Online Registrations and Awards System User Guidance

Transcription

1 Online Registrations and Awards System User Guidance Including: Qualifications Unit Achievement Gateway Quality Assured Provision Functional Skills and Access to Higher Education Gateway Qualifications Gateway House 3 Tollgate Business Park Colchester Essex CO3 8AB Tel [email protected] Web Customer Service Team: Customer Service Manager: Customer Service Officers: Customer Service Administrator: Ellie Heath Michele Moore, Christine Wonnacott and Lara Edwards Sue Harrington Version Online Registration & Awards System User Guidance

2 The Online Registrations and Awards System User Guidance is intended to be a quick reference guide for Centres when using the system. At Gateway Qualifications, we offer many different types of courses and Qualifications, however the use of the system is very similar. Logging in, registering learners and reviewing cohorts is all the same; it is only in the way in which units are selected and Verification of Results is carried out where some variation arises. When preparing to submit results online, please consult the correct section within Awarding Learners relevant to the type of course you are awarding, be that a Qualification, Quality Assured Provision, Access to Higher Education or Functional Skills. If you need any further assistance with any aspect of the Online Registrations System, please feel free to contact us. Page 2 of 35

3 Contents Setting Up all Centres and course types... 4 Logging on... 4 Forgotten Password... 4 The Home Screen... 5 My Details... 5 Changing Your Password... 5 Registering Learners all Centres and course types Completing the Learner Registration Form Creating a New Cohort Selecting Units all course types except Access to Higher Education Selecting Units Access to Higher Education only Booking Assessments (Functional Skills only) Registration of Missed Learners Tracking the Registration s Progress Reviewing Cohorts Viewing Cohorts and Learners Learner Withdrawal Searching for Learners & Learner Achievements Downloading Documents Functional Skills Assessment Papers and Mark Sheets Awarding Learners RAC Generation Checking the RAC RAC Completion Online Awarding the process A - Online results submission Submitting more than one results claim for the same cohort online Quality Assured Provision Online Verification Online Awarding Verifying many cohorts Administrator and AIQA two roles, one person B - Paper-based RAC submission (for Centres who have not yet been set up for Online Awarding) Administration Failed ULN Validation APPENDIX 1 - Demographic Codes for Learner Registrations APPENDIX 2 - Field Formats for Learner Registrations Page 3 of 35

4 Setting Up all Centres and course types IMPORTANT: While using the Online Registration & Awards system please refrain from using the Enter and/or Return keyboard buttons as this may return you to the Home Page rather than submitting your data, and data will need to be reentered. Always use the Submit buttons. Logging on To log on to the Online Registration & Awards system: Open the Gateway Qualifications website Click the yellow Centre Login box at the bottom right of the home page. This will take you to a page explaining the benefits of the online registration & awards system. Use the hyperlink on the words Online Registrations System (in orange) to go to the web portal log in screen (see figure 1.1). Fig 1.1 To log on you must tick to say you agree with the Terms and Conditions. These can be viewed by clicking the Terms and Conditions link at the bottom of the page. New users will be issued with a username and password by Gateway Qualifications. You will be prompted to change the password when you first log on. Forgotten Password If you have forgotten your password click on the Forgotten your password? link (see figure 1.2). A new password will be ed to you. Gateway Qualifications does not hold records of passwords. Fig 1.2 Page 4 of 35

5 The Home Screen Your login will take you to the Home Page displaying your Centres details. Use the links on the left of the screen to navigate to the function you require (see figure 1.3). The main functions of the system include: Learner Registrations Review of Course Runs (Cohorts) RAC Generation Online Awarding Fig 1.3 My Details The My Details page shows information about you, as a web user: the Gateway Qualifications roles you hold any non-centre contact details we may hold for you the facility to change your password Changing Your Password If you wish to change your password, click on the Change Password link and follow the instructions on screen. You will be required to complete the fields as outlined in the table below and then click Change Password to confirm your changes (see figure 1.4). When changing passwords please note: Fig 1.4 Password New Password Confirm New Password Must match current password. Case sensitive. Must be at least 8 characters long and contain at least one number. Case sensitive. Must match new password. Case sensitive. IMPORTANT: At present, successful password changes are not notified to you by . Please make a secure note of your most recent password prior to changing it and, once changed please log out and in again to check that your password change has been successful. Page 5 of 35

