www.cityandguilds.com April 2013 Version 0.1 INTERNATIONAL ENGLISH FOR SPEAKERS OF OTHER LANGUAGES (IESOL) City & Guilds MyCertis A guide for centre administrators This guide is valid until 31 March 2014. Please refer to www.cityandguilds.com/iesol for IESOL guidance from 1 April 2014
PURPOSE OF THIS DOCUMENT MyCertis is the identification and verification system that enables centres to upload candidate identification information that can be verified by an exam invigilator, and accessed by authorised third parties to validate English language evidence. This process and the MyCertis system has been developed in April 2013 to help ensure City & Guilds IESOL examinations meet rigorous quality assurance standards. This training guide has been created for Centre Administrators who will have the task of using MyCertis to upload candidate s identification details prior to an examination in preparation for invigilators to access and verify the identity of candidates on the day of the examination. ACCESSING MYCERTIS You can access MyCertis via the Walled Garden immediately after placing an IESOL on demand exam booking in the shopping basket. For guidance on placing an IESOL on demand exam booking please refer to guidance on www.cityandguilds.com/iesol In the Quick Navigation you will see a new option of Mycertis. This will open up the MyCertis portal in a new internet browser window. If you cannot see this option in your Walled Garden please contact your local office to get the MyCertis role profile added to your account. HOMEPAGE The MyCertis homepage is your main hub for accessing the screens you need. From this page you can: Search for all IESOL exam sessions Search for all IESOL candidates allocated to your centre Logout or navigate to the help resources Navigate to the home screen View your account details Read about the Mycertis system and the different user types 2 INTERNATIONAL ESOL (8984/8961) CENTRE ADMINSTRATION GUIDANCE
GENERAL NAVIGATION MENU BAR (top) The MENU BAR is used for quick navigation around the system. Here you will find the HOME, EXAMS, CANDIDATES and MY ACCOUNT tabs FILTERS FILTERS are used to help search for data contained within MyCertis. To use the FILTERS, select the relevant dropdown option from the FILTER DROPDOWN BOX and then enter the information required in the adjacent box. Once searched, results are displayed in the table in the lower part of the screen. In this example, we have filtered to search for Examination Date, and once entered, we click APPLY FILTER. More than one FILTER can be applied to a search. These will work together to help refine a search. In the following example, we have searched for both EXAMINATION DATE and CENTRE NUMBER. Note that both search parameters are now displayed in the CURRENT FILTER section. To remove a filter type, simply click on the RED CROSS. HELP (top right) To support the City & Guilds MyCertis system, we have created an extensive set of resources to help you use the system effectively. Clicking on the HELP option will take you to our resource library. You can also browse to this directly at any point at www.cityandguilds.com/iesol from any web browser session. LOGOUT (top right) This option will log you out of your current session. For security purposes we recommend you log out of the system when it is not in use. PRIVACY, T&C AND CONTACTS (bottom) These navigation aids will display the system our TERMS & CONDITIONS and a link to our CONTACT US information. MYCERTIS FOR INTERNATIONAL ESOL (8984/8985/8961) CENTRE ADMINISTRATOR GUIDANCE 3
FINDING AN EXAMINATION The City & Guilds MyCertis will allow you to record important mandatory information against candidate examination records that will be verified by an invigilator on the day of the examination. As a centre administrator with a MyCertis user account, you will be able to view all exam sessions for the centre(s) you administer using your Walled Garden log in. Using the menu bar at the top of the page, use the EXAMS tab to view all available Exam sessions. The following window will open: Filter options to allow you to refine a search. You can filter by: Order Number Examination Date Module Code Centre Name Centre Number Exam Status By default, all Open exams will be shown when the page is first launched The view button will let you view the list of candidates for the specific exam This list will show all the filtered exam sessions, arranged into columns. The columns fields contain the following data: Status Examination Date Module Delivery Group Centre Number Candidates This will be either Open (exam to be sat) Closed (exam in the past) Cancelled (exam cancelled) This is the examination date and time (DD/MM/YYYY HH/MM) This is the unit being sat for the exam This is the delivery group for the exam. This can contain multiple orders and is also found on the paper Invigilation Certificate (IC) you will receive with your exam stationery. This will display all centres associated with your user ID This is the number of candidates that have been ordered for this exam Wildcard searching can be used by entering a reduced set of digits. No asterisk is required, e.g. searching by Module Code for 89 will bring back all exams To help locate the required exam, you can click on each column title to sort the list in order. For example, clicking on the CENTRE NUMBER column will arrange the list in ascending centre number order. Clicking on this column again will switch to descending centre number order. By default the list of exams will be displayed in EXAMINATION DATE order, with the closest exam date first. It is recommended you copy the order number direct from the Walled Garden order confirmation and paste into the MyCertis exam search as you can complete MyCertis tasks immediately after the Walled Garden order has been processed. 4 INTERNATIONAL ESOL (8984/8961) CENTRE ADMINSTRATION GUIDANCE
