Registrations 2017/18 A guide for centre administrators In this guide you will find information on how to create groups and upload files for registrations, add students to existing groups, and view your groups on the Centre portal. The guide also contains guidance on choosing the correct programme for registrations, applying for Exemptions and Recommendation of Prior Learning, and managing contacts in your centre. www.centre.arts.ac.uk operations.awarding@arts.ac.uk Registration guide for centre administrators v2.1 1
Contents I. II. III. IV. Registering a group of students Adding registrations to an existing group Accessing documents on the UAL Centre Portal Contact Manager guidance Appendix A: Appendix B: Appendix C: Appendix D: Key dates for registration Choosing the correct Level 3 programme Understanding Exemptions and Recommendation of Prior Learning (RPL) and how to apply Understanding the moderation ready date Appendices should be circulated to the curriculum staff prior to registration. Registration guide for centre administrators v2.1 2
Registering a group of students This method allows you to register students in bulk using a spreadsheet which you ll upload to the Centre Portal. We recommend you register your students by qualifications group or tutor group. Students registered together in groups will appear on the same marksheet for results submission later in the year. 1. Log in to the Centre Portal at centre.arts.ac.uk. 2. Select Student Registration - ERegistration Submission from the Actions tab menu. 3. Select the relevant programme and qualifications and click continue. (Please refer to appendix B in this guide to ensure you are registering against the correct programme for Level 3 qualifications. This will have a direct impact on the certificates you receive at the end of the year and on the information UAL Awarding Body sends to UCAS.) 4. On the next page, please enter the following information: Start date and end date: These dates refer to the entire course and it is important that you input the correct dates. If you are registering against a two year Level 3 Extended Diploma, your start date will be in 2017 and the end date in 2019. Please refer to appendix B if in doubt. Provider reference: This is your reference, you may use any text you wish. Purchase order number: This will be quoted by UAL Awarding Body on invoices sent to your centre. Moderation ready date: The earliest date your group will be ready for moderation. The date must be agreed by the Course Leader. Your group is moderation ready when all the work has been assessed and the completed marksheet has been uploaded to the Centre Portal. This must be completed before the visit takes place. See appendix D. We will ask the Super User to confirm the centre availability dates for moderation later in the year, at the beginning of term 2. The site: This is where the course is delivered. Tutor: The name of the tutor teaching the group. If the name doesn t appear in the list, please contact the Super User at your centre. Notes on this submission: For any information you would like to add to the group. This field is for your own reference. You could use it to indicate if the groups contains Exemptions, or part time students, etc. ERegistration file to submit: Please ensure you download a fresh template. Old templates will not upload properly. Incorrectly filled spreadsheets will also be rejected. 5. The next page will show you a summary of the group information you have submitted. If it is incorrect, you can go back and amend, otherwise, click submit. 6. You will receive an email confirming receipt, and a second email once the registration group has been processed by UAL Awarding Body. Registration guide for centre administrators v2.1 3
7. Repeat this process until you have registered each new group of students at your centre. You can review the status of your ERegistration files on the Administration page. Registration guide for centre administrators v2.1 4
Adding students to an existing group This method allows you to add individual students to an existing group. You should endeavour to minimise the number of groups you create. Please refrain from creating new groups for late enrollers or single students, these should be added to existing tutor or qualification groups. Maintaining coherent groups will make the result submission process easier as the students from the same group will all appear on the same marksheet. 1. Log in to the UAL Awarding Body Portal at centre.arts.ac.uk. 2. Select Review Your groups from the Actions tab menu. 3. Click on the Group ID for the group you want to amend. You can refine your search using the fields at the top of the page. 4. The group information appears at the top of the page. The list of students attached to this group appears underneath. Scroll down to the bottom until you reach Enter Single Student Registration. Fill in the additional student s information. The following fields are mandatory: Forenames, Surname, DOB, gender, ethnicity, Ability Status and Postcode. Click Add New Learner Registration. The new student will now appear in the list of students attached to the group. 5. Repeat the process until you have added all your additional registrations. Registration dos and don ts i Do create your groups wisely Students in the same group will appear on the same marksheet. We recommend you group your students by tutor or qualification group. Do not create a brand new group for late registrations, instead add the students to the relevant existing group. Do make sure you are registering L3 Extended Diploma and L3 Diploma students on the correct programme. See appendix B for further guidance. If you have any doubt, please contact your UAL Awarding Body Regional Administrator or email operations.awarding@arts.ac.uk You can only top-up students onto a Level 3 Extended Diploma Second Year Only programme if they have achieved the corresponding Level 3 Diploma. For example: Students may progress onto an L3 Extended Diploma in Creative Media Production and Technology if they have achieved a L3 Diploma in Creative Media Production and Technology. Do not register students on a qualification they have already achieved, either at your centre or at another centre. Make sure the template for uploading registrations is completed according to the guidance contained in the spreadsheet. Once the Exemptions and RPL students have been approved by our Quality department, register them in the same group as their classmates. Registration guide for centre administrators v2.1 5
