Administering the Diploma -...

Administering the DiplomaTraining for exams office staff

Welcome and IntroductionAdministering the Diploma

Introduction

Purpose of today:Introduce principles of Diploma administration

Obtaining ULNsWorking with awarding bodies

Hands on experience of using the Diploma Aggregation Service (DAS)Forum to discuss some of the challenges you may face in the coming months

IntroductionHow we achieve this:

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34wor

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ps

Plenary session

Plenary session

Introduction

Workshops:Using the Diploma Aggregation service 1

Using the Diploma Aggregation service 2

Working with awarding bodies

Good practice in Diploma administration

Combination of presentations, computer based activities and discussions

Today’s agenda

Workshop11:30

Planned programmes of study10:40

Acquiring and using ULNs10:50

LUNCH13:00

Workshop12:15

BREAK11:10

QCDA and Diploma updates10:25

Getting ready – a review10:10

Welcome and introduction10:00

Today’s agenda

Questions and Answers15:35

CLOSE16:00

Autumn priorities15:45

BREAK15:25

Workshop14:30

Workshop13:45

Objectives

By the end of the day you will:know methods of acquiring unique learner numbers understand how and when to use the Diploma aggregation servicebe aware of main awarding body processes for principal learning and the overall Diplomaunderstand how to use a Diploma learner study planand know how you can help ensure students’Diplomas aggregate successfullyknow what support and guidance is available to youknow what you will need to do in the autumn term

Introduction

Developed by:

QCDA updateAdministering the Diploma

Getting ready… a reviewAdministering the Diploma

Introduction

Preparation ActionAgreement

Exams office

Getting ready for the Diploma

Administering the Diploma

The journey begins…

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Composite qualification with three main components

How the Diploma is structured

Additional and

specialistlearning

Genericlearning

Principallearning


Principallearning

Principal Learning

Specific to the line of learning

New qualification

5-9 units

Mix of internal and external assessment


Genericlearning

Generic learning

The same across all lines of learning

IncludesFunctional skillsProject Personal, learning and thinking skillsWork experience


Additional and

specialistlearning

Additional and specialistlearning

Made up of new and existing qualifications

Complementary to the principal learning, providing depth or breadth

Can be GCSEs, A levels, Awards, Certificates, BTECs and other

Collaborative working

Home centre responsibilities:Student’s overall Diploma and learner accountStudent informationTimetabled exams

Assessment centre responsibilities:Internally marked assessments

Roles and responsibilities defined in a consortium exam policy

The Diploma learner study plan

Qualification updateAdministering the Diploma

Diploma update

Humanities, Science and Languages Diplomas are no longer being developed

Work on extended Diploma has ceased

No student entitlement to Diploma in 2013

Consortia wishing to offer a Diploma on their own, no longer have to go through the Gateway process (for 2012 delivery onwards)

Centres do not have to join a consortium (for 2012 delivery onwards)

Functional skills update

New specifications being taught now.

Pilot qualifications are no longer available (no re-sits) except English components.

Special transition arrangements for English components achieved in the pilot.

New information on administering the functional skills qualifications now on QCDA website

Key skills in Communication, Application of number and ICT are no longer available.

Systems update

NDAQ being replaced by Ofqual's Register of Regulated Qualifications

QCDA Diploma Validator will not be available from March 2011. Replaced by DAS functionality.

Planned programmes of study

Provides reassurance

Curriculum planner creates PPoS in DAS

Includes validation for successful aggregation

Planned programme of study assigned to a learner account

Download to Diploma learner study plan

ULNs and the Learner RegisterAdministering the Diploma

Presentation toPresentation toLearning Records Service – Learner Register

Learning Records Service

• Learner Register• enables centres to obtain a Unique Learner Number

(ULN) for anyone over the age of 12 in UK education and training.

• Nominate a Super User for the service and complete the Organisation Registration Form and Organisation Agreement.

• Sign up to use the service:

www.miap.gov.uk/products/lrs/implementationguide/step1signup/

Using the Learner Register

• Go to: http://www.miap.gov.uk/products/lrs/implementationguide/

• Step by step guide to using the service including preparing to use the Learner Register and user guides

How to obtain ULN(s)

• Portal• Find learners one by one or small numbers• Can also update student information

• Batch processing• Use CSV or XML file• Can also update student information

• Web services:• MIS Vendor will build a solution to communicate directly

with the Learner Register.

