ECT Manager Tutor Manual

  1. What is a Tutor?
  2. How To Register Your School
  3. Registering as a Tutor
  4. How to Log in to ECT Manager
  5. How to Retrieve a Username or Password
  6. Two Factor Authentication
  7. Dashboard
  8. Pending Tasks
  9. Digital Signatures
  10. Creating a new Tutor
  11. View Resources Provided by your Appropriate Body
  12. Register an ECT
  13. View a List of your ECTs
  14. View an ECT’s Details
  15. Editing an ECT’s Details
  16. Uploading ECT Documents
  17. Completing a Progress Review Form
  18. Completing an Assessment
  19. Digitally Signing an Assessment
  20. ECT Alerts
  21. Help and Support
  22. Changing your Log In Details

What is a Tutor?

An Induction Tutor can complete assessments and register ECTs in your school.

An Induction Tutor is referred to as 'Tutor' on ECT Manager.

Tutor Access Privileges

  • Add/Edit/Remove ECTs.
  • Add/Edit/Remove Tutors.
  • Complete Assessments and Progress Reviews

How To Register Your School

The Head Teacher, an Induction Lead will need to add your School to ECT Manager. Please see the section Registering your School.

Registering as a Tutor

The Head Teacher, an Induction Lead or an existing Tutor will need to add you to ECT Manager. Please see the section Creating a new Tutor.

How to Log in to ECT Manager

You will need to login to ECT Manager with your unique username and password in order to use the system.

Please Note: You should never login using a password belonging to another member of staff. This is against the terms and conditions of using ectmanager.com. If you require access to ECT Manager please ask an existing Tutor, Induction Lead, or Head Teacher to add you to the system as a Tutor.

Entering a Username and Password

To return to the login page from any ECT Manager page you can click on the Login link from the top right corner of the screen. If this link is not available and your see Log Out instead this means that you are already logged in.

From the Login Page you will need to:

  1. Enter your username and password.
    1. You can use the Show Password checkbox to see what you are entering for your password.
    2. Enter the username and password exactly as you received them.
  2. Click on Log-in to be taken to your dashboard. If you cannot login to ECT Manager please see How to Retrieve a Username or Password.

If you attempt to login into ECT manager 5 times unsuccessfully you & your IP address will be locked out for 30mins.

How to Retrieve a Username or Password

The password recovery page can be used for retrieving login details for all users at your school.

Accessing the Password Recovery Page

The link to the password recovery page is below the Login Details box on the Login page.

  1. Click on the Can’t access your account link.

  2. This will give you three different methods to retrieve your login details. You only need to enter one and click the accompanying continue button.
  3. Once you have entered one of the three options above we will send you a password reset link to your email address.

Please Note: Emails are not always instant and can take over 10 minutes to arrive depending on your mail server.

What to do if the Email Does Not Arrive

If you do not receive the email after 20 minutes please try the following:

  1. Please make sure that you are checking the correct email address.
  2. Check your junk email box.
  3. Contact your IT Manager or the person that manages your email server. All emails that are sent from ECT Manager arrive from the email address do_not_reply@ectmanager.com. Your email server may be blocking email arriving from this address.
  4. Another Induction Lead or Head Teacher can login to view the username or change the password for any Tutor or ECT. To do this they will need to login and go to the list of ECTs or Tutors and select the relevant user. From the user details page they will see the username and be able to change the password.
  5. If you are still having trouble retrieving the login details click on the Help & Support button on the top right of the screen; here you can add a new helpdesk ticket or contact your support number.  More information can be found here

Two Factor Authentication

Two Factor Authentication is an enhanced security measure. If you enable this feature, every time you enter your username and password we will send you a unique 6 digit code via email or text which you can use to log in.

This is an optional feature, we recommend using it.  You can turn it off at any time.

 

On your dashboard you will see a blue banner 

If you click on the 'learn more' link it will take you to the correct page to set up two factor authentication or you can choose to 'dismiss' this message for one month.    

