ocnser quartz web user manual

OCNSER Quartz Web User Manual OCNSER March 2011 Version: 2.10

Quartz Web User Procedures Manual Content Page Logging onto Quartz Web

1

Using secure web portal

3

My details

4

Documents page • Registering new courses

6

Administration Area

7

How to register your learners

8

Review current course runs

10

Current course run information

11

Additional learner confirmation

12

Adding units to a current course run

13

EResults submission form

15

Your previous course runs

19

Review learners

20

EResults and Logging out

21

Quartz Web User Procedures Manual

1

1 Logging onto Quartz Web Connecting and Logging On Open your web browser (i.e. Internet Explorer, Firefox, Google Chrome), type the address www.ocnser.org.uk into the address bar, and press Enter. A web-page similar to this will be displayed.

Click here on the login button

Click on logon button at the top right hand corner of the screen, this will open the OCNSER Quartz Website. A web-page similar to this will be displayed. Click on the Log In link and the login page will appear.

Click on the Log In Link

http://www.ocnser.org.uk/


In order for you to log in you need to have a user name and password. If you do not have a user name or password please contact your Customer Support Administrator. Read the Terms and conditions – available through the link on the page and 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. Type your user name and password to log in.

Click here for Terms and Conditions

If you have forgotten your password then click on the “Forgotten your password?” link and you will be taken to the reset password page.

Forgotten Your Password then click here

Enter your username and a new password will be sent to you by email.

2


Using Secure Web Portal The Homepage This gives information about your centre and your current role(s). If you have more than one role with OCNSER within your centre you can choose which role you are using 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.

Use the drop down menu to change roles. Click the Switch Role button to confirm.

Roles and Their Responsibilities These roles are assigned based on the information supplied on your OCN centre application. Role Responsibility

Centre Administrator Upload Registrations to secure portal Check Learner Information and history Check and Print E Submission Forms (RAC’s) Save results to E Submission Forms (RAC’s) and email to Tutor for checking.

Tutor Check and Print E Submission Forms (RAC’s) Submit E Submission Forms (RAC’s)to Internal Verifier

Internal Verifier Checks E Submission Forms (RAC’s) Submit E Submission Forms (RAC’s) to External Verifier / QR or OCN approved IV with Direct Claim Status

N.B. You will be able to see who has taken which action and when.

3


My Details Click on My Details in the left hand menu list, this will take to a page which shows various information about you as a user. You can change your password Check your roles 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

If you have an alternative address it will show here

Your roles will be listed here

Click here to change your password

4


Changing your Password To change your password click on the ”Change Password” link and you will be taken to the following page.

Type in your old password and two copies of your new password and click the change password button. You will then be returned to the My Details Page. Your password will have changed and next time you log in you will need to use the new one.

5


2 Documents page You will be able to upload documents from your computer to the secure webportal To do this click on ‘Documents’ in the left hand menu, browse on your computer for the document you wish to upload. Select the type of document you wish to upload and click submit.

Click here for the drop down menu

Document Types

• Registration File • Other (this can be used for documents which do not fall into any other

category) • New Course Form (for any new courses your organisation wishes to run) • Quality (e.g. reports on Internal Verification activities*) • Assessment (e.g. samples of course work*) • Qualification Information (e.g. application forms for approval to run a specialist

national qualification) 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.

6


3 Administration Area This is where you can check the status of your registrations / E Submission Forms (RAC’s) / Documents and any Unique Leaner Numbers (ULNs) which have been rejected (see the OCNSER website ‘For Centre Admin’ for further information about ULNs).

Current information will be listed under each heading.

7


4 How to register your learner (ERegistration Submission) This is where you will register your learners.

ICV is Intended Credit Value for this Course Run. Only applicable in certain circumstances

Click here to find a list of units

Click here to find a list of all your current courses

Use the drop down box to select the site and the tutor if applicable

Only applicable for certain qualifications

This is for your Purchase Order No.( if applicable)

This is your reference id

Start date of your course

End date of your course

How to submit your learners Browse for your registration file on your computer. Click open and the name of your file will appear in the box. Click on the Submit button to upload your learners. Note: A standard registration form available under ERegistration File Format. You

will need to complete your learners’ details here. If you wish to create your own registration form please click on the instructions here which detail the file format requirements.

8


Once you click Submit your Eregistration submission confirmation will show that your registration have been submitted.

9


5 Review Current Course Runs This page will allow you to check on your current classes/course runs.

Click on any heading in the title bar to re-order course list

Click here to view details on this course run

If you click on the Course Run Description you will get details of that course run.

10


Current course Run Information To view the units that individual learners are registered on, scroll to the right and click on the red ‘book’ icon.

Click here on the red icon to add units to

the course run

To view the learner history with your organisation click on the learner’s surname link

Adding a Learners 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 existing units to a new learner. You will need to

add new units to the course run before you can add them to a learner. Please note always submit an ERegistration if you wish to add more than two learners (see page 8).

11


Additional Learner Confirmation page. Check the details and click on the Confirm button, you will be taken back to the Course Run information page and your learner will appear on the course list. You must ensure you have added the units to your additional learner by right clicking on the red book icon and selecting the appropriate unit(s).

12


Adding Units to a Current Course Run (Review Current Course Runs) You will need to select the course run you wish to add units to and click on the Course Run Unit Registrations button. The units which are already on the course will appear.

Click here for more units

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.

13

Click here to add unit to the course


To view or submit documents which are associated with a particular course run you need to be in the course run screen and then click on the Course Run Documentation button. You will be taken to the documents web page. Click on the Browse button to search for the document on your computer. Select your document and click open. The document ID will appear in the box Select a document type from the dropdown menu and click on the Submit button To return to the course run click the Back to Course Run button

14


EResults Submission Form (how to claim your learners’ achievements) Go to the Current Course Runs in the left hand menu and select the course run that you wish to claim. When you click on the EResults Submission button you will be taken to the Eresults Submission web page.

Click here

15


16

Click on the required format to generate the results sheet. You should now save this onto your file system and complete the results. The Matrix Submission Form - This will be the most commonly used submission form. There are two pages to this form. The Learner page where results are entered and the front summary sheet. Both sheets should be completed. Use these tick boxes to

select a whole or a whole column or you may select individual learners or units

NB you may need to enable pop up or macros (see yellow bar).


Both the learner page and the summary sheet need to be emailed to the Tutor for checking and then to the internal verifier who will confirm achievement and forward both sheets to the Quality Reviewer / External Verifier or your own verifier who holds direct claim status (if you are unsure who this is please contact OCNSER).

17


Unit and Mark Submission Form APL Unit and Mark Submission Form (this is not fully operational so please request guidance)

18


Your Previous Course Runs You can review your previous course runs on this page. Click on the Course Run Description and the details of that run will appear.

19


Review Learners Search for a Learner This web page will allow you to search for a specific leaner and look at the learner’s history.

You need to click here to find learners

You can search by

• ID • Unique Learner Number (ULN • Forename • Surname • Date Of Birth (DOB)

Please note that you must click on the Search button to find learners (if you use the return key it will return you to your home page)

20


E Results Submission This area is currently under development. To complete the verification process and claim your learners’ achievements please save your completed RAC, and forward it electronically to your Internal Verifier for checking before it is passed to the Quality Reviewer or Approved Internal Verifier for direct claims.

Logging Out Use the link on the right side of the top menu to log out.

21