e-Student Placement Record (e-SPR) User Instructions
User Instructions
NSW DET schools now have access to an electronic Student Placement Record (e-SPR)
available at:
https://www.det.nsw.edu.au/vetinschools/worklearn/worklearnpolicy.html
or www.schooltowork.com.au. Choose “VEiS internet” then go to “Workplace Learning”.
The form has been developed to assist schools in streamlining the completion of the
Student Placement Record. Teachers can encourage student completion of the
interactive form and can combine the data from multiple Student Placement Records into
one or more useful spreadsheets.
Schools that wish to use the full capabilities of the e-SPR such as the spreadsheet
capacity will need to purchase a copy of Acrobat 8 Professional. (Schools can purchase
this from DET for approximately $100.)
For more information on obtaining Adobe Professional software:
Phone 1800 338 457 or access the DET Intranet << A-Z Directorates << Information
Technology << Equipment and Software << Software
The following links will provide further information:
Instructions for using the e-SPR with Adobe Reader
Instructions for using the e-SPR with Adobe Professional (For teachers only)
Suggested procedure for managing completion of the e-SPR for work experience
Frequently asked questions
e-Student Placement Record (e-SPR) User Instructions
Instructions for using the e-SPR with Adobe Reader
Using Adobe Reader (free to download from the Internet) staff and students can perform
the following functions with the e-SPR:
ƒ complete the form online (except for signatures), save and print out, or
ƒ complete the form online (except for signatures), save and then email to the
relevant person, or
ƒ print out a copy of the form and complete by hand.
Step 1 – access the form
Access the form at:
https://www.det.nsw.edu.au/vetinschools/worklearn/worklearnpolicy.html
or www.schooltowork.com.au. Choose “VEiS internet” then go to “Workplace Learning”.
Step 2 – fill in the form
a)
b)
Fill in the form online by typing in the space provided. Note that some fields are
designed to repeat automatically. Be sure to type your full school name as you
want it to appear at the top of Page 1.
Or
Print out and complete by hand.
Step 3 – save and print the form
a)
b)
c)
To save the form, select “save as” from the menu bar. You can either save it to
your removable storage device or to the relevant folder on your computer or school
network.
Remember to save the e-SPR with a relevant name. For example, use your name
and school initials followed by your school year and calendar year. It would look
like this: johnsmithxhsyr102009.
Select “print” from the menu bar to print a hard copy of the e-SPR.
Step 4 – email the form to the relevant student or teacher
a)
b)
c)
d)
e)
Access your email through your DET portal.
Type a suitable email to the relevant student or teacher.
Subject “e-Student Placement Record”.
Attach the e-SPR and send.
Arrange for hard copy signatures.
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e-Student Placement Record (e-SPR) User Instructions
Instructions for using the e-SPR with Adobe Professional
Using Adobe Professional, staff and students can perform the following functions with the
e-SPR:
ƒ complete the form online (except for signatures), save and print out, or
ƒ complete the form online (except for signatures), save and then email to the
relevant teacher or student, or
ƒ print out a copy of the form and complete by hand.
AND (staff only)
ƒ import all data from saved e-SPRs into a spreadsheet which can be
manipulated for individual school use ***
ƒ export data from a spreadsheet or database into an e-SPR. ***
***
These last two functions are only possible if you have Adobe Professional installed
on your computer.
Step 1 – access the form
Access the form at:
https://www.det.nsw.edu.au/vetinschools/worklearn/worklearnpolicy.html
or www.schooltowork.com.au. Choose “VEiS internet” then go to “Workplace Learning”.
Step 2 – fill in the form
a)
b)
Fill in the form online by typing in the space provided. Note that some fields are
designed to repeat automatically. Be sure to type your full school name as you
want it to appear at the top of Page 1.
Or
Print out and complete by hand.
Step 3 – save and print the form
d)
e)
f)
To save the form, select “save as” from the menu bar. You can either save it to
your removable storage device or to the relevant folder on your computer or school
network.
Remember to save the e-SPR with a relevant name. For example, use your name
and school initials followed by your school year and calendar year. It would look
like this: johnsmithxhsyr102009.
Select “print” from the menu bar to print a hard copy of the e-SPR.
Step 4 – email the form to the relevant student or teacher
a)
b)
c)
d)
e)
Access your email through your DET portal.
Type a suitable email to your student or teacher.
Subject “e-Student Placement Record”.
Attach the e-SPR and send.
