Registrations and Awards Online System User Guidance

Transcription

1 Registrations and Awards Online System User Guidance Selecting Units for Access to HE courses only Important Information For Access to Higher Education, the specific units each individual learner is taking MUST be specified. Once your learners have been registered onto the system by Gateway Qualifications you will receive an notifying you of this, at which point you must log back in to the system and select the units for each learner. Please be aware that you have a maximum of 12 weeks from the cohort start date, or until the UCAS application is made, whichever is sooner, to select which units each learner is taking before the system locks and will not allow that information to be entered. This is a QAA requirement and is essential to ensure your learners have the evidence they need to submit their UCAS applications. Please allow sufficient time to enter this information when deciding when to submit your learner registrations to us, bearing in mind that registrations are NOT instantaneous Access registrations require manual processing by Gateway Qualifications, which we aim to do as quickly as possible. Please contact us if your registration is approaching the 12 week cut off point and we will ensure your learners are processed as a priority. For Access to Higher Education, before selecting units, the cohort registration must be submitted and complete Please refer to the Registering Learners and Creating a New Access to HE Cohort guidance. The following guidance is split into two sections: A. Selecting units for an entire group (if all learners are studying the same units). B. Selecting units for individual learners within a cohort if they are all studying different units. Units can be selected either individually, by module or all can be selected.

2 Selecting Units for an Entire Group (All learners are studying the same units) 1. Select Review Cohorts from the left hand menu. 2. Click the Cohort ID column heading to bring the most recent registrations to the top. 3. Click on the Cohort ID for the Access cohort registered. 4. The cohort of learners will be displayed.

3 If all learners in the cohort are doing all of the units in the course: 1. Click All to select all learners. 2. Click the Multiple-learners Unit Registration button. 3. The cohort unit registration page will be displayed.

4 4. Click the Add All Units button at the bottom left of the screen. 5. IMPORTANT - If there is more than one page of learners (see below), select the 2 nd page and click Add All Units again 6. Repeat for all subsequent pages The total credits allocated to each learner are then displayed at the top of the screen. This total must be exactly 60.

5 Important: During the unit selection process, please monitor the totals against each learner at the top of the screen. It is imperative that the final total for every learner is exactly 60. Please also ensure you select units which meet the Rules of Combination for the course to ensure the learner achievement of the full Diploma at completion. If all learners in the cohort are doing the same units, but not all units in the course: 1. Click All. 2. Click the Multiple-learners Unit Registration button. 3. Units can now be selected for all the learners, either by adding entire modules, or by adding individual units.

6 To add units from an entire module: 1. Search Cohort Units Select the module from the dropdown list. 2. Click Search. 3. All units within the module will appear at the bottom of the screen. 4. Press the Add All Units button. 5. All the units from the selected module will be allocated to all the learners in the cohort (this will be reflected in the increased totals next to each name at the top of the screen). 6. Further modules can be selected and added accordingly. The total credits allocated to each learner are then displayed at the top of the screen. This total must be exactly 60.

7 To add individual units to the entire cohort: 1. Select All learners and press Multiple-learners Unit Registration button. 2. Click the red book on the right hand side of each unit. 3. The unit now appears in a separate list and the learner totals will adjust accordingly.

8 If the learners in the cohort are doing different units each: 1. Press the red book to the left of the learner s name, either on the cohort screen or within the Multiple-learners Unit Registration screen. 2. This opens the individual learner s screen. Units can then be selected as described in the guidance above: Selecting the Add all Units button at the bottom left. Selecting the module in the Search Cohort Units menu, then pressing Add All Units. Selecting units individually by clicking the red book to the right hand side of each individual unit.

9 3. Once the unit selection is completed and the total credits allocated to the learner totals 60 credits, to navigate back to the cohort screen, press Back to Cohort on the bottom left. 4. Repeat the process to allocate units to individual learners. Important: During the unit selection process, please monitor the totals against each learner at the top of the screen. It is imperative that the final total for every learner is exactly 60. Please also ensure you select units which meet the Rules of Combination for the course to ensure the learner achievement of the full Diploma at completion. Units can be selected using a combination of the techniques described above. Please ensure that all units learners are taking are selected within 12 weeks of the start date of the cohort, or before the learners need to make their UCAS applications, whichever is the soonest.