Enabling Two Factor Authentication

To enable this go to your Login Details page

My Account >Login Details

If you wish to use your mobile for this process ensure it is entered on this page.

Tick the 'Two Factor Authentication' box and press save.

how to enable two factor authentication

How it works

When you enter your username and password on the login page you will be asked how you wish to receive your verification code.  

Select your preferred method and click 'Send Verification Code button.

select your authentication method

The code should arrive within a couple of minutes.  The code will expire after 5 minutes.  

Please check your junk/spam folder if you do not receive it.

If it doesn't arrive click 'Resend Code' button to request another code.

entering your code

Enter the 6-digit code into the verification box.

And press 'Verify' 

 

 

If your code has expired ECT Manager will inform you and ask you to request a new code.

expired authentication code

If your verification code is entered correctly you will have access to ECT Manager as normal.

 

If you enter 5 incorrect verification codes you will be locked out of ECT Manager for 30 minutes.  This is a security measure.  

invalid verification code

Disable Two Factor Authentication

When logged into ECT Manager, go to your 'Login Details' page

My Account > Login Details

Untick the 'Two Factor Authentication' box and press save.

  

Dashboard

Once you have logged in you will be taken to your ECT Manager Dashboard page which provides quick links to your tasks.

Pending Tasks

When you have pending tasks to complete on the system, your dashboard may not be visible. Instead, you will see a list of your pending tasks, such as assessments that need completing or digitally signing. You can click the links to view, complete or digitally sign the assessments. You can also tick all the boxes and sign all of the assessments in one go.

Digital Signatures

What is a Digital Signature?

Your digital signature is a very important part of the ECT process. Rather than using paper forms, we require you to digitally “sign” the forms, without ever having to put pen to paper or post anything.

Digitally signing an assessment or registration is considered the same as signing a paper copy in legal terms. Only the signatory themselves must use their digital signature.

To digitally sign an assessment or registration, you’ll need to tick the box to confirm you are signing and then click on the green confirm button.

 

Creating a new Tutor

  1. Login to ECT Manager.
  2. From the top main menu click on Tutors.
  3. Click on the Create a new Tutor link.

You will need to:

Complete all of the required information.

Ensure that the email address is entered correctly. ECT Manager will use this email address to inform of important information such as when progress reviews and assessments are due.

Please Note: Received Training is not for training on the ECT Manager system. This is for the training received from the Appropriate Body for monitoring ECT induction.

Click Save 

An email will be sent to the new Tutor’s email address with their login details.

View Resources Provided by your Appropriate Body

  1. From the top grey menu select Resources.
  2. Browse through the folders
  3. Click on the resource to download.


Register an ECT

  1. From the top grey main menu move your mouse pointer over ECTs. A drop-down menu will appear.
  2. Select Register ECT
  3. Select the induction type

Teaching Agency Registration Information

  1. Complete all of the required information.

Please Note:

  1. You cannot register an ECT that does not have a Teacher Reference Number. Contact your Appropriate Body if you do not know what this is.
  2. The Last Name and Date of Birth must exactly match what is registered with the TRA.
  3. Click the green Continue button to move on to the next step.

Contract Details

  1. Complete all of the required information.
    1. To select multiple years to teach hold down the CTRL button on your keyboard and click on each year.

Please Note: It is important that you select the correct days per week as this will be used when generating assessments.

  1. Select an existing Tutor from the drop-down list or click Add New Tutor.
  2. Enter the ECF Mentor details (The ECF mentor is for information purposes only, they do not require access to ECT Manager)
  3. Click the green Continue button to move on to the next step.

Training Details

  1. Complete all required information.
    1. If the teacher training institute is not available select Other.
    2. To select multiple qualified subjects hold down the CTRL button on your keyboard and click on each subject.
    3. Click the green Continue button to move on to the next step.

Home Address

  1. Complete all required information.
  2. Click Next Step.

ECF Programme

  1. Select from the drop-down box what approach you have opted for to deliver an ECF-based induction for the ECT.

Answer the relevant questions and press Continue

Confirm Registration Details

You will be taken to the last page where you can confirm all the registration information.