• DfE (S2S) ULN service

For schools only• Obtain ULNs and update the Learner register

using MIS files• Access via S2S (School to school) website

www.teachernet.gov.uk/s2s• Must complete Learning records service

agreements• See user guide on QCDA website

www.qcda.gov.uk/resources/6567.aspx

DfE (S2S) ULN Service

Fields in the Learner Register

Find Learner by Demographics

Given Name

Family Name

Date of Birth

Gender

Last Known Postcode

Previous Family Name ; School at age 16

Place of Birth; email address

Find by ULN

ULN

Given Name

Family Name

Additional Fields

Preferred Given Name

Middle Other Name

Previous Family Name

Family Name at 16

School at Age 16

Last Known Address line 1

Last Known Address Line 2

Last Known Address Town

Last Known Address County or City

Date of Address Capture

Place of Birth

Email Address

Nationality

Scottish Candidate Number

Ability to shareVerification Type

Good practice

• Make sure the Learning Records Service Organisation Agreement iscompleted

• Before obtaining a new ULN, do be as certain as you can, one does not already exist

• If you can, do use the legal name of the learner

• When searching for a learner do use the full name and not initials

• Make sure the Date of Birth is in the correct format in Learner Register (DD-MM-YYYY in secure portal, YYYY-MM-DD in batch processing)

• Be as accurate as possible with the Last Known Postcode field

• If a learner changes their details do update them in Learner Register

• If you think that a second ULN exists for a learner, do contact the Learner Register helpdesk

Help and support

Learning records service• 0845 602 2589

• [email protected]

• www.learningrecordsservice.org.uk

ULN service• QCDA 0300 303 3011 (general queries)

• Learning records service for data queries

Date

Workshop: Good practice in Diploma administration

Learned from experience

ULN and student details

Validated programme of study

Diploma learner study plan

Communication between centres


Ensure all registrations, entries and marks submissions include the ULN

MIS and Learner register details must match

Learned from experience


Validated programme of study

Diploma learner study plan for each learner

Communicating between centres

Validated programmeof study

Check that a planned programme of study is available for each student as early as possible.

Capture prior achievement as early as possible

Prior achievement = previously achieved qualifications (since January 2005) that are valid for inclusion in the student’s Diploma

Component awarding body records prior achievement in learner account upon receipt (and verification) of prior achievement form

Capture any valid prior achievement in case additional and specialist learning is not achieved

Diploma learner study plans

Note the component awarding bodies

Use assessment dates to identify relevant CAB deadlines

Agree a plan with consortium partners, based on which centre is assessing each component of the Diploma

Communicating between centres

Ensure communication channels agreed in Consortium Exams Policy are implemented

Be pro-active on behalf of your students

Inform home centres of activities completed for their students

Any questions?

Date

Workshop: Working with awarding bodiesAdministering the Diploma

Awarding bodies for the Diploma

Diploma awarding body

awards the Diploma once it is complete

Component awarding body

awards the qualifications that make up components of the Diploma:

• Additional and specialist learning

• Functional skills• Principal learning

• Project

Recognised CABs in 2010

• AQA-City & Guilds• Edexcel• OCR• EDI• VTCT• WJEC

• AQA-City & Guilds• Edexcel• OCR• EDI• VTCT• WJEC 40+ awarding bodies

Principal learning and project

Additionaland specialist learning

FunctionalSkills

Principal learning Project Additional and specialist learning

Functional skills

• AQA• Ascentis• City & Guilds• EAL • Edexcel

• EDI• NOCN• OCR• WJEC

Overview of DAB and CAB activity

Learner account


Register for Diploma


ClaimDiploma

Results

Component awarding bodies

Registrations and entries

PLTS

Workexp.

Date

Diploma awarding bodiesAdministering the Diploma

Overview of DAB and CAB activity

Learner account




ClaimDiploma

Results



PLTS

Workexp.

