AVA administration user guide Access courses database:
Contents
1. 2 years and or 2 years nb this will assist differentiation between full and part time courses A course with multiple durations that leads to the same award title at the same provider is considered as one course Course rollover the process by which QAA officers replicate confirmed and valid courses on the database into the next academic year The procedure is implemented on or around 31 July each year Course starts the month s when students can start the course at this provider eg September Course status Available means this course is available for new starters in 2008 09 Not available means that this course is not available for new starters in 2008 09 Discontinued only applies to Access to HE Diplomas that have been discontinued Course URL the address eg http www ava org uk ahed accounting of the AVA s webpage where enquirers can get more details about the course Entry requirements if appropriate any entry requirements that were approved at validation Marketing title if the course is known by any name other than its award title Provider name of provider approved to offer this award title Study location all locations campuses where the course is offered should be added to the course detail record It can be helpful for potential students to know where they will be studying if different to the main campus address or if there is a choice of study locations2. Za DAE gears ind comin piid haa i q Flcmdcuiate nials Next Section Thee be dog bebe bd A md Goble A gt b pf iT ono and gubleci ad caii aiad bo mation Comme rum g Phe ciate the moon for ie deer BHED Titi srai Pobi Gere ce pil eet i morg oe ghaid Se L I 1 d iJ coer Aah pu Bee Bn cre Coa rura bg Pl MEE te ie for i cree RHEE ee srd Pobi Geer ce put meg ee ret ie eg ee an d 2 Th m ceastioen 2 oo S 2 Science and mathematics 0 0 Figure 44 20 12 Click Re calculate totals to calculate your revised figures 20 13 Click Next Section to move to section B 20 14 Once all tables have been completed you are presented with a summary and can print your submission This includes a full list of courses which fulfils the requirement to submit course information to QAA It also includes details of the discrepancies between the courses database and the AVA s data submission for section A of the pro forma figure 45 Print out your submission To print out your submission please use the print command on your browser All browsers should be capable of printing the content but if you have a version 5 browser or above the layout will be formatted On newer browsers each table will be printed on a new page Please continue once you have finished printing I have completed my submission and wish to finalise the data gt gt I wish to return to complete the submission another time gt gt AVA code AVA39 A
3. from the Main Menu Enter specific details into the search criteria and click Search if you wish to locate a specific award header record OR click Search to return a list of all award headers for your AVA AVA Administration Area Lae Peseder Swear This val ony dow aearchea of coia for this AVA Select provider muma Ary Gulia is Select a subject area A mijai Sree a ar Enter a keyword fer the caasa title Figure 18 11 3 Click View Header to see a list of providers associated with the award header AVA Administration Area Tou searched for courses fer any allagi ick on the heading to sort resuis Awas ithe accatt is HE Dibra AHEL Pepchcke gel accatt is HE Dibra Arsa Vane geet Subject ara Aquos borban ard cia core Agree boricua aed riral core LSC Code wiry Heeler ald vas Heber arrant it HE Dibra Arsha Voce geet agro boricua eed nira core EEEd EEE gt wa Hiab Sores is HE Dera Nii etching Aina bericuiters ered iral core wae Heer Arrant is HE Deere Cres Orig Ti Ayika berbis ered acer core wey HARET Socom is HE Ore Denker Hiri ALn berbinar ered nira core ay HABET Arrant is HE Opes Teri Aiar hercules ered ecirel core way Peli Sco is HE Dibra ici i Agric borban ered anial core oy Pee Screg is HE Dibra Fipan Pere Agron boricua ard cia core LaDPR say ee accatt is HE Dibra Whipp Racks Aquos borban ard aniraa core Later way Haak an er Deg as Sapmi en 11 4 Fig
4. Edit Header if amendments are required AVA Administration Area id blank Codes may be allocated by the LSC Course Header Award Title Access to HE Diploma Travel Management Subject Area Leisure travel and tourism LSC Code Associated Course Providers No Providers Found Add Additional Provider Accrington amp Rossendale College lt lt Main Menu Figure 15 nb once the award header has been linked to a provider and the course has been confirmed see below step 10 20 it can not be edited 10 Linking an award header to a provider to create a course detail record The next section allows you to add the providers who have been approved to offer this course 10 1 Select a provider from the drop down list and click Add see figure 15 above nb Once a provider has been allocated to an award header they will not be shown in the list of providers available to be added to that award header 10 2 Figure 16 shows the course detail form and allows you to add the information for the instance of the course at this provider for the coming academic year nb all fields marked with a red asterisk must be completed AVA Administration Arma BEA Heme Saanch Amarin x Amari Driska Deisi for Access ba HE Died pAn amd Design ot Erasham amd Malvan Hil Collage Ceuta Dansi Wana Comba Soars Tepki Cerna Sane Pert Tan South Options Ermi Mar katarry Tick Compa Cote Cals PES Core Darton 1 YER AV