  1. Check that the ECT’s details are correct.  If you need to edit any of the information click on 'edit' next to that section and it will take you back to the relevant page on the registration form.  
  2. Click the green confirm button to Complete Registration.
  3. The Headteacher will need to digitally sign the registration form.  After the Head Teacher has signed the form, it will then be sent to the Appropriate Body who will complete the QTS check and authorise the ECT's induction.  

View a List of your ECTs

  1. From the top grey main menu move your mouse pointer over ECT's. A drop down menu will appear.
  2. Select List of ECTs.

View an ECT’s Details

  1. Go to the list of your ECTs. (See View a List of your ECTs.)
  2. Click View next to the name of the ECT you wish to view.

Overview Page

From this page, you can see a summary of the ECT's details.

 

Status and FTE

Details of the current status of the ECT and FTE completed and remaining are displayed in the top section of this page.

Website Login Information

The username for the ECT is displayed.  You can also resend or reset the ECT's password if you need to.  

Progress Reviews and Assessments

A list of all completed, due and upcoming progress reviews and assessments are listed in this section. When a progress review or assessment becomes available you will be able to click on a Complete or Fill In link next to it.

A Print link next to a due or completed progress review or assessment allows you to view a PDF version which can be saved to your computer or printed.

Print Details

Clicking on Print Details from the left menu will download a PDF version of the ECT registration form.

Editing an ECT’s Details

  1. Go to the Overview page for the ECT. (See View an ECTs Details.)
  2. From the left menu select an option. These are explained below:

Personal Details

This page allows you to update:

  • The name of the ECT.
  • Email address.
  • Date of birth*.
  • Teacher reference number*. 
  • Home address.

*Note that DOB and TRN cannot be edited once the ECT has been verified with the Teaching Regulation Agency

Training and Qualification Details

This page allows you to update:

  • The Date QTS (Qualified Teacher Status) was awarded by the TRA.
  • Teacher Training Institute Attended.
  • Qualified Subjects.
  • Qualified Age Range.
  • Has the ECT been DBS checked?
  • Have references been sought for this ECT?
  • Has this ECT successfully completed the skills tests for Numeracy, Literacy, and ICT?

Tutor & Mentor

This page allows you to specify who the current Induction Tutor for the ECT is and state the name of the ECF Mentor (for information purposes only - the ECF Mentor does not have access to ECT Manager).

Contract Details

This page allows you to update:

  • The Start Date of Induction at the current school.
  • The Year(s) the ECT is to teach.
  • The Subject(s) the ECT is to teach.
  • How many days per week the ECT will work.
  • Whether the ECT is on a permanent or temporary contract.

Associated Schools

If the ECT has been at more than one school within your Appropriate Body this page will display information about the previous schools and the FTE achieved.

This page only displays schools that have been entered into ECT Manager.

Previous Schools

The Previous Schools page displays information about the schools that the ECT attended outside of the Appropriate Body's area. You can add or remove previous schools from this page.
This page allows you to update:

  • Previous school name and address.
  • Appropriate Body.
  • Start date.
  • Terms completed. Days of absence.

ECT Documents

Please see the section on Uploading ECT Documents for more information.

Uploading ECT Documents

ECT Manager allows you to upload documents that support an ECT’s induction if your Appropriate Body have signed up to this package.  As well as yourself as the Induction Tutor, the documents are visible by the ECT, Induction Lead, Head Teacher and Appropriate Body.

Please note:

Documents will need to go into a folder so create a 'General' folder for those that don't fit anywhere else.

If the folder is empty it will disappear, if you wish to keep the empty folder structure in place you can save a test document into the folder.

You can change the folder the documents are in by clicking on the 'view/edit' link next to the document and selecting the new folder or creating a new one. 

To add a document:

  1. Go to the Overview page for the ECT - see view an ECT's details  
  2. Click Documents from the left-hand menu.
  3. Click Add a new document.
  4. To create a folder click on New Folder in the dropdown.  Give your folder a name.  
  5. Enter a name and description for the file.
  6. Select the file to upload.
  7. Click Save Details.