6 Registering Learners all Centres and course types The registration of learners is a three step process. 1. Completing the Learner Registration Form This form is used to enter the details of the learners in the group you are about to register, before you begin to make the registration on the Online Registrations System. A template is provided as an Excel document at the bottom of the Registration Submission page (see Figure 2.1). This template can be downloaded and used as a master copy for your registration submissions. It can also be used as a reference to ensure any data exported from your own database matches the required fields. The fields included are as follows: Field Name Mandatory? ULN No * Centre Learner Reference No Surname Yes Forename Yes Middle Name No Date of Birth Yes Postcode Yes Gender Yes Ethnicity Yes Employment Status Yes Ability Status Yes Adjustment No Adjustment Comment Yes if Adjustment requested Permission not Given No Fig 2.1 * The Learning Records Service provides a Unique Learner Number (ULN) for every person in education or training, aged 14 or above. This will enable learners accumulated credit within the Qualification and Credit Framework (QCF) to build towards recognised Qualifications and will provide a lifelong record of their learning achievement. An explanation of the demographic codes and field formats used are in Appendices 1 and 2. IMPORTANT: It is advised that, before completing the Registration Submission page, you have the Excel document containing your learners details completed and saved to your system. This will prevent the browser from timing out, causing you to be logged out and any unsaved data being lost. Page 6 of 35

7 2. Creating a New Cohort To enter a new cohort and register learners go to the Registration Submission option on the left hand menu. This will reveal the registration submission page (see figure 2.2). Fig 2.2 Select the course you are running from the drop down list. If your course does not appear in the menu contact Gateway Qualifications. IMPORTANT: Once you have selected a Course you can view the units contained within by clicking the red book ensure you have selected the correct course before registering your learners.. Always Select the Qualification the learners are aiming to achieve at the end of the course from the drop down list (Mandatory). If no Qualification appears, this will be because the course is Unit Achievement only or is part of the Gateway Quality Assured provision, in which case you will not need to select anything. Cohort start and end dates are mandatory. Learners should be registered within the deadlines specified in the Centre Handbook and published annually in our Fees and Charges document, which can be found on our website. A late fee will be applied per learner to all late registrations. IMPORTANT: If your registration is late, you will need to complete the Late Tab on the Excel registration form, to provide a brief explanation, prior to uploading the file. Please note: Late Registrations for Access to HE courses cannot be accepted. Page 7 of 35

8 Your Reference and Purchase Order are mandatory. If you do not wish to give the cohort an identifier, please use na. Likewise, if you do not require us to quote a purchase order number on your invoice, please use na. You will then need to press Choose File at the bottom left (above Continue ) and locate the registration file made previously. Fig 2.3 Then, for all course types except ACCESS TO HIGHER EDUCATION, press Continue with Unit Registration. IMPORTANT: Only press Continue with Unit Registration once. There may be a short delay after pressing the button. Pressing this more than once can result in multiple submissions, which will lead to multiple invoices. ACCESS TO HIGHER EDUCATION Centres registering for Access to Higher Education courses, please press Continue at this stage. Your learners will then be registered by Gateway Qualifications. You will be notified by when this is done and will be able to proceed to Section 3.1 Selecting Units Access to Higher Education only 3. Selecting Units all course types except Access to Higher Education Once you have pressed Continue with Unit Registration, you will be prompted to select the units required for this cohort. Do not enter any details just click the Search button and a list of all the units contained in the course will appear (see figure 2.4). Page 8 of 35

9 Fig 2.4 Select the unit(s) you wish to add by selecting the add unit button Those selected will then appear at the top of the screen (see figure 2.5) If you do not select units, all the units in the course will appear on your RAC. For courses with many units, not specifying which you would like may mean the RAC fails to generate. Fig 2.5 The system has a button at the bottom, Add All Units. This can be used to select all units for the cohort, then any which are not needed can be removed from the cohort. Once units are added to the cohort, they can be removed using the Remove Unit button. IMPORTANT: If the course you are registering has many units, and you select all, or do not choose any at all, all of the units will appear on the RAC. This can, in some cases, cause the RAC generation to fail as there are more units than the Excel template is able to accommodate. Page 9 of 35

