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Oslo Education Agency (Utdanningsetaten)

Portal for career and school visits

A new digital solution simplifies registration, allocation and follow-up of career and school visits to upper secondary schools in Oslo.

A digital solution for registering career and school visits

The Oslo Education Agency (Utdanningsetaten) wanted to modernise and streamline the solution that handles pupil registration, allocation and follow-up for career and school visits to upper secondary schools.

The existing application was felt to be cumbersome, with many clicks and hard-to-follow processes. Netpower was therefore asked to develop an entirely new, user-friendly digital solution.

A user interface tailored to each role

– The solution is built for four user groups: pupils, careers advisers, upper secondary school contacts and administrators, each with their own views and access levels. This gives a clean, focused interface where users only see the functions that are relevant to them, says Netpower project manager Gøril Silden Brekkhus.

• Pupils get a simple interface where they can register and rank the study programmes they want, receive information about the course they are allocated and submit an evaluation after the visit. Everything they need is gathered on one clear page.
• Careers advisers get a quick overview of the school’s pupils, including registration status, attendance and notes from the upper secondary school contacts. They can filter, follow up pupils, export lists and manage users at their own school.
• Upper secondary school contacts manage their courses and events, update capacity and information, see which pupils are coming, and record attendance and notes. They get a practical interface that makes the visit day easier to run.
• Administrators have full access to every function: creating projects and events, controlling allocation, managing users and schools, configuring messages and viewing the activity log. The interface is optimised for overview, control and efficient project management.

Efficient management of registration and allocation

A central aim of the solution has been to simplify and streamline the whole process around career and school visits. The system gives administrators a full overview of projects, registration status, capacity and pupil preferences. It is easy to adjust what is on offer, set up events and run the allocation based on defined rules. This reduces manual work, improves control and ensures a smooth, predictable process for pupils and participating schools alike.

Automated, intelligent allocation

The solution supports a fully automated allocation process in which pupils are placed on courses based on predefined rules. The algorithm takes into account pupil preferences, school capacity, geographical proximity, available days and the need to keep classes together where possible. The result is a fair, efficient and transparent allocation, and less time spent by administrators on manual assessments.

Seamless communication and notifications

Previously, much of the information sharing was handled manually by email, which could lead to delays and missed notifications. Streamlining communication was therefore a priority.

– The solution is built so that a range of events automatically trigger messages. This means users get the right information at the right time, with no manual work, explains Brekkhus.

Typical automatic notifications are sent:

• When the registration period opens or is about to close
• When a pupil has been allocated a course
• When the pupil letter is ready
• As reminders before the visit day
• To request an evaluation after the course

Integrations ensure data quality

– The solution is integrated with Feide for secure login and with IST Everyday for automatic synchronisation of pupils and schools. This keeps the information in the system correct and up to date, with no manual imports, duplicate entries or risk of outdated data. The integrations reduce errors, save time and provide a stable, reliable foundation for the whole allocation and administration process, says Brekkhus.

Career and school visits made simpler

The solution has made managing career and school visits considerably easier for the Oslo Education Agency and everyone involved.

Administrators get a better overview, faster allocation and far less manual work. Streamlined processes and clear data presentation make it easier to handle both large numbers of pupils and complex allocation rules.

Pupils meet a seamless, intuitive interface that brings the whole process, from registration to evaluation, into one place. This makes for a more reassuring and predictable experience.

At the same time, careers advisers and upper secondary school contacts have better tools for follow-up and overview. Filtering, export options and simple attendance recording make the work more structured and strengthen collaboration between schools.

With automatically updated pupil and school data and clear role-based access, the solution has established a joined-up, data-driven and predictable workflow that makes day-to-day work easier for everyone.