CaptureIT

Report learners and activities to acquit your grants with CaptureIT


CaptureIT Announcements:
Fields in CaptureIT are changing
Grant reporting and acquittal process is changing
Question and answers about changes

CaptureIT gives you the tools to accurately report on the people you are supporting without your learners needing to remember another login.

CaptureIT is easy to use and gives you complete control over reporting your learner activities. Unlike previous reporting methods, the onus on reporting learner activities falls on you, the Network Partner, rather than your individual learners, who previously had to register and login to a learning portal account in order for their activities to count towards your grants.

Now with CaptureIT, you can record all the digital skills support you are providing, even the activities that may have been missed if a learner forgets or doesn’t have the skills to login to their learning portal account. We hope CaptureIT will make it easier for you to report on the support you have delivered so that you can acquit your grants sooner and be eligible for additional funding.

"The CaptureIT system helped make our first lesson simple, productive, and stress free"

Cristelle from The Place Charlestown uses CaptureIT to easily manage her learners into groups.

How does it work?

When you first meet a learner, collect their details including mandatory demographic questions. You can collect this information easily using our printable template, or you can make your own sign-in sheet. If you already have a sign-up process for your organisation, compare the level of information you collect with our template. You may already be collecting this information and won’t need to create a separate process for your grants with us. Make sure you securely keep the original records of learner details for the duration of your grant contract.

CaptureIT Resources:

Important changes to how you report on and acquit Be Connected grants

With the extension of the Be Connected program to 2024, the Be Connected grant reporting and acquittal process is changing. From 1 January 2021, only learners and activities reported on CaptureIT will count towards the acquittal of Be Connected grants.

Previously Network Partners could choose to register your learners and activities either on the Be Connected Learning Portal or on CaptureIT. After 1 January, learners who register on the Learning Portal will not count towards grant targets.

Why this change is occurring

These changes will ensure that the information collected for the Be Connected program meets our contractual requirements with the Department of Social Services, who fund the program. These changes bring Be Connected in line with other Department of Social Services programs. This change will also give us a better understanding of the type of people you are supporting, allowing us to better represent the true impact work done in the Be Connected program. This change affects organisations with active Be Connected grants from 1 January 2021. Network Partners with active grants affected by this change will be emailed amended terms and conditions.

Collecting learner information

From December 2020 there will be some changes to the learner fields in CaptureIT. To enter each learner in CaptureIT, it will now be mandatory to complete the following:

  • First and last name - full names are required not just initials
  • Date of birth
  • Postcode and suburb
  • Gender*
  • Country of birth*
  • Language spoken at home*
  • Is the person of Aboriginal or Torres Strait Islander Origin?*
  • Does the person have a disability?*

Questions marked with an asterisk (*) have a "not stated" or "prefer not to say" option if learners do not wish to answer these questions. An email address or telephone number for each learner is not required. We expect Network Partners to make their best effort to collect full and accurate information from their learners.

Network Partners can choose to use our new printable sign in sheet to collect these details from learners, or use their own forms. You need to securely keep the original records of learner details for the duration of your grant contract.

Question and Answers

Can my learners still register on the Be Connected Learning Portal?

Yes, learners can still register on the Be Connected Learning Portal. However, registrations made on the Be Connected Learning Portal after 1 January 2021 will not count towards learner targets in Be Connected grant contracts. We will only consider the data entered into CaptureIT.

We still encourage Network Partners to work with their learners to register an account on the Learning Portal as it will give your learners the ability to track their own learning progress, and keep a record of their activities completed.

What about learners who I have already registered on the Learning Portal? 

Learners registered on the learning portal before 1 January 2021 will continue to count towards grant performance. Any learner that registers an account after 1 January 2021 will have to be reported through CaptureIT to count towards grant performance. 

Do I have to transfer my learners over from the learning portal to CaptureIT? 

No, Network Partners do not have to transfer learners over from the Learning Portal. They do need to make sure that any new learners they support from January 2021 onwards that they want to count towards a Be Connected grant are entered into CaptureIT.  We will ensure learners registered on the Learning Portal before 1st January 2021 still count towards current grant targets.

Why will new learners registered on the Be Connected Learning Portal after 1 January 2021, not count towards my grant performance? 

