portal (Branches & Centres) Version 3.4

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1 THE PONY CLUB Instructors Database Facility Version 3.4 PCUK Membership Administration Portal (Branches & Centres) Version 3.4 Michael Burke 11/26/2014

2 Contents Instructors Database Facility Version Instructor relationship between Primary Branch/Centre and other Branches & Centres... 3 Search System... 3 Individual Search... 3 Detailed Search (All Areas)... 3 Detailed Search (Current Area)... 4 Specific Instructor Type Search... 4 Instructor Information... 4 Instructor Activation Check... 4 Instructor Confirmation Requests... 5 Branch/Centre Instructor List... 5 Instructor Types... 5 How do I add an Instructor?... 6 I know what Instructor I want to add, what do I do?... 6 The Instructor already exists on the database, what do I do now?... 7 The Instructor doesn t exist on the database, what do I do now?... 7 I ve just added a new Instructor, and their profile screen is black. What s happened?... 8 The system has said that an Instructor Requirement is 2 or 3 years old. What can I do?... 9 Some of my Instructors have different coloured backgrounds? Why?... 9 Who do I contact if there is a problem?

3 Overview The Instructors Database is a facility that allows both Branches and Centres to record any Instructors that works with them. The recording of Instructors is required as due to child protection laws we need to keep a record of people who work with children within our care. The Instructors Database, contrary to popular belief, is not a standalone system to that of the PCUKMAP or Centres Database. Instead it is a feature of both systems. 2

4 Features of the Instructors Database To add a new instructor, please turn to page 6. Instructor relationship between Primary Branch/Centre and other Branches & Centres In the beginning, a Branch or Centre will add an Instructor to their Branch/Centre, which in turn is then added to the database. Then, if another Branch/Centre works with that Instructor, the database will first check to see if they have already been added. If they are already on the database then an association is requested by that Branch/Centre with that Instructor. An is then sent to the Instructor asking for their confirmation. Once it s confirmed, the second Branch/Centre will have an association with that Instructor, but the responsibility to keep that Instructors details up to date falls with the original Branch/Centre who added the Instructor in the first place. If an instructor moves employment to another Pony Club linked Centre, please let us know here at PCUK Office and we can alter their Primary Centre to their new location. Instructor DIAGRAM on the Database Responsible for making sure that Instructors details are 100% accurate and up to date. Can t edit Instructor details, they can only request associations with the Instructor. Primary Branch/Centre (The Branch/Centre that first added them on to the database) Associated Branches & Centres (Branches/Centres who work with the Instructor, but didn t add them first to the database.) Search System The search system is split in to four different search engines to allow more specific and targeted searches to occur. Individual Search This search engine is designed for Branches /Centres who know exactly who the Instructor they need to find is. Their full name is required to perform a search. This allows a Branch or Centre to pinpoint with supreme accuracy the Instructor that they wish to find. Detailed Search (All Areas) This search engine is designed for Branches /Centres who wish to find a specific Instructor based on that Instructor s abilities. The instructor type, teaching level, preferred discipline etc are all required 3

5 to search for Instructors. Furthermore, this search looks for Instructors from all areas. So while it s quite specific, the search range is quite broad also. Detailed Search (Current Area) This search engine is identical to Detailed Search (All Areas), however the big difference is that it searches for Instructors within your Pony Club Area. Specific Instructor Type Search This search engine is the least specific search, as it will search for Instructors based on 1 to 3 different criteria. Instructor Information There is a lot of information that can be recorded on the Instructors Database in line with requests from the majority of Branches/Centres, the Training committee and legal requirements. The following information can now be recorded: Instructor Type Enhanced Disclosure Type (DBS, Access NI, PVG, etc) Enhanced Disclosure Number Enhanced Disclosure Date First Aid Course Taken First Aid Course Date Attendance at CPD Safeguarding Course attended Also if the Instructor is registered with other organisations the facility is now in place to record this. It s important to keep this information up to date. So, the system will display whether a specific record (such as disclosure for example) is specific age and if it should be updated. Furthermore, for a number of records, we record previous information that will have been updated as they expire and new ones are added. Note: notification that reminds the primary Branch/Centre of such changes to the age of records is planned and will be made available in Q Instructor Activation Check If an Instructor doesn t exist on the database during a search, and the Branch/Centre decides to add them, then the system is designed to allow this data entry to take place in such a way where the user doesn t have to enter it all in one go. Whatever information that Branch/Centre has about the Instructor can be recorded and saved for a later date when the Branch/Centre has more information about the Instructor. However because of this it s more than likely new Instructor s will spend time without full information about them, so that instructor will not be active. To make this clear, the interface 4

