Login... 3 Dashboard... 4 Submit a Query... 5 My Centre Profile... 5

Transcription

1 System User Guide

2 Contents Login... 3 Dashboard... 4 Submit a Query... 5 My Centre Profile View FQP/QCF Learners... 6 View FQP/QCF Certificates... 6 Requesting a Support Visit... 6 Manage Documents... 7 Action Plans... 7 Approval Notifications... 7 Registering Learners... 8 Requesting Certificates Additional Qualifications (QCF) Additional Qualifications (FQP) Focus Awards Resources Forms My Centre Manage EQA Reports Report a Bug Staff Area... 14

3 Login 3 To access your account, you will need your username and password, which you will have received via as part of your centre approval. To login, simply enter these details at:

4 Dashboard 4 Welcome to the qualification management portal, dedicated to Approved Centres for the purpose of posting your qualification details, and entering learner results for the generation of certificates. From your dashboard you have access to action plans created by Focus Awards, all of our policies and procedures, resources and more. You can find out more on the following pages.

5 Submit a Query If you have any questions or need to contact us, you can do so through this section. Click on Submit a Query from your dashboard and this will take you to our ticket system. 5 You will first need to click to create a new ticket, then enter your details and your query and click submit. My Centre Profile My Centre Profile lets you view and amend the contact details we have on record for your centre. There is a section here for you to add satellite sites and partnerships. Please note: We do recommend that you contact your Centre Support Assistant to inform them of any new satellite or partnership sites you are adding. Within the My Centre Profile area, you can also add additional staff members to your Qualitas account, and set permissions to control which areas of the system they can access.

6 Once a new user has been approved by Focus Awards, they will receive an with their username and password to login. View FQP/QCF Learners 6 Depending on the type of qualification(s) you have been approved for, this section will say either View FQP Learners or View QCF Learners ; by clicking on this you are able to view all of the learners you have registered to date with Focus Awards. View FQP/QCF Certificates Depending on the type of qualification(s) you have been approved for, this section will say either View FQP Certificates or View QCF Certificates. These areas will enable you to view the learners that are awaiting certification. Requesting a Support Visit When you require, or are ready for an EQA, Support or Business Development visit you can request one by clicking on Request a Support Visit. You will be asked to complete a short request form, and once this is submitted we will contact you within few days to arrange a visit date.

7 Manage Documents Manage Documents is the section of the portal where you can upload and view your own documents such as your policies and procedures, new EQA reports, reports from 7 previous awarding organisation visits and more. Action Plans On your centre approval report you may find a number of required actions, these are also uploaded to Qualitas and you will be able to view these by clicking on View Action Assigned Approval Notifications If you have applied for additional qualifications or have submitted a bespoke course a notification will be displayed informing you of the approval decision. A link to the report will be available in the box on the right hand side of your dashboard.

8 Registering Learners From the left hand menu, select the type of qualification you wish to register learners on (FQP / QCF ), then select Register Learners from the submenu. 8 Beside the qualification name, click the green Register Learners button. You will need to have the following details to hand before registering a learner: Full Name Date of Birth Gender Ethnicity ULN (learner number that you have assigned to them)

9 Confirm that you have seen proof of the learner s identity (you will need to keep proof of a learner s identity in your own records as you may be asked to show these.) Details of any exemptions or recognition of prior learning (RPL) 9 To register the learner you will need to complete each box with the relevant information. If you wish to add another learner on to the same course, simply click on add learner before clicking next. This will add another row below; you can do this as many times as you need. Once you have entered all of the required details, click Next ; a registration confirmation message will appear, and you will then be redirected back to the Qualifications screen.

10 Requesting Certificates To request certificates, you will need to click on QCF or FQP followed by Qualifications this will then display the list of qualifications which you are approved to offer. Click the green 10 Request Certificate button beside the appropriate qualification. On the next screen you will see a list of all the learners registered on the qualification.

11 Before requesting a certificate you will need to select the appropriate units (and pathway, if applicable) that the learner has completed. If the learner has completed all of the 11 units, you can simply click a single all units button, otherwise select the individual units completed, and click submit Additional Qualifications (QCF) To request approval for additional QCF Qualifications you will need to click on QCF followed by Additional Qualifications. Complete the form and click submit. You can find a full list of the Qualifications available at:

12 Additional Qualifications (FQP) To submit a new bespoke (non-regulated) qualification for approval, click FQP followed by Additional Qualifications. Complete the form, ensuring that you enter all of the unit 12 details and check these for accuracy and spelling errors prior to submission. You will also need to upload any supporting documentation and a copy of the course materials as part of your submission. Focus Awards Resources We have uploaded a number of resources to Qualitas which are designed to answer many of our Frequently Asked Questions, as well as a range of other resources to help you in the delivery and administrative tasks involved with our qualifications.

13 Within the Resources section you will find the following templates: Attendance Record CPD Record 13 Meeting Minutes Organisational Structure Scheme of Work Session Plan Timetable These are all available for you to use, free of charge. Forms We have a number of different forms available through Qualitas for you to complete and submit online. These include: Replacement Certificate Additional Qualifications Appeals Centre feedback following an EQA visit Complaints Reasonable Adjustments Recognition of Prior Learning (RPL) Special Considerations

14 When you submit a form via Qualitas, you can monitor the status of your request via the Status section. My Centre 14 My Centre is the area of Qualitas where you can view/download your EQA reports, report any bugs that you may have noticed on the system, as well as create and assign tasks for your staff who have access to the system. Manage EQA Reports If you have previously, or currently work with other Awarding Organisations you can store copies of your EQA reports as well as view the reports from your Focus Awards EQA. Report a Bug To report a bug, simply fill in the form, upload any relevant screenshots and click submit. Staff Area As a centre you can make announcements, add helpful resources, and create and assign tasks to your staff members.