OAL Centre Portal User Guide - Occupational Awards Limited · 2017-01-24 · OAL Centre Portal Guide v2 05.10.16 Page 5 of 23 The Home Screen Menu Bar MY DETAILS Change Password

OAL Centre Portal User Guide

Document Control

Date Written 5th October 2016

Author Lisa Williamson

Version 2

OAL Centre Portal Guide v2 05.10.16 Page 2 of 23

Contents

Logging in ........................................................................................................................................................................................ 3

I’ve forgotten my Password ....................................................................................................................................................... 4

The Home Screen .......................................................................................................................................................................... 5

Menu Bar..................................................................................................................................................................................... 5

My details ........................................................................................................................................................................................ 6

How to change your password.............................................................................................................................................. 6

Documents ...................................................................................................................................................................................... 8

Reports ............................................................................................................................................................................................. 9

Amend Sites ............................................................................................................................................................................. 10

Review Classes.............................................................................................................................................................................. 11

Review Learners ........................................................................................................................................................................... 12

ERegistration Submission.......................................................................................................................................................... 13

Submitting Registrations .......................................................................................................................................................... 14

‘Learner registration file to submit’ .................................................................................................................................. 14

Confirm Submission ............................................................................................................................................................... 15

View Class ................................................................................................................................................................................. 16

Enter Single Registration ...................................................................................................................................................... 16

Submit Additional Learner Submissions .......................................................................................................................... 17

Class Unit Registrations ........................................................................................................................................................ 18

Class Documentation ............................................................................................................................................................ 19

EResults Submission Form.................................................................................................................................................... 20

EResults Submission ................................................................................................................................................................... 21

Submitting Results ................................................................................................................................................................. 22

Switching Roles ............................................................................................................................................................................ 23


Logging in 1. To log in to the Online Registration & Awards system click here: https://centre.oawards.co.uk/

New Users: Read the Terms and Conditions and tick ‘I have read and agree to abide by the terms and conditions’ box. (Before logging in this box must always be ticked to unlock the log-in screen). New users will be issued with a username by OAL.

New Password Must be at least 8 characters long and contain at least one alphabetic character and 1 non-alphabetic character. Case sensitive.

Confirm New Password Must match new password. Case sensitive.

Each time you log in to unlock the username and password sections you MUST first Tick ‘I have read and agree to abide by the terms and conditions’ this will unlock the username and password boxes. 1. Enter Username and Password. 2. Click ‘Log In’. IMPORTANT: When using the Online Registration and Awarding system always click the ‘Submit’ buttons to send data and refrain from using the ‘Enter’ and/or ‘Return’ keyboard buttons as this may prevent your data from being submitted and would require you to re-enter the information.

https://centre.oawards.co.uk/


I’ve forgotten my Password

1. Tick ‘I have read and agree to abide by the Terms and Conditions’ box.

2. Click on the ‘Forgotten your password?’ link on the log in page.

3. Enter your username or email address.

4. An email will be sent to you with a link to change your password.

5. Please note OAL do not hold records of passwords.

6. If you experience problems with the link, please contact the Customer Services Team on +44 (0)1235 432032


The Home Screen

Menu Bar

MY DETAILS Change Password / My Roles / My Non Organisational Addresses / Site for Centre. WORKFLOW This page displays the current tracking status and steps of selected quality and review processes. DOCUMENTS This page allows you to submit and view relevant documents. REPORTS This page displays currents reports available to view. ADMINISTRATION This page allows you to view the status of Registrations, EResults, Documents Not Yet Viewed and Failed ULN Validations. REVIEW CLASSES This screen allows you to search for past and present cohorts of learners registered by your Centre. REVIEW LEARNERS This page allows you to search for individual learners registered on the cohorts at your Centre only. EREGISTRATION SUBMISSION This is the screen used to register learners. ERESULTS SUBMISSION This is the screen used to upload results.


My details

On this page you can change your password and view information OAL holds about you

How to change your password 1. Click ‘My Details’ from the homepage.

2. Select ‘Click Here’ to change your password.


3. Input old password. 4. Input new password. 5. Confirm new password. 6. Click ‘Change Password’.

When changing passwords please note:

Password must match current password. Case sensitive.

New Password Must be at least 8 characters long and contain at least one alphabetic and 1 non-alphabetic character.

