Level 2 Planning Toolkit

Help

Getting Started

The school Principal must first set up both themselves and their school on the E-Planning Tool before other teachers can either add themselves or be invited by the Principal. The Principal must also validate each teacher before they will be able to access any of the information within the e-Planning Tool.

Information on students can only be collected with the agreement of students and their parents or guardians. They must be aware of what information is required, why the information is required and for what purpose before giving consent to the information being recorded. The NCCA has created a Consent Form to assist schools in this context. Download it from the Help page of the Level 2 e-Planning Tool: https://level2planning.ncca.ie/page/help

Schools are advised to collect and securely store the completed forms on the school premises in accordance with the school’s policies.

Principal Account Section

The initial online registration of a school for the e-Planning Toolkit must be completed by the school Principal. This is done by the Principal clicking on the big green “Register” button on the homepage of the e-Planning Tool https://level2planning.ncca.ie and filling in their details. Apart from the elements of the registration process identified as for the Principal only, the rest of the process is the same for every other account type on the system.

  • The initial online registration of a school for the e-Planning Toolkit must be completed by the school Principal. This is done by the Principal clicking on the big green “Register” button on the homepage of the e-Planning Tool https://level2planning.ncca.ie and filling in their details. Apart from the elements of the registration process identified as for the Principal only, the rest of the process is the same for every other account type on the system.
  • Identify what type of user you are by clicking on ‘Principal’ or ‘Teacher’ in the ‘type of user’ dropdown menu.
  • You will see a message appear when you select the “Principal” option that you are confirming that you are the Principal once you click on the “Register” button at the end of the form. If choosing “Teacher” no such message will appear.
  • The Principal’s account on the e-Planning Tool is the only one that also requires a contact/telephone number. This is for security and NCCA may on occasion contact you by phone for feedback on the e-Planning Tool and its use in the school. These calls will be limited to one per year at most, unless a further call is requested or warranted.
    NOTE:Only one teacher per school can register as the Principal.
  • Next you will need to enter the School Roll Number. There is a green “Registered” button here you can use to check whether your school is already on the system or not. It’s important that the School Roll Number is entered in full and without any spaces between the numbers and the letter.
    NOTE:All teachers from the same school registering for an account with the e-Planning Tool will need to ensure they also use the same School Roll Number.
  • Choose school type from the dropdown menu. There are two options here: primary/special, and post-primary.
  • Next, fill in your first name, surname and email address. Your email address is important as it is used by you when you log in to the e-Planning Tool and is also where the system will send your initial “Account activation” email.
  • Next, add in a password that you will use to log in to the e-Planning Tool. This password is case sensitive and must be at least 10 characters long and contain at least one numerical character.
  • You must then complete the Captcha by typing in the number you see.
  • Read the Terms of Service and then tick the box, indicating that you agree to them before finally clicking on “Register”. You will see the following message at the top of the login page.

You will be taken to the login screen where there will also be a message to check your email for the account activation email. You must do this before you try to log in.

Check your email account for an email from "NCCA-e-Planning Tool". If you don’t see it in your main email, please check your SPAM/Junk folders. It should look like this


Once you have clicked on the “Activate” link, you will be taken to the e-Planning Tool where you can now log in. You will also receive the following email to confirm your account has been activated.


You can now log in.

The Principal has access to the following menu:

  • Teachers
  • Students (and student Reports through a dropdown menu)
  • Notifications
  • Help
  • Gaeilge
  • Profile
  • Logout

The menu can be accessed by:
  • clicking the orange button on the top right hand corner of the screen (Layout 1) OR
  • Click on the word/icon on the menu toolbar on the top of the screen (Layout 2)

Teachers:
Under this menu a Principal can "Invite Teachers" to register for the Level 2 e-Planning Tool:

  • Invite Teachers to register for the Level 2 e-Planning Tool
  • Set the Lead Teacher Account
  • Remove a Lead Teacher
  • Transfer Teacher
Steps for the Principal to take in each instance are explained in the following sections.

