Teach First Portal guidance for delivery partners

 

In places, information will be clearly marked as specific to certain programmes. All other information is applicable across all programmes (unless stated otherwise). 

 

How to log in to the Teach First Portal

You may already have a log-in for the portal. If so, you can log in immediately. 

If you’re unsure whether you have a log-in, enter your email address, then select ‘Forgot your password’. You’ll receive an email with a password reset link if you have an existing account. Be sure to check your junk/spam folder.

I'm new and need help setting up my account

As a new user, you should have received an activation email with your log-in details.

Search your inbox for the activation email from ‘Teach First Contact Centre’ with the subject line ‘Your new password’; you may need to check your junk/spam folder. 

Follow the instructions in this email to complete setting up your account.

 

If you don’t have the email, visit the login page, enter your email address, and select ‘Forgot your password’. You’ll receive an email with a password reset link if you have an existing account. 

If you still don’t receive the email after taking the steps above and checking your junk/spam folder, please get in touch with your account team or message our contact centre. 

 

What can I do on the Teach First Portal?

Early Career Framework (ECF)

As an ECF delivery partner, you can:

• add any new schools you are planning to work with for Cohort 2 (only required if you did not work with them for Cohort 1). 
   
• add and amend ECF lead/induction tutor’s details for both new schools and Cohort 1 schools.
   
• confirm that a Cohort 2 school has signed a contract (i.e. a programme agreement).

ECF registration process on the portal

Below is a basic overview of the ECF registration process:
 

1. DfE portal opens.  
    
2. ECF leads/induction tutors add ECTs and mentors to the DfE portal and link them.
    
3. ECTs and mentors receive an e-mail to confirm their Teacher Reference Number (TRN). 
    
4. We display this information in your portal. 
    
5. You will be able to identify any missing information such as TRNs or missing links between mentors and ECTs and contact the schools to update those details on the DfE portal. This can only be done after the TRN has been confirmed, so schools may need a reminder to do so.

Please note that ECF leads/induction tutors can add individuals to the DfE portal only after we claim their schools with the DfE. We have already claimed any schools you currently work with.

If you start to work with new schools, you will need to add their details to the Teach First Portal and notify us when the contract is signed, so we can claim them.

National Professional Qualifications (NPQs)

As an NPQ delivery partner, you can:

• enrol, defer or reject applications from Cohort 2 programme members who have applied via the DfE Portal (see ‘Using the Teach First portal’, below, for more information). You should double-check their data to ensure its correct prior to enrolling them.
   
• confirm that a school’s headteacher has signed the school agreement (referred to as ‘contract’ in the portal) for the programme member
   
• add any new schools you are planning to work with for Cohort 2 (only required if you did not work with them for Cohort 1).

For guidance on how to manage NPQ applications, see 'How to manage your applications and data' below.

 

How to use the Teach First Portal

Where to see schools you're working with

You can see these schools in the ‘Recruited Schools’ tab in the ‘Delivery Partners’ section of the portal. 

How to add new schools

First click on the ‘Recruited Schools’ tab in the ‘Delivery Partners’ section of the portal.

Depending on the programme for which you’d like to add the school, click on either the ‘Add New School ECF’ or ‘Add New School NPQ’ links below the help text. 

Input any required information in the pop-up window and submit.

 

Please note:

• The ‘School’ field is the only mandatory one. When you click on it, you’ll find a list of schools/trusts containing info such as name, Unique Reference Number (URN) and post code, which the DfE update and share with us twice a year. If you can’t find a school, please contact your account manager at Teach First.
   
• You will need to tick the ‘Contract Signed?’ box to signify if the school has signed a partnership agreement (at the point of adding the school).
   
• If you need to update this later, you can find the school by navigating to the ‘Recruited School report’ in the ‘Reports’ section of the Teach First portal and clicking on the ‘Programme Enrolment ID’ (this will be a code beginning with “PE”). You will be able to edit the ‘Contract Signed?’ box.
   
• After you submit the information, new schools will appear in the ‘Recruited Schools’ report.  Please note that this can take 3-5 working days.
   