6 changes to reflect this (shown in red) and provides a system to help the Branch/Centre check what information is missing about that Instructor before they can be switched to active. Instructor Confirmation Requests When a secondary Branch or Centre wishes to add an Instructor to their own Branch/Centre, after the association request, an is sent to that Instructor. This allows the Instructor to agree to that Secondary Branch/Centre to add them to their Branch/Centre on the database. If the Instructor doesn t wish to be associated with them, then they will decline the invite. If the Instructor doesn t accept or decline the association, it will appear on your Branch/Centre Instructor list as a Pending Request. If after 2 weeks no confirmation has been received from that Instructor will allow you to resend the confirmation . Branch/Centre Instructor List This is split up in to two sections; Branch/Centre Instructors and Pending Instructors. All confirmed Instructors will appear in this section, while pending associations are found in the Pending Instructors section. In the Branch/Centre Instructor section, there are a further two sections; Your Branch/Centre Instructor List, and Branch/Centre Association List Accepted Associations. If you have added an Instructor to the database that wasn t previously found on there and you are their Primary Branch or Centre they will be found in this section. If you have had an association with an Instructor who has a different Primary Branch/Centre and they have accepted your association request, they will appear in this list. Instructor Types You can now add or search for Instructors based on their type. This not only allows a Branch or Centre to specify what type the Instructor is (fully accredited, supervised, etc), but it also helps the system tell you what information is required about them depending on the type of instructor they are. These requirements can be found on the PCUK website: 5

7 Adding an Instructor to the Database Adding an Instructor to the database can be time consuming due to the amount of information the system needs to record. Most of this is to help The Pony Club and the Branch/Centre you re from to comply with Child Protection legislation. The system has been developed to make this process as simple as possible, allowing you to add blocks of information to the system as and when you have them. How do I add an Instructor? To add an Instructor, either click on the green Search For Instructors button, or click on the Instructors link at the top of the screen, then select Add Instructor from the drop down menu. Either method will then take you to the Search Instructor screen. Note: You must search for an Instructor first before trying to add them. This is to prevent Instructor duplication and incorrect information being added. I know what Instructor I want to add, what do I do? To add an Instructor you have the name and disclosure information for them (if applicable), click on the blue Individual Search button on the left hand side, and enter their Information. 6

8 The Instructor already exists on the database, what do I do now? If the Instructor already exists, then another Branch or Centre has added them to the system. You can still create an association with the Instructor. First, make sure that this is the Instructor you have been looking for, then at the bottom of the screen there will be a box with your Branch/Centre selected, and today s date. The date is there to record when the Instructor started working with your Branch or Centre. Please change this to an accurate date. Once these two bits of data are entered, click on the green Send Association Request button next to the Branch/Centre name and date. This then requests an association from the Instructor which they must either accept or decline. In the meantime, the Instructor will be added to your Pending Instructors list on your Branch/Centre Instructor List screen. The Instructor doesn t exist on the database, what do I do now? If the Instructor doesn t exist on the database, the system will ask you to add them to the database. At this stage, it is important to make sure that the information you searched for is free of typos and is completely correct. If anything is incorrect, the system will allow you to change that specific bit of data and re-run the search. So, if their surname is spelt incorrectly, there will be an orange button on the right which will allow you to just change the surname. At this point, a blue button will appear at the bottom of the page allowing you to re-run the search. 7

9 If all the information is correct, you will need then to provide the Instructors address. This is a requirement, and if you do not have it to hand you will not be able to add the Instructor to the database without it. Once an address is entered, click on the green Save This Instructor button underneath. A prompt will then display asking you if you are sure all the information entered at this point is correct. If you want to double check, press cancel. It won t reload the page, so nothing will have been lost. If you re happy, then click OK on the prompt. This will then add the Instructor to the database, and list you as that Instructors Primary Branch or Centre. I ve just added a new Instructor, and their profile screen is black. What s happened? When you first add a new Instructor, there is only a small amount of information recorded about that Instructor (their name, disclosure information (if applicable), and ). The system requires a lot more information about an Instructor before that Instructor becomes active, so the background is turned black as a visual indication that the Instructor isn t added. The profile is split in to several different sections, and information that is regarded as a minimum requirement before the Instructor is set to active will be highlighted in red. Furthermore, at the top of the screen will be a red alert box with a button labelled Check What s Missing. This will provide a pop up with a list of information that is missing. Once all information is added, an option to active the instructor will appear in the Check What s Missing pop up window. Once this is clicked the Instructor will be activated. 8

10 The system has said that an Instructor Requirement is 2 or 3 years old. What can I do? The system will automatically check to see if a record is still current throughout the year. If one reaches a limit of either 2 or 3 years, a warning will be displayed. It is best that the record is amended ONLY if that information is available and you have seen it. Once it s been amended the warning will go away. Some of my Instructors have different coloured backgrounds? Why? Because there are four different Instructor Types, the background will change colour depending on the Instructor Type. This is for visual information, so you will become used to associating different colours to different Instructor Types. 9

11 Contact Information Who do I contact if there is a problem? The best place to go if there is a problem is to us using database@pcuk.org. This will create a ticket for us to help you with on our Help Desk system. Usually if there is a problem with the database we ll know about it before you do and we ll be on the case fixing it. If however there is a problem, such as you don t know how to do something then you can contact: Michael Burke (IT Systems Manager) michael@pcuk.org Phone: Nick Cotterill (IT Systems Assistant) nick@pcuk.org Phone: Headquarters database@pcuk.org Phone: