British Safety Council Centre Portal User Guide Centre Portal User Guide V1.00 Page 1 of 33
Contents Page How to use this Guide 3 Logging into the British Safety Council Centre Portal 4 First Time Users or Forgotten Password 5-6 Changing Role 7 Centre Portal Navigation 8-10 Purchasing Assessments 11-12 Creating Sessions for Multiple Choice Examinations 13 Enrolling candidates to Multiple Choice Examinations 14-17 Withdrawing a candidate from an existing Session 18 Assessment Scheduling 19 Invigilator Assignment 20 Invigilator Role 21-25 Printing examination materials (Paper based examinations only) 26-27 Administering the examination 28 Online Short Answer Candidates 29 Entry Level Portfolio Candidates 30 Direct Claim Status 31 Logging Out of Quartz 31 Frequently Asked Questions 32-33 Should you have any queries or require any assistance, please contact our Qualifications Team on +44 (0)20 8600 5599 or qualifications@britsafe.org Centre Portal User Guide V1.00 Page 2 of 33
Important note: This document must be read in conjunction with the Centre Handbook which details your responsibilities. How to use this Guide British Safety Council Approved Centres can access training materials including student notes and PowerPoints, as well as enrol and manage candidates, through our easy to use Centre Portal. This document is a useful step by step guide to assist you in accessing your account and delivering our qualifications. Please be aware that the Centre Portal is a role driven system and it is important that you are signed in using the relevant role i.e., Centre Administrator for creating sessions, adding candidates and scheduling the exam. Invigilator for administering the Exam. Please refer to page 7 of the Guide for guidance on changing role. Centre Portal User Guide V1.00 Page 3 of 33
Logging into the British Safety Council Centre Portal Click here http://centreportal.britsafe.org Read the Terms and Conditions and tick I have read and agree to abide by the terms and conditions box. (Before logging in this box must always be ticked to unlock the login screen) Please enter your registered email address in the box provided Please enter your password Click Log In Centre Portal User Guide V1.00 Page 4 of 33
First Time Users or Forgotten Password From the log in Page tick the Terms and Conditions box Click on the forgotten password link (the following will appear) Enter your email address and click continue (the following box will appear) An email will be sent to your registered email address. Open the Forgotten Password Email (if this is not in your inbox check your Spam or Junk Folders) Click on the link to reset your password Centre Portal User Guide V1.00 Page 5 of 33
Your new password must be at least 8 characters long and contain at least one number. Case sensitive. You will need to confirm your new password. Please ensure that this matches your new password. Note the system is case sensitive. To summarise you MUST: Tick the terms and conditions box Enter registered email address Enter password If you are a new user or you have forgotten your password, click the forgotten password link Enter your registered email address Click continue An email will be sent to your registered email address Open the Forgotten Password Email Click on link to reset your password Enter a new password Confirm your new password Follow the standard log in procedure with your new password Centre Portal User Guide V1.00 Page 6 of 33
Changing Role Your role within Quartz Web dictates the functionality available to you and the processes you can carry out. If you have more than one role (e.g., you are a Centre Administrator and invigilator) then you may need to switch from one role to another. If you are a Centre Administrator, you will also have an Invigilator role at the same Centre if you are delivering one of our online qualifications. To change role, hover over the role you are currently assigned. Click the drop-down menu to see the roles that are assigned to you. Pick the role you want to work with from the drop and click then Switch button. You will then be able to see that your role has been changed at the top of the page. Centre Portal User Guide V1.00 Page 7 of 33
Centre Portal Navigation After logging into the Centre Portal click on Actions tab at the top of the page. Within this area you will be able to access: My Activities Displays the current status and steps of your quality and review processes. Allows you to Initiate I Want To Activities such as Certificate replacements. Your Sessions Displays current sessions and allows you to search for and review your sessions Centre Portal User Guide V1.00 Page 8 of 33
Your Candidate Registrations Allows you to search for candidates at your centre, registered on your sessions Session Submission Allows you to create a new session Click on Resources for access to: Reports You will be able to access the standard reports available to you. If these do not meet your requirements, please email us at qualifications@britsafe.org If possible we will arrange for bespoke reports to be made available to you through the Centre Portal. Centre Portal User Guide V1.00 Page 9 of 33