All programs funded by the Department of Social Services are required to ask their participants general demographic questions so that the impact of each program can be measured and compared. As grants manager of the Be Connected Network, the amount of information that is collected during sign-up on the Learning Portal is not meeting our contractual obligation with the Department of Social Services.

We have also heard that it is confusing having two different methods to report on your program and that some learners do not want to register an account, don’t have an email address, or forget to login before they complete an activity. We know you do much more work than represented in the data captured in the Learning Portal, and we want to give you complete control over your learner reporting. 

Streamlining grant reporting into one tool, CaptureIT, was the best way for us to meet our contractual obligations and at the same time make it easier for you to control your reporting.

What have other Network Partners said about CaptureIT?

Since its introduction in 2019, many Network Partners have been using CaptureIT to report their learners and their activities. We have heard that CaptureIT is simple to use and gives control to Network Partners to accurately report on their grant performance. Users of CaptureIT love how an email address is not required to report a learner, and how they do not need to spend a long time at each session helping people register and login to the Learning Portal.

I have already finished my grant, what do I need to do?

Network Partners who have completed and acquitted a Be Connected grant prior to 1st January 2021, you do not need to do anything. If you apply for one of our grants in 2021 - you will have to use CaptureIT.

What records do I need to keep for my grant?

Our current grant terms and conditions require that Network Partners keep all receipts relating to your grant expenditure. From 1 January 2021 - we are also requesting that Network Partners keep a record of the following to the end of your grant contract:

  • Learner registration sheets
  • Marketing materials
  • Expenditure receipts

These can be either hard or soft copy and must be stored securely. As part of our grant management process, we may request to view these records.

Is an email address required to record a learner in CaptureIT?

No. Unlike the Be Connected Learning Portal, an email address is not required when registering learners on CaptureIT.

What happens to existing learners in CaptureIT who don’t have the full information entered?

You do not need to amend the details of any learners who are already in CaptureIT. 

What are the mandatory fields to register a learner in CaptureIT?

When reporting Be Connected learners in CaptureIT, it will now be mandatory to complete the following data fields:

  • First and last name
  • Date of birth
  • Postcode and suburb
  • Gender*
  • Country of birth*
  • Language spoken at home*
  • Is the person of Aboriginal or Torres Strait Islander Origin?*
  • Does the person have a disability?*

Questions marked with an asterisk (*) have a "not stated" or "prefer not to say" option if your learners do not wish to answer. We expect all Network Partners to make a genuine attempt to collect this information. An email address for each learner is not required.

Be Connected is funded by the Department of Social Services. All programs funded by the Department of Social Services are required to provide this level of information. 

What if my learners don’t want to provide this information?

We expect Network Partners to make a genuine attempt to collect this information. Questions marked with an asterisk (*) have a "not stated" or "prefer not to say" option if your learners do not wish to answer. We suggest letting any concerned learners know that you can provide this digital skills support to them for free because of a grant you have received, but a condition of this grant is that you collect this information and register who you have supported.

Please be aware that we review CaptureIT data as part of our grants management and reporting processes. We expect Network Partners to make their best effort to gather accurate and complete information. Full names are required - not just initials and we also review learners dates of birth.

What is an activity in CaptureIT?

As well as adding a learner’s details to CaptureIT, we also ask you to add the learning activities they have completed to record the type of support you provided. All the activities on the Be Connected Learning Portal are listed on CaptureIT. We also have 2 additional activities:

  1. Introduction to Be Connected - this can be completed when a learner is registered.
  2. Other - this activity can be used if you run a session with a learner that is not on the Be Connected Learning Portal . For example, you may have a guest speaker attend your group or you may develop some learning content of your own.

Some Be Connected grants require you to complete a certain number of activities with your learners, and this is how you would record this information.

What is the new ‘Introduction to Be Connected’ CaptureIT activity used for?

To cover your time recruiting new learners, we have added an activity type called ‘Introduction to Be Connected’ in CaptureIT. This activity can be reported as completed when a learner is first entered onto CaptureIT. We recognise that encouraging learners to join the program can take time and we want to be able reflect this in the data that we provide to the Department of Social Services.