How do I track student data form completion? - Teacher

Guidance on Data Form Completion

As part of our programmes, a data form must be completed for every student. The process differs depending on the student’s age:

• Students under 16 (Key Stage 2–4 or equivalent): A parent or carer must complete the data form on behalf of the student.
• Students aged 16+ (Key Stage 5): Students complete the data form themselves as part of their Pre-Programme Assessment on the Hub.

Please refer to the guidance below for further details on how to track completion:

Key Stage 2-4 (or equivalent): Viewing Parent/Carer Data Submissions

For students in Key Stages 2–4 (or equivalent), we require a data form to be completed by a parent or carer.

• Teachers can monitor completion by clicking ‘Data Forms’ on the ‘Tasks’ tab.  

• As parents/carers submit the data form during the term, the completion status will update in the ‘Enrolled Students’ list.

• Please note: If a parent or carer completes the form before the student is formally registered, there may be a short delay before it appears on the Hub. The system will automatically update by the end of the week in which the student is registered. If a parent/carer tells you that they have submitted the form, but it is not appearing on the Hub, please contact your PO. It may be there is an error in the form, so it is not matching with the student.

Key Stage 5: Viewing KS5 Data Protection Statements 

Students aged 16 and above (Year 12, Year 13 NI, S5 Scotland) complete the Data Protection Statement when they start their Pre-Programme Assessment. 

Pre-Programme Assessments close after Tutorial 3. Your Programme Officer will then share a link to the Data Protection Statement for any students who did not complete it

• Teachers can track completion in the ‘Students’ tab by checking the ‘Data Permission Form Returned’ column.