Quartz Web Portal Customer User Guide January 2014 Version: 8 OCNSER, trading as Laser Learning Awards, is a company limited by guarantee registered in England (no. 5453363) and a registered charity (no. 1114460).
CONTENTS 1 Introduction... 4 Issues with Logging On to the Web Portal?... 4 2 Logging on to the LASER s Quartz Web Administration Portal... 5 Connecting and Logging On... 5 Forgotten Your Password?... 6 Using the Secure Web Portal... 7 The Homepage... 7 Roles and Their Responsibilities... 7 My Details... 8 Changing Your Password... 8 3 Tracking... 9 4 Documents Page... 10 To upload documents... 10 Document Types in Submit Document & View Document... 11 5 How to Register Your Learners (ERegistration Submission)... 12 ERegistration submission form... 13 6 Review Course Runs... 16 Course Run Information... 16 Adding a Learner to an Existing Course Run... 17 Adding Units to a Course Run (Review Course Runs Screen)... 21 7 EResults Submission Form... 23 How to claim your learners achievements - RAC in Review Course Runs... 23 Downloading the EResults Submission Forms... 23 Matrix Submission Form... 24 Unit and Mark Submission Form... 25 APL Unit and Mark Submission Form... 25 8 EResults Submission... 26 9 Administration... 27 10 Review Learners... 28 11 Reports... 28 12 Logging Out... 29
1 Introduction We are pleased to introduce you to the LASER s Quartz Web Portal User Guide. Using the web portal you can currently: Register Learners Download the EResults Submission Form(s) (Also referred to as RAC s - Recommendation for Award of Credit) Review current and previous registration details Review current and previous learner details Review the courses approved for your organisation. It is essential to use the web portal to upload documents, register learners etc. rather than by email or by post. Laser Learning Awards cannot accept responsibility or liability if this is not adhered to. Please check our website (www.laser-awards.org.uk) (http://www.laserawards.org.uk/content2.asp?id=34) for details of administration training to support your use of the web portal and other training that LASER offers. Issues with Logging On to the Web Portal? - Click on the relevant buttons rather than pressing return as pressing return will have no effect. - Ensure that pop-ups are not blocked by your browser or toolbar. If pop-ups are blocked then this will prevent full functionality of the web portal. - There may be an issue with the settings on the computer that is being used to access the Quartz Web Portal, please follow the instructions below on how to resolve this in relation to Microsoft Internet Explorer: 1. Click on tools and then go to internet options (or click on the cog on the right of the toolbar if you don t have the tools option) 2. This will open a box, click on the privacy tab one of the buttons on this new screen is sites. 3. Type in ocnser.org.uk in the Address of website and click allow. 4. Type in laser-awards.org.uk in the Address of website and click allow. 5. Click on OK. 6. Click on OK again. 7. Try to log in again. Back to content page Page 4 of 29
2 Logging on to the LASER s Quartz Web Administration Portal Connecting and Logging On To log in you will need a user name and password. If you have not been issued with a user name or password, please contact your Customer Support Officer. Open your web browser (e.g. Internet Explorer, Firefox, Google Chrome), type the address www.laser-awards.org.uk into the address bar, and press Enter. Click here on the login button Click on login button at the top right hand corner of the screen, this will open the LASER Quartz Web Portal. Click on the Log In link and the login page will appear. Click on the Log In Link Page 5 of 29
Before accessing the live web portal you will be asked to confirm that you have read the Terms and Conditions for use of the portal. These are available through the link on this page. Once you have read this information then click on the I have read and agree to abide by the Terms and Conditions checkbox N.B. you will not be able to log in until you have ticked the checkbox. Click here for Terms and Conditions Type your user name and password to log in. It is essential to use your own user name and password or else your web portal access may be suspended if you use a colleague s details. This will also ensure that you only see the web role assigned to you e.g. Centre Administrator. Forgotten Your Password? If you have forgotten your password then click on the Forgotten your password? link and you will be taken to the reset password page, here you will need to enter your username. Remember to click on "Continue" once you have reset your password to ensure that it resets and you can log in. Forgotten Your Password then click here Page 6 of 29
Using the Secure Web Portal The Homepage This gives information about your centre and your current role(s). If you have more than one LASER role within your centre you can choose which role you are using on your current visit by using the drop down menu and clicking on the Switch roles button. A change of role will always take you back to this page. This is why it is essential to use your own user name and password so that you only see the web role(s) assigned to you e.g. Centre Administrator. Use the drop down menu to change roles. Click Switch Role Roles and Their Responsibilities These roles are assigned based on the information supplied on your LASER centre application. Role Centre Administrator Tutor Responsibility Upload Registrations to secure portal Check Learner Information and history Check and Print E Results Submission Forms (RAC s) Save results to E Results Submission Forms (RAC s) and email to Tutor for checking. Check and Print E Results Submission Forms (RAC s) Submit E Results Submission Forms (RAC s) to Internal Verifier Internal Verifier Checks E Results Submission Forms (RAC s) Submit E Results Submission Forms (RAC s) to External Verifier / QR or LASER approved IV with Direct Claim Status N.B. You will be able to see who has taken which action and when. Back to content page Page 7 of 29
