EduBase User Manual
Contents
1. View on map link G texunatech 30 EduBase User Manual Filter results B Hep Pier cateri tbe Printer Tensty version Local Autherty Bam and Noth East Somerset Estab shenest Status Open Open but proposed to Clone Phase of Edt ation Midde Deemed Secondary Secondary Save Edi or Select Metis amt extract data Fami J esameni Bach yo Ane kas Click to view on map pp O L ie on map Emon a6 a CEV Epa ai an is Emon Ya ort 4 Espa a CEY masia Esper a6 a 205 marte Eco aa an 2 rate Es Beochan Cll School Gah and North Lan Sornerset D coded School Gat ant North Eent Somerset Chew Valley School Gat Ari North East Somerset Cubas hay School Bat Ari North Eart Somerset Mayestiek Sta Vectra C allege Bah afd North East Somerset Hotton HE Sc Ire Bath and North East Sornerset Cb Bek Steet Bath Ari North East Somerset Rap Aben Sciot Bab and North East Somerset Sain L egory s Cathet Coge Bat and North East Somerset Kiel kend Bat Ari North East Somerset Midsomer Norton Figure 38 Maps 2 The map will then be displayed as follows Map Vr a tas Eimer resists Da aL COl view shos name ee Generate UAL 31173 F curdaton Siaosi Community Schou Comerastiy Sx frou Community Se treat Fourdaton Brropt Fourdaion School Fourdabon Sion Comer Scoot Vohumary ded Gro Comer Sc hoot Figure 39 Maps 3 Note If your search returns more than 150 establishments there is a possibility that th2. texuna cc 32 EduBase User Manual Figure 40 Maps 4 4 9 4 Customising the map The map can be customized in the following ways G texuna 33 EduBase User Manual Schools tab the schools tab allows the user to alter the schools symbol depending on the characteristics of the school such as Admissions Policy Establishment status Further Education type Gender etc Figure 41 Maps 5 G texuna EduBase User Manual Layers tab the layers tab allow the user to select which map layers are displayed The layers that can be selected depend upon the zoom level of the map It is also possible to switch off the Ordnance Survey background map Map a Sr Chal name oe Jens Ul Piit api tpost sel Layers viol de y Papa a a Tern Oe fogon al vs LC MN ALAN LOCH AO Zitt Lac ep e Bee L it ile Y Ar P arimena Cora init MOTO Supa AA Aree META CA Trematx eer ADAN MIA ke ag Lower Supe Culpul Aros LEDA Cereus Output Ares o WW ocio Figure 42 Maps 6 Filter results a user can deselect particular schools that have been plotted on the map To do this click on the Filter results link above the map and select deselect which establishments are displayed on the map using the tick boxes 4 9 5 Other tools Distance measurement the ruler icon found above the map allows the user to measure the straight line distance between two points Click on the ruler icon and select
3. Figure 4 Quick Search filters You can search by location to return establishments within a specified radius of your location You can select a particular phase of education to view a list of results for example for Primary establishments Alternatively if you know the establishment you wish to view you can enter the establishment name or unique identifier 4 1 2 Advanced search You can access advanced search from the Quick search page See Figure 4 as well as from the left hand side menu Using advanced search options you may broaden your search using filters such as Open Closed type of Local Authority and Gender Once you are done selecting entering your search criteria click on search See section 4 1 3 for search results texuna ec EduBase User Manual Advanced search Show me estahlshenents whack meet the folowing CEA Town foc aby cf cosh ode Local Arthur gw Om Engisn O Wer II Nene AL Pr hyper of E aab retenerdt gi oup Oper e kg NIE TF Cofeges F Closed Ei Al KR ei ze rt Afs F Open fF Martered schools fF Open buf orcacsed to chose mn Pe types F Proposed to open FT Senet schoo FT Unwersites D Wes choc Priate of Educ MON pas C Te feet omg a spectic ev atvishenent 1 in As emner m At dada Parar RU Mare of af abdul erect pate Soc Figure 5 Advanced search 4 1 3 Search results Clicking on search will display a list of Search results showin
4. This functionality allows you to export your search results in various file formats The file formats include CSV XLS and XML For example if you want to export a list of all the fields for a particular establishment you simply search for the establishment record and click on Export as a CSV Export as an XLS or Export as an Xml as shown in Figure 8 Search results O uo You hare selected te tolowing entera Figure 8 Search exports 4 1 6 Search results on Map EduBase provides you with the latest technology not just to give you raw data but also to convert that data into meaningful information and provide that information to you in the best possible way The View on map link on the search results gives you an opportunity to look at the results by their geographical location on the map Note For more information on maps see section 4 9 4 2 Establishment record Whenever you click on an establishment name you will be taken to the full establishment record for that particular establishment This record contains all data available for the establishment in EduBase depending on your security permissions As there are a large number of data fields available for each establishment the establishment record is displayed using a number of tabs to group fields into subject areas You can switch between these tabs to view data on different aspects of a texuna oc 11 EduBase User Manual particular e
