Administering the Diploma -...
Transcript of Administering the Diploma -...
Administering the DiplomaTraining for exams office staff
Welcome and IntroductionAdministering the Diploma
Introduction
Purpose of today:Introduce principles of Diploma administration
Obtaining ULNsWorking with awarding bodies
Hands on experience of using the Diploma Aggregation Service (DAS)Forum to discuss some of the challenges you may face in the coming months
IntroductionHow we achieve this:
1 2
34wor
ksho
ps
Plenary session
Plenary session
Introduction
Workshops:Using the Diploma Aggregation service 1
Using the Diploma Aggregation service 2
Working with awarding bodies
Good practice in Diploma administration
Combination of presentations, computer based activities and discussions
Today’s agenda
Workshop11:30
Planned programmes of study10:40
Acquiring and using ULNs10:50
LUNCH13:00
Workshop12:15
BREAK11:10
QCDA and Diploma updates10:25
Getting ready – a review10:10
Welcome and introduction10:00
Today’s agenda
Questions and Answers15:35
CLOSE16:00
Autumn priorities15:45
BREAK15:25
Workshop14:30
Workshop13:45
Objectives
By the end of the day you will:know methods of acquiring unique learner numbers understand how and when to use the Diploma aggregation servicebe aware of main awarding body processes for principal learning and the overall Diplomaunderstand how to use a Diploma learner study planand know how you can help ensure students’Diplomas aggregate successfullyknow what support and guidance is available to youknow what you will need to do in the autumn term
Introduction
Developed by:
QCDA updateAdministering the Diploma
Getting ready… a reviewAdministering the Diploma
Introduction
Preparation ActionAgreement
Exams office
Getting ready for the Diploma
Administering the Diploma
The journey begins…
1 2
Composite qualification with three main components
How the Diploma is structured
Additional and
specialistlearning
Genericlearning
Principallearning
How the Diploma is structured
Principallearning
Principal Learning
Specific to the line of learning
New qualification
5-9 units
Mix of internal and external assessment
How the Diploma is structured
Genericlearning
Generic learning
The same across all lines of learning
IncludesFunctional skillsProject Personal, learning and thinking skillsWork experience
How the Diploma is structured
Additional and
specialistlearning
Additional and specialistlearning
Made up of new and existing qualifications
Complementary to the principal learning, providing depth or breadth
Can be GCSEs, A levels, Awards, Certificates, BTECs and other
Collaborative working
Home centre responsibilities:Student’s overall Diploma and learner accountStudent informationTimetabled exams
Assessment centre responsibilities:Internally marked assessments
Roles and responsibilities defined in a consortium exam policy
The Diploma learner study plan
Qualification updateAdministering the Diploma
Diploma update
Humanities, Science and Languages Diplomas are no longer being developed
Work on extended Diploma has ceased
No student entitlement to Diploma in 2013
Consortia wishing to offer a Diploma on their own, no longer have to go through the Gateway process (for 2012 delivery onwards)
Centres do not have to join a consortium (for 2012 delivery onwards)
Functional skills update
New specifications being taught now.
Pilot qualifications are no longer available (no re-sits) except English components.
Special transition arrangements for English components achieved in the pilot.
New information on administering the functional skills qualifications now on QCDA website
Key skills in Communication, Application of number and ICT are no longer available.
Systems update
NDAQ being replaced by Ofqual's Register of Regulated Qualifications
QCDA Diploma Validator will not be available from March 2011. Replaced by DAS functionality.
Planned programmes of study
Provides reassurance
Curriculum planner creates PPoS in DAS
Includes validation for successful aggregation
Planned programme of study assigned to a learner account
Download to Diploma learner study plan
ULNs and the Learner RegisterAdministering the Diploma
Presentation toPresentation toLearning Records Service – Learner Register
Learning Records Service
• Learner Register• enables centres to obtain a Unique Learner Number
(ULN) for anyone over the age of 12 in UK education and training.
• Nominate a Super User for the service and complete the Organisation Registration Form and Organisation Agreement.
• Sign up to use the service:
www.miap.gov.uk/products/lrs/implementationguide/step1signup/
Using the Learner Register
• Go to: http://www.miap.gov.uk/products/lrs/implementationguide/
• Step by step guide to using the service including preparing to use the Learner Register and user guides
How to obtain ULN(s)
• Portal• Find learners one by one or small numbers• Can also update student information
• Batch processing• Use CSV or XML file• Can also update student information
• Web services:• MIS Vendor will build a solution to communicate directly
with the Learner Register.