My Details Click on My Details in the left hand menu list, this will take you to the page which shows information about you as a user. Here you can: change your password check your roles check if you have an alternative address If you have an alternative address to your organisation s address this will be listed here e.g. your alternative office address or home address. Click here to change your password Your roles will be listed here If you have an alternative address it will show here Changing Your Password To change your password click on the "Change Password" link and you will be taken to the following webpage. Type in your old password and two copies of your new password. Click the Change Password button. Click continue and you will be returned to the My Details webpage. Next time you log in you will need to use your new password. N.B. Passwords should be a minimum of 8 characters using a combination of letters and numbers. Back to content page Page 8 of 29
3 Tracking This is a new feature and will display the current tracking status and steps of selected quality and review processes. Page 9 of 29
4 Documents Page This page allows you to upload documents from your computer to the secure web portal. It is essential to use the web portal to upload documents, register learners etc. rather than by email or by post. Laser Learning Awards cannot accept responsibility or liability if this is not adhered to. You can use this page to upload requests for new courses, using the New Course Notification Form and also to request the addition of units to an existing course, using the Adding Units to an Existing Course Form which is available on the web portal by clicking on View Document or from your Customer Support Officer. There are also other forms available and documents will be added to the list below. Click here for a drop down menu of all document types. Click here for the drop down menu to find documents already uploaded. You can also submit documents that have been requested by, for example, your Quality Reviewer to support your claims for learners achievements or any other documents that you would like to bring to the attention of LASER. To upload documents 1. Click on Documents in the left hand menu. 2. Use the Browse button to locate the document you wish to upload from your computer. 3. Select the document and click Open, the document name will appear in the box. 4. Select the type of document from the drop down menu. 5. Click submit. 6. An email will be sent to your Cutomer Support Officer informing them that you have uploaded a new document. Page 10 of 29
Document Types in Submit Document & View Document All New course notification form Quality document Assessment information Replacement Certificate Form Adding Units to an Existing Course Form Centre Recognition Amendment Form Qualification registration Recog of prior leaning, exceptions, equivalents Other Bespoke unit content Local unit content in development This will show all documents uploaded to your organisation and who uploaded it. This is for any new courses your organisation wishes to set-up and run. You can download and complete the blank form and also see all forms submitted previously. This will include reports on Internal Verification activities*. This should be selected for samples of course work*. This is used to request a replacement certificate. To add units to an existing course. To amend your centre s details e.g. updating contact details etc. e.g. application forms for approval to run a specialist national qualification. If you wish to claim an exception or equivalent for a learner, please contact your Quality Reviewer for more information. this can be used for documents which do not fall into any other category. This is to upload any bespoke units including content you are using or would like to use. In development? Documents can be uploaded in Word, Excel or pdf formats. *Documents will generally be requested by the External Verifier / Quality Reviewer prior to completing the EResults process. Page 11 of 29
5 How to Register Your Learners (ERegistration Submission) Please enter the information as shown below. Save the ERegistration submission form (Excel format) as a template to your computer. Once you have saved it as a template, use save as each time you want to submit a new course run of learner registrations, so that you have a record on your computer. Click here to find a list of all your current courses Click here to find a list of units Start & end date of your course This is for your own description of the group of learners you are registering This is your reference as the Provider This is for your Purchase Order No. If not applicable for your organisation please put NA here Use the drop down box to select the site and the tutor if applicable ICV - Intended Credit Value (only applicable in certain circumstances) Use this box for any instruction you may have for this course run. Click here to find the eregistration file, on your computer, you would like to upload. Click Here will take you to an ERegistration submission form which is in Excel format. Save this as a template to your computer so that you can submit your ERegistration submission form each time you register a course run. It is advisable to save as each time you submit a new form for each course run so that you have a record of all of the forms you have submitted to us. Back to content page Page 12 of 29
