Programmes of Study and Core Learning Aims for Post-16

What is a programme of study?

Programmes of study can be used by Post-16 institutions to record their year 12 and year 13 student's courses and which course is their Main Programme (also known as a Core Learning aim). 

This information is recorded and output in the School Census, so it's important to set up:

  • All your programmes of study
  • Set the learning hours for each year the programme instance runs
  • No more than 1 core learning aim per student
  • Enrolment into at least one programme for the prior year (if year 13)

Please make sure you set up your programmes for the last academic year, as the Census collects programme information for the current academic year and last academic year. If you don't, you'll get errors like the one below.

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Setting up Programmes of Study

Step 1 - Add the programme

Go to School > School Structure > Programmes of Study and click +Add to add a new programme.

Choose the name of the Programme, an optional short name and whether the Programme is a Traineeship. Click Add Programme.

Top Tip: If the programme is a traineeship for only some of the students, we'd recommend setting up two separate programmes.

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You will then be able to add programme instances. An instance is a time period within which a Programme is delivered. Click +Add to add an Instance.

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In the slide over, add the details of the programme instance:

  • Planned dates - Make sure the planned start and end date span two years if the programme is two years long
  • Core Aim - If all the students taking the programme have it as their Core Aim, tick this box. We recommend not ticking this box and instead setting Core Aims for each individual student instead (see this section)
  • Planned Learning Hours - Add in the planned learning hours for the first year the programme is running (you'll be able to add in additional year's hours once the instance has been created)
  • Linked qualification award - You will have needed to first set this up in your qualification offering in the Examinations section - see how to do this here. If the basedata for a qualification hasn't yet been released, you'll need to instead put in a placeholder name and reference.

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You must set up an instance for each cohort of your students. For example, if your Year 12s study maths for two years, your programme instance must span a two-year period. When that year group become year 13s, you would set up another programme instance for your new year 12s.

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Clicking into a programme instance, you'll see that if the programme runs for two years, you'll need to fill in the learning hours for the second year.

If you don't see the second year here, it means you haven't yet created the next academic year. You can either wait to fill the hours in when the year is created, or create the year by following step 1 in this article

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Add in the hours for the second year, then click Save Changes. The hours are usually the same each year but can be different.

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Step 2 - Link the programme to a course

In the programme instance, click +Add in the Courses section.

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Choose a course from your timetable to link the programme to.

Please note: This does not link enrolments. You'll need to enrol students into the programme instance even if they are already enrolled in the course. If you need to remove students, you need to remove them from both the course and the programme separately.

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Step 3 - Enrol the students

In the programme instance, you'll see a table for enrolled students. Enrol students by clicking +Add.

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Select the students to enrol in the programme. Top Tip: Search for a course name to add the whole course at once. 

For the core aim box, if all the students you're enrolling have the programme as their Core Aim, tick this box. We recommend not ticking this box and instead setting Core Aims for each individual student instead (see this section)

For planned learning hours, if the number of hours for the students you're enrolling is the same as what you've already set for the programme instance, you can leave this box blank. If the number of hours is different for these students then you can add a new number of hours here. If you have a two-year programme and have set up the next year you'll see a box for each year. 

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You can then see the table of enrolled students.

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Editing whether a Programme is a Core Aim

Important note: It is possible to select that every programme is a student's Core Aim. You'll need to make sure a maximum of 1 It is up to the school to make sure only one option is selected for Census purposes.

Only vocational courses should be set as Main Programmes - boxes for A Level courses should be left unticked for all students. 

In bulk

Go to Students > Enrolments > Programmes of Study and select the Programme and then the Programme Instance.

Tick all the boxes next to the students you would like to toggle this feature for and click the blue pencil icon to select Set as Core Aim.

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You can then click a student to see this setting in the slide over. You can also use the same action to unset Core Aims in bulk.

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Per student

Go to Students > Enrolments > Programmes of Study and select the Programme and then the Programme Instance.

Click the student you would like to toggle this feature for. Click the orange Edit button.

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Tick or untick the box then click Save Changes.

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Ending a programme for a student by completion, withdrawal or transferring

Completing a Programme

If your students have passed their exams, you need to put that they have completed a programme of study. You can do this individually from their student profile, or from the Programmes section. Click into the programme and the programme instance.

Tick the students then click the blue pencil icon to select Bulk Complete.

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Add in the completion date (if this is different from the planned end date of the programme instance).

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The students will then show as completed with their actual end date. This will also resolve Error 2795 on your Autumn Census.

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You can also do this by clicking on their name and clicking Edit, then adding the actual end date.

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Withdrawing a student from a programme

You can do this individually from their student profile, or from the Programmes section. Click into the programme and the programme instance.

Tick the students then click the blue pencil icon to select Bulk Withdraw.

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In the slide over, add in the date, the reason and then click Bulk Withdraw.

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You can also do this by clicking on their name and clicking Withdraw.

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The student will then show as withdrawn.

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Transferring a student

To transfer a student, click the student's name and click Transfer.

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In the slide over, select the transfer reason and choose the new programme and instance to transfer them to.

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You'll see their enrolment will be ended the day before they begin the enrolment into their new programme.

Remember, you'll also need to transfer them between their courses too!

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