5. Establishment user texuna oc EduBase User Manual Welcome to the EduBase Establishment portal ge n ia Figure 3 EduBase Home page All operations on EduBase are carried out via the left hand menu commands A selected menu item is expanded to list all commands available Once a command is selected its page will open to display relevant data and controls A brief reference on available commands is given below while detailed descriptions of functions and pages available via menu commands are provided in further sections of this manual 3 1 Menu commands reference 3 1 1 Home Select this menu item to return to home page 3 1 2 My Establishment record For Establishment users only Clicking on this menu will take you to your establishment record Note Please see section 4 2 for more information on Establishment records 3 1 3 My Federation For Establishment users only Clicking on this menu will take you to the details of any federation your establishment is linked to Note Please see section 4 3 below for more information on updating your adding your establishment to a new federation or an existing federation Alternatively you may wish to edit the details of your own federation 3 1 4 Advanced search This area of the EduBase system lets you customise your search by providing you with more search texuna c EduBase User Manual filters Note Please see section 4 1 2 for more information o
6. format of your extract e frequency on which the extract will be generated including a start and end date for the schedule 4 6 1 Step 1 Selecting your filter Click on the Drop down Iist to select a filter to base your extract upon If you do not see an appropriate filter to base your extract on you can select the Create new filter option to base your extract on a new filter Note Please note that at any point during creating a scheduled extract you may skip a step completely For example simply select a filter as shown in Figure 26 and click on Step 4 This will automatically apply the default values to Step 2 and Step 3 and let you proceed with Step 4 without having to define anything in Step 2 and Step 3 Create new file Step 1 Detect Omer Figure 25 Selecting filters 1 4 6 2 Step 2 Selecting fields to extract You can select the fields you wish to extract from EduBase You will notice that the fields are listed in the same order as they appear on the tab in the establishment record You are able to move between tabs by selecting the drop down list which is located next to the OK button Once you have selected the tab you require click the OK button and the list of fields will refresh and populate the fields that are available on the chosen tab Once you have selected the values you require in your report click the gt gt button to select your fields th
7. is joining Ae Department for Education EduBase2 New link confirmation kp and Tempe nee e p Engans nar ESF i 1 TE 47 4 seci Once you click confirm it will bring you to your establishment record showing the federation is now linked to your establishment 4 3 4 Editing Federation Details Once linked to a federation you can edit your federation details To do this click on My Federation DI texuna ecn EduBase User Manual under My Establishment Record in the left hand Menu then click on Edit Record You may then edit fields add other establishments to the federation see section 4 3 2 and save your changes by clicking on Submit aot Department for Education EduBase2 My federation John Rankin Junior School g s E e Bistan q e Oye y te 7 v The Federation of Jobn Rankin infam and Nursery School and John Rankin Junior School Leh od 0s Bette More de Te e E v te va Bere ew pra Da Cape o en re ed Marre Ren bai sf fatzeg Tears eg ts 4 3 5 Removing establishment from the Federation To remove establishments from your federation edit the federation details and click Remove next to the establishment you wish to remove Once all changes have been made click Submit My federation John Rankin Junior School Wi Ze mm e zs ph ve tant Meme a Morro Al ot abe bora td bo ffe be ds afew EN ei G texuna 17 EduBase User Manual Note A federation must have more t
8. two points on the map Distance may be shown as miles kilometres or meters Please note that the distance given is the straight line distance between the two points and it should not be used as the definitive measure of distance for school admissions purposes G texuna ech 35 EduBase User Manual Map Click icon to measure distance Yew ap latte L g resus GCovernmert Ofre Regan A INCA MY 08 240K Pa Cos Meacute Ostanite Distance is 5 15 Mites oY Ze AS 3 ktargetarg Oken ines Tee t Sek FGA Distance ts 5 05 Men K even Figure 43 Maps 7 Generate URL this feature allows the user to save a copy of the map to be accessed later Once saved maps can be accessed from the Saved map left hand menu item The Generate URL link also produces a unique URL of the map which can be copied and distributed to other users to share the map with others G texuna cc EduBase User Manual Map Click Generate URL VENIDOS IIS ES CPA C view sinos name a BB Enter a sescreton Secondary schools in Death 4 Northeast Somerset ar dy MN Press Generada URL to create a permanent irk and save Ain your personal Kat of stored mage rr rman OMe Ronin sa EA LOD A ALO mm ces Morro AE Oviemeters Oneters mies Click of fis poan on map Artes Figure 44 Maps 4 9 6 Exporting the map Print and export the Print and export tool allows a user