Arrange for hard copy signatures.
e-Student Placement Record (e-SPR) User Instructions
Step 5 – import all data from saved e-SPRs (staff using Adobe Professional)
a)
b)
c)
Save all forms into a separate folder with a relevant name. (See step 3).
Open Adobe Professional. Select “Forms” from the Menu Bar.
Choose “Manage Form Data” from the drop down list and click on “Merge Data
Files into Spreadsheet”. See diagram below.
d)
The following screen will appear. Click on “Add Files”.
e)
Browse to where your saved files are located. Select each file by holding down
the SHIFT key and clicking each file or alternatively hold the mouse button
down to select all files by dragging around the relevant section. See diagram
below.
e-Student Placement Record (e-SPR) User Instructions
f)
Click “Export”. This will open a window for saving a CVS file. Save your report
with a suitable name; for example, using the year group plus the date. It would
look like this: Year10 Report 20.3.09.
e-Student Placement Record (e-SPR) User Instructions
g)
Click “Save”. The following window appears.
h)
Click “View File Now”. Your Report will open in an Excel spreadsheet. This
imports ALL data from the e-Student Placement Records alphabetically
according to the field name.
i)
You need to resave this file as an Excel spreadsheet before you manipulate the
data. Simply delete the columns you do not wish to use. Move columns to suit
your own purpose and save with an appropriate file name.
j)
A list of column names and their associated fields in the order they are
imported has been provided on the next page.
k)
The significance of the list of fields is that you can note the data associated with
each column and delete columns you deem unnecessary. You can then create
spreadsheets for a variety of purposes, e.g. employers list, emergency contact
list, special requirements list, industry list etc.
Column
Header
A
B
C
D
E
F
G
H
I
J
K
L
M
Field Names - Listed in order of Import
File name
1Student name
Course
Date Parent/carer
Date Principal/nominee
Date host signature
Date stud signature
Emergency Parent/carer
Emergency contact signature if not parent/carer
Host Contact person
Host Email
Host Main activity
Host Ph Mobile
e-Student Placement Record (e-SPR) User Instructions
N
O
P
Q
R
S
T
U
V
W
X
Y
Z
AA
AB
AC
AD
AE
AF
AG
AH
AI
AJ
AK
AL
AM
AN
AO
AP
AQ
AR
AS
AT
AU
AV
AW
AX
AY
Column
Header
AZ
BA
BB
BC
BD
BE
BF
BG
BH
BI
BJ
BK
BL
BM
BN
Host Postcode
Host Printed name
Host Supervisor name
Host WP Other
Host Website
Host business
Host business address
Host contact position
Host employer/supervisor Signature
Host fax
Host industry
Host no employees at proposed worksite
Host other
Host ph
Host placement address if different
Host supervisor position
Host years in operation
Medicare No
PH emergency contact home
PH emergency contact mobile
PH emergency work
Parent/carer Address
Parent/carer Medicare No
Parent/carer Ph After normal business hours
Parent/carer Ph Home
Parent/carer Ph Mobile
Parent/carer Ph Work
Parent/carer Relation to student
Parent/carer postcode
Parent/carer signature
Parentcarerother name
Principal/nominee Signature
Principal/nominee name
Principal/nominee position in school
School
School Address
School Email
School Fax
Field Names - Listed in order of Import
School Class
School Class title
School contact details
School phone contact no
School website
School year
Stud Date of birth
Student Lunch Break
Student Medical conditions
Student Mobile No
Student Signature
Student emergency contact
Student estimate total hours
Student finish time
Student start time
e-Student Placement Record (e-SPR) User Instructions
BO
WP Activities duties by student
BP
WP Details
BQ
WP Finish date
BR
WP Other
BS
WP Start date
BT
WP Student special requirements
BU
WP number of days
BV
WP out of normal business hours
BW
WP student forbidden activities
BX
WP student risks
BY
WP student risks controlled
Fields listed below are check boxes - listed in the order they appear on the Student Placement Record
BZ
X CB1 WE
CA
X CB2 VET
CB
X CB3 O
CC
X CB4 BR
CD
X CB5 IP
CE
X CB6 OD
CF
X CB7 SS
CG
X CB8 OOB
CH
X CB9 HWE
CI
X CB10 HVET
CJ
X CB11 HO
CK
X CB12 HPG
CL
X CB13 HPE
CM
X CB14 HSE
CN
X CB15 HO
CO
X CB16 HEY
CP
X CB17 HEN
CQ
X CB18 FA
CR
X CB19 TF
CS
X CB20 LR
CT
X CB21 SC
CU
X CB22 L
CW
X CB23 TY
CW
X CB24 TN
CX
X CB25 IY
Column
Header
CY
CZ
DA
DB
DC
DD
Field Names - Listed in order of Import
X CB26 IN
X CB27 SC
Yr 9/10 Contact Arrangements
Z Finish time Combo
Z Start time Combo
Z Tick read only
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e-Student Placement Record (e-SPR) User Instructions
Suggested procedure for managing completion of the e-SPR
for work experience
Step 1
For the teacher/careers adviser:
Access the form at
https://www.det.nsw.edu.au/vetinschools/worklearn/worklearnpolicy.html. or
www.schooltowork.com.au. Choose “VEiS internet” then go to “Workplace Learning”.