5. Years AVA Course Code Entry Requirements Year of Next Review 2013 Next Review Notes Year Approved 2008 2009 Approval Notes Course URL http Hawn ocner org uk public4ccess to Hiasp Study Location s North Campus South Campus Course Confirmed Course Running Update Details Figure 29 18 10 Click the Update Details button to add the study location s to this course 18 11 Study location details can be edited from the view course detail screen by clicking the hyperlink for the location name that needs amending 19 Check confirmed course The function gives AVA officers a quick method of updating course information particularly useful prior to the export to statistics although AVAs are encourage to use the function throughout the year to update course details as information becomes available 19 1 Click check confirmed courses to open the course details grid Check confirmed courses AVA Home gt Check Confirmed Courses The table below lists your AVA s confirmed courses in the courses database as of 04 06 2009 2008 2009 w A M Next Update All Provider Award title Status Running Approved p s Correct review Details details Bridgwatdr Col Oe S Available Y 2005 2010 Edit ndgwater College Combined Studies sia detail Bridgwater College Coss to HE Diploma Availabe Y 2005 2010 Edit pee nr Computing iaa a detail Figure 30 19 2 Select the academic year
6. database and those submitted in the data submission must be accounted for Where there are discrepancies a box will appear under table A1 for each figure that has been altered The box es must be completed before you can move to the next section of the data submission The toh os were cee be pete then Ee ote Cone evel AE brett tic i q o j J PE irali tutioren T hooo y FE iT bia Bidh form colleges 11 ze D a 7 karbin Ti r Hha i q 0 ij J Recalculate itm There ip pipera pees betegen dele A araj dele A1 I qi FE utter Perec Sere coe Cher iea ha eet fe Gri deer mai teem code breerectie Gee ee e FE eo 2 of FE inelibeberas Coucee eradesla Denga eie hg raar Sor thie cece cH at NEJ Boom college Loe Bith bomen hagar Pooeiders olhei cour Merta rrie ergo for thts cece TRS beeen oo Bees renra deria es e FE colle 2 of Birth form collec Cero ee le See bebe lha ees foe fhe decree pauret et Mth Roem ool eee THEE eet 2 ol E Figure 43 20 9 Click Re calculate totals to enter your revised figures if necessary Click Next Section to submit that form and move to the next page of the submission 20 10 Section A2 this has also been pre populated with data from the courses database 20 11 You may amend the figures in any of the boxes as above steps 20 7 and 20 8 you will be required to state a reason for any amendments you make and these will be included in the final statistics submission
7. for which you wish to check or confirm course details by clicking the down arrow adjacent to the year box figure 30 19 3 To see more detail of the courses listed click Export to Excel an example is shown at figure 32 doce m HE Gaira EAN Varri College eae Aruba Yam 1H z3 Ei ieia O Hooess te HE Daira wer Tanvi Coisa jah E Aaisha Yan W 33 Ei a O EE Access irHE Dawra Hemh am 7 m E EL Lm and SeceiCares reba TEE ahi 23 kri isisi Oo Figure 31 Confirmed Courses Export 5 Provider Ss Awardttitle Status Running Approved Subject Are Available Yes Business Administration ar 6 Bridgwater College Access to HE Diploma Business Studies 2008 2010 OAAI0244 01 142 September 1 Business Management LJ Bridgwater College Access to HE Diploma Combined Studies Available 2005 2010 QAA 0244 00155 1 2 Other General and Combini Information and Communic Te alow mene Pale oe lafa ee on wh J Figure 32 19 4 Click edit to update the details shown in the grid ie status running approved n iew iid ae teview VEIS UPLAIIS Access to HE Diploma Available v View Bridgwater College Business Studies 2010 Update Cancel detail O a a tee Access to HE Diploma Available y 2005 2010 Edit View o ridgwater College combined Studies 7 i detail ee Access to HE Diploma ren 2005 2010 Edit View Oo ridgwater College Computing val aa detail ee Access to HE Diploma Pe 2005 2010 Edi
8. name Adding study locations to providers Before you can add study locations to courses you first need to add the study locations to the provider details 18 1 Use the instructions in section 8 above to locate and edit the provider details which you wish to add a study location to 18 2 Click the Edit Provider button then click the Add Study Location button AVA Administration Area AMA Home gt View dd Providers Provider Detgile Add Study Location Provider Details Name Barking College Type Address Line 1 Dagenham Road Address Line 2 Town City Romford County Postcode RM OXU Telephone 01708 770 000 Facsimile 01708 770 002 Contact Email admissions ibarkingcollege ac uk Study Location s Back Update Details Figure 26 18 3 Add the name and address details of the study location to the Study Location Details screen nb use the name by which the study location is commonly known it is not necessary to include the name of the provider unless it is integral to the name of the study location 18 4 Click Add location to submit your changes AVA Administration Area AVA Home gt Search Awards Study Location Study Location Details Name Address Line 1 Address Line Town City County Postcode Figure 27 18 5 The provider details now show that you have added a study location to this provider AVA Administration Area AVA Home gt View Add Providers gt Provider D