9. will see the page as shown in Figure 35 You may search a communication by specifying date s and or text In the text field you may key in any word that was used in the email body or subject that you are searching for You can sort your communications using dates sender or the subject by clicking on the Date From and Subject headers of the Message list columns Message list Figure 34 Message list 4 9 Mapping EduBase v2 features a newly developed mapping capability allowing the users to select and view school on Ordnance Survey map backgrounds These maps are fully interactive and allow the user to customise the view of the map as required The guidance below details the features available Please note some features may not be accessible to unregistered public users If you require login access to the EduBase v2 system please contact the EduBase Service desk through the Service Request Form found here http www education gov uk edubase feedback xhtml 4 9 1 Creating a basic map To create a basic map of an educational establishment s there are three areas from which this can be done Homepage by searching for schools texuna ec 28 EduBase User Manual Enter a tows locabty or postcode Estate shmest same URN LAS stab shmeat Number UKPRM induce Previous LA and Previous Ezt t iztongrg Number Type of E siatesterzent Academy Corwerters Acaderty Pres Schools Academy Seca Ac dery S
10. EduBase2 tt texunatech EduBase User Manual Set Title EduBase User Manual Client Name EduBase Issue Date 16 04 2014 Version 1 3 Status Final Security Level Public Texuna Technologies 2013 The copyright in this work is vested in Texuna Technologies and the information contained herein is confidential This work either in whole or in part must not be reproduced or disclosed to others or used for purposes other than that for which it is supplied without Texuna Technologies prior written permission or if any part hereof is furnished by virtue of a contract with a third party as expressly authorised under that contract Table of Contents TABLE OF e ei CEET 2 1 EDUBASEOVERVIEW ar 4 2 CONVENTION E 4 3 EDUBASE SYSTEM OUTLINE eege 4 Sik IMENUCOMIMANOS REFERENCE islas 6 Dede A E E EEE O o A E 6 3 1 2 My Establishment record For Establishment users only 6 3 1 3 My Federation For Establishment users only 6 Be ANONC SIG d 6 KE Fe a PP o N 7 e SAVE IG EN 7 SL COET PO a A N bra 7 318 Service Request Le 7 Se 00 E 7 LO A e Uno In 7 3 1 11 My account Non Establishment scho0l users 8 LL A os 8 4 FEATURES OF EDUBAS E airada dee Eege 9 o A E E CE E 9 4 1 1 ANT AAA 9 Adit POV tele SOONG incita 9 So e 10 ALA E ege ee Re lt 10 Ao o A e E 11 416 Searchresults ON MAD mendicidad 11 12 JEDEN EE 11 4 3 MY FEDERATION FOR ESTABLISHMENT USERS ONLY EAR 13 4 3 1 Creating a new federation and linking esta
11. account i lt l 8 o ko mmm eee _ Upata Cancel Figure 47 Update account details Note Users from schools will not be able to access this page 4 11 Contact EduBase Service Request Feedback This option allows you to contact EduBase via service request feedback forms This is accessible from the left hand menu item Service Request Feedback The form displays a number of fields to be populated The establishment details are mandatory if the Who are you field is set to School Establishment The email address must be entered twice to ensure that the address is correctly entered When the information is populated a category must be selected Depending on the category selected DI texuna ecn 39 EduBase User Manual an additional information comment box may have to be populated Click send to submit the form Note This is the only way to contact the EduBase service desk EN T you aa retort to a specht Estat rmart please joe mer ts URN Local authority No mel wee TAG and tithe chosi ege in he tage twit be sheen 101 1 st st rsitererg Mo Schoe Estas Matzen ADAC O Al RMN Who are you Please select one Y Your Marte Cotact Telephone Certact Emad Me erger mal Data Protection Send Figure 48 Feedback 4 12 News items News items are a way of indirect communication between EduBase and end users Each user has a news item section on the right hand side of the homepage screen If yo
12. blishments toit 14 4 3 2 Add Establishment to a tedergtion 14 4 3 3 Linking your establishment to an existing federation oococoooncocooononoconnonnonnnnonanonnonarononancononaninnns 16 4 3 4 EQUINO E ee 16 4 3 5 Removing establishment from the Federation n0annnonnnnnnnnnssenessenesseressereseresseresseresseresseressersseree 17 4 3 6 View Federation Change HiStOTY cccooocccccononocoonononononnononononononononnononnonnnnnnonnonnnnonanonnonarononannnnennnnnnns 18 e E SE Ir Ao o A e tees we eee 18 4 4 1 Applying an existing Dlter 18 BAD A OCW ET 19 E A nn A 20 AAA EQUINO INCAS MP iio 22 4 4 5 Deleting an existing filter cccccsseccccssecccsescccsseseccseeeccsauseccsaeecsauneessaenecssausesssuecssaunscsssusesssuasessaanessaes 22 En EE PP oe A e A 22 keete ER 4 6 1 E TE E e eg E 23 4 6 2 Step 2 Selecting fields to exvtroct 23 463 Step 3 SCHCCUC e e E 24 4 6 4 Step 4 Name and format Of extract iii a 25 A E T E 25 4 7 1 Viewing pending change regueste 25 DE ee CHANGE e E 26 AR MIEWING the change NISCOLY sii a AAA AAA AA 26 A EE 26 AOL COMPOST A Wee ecu a a ania eana Rieu eich ee OR 27 AO ERUN Ee Eege E 28 4 9 1 Creating GO DOSIC maD EE 28 ADD WAGDNOVIGOHONR EE 32 AGB SSCHOO o O N 32 AOA CUSTOMISING TNE INOD EE 33 ADD EE 35 ASE SS eitec saccadic ee 37 4 10 MY ACCOUNT NON ESTABLISHMENT SCHOOL USERS sscccccccceccecccceessseeeeccccccceeeeeeeuuueesnseceeccceeeseeseuaauangsssse