•
•
•
Complete relevant parts of Section 1 (ie school program information), Section 2,
and Section 5 (the printed name and position below the blank signature space).
Save this version of the e-SPR to the school server.
Plan how you will file completed e-SPRs.
Step 2
•
•
Inform students about how to access the form on the school server.
Inform students about how you wish them to store their partially completed forms
on the school server.
Step 3
•
•
•
•
•
•
For the teacher/careers adviser:
Check that all information and signatures appear on the form.
Organise for three copies: Original to be held by the school. Copy 1: for host
employer. Copy 2: for the student. Copy 3: for the parent or carer.
Give the three completed copies of the form to each student to distribute as stated
above.
Step 7
•
For the student:
Return the form to your teacher/careers adviser by the closing date for final sign-off
and copies.
Step 6
•
•
For the student:
Collect the rest of the information and signatures in hard copy, up to Section 5.
Step 5
•
For the student:
Complete Section 1.
Electronically save and email the form as instructed by your teacher.
Print the form.
Sign the form.
Step 4
•
For the teacher/careers adviser:
For the teacher/careers adviser (OPTIONAL):
Organise for data entry from the completed hard copy Student Placement Record
for school use. (This may be by the student, yourself or office staff.)
Students can add the extra data details from employers etc, onto their e-SPRs
which can then be emailed to you.
e-Student Placement Record (e-SPR) User Instructions
•
This data can be imported directly into the school spreadsheet that was previously
created.
Step 8
•
•
•
•
•
For the student:
The completed Student Placement Record is an official Department record of your
placement. It records the conditions of the placement and all the required
approvals for your placement and then allows the Department of Education and
Training insurance and indemnity arrangements to come into operation to support
you and your host employer.
Check the information on the completed form and make sure you are prepared
with everything you need to begin your work placement or work experience.
Keep a copy of the form for your own reference.
Give your parents or carers a copy of the completed form before you start.
Give your host employer a copy of the completed form before you start.
Note: The e-SPR may be completed and emailed by employers and parents, but hard
copy signatures will need to be provided. At the discretion of the school, a faxed or
scanned and emailed version of the signed form may substitute for provision of the hard
copy.
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e-Student Placement Record (e-SPR) User Instructions
Frequently Asked Questions
1.
Can I use electronic signatures?
At this stage no provision has been made for electronic signatures but it is being
considered for future versions.
2.
How can I get my form signed?
The form can be printed out as a hard copy, signed by hand and faxed when necessary.
3.
May the form be emailed to an employer or parent for them to fill in their details?
It is fine for this to happen, and for the employer to email it back. You may then save the
data directly into your system. However the form is neither complete nor valid until it is
signed by the student, host employer, parent and school in hard copy.
4.
Are there links from the e-SPR to the Parents and Carers Guide to Workplace
Learning and Employer’s Guide to Workplace Learning?
Yes. If you are working with the e-SPR online you can click on any reference to these
guides, and you will be linked to the pdf version online.
5.
What is the value of the e-SPR for a block work experience program if you still
need to collect signatures?
Much of the value will come from the spreadsheets you can create, which import data
from the e-SPR. You can save time on data entry if you have each student input the
information into their own form and then export the information into your school system
from their completed and signed form.
Further, by allowing each student in the program to complete Part A at school when you
introduce the form, you will have a record in your school system for each proposed
placement. Additional data may be imported to the record by the student or teacher when
the completed e-SPR comes in with signatures.
6.
How will the e-SPR be used with Local Community Partnerships (LCPs)?
Most LCPs use their own specially designed database. LCPs would not need to use the
DET e-SPR but it is accessible from the Internet if they wish to do so.
7.
If I have used certain host employers in the past and saved their data on a
spreadsheet, can I import the data automatically onto the e-SPRs for new
students?
Importing data into existing spreadsheets is possible but the user requires an advanced
knowledge of spreadsheets to complete this process.
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