Accessing documents on the Centre Portal This section explains how to review your registrations, access reports and documents, and generate marksheets. Reviewing your registrations You can view your registration by groups under Review Your groups from the Actions tab menu. You can drill down into individual groups to see additional details by clicking on the Group ID number. You can also search for a single candidate under Review Your student Registrations. Accessing reports and documents Under the Resources tab menu, click Reports and Documents. Reports you will find include: Benchmark reports: The Centre Benchmark report provides a statistical summary of student performance at each centre; including Retention, Achievement and Success compared to national benchmarks for each type of institution. This report provides important information to support your annual Self-Assessment Report (SAR). Current contacts: This is a list of the contacts we hold for your centre. The Centre Super User is able to amend this list and add new contacts. Qualification award report: This allows you to see your students overall achievement. Documents you will find include: External Moderator Reports Advisory Reports Centre Approval contract Guidance Documents Registration guide for centre administrators v2.1 6
How to generate marksheets This will allow you to download a marksheet for a group when you are ready to submit your results. The marksheet is the document which is used to submit grades to UAL Awarding Body before the external moderation. You should wait until you are ready to submit the grades to generate the marksheet. We suggest you generate marksheets a week before the moderation date. If you make amendments to your groups after you have generated the marksheet, you will not be able to upload it to the UAL Centre Portal. To generate a marksheet: 1. Select Review Your groups from the Actions tab menu 2. Select the relevant group 3. Click Results above the Group title, then EResults Submission Forms 4. Select the Marksheet Form and click Generate Marksheet i Marksheets should be generated at the end of the year when you are ready to submit the results. We suggest you generate marksheets a week before the moderation date. Marksheets must be completed and uploaded to the UAL Centre Portal prior to the external moderation visit. Registration guide for centre administrators v2.1 7
Contact Manager guidance The Contact Manager function is a new feature of the UAL Centre Portal and is available to Super Users only. Below is a description of the role of the Super User: Act as the central point of administrative communication with UAL Awarding Body Circulate information received from UAL Awarding Body to the relevant departments within their centre Ensure UAL Awarding Body are informed of changes to staffing and organisational structures Update the Contact Manager via the Centre Portal Liaise with delivery teams and UAL Awarding Body to confirm dates for external moderation via the Centre Portal Your centre should have a Super User. If your centre is large and includes multiple sites, additional Super Users may be allocated. Please contact your UAL Awarding Body regional administrator for more information or email operations.awarding@arts.ac.uk The Contact Manager function will allow you to view and amend the contacts we currently have for your centre as well as create new contacts. You will also be able to categorise your centre s contacts by role and allocate academic staff to subjects. How to access the Contact Manager function i Login to the UAL Centre Portal and make sure the role at the top right of the screen is set to Super User at your centre. Then click the Administration menu tab and select Contact Manager. It is worth noting that contacts that have a role of Centre Administrator within the Centre Portal will be able to view contacts but will be unable to make any modifications. When entering contacts, please use the most appropriate or closest description for the job of the person you are entering. You can choose from the options below: Centre Administrator (Exams Officer) - UAL Centre Portal Access Head of Organisation Deputy Head of Organisation Quality Assurance Contact UAL Centre Portal Access Certificate Contact Head of Department UAL Centre Portal Access Tutor Quartz Web Access Curriculum Development Contact UAL Centre Portal Access Finance Contact Marketing Contact Invigilator (only relevant for external assessments where directed by UAL Awarding Body) UAL Centre Portal Access Please also review any existing contacts and amend their roles if necessary by selecting one from the list above. If you are unsure of which role to select please do not hesitate to contact your regional administrator or email operations.awarding@arts.ac.uk. Registration guide for centre administrators v2.1 8
Adding a new contact 1. Select the + Add New Contact icon at the top of the page. 2. Complete the relevant fields and select the most appropriate role and site from the dropdown options. 3. If selecting Tutor, Head of Department or Curriculum Manager role please enter their main relevant subject area in the Job Title field from the following options: Art & Design (specify if foundation diploma) Fashion Business & Retail Creative Media Production & Technology Performing Arts & Production Music Performance & Production 4. Contacts with UAL Centre Portal Access (Quartz Web) should be directed to https://centre.arts.ac.uk and instructed to click the Forgotten your password? link. This will allow them to create a new password and access the UAL Centre Portal. Adding multiple roles for one contact Within your centre there may be contacts who have more than one role at your centre. Follow the steps below to record multiple roles for a contact. 1. Against the desired contact select the Actions drop down, and click Record a new role for this contact 2. A new window will open. Please select the relevant role and site from the dropdown, then click save 3. The contact should appear on the list again against their new role 4. Against the role you have just added please select the Actions dropdown, and click Modify this contact s details 5. Please fill the contact s email address and job title. If selecting Tutor, Head of Department or Curriculum Manager role please enter the relevant subject area in the Job Title field from the following options: Art & Design (specify if foundation diploma) Fashion Business & Retail Creative Media Production & Technology Performing Arts & Production Music Performance & Production Removing a contact If someone in your centre changes role you can end a contact s specific role by selecting the Actions dropdown against the contact, then Close this role for this contact, then confirm. If someone has left your centre you can remove them from all of their roles at your centre by selecting the Actions dropdown against one of the contact's roles, then select Close ALL ROLES for this contact, then confirm. If you or any of your colleagues need help resetting a password or updating your site details, please email operations.awarding@arts.ac.uk Registration guide for centre administrators v2.1 9