Invite Teachers:
Click the “Invite Teachers” and add a teacher’s name and email address. Once the Principal clicks the “invite” button the e-Planning Tool will email the teacher a direct invitation to join.

All a teacher needs to do is click on the link in the email and they will be taken to the registration screen. Alternatively, teachers can register themselves and once they use the same School Roll Number and “Activate” their accounts, they will be visible to the Principal.

Once visible, the Principal needs to click on the orange “Verify” button beside their name in order to allow them to have access to the online Level 2 e-Planning Tool for the school. Once the “Verify” button is clicked, the Principal will be required to confirm their decision.

When teachers have been verified on the e-Planning Tool, the Principal then has the option of deleting their account at a later stage should they, for example, leave the school.

A Lead Teacher account must be assigned to one of the Teacher Accounts by the Principal. The roles associated with this account are described in the Lead Teacher section of this document. To establish a Lead Teacher account the Principal must click on the "Action" dropdown menu across from the teacher account you wish to establish as the Lead Teacher for the school.


When chosen, the Principal again needs to confirm their decision before the teacher is set as the Lead Teacher for the school.


The Principal then has the option, at a later stage, to "Remove as Lead Teacher" and set another teacher up as the Lead Teacher.


If, for example, a teacher is moving from one school to another and both schools are using the Level 2 e-Planning Tool, the Principal of the school they are moving to has the ability to request the transfer of that teacher. Once a teacher already has an account in the e-Planning Tool there is no need for them to register again.

In order to transfer a teacher, the Principal of the new school (the school the teacher is moving to), logs into the system, goes into "Teachers" and clicks the "Transfer Teachers" button.

In here they input the teacher's name and email (the email that teacher logs in with).

The e-Planning Tool then finds the school the teacher is currently linked to and sends an internal notification to the Principal of that school. This appears as a bell symbol, numbered (based on the number of notifications that are present).

By clicking on "Notifications" the Principal can view all of the notifications being sent to them.

By clicking on the "View" button beside the notification the Principal (of the school the teacher is moving from) can then either confirm/deny this transfer.

If confirmed the notification is removed and the next time that teacher logs in their account will be associated with the new school, if denied it will still be associated with the old school.

Any work that the teacher who is moving has done with the students through the Level 2 e-Planning Tool is not lost or deleted. This is explained in more detail in the Lead Teacher section.

A Principal can “Add” students’ details into the Level 2 e-Planning Tool. To do this the Principal clicks on “Students” in the Toolbar/menu and then clicks on the green “Add” button

The process is very straightforward and is explained in more detail in the Lead Teacher section of this document.

If, for example, a student is moving from one school to another and both schools are using the Level 2 e-Planning Tool, the Principal of the school they are moving from has the ability to enable the transfer of that student's information. Once a student is already entered in the e-Planning Tool there is no need for their details to be re-entered. By clicking on the green "Transfer" button, the Principal can begin this process.


The following "Transfer?" dialogue box will appear


The Principal can use the dropdown menu of available student names to choose the student that is to be transferred. Once chosen the Principal then needs to enter the School Roll Number of the school the student is moving to and click "Confirm" to complete the process.
The Principal of the school the student is transferring to will receive a notification that they have a new student.


By clicking on the "View" button, the Principal can then either accept the student by clicking on "Confirm", or they can click on "Deny".


When "Confirm" is clicked the student information is transferred across to the new school. If "Deny" is clicked, the student information remains with the original school. The Lead Teacher will then have access to this student and be able to assign them to their various teachers in this new school.
NOTE: When a student has been transferred the work they have completed or that was in their plan is transferred with their other details. This appears in the Notifications menu of the Lead Teacher of the school they have been transferred to. For more details on reassigning this information to different teachers, see the Lead Teacher section below.
The Principal account can also generate student reports by clicking on the ‘download’ button. This is explained fully in the Lead Teacher section.

