The Duke of Ed Online Record Book Participant User Guide
Contents
1. Duke of Ed Online Record Book 10 11 Participant Contents VV CIC OIG arinn e a eee cieeaoee ee eaten 1 Teds DEINUM scissile vide ease E E 1 1 2 WEDD AG SLITS resinen n ee E Ea 2 1 3 CONVENON S titrate chats cent a a a dadsaaapeeeeenleeaaneacatatie 2 Participant Registration ssnansnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 3 Pal Online TASOISAHON srs rainne e a REESEN ERSAN S 3 2 2 Parental Consent erreien a docaheiniut a E 4 Participant LOGIN inaia n a aa a a A a a aS 5 Navigati n a E EE 6 4 1 Welcome Message ccccsccccesceceeeeceucecsueeceececeeeeecsueecsueessueessaseeseusesseseneas 6 4 2 Men TabSiresen iseenese a eA 6 4 3 ket ode Baraan rrr oe ane ee ere eee 7 4 4 RIONE OUE f Geese ee Renee nite eerie en Merete ets en nen et art ear er ae ee eee ore 8 4 5 Edit WIV DD CTANNS sctvcestatiedine cet a E ET E E E 9 SETUP MV A Wal aaas aaa aa ar a 10 5 1 Tigi eye Yc fo aan S 10 5 2 Add anm 4111 11 anette nes See eee ae a ner ero eee eae ae eee 11 5 3 ANTS ANAS SCS SON aea a E 11 Update My LOO rootsi a aaa ia 14 6 1 INTOdUCHO Meee caste E EOE 14 6 2 Adda LOGO anr ACUVIY iiac a 15 6 3 Add a Fileto am ACUIVINY siii a EE 15 Submit Activity for Approvall ccccsscseesssssseesecesneesceenseeescenseeeeeesseeeseeneeeseonnnees 16 Submit Award for Approval sciseiicccsstaccccceteiicsesecgecewttageetstaveceetaistenivevadecuravendaetanis 18 Progress to2. Online Record Book Australian Award Bronze Participant Registration My Personal Details My Award m z a iC Cc ESS For more information about registering for an Award see section 2 above Participant 19 User Guide Duke of Ed Online Record Book 10 Communication The ORB has some features that allow for communication between users 10 1 Messages Messages can be sent between related users ie a Coordinator can send a message to their Participants and their Assessors 10 1 1 Users can view their messages from the Dashboard under the My Messages section My Messages a read reply O reed reply O Delete all checked Read reply or delete messages from here Compose new message 10 1 2 To send a new message click Message Title close ics delete send Participant 20 User Guide Duke of Ed Online Record Book 10 1 3 Complete the message and click sena To send an email in addition to an internal message select the option send as internal mes sage and also as 10 2 News News allows Coordinators State and Territory Offices and National Office to display notices to groups and individuals within the system 10 2 1 Users can view News items from the Dashboard under the My News section My News Title Date Published By Short Image Description Rachel Test of Scope 13 Jan 2010 Duke tional Awa Notice to all
3. Assessor does not have an email address Enter the details for the Assessor and click Click here to add another assessor Invite Assessor The Assessor will receive an email instructing them how to login If the Assessor doesn t have an email address a b Tick the Y05585 box An additional section will appear Delete assessor Adult who will sign off this section First Name Last Name E Print Assessor Form Offline First Name Offline Last Name Offline Phone Number EOE Offline Assessor Signed Form UC Enter the name of an adult who will sign off this section on behalf of the Assessor 12 User Guide Duke of Ed Online Record Book C Print the Assessor form and ask the Assessor to complete it and return it to the Coordinator d Complete the Assessor s details in the offline section e Click int A The nominated adult will receive an email instructing them how to login Participant 13 User Guide Duke of Ed Online Record Book 6 Update My Log Participants log their hours for Activities in the ORB via the My Log tab Logs can be done retrospectively but not in advance except for Adventurous Journey You can view all your logs in the My Summary menu tab of the ORB 6 1 Introduction 6 1 1 Goto the My Log menu tab Duke of Ed a peiemel haj Ll a NERE Fe Fitness Files a Sere eo jo Dadon ee ee oe Attach a new file to 6 1 2 Your log will defau