Registering with a DAB

Learner account



A Diploma awarding body is identified for every student’s Diploma when a learner account is opened in DAS

Action before learner accounts are opened:Home centre must create ‘association’centre must input national centre number (NCN) as ‘alias’.

Diploma awards

Awarded by DABsAutomatic claim sent to DAB by DAS Results available in the Diploma aggregation service and extranets:

no paper slips no electronic data interchange (EDI)

Certificate and transcript received laterContact CABs re: constituent qualification results and re-sits (eg principal learning units)


ClaimDiploma

Date

Component awarding bodiesAdministering the Diploma

Overview of working with awarding bodies

Results



Learner account




ClaimDiploma

PLTS

Workexp.

Registering for principal learning

Registration for principal learning

qualification

Register for principal learning with component awarding bodies by 21 October

See Principal learning component awarding bodies overview in essential guide (online)

Not all principal learning CABs require up-front registration

Use CAB processes - electronic data interchange or secure extranet

not Diploma aggregation serviceRe-sits might require a fresh award entry (cash-in).

Making entries

Entry

Use CAB processes – electronic data interchange (EDI) or secure extranet

Not Diploma aggregation serviceULN must be used for:

principal learning functional skills project additional and specialist learning

qualificationsEntry procedures and deadlines differCandidate details must match Learner register.

Managing prior achievementDefinition: Qualifications achieved before learner account is openedApply to CAB that awarded qualificationApplication form or online form available from:

CAB websiteswww.qcda.gov.uk/diplomaresources

CAB posts qualification result in learner accountSome CABs search & credit prior achievement once learner account openedPlan how / when to find out about learners’ prior achievement

Prior achievement

Make all applications for prior achievement by 30 April in the first year of Diploma study

Prior achievement – the steps

1. Collect information about prior achievement from Diploma students

2. Check learner accounts for automatic posting of prior achievement

3. Make prior achievements applications if necessary

4. Check learner accounts for posted prior achievement

Submitting marks and applying for access arrangements

Procedures may vary by CAB

General qualifications:QCDA Access arrangements online

Marks submission

Access arrangements

application

Receiving ResultsCAB posts results for internal and external assessments in learner accountQualification result must be at least at level of Diploma to countMonitor learner accounts to track progressContact CAB if results are missing from the learner account

Not Diploma awarding bodyContact CAB for enquiries about results and re-sits

Not Diploma awarding bodyCheck whether an award entry/cash-in is required

Results

Overview of working with awarding bodies

PLTS

Workexp.


Results

Learner account





ClaimDiploma

Summary of recommendations

Create associations with each DAB

Register with CABs for principal learning if required and make entries by 21 October

Always use ULNs and check learner details match the Learner register

Plan entry and mark submission deadlines carefully, referring to Diploma learner study plans and CAB guidance

Contact CABs for all processes for constituent qualifications: principal learning registrations, entries, marks submissions, access arrangements, enquiries about results, re-sits, etc.

Centres should liaise continually, eg inform each other when entries are made

Workshop: Using the Diploma aggregation serviceAdministering the Diploma

Aims

By the end of these workshops you will know how to:

access and manipulate DASto associate your centre with a Diploma Awarding Body (DAB)create planned programme of study (PPoS)open learner accountsregister learners for work experience and PLTSclaim a DiplomaAssign user roles in DAS

Administering the DiplomaIntroduction

DAS

The Diploma aggregation service supports the management and awarding of Diplomas by holding details for all Diploma components in a learner account. It aggregates all achievements into a Diploma award.

Support tools and services

DAS Quick Guide 2010

DAS User Guide 2010

DAS e-learning tool for centres

QCDA Administering the DiplomaEssential Guide 2010

DAS helpdesk

DAS

You can:open learner accountsregister students’ Diplomas with DABsselect Diploma lines/levelsrecord PLTS completionrecord work experienceclaim Diplomasamend qualifications on Diploma transcriptproduce reports.

You cannot:

make entries or registrations for constituent qualifications

apply for access arrangements

apply for special consideration

input assessment results

make enquiries about results.

DAS: High level process

OpenLearnerAccount

Obtain ULN

No

YesLearner

completes Assess-ments

CAB updateslearneraccount

AggregatesDiploma

result

Make decision

Learner starts

Diploma

ULN?