As has already been mentioned above, the two sets of notifications that a Principal receives are about the transferring of teacher accounts or student information from/to other schools within the Level 2 e-Planning Tool.

Lead Teacher Account Section

The Lead Teacher is a role that is assigned by the Principal (See "Setting the Lead Teacher Account" section above). Before this can be assigned the Lead Teacher must first register on the Level 2 e-Planning Tool as a Teacher. The registration process is the same for that of the Principal.

The Lead Teacher account has overall responsibility for assigning students to teachers within the e-Planning Tool.

The Lead Teacher has access to the following menu:

  • School
  • Students
  • Notifications
  • Help
  • Gaeilge
  • Profile
  • Logout
The menu can be accessed by:
Clicking the orange button on the top right hand corner of the screen (Layout 1) OR
Click on the word/icon on the menu toolbar on the top of the screen (Layout 2)

School
There are two sub-menus in this section. The first sub-menu is "Teachers":

The Lead Teacher can access Teacher account information. The Principal account is identified in this section with a blue "Principal" notice appearing beside the Principle's name.

In this section the Lead Teacher can:

  • Assign students to teachers
  • Edit (update) teacher account information if a teacher is unable to do so themselves. The Lead Teacher cannot edit the Principal’s account.
  • Deactivate a teacher's account.

Assigning students to a teacher: Click on the “Action” button beside teacher’s name and the click "Assign Students". The Lead Teacher can then quickly tick all of the students’ names that should be assigned to that teacher. Click on the green "Confirm" button to complete this process. When the teacher logs in, they will only be able to access the information of those students assigned to them.

Deactivating a teachers account:

By using the "Deactivate” button in the “Action” menu, the teacher can remain in the Level 2 e-Planning Tool and be later re-activated. In this way, teachers only need register once to use the e-Planning Tool.
A teacher account would be "Deactivated" if:

  • They are no longer teach any Level 2 students in their class.
  • They are on leave for an extended period of time (maternity leave, career break etc)

The second sub-menu is “Subjects”:
When assigning Learning Outcomes (see below) to students, both the subject and the teacher teaching the student must be assigned. This sub-menu is useful when a subject exists in a school, which is not on the normal dropdown menu of subjects, for example, a new Junior Cycle short course. Click on the green "Add" button in order to begin the process.

Add in the name of the subject in English (and in Irish if using the Level 2 e-Planning Tool in Irish) and click on "Save". This subject will then be available through the subject dropdown menu.

NOTE:
This only adds the subject to the list for the school. When assigning PLUs the newly created subject becomes available at this point only.

The Lead Teacher can also "Add" student information into the Level 2 e-Planning Tool.

NOTE:
After adding a student, it is possible at this stage to assign teachers to the student by using the green “Assign Teachers” button that is in the top right corner of the main page when viewing a student’s details.


Entering Student information:
Before any student information is added into the Toolkit, each student must return a signed copy of the Parental Consent Letter to the school or lead teacher. The Lead teacher (or Principal) can then enter all student information into the Toolkit. This needs to be done first in order to then connect the Priority Learning Units, Elements and Learning Outcomes to each student and to the teacher that will work with them. There is more information about this under the Principal section above.


Adding a student:
Click the green “Add” button on the top right hand corner of the “Student List” page.

The information you need to add for each student is as follows:

  • First name
  • Surname
  • Address (home address)
  • Date of birth
  • Class (the class they are in)
  • Year (the first year of their enrolment in the school).

When entering dates to any section of the e-Planning Tool it can be quicker to type them using a day/month/year format as the calendar function will automatically adjust to it as you type. Do not leave out any information, otherwise you will have to re-enter it as all fields must be completed in order for the entire entry to be saved to the e-Planning Tool.


Click on "Save" when done.