• If you experience any issues adding new schools, please contact your Teach First account manager with a list of the affected schools, their URNs and their school induction tutors’ details.

How to view your contacts

You can view and manage your contacts by using the ‘Contacts’ tab in the ‘Delivery Partners’ section of the portal. 

In the top list view, you’ll see information about their role within your organisation.

In the bottom list view, you’ll see information about their role/involvement at Teach First. 

How to update contact information

To update contact information please click on the ‘Affiliation Key’ (far-left column of the list) – this will be a code beginning with 'AF'.

For each contact, you can edit:

• Status: ‘current’ or ‘former’, depending on whether they are still part of your team.
• End Date: last date in their role (this can be past or future).
• Primary: check this box for the primary point of contact.
• Role: the role they hold at your organisation.

How to add new contacts

To add a new contact, click ‘New’ in the top right corner of the list view.

In the pop-up window please select the record type ‘Teach First Responsibilities’ – the other options are not yet functional.

Scroll down and either search for an existing contact (if they are already on our systems) or provide new details. You can then complete their details.

In the ‘Role’ field please select one of the first two options, ‘Point of Contact’ or ‘Delegated Admin’. There is no difference between these two roles and this duplication is due to an issue that we are working to remedy – users in either of these roles will be able to see and do the same things in the Teach First portal.

 

Please note that at present you’ll see facilitators’ details in the ‘Contact’ tab, and you’ll see ‘facilitator’ as an option when you create a new affiliated contact. Please do not select this option when creating new contacts. We are currently unable to add new facilitators in this way. We are working to address this issue – in the meantime, please contact your account team to submit facilitator contact information.

 

After you’ve submitted a new contact’s information, the individual will be listed in the ‘Contact’ tab, but they will not automatically get access to the portal. To request this, please contact your account team.

 

How to manage your applications and data

 

Managing applications (NPQ)

NPQ application process on the Teach First Portal

Below is a basic overview of the NPQ application process:
 

1. You conduct your application and screening process, which can be carried out ahead of DfE registration.

2. Candidates for NPQ register on the DfE CPD Portal and choose Teach First as the provider.

 

3. Their applications pull through to the Teach First portal. Please note that this will only work if the school in question is logged with us as one of your prospective or confirmed schools.

4. You enrol your candidates on the Teach First portal. Before you do so, please ensure candidates’ details are correct and confirm that they intend to proceed. Candidates enrolled with incorrect details will need to have their applications withdrawn and will then need to re-register on the DfE Portal.

5. Once you’ve enrolled their applications, candidates will appear in the ‘Enrolled Programme Members’ tab and their school will change from ‘prospective’ to ‘confirmed’ in the ‘Recruited Schools’ tab.

6. You contact the programme member to ask their headteacher to sign the programme agreement (referred to as a ‘contract’ within the Teach First portal).

7. Once the agreements are signed, navigate to the ‘Enrolled Programme Members’ tab in the portal, click on the ‘Programme Enrolment ID’ (this will be a code beginning with “PE”) and check the box titled ‘Contract Signed via DP’. 
 

Please note that to share the correct NPQ applications with you, any schools you currently or plan to work with need to appear in the portal. To learn how to add new schools, see 'How to use the Teach First Portal', above.

 

Where can I see my NPQ applications?

You can find NPQ applications in the ‘NPQ Applications’ tab, within the ‘Delivery Partners’ section of the portal. 

New applications data will be pulled from the DfE Portal and will appear in the list titled ‘Open NPQ Applications’. 

Please note that applicants can only select the lead provider when they fill out the application, and not the delivery partner. To match applicants to delivery partners we need to cross-reference school information with your list of prospective or confirmed schools. Please keep your list of prospective schools up to date. see 'How to use the Teach First Portal', above, for details on how to do this.

 

Before you progress an application, please make sure the information provided is present and correct, in particular:

• the applicant’s Teacher Reference Number (TRN)
• the applicant’s name
• the applicant’s email address, which we will use to issue a log-in for them to access our learning systems – errors in this information will lead to delays in their enrolment
• the applicant’s selected course, to ensure this matches the course they’ve applied to you for.