10 At this point, you are still able to return to the previous cohort submission page if you feel you have made a mistake, by pressing Amend. You will be taken back to the previous page to amend any details, but you will need to Choose File and locate your learners registration file again to upload. If the registration is correct, and no amendments to be made, press Continue (please only press once) Then press Submit to confirm (please only press once). Fig 2.6 IMPORTANT: Only press Submit once. There may be a short delay after pressing the button. Pressing this more than once can result in multiple submissions, which will lead to multiple invoices. A confirmation screen will then appear, giving the cohort id for the submission. This number should be quoted if you have any queries relating to the group to allow us to locate the correct cohort. Fig 2.7 You will also receive an automatic , confirming the cohort id and that you have made a successful registration. Page 10 of 35

11 3.1 Selecting Units Access to Higher Education only 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, 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: After uploading the registration file, press Continue (as detailed at the end of Section 2). Then press Submit to confirm (please only press once). Fig 2.8 IMPORTANT: Only press Submit once. There may be a short delay after pressing the button. Pressing this more than once can result in multiple submissions, which will lead to multiple invoices. A confirmation screen will then appear, giving the cohort id for the submission. You will also receive an automatic , confirming the cohort id. Fig 2.9 Page 11 of 35

12 At this point there will be a delay as Gateway Qualifications registers your learners onto the system. When the learners have been registered you will receive a further requesting that you log back in and select your units for each learner. To select the units for each learner there is a different process from the normal, entire cohort unit selection process: Select Review Cohorts from the left hand menu Click the Cohort Id column heading to bring the most recent registration to the top Click on the Cohort id for the Access cohort registered This opens the cohort as shown in fig Fig 2.10 Units can be selected for the entire group (if they are doing the same units), or for individuals if they are doing different units each. Units can be chosen either individually, by module or all selected. Fig 2.11 Selecting the same units for the whole cohort will be described first, followed by how to select different units for each learner. A combination of these techniques can be used to select units in the easiest way for your individual courses. Page 12 of 35

13 If all learners in the cohort are doing all of the units in the course: Click All Click the Multiple Learners Unit Registration button Fig 2.12 This takes you to the cohort unit registration page, as shown in Fig 2.14 Fig 2.13 Fig 2.14 Page 13 of 35

14 Click the Add All Units button at the bottom left of the screen Fig 2.15 The total credits allocated to each learner are then displayed at the top of the screen. This total must be exactly 60. Fig 2.16 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, so allow 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: Click All Fig 2.17 Page 14 of 35

15 Click the Multiple Learners Unit Registration button Units can then be selected for all the learners, either by adding entire modules, or by adding individual units. Fig 2.18 To add units from an entire module: Use the Search Cohort Units drop down menu and select a module (please note, the screen does not appear to change in any way at this point) Press the Add All Units button at the bottom left of the screen Fig 2.19 This will add all the units from the selected module 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). Further modules can be selected and added in this way. To add individual units to the entire cohort: From the cohort screen, select All learners, and press Multiple Learners Unit Registration Click on the red book on the right hand side of each unit in the lower table on the screen to add the unit to the learners (it moves up to the top table). Clicking the red book on the units in the top table removes them from the selection 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, so allow the learner achievement of the full Diploma at completion. Page 15 of 35

16 If the learners in the cohort are doing different units each: 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 This opens the individual learner s screen (will now only show one name at the top, as in Fig 2.20). Units can then be selected by: Fig 2.20 Using the Add all Units button at the bottom left (Fig 2.21) Module, by selecting the module in the Search Cohort Units menu, then pressing Add All Units (Fig 2.22) Individually by clicking the red book to the right hand side of each individual unit (Fig 2.23) Fig 2.21 Fig 2.22 Page 16 of 35

17 Fig 2.23 Once the unit selection is completed, to navigate back to the cohort screen, press Back to Cohort on the bottom left Fig 2.24 To select the next individual learner to add units to, click the red book to the left of their name in the table at the bottom of the screen. This will open the learner s list as shown in Fig 2.20 Fig 2.25 Page 17 of 35