13. e and send emails In order to compose and send emails you need to click on Compose message under Inbox on the left hand side menu You can send emails to a particular user either specifying an email address in To field or by selecting the recipients from the Add from list button The Add from list button gives you a list of contacts within your school registered with EduBase and the EduBase Service desk contact Please see Figure 33 depicting the compose dialog box where you can write an email add attachments and select recipients by clicking on Add from list button Compose message Figure 32 Compose email Once you click on Add from list button you will be taken to a new page that will list the contacts See Figure 34 In order to select a particular contact as a recipient you need to select the box adjacent to the recipient s name under the To or CC columns Having done this you need to click on Use addresses button which will take you back to your Compose email page Choose recipients Figure 33 Choose recipients Once you are through writing an email and specifying a recipient you need to click on the Send button to send the email Message list texuna ec 27 EduBase User Manual This part of the Inbox lists out all the communications between you and the EduBase Service desk As soon as you click on Message list on the left hand side menu you
14. ecrest Lec Brash Schools Overseas For mort aOvatced Search optons click on Ihe Advanced Seam menu Bro wani to Miter tags in delas please Oct on he Fiery mene m the Fimers and extracts secton Local Lathonty Banz and Dagenham tha et Exe Bath and Norm E ast Sormetset Bedua Passe of Educatos HI ta Ps Hot appecaite Nermern Prmary Click to search for achools Figure 35 Creating map 1 Filters page by applying filters to search for schools New filter Erter E DECHE O em Ursque Reference Murer an co D Memes Local Authority D o unos Catalan ment Numos D UN o Ca E stapesnment hare ap UN o ninos Type of Estanmstmert a ON Can Estat abrre Type Groep D E w Heroe Thoo spares ka E P Ramon E stateshrrent Eau ei UN so Sut E oem Ni E D Ba UK Proveder Meference Number ap DN pa A d Criteria Staatnry thghest Pupd Age AA Click to search dos schools Figure 36 Creating map 2 Individual establishment s record by clicking on the map tab G texunatech 29 EduBase User Manual Establishment Saint Gregory s Catholic College Caracas ees DE View chaos Nistor View Sending requests Diada POS bam N Hoggen dy b 4 sCoppicet VK FINO OF o Region A a el Ae Local AUT MD op 2K Figure 37 Maps When searching for a school a list of schools will be returned as a table To view this selection of schools on the map click the
15. eeess 38 4 11 CONTACT EDUBASE SERVICE REOUEST ZEEEDRBACK 39 Med NEWS E 40 DOCUMENT CONTRO TE 42 Ded VERSION IS TORN it A des 42 5 2 OUTSTANDING ISSUES AND OMISSIONS ET 42 da GSU CON Oca ie eae Se atv nest ve meena re eee ea 42 5A SUPERCEDED DOCUMENTS tits 43 EduBase User Manual 1 EduBase overview EduBase v2 hereinafter referred to as EduBase is a comprehensive database of educational establishments in England and Wales The database contains data on around 65 000 establishments from compulsory aged maintained schools to Further and Higher Education colleges EduBase currently contains over 250 data fields for each establishment and this number is expected to grow Establishment data are available for several different groups of users such as the e general public e establishment users e stakeholders e DE staff and e system administrators and helpdesk staff Each group of users will access their data through a separate online portal Each portal provides access to EduBase functions available for a specific user group 2 Conventions EduBase is a web based system therefore all terms pertaining to database graphical user interface including but not limited to Select Menu Click Home page etc are standard terms for web based software unless specifically stated otherwise Whenever an item appears on the screen marked as a link blue and underlined for example Edit you can click this item to go to a
16. g basic information on the establishments listed See Figure 6 Search results Printer hen pri Ghee You have selected empty criteria Pleanwe note Piate login f you requee to Zo extacts The DE mumie of an estas tenent is fg comterabon of he LA numer ard he Estabeahmect numos bot located m he summary tab of a record fousg 5411 eatabtahrmerts yan Ce map DH Stow 1010009 comes AS Saats Charca al Cegtend VA Primary Schou heorfode Fahan Oper Voluntary Add Schoo Harn Drive Murnery School De sl Al Pimat Open LA Nursery School Figure 6 Search results Clicking on the Establishment name will take you to the Establishment record for your selected establishment 4 1 4 Additional columns In Figure 7 you will see that the search results are displayed along with some useful functions G texunatech 10 EduBase User Manual Search results Bike You have selected the tolowng entera Leed LJ ae erent Figure 7 Show additional columns If you wish to add a new column to be displayed along with your search results click on the sign placed before the Show additional columns See Figure 7 which will expand to give you a list of columns that you may select Once these are selected click on Update columns and your search results will be updated to display or hide the type of columns selected or deselected respectively 4 1 5 Search exports Exporting search results is just a click away