If any of the details above are missing or incorrect, please ask the programme member to update it on the DfE portal before you accept their application.

How to change the status of NPQ applications

1. Click on the application name in the far-left column of the table. This is a code beginning with 'APP'. 
    
2. Use the buttons in the top right corner of the following screen to enrol the application, defer the offer or close the application.
    
3. Fill out the required information in the pop-up window and save.  

What you need to enrol, defer or close an NPQ application

To enrol an applicant for an NPQ programme, you’ll need:

• The main job role of the applicant.
   
• Whether they are taking the Early Headship Coaching Offer and are in their first 5 years of headship. Please note that this is only relevant to current and former NPQH programme members. For all other programmes, please select ‘no’.
   
• Whether they need one-to-one support from Teach First. Please note that although delivery partners can decide which candidates to submit for one-to-one support at their discretion, we ask that this is done based on need, ie the school’s eligibility according to Teach First criteria.
  
  You may also tick the one-to-one support box to indicate prospective candidates for it at an early stage and update us on the final list later in your recruitment season.  
   
• The subject/phase they are teaching in. We use this information to allocate a member of Teach First staff for one-to-one support. You can amend this information later, once you have decided which programme members will receive this support from us (see preceding bullet).  

 

To defer an application for an NPQ programme, you’ll need:

• The cohort year you wish to defer the applicant to.
   
• The intake group (wave 1 or wave 2). 

 

To close an application for an NPQ programme, you’ll need to provide the reason:

• Failed screening if the applicant is unsuccessful.
   
• Withdrawal for duplicate / erroneous applications.

 

Managing data

What data can I access on the portal? (ECF)

 

As an ECF delivery partner, you can access DfE live data of your programme members, including: 
 

• The name, email address, school, type of enrolment (programme member/mentor), when they started and whether they are active or withdrawn.
  
  Please note that you should check that the email address entered into the DfE portal is the email that the programme member will use to log into My Teach First/Brightspace and to receive communications about their programme. If not, they will need to log into the DfE Portal and input the email address they intend to use.
   
• Which mentors are linked to which programme members.
  
  Please note, this information may be missing if the school did not add it to the DfE Portal; if you can’t see it, please prompt them to add this information to the DfE Portal.
   
• Teacher Reference Number (TRN). Please note, this information may be missing if the school and/or ECT did not add it to the DfE Portal; if you can’t see it, please prompt them to add this information to the DfE Portal. 

 

Please note: adding new schools and checking the details above is the most important thing you can do as a delivery partner to ensure your programme members will be enrolled and have a smooth start to their programmes. 

 

You can also access:

 

• details of the schools you work with, including local authority and school agreement/contract information.
   
• your recruitment targets and progress towards them. Please note these will only appear when the DfE have confirmed target numbers post call-off.
   
• the post-DfE declaration and payment eligibility status of each programme member.
   
• subject information. Please note, this information may be missing for Cohort 1 if the ECT did not add it to My Teach First; if you can’t see it, please prompt them to add this information to My Teach First. 

Where can I access programme members' data? (ECF)

This information is available in the ‘Enrolled Programme Members’ tab in the ‘Delivery Partners’ section of the portal.

The information in this tab covers enrolled and withdrawn programme members, as well as ECF mentors. It will allow you to see if programme member data has been entered into the DfE portal correctly.

Most data is pulled from the DfE Portal, where ECF Leads add names and email addresses and link ECTs with their mentors.

Important points on ECF programme member and staff data:

• You may see a blank Teacher Reference Number (TRN) field for some staff – this is not a cause for concern. ECF leads are not required to add the TRN of their staff. ECTs and mentors are required to log in to the DfE Portal at a later stage and provide this information themselves. Teach First will receive names and email addresses for staff before TRNs are submitted, so if the field is blank it will be populated later.
   
• You may see a blank space in the column titled ‘School Support Role’, which would normally display the name of the mentor for that ECT. In such cases, after the DfE have validated staff TRNs, you’ll need to remind your ECF leads to log into the DfE Portal and link ECTs with their mentors.
   