18 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, so allow 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. 4. Booking Assessments (Functional Skills only) For Functional Skills registrations where an External Assessment is required, this needs to be booked by the centre. This includes Levels 1 and 2 Maths, English Reading and Writing, and ICT at all Levels. Once your learners have been processed by Gateway Qualifications, you will receive an advising you of this, and requesting that you log back in and book the assessment. To book an Assessment, locate the cohort by using the Review Cohorts menu on the left hand side and open the desired cohort (this is described fully in the Reviewing Cohorts section). Press the eassessments button (Fig 2.26) Fig 2.26 This takes you to the eassessments booking window (Fig 2.27). Page 18 of 35

19 Fig 2.27 Enter the date and time of the assessment (the time has to be typed into the cell manually) Select the assessment in the EAssessment Unit drop down menu Select the learners who are to sit this assessment Fig 2.28 Press Submit This takes you to the eassessment booking submission screen (Fig 2.29) Page 19 of 35

20 Fig 2.29 If the details are correct, press Confirm Once confirmed, the submission has been made. Pressing Continue will return you to the booking screen (Fig 2.27), and will allow you to make further bookings for the same cohort (this is useful in the case of English where you may wish to book the Reading and Writing elements, or if you wish to book part of a cohort at a different date or time). You will receive the assessment , containing the learners login details and the assessment password prior to the assessment date. Registration of Missed Learners After a registration has been submitted, it is not possible to add further learners to that cohort. If you find you have missed any, you will need to create a new cohort and register the missed learners to that. Do not register all of the learners, only the missed ones, otherwise you will be invoiced for all the learners again. Tracking the Registration s Progress On the Administration page you can check the status of your registrations and awards. If the registration is late or if there is any ambiguity in the learners details, Gateway Qualifications validates the registration and completes the process. You can view the progress of registrations not yet processed and see how many days ago the registration was submitted (see figure 2.30). Fig 2.30 Page 20 of 35

21 Reviewing Cohorts Viewing Cohorts and Learners Once you have submitted a new Cohort of learners to register on a Course, and the registration has been validated and processed by Gateway Qualifications, you can review it on the Review Cohort page (see figure 2.31). Press Search (there is no need to type in any details if you wish to see a list of all of your cohorts). If any older cohorts are not visible which you wish to see, untick the Current box and press Search again. Fig 2.31 All columns can be sorted by clicking a column header (one click to sort from A to Z; and a second click to sort from Z to A). If you wish to open a Cohort, click the Cohort ID number (see figure 2.32). Fig 2.32 Page 21 of 35

22 To view a learner s history, click the learner s Surname (see figure 2.33). Learner Withdrawal To withdraw a learner from this cohort, click the Withdraw link. Confirm by selecting OK (see figure 2.34). Fig 2.33 Once withdrawn, the Withdraw link will change to Reregister (see figure 2.35). Withdrawn learners can be added back onto the Cohort by clicking the Reregister link and confirming. Fig 2.34 Fig 2.35 IMPORTANT: All learner registrations submitted to Gateway Qualifications will be charged in accordance with our charges policy and are non-refundable. The withdrawal function will only remove the learner from your RAC and does not remove the learner from our database. Page 22 of 35

23 Searching for Learners & Learner Achievements You can review a learner s registration and achievement history for your Centre in two ways; either by Reviewing the Cohort (as described above) or by searching for a learner s details (see figure 2.36). Fig 2.36 Searches can be made using any of the fields shown. Search results will be displayed as shown in figure When more than one result is found, you can select the required Learner and view their achievement history or view the cohort. Fig 2.37 IMPORTANT: The search facility will only show results for learners previously registered through your centre. You will not be able to view learners, or their achievement, from any other centre. Page 23 of 35

24 Downloading Documents Functional Skills Assessment Papers and Mark Sheets Quartz has the facility for us to upload documents to your area which you can then access, view and print as required. This is particularly useful for Entry Level Functional Skills Assessment Papers and Mark Sheets (see figure 3.1) Fig 3.1 To search for a particular type of Functional Skills Assessment, set Type to Functional Skills Assessment and select the subject and level you require from the Sub-Type menu. Press search. This will list all papers of this type available (see figure 3.2) You will also need to print the associated Mark Sheet, by setting the Type to Functional Skills Mark Sheet and choosing the subject and level again in the Sub-Type. Fig 3.2 As there is more than one paper for each subject and level of Functional Skills, it is essential that no learner sits the same paper twice (so if any resit learners are present this will need to be carefully administered) and that the paper and mark sheet printed have the same reference number, as the mark sheet is tailored to its associated assessment. Although the system has a facility to allow you to upload documents, this is not currently in use. Registrations of learners and claims for award should follow the processes set out in this guide. Page 24 of 35