17. han one linked establishments If you remove all establishments from the federation then it will automatically be closed 4 3 6 View Federation Change History To view the change history of the Federation your establishment is linked to click on My Federation under My Establishment Record and click View Change History gt My establishment record We eebe eeng My federation My federation Abbas and Templecombe Chi Advanced search d Lr acaeranion hoc tillers and extract Heip Saved maps Change reports Contact tdubese DOOR erence Suman aar 4 4 Filters To access filters page select Filters under Filters and Extract in the left hand menu The page shows a list of all filters currently available in EduBase Note You can click on a column name to sort by this column i e by date or by name There are several operations available from the filters page You can e apply an existing filter e create a new filter e edit an existing filter or e delete an existing filter Figure 13 Filters 4 4 1 Applying an existing filter To apply a filter click on its name All establishments which meet the defined criteria will be displayed in a Summary report along with current filter name and defined criteria listed in the header You DI texuna ecn 18 EduBase User Manual can choose to edit the filter create an extract file based on the filter you are viewing or go back to the filter li
18. hat meet your filtering criteria will be listed on the screen You will have an option to enter a name for you filter and Save it select fields and Extract the data or click Edit to alter filtering criteria Filter results Figure 18 Creating filters 4 4 4 3 Filter Example Suppose you would like to filter the database to locate mixed Gender establishments in Kent and East Sussex In this case you will Click on the Special Characteristics tab G texuna ccn 20 EduBase User Manual st Sis Pre CMA pte opale rE Comrrunicahons noo Cera gt d A s Late Aer A s on Reset al Mios Figure 19 School characteristics Click the Alter button for the Gender field and select Mixed from the list Figure 20 Gender Click on OK Mixed will appear next to Gender in the table instead of All which means that your filter is currently defined to display only mixed education establishments Switch to Communications tab and select Kent and East Sussex in the County field hold Ctrl key to select multiple values New Filter Figure 21 Create filters 5 Click Apply to apply your filter and see the results You will be able to save the filter create an extract or edit it further to alter the results DI texunatech 21 EduBase User Manual Filter results Figure 22 Create filters 6 Note The filter table is somewhat differen
19. is will affect the performance of the mapping tool A warning notice will be displayed so that the user acknowledges this G texuna 31 EduBase User Manual Additionally if more than 3 000 establishments are selected to view on the map only the first 3 000 will be plotted so as to minimize performance issues If fewer than 10 schools are selected to be plotted on the map the school name will be displayed automatically on the map 4 9 2 Map navigation Once on the mapping page there are several options to enable the user to navigate around the map Map pane navigation the toolbar on the left of the map has the following controls e Arrows click the appropriate arrow button to move the view north south east or west e Zoom click to zoom in on the center of the map or click to zoom out e Zoom slider drag the zoom slider up or down to zoom in or out incrementally The map can also be navigated using s Left mouse button Left click and move the mouse to pan around the map s Mouse wheel zoom in or out using the mouse wheel In addition select the drag to select icon B to change the function of the mouse pointer to zoom in to a particular area of the map 4 9 3 School information The school name can be quickly viewed by holding the mouse pointer over a school symbol for a few seconds A summary of information can also be displayed for each school by clicking on the school symbol icon
20. is will move the chosen fields to the right hand side If you would like to de select the fields you have chosen then highlight the field names on the right hand side and click the lt lt button to remove these fields in your report To select multiple values please hold CTRL while clicking on your selection You are also able to select all the fields in the tab by clicking on the Select all button at the bottom of the list section texuna ec 23 EduBase User Manual Giep 7 eme Sw r See ee np fw i El O EE s A es i A 1 1 I Eg M e Figure 26 Selecting filters 2 Note You may notice that some fields you have selected do not appear in your extract You will only be able to extract fields for which you have permission to access Please contact the Service desk if you have any questions regarding which fields you have permission to view extract 4 6 3 Step 3 Schedule extract To define the frequency of your extract schedule click on the Frequency drop down list and select your preferred option You will need to select a start date for your schedule Extracts will be scheduled regularly from the start date until the end date if specified The End date option will allow you to specify a date when the schedule will cease and the system will stop generating further extract files You do not need to define an End date for your schedule leaving this option b