• DfE (S2S) ULN service
For schools only• Obtain ULNs and update the Learner register
using MIS files• Access via S2S (School to school) website
www.teachernet.gov.uk/s2s• Must complete Learning records service
agreements• See user guide on QCDA website
www.qcda.gov.uk/resources/6567.aspx
DfE (S2S) ULN Service
Fields in the Learner Register
Find Learner by Demographics
Given Name
Family Name
Date of Birth
Gender
Last Known Postcode
Previous Family Name ; School at age 16
Place of Birth; email address
Find by ULN
ULN
Given Name
Family Name
Additional Fields
Preferred Given Name
Middle Other Name
Previous Family Name
Family Name at 16
School at Age 16
Last Known Address line 1
Last Known Address Line 2
Last Known Address Town
Last Known Address County or City
Date of Address Capture
Place of Birth
Email Address
Nationality
Scottish Candidate Number
Ability to shareVerification Type
Good practice
• Make sure the Learning Records Service Organisation Agreement iscompleted
• Before obtaining a new ULN, do be as certain as you can, one does not already exist
• If you can, do use the legal name of the learner
• When searching for a learner do use the full name and not initials
• Make sure the Date of Birth is in the correct format in Learner Register (DD-MM-YYYY in secure portal, YYYY-MM-DD in batch processing)
• Be as accurate as possible with the Last Known Postcode field
• If a learner changes their details do update them in Learner Register
• If you think that a second ULN exists for a learner, do contact the Learner Register helpdesk
Help and support
Learning records service• 0845 602 2589
• www.learningrecordsservice.org.uk
ULN service• QCDA 0300 303 3011 (general queries)
• Learning records service for data queries
Date
Workshop: Good practice in Diploma administration
Learned from experience
ULN and student details
Validated programme of study
Diploma learner study plan
Communication between centres
ULN and student details
Ensure all registrations, entries and marks submissions include the ULN
MIS and Learner register details must match
Learned from experience
ULN and student details
Validated programme of study
Diploma learner study plan for each learner
Communicating between centres
Validated programmeof study
Check that a planned programme of study is available for each student as early as possible.
Capture prior achievement as early as possible
Prior achievement = previously achieved qualifications (since January 2005) that are valid for inclusion in the student’s Diploma
Component awarding body records prior achievement in learner account upon receipt (and verification) of prior achievement form
Capture any valid prior achievement in case additional and specialist learning is not achieved
Diploma learner study plans
Note the component awarding bodies
Use assessment dates to identify relevant CAB deadlines
Agree a plan with consortium partners, based on which centre is assessing each component of the Diploma
Communicating between centres
Ensure communication channels agreed in Consortium Exams Policy are implemented
Be pro-active on behalf of your students
Inform home centres of activities completed for their students
Any questions?
Date
Workshop: Working with awarding bodiesAdministering the Diploma
Awarding bodies for the Diploma
Diploma awarding body
awards the Diploma once it is complete
Component awarding body
awards the qualifications that make up components of the Diploma:
• Additional and specialist learning
• Functional skills• Principal learning
• Project
Recognised CABs in 2010
• AQA-City & Guilds• Edexcel• OCR• EDI• VTCT• WJEC
• AQA-City & Guilds• Edexcel• OCR• EDI• VTCT• WJEC 40+ awarding bodies
Principal learning and project
Additionaland specialist learning
FunctionalSkills
Principal learning Project Additional and specialist learning
Functional skills
• AQA• Ascentis• City & Guilds• EAL • Edexcel
• EDI• NOCN• OCR• WJEC
Overview of DAB and CAB activity
Learner account
Diploma awarding body
Register for Diploma
Diploma awarding body
ClaimDiploma
Results
Component awarding bodies
Registrations and entries
PLTS
Workexp.
Date
Diploma awarding bodiesAdministering the Diploma
Overview of DAB and CAB activity
Learner account
Diploma awarding body
Register for Diploma
Diploma awarding body
ClaimDiploma
Results
Component awarding bodies
Registrations and entries
PLTS
Workexp.
