DSA-QAG NMH - Audit Portal Guidance Date: 11 January 2017 Version: 1.0
Document Management Revision History Version Date Changes page 2 of 12
Table of Contents 1 INTRODUCTION... 4 1.1 DSA-QAG... 4 1.2 AUDIT TRACKER PORTAL... 4 2 PORTAL... 5 2.1 LOGIN PROCESS... 5 2.1.1 Login Screen... 5 2.1.2 Initial Login... 5 2.1.3 Password Reset... 6 2.2 HOMEPAGE... 7 2.2.1 Audit Documents... 7 2.2.2 Colour Options... 8 2.2.3 Equal Font Size Options... 8 2.2.4 Zoom Font Size Options... 8 2.3 SELF-ASSESSMENT FORM... 8 2.3.1 Self-Assessment Form... 8 2.3.2 Post Self-assessment submission... 11 2.3.3 Student and Staff sample submission - Type 1 organisations only... 11 2.3.4 Action Plan Documentation... 12 Section to follow... 12 2.3.5 Accreditation... 12 Section to follow... 12 2.3.6 NMH Provider Annual Statistics... 12 Section to follow... 12 page 3 of 12
1 Introduction 1.1 DSA-QAG The Disabled Students Allowances - Quality Assurance Group (DSA QAG) are a charitable group that provide quality assurance of assessment centres, suppliers and Non-Medical Help providers to disabled students through auditing and reporting procedures. On an annual basis an audit is carried out for Non-Medical Help providers. Included within the audit, a verification exercise is carried out on key information to ensure the services provided to disabled students are in line provided the NMH quality assurance framework. 1.2 Audit Tracker Portal The Audit Portal will be used by the NMH provider to process the audit documents on a yearly basis. The Audit Tracker Portal will also be available to the NMH verification team for the purpose of processing audit documents. page 4 of 12
2 Portal 2.1 Login Process 2.1.1 Login Screen When the providers receive their login details, providers will be given a URL which will take them to the login page of the Portal, see screenshot 1. On browsing this page, providers will be asked to enter their username and password. The username must be a valid email address format and the password must be at least 6 characters long. Screenshot 1 below shows the login screen. Screenshot 1 2.1.2 Initial Login On 1 st login to the portal, the provider will be asked to change their password and pick a security question and secret answer, see screenshot 2. The new password cannot be the same as the last password. The security answer can be a single word or combination of words. Screenshot 2 page 5 of 12
2.1.3 Password Reset In the event the provider has forgotten their password, enter the email address into the email field, see screenshot 3, and press the Forgotten Password button. Screenshot 3 The provider will now be taken to a screen where they can enter their secret answer, see screenshot 4. Screenshot 4 After entering the correct secret answer and pressing the Reset Password button, an email will be sent with a new password and the provider will be taken to a confirmation screen, see screenshot 5. page 6 of 12
Screenshot 5 2.2 Homepage 2.2.1 Audit Documents The homepage will show a list of audit documents for the logged in provider, see screenshot 6. On this home screen, the provider can access the portal user guidance along with the staff list and student list templates which the provider will be required to submit during the selfassessment. Both the student and staff templates can also be found at the following: http://www.dsa-qag.org.uk/nmh-providers-area The menu area circled in green contains items that are currently only available to assessment centres and ATSP providers, they are: KPIs Annual Statistics Invoices Reports Note: NMH providers should only select the Home or Audit options. page 7 of 12
2.2.2 Colour Options The portal has been designed to support a number of different colour schemes to aid accessibility. The colour scheme options can be selected at the top of the screen by selecting one of the colour option icons, see screenshot 7. The selected option will be retained for the rest of the visit to the website and also on future visits. The option can be reset to another colour choice at any point in time whilst logged into the portal. Screenshot 7 2.2.3 Equal Font Size Options The font size style can be toggled between normal style font size presentation with header text being larger than paragraph text, or setting them all to be of equal size by selecting this icon. The selected option will be retained for the rest of the visit to the website and also on future visits. The option can be reset to another font style at any point in time whilst logged into the portal. 2.2.4 Zoom Font Size Options The font size can be increased and decreased using the increase and decrease icons at the top of the page. The selected font size will be retained for the rest of the visit to the website and also on future visits. The option can be reset to another font size at any point in time whilst logged into the portal. 2.3 Self-Assessment Form 2.3.1 Self-Assessment Form On scheduling of the audit, the NMH provider will be sent a confirmation of audit selection email which will contain a link to complete the self-assessment questionnaire. Screenshot 7 is the page which will be displayed when the provider clicks on the link within the email. page 8 of 12