25 Awarding Learners There are two systems currently in operation for awarding your learners. The traditional paper-based Recommendation for the Award of Credit (RAC) system, involving printing, ticking, signing and posting RACs, and the newer online system of awarding and verification. The paper-based system is being phased out and centres are gradually being introduced to the online awarding system. There are many benefits to using the online system; particularly the increased security and reliability of advising us of your learners achievements, the efficiency with which you can submit claims, the improved certificate turnaround time we can provide and a saving in the cost and time of printing and posting paper RACs to us. We will advise you which system you will be using. Not all new centres will commence using the online system straight away; we will need to set centres up on a case by case basis, but we will advise you and assist with whichever system is appropriate. RAC Generation Both the paper-based and online systems of results submission require you to produce an RAC for each cohort you are claiming. Please be aware that RACs for Access to HE courses can only be created by the Access to HE Administrator. To download the RAC, select Review Cohorts from the left hand menu. The process for locating and opening cohorts is described previously in Viewing Cohorts and Learners. After selecting the cohort you wish to generate an RAC for, select the Results Submission Forms button (see figure 3.3). Fig 3.3 Tick RAC Form (if not ticked already) and click Generate RAC button (see figure 3.4). For Access to HE, please tick PPL RAC if not ticked already, as this will produce a different type of RAC tailored to Access to HE courses. Page 25 of 35

26 Fig 3.4 Once downloaded, save the file to your computer if using the Online Awarding method. IMPORTANT: This file contains Macros. If you receive a warning message, please ensure you select Enable Macros. If using the Paper-based system of awarding, please print the RAC, check and complete it as described in the two sections below, and then refer to the later section B - Paper-based RAC submission (for Centres who have not yet been set up for Online Awarding). Checking the RAC Check the RAC for accuracy. If any learners names are spelt incorrectly, please [email protected] advising us of the cohort id, incorrect spelling of the name and what the correct spelling should be. We will make the amendment on the system and advise you when a new RAC can be downloaded. Check that all the units the learners studied whilst on the course are listed on the RAC form. If any units are missing, add the units online and download a new form. There is a button on the cohort screen named Cohort Unit Registrations (see Fig 3.1) which will take you to the unit selection screen. Follow the guidance in 3. Selecting Units for instructions on how to do this. For Access to HE courses amendments to units are not possible please contact Gateway Qualifications immediately if your RAC is not correct. RAC Completion The RAC form is the same for both the online and paper-based systems of claiming, and is completed in the same way. It can be completed on screen (essential for online awarding, optional for paper-based claiming) or if paperbased, can be printed and completed clearly in pen. It is a grid with the units listed across the top and the learners listed down the left-hand side. The units and awards achieved by each learner are indicated by choosing Achieved from the drop down box in the cell appropriate to the learner and unit. The RAC is a protected Excel spreadsheet and the course and learner details cannot be amended. The following sections describe how it should be submitted for both the online and paper-based methods. Page 26 of 35

27 Online Awarding the process Administration Contact Uploads registration online Downloads RAC Sends RAC by to Tutor for completion Tutor Completes RAC to indicate learners' achievement on screen Sends RAC to Internal Verifier by Internal Verifier Completes internal QA processes Returns RAC, by , to Administration Contact Administration Contact Logs in to the Online Registration System and uploads completed RAC Approved Internal Verifier Checks internal QA processes have been completed Opens RAC document, views and either Verifies or Rejects claim A - Online results submission Once the RAC has been completed and all internal QA processes have been completed satisfactorily, it must be returned to you as an electronic copy and saved to your system ready for uploading. You upload the RAC from the Result Submission page (see figure 3.5). There is the facility to add a note but this is not mandatory. Fig 3.5 Page 27 of 35

28 Once you have submitted the results you will be asked to confirm the submission (figure 3.6). Once confirmed (figure 3.7), the Approved Internal Verifier for this course will receive an automatic alerting them to the presence of an uploaded RAC that requires verification. Fig 3.6 You can track the progress of results submitted on the Results Status area of the Administration page (see figure 3.8). Fig 3.7 Fig 3.8 Page 28 of 35