VIEWING THE CANDIDATES IN AN EXAM SESSION Once you have located the required exam session, use the VIEW button to open the exam session in detail, where the list of candidates can be viewed. You will see the following screen displayed: This section shows the details of the exam session, as well as the title of the exam Clicking the PRINT PAGE icon will print the list of candidates for the exam The columns fields contain the following data: The list of candidates is displayed in the bottom half of the screen. You may need to scroll down if the bottom half of screen is not immediately visible Column Description Where is the information entered? Candidate exam ref This is a unique number for each candidate for each specific exam they sit on a given date. It can also be found on the paper IC. It is never reused. System generated in Walled Garden ENR no. This is the candidate enrolment number and is fed System generated in Walled Garden through from the Walled Garden Name The candidate s name is taken from Walled Garden Walled Garden DOB The candidate s date of birth s taken from Walled Garden Walled Garden Gender The candidate s gender s taken from Walled Garden Walled Garden Nationality The candidate s nationality MUST be captured in MyCertis MyCertis ID This shows the identification that has been captured in MyCertis provided MyCertis passport, national ID, driving licence Photo The candidate s photograph MUST be captured in MyCertis MyCertis and adhere to the photo guidance Attending This field is editable by the invigilator on the day of the MyCertis exam Verified This field is editable by the invigilator and should only be ticked if the invigilator has verified that the details in MyCertis match the candidate and their ID on the day of the exam MyCertis The first 5 columns feed through from the Walled Garden and cannot be edited in MyCertis. For any name, DOB or gender amendments please follow the candidate amendment process in the Walled Garden. The amendment may not reflect immediately in MyCertis so always hold Walled Garden as the correct record for these fields. If the candidates have their nationality, identification and photo uploaded into MyCertis from a previous exam then these will feed through into all subsequent exams. You can edit a candidate s identification details in MyCertis if there is already information against the candidate. If there is no nationality, photograph and ID information this MUST be provided. The list of candidates is arranged into columns which can be sorted ascending or descending by clicking on the column title. MYCERTIS FOR INTERNATIONAL ESOL (8984/8985/8961) CENTRE ADMINISTRATOR GUIDANCE 5
UPLOADING CANDIDATES IDENTIFICATION DETAILS It is mandatory for all candidates sitting City & Guilds IESOL examinations to have their nationality, a valid ID and photgraph loaded into the MyCertis system before the exam. Photographs must adhere to City & Guiilds photo guidance which can be found at www.cityandguilds.com/iesol EDIT will take you through to the candidate profile The candidate details can be uploaded in the Candidate Profile area of the screen accessed by clicking on EDIT beside a candidate. The top half of the screen shows candidate details previously captured in the Walled Garden Nationality must be selected from dropdown A jpeg photo less than 100kb must be uploaded At least one of the ID numbers must be completed The bottom half of the screen shows candidate details that need to be captured in MyCertis Nationality National ID Passport Driving Licence Photograph Select from the drop down list Enter the full number of the national ID Enter the full number of the passport Enter the full number of the driving licence Upload a jpeg photo less than 100kb in size already saved on computer (see below) A candidate must have at least one valid ID entered into MyCertis. On the day of the exam the invigilator will select and verify the ID the candidate produces on the day of the examination. One of these IDs must be presented by the candidate on the day of the exam. Invigilators will not be able to input identification details; this must be done by the centre administrator prior to the exam taking place. To upload a candidate photo, select the button. This will open a pop-up. Navigate to the area on your computer that you have uploaded the photograph and select open. 6 INTERNATIONAL ESOL (8984/8961) CENTRE ADMINSTRATION GUIDANCE