21. lank will provide you with access to extracts continuously based on your defined frequency Figure 27 Selecting filters 3 DI texuna ccn 24 EduBase User Manual 4 6 4 Step 4 Name and format of extract This is the final step of the extract process You can select the format of the extract and define the name for your generated file To save your extract click on the required format add a Name for your extract and click on Finish Alternatively you can download your defined extract immediately by clicking the Download button Figure 28 Extract 1 4 7 Change reports This option allows you to generate reports showing the changes made to data held within EduBase 4 7 1 Viewing pending change requests If you are the owner of a data field s you will have an option to view all pending change request for which you are responsible You will be required to approve all outstanding change requests in line with an agreed Service Level Agreement SLA To approve changes click on Change reports then click on Pending change requests Pending changes summary Show only pending changes Hevetts found Due Date e Status By Reason Figure 29 Pending changes summary You will be presented with a list of change requests for which you are responsible You can choose to view only pending change requests by clicking on Show only pending change requests at the top of texuna oc 25 EduBase User Man
22. n Advanced search 3 1 5 Filters and Extract Select this item to create and manage filters and data extracts Filters Open a list of available filters to edit delete existing filters or create new ones Extract files Open a list of existing extract files available for download Scheduled extracts Schedule a new extract based on a filter you have saved Note See section 4 4 and 4 5 of this document for more information on FILTERS and Extracts respectively 3 1 6 Saved maps Select this menu to view any maps that you have saved Note For more information on Maps please see section 4 9 3 1 7 Change reports In this area you can view and track database record changes and updates to be introduced Pending change requests An area allowing data owners to view pending change requests for the fields for which they are responsible Change history Access the history of changes for a particular establishment group of establishments or field within EduBase Note See section 4 7 of this document for more information on Change reports 3 1 8 Service Request Feedback Service Request Feedback is a place where you can get in contact with the EduBase Service desk You can contact the Service desk if have any questions regarding the EduBase system using a feedback form built into the system Note See section 4 11 of this document for more information on Contact EduBase 3 1 9 Inbox Compose message Access this part of the EduBase sys
23. nd Primary School SH Enter all the relevant information and add any additional establishments to the federation by clicking Add establishment to the federation dos Department for Education EduBase2 ADE MICA STE De beder as Lanca Aude ml Note A federation must have at least two establishments you will not be able to create a new federation with only one establishment Please ensure you have the URN of the other establishments in the federation before attempting to create one An establishment s URN can be found by searching and reviewing an establishment s record 4 1 1 4 3 2 Add Establishment to a Federation To add establishments to your federation click on the Add establishment to the federation button found on your My federation page DI texuna ccn 14 EduBase User Manual URN Joined date 109825 17 07 2009 E 109826 17 07 2009 E Add establishment to the federation Cancel Submit This will open up a URN field and Joined Date field Enter the Unique Reference Number URN of the establishment you wish to link with your federation and the date the establishment joined the federation URN Joined date 109825 17 07 2009 109826 E E Add establishment to the federation cane Please note you can only link an establishment that is listed as Open or Open but proposed to close to a federation After all establishments have been added to the federation click Submit URN J
24. new page or perform an action For instance clicking on an establishment name will open establishment details and clicking on a column header in a table will sort the table by field values in the column clicked Names of menu items that appear in EduBase are mentioned in the text of this manual in bold and italic for example Filters Field Values ranges buttons links tabs and other controls are given in single quotes for example Gender 3 EduBase system outline The URL to access the EduBase system is www education gov uk edubase Figure 1 shows the page that will be displayed as soon as you go to the EduBase URL This is a public page and can be accessed by anyone without having to login This page will be displayed as soon as you go to the URL of the EduBase website texuna c EduBase User Manual Welcome to EduBase Public portal EduBase Disciarmer Figure 1 EduBase public portal If you need to login to EduBase you will need to click on the left hand side menu command Login which will take you to the login page Figure 2 shows the login menu on the left hand side of the EduBase public portal Public home About Edubase Advanced search FAQ Glossary Feedback Useful links Login Figure 2 Login menu on the left hand side Once you have logged in to EduBase you will be taken to the Home page specific to you access rights as shown in the Figure 3 This depicts the homepage for an