Completing a Progress Review Form

You will receive email reminders from ECT Manager when a progress review form is due to be completed in a week for one of your ECTs.  You will continue to be reminded by email the day before it's due, the day it's due, to say it is overdue and then a weekly overdue reminder.  

These email reminders are also sent to the the Induction Lead, Head Teacher and the ECT.  

Accessing a Progress Review Form

When a progress review becomes due it will appear in your dashboard - click on 'Fill in' to access the online form.

 

If the report is not due there are two ways you can access the form.  Click on Upcoming Reports on your dashboard - this will take you to a list of reports and assessments that are coming up for your ECTs.

Or you can access the reports from the ECT's overview page by going to Your ECTs in the main black menu and selecting List of ECTs. 

Click on View next to the ECT in question and on their overview page you can see the progress reports that are completed or next to be completed.  The next progress review is generated as the last one is completed.

On the overview you can see the type of report - P = Progress Review, A = Assessment

The dates of this reporting period and the due date of this report.  The status of the report.

You can choose to 'Fill in' the report or 'Print' which will download a PDF of the form.

If any of this information is incorrect, especially the type of report and the dates of the reporting period please speak to the Appropriate Body.      

Completing a Progress Review form

Remember to save at regular intervals so that you don't lose any of your work.

Note: as soon as you start to complete the progress review your comments are visible to the ECT 

To complete a progress review form click on 'Fill in' - this will take you to the online questions that you are required to answer.

The first page asks you to check and confirm the ECT's contract and to confirm if the ECT is remaining at your school next term.

If you tick Yes (the ECT is remaining at your school) you will be taken to the next page of the form.

If you tick No (the ECT is not remaining at your school) the system will generate an interim assessment form which you can complete instead of the progress review form - this will provide the ECT will a more detailed report to take to their new school.  [Complete the interim assessment questions and submit the form to the ECT to add their comments and sign.  It will come back to you and the head teacher to sign.]

 

On the progress review form you will then be asked to check the days served in this reporting period and to state if the ECT has had any absence.  

You will then be asked to confirm if the ECT has had access to a programme of support based on the ECF and received all of their statutory entitlements.  There is a reminder of the statutory entitlements if you click on the red link 'Show Statutory Entitlements'. 

You are then asked if the ECT is on track or not on track.  

This is where the questions may start to differ depending on what questions the Appropriate Body is using.  The next few images below give you an idea of the questions that may be asked but they are for illustration purposes only.  

Sometimes you will be asked to add a support plan to the ECT document area rather than in the progress review form.  This differs depending on the appropriate body set up.  There may be additional questions that follow if the Appropriate Body has added additional questions.

You will then be asked to confirm the contract details for next term.

    You will then be asked to save the form to return later or send it to the ECT for their comments.

You can then send the ECT a reminder of their login details if you need to.

The Appropriate Body set the earliest date you are able to submit the form to the ECT for their comments and signature.  If it is too early for you to send the form to the ECT you will see the following message and you can return to the form to send it on the date stated in the message.  

Signing a Progress Review

After the progress review has been read by the ECT, they have answered any questions, added their comments and signed you will be prompted to sign the form also.  Log into ECT Manager and on your dashboard you will see the reports you need to sign.

 

You can also sign the form from the ECT's overview page.  Go to Your ECTs > List of ECTs, click on view next to the relevant ECT.

Here you can click 'Sign'.  You will be taken to the Digital Signature page where you can download a PDF of the completed form, tick to digitally sign the form and press the green 'confirm' button. 

 

Once you have signed the form it is submitted to the Appropriate Body.

Completing an Assessment

  1. Go to the Overview page for the ECT. (See View an ECT's Details.)
  2. Click on Fill In on the relevant assessment from the list.

This Term's Contract Details

  1. Check the information for This Term's Details.
  2. If the information is incorrect then click the link to update it
  3. Then click the green Continue button.