SAVE will save the details entered and return to the exam session CANCEL will return to the exam session screen. If any details have been entered these will not be saved CHOOSE FILE will bring a pop up to select candidate photo previously saved on the PC Select the candidate s photo and select OPEN The photograph will then appear on the screen. Please note, until all details have been saved, this does not mean t he photograph has been confirmed as uploaded. The photograph will then appear on the screen. Please note, until all details have been saved, this does not mean the photograph has been confirmed as uploaded. If a photograph does not meet the correct technical requirements MyCertis will not accept it and you will see an error message similar to the below screenshot on the right. Successful upload Unsuccessful upload Once you have completed all the required fields in the candidate profile, select SAVE Once all the relevant candidates have had their details captured, the exam session screen will show candidate nationality, ID and photo fields filled in. Nationality, ID and Photo fields have now been populated Passport: ABC123456 Passport: 302189516 Passport: 147589900 MYCERTIS FOR INTERNATIONAL ESOL (8984/8985/8961) CENTRE ADMINISTRATOR GUIDANCE 7
EDITING CANDIDATE DETAILS You can edit candidate exam details any time before the examination. Once an exam has been locked by the invigilator the candidate s details will not change against the examination so the correct candidate details must be in MyCertis prior to the exam taking place. To amend MyCertis details you will need to navigate to the candidate s record in MyCertis. You can do this via the exam session (following the above guidance) or directly via the candidates screen (following the guidance below). Select the CANDIDATES button Enter candidate details in the search field. You can search by: Name DOB Gender Click on VIEW to go to the candidate profile screen The candidate screen will open in view only mode. Click on EDIT DETAILS to open candidate profile in edit mode You can edit the fields as instructed when first entering candidate s details. Click on SAVE when changes have been made CANCEL will return to the view candidate screen. If any details have been entered these will not be saved. When replacing a photo, the new one will appear below the exisitng photo Please note that changes in this screen will not reflect against closed or locked exam data. 8 INTERNATIONAL ESOL (8984/8961) CENTRE ADMINSTRATION GUIDANCE
To amend candidate details that are not editable in MyCertis you will need to follow the existing Candidate Amendment process in Walled Garden. This covers amendments to name, date of birth or gender. Please refer to http://www.cityandguilds.com/provide-training/walled-garden/walled-garden-support- Documentation for guidance. Amendments made in the Walled Garden will be updated in the MyCertis website the next time a transaction for that candidate using their ENR is processed so will not automatically show in MyCertis. Therefore it is important to always go by the name, date of birth and gender in the Walled Garden. PRINTING A LIST OF CANDIDATES ON BEHALF OF AN INVIGILATOR Invigilators will need access to MyCertis on the day of the examination to verify candidates against the information previously uploaded in the system. If they are not able to log into the MyCertis system on the day of the examination they will need to print out a paper copy of the candidate list. You can do this on their behalf if needed, however you will not be able to complete the invigilators verify task after the examination. They must log in and complete their invigilation and verification tasks in MyCertis before midnight of the exam day. You can print a candidate exam list by clicking on the PRINT PAGE button in the exam session screen. PRINT PAGE will take you to print options to print the candidate exam list Your internet browser will present a range of print options, but if you do not want to change any options, simply press PRINT or OK to complete the printing process. The resulting printed candidate list can be taken into the examination to record the attendance, details and verification of candidate identity. City & Guilds and the UKBA cannot accept a paper copy of this list as proof of candidate identity, so it is crucial that the invigilator enters the details into the MyCertis system before the midnight on the day of the exam. FURTHER GUIDANCE & SUPPORT You can find more information including City & Guilds full policies & procedures and training guides on our website www.cityandguilds.com. You can also contact your local office if you are an international centre, or our UK contact centre for UK centres. UK customers: +44 (0)844 543 0000 centresupport@cityandguilds.com International customers: contact your local City & Guilds office www.cityandguilds.com/international Paper copies of this guidance are not version controlled. For the most up to date electronic version refer to www.cityandguilds.com/iesol MYCERTIS FOR INTERNATIONAL ESOL (8984/8985/8961) CENTRE ADMINISTRATOR GUIDANCE 9