Documents The British Safety Council has uploaded some key documents such as policies, centre handbook for you to access. Access these through the links provided on the home page or through the Documents tab in Resources. You can also access the learning materials for the qualification(s) you are approved to delivery by clicking Open Documents and upload documents for the British Safety Council to review Contact Us A direct email link to us in case of any issues/queries. Please note we aim to respond to all emails within 24 hours of receipt. NB: Please be aware that some areas may be restricted from your view dependent on your user profile or job role. Centre Portal User Guide V1.00 Page 10 of 33
Purchasing Assessments At the top of the page, click Administration - Select Registration Credits You can add credits by clicking in the Credits to Add box and entering the number you wish to purchase. If you wish to purchase more than 100 assessments, please contact your Account Manager or the Qualifications Team at qualifications@britsafe.org or telephone 020 3510 8355 for a discount. Click Purchase. The Confirmation screen below will appear. Click Confirm to purchase. Centre Portal User Guide V1.00 Page 11 of 33
The system will acknowledge your purchase and return you to the purchase screen. The British Safety Council will invoice your Centre for your credit purchase accordingly. For every assessment purchased, you will receive a candidate answer sheet by post. You should use the required number of answer sheets for each examination session. PLEASE NOTE: You can only purchase credits for British Safety Council qualifications that your Centre has been approved to deliver. If you would like to purchase credits for other British Safety Council qualifications please use the Tracking I want to which is located under the Actions, My Activities tab to apply for a new qualification approval or speak to your Account Manager. Centre Portal User Guide V1.00 Page 12 of 33
Creating Sessions for Multiple Choice Examinations In the Actions tab, click on Session Submission. NB. A session refers to the examination session, not the training session. From the programme of learning select the programme and qualification you require from the dropdown boxes. Click continue Enter a Session description if required. This can be used to identify a particular session easily for future reference. Please enter the session start date Please enter the session start time (not required for Entry Level or Online Short Answer Candidates) Important note: All sessions must be created at least 4 days in advance to allow for any monitoring visit that we might need to arrange. Enter a Centre Reference if required (optional) Select Site from the drop-down box. NB If your required Site is not available from the drop down you will need to click on the Amend Sites tab on the left of the page and enter all the relevant new site details then click add site. Enter Tutor (if set up with a role) Alternatively tick new tutor in notes and enter the Tutor name in the submission box It is recommended that you Tick No File box if you are just scheduling sessions and are not ready to upload your candidates. If you are not uploading any candidates at this point you can click Continue. If you are ready to register candidates, then please see Enrolling candidates to Multiple Choice Examinations ON Page 14. Centre Portal User Guide V1.00 Page 13 of 33
Enrolling candidates to Multiple Choice Examinations Candidates must be enrolled one hour before the start of the examination. It is ALSO recommended that if you are undertaking a session over a weekend that you enrol your candidates by 16:30pm on the Friday to ensure that all candidate registrations are processed. If you wish to create a new batch of candidates for this session you can use the Standard registration form to enter your candidates by selecting the click here link under Registrations File Format. You can also upload an existing file by clicking on the browse button and finding your relevant pre-created file to upload. It is the preferred method that candidates log in via the candidate portal therefore individual email addresses for your candidates should be provided, where possible. Click Continue Review your Registration Submission Centre Portal User Guide V1.00 Page 14 of 33
Click Submit You will then be taken to the Registration Submission Confirmation page which will confirm your submission giving you a cohort/session reference number and registrations file number Adding candidates to pre-existing sessions If you have already created your session and now wish to add candidates. Open relevant session (you can find the session by clicking Actions and then clicking Your Sessions tab) Click Learner Registrations Click Submit Additional Candidate Registrations This will then take you to the Session Submission Page where you can upload your file of candidates. Centre Portal User Guide V1.00 Page 15 of 33
Adding a single candidate to an existing session You can add a candidate to an existing session by opening the session and selecting Enter Single Learner Registration from the Learner Registrations tab at the top of the page. An area at the bottom of the page will appear, prompting you to enter the relevant individual candidate registration information. This is the same as on the registration template. Once the information has been added, select Add New Learner Registration at the bottom of the page. Confirm candidate registration page will appear, click confirm. The additional candidate will then be added to the current session. Candidate registrations will then appear. Centre Portal User Guide V1.00 Page 16 of 33
NB. Use the submit additional candidate registrations tab under Learner Registrations tab if you wish to enrol multiple additional candidates from a pre-loaded file. Please be aware that all candidate(s) must be enrolled on the session at least 1 hour prior to the specified examination start time. Data entry error It is the user s responsibility to ensure that candidates details are spelt correctly. If you notice a data entry mistake after you have made a registration, please contact us at qualificaitions@britsafe.org so we can rectify this for you. Centre Portal User Guide V1.00 Page 17 of 33
Withdrawing a candidate from an existing session To withdraw a candidate, open the relevant session and click on the withdraw button against the relevant candidate. A warning will appear on the screen advising that you are about to change the status of the candidate to withdrawn. Click OK. This will change the candidate status to withdrawn and provide the option to reregister. Please allow up to 48 hours after the MCQ assessment for the qualification credit to be returned to your credit balance. NB. To re-register the candidate simply click on the reregister button. This will then change the status of the candidate back to registered. Centre Portal User Guide V1.00 Page 18 of 33
Assessment Scheduling To complete the process, you need to schedule your assessment date and time. Ensure your relevant session is open. Click on Results. Click on Assessment Scheduling. The following screen will appear: Click Check All or Relevant Candidates Click Submit The following screen will appear: Click Confirm Click Continue Following submission your credit balance with be adjusted accordingly Centre Portal User Guide V1.00 Page 19 of 33
Invigilator Assignment An Invigilator must be assigned for all Online Qualifications in the Centre Portal. To assign an Invigilator: Go to Administration Click Invigilator Assignment You will be presented with a list of upcoming exam sessions and this will also show you if an Invigilator has already been assigned to a session. Use Invigilator drop down box to select the individual required for the session Use the class tab to select the session you wish to assign the Invigilator to Click in the box to enter a tick to assign the Invigilator and click assign. Once assigned the name of the Invigilator will appear in the Invigilator box The Invigilator can sign candidates into their examination if they are experiencing any issues logging in themselves. The Invigilator can also download a report of user names and passwords if required. Centre Portal User Guide V1.00 Page 20 of 33
Invigilator Role The Centre Administrator must firstly assign the Invigilator to the Online Session otherwise the Session will not be visible to the Invigilator (see Invigilator Assignment on Page 20) Sign into the British Safety Council portal and select the role of Invigilator against your Centre. Please contact our Qualifications Team on +44 (0)20 8600 5599 or qualifications@britsafe.org if your Invigilator has not been set up. To release online examination papers to Candidates:- Click on Actions Click on Invigilation The sessions available to the Invigilator will now be displayed and can be activated or marked inactive by clicking the Set All buttons appropriately. Individuals can also be activated/inactivate but using the Inactive/Active button. If signed in to the Candidate s PC the Invigilator can also Log the Candidate in by clicking the Login button Centre Portal User Guide V1.00 Page 21 of 33
The Invigilator can also obtain Candidate sign in details by clicking on Resources and Reports and selecting the Candidate login details report Centre Portal User Guide V1.00 Page 22 of 33
Invigilators can also download the Candidate attendance sheet click Resources Click Reports Centre Portal User Guide V1.00 Page 23 of 33
Candidates registered with their own email address will receive an automated email and link to log into the candidate portal to undertake the assessment. This assessment link is valid for half an hour before the registered assessment start time and for half an hour after the registered assessment start time. Centre Portal User Guide V1.00 Page 24 of 33
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Printing examination materials (Paper based examinations only) Now you have created an examination session, enrolled your candidates and scheduled your examination you can print your materials for your paper based examination (72 hours in advanced of your examination session). The examination question paper will be available to download in the sessions documentation tab. Open the Session you can load this through the Actions Tab, Your Sessions tab. Then click on the Sessions Documentation. The examination paper will appear in the View Document Section, Click to open and print. Print a copy of the examination question paper for each candidate. For every candidate place purchased, you will receive a candidate answer sheet by post. If you have purchased 200 candidate places, you will receive 200 candidate answer sheets. You should use the required number of answer sheets for each examination session. Centre Portal User Guide V1.00 Page 26 of 33
The candidate attendance sheet is also available to download from the Resources Menu and clicking on Reports. Print a copy of the candidate attendance sheet (CAS). Please do not print off the CAS until all candidates are scheduled onto the examination session. Important note: The examination question paper is available to download and print up to the start time of the examination. After the start time, has passed, you will not be able to print the question paper. Centre Portal User Guide V1.00 Page 27 of 33
Administering the examination Administer the examination according to the instructions in the Handbook for Centres. Return the completed candidate attendance sheet (CAS) and answer sheets to: Level 1 Processing Qualifications Department British Safety Council 70 Chancellors Road London W6 9RS Please confidentially destroy the examination question booklets. It is extremely important that the CAS is completed in full and returned with the examination answer sheets. We will not accept returned packs without a completed CAS. When you have returned the pack and your examination has been marked, you will receive an email notification stating that you can now view your results online. Certificates will be issued within 5 working days of receipt of the completed examination pack. For online MCQs results are available an hour after the test finish time on both the Centre and Portal. Candidate Centre Portal User Guide V1.00 Page 28 of 33
Online Short Answer Candidates An online written assessment is completed in a candidate s own time by logging into an online account and answering questions. Candidates will need to complete their online written assessment within 12 months of registration by submitting through the Candidate portal. To enrol new candidates Centres should follow the same process for creating, enrolling and scheduling for Multiple Choice Examinations. The assessment should be scheduled for today s date. Candidates must be registered with their own email address to allow access to the Candidate portal. Please note these emails are currently sent twice a day. The automated email will contain the links required for the candidate to access through the Portal. Once logged in they will be given full instructions and will have access to the marking scheme. They can return to the task as many times as they wish, saving their work as they go. As soon as a candidate completes an assessment task it is forwarded to an examiner for marking. As soon as an assessment task has been marked, the centre will receive an email notifying them that the candidates result are available to view online. It is the Centres responsibility to inform the candidate of their result. Should you wish to bypass the e-learning component of the qualification, please contact the Qualifications Team for an unlock password by emailing qualifications@britsafe.org The examiner will mark the assessment within 20 working days. Certificates will be issued within 5 working days of the receipt of the marked assessment. Centre Portal User Guide V1.00 Page 29 of 33
Entry Level Portfolio Candidates To enrol new candidates Centres should follow the same process for creating sessions and enrolling candidates for Multiple Choice Examinations (no scheduling is required for Entry Level processing). Please ensure you enter Unit ID 254 in the registration form to enable auto processing. The British Safety Council Portal will automatically request a sample of work for moderation. To view which work samples are required to be submitted please go to the Reports section in Quartz Web and download the Entry Level Candidate Sampling Report for the required Session. A Candidate Declaration Form must be attached to each candidate s work. This is available to download from your documents tab. If more than one person has been involved in the marking, your Internal Standardisation Report Form must be enclosed with the sample. The moderation sample should be sent to: Entry Level Qualifications Team British Safety Council 70 Chancellors Road London W6 9RS Centre Portal User Guide V1.00 Page 30 of 33
Direct Claim Status Where direct claim status has been granted to a Centre, no moderation sample is required and certificates will be issued based on the inputted results. Logging Out Always ensure that you log out of the Centre Portal when you have finished your session. You will find the Log Out option by selecting your username in the top right hand of the screen. Centre Portal User Guide V1.00 Page 31 of 33