You can then enter another student and another, until you are finished. See below for an example of what your homescreen could look like when you are finished:


By clicking on a student’s name you can:

  • View a student’s details
  • Edit or delete a student’s information
  • Assign Priority Learning Units and teachers
  • Assign multiple PLUs
  • Generate reports (Achieved Outcome:by class and/or Student Learning Outcomes:for the current year)

By clicking on an individual student on the homescreen list, you will see you have further options that allow you to edit their details as well as connect Priority Learning Units and teachers to them. Depending on how you view this it could appear either directly below the student (Layout 1) or to the right of their details (Layout 2):

Layout 1:

Layout 2:

This gives you the option to "Edit" the initial information you entered for them, such as name, address and date of birth,

or to "Delete" their information entirely.

Clicking on the “View student”, or the arrow button, will open up a screen where you can begin to add details for their Level 2 Programme. Some of this information may already be available to you from previous schools or teachers who have worked with the student concerned.

For each student, the Level 2 e-Planning Tool is divided into three sections:

  • Personalising Learning
  • Features
  • Learning Outcomes:

You can add details under the following headings:

  • Summary of IEP,
  • Literacy
  • Numeracy
  • Language
  • Social & Personal
  • Main abilities, skills, talents and interests.

Click on the green "Add" button to begin to add information to the student’s Personalising Learning fields:

You do not have to complete all fields before clicking on "Save" as it is possible to return to an unfinished entry in order to complete it at a later date. Once saved it is possible to "Edit" or even "Delete" these entries should this be required by using the orange “Edit” or the red "Delete" buttons that will appear under the options tab beside the entry:

You can add details under the following headings:

  • Collaborating
  • Linking Learning with the Wider Community
  • Transferring Learning
  • Differentiating
  • Learning to Learn
  • Recognising Progress and Achievement
  • Using ICT and Promoting wellbeing.

Click on the green "Add" button to begin to add information to the student's Features fields:

You do not have to complete all fields before clicking on "Save" as it is possible to return to an unfinished entry in order to complete it at a later date. Once saved it is possible to "Edit" or even "Delete" these at a later date should this be required by using the orange "Edit" or the red "Delete" buttons that will appear under the options tab beside them.

You can add Learning Outcomes by first choosing the Priority Learning Unit/s (PLU) and Element/s under the following headings:

  • Communicating and literacy
  • Numeracy
  • Personal care
  • Living in a community
  • Preparing for work.
Click on the green "Add" button to begin to add these. At the end of this process is also where you will choose to add the teacher and subject to the student. You can choose more than one Priority Learning Unit and Element at a time should you so wish.

First, begin with choosing the PLU (the illustrated examples below will use Numeracy):

Click on the green "Next" button when you have made your choice/s to next choose the Element/s associated with the PLU:

At any time, during this process, you can return to a previous screen by clicking on the white "Back" button or you can choose to "Cancel" the whole process instead:

Clicking "Next" will bring you to a screen where you can choose from the Learning Outcomes based on your previous choice of Elements.

Clicking on "Next" will confirm your final choices and enable you to add the teacher who will be monitoring the student's progress in those areas as well as their subject area from the subject dropdown menu (see the "Subjects section" under "School" above for adding other subjects to this menu):

Click on the green "Finish" button to save all of the details to the student's Level 2 Programme: This will return you to the student’s “Learning Outcomes” page.

By clicking the arrow button beside ‘Students’ a Lead Teacher in a Post Primary school can assign multiple learning outcomes when working in a group/classroom context. This functionality is also available to Teacher accounts in Primary/Special schools as they will be working with larger numbers of students in their group/classroom contexts.

NOTE:
The option to assign multiple learning outcomes does not replace the need for individulaised planning for each student also. Information on differentiation can be included generally in the Features section when adding Learning Outcomes for each student and individually with each chosen Learning Outcome.

