Vocational Gateway User guide for Tech Level centres

Transcription

1 Vocational Gateway User guide for Tech Level centres Version 4.3 November 2017 This document has been produced to assist s Officers with submitting learner registrations using AQA Gateway for Tech Levels. It covers the main functions which enable you to log on to the system and register your learners entries. It will help you navigate the system and access previous results. It must be read in conjunction with the Centre Administrative Procedures. Should you have any difficulties with these instructions or the AQA Gateway system please contact us at tvqescalation@aqa.org.uk or AQA Education (AQA) is a registered charity (number ) and a company limited by guarantee registered in England and Wales (number ). Our registered address is AQA, Devas Street, Manchester M15 6EX.

2 Contents 1 Logging on Forgotten password Registration form (completion) Registering learners for the Qualification (uploading to Gateway) Entering learners for examined units (uploading to Gateway) Late entries EResults submission (internally- units) Generate the Marksheet Completing the Marksheet Remember Submitting the completed Marksheet (uploading to Gateway) Attendance Register (examined and externally- units) Documents Frequently asked questions Appendix A Unit summary Non-confidential 2 of 22

3 1 Logging on On receipt of an Intention to Enter form, usernames and passwords are issued via to the member of staff responsible for centre administration only (usually the exams officer). Please save the Gateway link, below, to your Favorites. Before you can enter your username and password, tick the box to acknowledge that you have read and agree to abide by the Terms and Conditions. The first time you log in, you will be asked to change your password (an example of a valid password that includes all necessary characters is Aqatvq123!). The majority of actions are performed via the purple ribbon at the top of the screen. Non-confidential 3 of 22

4 Your AQA Gateway home page provides the contact details for your subject team. Please note, if you are an administrator for more than one centre or qualification, you will need to switch roles. Click on your role in the purple ribbon and from the options in the dropdown option, find the centre/role and select Switch. When you switch role, no matter which screen you are in at the time, you will be taken to the home screen. Non-confidential 4 of 22

5 2 Forgotten password If you forget your password, tick the box to acknowledge that you have read and agree to abide by the Terms and Conditions, type only your username in the top box (don t insert an address) and click on Forgotten your password? You will be requested to enter your address or username. Enter only your username. Click Continue to receive a password reset link. Non-confidential 5 of 22

6 3 Registration form (completion) The Tech Level learner registration form can be found in Documents in Gateway. You must provide a four digit candidate number for all learners. All columns marked with * are mandatory and must be completed. Use the drop down menu to select from the Gender and Reasonable Adjustments columns. To obtain a valid ULN for your learner s, please visit our website for more information: You should save the completed form to your own computer. Please note that, currently, you can only add one reasonable adjustment to the Tech Level learner registration form. If any of your learners require more than one reasonable adjustment, please the Delivery team (tvqescalation@aqa.org.uk) with the additional detail. Non-confidential 6 of 22

7 4 Registering learners for the Qualification (uploading to Gateway) Please note the following before registering your learners. You have to register new learners that are about to embark on an AQA Tech Level course for the first time. If your learners are continuing their course (ie they were registered in the previous year), you don t have to re-register them. However, if any learners started a Foundation course and now want to complete a larger sized course (a Top-up), please register them on the new course AND the Delivery team with the learners details (contact details can be found at the front of this document). If any learners are resitting or retaking units, you only need to enter them for the individual unit(s) and you can now go to Section 5 of this guide. To upload your Tech Level learner registration form, go to the purple ribbon and choose Actions/My Cohorts. Scroll down the page and click on the cohort ID with the Cohort Description Tech Level Qualification Registration and the end date of 31 October This is the qualification registration deadline and centres must register all new learners by this date. Non-confidential 7 of 22

8 Under the purple ribbon, a new sub-heading will appear. Click on Learner Registrations and from the drop down choose Submit Additional Learner Registrations. Click on the Browse button (depending on your internet provider it might say Choose File ) and go to where you saved the file on your own computer. Click Continue. Non-confidential 8 of 22

9 If you are happy with your submission, click Submit to confirm. If you do not wish to submit the registrations or you ve made an error, Amend and return to the Learner Registration Submission screen. The original file you selected will automatically have been removed and you can start again with your submission. Browse to the correct version of your saved form and click Continue. You will return to the Learner Registration Submission Confirm screen and click Submit. If you have successfully uploaded the form you will see the following onscreen message. In addition, you will receive an automated from confirming your submission (add to your contacts to avoid the s going into your Junk/Spam folder). If there is an issue with your registration, you will see a different onscreen message and receive an informing you that you will receive notification when the registrations have been processed. You need take no further action and we will contact you if we need any further information. You can now request a support visit from your allocated EQA. For details of your EQA contact the Delivery team (details at the front of this document). Non-confidential 9 of 22