29 Submitting more than one results claim for the same cohort online If you find you need to submit a second claim on a cohort for which you have already claimed online, you are able to do so: You will need to generate a new RAC. Enter the achievements for the new claims only (do not add in those you have claimed for before). Upload that online again. Please note, you cannot upload the same RAC document more than once the system will need you to generate a new RAC each time you need to submit results for the same cohort. Quality Assured Provision For Centres using courses from within the Gateway Quality Assured provision, there are no further steps to complete. The submission of the RAC form by the administrator is sufficient for certificates to be produced and sent to your Centre. For all other types of course, Online Verification will need to take place. Online Verification Online Awarding Each course is allocated to at least one Approved Internal Quality Assurer (AIQA) or External Quality Assurer (EQA). This is the person recognised by Gateway Qualifications as the authority to verify results. The AIQA/EQA is responsible for confirming that all internal QA processes have been completed satisfactorily, in accordance with Gateway Qualifications guidelines and procedures, and to agree the award of credit as indicated on the RAC submitted. This process involves 2 steps: 1. The Administration Contact uploads the completed RAC (please see Awarding Learners section for how to complete and upload the RAC). 2. Once results have been submitted, the AIQA/EQA will receive an notification. This will have a link asking them to log in and verify and approve the award claimed. IMPORTANT: The AIQA/EQA will need to log in, then select Results Verification from the left hand menu. Select the cohort to be verified by clicking on the underlined word Verify on the right. The AIQA/EQA must view the RAC to check what the Administrator has uploaded to be claimed by clicking on the Results for Cohort link under the Review Results title. Once viewed this can be closed. Then enter the date when the Verification took place and then either accept ( Verify ) or reject ( Return ) the claim (figure 3.8). Press VERIFY to approve the RAC Press RETURN to reject it If you reject the RAC you must add a note to say why. If the RAC is accepted, please leave the Mini Report box empty. If the RAC is rejected an explanation must be written in the Mini Report box on screen (see figure 3.9). Page 29 of 35

30 Fig 3.9 Verifying many cohorts If there are many cohorts to be verified, the AIQA can log in to the system once, and then view a list of all the cohorts to be verified by clicking Results Verification on the left hand side. Then, each cohort available to be verified will appear in a table with the word Verify on the right which can be selected (see figure 3.10). Once the RAC has been verified by the Approved Internal Quality Assurer at your Centre, the date this was done appears on the Administration page and the status changes to Awaiting processing. If the Approved Internal Quality Assurer does not agree the awards and rejects the submission, you, as the Administrator who uploaded the RAC in the first place, will receive an notification advising you as such and stating that the RAC requires re-submission. If the RAC is rejected (Returned) the whole process starts again. The status of the cohort will change to Awaiting Submission. A new RAC will have to be generated, completed and submitted for this cohort. Once the AIQA has agreed the award, the verification process is complete, and the award can be processed by Gateway Qualifications. You will receive an to confirm that the RAC has been processed. Once Gateway Qualifications has processed the results, certificates are then printed, checked and posted to your Centre. Fig 3.10 Page 30 of 35

31 Administrator and AIQA two roles, one person If you are both the Administration Contact, responsible for completing and uploading the RAC, as well as the AIQA responsible for verifying the results, you can perform both tasks in one session on the Online Registrations System. Firstly, log in to the system and follow the guidelines for the submission of the completed RAC. Once successfully submitted, you will need to Switch Roles, to move from the Administrator to Quality Assurer profile. At the top left corner there is a drop down menu, on which you can select the Approved Internal Quality Assurer option. Then press Switch Role (see figure 3.11) Fig 3.11 Once the role is switched, a new list of menu options will be displayed on the left hand side, including the Results Verification option needed for verifying results online (figure 3.12). Fig 3.12 Page 31 of 35