25. oined date 109825 17 07 2009 E Remove 109826 17 07 2009 E Remove 123456 15 04 2014 P Add establishment to the federation Cancel Submit This will bring up a confirmation page of the changes you have made when creating the federation if happy with details of federation click Save 20 Department for Education EduBase2 stabewarnee hen Changes for 1 pe del Fein EPS META Date Let Vres miatinand echt texuna EduBase User Manual 4 3 3 Linking your establishment to an existing federation To link your establishment to an existing federation click on My Federation under My Establishment Record in the left hand Menu then click on Join Existing Federation Note An establishment may only be linked to a single federation Therefore you will need to remove your establishment from any federation it is currently linked to before joining another federation Instructions for how to remove establishments from a federation are found in section 4 3 5 below If your establishment is not currently linked to a federation you can select the federation you wish to join from the Federation list Once you have added the date your establishment joined the federation click Submit 203 Department for Education EduBase2 Jom existing federation Uy batei ptm Abbas and Tempiecombe Church of England Primary Schoo rer gn This will bring you to a confirmation page with details of the federation your establishment
26. s which have been Suggested but are yet to be actioned Establishment Hollinswood Junior School Di Help D Printina labels Surnmary General J School Charactensics SENS PRU Charactensics 4 Quality i Figure 12 View pending requests 4 3 My Federation for establishment users only To access the My Federation page select My Federation under My Establishment Record in the left hand Menu If your establishment is already linked to a federation this page shows the details of your federation Alternatively you may use this page to add your establishment to a new or an existing federation There are several operations available on the My Federation page e If your establishment is not linked to a federation you can o Create a new federation and link your establishment to it o Link you establishment to an existing federation e If your establishment is linked to a federation you can o Edit your federation details such as federation name and shared headteacher o Add establishments to your federation o Remove establishments from your federation e View Federation Change History DI texuna ccn 13 EduBase User Manual 4 3 1 Creating a new federation and linking establishments to it To create a new federation click on My Federation under My Establishment Record in the left hand Menu then click on Create New Federation Lay Department for Education EduBase2 My Federation Abbas and Templecombe Church of Engla
27. st Filter results Hiren ibn gra app ed Tip vd laminar et eds nd rei last 7 ertat rrrzes DH Aa gielt rn OS eters bates Figure 14 Filter results Alternatively you may wish to view a record for one of the establishments by clicking on the name of an establishment to access the full record 4 4 2 Creating a new filter Click on Create New button to open a new filter page It is similar in layout to establishment record page and you can navigate between the tabs to select filtering criteria ta Depoo Census Data Meqgonal Gatao Figure 15 Creating filters 1 To edit the criterion click on the Alter button next to a field you would like to filter and select a value s for your criterion Hold down the CTRL button on your keyboard to select multiple values DI texuna ccn 19 EduBase User Manual eae hoo Cha ectertsetce Y Lares SEN FRU CA Ocul E e Y eu how Cati Date Megat ICI ER Figure 16 Creating filters 2 Note Depending on a field type you will either pick from a list of available values or define a range of acceptable values Equal to Less than or Greater than for numeric fields and Contains Starts with or Ends with for text fields Establishment Status Sith Form UK Provider Reference Number Figure 17 Creating filters 3 Once all criteria are defined click Apply to apply your filter and see the results All establishments t
28. stablishment record Establishment Holknswood Jurvor School G thee O Prete leh Figure 9 Establishment record The summary tab is a summary of the key information held on the establishment You can Edit the establishment record to suggest changes updates to a particular field or number of fields within a record To Edit an establishment record you should use the Edit record link provided at the top of each record See Figure 11 Establishment Hollinswood Junior School E Help Editrecorg Y Return to search resyn view pending requests Export a O Printing labels summary General School Charactensics SEN PAHO Characierstics Figure 10 Edit record This option will take you to a form allowing you to suggest changes to field values for the establishment that you have selected The form has a combination of free text and selection boxes to aid you in suggesting the appropriate change Edit details for Heathfield St Mary s School Figure 11 Edit record DI texunatech 12 EduBase User Manual Please note You can only view fields for which you have permission to edit If you would like to suggest a change to a field that you do not have permission to edit you should contact the EduBase Service desk You can view the all the pending requests to the Establishment record by clicking on View pending requests as shown in Figure 13 The pending requests lists all the change request