4. Next Level of AWald ccccssssceseseceeneeseseeeeeseeenseeeeneeeenseneeseeeeneeooas 19 COMmMMUNICAUO Masia a a 20 tO MESSAGES meraes E 20 TOs NEWS erien E a beats earadletodtneaborins 21 toe MOOIS sra Eaa EE ee theres 21 Appendices Flow Charts isisisi eisena aaa aaia 22 11 1 Register and approve Participant cccccceecccsseeceeseceeeeceeeeseseeesseeesees 22 11 2 Register Operator and Coordinator ccccseeeeeeeeseeeeeseeeeeeseeeeeeeseeeeeesens 23 11 3 Setup Activity and Register ASSCSSOM ccccecsseeeeeceeeeeeeeeeeeeeesenseeeeeas 24 11 4 Submit and approve Activities and Award ccccseccccccsseeeeeeeeeeeeeeeneeeeeens 25 User Guide Duke of Ed 1 1 Participant Welcome Online Record Book The Online Record Book ORB is a web based system for recording activities and reports for The Duke of Edinburgh s Award The Duke of Ed The system is used for recording monitoring and signing off Duke of Ed activities as well as a communication tool for all registered users This user guide is designed to assist Participants in using the Online Record Book Definitions 1 1 1 People a Items Applicant Person who is 14 25 years old wishing to undertake The Duke of Ed Participant A 14 25 year old person participating in The Duke of Ed Assessor An adult volunteer who assesses The Duke of Ed Sections for Participants Licensed Operator An or
5. Ose Ma fe eur 7 b iy MydroTap EA i F A 2 1 5 An email will be sent to the Applicant for them to validate their email address It is essential the email address is validated via the link in the email Failure to do so will mean your application can not be processed 2 1 6 Once the email has been validated the Coordinator of the selected Licensed Operator will accept them as a Participant An acceptance email will be sent to the Participant with a user name and password 2 2 Parental Consent For Applicants under 18 they will be required to get parental guardian consent prior to undertaking any Award activities This can be gained digitally through the Online Record Book registration process If a parent guardian has no email or computer access or if the requirements in your State Territory require a signed form you will be required to provide a parent consent form to your Coordinator Your State Territory Office will provide these to you Participant 4 User Guide Duke of Ed Participant Online Record Book Participant Login Once a participant has received an email approving their registration they can login This email contains the participants username and password and a link to the login page Si lel 3 1 2 3 1 3 Go to the Participant login webpage http orb theaward com au participant Online Record Book Participant Login Enter your participant username and password P
6. Parent Vas Automated Process Yes Participant 25 User Guide
7. Participants 06 Jan 2010 unidan mm 10 2 2 Read the full News items from here by clicking on the Name of the News item 10 3 My Contacts Go to the My Contacts menu tab to see a list of the User s contacts For Participants this will be your Coordinator and your Assessors My Contacts E Last pot Role Phone Email Wie Fale ineon ACPO IMAT ee michael parkinson comm LM thes eS FeO aL message os are i mee a ee Pee eee f 5 Hew o mj amin raminson raniGtani se michael parkinson communities naw gov au message Participant 21 User Guide Duke of Ed Online Record Book 11 Appendices Flow Charts 11 1 Register and approve Participant The Duke of Ed Online Record Book Participant Registration Under 13 yrs or over 25 yrs Automated Process Cad Yes Participant 22 User Guide Duke of Ed 11 2 Register Operator and Coordinator The Duke of Ed Online Record Book How to register a new Licensed Operator Ei Participant 1 Coordinator Participant 23 Online Record Book User Guide Duke of Ed Online Record Book 11 3 Setup Activity and Register Assessor Online Record Book How to set up Participant Award Activities Automated Process Participant 24 User Guide Duke of Ed Online Record Book 11 4 Submit and approve Activities and Award The Duke of Ed Online Record Book How to log Participant Activities