Days Served Employed & Absent

  1. In the first box enter the number of days that the ECT has worked during the said period, not including weekends, bank or school holidays but including absences.  This should be pre-populated so if you agree with the number leave it as it is.  
  2. In the second box please select the yes or no from the drop-down box and then enter the correct number of days the ECT should have been working but was absent during the said period. This should not include weekends, bank or school holidays, or days when the ECT was not contracted to work. 

Recommendation

  1. Based on the teacher's performance against the Teacher's Standards within the assessment period, which one of the following statements is applicable?
  2. Tick one option and move on to the next section below.

Further Information

You will then be asked a series of questions.  These may differ depending on your Appropriate Body and the questions they would like you to complete.

Remember to save at regular intervals so that you don't lose any of your work.

Note: as soon as you start to complete the assessment form your comments are visible to the ECT 

  

  1. Complete all required information.
  2. Click the save button and then the green continue button.

Next Term's Contract Details

  1. Check the contract details for the next term.
  2. If you select no and the ECT will not be remaining at the school for all or part of their next assessment more information will need to be filled out.

  1. Once you are happy that the assessment is complete select the checkbox "I have completed my part of the Assessment and it is ready for the ECT to add their comments".  If not you can tick the first option to 'save and return later'.  
  2. Click the green continue button.

ECT Comments and Signature

Ask the ECT to login using their username and password to read through the assessment, add their comments and digitally sign the assessment.

Add your Digital Signature to the Assessment

After the ECT has added their comments and signed the assessment it will require a signature from the Induction Tutor and Headteacher.  Login to ECT Manager and you will be prompted to sign the assessment.  See the section Digitally Signing an Assessment.  

You can then ask the Head teacher to login to sign the assessment also.  

Digitally Signing an Assessment

  1. Go to the Overview page for the ECT. (See View a ECT’s Details.)
  2. Click on Sign (If the Sign link is not available you will need to 'Fill In' the assessment or progress review - or prompt the Induction Tutor to do this)
  3. Click on the yellow button to 'View the printable form', then tick the box to digitally sign the form.
  4. Click Confirm to save.  

ECT Alerts

Add an ECT Alert

  1. From the top grey, menu move your mouse pointer over ECT. A drop down menu will appear.
  2. Select Alerts.
  3. Select the ECT from the drop down list.
  4. Enter a message and select if you wish to be contacted or additional support is required.
  5. Click Send Alert.

View ECT Alerts and Responses

  1. From your Dashboard page select View, all ECT Alerts from the right-hand side of the screen.
  2. The Dashboard page is displayed when you first login to ECT Manager.
  3. Click View next to the ECT you wish to view the alert for.

Help and Support

Adding a Helpdesk Ticket

  1. From the top grey menu move your mouse pointer over Help & Support. A drop down menu will appear.
  2. Select Help Desk.
  3. Click Submit a New Support Ticket.
  4. Fill out the details.  If it is a website issue you can copy & paste the web address.  You can also upload an image or screenshot to the ticket or a file if that will help your Appropriate Body understand the issue.  

    new ticket creation
  5. Once saved, you will then receive an email with an issue number and support pin. You can use these details to view responses to your helpdesk ticket. There will also be a link to your support ticket within the email. You will receive an email when a response is sent.helpdesk ticket sent

Viewing a response to a Helpdesk Ticket

  1. You will receive an email when a response is received.
  2. Click on the link within the email to access your support ticket
  3. If technical support has responded to your ticket you will see it under the Answers section.

Changing your Log In Details

  1. From the top grey menu select Login Details.
  2. Edit your login details.
  3. Click Save Details.

Updating Security Information

  1. From the top grey menu select Security Information
  2. Select the type of security questions you want on your account from the dropdown menu and enter an answer for each question.
  3. Enter a mobile number - to be able to receive username and password requests as text message (this will not be shared with anyone and is only used for login retrieval)
  4. Press Save to update your information.
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The system was formerly called NQT Manager, some images in these user manuals will still refer to NQTs but the system has been updated to refer to ECTs. We will be updating the images in these user manuals over time.