TERMS Overview for Aqua Users

TERMS was first introduced in 1993 and is one of the main packages for “External Institutions”/Adult Education along with Aqua and Plus Business.

The entire system has been designed with a view towards the needs of local authorities and smaller training providers rather than colleges. For example, venues may be spread around, tutor claims, courses by “area”, etc.

General Administration

The system will track and monitor most administrative needs:

  • Courses
  • Venues and Localities
  • Facilities and Equipment
  • Tutors
  • Pay Claims
  • Learners
  • Enrolments at course level
  • Funding Aims
  • Full ILR’s and funding
  • Tasks and discussion threads
  • Apprenticeships and Frameworks
  • Employers and Employees
  • Income, payments, receipting and refunds
  • Banking Reconciliation
  • Report generator
  • Emails and text messages to Learners and Tutors

All features are available as standard and if not used may be removed from the menus.


TERMS is a very secure package and has security for:

  • Individual users, including lock-outs, forced password renewal options, etc.
  • Limitations on areas based upon security
  • Menu modifications
  • Limitations based upon location
  • Limitations based upon time of day

Public Web

The web front end is available for both learners and tutors

  • Web Course information and searching is included as standard
  • Web enrolments and learner accounts with links to several 3rd party c/card payment systems (Sage, Paris, Global Iris, WorldPay, Civica and options to link into other systems)
  • Analysis links for Google Analytics, Facebook Pixel and meta tagging
  • Tutor Course listing and tutor recorded results (e.g. RARPA, IAG Assessments and Supported Learning)
  • Tutor attendance registers
  • Special Tutor area for vulnerable learner details

Reporting and Analysis

Reporting is available via four different routes

  1. Standard fixed internal reports
  2. User designed internal reports, with batch options for automatic production and emailing
  3. Full database reporting via SSRS reporting. This is a free product on MS SQL Servers and a
    suite of reports is provided free of charge. Many users are using this as an alternative to
    Crystal Reporting
  4. External database reporting, e.g. via Crystal, Excel, etc. We provide a mapped list of
    reporting tables that have been “normalised” to make the data easier to follow for analysis

Funding and Ofsted

TERMS Funding allows for the creation of ILR’s at any time for any period. ILR’s may be retained within the system and the system can store as many ILR’s as required. This allows for the comparison and tracking of ILR data across return periods, including across years.

ILR data can be imported and different ILR’s can be merged together within TERMS.

Direct analysis is available with the Funding and Statistics area for both management and Ofsted reporting.

The statistics can be produced on a wide range of areas, such as Qualification Types, Wards, IMD Priorities, Retention, Attendance, Soft Outcomes, etc.


The whole system is updated on a Quarterly basis each year, with patch updates if necessary. Updates are driven by three factors:

  1. Statutory changes, such as ILR, Course Directory, etc.
  2. User requests and feedback, which account for about 75% of development
  3. IT based changes


Installation can be either local or hosted with ourselves.

If locally hosted then TERMS is installed on the user’s own server and web site. For live course information and enrolment the web site would need direct access to the MS SQL server storing the TERMS data.

Hosted systems are on our secure servers in London, offering the following benefits:

  • TERMS installation
  • Online Courses, tutor module, etc.
  • Direct support on the data – e.g. via our helpdesk or via reporting requirements
  • Quarterly updates are applied by ourselves directly
  • Backups, cyber security, etc.
  • Web front end, such as WordPress

Size and Scope

The system has been designed with both small and large users in mind. Our smallest systems are single user, whereas our largest systems are 150 plus users.


We operate a standard helpdesk during normal business hours. Our support is via telephone, email or directly on our web site.

There is a community discussion area available online for contacting other TERMS users.

Posted in TERMS.