• You may not see any information in the ECF ‘Subject’ and ‘Subject Specialism’ fields; these will be populated when ECTs first access My Teach First.
   
• You may not see information in the column labelled ‘Eligible for DfE Payment’. This will appear after each round of declarations.  

 

What data can I access on the portal? (NPQ)

 

As an NPQ delivery partner on the Teach First Portal, you can access:

• Details of your Cohort 1 programme members including name, email address, school, their Teacher Reference Number (TRN), their specific NPQ programme, when they started and whether they are active, deferred or withdrawn.
   
• Details of the schools you work with, including local authority information and the specific NPQ programmes that staff are signed up for.
   
• Your recruitment targets and progress towards them. Please note these will only appear when the DfE have confirmed target numbers post call-off.
   
• The post DfE declaration payment eligibility status of each programme member. 

Where can I access programme members' data? (NPQ)

This information is available in the ‘Enrolled Programme Members’ tab within the ‘Delivery Partner’ section of the portal.

Data is pulled from the applications candidates submit via the DfE CPD Portal. The list in this tab displays enrolled and withdrawn programme members.

 

A few things to note:

• ‘Enrolment status’ won’t change to ‘enrolled’ until you accept the application.
• ‘School support role’ is only relevant to ECF programme members, so you won’t find any data in this column.
• ‘Teaching Subject (NPQ)’ is no longer in use. That information has been moved to the ‘Programme plan’ column.

 

Accessing reports

Where to find reports

To view your programme members’ data in a single report, select ‘Reports’ in the main navigation menu of the portal (the blue bar across the top of the page).

Please note that if you’re viewing the page on a smaller screen you may need to click on ‘More’ to find ‘Reports’.

You will then be able to view reports containing all the data currently available in the other tabs of the Delivery Partner portal. 

How to find the right report

Use the search bar at the top of the page in the ‘Reports’ section, right below the main navigation menu of the portal. You may also perform a quick search using the preset options on the left-hand side. Useful quick searches include ‘Recent’, which will bring up the latest reports you opened, and ‘All Reports’, which will show you everything available.

When you’ve found a report that you wish to review, please click on the report name to open it.

Reports provide the latest information we have in our database provided by you (regarding recruited schools), by the DfE (regarding programme members) and by programme members themselves (regarding teaching subjects). You’ll be able to see when information was last updated in the ‘last modified date’ column.

What reports are available and what can be done with the data?

You’ll initially find the following reports, with more being added as more data becomes available:

• Confirmed Schools, cohort 2021 and 2022.
• Programme members, cohort 2021 and 2022 .

 

Within the report you’ll be able to perform various actions, including: 

• Search: click on the magnifying glass icon in the top right corner. 
• Filter: click on the funnel icon in the top right corner.
• Check your totals and subtotals: click on the toggle labelled ‘detail rows’ at the bottom of the report.  

How to filter through data in reports

All reports come with two default filters: ‘Show me’ and ‘Last Modified Date’, which ensure data is complete and up-to-date.

You can use the following filters by clicking within the text box, inputting the text to filter by and clicking ‘apply’. Please ensure you spell terms exactly as they’re displayed in your data – otherwise the filter will not function.

• ‘Delivery Partner: Account Name’ – filter to only see data related to one of your delivery partner accounts.
• 'School: Parent Account: Account Name – filter to only see data related to a specific Trust.

How to download reports

Navigate to the ‘Reports’ tab, locate and select the report you wish to download.

Once selected, click on the ‘Download report’ button in the top right. You can then select a save location for the data.

Please note – you should not use the “Export” button within the table of reports to download reports. This will return an error message. If you do click on the button, navigate back and use the ‘Download Report’ button instead.

Please also note that downloaded reports will contain all data in the report and will ignore any filters you have applied within the portal. 

 

I need help, who can I speak to?

Call us on 020 3862 8000 (option ‘0’) to speak to one of our friendly team. Or complete this quick form and we’ll get back to you. 

 

Ready to use the Teach First Portal?

Access Portal

Return to Knowledge Base