8. ator registration asp Coordinator registration page for additional Coordinators within a Licensed Operator http orb theaward com au participant award coordinator registration asp Assessor registration page http orb theaward com au participant award assessor reqistration asp 1 3 Conventions The following conventions are used in the manual 1 3 1 1 3 2 Participant Fields on the website denoted with an asterisk are mandatory talicised words in the manual are field names or options on the website 2 User Guide Duke of Ed Online Record Book 2 Participant Registration 2 1 Online Registration 2 1 1 Participant Go to the Participant Registration webpage http orb theaward com au participant award registration asp F mog Spend l Jip mirii rrakmr gm Tifa ra 7 Zip HpaeoTep ey online Record Book My Personal Details My Award sva i eos a ape wae Soho 7 Complete the My Personal Details section Applicants under 18 will need to complete additional Parent Details see section 2 2 Parental Consent below Please note The Duke of Ed is for young people aged 14 25 only Complete the My Award section a Follow the link to view the Terms and Conditions b Select the Terms and Conditions check box to accept Review your information and click Submit _ 3 User Guide Duke of Ed Online Record Book i eS The Duke of td ecm Soom D
9. dit My Details 4 5 1 Go to the My Details menu tab or click lt edit my details gt from the My Details sidebar My Login Details 42 0 wack 3008 sem minal parkinsongzoommunities New Qo Su Gim My Detals hange Passwor of Cc C j 3e 8 is gt ae micnsel parkinsong gt commun My Opt ins Mi yes Z TT ves 4 5 2 Update details as required a Mandatory fields My Login Details this is where you update your user name and password Remember to choose something you can easily remember li My Personal Details check your email address is correct lil My Profile uploading your photo is really important b Optional fields My Opt Ins where you can subscribe to newsletters ii Self Identification Questions this information will help The Duke of Ed with our reporting and funding 4 5 3 Click Savechanges Note The Participant must update these details before they can commence their Duke of Ed Participant 9 User Guide Duke of Ed Online Record Book 5 Setup My Award Participants need to set up their Award before they can start logging activities 5 1 Introduction 5 1 1 To setup the participant s award go to the My Award Setup menu tab Arye i Ed x The Duke 0 Hietime z io vee 5 1 2 If you are a Bronze Participant or you are starting your Duke of Ed for the first time as a Silver or Gold Participant you must select a major Section This is the Section you will do for th
10. e longest time out of Fitness Volunteering and Skill 5 1 3 Select Your major from the drop down list Your major You must select Skill Fitness or Volunteering as a major Section This means you will do that section for longer For more details please click here Participant 10 User Guide Duke of Ed Online Record Book 9 2 5 3 Add an Activity At least one Activity must be created for each Award section 5 2 1 From the My Award Setup menu click on update next to the desired Award Section Activity Update Delete 5 2 2 Complete fields for the Activity and click Update 5 2 3 Note You do not have to fill in your goal at this stage You may wish to wait and set this with your Assessor Note Adventurous Journeys have an additional field for Journey Type 5 2 4 If you are doing a Section for a long time you may wish to undertake more than one Activity For example if you are doing Fitness for 12 months you may wish to do a summer sport and a winter sport 5 2 5 Additional activities can be created for each Section Invite an Assessor Assessors are suitably qualified or experienced adult volunteers who assist Participants with their Award Program and who are responsible for signing off that a Section has been completed For each Section of The Duke of Ed Fitness Skill etc a Participant will need at least one Assessor to help guide them throughout their Award journey In so
11. ganisation that is registered to run The Duke of Ed Coordinator The adult volunteer who manages The Duke of Ed on behalf of a Licensed Operator State Territory Development Officer The contact at a Duke of Ed State Territory Office for Licensed Operators and Coordinators National Office Staff at the Duke of Ed National Office who promote the Award and supports the ORB Award A Duke of Ed Award Levels Bronze Silver and Gold Section the areas of The Duke of Ed that must be completed in order to achieve an Award Adventurous Journey Fitness Skill Volunteering Residential Project Gold only Activity the area of interest within the Section that is undertaken to complete that Section eg netball is an activity for the Fitness section Logs Participant record of hours and tasks undertaken within an Activity User Guide Duke of Ed Online Record Book 1 2 Webpage Links Use the links below to access the online record book Links are available from The Duke of Ed National website www dukeofed com au 1 2 1 1 2 2 1 2 3 1 2 4 1 2 5 1 2 6 Participant login page http orb theaward com au participant Participant registration page http orb theaward com au participant award registration asp Management Coordinators Assessors login page http orb theaward com au management Operator registration page http orb theaward com au participant award licensed oper