29. t from establishment record by default it does not includes all fields but only those most commonly used for filtering You can easily alter this configuration by introducing new fields from the Add criteria list 4 4 4 Editing an existing filter To edit an existing filter click Edit next to the filter name in the filters list Filter definition page will be opened where you can alter filtering criteria see 4 4 4 for more details Figure 23 Editing filters 4 4 5 Deleting an existing filter To a delete a filter you should first mark it by checking the box in the first column of the filter table and then press Delete button You can also mark several filters to delete them at once Figure 24 Deleting filters 4 5 Extract files Click Extract files under Filters and Extract option in the left hand menu to open the Extract files page where you can download any of the existing EduBase extracts Just click on a link to the file you want to download 4 6 Scheduled extracts You can define a schedule to produce extracts from EduBase on a regular basis depending on your particular requirements To schedule an extract you will need to have a filter on which to base the texuna oc 22 EduBase User Manual output of your extract The schedule extracts feature is a four step workflow wizard where you can define the e filter your extract will be based on e fields you wish to include within your extract e
30. tem to compose an email message and communicate with the EduBase Service desk Message list This section shows you all the communications between you and the EduBase Service desk Note Please see section 4 8 for more information on Inbox 3 1 10 Reference FAQ This section enlists answers to all common questions about EduBase portal Glossary View a list of EduBase terms and definitions texuna c EduBase User Manual 3 1 11 My account Non Establishment school users You can use this section to update the contact details we have for you on the EduBase system Note See section 4 10 of this document for more information on My account 3 1 12 Help Use this menu to download a copy of the EduBase user guide step by step guide for bulk uploads data dictionary and web service specifications DI texunatech EduBase User Manual 4 Features of EduBase This section contains detailed instructions on how to use each function available in EduBase 4 1 Search EduBase EduBase provides you with Quick search and advanced search options You may select these depending upon the type of search you wish to carry out 4 1 1 Quick Search On the Home page you will find a Quick Search feature This feature allows you to access the information held in EduBase by generating a list of Search results showing records which meet your defined criteria URN LA Est bikhmest Number URE TIN lype of Patablishment
31. to access the map in a printable format or export it as an image or PDF file for reuse in a document The Print current map page allows the user to format the map as either landscape or portrait and as A3 or A4 size The user can also add a title and notes to the map G texuna ec 37 EduBase User Manual Print current map a e hs ae os er EduBase2 Tele Mar gt Sa Iexcha Datan symbol y Detail eerie 1 fei 3 fije entry AA JCfitegr fe e Mopon E Ao E Figure 45 Maps 9 Please note it is also possible to right click on the map at any time to save the map as an image 4 10 My Account non establishment school users Schools Establishments cannot edit change their passwords You must use the forgotten password to attain a new password Stakeholder users can make amendments to your Login details and update your password in this section To make amendments click on Change details link Please see Figure 46 Once you click on change details you will be redirected to a user update form wherein you can update your details Please see Figure 47 If your password is weak EduBase will alert you Do note that your password must contain one capital letter must be at least 6 digits long and must contain at least one number or a special character G texuna ech 38 EduBase User Manual My account Figure 46 My Account Edit the appropriate fields and click on Update Edit
32. u wish to see all the news then you need to click on the All news link which will take you to a page where you can see all the news Figure 49 depicts the news items that are visible on the right hand side of the homepage screen under the Recent news section Welcome to the EduBase Establishment portal My reminders geg leer ke ay e parida one ba Ze foe es ee E H e Go O reminders Ka ereed tr Recort news Lrbh izag Hearese 10 hd real Ae 3 t rh diese Hem ame 11 Figure 49 News items DI texuna ccn 40
33. ual the report 4 7 2 Approving change requests TO approve a pending change request place a tick in the check box next to the change request that you wish to approve Then click on the Approve button to approve the change request Alternatively if you feel that the change is unwarranted you can reject the request and provide your reason for rejecting the change Pending changes summary Show caly pesano changes Results found 2 URN Estar s hrmes Hame Figure 30 Approving change requests 4 7 3 Viewing the change history The Change history option allows you to generate a report from the EduBase change history Complete the Search criteria and select the fields which you wish to look for changes on Click on Apply to view the results of your search Change history Search Geers f School Caracternsics SEN PRU Creractenstcs Leg nocami Communicators School Census Data Regoral nacators Sec a Un setax af Figure 31 Change history 4 8 Inbox EduBase provides you with an opportunity to access all your email and telephone communications with the EduBase Service desk In order to make your EduBase communications transparent to you and to ensure that the communication that you have sent or received with EduBase Service desk is available to you when you need it the Inbox has been introduced DI texuna ecn 26 EduBase User Manual 4 8 1 Compose email This section allows you to compos
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