User guide for Direct Observations equipment use

1. User guide for Direct Observations equipment use

2. Content • Equipment • Tablet overview - Microsoft Surface v3 • Set up • Stand and tablet positioning • Picture framing • Test recording • Recording your direct observation • Data Protection Act • Code of Conduct

3. Equipment • Tablet: Microsoft Surface v3 – with Windows 10 • Stand* *Please note: Don’t worry if the rubber grips come off the stand – just place them back on the stand.

4. Tablet Overview

5. Desktop overview Taskbar

6. Set up 1 • Before you put the tablet on the stand (provided separately): • Switch on the tablet by holding down on the Power button (shown on the image above) for 3 seconds. • Once the tablet is switched on, swipe up on the screen. The tablet requires a password - please enterthe one which will be sent to you separately (in the interest of security please do not keep the password with the tablet) • Check the battery is charged, as the lead on the battery is quite short and will restrict where you can place the tablet for recording. Press the battery icon located at the bottom right of the taskbar It will show the % and the time remaining.

7. Set up 2 • An “SFC video uploader” log-in box like below will pop up automatically which you will need to log in to with a password provided to you. • You need to make sure you are connected to the internet when you log in. Connect the device to the internet by clicking on the wifi icon on right of the bottom toolbar. Select the relevant internet network and connect to it. • This is the log-in for the device which will link up with the secure storage space where the videos will be stored.

8. Set up 3 • Each NQSW involved in the project will have a unique log-in (a list will be sent to the coordinator) so that any of their recorded direct observations are saved under their log in. • Please ensure that you enter the correct log in at this stage. • Once you have logged in, the pop up box will then allow you to upload the videos on the device when you are connected to an internet connection. • Select the camera icon on the bottom taskbar. • When the camera screen appears, make sure that you are in video mode. To do this, click the video camera icon at the right of the screen • Before you record, you will need to place the tablet on the stand (see next step for instructions).

9. Stand and tablet positioning • Remove the keyboard from the tablet (it’s magnetic) before placing the tablet on the stand • Place the tablet onto the stand with the screen facing you, the front camera at the top and the Windows icon to the right • Ensure that light does not shine directly into the camera lens. • Down-light is problematic and can provide glare. Up-lighting avoids any glare. • Room layout: The further away the camera is the more you can fit into the viewing/record window.

10. Picture framing As shown below make sure your head position is located in the centre of the picture frame on the tablet. Headpositionjustright Headpositiontoolow Headpositiontoohigh

11. Test • Once the stand and tablet are in the optimum position, perform a test recording by pressing the video camera icon . This test will allow you to review the picture and sound quality. • Press the video camera icon again to stop the recording. The video will save automatically. • Close down the video recorder by clicking the X at the top right of the screen.

12. Test • The video will save to the Camera Roll folder within the Pictures folder. To access this, click on the folder icon on the main toolbar at the bottom of the screen, and select Pictures from the left hand menu. The Camera Roll folder will be there. Double-click this folder. • To play the recording, right click on the thumbnail image and choose Open with > Photos.The video will automatically play on the screen. To close the video, click the X at the top right of the screen. • To delete the test recording, right click on the thumbnail image and choose Delete. The video will be deleted from the Camera Roll.

13. Recording and uploading your Direct Observation • When you are ready to record your direct observation, follow the previous steps for recording a test video, however do not delete this recording once it has saved. • Once you are in an environment with secure internet access, e.g. your office building, connect the device to the internet by clicking on the wifi icon on right of the bottom toolbar. Select the relevant internet network and connect to it.

14. Recording and uploading your Direct Observation • When you are ready to upload your video, click on “Upload files” on the SfC video uploader (as the picture below shows). • Please note - Pressing “Upload files” whilst recording videos is not advised as this could cause issues with the video (it may be incomplete or corrupted)

15. Recording and uploading your Direct Observation • Please be patient as the uploading of the videos can take some time! • In order to help the videos upload as quickly as possible, the tablet does not go to sleep while the video is uploading, and if you do a partial upload it will then resume from the same point the next time you try. Users will need to ensure the tablets are not left unattended as they won’t auto-lock. • A progress bar on the SfC video uploader will show how much of the video has uploaded. This pop up will show when the file is being converted This pop up will show when the video is being uploaded

16. Recording and uploading your Direct Observation • Once the video is uploaded, the pop up box will state that the upload is complete and the video will automatically be deleted from the Camera Roll on the tablet.

17. Viewing your recordings • Once the videos are uploaded, they can be viewed on the Skills for Care SICL Cloud. This secure cloud storage can be accessed here from any device/computer (to upload your recording you need to access it from the tablet): https://skillsforcare.siclcloud.com/ • You will be asked for a username and password, which will be the same one that you entered when the log-in popup appeared when you switched on the tablet – this will ensure that the video uploads to the correct place.

18. Viewing your recordings • To view the video that you have uploaded, click on your organisation name which will be on the right hand side of the screen:

19. Viewing your recordings • Next, click on the video number on the right hand side menu (for the purpose of this example we are logged in as NQSW1 in the Cheshire East organisation; if you were logged in as NQSW2 then this would show as V2): • Any videos recorded for this NQSW will then be showing here. • You can identify the videos by the date that they are recorded • The NQSW log-ins are the only ones that will be able to record. Assessors will need to log in with the corresponding log-in to view the video, so in the example above the Assessor would need to log in as Assessor1 to view NQSW1’s video.

20. Viewing your recordings • To view the recording, click on the ‘Play’ icon. To make the video full size, click on the ‘Expand screen’ icon. To amend the volume, click on the ‘Speaker’ icon Expand screen icon Play icon Speaker icon

21. Recording and accessing videos using your log in The diagram above shows who has access to each recording. The internal moderator for each employer will have access to all of the recordings, and each NQSW and their assessor will have access to their Direct Observations only

22. Moderator access to recordings • When the Moderator logs in, they will be able to see all of the recordings made, similar to below: • In this example, the organisation has 7 NQSWs, so the moderator can click on each of the 7 sections on the right-hand side menu to view the recordings for the individual NQSWs. To return to the main menu, click on “Home” where you will be able to access all of the videos again.

23. Exiting the cloud storage • Once you have finished viewing the recording, exit the cloud storage by closing down the internet browser tab:

24. Shutdown tablet • Once you have finished with the tablet, close down all open programmes. • Click on the Windows icon at the bottom left of the screen, click on ‘Power’ and then ‘Shut down’

25. Data Protection For details on data protection, please refer to the Data Protection statement and Equipment Loan policy previously sent to the project leads.