ERegistration submission form A standard ERegistration submission form is in Excel format. Save this as a template to your computer so that you can submit your ERegistration submission form each time you register a course run. It is advisable to save as each time you submit a new form for each course run so that you have a record of all of the forms you have submitted to us. It is possible to create your own registration form by following the link for instructions on the file format requirements, although we do not advise this. Click on Enabling Editing to input learner information Please enter the following information on the spreadsheet before you upload it. ULN (essential for under 19 learners)* Forename (please enter full given name of the learner, not a nickname) Surname (please enter full given name of the learner, not a nickname) DOB (in dd/mm/yyyy format) Gender Postcode Ethnicity Ability Employment Status Adjustment (only in special circumstances) Adjustment Comment (only in special circumstances) Unit Code (please use the 3 letters and 3 numbers code). Refer to LASER website. To submit your learners you need to click on the Choose File button to search for your registration file on your computer. Select the relevant spreadsheet and Click open. The file title will appear next to the Choose File button. Click on the Submit button to upload your learners. * (Please contact www.learningrecordsservice.org.uk for ULN information) (there is a drop down menu for each of these fields) Page 13 of 29
If the ERegistration submission form is uploaded without units assigned to learners it cannot be processed - it is essential to assign units to learners. This does not apply to Access learners. This message will appear if you do not have the correct format in your eregistration file. Once you press Submit this screen will appear If you have any changes click the Amend button, you will be taken back to the eregistration submission page so you can amend any detail and resubmit your spreadsheet or click the Submit button. This confirmation screen will appear. Page 14 of 29
You will automatically receive an email from noreply@quartz-system.com which will give you your Course Run ID. This is the reference number you will need to claim your learner s credits. See example below. An email will also be sent to your customer support officer informing them that there is a run to be processed. Page 15 of 29
6 Review Course Runs To review your course runs select Review Course Runs from the left-hand menu. This page will allow you to check on your classes/course runs. If you click on the Course Run Description you will see details of that run. To put the runs into order simply click on the appropriate heading. To search for a particular course run enter the information in the relevant box and ensure the box under current is not ticked. Click on any heading in the title bar to re-order course list Click on any course run number to view details on that particular course run Page 16 of 29
Course Run Information You can view the unit registration details for individual learners by scrolling to the right and clicking on the red book icon. Ensure that pop-ups are not blocked by your browser or toolbar. If pop-ups are blocked then this will prevent full functionality of the web portal and may block this feature. Adding a Learner to an Existing Course Run You can add a new learner to the course run by completing the fields here, when you click the Add New Learner Registration button a confirmation screen will appear. NB You will only be able to register existing units (i.e. those units already allocated to the run) to a new learner. If you want to add new units you will firstly need to add the units to the course run before you can add them to a learner (see page 19). If you wish to add more than two learners please submit a new ERegistration submission (see page 10). Page 17 of 29
Once you have entered all the learners details and clicked confirm the additional learner confirmation page will ask you to confirm that you want to add that learner to the course run. Once you have checked the details, click on the Confirm button and you will be taken back to the Course Run information page. Your learner will appear on the course list. To view the learner s history with your organisation click on the learner s surname. Page 18 of 29
Ensure you have added the units to your additional learner by clicking on the search button and selecting the appropriate unit(s). If there are no units allocated to the learner then you can search by unit code or unit name, Click on the red book icon to add individual units or click on Add All Units to add all the units on the course run to this learner This screen will appear showing all units added to the learner, if you wish to remove a unit click on the red book icon To view a learner s history click on their surname in the course run from the Review Course Runs screen or by entering the learner s details from the Review Learners screen. The following screen will appear and it will show you which runs the learner has been registered against and other information. N.B. you will only be able to see the learners history which relates to your organisation. Page 19 of 29
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Adding Units to a Course Run (Review Course Runs Screen) To add units to a course run you will need to select the course run ID and click on the Course Run Unit Registrations button. The units which are already on the course will appear. Click here for all units registered to the course Click on the Search button and all the units will appear for the course. Select the units you wish by clicking on the red and green icon. Click on the red book to add the relevant unit to the course run. If the red book has a green tick this means the unit is already on the run Page 21 of 29