Appendix A Key dates for registration 28Sep2017 9Oct2017 20Oct2017 10Nov2017 31Jan2017 Contact: operations.awarding@arts.ac.uk Instructionsforcentresreleased (Includingguidelinesforregistration/moderation) Registrationsopen RPL/Exemptionsapplicationdeadline (explainedbelow) Registrationsclose (Latefeesapplyfrom11 th November) Reasonableadjustmentapplicationdeadline (Requestsformodifiedpaperswillnotbeapproved forapplicationsreceivedafterthisdeadline) Registration guide for centre administrators v2.1 10
Appendix B Choosing the correct Level 3 programme There are two different routes to achieve the Level 3 Extended Diploma. Please make sure you choose the correct one and register the students for the correct UAL programme. There are three types of Level 3 Diploma programmes: The L3 Diploma The full two year L3 Extended Diploma The L3 Extended Diploma Second year only Option 1: Registration in year one for the full two year course. There is no certification at the end of year 1. Learners who do not wish to continue with their second year of study may be withdrawn and transferred to the Level 3 Diploma qualification and a fall-back certificate will be issued. If you registered your students last year on this two year programme, you do not need to register them again this year. Option 2: Learners are registered for the Level 3 Diploma in year one. Those who achieve the qualification will receive a certificate at the end of year 1. They can then top-up (re-register) on to the Level 3 Extended Diploma - second year only programme. This programme is only available to students topping up from a Level 3 Diploma or students who are eligible for Exemptions or APL. 2017/18 registrations 2018/19 registrations Option one Two year extended diploma route Option two Top-up from diploma to extended diploma route L3 Extended Diploma Start date: 2017 End date: 2019 L3 Diploma Start date: 2017 End date: 2018 Certification No need to re-register students L3 Extended Diploma - 2nd year only Start date: 2018 End date: 2019 Certification Certification Year one Year two Registration guide for centre administrators v2.1 11
Incorrect registration models Do not register students for the two year L3 Extended Diploma if they are topping up from the L3 Diploma (Incorrect one). Do not register students for a L3 Extended Diploma - Second year only programme if they have already been registered for the two year L3 Extended Diploma (Incorrect two). i Registration guide for centre administrators v2.1 12
Appendix C Understanding Exemptions and Recommendation of Prior Learning and how to apply Exemption Enables students to claim concession from the achievement requirements of up to 50% of the units comprising a UAL Awarding Body qualification. Applicants must have previously successfully completed a full qualification; awarded and certificated by another awarding body within the last five years. In order for the evidence to be recognised; UAL Awarding Body must deem the achievement to be of equivalent level, content and value to the units for which the applicant is seeking exemption. Once an application has been approved, no additional assessment is required for the exempt units and the student is simply required to complete the remaining units and assessments in order to be eligible for the full qualification award. Recognition of Prior Learning (RPL) Facilitates the recognition of any relevant prior learning undertaken; and/or previous attainment by a student which is relevant to the knowledge, skills and understanding of a UAL qualification. RPL may be awarded for up to 50% of the units comprising the given UAL qualification. In order for evidence to be recognised, qualified teaching staff at the approved centre must ensure the evidence presented is of equivalent level and content to the units for which the applicant is seeking RPL. Once an application has been approved, the applicant is not required to undertake the required study or learning for the units for which RPL has been granted. However they are required to be formally assessed against the learning outcomes/ assessment criteria for the unit(s); either by sitting the same standard assessment as other students, or by undertaking an alternative equivalent centre-devised assessment previously approved by UAL Awarding Body. In both instances, all applications are treated on a case by case basis and are subject to the terms stated in the policies. Permission to go down either of these routes must be sought before the student commences study, ideally at the diagnostic interview. Please contact quality.awarding@arts.ac.uk Registration guide for centre administrators v2.1 13
Appendix D Understanding the moderation ready date A centre is moderation ready when: All work has been marked/assessed and internally verified All Candidate authentication forms have been completed The majority of referrals have been resolved The marksheet has been completed and uploaded to the UAL Centre Portal All work is available for scrutiny by the External Moderator If the centre is not moderation ready the day before the moderation visit, the visit may be cancelled and rearranged. Rearranged visits will be conducted on a full cost recovery basis at the centre s expense. Centres are requested to estimate their earliest moderation ready date at the time of registration. This date must be agreed by the Course Leader. We will then ask centres to confirm this date at the beginning of term 2. Once a moderation date has been confirmed and acknowledged by UAL Awarding Body it can only be amended in exceptional circumstances. Registration guide for centre administrators v2.1 14