How to book apprenticeship end-point assessment on Walled Garden Contents Page Introduction... 2 1. Apprenticeships registering a new apprentice... 3 2. Apprenticeships registering an existing apprentice... 6 3. Apprenticeships registering an existing cohort of apprentices... 7 4. Apprenticeships making a reservation request... 8 5. Apprenticeships booking an e-volve knowledge assessment... 11 1
Introduction City & Guilds is on the register of end-point assessment organisations so we can offer end-point assessment services. On Walled Garden you can register apprentices and book end-point assessments. For example: To register your apprentice(s), look for the product that has a last registration date set in the future, highlighted in green. Like this: 2
1. Apprenticeships registering a new apprentice Step 1: On the home page, click Catalogue on the top navigation. Step 2: On the catalogue page, select SHOW APPROVED to display the list of approved apprenticeships available. 1 2 3 Step 3: Click on the apprenticeship you want to place an order for. Step 4: From the course information page, select Place an order. 4 3
Step 5: Under Select order type, click Named registration. Step 6: Under Add candidate click Add new candidate on the top navigation. Step 7: Enter the candidate s details and click the red Add new candidate. 5 6 7 Check the details carefully as this information is used for your candidate s certificate. Step 8: You ll get a confirmation message saying the new candidate has been added to the basket. You ll then be asked if you want to create another candidate. If so, click Yes and repeat Step 7, otherwise click No. Note: if you have to add more than five new candidates, you ll be asked to create a cohort name. 4
Step 9: The candidate/s you created are now listed under Added to basket at the bottom of the screen. Click View Basket. 9 Step 10: You can review your order in the order summary section. If your order is complete, click Continue. 10 Step 11: Once completed, you can review the details on the Options and Addresses sections before moving on to payment. Step 12: In the payment screen, select a payment type. Enter your own reference or purchase order number in the mandatory field. Click Buy now if payment is on account or click Pay now via Worldpay to pay by credit or debit card. Step 13: When payment is complete, you ll see an order confirmation screen with the order number, qualification details, candidates and cost. You can print a copy of the order by selecting Print page or complete the send a duplicate confirmation to field to receive a copy by email. 5
2. Apprenticeships registering an existing apprentice Step 1 to 5: As detailed in section 1 Step 6: To add an existing candidate, click Candidate details. Step 7: Under Search by candidate details enter the candidate s last name. You can add further search criteria to refine the results. Click Search when ready. 6 7 8 Step 8: Candidates matching the search criteria are listed in the results table. Select the candidate/s you want to place the order for and click Add to basket. Next steps: As in section 1 from Step 9 6
3. Apprenticeships registering an existing cohort of apprentices Step 1 to 5: As detailed in section 1 6 7 Step 6: Under Add candidate click Cohort. Step 7: Select the cohort from the drop down Cohort name menu. The candidates in the cohort will be listed. Un-tick the candidates you don t want to be added to the order and click Add to basket. Next steps: As in section 1 from Step 9 7
4. Apprenticeships making a reservation request Step 1 to 4: As detailed in section 1 Step 5: Under Select order type, click Dated entry. 5 6 7 Step 6: The reservation for the end-point assessment will show under approved unit or assessments. You must select the reservation by ticking the order column. Note: Only select the resit reservation if you re booking a resit. Step 7: Select the month you want to reserve from the drop down menu. Click Continue. 8
Step 8: On the candidate selection screen, search for existing candidates by name or cohort by choosing that field from the drop down list and click Search. 8 9 Step 9: Select the candidate or cohort you want to make a reservation for and click Add to order then Continue. 9
Step 10: On the checkout screen enter your purchase order number or order reference in the Your PO/Ref field. Step11: Click submit order to place the order. An order confirmation screen will show confirming the order number, reservation details, candidates and cost. 10 11 Once you ve submitted your order, a member of the City & Guilds EPA Team will contact you within five working days for more information and to book a specific date for the assessments to be carried out. They ll discuss assessment arrangements and the gateway evidence requirements we ll need from you before the EPA. 10
5. Apprenticeships booking an e-volve knowledge assessment Note that e-volve knowledge assessments that are part of end-point assessment can only be taken after the booking date is agreed with the City & Guilds EPA team. Any e-volve tests taken before this date can t be used for EPA so the apprentice could get a lesser grade. Step 1: On the home page, click Catalogue. Step 2: On the catalogue page, click e-volve scheduling. Make sure you ve chosen the right centre if you have more than one. Step 3: Search for existing candidates from different fields from the drop down list. 1 2 3 4 11
Step 4: Select the candidate/cohort you want and click Add to order and then Continue. The Unit or assessment selection area is where you enter the details for each candidate on the qualification, available assessment, booking date and time and Installation ID. You can also apply for time extensions and optional alternative location. Step 5: Against each learner there s a drop down list in the qualification column that lets you select the assessment you want to book the learner on. An assessment will only appear on the list if: the learner has a valid registration for the end-point assessment or the qualification does not need registration (such as navigation exams). the end-point assessment contains one or more on-screen assessments. Step 6: Once you ve selected the qualification, the next drop down box in the row will show the assessments for that qualification. Select the assessment you want to schedule. If you want to schedule all the candidates for the same exam, enter the qualification and assessment for the first one and click the All same box at the top of the assessment column. 5 6 7 8 Step 7: Click on the date column to display the possible exam dates that can be booked. There will be specific times to choose from in the time column s dropdown list. If you want to schedule all the candidates for the same exam, enter the qualification and assessment for the first one and click the All same at the top of the assessment column. Note: You can schedule overlapping exams for a learner, as long as there is a 30 minute gap between starting times. 12
Step 8: Select an Installation ID to use for the delivery of the exam in SecureAssess. You may have one or several centre installations depending on how your e-volve account is set up. Whichever Installation ID you use, the results will go under the City & Guilds centre number that booked the exam and will appear in the Candidate History report. If you want to use the same Installation ID for all exam bookings, enter the ID for the first line and click the All same at the top of the column. Note: If the Installation ID you want isn t in the drop down list, it could be because: the information may not have been updated in Walled Garden. the information may be assigned to a different City & Guilds centre or sub-centre. you may need to apply for a new one. Step 9: If your apprentice needs extra time, click Show in the additional details column for that apprentice. It will bring up the fields for a time extension and the reason - you must complete both. For most exams, the most you can select is a 25% extension (50% in some cases, including UKT/EKUs). To apply for a larger time extension (up to 100%), you ll have to apply to the Policy Team at City & Guilds with the necessary evidence. If successful, the team will give you a reference number. For a knowledge assessment to be taken off site, enter the address in the Alternative exam location field for that booking. Exams can only be administered at appropriate locations that follow the City & Guilds policy this can be found at cityandguilds.com/policy. When you ve completed all the right fields, click Continue. 9 13
Step 10: In the checkout screen, enter your purchase order number or order reference in the Your PO/Ref field. Click Submit Order. 10 Step 11: A message box will display, asking if you want to place the order. Click OK. 11 Step 12: An order confirmation screen with your order number will show and you can print this. 14