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CHQ case study - Ashford Prep school

Ashford Prep School

Ashford Prep School

“CHQ has made a huge difference to our activity programme and I would highly recommend it.”

Miranda Palmer, Activities Co-ordinator and Head of Modern Pentathlon at Ashford Prep School discusses how CHQ is being used to manage extra-curricular programmes at this leading coeducational, independent boarding and day school in Kent.

Ashford Prep School provides an outstanding education for over 330 boys and girls aged from 3 to 11 years, with a focus on ‘Adventurous Learning’ to maximise the potential of every child. The school places an emphasis on the personal and social development of pupils to foster motivation, confidence and self-esteem. To facilitate this the school offers an extensive extra-curricular programme with a range of activities for children from reception up to Year 6, with all teachers encouraged to either run or participate in a club.

CHQ has made a huge difference to our activity programme and I would highly recommend it. The sign-up and processing of activity choices is now so much quicker. We have been able to introduce more clubs and sending out updates to activity participants and their parents is now so simple with CHQ.
Miranda Palmer,
Activities Co-ordinator at Ashford Prep School

CHQ case study - Ashford Prep school
Ashford Prep School is using CHQ extra-curricular software

Originally the school provided paper questionnaires for parents to choose activities for their children. The process proved to be a very long and laborious, frequently inaccurate and very inflexible. To improve the situation, a new system using Survey Monkey online questionnaires was introduced – parents emailing back their selections which were then entered into spreadsheets and paper registers created by copying and pasting the information. However, as the pressure from the leadership team and parents to offer more activities grew, the need for an alternative solution became very clear.

Ashford Prep introduced CHQ extra-curricular software in Aril 2016. Having online sign-up and system-managed activity allocations has transformed the management of the school extra-curricular schedules. Teachers now predominantly use iPads to take activity registrations, with sports coaches using their mobile phones when away from the school building. From a safeguarding perspective, using CHQ has meant that the school can centrally and very quickly establish ‘who is where’ during extra-curricular periods. Many of the school's clubs are over-subscribed and have waiting lists, and CHQ's 'random by preference allocation' and 'priority waiting list' option has made the allocation process much fairer.

The school’s activity schedule has increased to close to 70 different clubs and sporting options for pupils to choose from, taking place before school, during breaks and lunchtime, and after-school, including chargeable activities and those run by external coaches. Some activities are also open to external children and the registration and invoicing is again managed through CHQ.

The school also provides excellent wrap-around care with a Breakfast Club, After School Club and Holiday Club. CHQ is used to take registration and organise billing for the Breakfast Club and the After-School Club, as well as take registration for after-school Prep sessions. In addition, having CHQ has made the process of providing activity participation for the leadership team and governors much quicker and very accurate.

Ashford Prep School uses CHQ in conjunction with iSAMS.
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CHQ Case Study - Brighton-College-Abu-Dhabi

Brighton College Abu Dhabi

Brighton College Abu Dhabi

“CHQ is a fantastic tool – excellent for parents and teachers alike”

Simon Crane, Head of School at Brighton College Abu Dhabi, explains how the introduction of CHQ co-curricular activities management software has transformed the organisation and tracking of co-curricular activities at this leading, British curriculum international school.

Brighton College Abu Dhabi is the sister school of the UK independent school, Brighton College. The state-of-the-art campus on Abu Dhabi island opened in 2011 with Pre-Prep, Prep and Senior Schools, followed by the opening of Year 12 in September 2014. While the school is academically one of the leading British schools in the Middle East, all pupils are also actively encouraged to participate in co-curricular activities, seen as a valued and vital component of a pupil’s educational program and social development.

CHQ is a fantastic tool – excellent for parents and teachers alike. Teachers have really appreciated having immediate access to contact information and medical details during activities, through the CHQ mobile application, and our ability to monitor ‘who is where’ during co-curricular periods, has tightened up our safeguarding of pupils
Simon Crane,
Head of School at Brighton College Abu Dhabi

CHQ Case Study - Brighton-College-Abu-Dhabi

Prior to CHQ’s introduction, a more manual co-curricular management system was being used based on paper forms and online Survey Monkey questionnaires, the data from which was then entered into spreadsheets. However, as the number of students and the choice of activities continued to grow, the whole process started to become logistically unmanageable and extremely time-consuming, bringing with it greater room for errors and concerns over the supervising of pupils during CCA periods. With 1580 students on the roll for the 2015/16 academic year, each participating in an average of 3 clubs per week chosen from a range of 225 different lunchtime and after school activities, it become very clear an alternative, less manual management solution was required.

CHQ’s co-curricular activities management software was introduced in August 2015. The online activity selection portal has made the overall sign-up process much smoother for parents while the option to use different activity allocation methods has significantly simplified the allocation process for the co-curricular staff. During the term, parents can also quickly check daily schedules and teachers can easily communicate out any activity changes or fixture details to the group of parents concerned, using CHQ’s broadcast messaging platform.
CHQ provides teachers with pre-populated online activity registers which are also available as a mobile application when outside the classroom. All attendance data is recorded centrally within CHQ which can be used to provide activity participation statistics for form tutors or the senior leadership team. Lastly, as part of our safeguarding programme, CHQ now enables us to immediately identify any pupils not arriving at an activity when expected and an alert can be raised straightaway.