To assign multiple learning outcomes:

  • Click on ‘Assign Multiple LOs’ in the dropdown menu beside “Students”
  • Follow the process (explained above) for assigning learning outcomes.
  • Once learning outcomes are chosen students can be selected to assign learning outcomes to. Students can be filtered by class or using the list of student names.
  • A teacher can be assigned to all students at once by choosing a teacher name and clicking the ‘Apply to all’ button
  • However, different teachers can be assigned to different students and/or learning outcomes by choosing a teacher’s name from the dropdown menu beside each student and learning outcome.
  • Subjects can also be assigned to all students or to different students/learning outcomes in the same manner



Use the ‘Apply to all” button
OR
Use the dropdown menu beside each student and learning outcome

Learning Outcome Options:

Once a Learning Outcome has been assigned it appears under the student’s list of Outcomes. The Lead or assigned Teacher can use the “Action” menu under “Options” where they can:

  • Add differentiation information
  • Download a copy of the Learning Outcome
  • Mark it as Achieved
  • Delete the Learning Outcome entirely

Differentiation:
Teachers can also record how a learning outcome was differentiated for individual students. Click the ‘Differentiation’ button in the action menu. A screen will appear for the information to be inputted. The example shown is for the learning outcome ‘Recognise frequently used Euro notes and coins’. Information on how to download a copy of the learning outcome is explained fully in the next section.

The Lead Teacher can use the “Learning Outcomes” page to monitor students’ progress in the Level 2 learning programmes. By clicking on the “Action” button the Lead Teacher, or assigned teacher, can indicate that a Learning Outcome is achieved by choosing the “Achieved?” button in the Action menu. The ‘Action’ button appears when you move the move the mouse in the ‘Options’ box beside the teacher’s name.

When chosen the teacher gets a screen where they are prompted to add in the date when the Learning outcome was achieved. The date can be chosen from the calendar or can be typed in the usual day/month/year format.

NOTE:
Once the date has been submitted it cannot be altered.

Once this has been saved, it will be flagged as "Achieved" with the following blue indicator:

A learning outcome can also be deleted entirely by clicking the “Delete” button in the Action menu.

The main type of notification a Lead Teacher receives is when there is no teacher assigned to a Personal Learning Unit (PLU) of a student. This will mainly occur when a student is transferred from one school to another across the Level 2 e-Planning Tool.

By clicking on the green "Reassign" button, the Lead Teacher can choose from the list of teachers and then click "Confirm" to complete the process.

Other types of notifications are:

  • If the Principal has yet to update the “School Type” (Primary/Special or Post Primary), which is done through their profile. The Lead Teacher, however, as the main user of the system is the one who is notified if this is not yet done.
  • If a teacher wishes to delete a Learning Outcome from a student’s profile, the Lead Teacher is first notified about this. By using the “Action” dropdown menu beside the notification, the Lead Teacher can then either delete the Learning Outcome, or reassign it to another teacher instead.

Outputs from the e-Planning Tool

There are three types of output that can be generated from within the Level 2 e-Planning Tool:

  1. An individualised student learning programme (available in both Word or as a PDF)
  2. An individualised Learning Outcomes sign-off sheet as described in Marking Learning Outcomes Achieved section. This can be downloaded and printed for teachers to sign if required. (section deleted-was described above)
  3. Three types of report can also be generated and downloaded.
    1. Achieved Outcomes by class over 3 terms
    2. Achieved Outcomes by class over a set date range
    3. Learning Outcomes to date by individual student

NOTE:
Before you can complete the download of these documents, you will be asked to verify that you have read understand and agree to abide by the Department of Education rules for schools. There is a link available here should you wish to read this information. Click on “Confirm” if you are ready to download or click “Close” if you wish to cancel the download.

It is possible to generate versions of plans for each student that can be saved or printed as either Word or PDF documents, if required. This can be done by clicking into a student’s details and choosing either the “Download Word” or the “Download PDF” button. This will generate a document based on the latest details you have saved at that time. These are colour coded to correspond to the latest version of the Level 2 Learning Programmes Guidelines for Teachers document.

If required, within the student's Learning Outcomes screen it is possible to download a Word version of the sign-off sheet for each Learning Outcome. Click on the "Action" button that appears beneath the "Action" tab after the assigned teacher's name:

Click the “download” button. A copy of the Learning outcome as it currently appears (it may/may not be signed-off at this point.