10 5 Entering learners for examined units (uploading to Gateway) To enter your learners for the examined units the process is the same as Section 4: Registering learners for the Qualification. However, you must upload your completed registration form to the relevant cohort for the unit they are being entered. Each Tech Level unit has a unique cohort ID and cohort description in addition to its own Programme Name. If your centre teaches multiple subjects please ensure that you register your learners against the correct cohort. You will find the qualification numbers and unit summary in Appendix A at the back of this document. Non-confidential 10 of 22

11 When you ve chosen the cohort you ll be taken to the Learner Registration Submissions screen. Before you submit your registration form you should check that you re adding the file to the correct programme of learning (examined unit highlighted in red below). You may have to select The site (circled) if we hold more than one address for your centre, eg another campus on a different site. If there is an option to do so, select from the drop down. Follow the instructions on pages 8 and 9 of this document to complete the unit registration. Non-confidential 11 of 22

12 6 Late entries If you try to make entries after the closing date you will see a message stating that registrations are now closed. If you try to enter single learner registrations your cursor will change into a no entry symbol. Please contact us at tvqescalation@aqa.org.uk or so we can advise what action you need to take. Non-confidential 12 of 22

13 7 EResults submission (internally- units) To submit marks/grades for internally units you need to generate your mark sheet in Gateway, complete it with your decisions and re-upload it to Gateway after your EQA visit. Generate the Marksheet Go to Actions/My cohorts and select the cohort ID or cohort description for the Qualification Registrations you made. A sub-heading will appear beneath the purple ribbon. Click on Results/EResults Submission Forms and then select Generate Marksheet. This will auto-create your mark sheet. Depending on your software you may be asked to Save/Save as and/or Open the file. You should complete the mark sheet with your decisions ready for your EQA visit. Please provide a hard copy to your EQA at the start of your visit. Non-confidential 13 of 22

14 Completing the Marksheet The mark sheet is automatically populated with: Centre Name and number (NCN) the Subject title the Cohort ID/Cohort Name the Candidate Names/Numbers and qualification units they ve been registered for. The cells beneath each unit column are pre-populated with the following: Not Achieved Pass Merit Distinction The unit result(s) for each learner should be changed (if necessary) to the grade for all relevant units that were agreed by your EQA at their visit. Remember, you only need to enter results for the internally centre units. Do NOT enter results for the examined units. Please note that the appearance of the mark sheet may vary slightly from the one above. Non-confidential 14 of 22

15 When you ve completed the mark sheet you should save the agreed version to your own computer. You may see the following onscreen message, if so select Continue. Remember The form should initially be completed with the teacher/tutor decisions Changes must be made, as agreed by the EQA, before it is re-uploaded to Gateway. DO NOT password protect the mark sheet Submitting the completed Marksheet (uploading to Gateway) When you re ready to submit the completed and agreed mark sheet login to Gateway and go to Actions/EResults Submission. Non-confidential 15 of 22

16 Before you browse for the file you have the option to add a Note for your own reference, eg Tech Level results Mr Johnson IT Unit 4 & 8 submission for summer Pick up the saved file and click Submit. You will be asked to confirm your submission. If you don t wish to submit the mark sheet or you think you have made an error, click Amend and you will return to the EResults Submission screen. The original file you selected will automatically have been removed and you can start again with your submission. When you are ready to submit the file, select Confirm. Your submission is acknowledged and you can log out of Gateway. Non-confidential 16 of 22

17 8 Attendance Register (examined and externally- units) To complete the onscreen attendance register go to Resources/Reports and choose Tech Level Attendance List. All you now need to do is select the correct unit from the drop down menu (your centre number will automatically appear here). Click on View Report. Non-confidential 17 of 22

18 You can now save/download and print off the attendance list(s). You should use one of the file format options from the drop down options circled. Please remember to include a signed copy with your exam/assessment papers. Your centre name and centre number will appear here. Your students details will appear here. Non-confidential 18 of 22

19 9 Documents You can access the latest versions of the documents you ll need to register your learners and submit their entries for Tech Levels. From the purple ribbon, go to Resources and choose Documents. Click on the Title to view/download a specific document. (Depending on your pc s operating system, you may be asked to save the file to your own computer before being able to open it.) Non-confidential 19 of 22

20 10 Frequently asked questions If you have any queries please contact the Delivery team on or Technical help Q. Do I need a specific operating system to use Gateway? A. No, you can access Gateway from any operating system. Q. Who do I contact if I have ICT/Technical problems with Gateway? A. The Delivery team will be happy to help (details below). Q. The links you sent me do not work. A. Please make sure you have used/copied the link correctly and that you haven t pasted it into the Google search bar. Please make sure your pop up blocker is turned off. Try another PC and/or internet browser (Internet Explorer, Chrome etc). If you are still experiencing difficulties contact us for further guidance. Q. Gateway keeps logging me out. A. 20 minutes of inactivity will cause Gateway to automatically log you off. Logging on and user accounts Q. I have not received any login details A. Please contact us at tvqescalation@aqa.org.uk Q. I can t type anything on the login screen. A. Have you clicked in the terms and conditions box? The screen will only be active when you have done this. If you have ticked the box please contact us for further help. Q. I have forgotten my username and or password A. If you do not know your username please us at tvqescalation@aqa.org.uk. If you have only forgotten you password go to Section 2 of this user guide. Q. My username is not recognised A. Please contact us at tvqescalation@aqa.org.uk Q. How do I change my password? A. On the My Details screen there is a link to change your password. Click this and follow the onscreen instructions or the details provided in this user guide. Q. Can other members of staff use my account? A. No, it is important that your login remains secure. If you wish other staff to have access to Gateway then you need to contact us at tvqescalation@aqa.org.uk Q. If we have more than one coordinator/exams officer, will each have their own account? A. Yes. Please their details and we will create an account. Non-confidential 20 of 22

