Maintained Alternative Provision

Pupil referral units and education centres have a duty to ensure that pupils make progress, but often have to manage complex provision with multiple internal and external elements.

Key questions for leaders in maintained alternative provision:

How do I ensure that pupils educated off site are safe?
How do I know that medically vulnerable pupils or those on part time timetables are making progress?
How do I evidence the ways we identify, assess and meet the needs of all pupils regardless of the pathway they are on?
How can I collect more detailed progress data without increasing workload to my team?

LearnTrek for maintained alternative provision allows PRUs, education centres and other maintained alternative provisions to bring together a range of progress tracking metrics in one system. Whether you are supplementing existing software, consolidating multiple systems or integrating your MIS data to work alongside LearnTrek modules, we have the right product options for you.

With settings and metrics that flex to the unique nature of your provision, save time and produce detailed reporting, and automate communications with staff, parents and other stakeholders.

Frequently Asked Questions:

Maintained Alternative Provisions

Pricing

How much does LearnTrek cost?

We offer three different LearnTrek subscription packages for alternative provisions:

Basic
Extended
All inclusive

Each package contains a selection of modules, and these are priced differently depending on the number of active pupils you have on your system at the end of each month.

Costs start from as little as £83 per month for smaller pupil numbers. For a conversation about costs and functionality, contact us to book a scoping call.

What is included in each package?

Our basic package contains:

- Pupil database
- File uploads
- Attendance & participation
- Logs
- Safeguarding
- School reports creation
- Basic reporting

Our extended package includes everything in the basic package plus:

- Behaviour tracking
- Targets tracking
- Communications log
- Incident management
- Management reporting

Our all inclusive package contains everything in the basic and extended package plus:

- Curriculum tracking
- Single Central Record
- Custom automations
- Custom snapshot reports
- MIS integration on features such as attendance

Is there an additional training or maintenance cost?

There is no additional cost for ongoing support, which is provided by our helpdesk 9am-5pm Monday-Friday during the school term.

We provide extensive onboarding and initial training as part of the setting up process. We also provide a library of self service help videos to support your team when navigating the system.

Should you require further training, we are happy to provide it at additional cost.

Do you charge for inactive pupils?

There is no charge for inactive pupils. You can keep records for pupils who have left your provision for the maximum legal term for this type of information. A pupil is only considered active if you are regularly adding new data to their record.

Do we need to start at the beginning of an academic year?

You can get started with your subscription at any point in the year, but your license will run for 12 months.

Do we need to sign a contract?

Your organisation will be required to sign a Software Application License Agreement for a minimum 12 month period. Your licence can be renewed after 12 months for a further period of at least 12 months.

When do we pay?

We invoice at the end of each month, with costs depending on the number of active pupils on the system in any given month, and the package that you are using.

If your pupil numbers change from month to month, you can move up and down our pricing bands within your chosen package. This can save you money if your pupil numbers fluctuate over the course of the 12 month license period.

Security and data protection

How does LearnTrek meet GDPR requirements?

We store, process and manage all personal data in the UK. We meet and exceed the requirements of GDPR, protecting the data we store on your organisation, your users, your students and their families, as well as professionals and others whose information we process. To read our Privacy Notice, click here.

You are able to retrieve all the data you need for Subject Access Requests (SAR), and we enable you monitor and delete data to comply with ICO standards.

Our staff are all DBS checked and receive regular training on their responsibilities in handling sensitive information.

We are fully registered with the Information Commissioner’s Office and take seriously our responsibility to protect your data.

What cyber security measures are in place to protect our data?

Our parent company is Huis Technologies Ltd, and our data is hosted by Amazon Web Services.

AWS offers a range of cyber security features including cyber security scanning and multi-factor authentication. We strongly recommend that users take up our offer of MFA as it is free of charge!

All our devices are installed with Malware and access is protected by multi-factor authentication.

We are registered with the UK Government’s Cyber Essentials programme. A copy of our Cyber Security Policy can be found here.

What security features are in place to protect staff?

We lock down access to our databases to specific individuals, and only allow access through strict gateways.

All logins to our systems are logged and tracked, and strict policies are enforced which create alerts if breached.

Staff passwords are also changed regularly and, since data is kept on our central system, permissions can easily be revoked if needed.

Multi-factor authorisation is free and available to all users of LearnTrek.

Getting started

How do we get started?

Once you have decided to subscribe to use the LearnTrek system, you’ll need to sign a Software Application Licence Agreement.

After this we will agree a start date including some setup dates for your senior leader/s. We usually set you up during 3-6 x 90 minute video calls with one of our senior team.

How quickly can we get using the system?

Once we have an agreement in place, we can usually get you set up within 5 working days. What may take longer is the process of training your staff – this is something we can agree in advance and tailor to your needs.

What training do you offer for setup?

You will do 3-6 x 90 minute setup sessions, during which time we will train your senior leadership team and/or a nominated senior person/ stakeholder.

After this, we will agree a number of staff training sessions depending on your needs. This will usually be determined by the pace at which you would like all staff to be “up and running” on all aspects of the system.

We offer training via video calls and can arrange face-to-face training for UK users. We also offer a full library of support videos to help staff understand how to use the system in their own time.

If you require ongoing, additional training (such as in-person INSET training) we are happy to provide this at an additional cost.

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