This will download a Word document that will look similar to this example (depending on whether or not the Learning outcome has been marked as “Achieved”):

This can be saved or printed as required for use in the student’s portfolio of work for certification and may assist in monitoring student progress.

Reports can be generated by clicking the ‘Report’ button in the dropdown arrow button beside ‘Students’ button.

There are two Report Options in this section.

  1. Achieved outcomes by class
  2. Student outcomes: this year

Achieved Outcomes by class
This allows you to view the achieved outcomes of a class group over three terms or within a specific date range. Data will only appear if learning outcomes are achieved within the terms or timeframe. To view data:

  • Click on ‘Achieved Outcomes: by Class’
  • Select one of the two time periods and a class in the dropdown boxes
  • To download the data click the ‘Download PDF’ button.

Student Outcomes
This allows you to view the achieved learning outcomes of individual students in each PLU in the current school year. To view data:

  • Click ‘Student Outcomes’
  • Select a student

The information will be displayed as:

  • Student details (date of birth, year, class and address)
  • The total number of all assigned learning outcomes achieved and yet to be achieved.
  • The number of learning outcomes achieved, yet to be achieved, and unassigned for each PLU.
To download a report click the ‘Download PDF’ button.

Teacher Account Information

Teachers must first register on the Level 2 e-Planning Tool as a Teacher. The registration process is the same for that of the Principal or Lead Teacher. See the section above on “How to register for the e-Planning Tool”.

Teachers have access to the following menu:

  • Students
  • Notifications
  • Help
  • Gaeilge
  • Profile
  • Logout

The menu can be accessed by:

clicking the orange button on the top right hand corner of the screen (Layout 1)
OR
Click on the word/icon on the menu toolbar on the top of the screen (Layout 1)

Teachers can only view student information and cannot alter the student’s school details, the Personalising Learning section or the Features section.

However, once assigned to a student, a teacher can “Add” Personal Learning Units (PLUs). This is usually done in conjunction with the Lead Teacher and possibly other teachers who are also monitoring or involved in the student’s progress.

The process is identical to that of the Lead Teacher in the section above called “Assigning PLUs, Elements and Learning Outcomes”. A teacher can only mark as “Achieved” or “Download” or “Delete” a PLU that they have entered themselves.

If the Principal has set the “School Type” as “Primary/Special School”, then teachers in these schools are enabled, on the system, to deal with the students in their assigned class in much the same way as a Lead Teacher. This is due to the fact that in special schools students are assigned a class teacher who teaches all subjects while in post-primary schools the students are attending a number of subject classes and their supports, including the provision of the L2LPs is co-ordinated through the SEN Department/teacher. It is envisaged that the two access options adequately reflect the coordination needs of both types of schools when engaging in the L2LPs.

Please see the section above on the actions that are available to the Lead Teacher in the e-Planning Tool.

Notifications that a teacher has been assigned a new student will appear in the “Notifications” menu. This could be a new student to the school (possibly from an electronic transfer through the Level 2 e-Planning Tool) or a student moving from one teacher’s class to another’s.

Help, Gaeilge, Profile, Logout

Help
This section contains all of the "Help" files required in order to use the Level 2 e-Planning Tool. It includes an on-screen dropdown menu version of this document, broken into helpful chunks of information to make it easier to find the information being looked for.

It also contains a downloadable version of both the Consent Form and the full "Help" document, available by clicking on the green buttons in the top right of the screen.

Gaeilge
All of the information in the Level 2 e-Planning Tool is available in Irish and the e-Planning Tool can be used fully through the Irish language.

Simply by clicking on the language button will change the language of choice from English to Irish.

Profile

By clicking on the "Profile" button in the dropdown menu you will be able to see your own account information. It is possible to change your:

  • Surname
  • Firstname
  • email address
  • Password
However, you cannot change the School Roll Number.

Logout

By clicking on the "Logout" button in the dropdown menu you will be immediately logged out from the Level 2 e-Planning Tool.