21 Q. On the My Details screen, my displayed details are incorrect. A. Please contact us at Q. What happens if I move to a different centre? A. You will need to register as an exams officer/coordinator at the new centre if they already use the scheme. Your login details will remain the same but you will only be able to see the new centre s learners and cohorts. Q. I am no longer the exams officer/coordinator, how do I deactivate my account? A. Please contact us and we will remove your access. Learner Registration Forms Q. How should I list my learners on a form? A. We suggest that you list your learners in alphabetical order by surname. This will make it quick and easy to check certificates when they are sent to you. Q. I do not have a date of birth for a learner. What should I do? A. You should get this as soon as possible and until that time please use 01/01/1900. Q. Why won t my Learner Registration Form upload? A. Check that you are using the latest version of the form, available on our website. If you are receiving an error message please take a screen shot and contact the Delivery team. Q. Can I upload a claim form with just one learner? A. Yes. Q. Should I save a copy of my registration form? A. You may do so if you wish but the document is held in the system and visible in your own Documents (see Section 7). Q. I need to make amendments to my registration form. A. If you have uploaded your registration form you can still withdraw and amend learners by contacting the Delivery team. If you wish to add additional learners and/or qualifications you will need to create another claim form, only containing these additional learners and upload it as a separate claim in the normal way. If there are errors on the form you have submitted, ie learners or units that need to be removed, please provide us with the relevant details and we will make the changes. Q. Can I upload more than one form at a time? A. You can only add one file at a time but you can add extra files by repeating the process. Q. Can I delegate the submissions to another colleague in my centre? A. You must not share your username/password with anyone else. If more than one member of staff needs access to Gateway, you should register additional exams officers/coordinators and they will receive their own login details. Non-confidential 21 of 22

22 Appendix A Unit summary Qualification Unit Assessment type Qualification Unit Assessment type Qualification Unit Assessment type Foundation Business: Marketing Communications TVQ01021 Business: Marketing TVQ01020 Qualification Foundation Engineering: TVQ01019 Engineering: Mechatronic Engineering TVQ01016 Competitive business environment Marketing principles Customer communications Digital essentials Competitive business environment Marketing principles Customer communications Digital essentials Responsible business practices Marketing research Stakeholder engagement Collaborative project Unit Materials technology and science Mechanical systems Engineering design Production and manufacturing Materials technology and science Mechanical systems Mathematics for engineers Engineering design Production and manufacturing Mechatronic project management Mechatronic control systems Programming for engineers Materials technology and science Mechanical systems Internally centre Internally centre Internally centre Internally centre Externally set and marked Internally centre Internally centre Internally centre Assessment type Externally set and marked Externally set and marked Externally set and marked Foundation Entertainment Tech: Video Games Art and Mechanics TVQ01022 Entertainment Tech: Video Games Art and Animation TVQ01023 Entertainment Tech: Video Games Art and Design TVQ01024 Entertainment Tech: Video Games Art and Design Production TVQ01025 Business for video games 3D environment art 2D games art Games mechanics Business for video games 3D environment art 2D games art Concept art Games animation and VFX Games mechanics Business for video games Digital asset management 3D environment art 2D games art Concept art Games animation and VFX Level design Games mechanics Business for video games Digital asset management 3D environment art 3D character art 2D games art Concept art User interface (UI) Games animation and VFX Level design Games mechanics Games audio Collaborative games development project Externally set and marked Externally set and marked Externally set and marked Externally set and marked Externally set and marked Foundation IT: Scripting and app programming TVQ01015 IT: Programming TVQ01013 Foundation IT: Technical Support TVQ01014 IT: Networking TVQ01011 Foundation IT: Cyber security TVQ01010 Fundamental principles of computing Computer programming Website technologies Mobile applications programming Fundamental principles of computing Computer programming Website technologies Mobile applications programming Mathematics for programmers Event driven programming Object oriented programming industrial project Fundamental principles of computing Communication technologies Developing and maintaining computer networks Supporting end users Fundamental principles of computing Communication technologies Developing and maintaining computer networks Supporting end users Maths for computing Network security management The internet industrial project Fundamental principles of computing Communication technologies Developing and maintaining computer networks Network threats and vulnerabilities Engineering: Design Engineering TVQ01018 Mathematics for engineers Engineering design Production and manufacturing Design visualisation Advanced design for manufacture Design engineer project management Non-confidential 22 of 22