Screenshot 7 The area circled in green is for demonstration purposes only. The audits are currently separated into two types, Type 1 is for an organisation who will complete all of their audit online and Type 2 are organisations who will complete their self-assessment online and will have an onsite verification visit. Clicking on the Edit button will open up the self-assessment form. When entering the form for the first time please complete each of the sections where possible, the system automatically saves the details entered as the provider moves from section to section. The flexibility of the system will allow the provider to save the form and access it again at any time without losing any data. Screenshot 8 below provides an outline of the first section, with each of the other sections shown down the left hand side. Please note, NMH providers should refer to the Self-assessment Guidance document located at, http://www.dsa-qag.org.uk/nmh-providers-area and review before starting the submission. Providers will be required to upload a staff and student list and other policy documents, it is recommended that providers have these completed and readily available to assist the provider to complete the submission. page 9 of 12
Screenshot 8 On completion of the questionnaire click on the Submit button on the final page. If there are incomplete sections or if there are documents which require uploading the system will not allow the provider to Submit the form. A message will be displayed highlighting the action to be taken. If the provider clicks on the messages displayed, the system will take the provider to the area requiring completion. Student Template Providers must ensure they have completed the student template for all students that are currently being supported within the band 3 and band 4 roles and who have received their study needs assessment from 28 th April 2016 onwards and beginning their academic studies in the 2016/2017 academic year. At the end of Section 2 the provider will be expected to upload this completed template. Failure to complete this template correctly may delay DSA-QAG progressing with the provider s audit. Staff Template Providers must ensure they have also completed the staff template for all support workers who are available to provide support within the band 3 and band 4 roles. Please follow the guidance within the staff template when completing all of the relevant information. At the end of Section 3 the provider will be expected to upload this completed template. Failure to complete this template correctly may delay DSA-QAG progressing with the provider s audit. page 10 of 12
2.3.2 Post Self-assessment submission After the provider has submitted their self-assessment, DSA-QAG will review the submission within 7 working days. Following this review, for Type 1 providers, providers will receive an email informing them of the information and supporting evidence required for the sample for staff and students selected for audit. For Type 2 providers, they will not be required to submit any further information at this stage. Providers will be required to produce evidence during their onsite verification visit. 2.3.3 Student and Staff sample submission - Type 1 organisations only For those providers who are completing an online audit only (Type 1), DSA-QAG will supply the provider with a student and staff checklist detailing those selected for sample checking. When uploading any evidence to the portal, the provider should use the reference number on the checklist for each piece of evidence related to that particular student or member of staff. The undernoted is an example of the student information template; Organisation: DSA-QAG Registration Number: Audit Date DSA-QAG NMH Quality Assurance Framework Student Information Template A N Other Ltd ABC123 01/03/2017 (A) Reference (B) Student Name (C) CRN Number (D) Support Type (s) (E) Student Initial contact / HEI referral date (F) Date 1st session conducted 1 Mary Smith 12345678910 Specialist 1 to 1 - SpLD 01/09/16 20/09/16 All evidence that is required for Mary Smith should be submitted in the following format: 1 Mary Smith DSA2 Letter 1 Mary Smith booking confirmation 1 Mary Smith timesheet 1 - Mary Smith invoice page 11 of 12
2.3.4 Action Plan Documentation Section to follow 2.3.5 Accreditation Section to follow 2.3.6 NMH Provider Annual Statistics Section to follow page 12 of 12