Registering with a DAB
Learner account
Diploma awarding body
Register for Diploma
A Diploma awarding body is identified for every student’s Diploma when a learner account is opened in DAS
Action before learner accounts are opened:Home centre must create ‘association’centre must input national centre number (NCN) as ‘alias’.
Diploma awards
Awarded by DABsAutomatic claim sent to DAB by DAS Results available in the Diploma aggregation service and extranets:
no paper slips no electronic data interchange (EDI)
Certificate and transcript received laterContact CABs re: constituent qualification results and re-sits (eg principal learning units)
Diploma awarding body
ClaimDiploma
Date
Component awarding bodiesAdministering the Diploma
Overview of working with awarding bodies
Results
Component awarding bodies
Registrations and entries
Learner account
Diploma awarding body
Register for Diploma
Diploma awarding body
ClaimDiploma
PLTS
Workexp.
Registering for principal learning
Registration for principal learning
qualification
Register for principal learning with component awarding bodies by 21 October
See Principal learning component awarding bodies overview in essential guide (online)
Not all principal learning CABs require up-front registration
Use CAB processes - electronic data interchange or secure extranet
not Diploma aggregation serviceRe-sits might require a fresh award entry (cash-in).
Making entries
Entry
Use CAB processes – electronic data interchange (EDI) or secure extranet
Not Diploma aggregation serviceULN must be used for:
principal learning functional skills project additional and specialist learning
qualificationsEntry procedures and deadlines differCandidate details must match Learner register.
Managing prior achievementDefinition: Qualifications achieved before learner account is openedApply to CAB that awarded qualificationApplication form or online form available from:
CAB websiteswww.qcda.gov.uk/diplomaresources
CAB posts qualification result in learner accountSome CABs search & credit prior achievement once learner account openedPlan how / when to find out about learners’ prior achievement
Prior achievement
Make all applications for prior achievement by 30 April in the first year of Diploma study
Prior achievement – the steps
1. Collect information about prior achievement from Diploma students
2. Check learner accounts for automatic posting of prior achievement
3. Make prior achievements applications if necessary
4. Check learner accounts for posted prior achievement
Submitting marks and applying for access arrangements
Procedures may vary by CAB
General qualifications:QCDA Access arrangements online
Marks submission
Access arrangements
application
Receiving ResultsCAB posts results for internal and external assessments in learner accountQualification result must be at least at level of Diploma to countMonitor learner accounts to track progressContact CAB if results are missing from the learner account
Not Diploma awarding bodyContact CAB for enquiries about results and re-sits
Not Diploma awarding bodyCheck whether an award entry/cash-in is required
Results
Overview of working with awarding bodies
PLTS
Workexp.
Registrations and entries
Results
Learner account
Diploma awarding body
Diploma awarding body
Component awarding bodies
Register for Diploma
ClaimDiploma
Summary of recommendations
Create associations with each DAB
Register with CABs for principal learning if required and make entries by 21 October
Always use ULNs and check learner details match the Learner register
Plan entry and mark submission deadlines carefully, referring to Diploma learner study plans and CAB guidance
Contact CABs for all processes for constituent qualifications: principal learning registrations, entries, marks submissions, access arrangements, enquiries about results, re-sits, etc.
Centres should liaise continually, eg inform each other when entries are made
Workshop: Using the Diploma aggregation serviceAdministering the Diploma
Aims
By the end of these workshops you will know how to:
access and manipulate DASto associate your centre with a Diploma Awarding Body (DAB)create planned programme of study (PPoS)open learner accountsregister learners for work experience and PLTSclaim a DiplomaAssign user roles in DAS
Administering the DiplomaIntroduction
DAS
The Diploma aggregation service supports the management and awarding of Diplomas by holding details for all Diploma components in a learner account. It aggregates all achievements into a Diploma award.
Support tools and services
DAS Quick Guide 2010
DAS User Guide 2010
DAS e-learning tool for centres
QCDA Administering the DiplomaEssential Guide 2010
DAS helpdesk
DAS
You can:open learner accountsregister students’ Diplomas with DABsselect Diploma lines/levelsrecord PLTS completionrecord work experienceclaim Diplomasamend qualifications on Diploma transcriptproduce reports.
You cannot:
make entries or registrations for constituent qualifications
apply for access arrangements
apply for special consideration
input assessment results
make enquiries about results.