12. ivity can be submitted to the Assessor for approval To submit an Activity to an Assessor for approval go to the My Log menu tab and choose the Activity you wish to update By we bate mn a 2 cere LE te Fitness ie an a recat E Deje aoe Long paces m hart 2x Ce oe ci d act 2 i J TEE snapas u Di Srey T F ae oi y T Er ar 2 To mi ie a iis wat celle acs gau I ts maur Te aa Lo ae Dna reran Fitness Files Attach a new file to Submit As Next to the Activity you wish to submit to the Assessor click _Somplet 16 User Guide Duke of Ed Participant 7 1 10 7 1 11 Online Record Book Once you have submitted the Section to the Assessor you will not be able to log any further activities The Section will be locked to editing The button will be greyed out if the Activity is not 100 complete or if the activity has already been submitted An email will be sent the Assessor notifying them that an Activity has been submitted and asking them to sign off the Activity and submit their report When the Assessor has approved or rejected the Activity an email will be sent to the Participant informing them of the decision Please note there is no such thing as failure in The Duke of Ed lf a Section is not accepted as complete it will be unlocked and a Participant can then continue to log Activities until the Assessor is satisfied they have met the requiremen
13. iy Contacts 6 User Guide Duke of Ed 4 3 Left Side Bar Online Record Book On the left hand side of the screen is a bar that summarises the Participant s award Adventurous Journey Fitness Skill Volunteering and Residential Project Gold only Participant Adventurous Journey 100 Fitness 19 Duration 6 Month s Hours required 26 Skill 26 Duration 3 Month s Hours required 13 Volunteering 24 Duration 3 Month s Hours required 13 Activity Help around the house Section name complete for that Section Activity for that Section which is linked to the Activity log page Chosen Goal Assessor and Start Date User Guide Duke of Ed Online Record Book 4 4 Right Side Bar On the right hand side of the screen is a bar that summarises the participant s Award Progress My Details Coordinator s Details and the help menu Award level you are Award Progress dol Ng 42 Ca My Details complete displayed This is a total of all Sections You image is displayed here This helps Coordinators and Assessors identify Participants at a glance Coordinator Details v gg D r ia ai SB Q pang in m a Michael Parkinson You can email your Coordinator via this link All help and user manuals are found here You can also fill in the feedback form if you have any issues Participant 8 User Guide Duke of Ed Online Record Book 4 5 E
14. lt to Fitness To select another Section choose from the drop down menu The record log for that Section will appear below Participant 14 User Guide Duke of Ed Online Record Book 6 2 Add a Log to an Activity 6 2 1 From the My Log menu tab click __newrecord_ Duration I hours 0 minutes Letal 6 2 2 Enter the details for the log and click tab 6 2 3 To edit a log click the Edit option next to the log 6 2 4 To delete a log click the Delete option next to the log 6 3 Add a File to an Activity 6 3 1 From the My Log menu tab click Browse navigate to the file and click open 6 3 2 Enter a description and click _Savefie 6 3 3 All files will also be displayed in the My Summary page and can be viewed by your Coordinator and the Assessor of that Section Participant 15 User Guide Duke of Ed 7 1 1 7 1 2 7 1 7 Participant Online Record Book Submit Activity for Approval As the participant adds more log entries the percent done for that Activity is updated The percent done for an Activity makes up part of the overall Award progress displayed on the right hand side of each page The percent done for an Activity can be viewed in the left hand side bar the My Log menu tab or the My Summary menu tab Regular effort is required to reach 100 Regular effort usually means one hour a week or two hours per fortnight Once the Percent done for an activity reaches 100 the act
