User guide Managing the cohort

Introduction

Mavis can be used in one of two ways:

• with complete age-based cohorts, including those already vaccinated in previous academic years (all year 8 to 11s)
• with unvaccinated cohorts only (all year 8s, and year 9 to 11 catch up lists).

Mavis works better, particularly for reporting and monitoring uptake, when complete, age-based cohorts are imported before the programme begins.

To use Mavis with complete cohorts, as well as importing cohort details, you will also need to upload historic vaccination records for year 9 to 11s vaccinated in previous academic years. If these cannot be imported into Mavis, then you can set up Mavis with records for just the unvaccinated cohorts.

Setting up complete, age-based cohorts in Mavis

Creating the initial cohort lists (all year 8 to 11s)

You should include all the year 8, 9, 10 and 11 children in your area, whether they have already been vaccinated or not.

To upload cohort records and resolve any issues with the import, follow the instructions on this page:

• Upload cohort records

Once you have uploaded all the cohort files, you can go to the Cohorts tab and check the counts for each year group are as expected.

You can also check individual children’s records by navigating to the Children tab. You won’t be able to see the children listed under their school in the sessions tab until you have imported historic vaccination records and scheduled at least one session at that school.

Importing historic vaccination records (years 9, 10 and 11)

Historic vaccination records can be uploaded using the following template:

You should upload historic vaccination records before scheduling school sessions, to ensure that only unvaccinated children are added to a session. (But don’t worry, if you identify that someone is already vaccinated at a later date, you can remove them from the session).

When you’re uploading vaccination records, use the same template you’d use for NIVS. You should upload all vaccination records from the last 3 years.

You should also include vaccination records for anyone in the current cohort who was vaccinated elsewhere, if you have them. These records will be stored in Mavis and won’t be sent anywhere else.

Vaccination record files need to be in .csv format. Records can be all in one file, or split across multiple files; Mavis is not picky about this. If you have an Excel file with multiple tabs, you will need to consolidate this into a single tab or create a separate CSV file for each tab.

1. Go to Programmes.
2. Select the programme you want.
3. Go to the Vaccinations tab.

For each of your vaccination record CSV files:

1. Select Import vaccination records.
2. Select Choose File.
3. Open the file and select Continue. If there are any validation issues, Mavis will not import the file.
4. Correct the issues listed and try again.
5. Wait for the file to finish importing.

Once the file has finished importing, there may be some import issues which you need to review before doing anything else.

Resolving issues importing historic vaccination records

Mavis will highlight any potential duplicates found in the uploaded file and compared with what was already in Mavis as an import issue.

Go to the Import tab. For each record under Import issues:

1. Select Review.
2. Select which version of the record you want to keep and select resolve duplicate.

If there are some parts of each that are correct, you can note down any correct information from the version you choose to discard, discard it, then go to the child’s record and manually edit the information there (this feature will be more developed in a future release of Mavis).

Manually recording a child as ‘already vaccinated’

If a child’s historic vaccination record is missing from CHIS data, or you have not been able to upload their historic vaccination record into Mavis, you can manually record the child as ‘already vaccinated’ for a specific programme. You can only do this once sessions have been scheduled (setting up sessions is covered in the ‘Sessions’ section of this user guide).

1. From Sessions, select a session that is not currently in progress.
2. Search for the child under the Consent or Session outcomes tab - then click on the child’s name to open the child record.
3. Select the relevant tab for the vaccination programme you want to record.
4. Click on the Record as already vaccinated link near the top of the page.
5. Check the details on the page and add a note to explain this was a historic vaccination - then click the Confirm button.

^ You can only carry out this action for sessions that are not in progress

Checking cohorts and what to do next

Once you have uploaded all the cohort files and vaccination records, you can go to the Cohorts tab and check the counts for each year group show the number of children who need to be vaccinated in this programme year.

You can also check individual children’s records by navigating to the Children tab. However, you won’t be able to see the children listed under their school in the sessions tab until you have scheduled at least one session at that school.

Once you have confirmed that the cohort and vaccination records are successfully uploaded, you can proceed to:

• Scheduling school sessions or
• Adding class lists

Setting up unvaccinated cohorts only in Mavis

Creating the initial cohort lists (year 8s and unvaccinated year 9 to 11s)

You should only include records for children in the year 9, 10 and 11 cohorts who haven’t already been vaccinated in previous years. If a cohort record is uploaded into Mavis without a corresponding vaccination record, then that child will receive a consent request, so it is important if you are not uploading historic vaccination records to filter out anyone who is already vaccinated at the cohorting stage.

To upload cohort records and resolve any issues with the import, follow the instructions on this page:

• Upload cohort records

Checking cohorts and what to do next

Once you have uploaded all the cohort files, you can go to the Cohorts tab and check the counts for each year group are as expected.

You can also check individual children’s records by navigating to the Children tab. However, you won’t be able to see the children listed under their school in the sessions tab until you have scheduled at least one session at that school.

Once you have confirmed that the cohort is successfully uploaded, you can proceed to:

• Scheduling school sessions
• Adding class lists

Handling out-of-year-group children

When children are taught outside their chronological year group, you need to record this in either the cohort upload or class list upload. If you do not do this, the child won’t be added to the correct cohort.

For example, for a child who would be educated in year 7 according to their birth date, but is in year 8 at school, you need to specify a value of 8 in the CHILD_YEAR_GROUP field in either the cohort upload file or class list upload file.

Manually editing individual child records

1. Go to Children.
2. Search for the child by name and select their record.
3. Select Edit child record.
4. Find the information you want to edit and select Change.
5. Edit the information and select Continue.
6. Select Save changes.