DAB issuesDiploma

DAS

AB

Centre

Learner

ClaimDiploma

Do more assessments/resits

Administering the DiplomaAccessing DAS

Head of centre agreement

Head of centre should have completed an online form

Nominated a local administrator

QCDA issues username and passwordOrganisation ID and Username by email

Password by phone

Creating an association with a DABAdministering the Diploma

Administering the DiplomaPlanned programme of study (PPoS)

PPoS

New functionalityAllows users to produce a draft programme of studyDas ensures that programmes of study are validCurriculum planners can then ‘approve’PPoSPPoS are assigned to learner accounts

Benefits

Peace of mind that completed PPoSare valid

PPoS production alerts users when selected qualifications are barred

Easy to search and select ASL

Enables production of DLSP

Creating a learner accountAdministering the Diploma

Assigning PPoS to multiple learnersAdministering the Diploma

Recording PLTS and WEAdministering the Diploma

Claiming a DiplomaAdministering the Diploma

Date

Roles within the Diploma aggregation serviceAdministering the Diploma

User roles

DAS is a role-based system

Different roles can complete various tasks within the system or simply view information

Local Administrator can assign these roles

Retrieve management information reports

Create planned programmes of study(PPoS)

Approve planned programmes of study(PPoS)

Das roles

Management information user

PPoS maintainer

PPoS approver

Create and manage user accounts Local administrator

Learner data maintainer

PLTS and work experience recorder

DAB relationship manager

Learner data viewer

Record personal learning and thinking skills (PLTS) and work experience

Register, set intentions to claim and claim Diplomas with DABs

View and retrieve learner information

Create and manage learner accounts Learne

r administrato

r

Administering the DiplomaSummary

Exam cycle - Diploma

Entries

Pre - Exams

Exam Day

ResultsPlanning &Preparation

Learner data

Acquire list of Diploma learners

Acquire ULNs

Create associations with DABsusing DAS

Obtain validated planned programmes of study

Make prior achievement applications

Open learner accounts, in DAS

Entries

Pre - Exams

Exam Day

Results


Planning &Preparation CABs

Make principal learning registrations (if required)

Make unit entries

Entries

Pre - Exams

Exam Day

Results


Planning &Preparation Managing Learner Accounts

Check prior achievement has been added by CABs

Check unit / qualification results & track learner progress in DAS

Record completed PLTS in DAS

Record completed WE in DAS

Entries

Pre - Exams

Exam Day

Results


Planning &Preparation Managing assessments

Marks submission/moderation samples to CABs for

Principal learning

Functional skills

ASL

Run written exams for principal learning and some functional skills and ASL qualifications in normal way

Entries

Pre - Exams

Exam Day

Results


Planning &Preparation Claiming Diplomas

Diploma result in DAS

View trial grade and manual claim if no ITC

Review / amend ASL

Upgrade Progression Diplomas

Individual qualification results received from CABs

Administering the DiplomaAutumn Priorities

What next?

Consult Key task checklist

What next?What to do this autumn:

1. meet with other consortium EOs to review agreements and plans2. ensure you have unique learner numbers for all Diploma students3. register for principal learning with component awarding bodies if required4. make unit entries for principal learning5. open learner accounts in the Diploma aggregation service and assign planned

programmes of study6. ensure you have Diploma learner study plans for all Diploma students

Where to find help

Unique learner numbers & Learner register:

Learning records service Helpdesk: 0845 602 2589

Diploma aggregation service:

Helpdesk: 0300 100 0100

Quick guide and User guide

Qualifications:

Awarding bodies

Centre support officers

Administering the Diploma Essential guide

E-learning tool for centres

EOA forums

New functional skills information on QCDA

website

Objectives

By the end of the day you will:know methods of acquiring unique learner numbers understand how and when to use the Diploma aggregation servicebe aware of main awarding body processes for principal learning and the overall Diplomaunderstand how to use a Diploma learner study planand know how you can help ensure students’Diplomas aggregate successfullyknow what support and guidance is available to youknow what you will need to do in the autumn term

Administering the DiplomaThank you

Have a safe journey home

Administering the Diploma -...

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