15. me instances a Participant will require more than one Assessor per Section lf the Assessor doesn t have internet access Participants can print a form from within the Online Record Book My Award Setup section Once signed the Participant 11 User Guide Duke of Ed Participant Online Record Book Participant will need to take this form to their Coordinator The Participant will also need to enter another adult as the person who will sign off that Section on behalf of their Assessor through the Online Record Book This adult may be the Coordinator or perhaps a parent or another adult anil 9 3 2 5 3 3 While updating the activity go to the Activity Assessors section below Activity Assessors Please input the adult who you would like to invite to be your Assessor for this Section You will need to include their name and email address Once you click on the invite assessor button an email message will be sent to them inviting them to be your Assessor If your Assessor does not have an email address please check the box below and fill out their name and phone number and invite another adult to be able to sign off this Section on their behalf This could be your Coordinator or another adult in your organisation You will then need to download the Assessor form and give this to your Assessor to read and sign Once signed you will need to take this to your Coordinator Delete assessor First Name Last Name E ee D My
16. ress Login a The first time the Participant logs in they will be required to fill out a short survey b On completion of this survey the Participant will be taken to the My Details menu is page see section 4 5 below C On subsequent logins the My Award menu is displayed see section 5 below 5 User Guide Duke of Ed Online Record Book 4 1 4 2 Participant Navigation On login Participants are presented with the My Award page My Award is the homepage for Participants It contains news items from Coordinators State Territory Offices and National Office lists of messages a recent activity log and an Award summary From the homepage coordinators can send messages and edit their details My Award Benjamin Parkinson My News Name Fron To Published By sseserr My Messages Michael Parkinson Parvo s Pace Cave Sates ESI sin ox som i Sowcunena Soe inte from tale lAs ana aw Sout Wates 2127 Assessor Song Fei P ARR r l Te Cane Sates wm Sera Uienael an ena mati sents f z D oot He ALES Delete all checked n ete ee wu Recent Activity Log anus Sona hed F Cote Started m Ox Welcome Message The welcome message at the top of the screen has links to logout of the system and print this page Menu Tabs Use the tabs at the top of the screen to move between different menus My Award My Award Setup My Log My Summary My Details
17. ts of that Section 17 User Guide Duke of Ed Online Record Book 8 Submit Award for Approval When all of the Activities for the Participant s award have been approved the Award is automatically submitted to the Coordinator for approval To submit an Activity to an Assessor for approval see section 7 above 8 1 1 When the Coordinator has approved the Award it is automatically submitted to the State Territory Contact for approval 8 1 2 When the State Territory Contact has approved or rejected the Award an email will be sent to the Coordinator informing them of the decision 8 1 3 Participants can view the status of their Award in the My Summary menu tab SAN 00 Duration 3 Month s Assessor Signoff Reports Hours required 13 Assessor Sonis Fe Coordinator Signoff Reports FeeJssct State Award Signoff Participant 18 User Guide Duke of Ed Online Record Book 9 Progress to Next Level of Award Once the Award has been approved the next time the Participant logs on to the ORB they will be invited to submit an application to do the next Award level When a Participant completes Gold they will be invited to join The Duke of Ed network All previous Awards that are recorded in the ORB can be accessed via links at the top of the page O y Se G AN A 2 va JA E 7 ANa h D k Ed of te w amous nii lt T e u eo leime ha Se eg e Experiences Wal as p ON n Sls iar v
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