DAS: High level process
OpenLearnerAccount
Obtain ULN
No
YesLearner
completes Assess-ments
CAB updateslearneraccount
AggregatesDiploma
result
Make decision
Learner starts
Diploma
ULN?
DAB issuesDiploma
DAS
AB
Centre
Learner
ClaimDiploma
Do more assessments/resits
Administering the DiplomaAccessing DAS
Head of centre agreement
Head of centre should have completed an online form
Nominated a local administrator
QCDA issues username and passwordOrganisation ID and Username by email
Password by phone
Creating an association with a DABAdministering the Diploma
Administering the DiplomaPlanned programme of study (PPoS)
PPoS
New functionalityAllows users to produce a draft programme of studyDas ensures that programmes of study are validCurriculum planners can then ‘approve’PPoSPPoS are assigned to learner accounts
Benefits
Peace of mind that completed PPoSare valid
PPoS production alerts users when selected qualifications are barred
Easy to search and select ASL
Enables production of DLSP
Creating a learner accountAdministering the Diploma
Assigning PPoS to multiple learnersAdministering the Diploma
Recording PLTS and WEAdministering the Diploma
Claiming a DiplomaAdministering the Diploma
Date
Roles within the Diploma aggregation serviceAdministering the Diploma
User roles
DAS is a role-based system
Different roles can complete various tasks within the system or simply view information
Local Administrator can assign these roles
Retrieve management information reports
Create planned programmes of study(PPoS)
Approve planned programmes of study(PPoS)
Das roles
Management information user
PPoS maintainer
PPoS approver
Create and manage user accounts Local administrator
Learner data maintainer
PLTS and work experience recorder
DAB relationship manager
Learner data viewer
Record personal learning and thinking skills (PLTS) and work experience
Register, set intentions to claim and claim Diplomas with DABs
View and retrieve learner information
Create and manage learner accounts Learne
r administrato
r
Administering the DiplomaSummary
Exam cycle - Diploma
Entries
Pre - Exams
Exam Day
ResultsPlanning &Preparation
Learner data
Acquire list of Diploma learners
Acquire ULNs
Create associations with DABsusing DAS
Obtain validated planned programmes of study
Make prior achievement applications
Open learner accounts, in DAS
Entries
Pre - Exams
Exam Day
Results
Exam cycle - Diploma
Planning &Preparation CABs
Make principal learning registrations (if required)
Make unit entries
Entries
Pre - Exams
Exam Day
Results
Exam cycle - Diploma
Planning &Preparation Managing Learner Accounts
Check prior achievement has been added by CABs
Check unit / qualification results & track learner progress in DAS
Record completed PLTS in DAS
Record completed WE in DAS
Entries
Pre - Exams
Exam Day
Results
Exam cycle - Diploma
Planning &Preparation Managing assessments
Marks submission/moderation samples to CABs for
Principal learning
Functional skills
ASL
Run written exams for principal learning and some functional skills and ASL qualifications in normal way
Entries
Pre - Exams
Exam Day
Results
Exam cycle - Diploma
Planning &Preparation Claiming Diplomas
Diploma result in DAS
View trial grade and manual claim if no ITC
Review / amend ASL
Upgrade Progression Diplomas
Individual qualification results received from CABs
Administering the DiplomaAutumn Priorities
What next?
Consult Key task checklist
What next?What to do this autumn:
1. meet with other consortium EOs to review agreements and plans2. ensure you have unique learner numbers for all Diploma students3. register for principal learning with component awarding bodies if required4. make unit entries for principal learning5. open learner accounts in the Diploma aggregation service and assign planned
programmes of study6. ensure you have Diploma learner study plans for all Diploma students
Where to find help
Unique learner numbers & Learner register:
Learning records service Helpdesk: 0845 602 2589
Diploma aggregation service:
Helpdesk: 0300 100 0100
Quick guide and User guide
Qualifications:
Awarding bodies
Centre support officers
Administering the Diploma Essential guide
E-learning tool for centres
EOA forums
New functional skills information on QCDA
website
Objectives
By the end of the day you will:know methods of acquiring unique learner numbers understand how and when to use the Diploma aggregation servicebe aware of main awarding body processes for principal learning and the overall Diplomaunderstand how to use a Diploma learner study planand know how you can help ensure students’Diplomas aggregate successfullyknow what support and guidance is available to youknow what you will need to do in the autumn term
Administering the DiplomaThank you
Have a safe journey home