Frequently Asked Questions (FAQs) I cannot log on to the British Safety Council Candidate Portal Can I be invoiced for an order of assessments? My answer sheets have not arrived. What do I do? How many days in advance do I need to allow to book an examination session? Can I change the date of an exam? How long do I have to enrol candidates to an examination session? My colleague, who is the Centre Administrator is not in and I need to print the papers off what do I do? How do I take over as the Centre Administrator as my colleague has left the organisation? What is the price of a replacement certificate? My candidate has lost their certificate. How do I request a new one? The spelling on my candidate s certificate is wrong. How do I request a new one? When will I receive my certificates following results processing? What is a ULN? What is a CAS? I want to deliver more qualifications; how do I do this? I have withdrawn candidates but my balance within the Registration Credits section has not been credited? My candidate is sitting an online examination but does not have an email address I cannot log on to the British Safety Council Candidate Portal Please ensure that you are entering your email and password correctly using the correct case. Ensure that you have checked the Terms and Conditions box. If you still cannot access your account, please contact us at qualifications@britsafe.org and we will reset your password for you. Alternatively use the forgotten password link. Can I be invoiced for an order of assessments? Yes, all Centres are now invoiced for credit purchases. You can now place your order online via the British Safety Council Centre Portal. Please refer to Page 11-12 of the User Guide. Contact the Qualifications Team on +44 (0)2086005599 or qualifications@britsafe.org if you want to order more than 100 credits. Where credit card payment is required Centres will be contacted via our Finance Team. My answer sheets have not arrived. What do I do? If you have not received the answer sheets 2 days prior to the examination session, please contact the Qualifications Team on +44 (0)2086005599 or qualifications@britsafe.org. How many days in advance do I need to allow to book an examination session? 4 days. The British Safety Council Centre Portal will not allow you to book a session with a shorter lead time than this. If you require an emergency session, please contact the Qualifications Team on +44 (0)2086005599 or email qualifications@britsafe.org Can I change the date of an exam? No. If you would like to change the date of your exam you will need to cancel and rebook. All sessions must be created at least 4 days in advance to allow for any monitoring visit that we might need to arrange. How long do I have to enrol candidates to an examination session? You must enrol all candidates at least 1 hour prior to the examination start time Centre Portal User Guide V1.00 Page 32 of 33
My colleague, who is the Centre Administrator is not in and I need to print the papers off what do I do? All papers should be printed in advance and the administrator should take into consideration days in which they will not be available. However, if this does occur please contact the Qualifications Team on +44 (0)2086005599 or qualifications@britsafe.org. How do I take over as the Centre Administrator as my colleague has left the organisation? Please contact the Qualifications Team on +44 (0)20 8600 5599 or qualifications@britsafe.org and we will be able to assist you. What is the price of a replacement certificate? 15 plus VAT (plus postage outside of the UK). My candidate has lost their certificate. How do I request a new one? Please use the Actions, Tracking, and Initiate I Want To purchase a replacement certificate option. You can download the application form complete it and reupload for processing. The spelling on my candidate s certificate is wrong. How do I request a new one? It is the responsibility of the Centre Administrator to ensure that the candidate names are checked and submitted correctly. If a spelling mistake has been made then a replacement certificate fee will apply. Please use the Actions, Tracking and Initiate I Want To purchase a replacement certificate option as above. When will I receive my certificates following results processing? Certificates will be issued within 5 working days of receipt of the examination pack. For online qualifications results, will be available immediately and certificates will be dispatched and should be received within 5 working days. What is a ULN? ULN stands for Unique Learner Number. A centre receiving funding from the Skills Funding Agency for a particular candidate must provide the candidate s 10-digit Unique Learner Number (ULN). The British Safety Council will pass on this ULN to the Learning Records Service with the candidate s result. What is a CAS? This is a candidate attendance sheet for your examination session. I want to deliver more qualifications; how do I do this? You can apply through the Actions Tab, Tracking and Initiate I Want To Expand Qualification application process through Quartz Web. Alternatively, please contact your Account Manager. I have withdrawn candidates but my balance within the Registration Credits section has not been credited? Please allow up to 24 hours for any unspent credits to be reallocated back to your balance. If you do have any queries regarding your balance, please email us at qualifications@britsafe.org My candidate is sitting an online examination but does not have an email address Your Invigilator can long into the Centre Portal and select the relevant candidate and activate the exam on the candidates computer. The Invigilator can also access a report for each of their candidates giving them usernames and passwords for log-in purposes. Centre Portal User Guide V1.00 Page 33 of 33