Brighton College use CHQ in conjunction with iSAMS.
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CHQ Case Study - Cokethorpe-School

Cokethorpe School

Cokethorpe School, Oxfordshire, UK

We quite simply would not be able to manage the scale and complexity of our co-curricular programme without CHQ

Gareth Sheer, Director of Co-Curricular at Cokethorpe School, details how they are using CHQ to manage their expanding co-curricular programmes at this outstanding independent school in Oxfordshire.

Founded in 1957, Cokethorpe School has about 660 pupils, ranging in age from four to eighteen, with the Junior School, Senior School and Sixth Form all on the same site. The school aims to deliver a liberal education in a vibrant, kind and academically challenging environment that will extend the potential of every pupil. The importance of co-curricular activities in delivering an ‘exciting, exacting, enriching and ennobling’ education is central to the school ethos.

CHQ has enabled us to establish an outstanding co-curricular programme and significantly increase the number and breadth of activities open to pupils. We quite simply would not be able to manage the scale and complexity of the operation without CHQ
Gareth Sheer,
Director of Co-Curricular at Cokethorpe School

CHQ Case Study - Cokethorpe School
Cokethorpe School is using CHQ extra-curricular software

Traditionally activities had taken place once a week on Fridays and these were managed using a rather cumbersome combination of paper forms and spreadsheets. At the time, activity sign-up for the new school year spread across a 3-month period - launching pre-summer, open for choices all summer and only closing after all outstanding selections had been chased up at the beginning of the new term. However, in 2016, the school leadership team made the decision to rewrite the school timetable and radically upgrade the co-curricular activities programme. From the beginning of the 2016/17 academic year, activities were to take place every day, with an extended 90-minute lunch hour split into two 45 minute extra-curricular sessions. Other co-curricular slots were also built into the academic timetable across the week.

The new co-curricular management team responsible for introducing the new schedule very quickly realised that to run the new programme effectively required a new management system. CHQ was introduced in September 2016 and now manages activity selections for 520 students. Every term, the school produces a co-curricular options booklet from which pupils can select their choices, according to certain criteria: for example, everyone must participate in at least one ‘academically’ worthy activity and, beyond that, options extend across a broad range of musical, sport and hobby-based options. CHQ’s rules functionality has proved invaluable in guiding pupils to select a balanced range of activities, including compulsory ‘worthy’ options, and then timetabling the choices across the designated co-curricular time slots across the week.
Pupils can re-select their choices each term and the number of activity options available has increased from 50 to over 200 each week. The sign-up process which used to last all summer has been transformed and this term, over 80% of pupils had completed their activity sign-up in CHQ within the first 24 hours.

Cokethorpe School uses CHQ in conjunction with WCBS Pass and Firefly.

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CHQ Case Study - Tanglin Trust School, Singapore

Tanglin Trust, Singapore

Tanglin Trust, Singapore

“To be able to go to one system for all our CCA needs is hugely valuable”

Julie Clark (Sports & Activities Manager), Jane Verlaan (Sports & Activities Executive) and Tracy Betteridge (Sports & Activities Executive) discuss how they are using CHQ’s extra-curricular activities management software at Tanglin Trust School, Singapore.

Tanglin Trust School is an international school in Singapore run as a not-for-profit organisation. Established in 1925, Tanglin Trust School provides British-based learning with an international perspective for students aged 3 – 18. There are approximately 2,800 students at Tanglin and the school is split into the Infant School, Junior School and Senior School, which includes Sixth Form. Approximately, 60% of students are British although more than 50 different nationalities are represented. Students are encouraged to actively participate in the wide range of arts, sports and co-curricular (CCA) activities on offer after school.


To be able to go to one system for all our CCA needs is hugely valuable - we can send e-mails, do online registrations and run ballots from one site, as well as know where every child is at any one time. The fact that the system is dynamic means information is constantly updating in real-time. Overall, the margin for error in the sign up process has been reduced significantly and the whole process is much smoother for parents.
Julie Clark
(Sports & Activities Manager), Tanglin Trust School, Singapore

We trialled CHQ in the spring term of 2014 and then, last August, moved the whole school’s co-curricular programme (Infants, Juniors and Seniors), including competitive sports, across to CHQ. The Juniors initially choose 2 options from the CCA list and then, when all allocations have been made, the remaining spaces are opened up on a “first come, first served” basis. The Senior School students are free to choose the number of CCAs they participate in and, on average, will be involved in 3 to 4 activities per week. We also link our bus schedule into CHQ so teachers and parents can see what buses the children are taking each day.

CHQ has been used to manage all the sports fixtures from day one and, as more and more of the teaching staff are starting to realise how effective CHQ is for organising one-off events, usage is increasing across the school. All our swimming events are run through CHQ, which handles all registrations, payments and communications to parents and, more recently, we have started organising all the music concerts through CHQ too.
When we first launched CHQ, we set up online instructions for parents within the CHQ system to guide them through the CCA sign-up process, as well as running parent workshops and forums. Parents find CHQ very user- friendly and they get a very clear picture of what their child is doing each week and what events they are involved in. We mainly use email to communicate with parents and pupils although for last minute changes we have the option to send SMS messages through CHQ which is very useful.
Tanglin Trust School use CHQ in conjunction with iSAMS and have also deployed single sign-on (SSO) for Firefly VLE.
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