To view or submit documents which are associated with a particular course run you need to be in the course run screen. To find the course run screen go to Review Course Runs and click on the course run id. Once the course run is shown click on the Course Run Documentation button. You will be taken to the documents web page. To upload documents click on the Choose File button and search for the document you wish to upload from your computer. Select your document and click open. The document title will appear next to the box. Select the appropriate document type from the dropdown menu and click Submit. To return to the course run click the Back to Course Run button. Back to content page Page 22 of 29
7 EResults Submission Form How to claim your learners achievements - RAC in Review Course Runs To claim your learners achievements please select Review Course Runs from the left hand menu and choose the course run that you wish to claim. Please ensure that you claim your learners achievement as soon as they gain the credits required for the qualification for which they have been registered. The EResults Submission Form button you will take you to the Eresults Submission Forms web page. Once you click the Submit button this confirmation screen will be displayed. This is the Course Run ID Click here for EResults Submission Form (RAC) Page 23 of 29
Downloading the EResults Submission Forms Click on the required format (see below) to generate the results form (RAC). The Matrix Submission Form is the most frequently used. Save this document to your computer and complete the results. Please ensure the Matrix Submission Form check box is ticked. Matrix Submission Form (We advise you to use this form rather than the Unit/Mark Submission Form). This displays the units on the course run for all of the registered learners. Select the drop down box to indicate your learners achievements. It is only necessary to complete the summary sheet if it will be printed and sent to our Quality Reviewer. For uploading results, it is only necessary to submit the learner spreadsheet EResults Submission Form through EResults Submission. Click here to enable editing. You may need to click enable content to show the tick boxes Click here to show the drop down box Please note the summary sheet requires completing if you are sending a paper RAC Page 24 of 29
Ensure you save the electronic RAC (excel spreadsheet) to your computer so that you may submit your results via the EResults submission page. Unit and Mark Submission Form It is necessary for you to use the drop down box to allocate the correct achieved unit(s) to each learner. This form displays the units for which learners have been registered on the course run. Click here to enable editing. You may need to click enable content to show the tick boxes Click here to use the drop down list to pull in the achieved units It is only necessary to complete the summary sheet if it will be printed and sent to our Quality Reviewer. For uploading results, it is only necessary to submit the learner spreadsheet EResults Submission Form through EResults Submission. APL Unit and Mark Submission Form (this is not fully operational so please request guidance from your Quality Reviewer). Back to content page Page 25 of 29
8 EResults Submission This can be used to submit your EResults submission form. If your organisation is approved for Direct Claim Status (AIQA) you can also use Eresults Submission. To submit your results click on the browse button and search for the RAC (excel spreadhseet) you have previously downloaded and completed. When you have found your RAC you can either double click on it or click on the open button. As soon as you double click or click the open button you will be taken back to the EResults Submission webpage, click the submit button to upload your completed RAC. Page 26 of 29
9 Administration This is where you can view the status of your ERegistration Submissions EResults Submission Forms (RAC s) Documents and Unique Leaner Numbers (ULNs) which have been rejected (see the LASER website For Centre Admin for further information about ULNs). Current information will be listed under each heading. ERegistration Status: this indicates if your ERegistration Submission has been processed. EResults Status: this indicates if your EResults Submission has been verified and processed. Documents Not Yet Viewed: this indicates any documents you have upolded that have not yet been viewed. Failed ULN Validations: please email LASER with the correct information. Back to content page Page 27 of 29
10 Review Learners You can review a learner s registrations by selecting Review Learner from the left-hand menu. This will allow you to search for a specific learner and look at the learner s history, within your organisation. You need to click here to find learners You can search by Learner ID Unique Learner Number (ULN) Forename Surname Date Of Birth (DOB) Or by Tutor, if you have noted this on the ERegistration Submission form Please note that the search results will only reflect the learners at your organisation, registered on your courses. 11 Reports This is a new feature that is being developed for future use. It is used by the Access tohe providers Page 28 of 29
12 Logging Out Use the link on the right side of the top menu to log out. Back to content page Laser Learning Awards The Runnymede centre Chertsey Road Addlestone Surrey KT15 2EP Tel: 01932 569894 Fax: 01932 564139 Email: enquiries@laser-awards.org.uk Page 29 of 29