32 B - Paper-based RAC submission (for Centres who have not yet been set up for Online Awarding) Once you have generated the RAC, you will need to print it. After generation, the RAC will open as an Excel file. To print, go to the file menu, and select print. Please ensure that all pages are printed by selecting Entire Workbook in your print options. The RAC consists of a Front Sheet and one or more Learners/Units sheets. These can be seen as two tabs on the bottom left corner of your screen. You will need to ensure that all of the pages from both of these tabs have printed. Fig 3.13 RAC Front Sheet: The front sheet is pre-printed with details of the course and is the page on which the Tutor and Internal Quality Assurer sign. This page may also be signed by the External Verifier or Quality Reviewer if necessary. This can be signed when they visit, or can be posted to Gateway Qualifications where we will obtain the necessary approval before processing certificates. RAC Learners/Units sheet: All the learner details and units are pre-printed on the RAC. Complete the form as follows: Check the accuracy of spelling of the learners names. Amendments should be made on the form by hand to avoid errors on the certificates. Failure to amend an incorrect spelling at this stage may result in a replacement certificate fee being applied. Check that all the units the learners studied whilst on the course are listed on the RAC form. If any units are missing, add the units using the Online Registrations System and download a replacement form. Failure to do so may result in the RAC form not being accepted and will delay certification. Once you are happy that the RAC is correct, tick the boxes to indicate which units each learner has achieved. Learners who do not achieve units, or who have left the course, should not have any units indicated for award. If no learners have achieved any units at all, the RAC should be returned with No Achievement clearly written across the front of the RAC. Once completed, all paper RACs should be posted to us, at the address shown on the RAC form. It is highly recommended that Centres keep photocopies of the RACs sent to us for their own records. Page 32 of 35

33 Administration From the Administration page you can view the status of Registrations or Results uploaded but yet to be processed by Gateway Qualifications, the status of Results submitted, documents Gateway Qualifications wishes to share with you and failed ULN validations (see figure 4.1). Fig 4.1 Failed ULN Validation Further details about using and obtaining the Unique Learner Number (ULN) are available from the Learning Records Service (LRS) from their website: Any ULNs that do not successfully validate with the Learning Record Service database will be notified to you through this failed ULN Validation link for you to correct. Where the ULN Validation has failed the following action is required: 1. Check with the learner to clarify which data is correct 2. If the LRS is correct, you must amend the data on the spreadsheet and return to Gateway Qualifications 3. If the LRS is incorrect, please log on and amend the data held on the Learner Record Page 33 of 35

34 APPENDIX 1 - Demographic Codes for Learner Registrations Ability Status 01 Candidate considers they have a learning difficulty and / or disability 02 Candidate does not consider they have a learning difficulty and /or disability 03 No Information Provided Adjustment DYS DYS_KEY None Dyslexic - allow at least 25% plus Employment Status FS Full-time Student FT PT RE UN NS Dyslexic - allow 25% more time and laptop Employed - Full-time Employed - Part-time Registered Unemployed (Seeking work) Unwaged (Not Seeking Work) Not Specified Ethnicity 01 White British 02 White Irish 03 Any other White Background 04 Mixed White and Black Caribbean 05 Mixed White and Black African 06 Mixed White and Asian 07 Any other Mixed Background 08 Indian 09 Pakistani 10 Bangladeshi 11 Any other Asian Background 12 Caribbean 13 African 14 Any other Black Background 15 Chinese 16 Any Other Ethnic Group 99 Not Stated Gender M F UN Male Female Unknown Page 34 of 35

35 APPENDIX 2 - Field Formats for Learner Registrations Field Name ULN Centre Learner Reference Surname Forename Middle Name Date of Birth Field Format This is the unique learner number which is given to the learner by the Learning Records Service. Your reference for the learner (if any) Family name. Mandatory. Title case (Xxxx) This is the name as it will appear on the certificate. Given name. Mandatory. Title case (Xxxx) This is the name as it will appear on the certificate. Any middle name. Optional. Title case (Xxxx) If provided, this name will appear on the certificate. Mandatory. Date format (dd/mm/yyyy) Postcode Mandatory. Upper case (XX1 1XX) Gender Mandatory. Using Gender Codes from Appendix 1 Ethnicity Mandatory. Using Ethnicity Codes from Appendix 1 Employment Status Mandatory. Using Employment Status Codes from Appendix 1 Ability Status Mandatory. Using Ability Status Codes from Appendix 1 Adjustment Using Adjustment Codes from Appendix 1 Adjustment Comment Permission not Given Mandatory only if Adjustment has been requested above Place an X if the learner does not want their achievement uploaded to their personal learning record held by the Learning Records Service. Page 35 of 35