Confirm New Password. This must match with the new password. IMPORTANT: At present, successful password changes are not notified to you by email. Please make a secure note of your most recent password prior to changing it and once changed, please log out and in log back in again to check that your password change has been successful.


Documents This page allows you to submit documents to OAL and download any documents that are available to you.

You can filter documents by type.


Reports This page allows you to download any reports available to you.


Administration This page allows you to amend sites, view learner registration and results status, see any important documents you haven’t viewed and see any failed ULN validations.

Amend Sites This page allows you to add new sites and amend your centre details:


Review Classes

1. Click ‘Review Classes’ on the home screen.

2. If you wish to view older classes, untick the ‘Current’ box and press ‘Search’ again.

3. All columns can be sorted by clicking a column header.

4. If you wish to open a class, click the Class ID number.

5. To view a learner’s history, click ‘(more….)’ next to the learner’s Surname.


Review Learners This menu allows you to review individual learners:

Search results will appear at the foot of the screen:


ERegistration Submission

In order to register your learners you are required to complete a ‘Standard Registration’ submission form.

1. Click ‘ERegistration Submission’ on the home screen.

2. Scroll to the bottom of the page – Registrations File Format.

3. Press ‘Click Here’ – A submission form will download as an Excel file. This template can be downloaded and used as a master copy for your registration submissions. It can also be used as a reference to ensure any data exported from your own database / MIS system matches the required fields.


Submitting Registrations 1. Complete spreadsheet checking all data is correct 2. Complete all required fields on ‘ERegistrations’ home screen.

The programme of learning’ choose the programme from the drop down list. The qualification choose the qualification from the drop down list even if it has the same title as the

‘Programme of Learning’ field. Class description enter a reference number that will enable you to identify the class. This will help if you

wish to view the class at a later date. This reference number should be recorded by the centre administrator for later use.

Class start date enter date of commencement of course for which learners are being registered.

Class end date enter the anticipated end date. Centre Reference please enter any centre reference information Purchase order number please entre a purchase order number

The site choose the site where the course is being delivered from the drop down list.

Assessor select the name of the assessor from the drop down list. If the assessor name is not there you can proceed with ‘none selected’ in the field.

Notes on this submission – for centre use if you need to alert OAL to anything.

‘Learner registration file to submit’ a) Click ‘Browse’ find the electronic file on the central system that contains the learner registration details

‘select’ the file – NOTE the file should be in a relevant format to enable uploading of the file to take place. See ‘Learner Registrations file formats’ on the screen for details of formats to be used or to use a readymade format.

b) Click ‘Open’ – the file name will appear in the field box c) ‘Submit’ – click this button to submit the learner registration file - OAL will be alerted when a

registration submission has been made by the centre.


Confirm Submission You will then see the following screen:

Check the details and amend or submit. Once submitted you will see the following confirmation screen:


View Class If you click on view class you will see the following screen:

Enter Single Registration

This screen will allow you to manually add learner registrations to classes.


Submit Additional Learner Submissions

This screen will allow you to upload additional learner registrations using the spreadsheet.


Class Unit Registrations

This screen allows you to register learners against units in the qualification.

1. Select module using drop down box, this is usually the mandatory or optional units within the qualification.

2. Click on search 3. A list of available units will appear. Click on either add unit or add all units

The units will then be added to the class:

You can then add further units or go back to class


Class Documentation This screen allows you to submit and view documents against the class or download reports:


EResults Submission Form This page allows you to generate Eresult forms:

1. Click on appropriate form and generate marksheet 2. A file will then be generated to download


EResults Submission This page allows you to submit results to OAL and claim certificates.

Before completing this step you will need to Generate a marksheet. See Registration Section. Once you have downloaded the form you will need to update the learner achievements under each unit. By either entering achieved or their pass mark.

You will need to save this locally to upload to the system.


Submitting Results 1. Internal Quality Assurers or other delegated staff can submit results completed sheets

2. In the screen (which will be similar to that displayed above) enter any notes about the results that you would like to

be recorded, click on the “Browse” button and select the completed results sheet. 3. Click “Submit” to submit the results file to OAL. You will see a confirmation screen, and will be sent an email

confirmation.

4. When the results have been processed by OAL, you will then receive a further email.


Switching Roles If you have multiple roles at your Centre you can switch between these:

1. Open the dropdown list in the top left-hand corner of the home screen. 2. Select role from the list. 3. Click – ‘Switch Role