9. users of the QAA s network All user accounts must have a password set nb Passwords will need to be reset regularly and details of how to do this will follow later 4 Support Support will be provided by QAA staff in the first instance please contact a member of the Access to HE team on 01452 557118 If a technical error occurs please inform the Access to HE team 1 Getting started The AVA administration area is located at hitps ava accesstohe ac uk 1 1 Open internet explorer and type the database web address This will open the AVA administration area of the database Partners Home Students HE statt FE staff AWAS About us Case studies Contact us Policies Access to Higher Education AVA Administration Area Public Search gt password o Please select your AVA Login Contact us QQAA 2008 Figure 1 1 2 Type in the user name and password you have been provided with 1 3 Select your AVA from the drop down list You will need to do this the first time you access the site from each computer you use although the system will remember you when you return to the site using these machines 1 4 Click Login 2 Check your AVA details AVA Administration Area AVA Home What would you like to do Search your awards gt gt Add a new award gt gt View or add providers gt gt View your own AVA details gt gt Check confirmed courses gt gt Figure 2 2 1 S
10. will prevent you amending and resubmitting your data If you wish to cancel continue here Figure 46 20 8 Complete the details on this page then click the Submit button to submit the annual statistics to QAA The submission is now locked and no further amendments can be made 21 Course rollover Each year on or around 31 July QAA officers will implement the course rollover This process copies each confirmed course record within the database to the next academic year The course running field will be reset to unknown Key terms Award header contains the award title the Sector Subject Area allocated to that title and an LSC code optional Only one award header should be set up for each named Access to HE Diploma that is awarded by the AVA regardless of variations in the rules of combinations For example Art and Design is printed on all Diplomas awarded for your providers that offer art courses regardless of what the rules of combination are for each provider then only one Art and Design award header needs entering on the database Award title this should be the area s of study indicated within the brackets ie for an award title Access to HE Diploma Nursing and Midwifery list Nursing and Midwifery Course detail record contains information about a particular course at a particular provider in a particular year Course duration s how long students can take to complete the course ie in 1 year in
11. 0 15 10 16 10 17 10 18 10 19 10 20 10 21 10 22 Access To HE Add Completed Marketing title only use this field if a course is known by anything other than its award title Course code this will be automatically assigned and will be visible from the public search Course duration please select all that apply e 1 year a course of study that can be completed within one year e 2 year a course of study that can be completed within two years e 2 years course of study that can be completed in more than two years nb this will assist differentiation between full time and part time courses AVA course code this field has been provided for the course code of the AVA s choice It is optional and is not visible from the public search Entry requirements if applicable please enter any entry requirements for the course that were confirmed at validation Year of next review please enter the year of course revalidation This field must be entered and is not visible from the public search Next review notes this field has been provided for you to enter any notes relating to the revalidation of this course and is not visible from the public search Year approved please enter the year the course was validated This field must be entered and is not visible from the public search Approval notes this field has been provided for you to enter any notes relating to the approval of this course and is
12. A Courses Coda Hini Enin Regate mens Year o Mest Review BHI hissi Aewee Wojan Year Approved Aperovel Motes Come WL ATA BOR Se ony eb pee ee ot N Eee 2 Leaning wim releresce EH Seedy Locaticeds Cores Conima vm Caran Rumning TE Copy details to another Prewider Bourne Collapse k curr Figure 16 10 3 Course Detail Year this allocates this instance of the course at this provider to the coming academic year and will be automatically filled nb courses added after 30 June will automatically be added to the coming academic year ie a course added on 1 July 2009 will be allocated to the 2009 10 academic year For details of the course rollover process see section 21 below 10 4 Select the month s when students can start the course at the provider 10 5 Course status please select one option from the drop down menu e Available validated courses that are open for enrolment in the course detail year e Not available validated course that is not available for new starters in the course detail year ie courses that are being phased out e Discontinued validated courses that have been discontinued 10 6 Study options you may tick all that apply e evenings courses that can be studied entirely through evening study e distance learning courses that can be studied entirely through distance learning e work based courses that have an element of work based learning 10 7 10 8 10 9 10 10 10 11 10 12 10 13 10 14 1
13. Access to Higher Education Access courses database AVA administrationaser guide Access to HE AVA Administration user guide 1 Introduction The Access courses database has two parts a secure AVA Administration area and a public search accessible from the Access to HE website The AVA Administration area and this Guide are for AVA officers use only Through step by step instructions this Guide shows how AVA officers can add and amend various details associated with their QAA recognised Access to HE Diploma courses This updated version now gives details of the statistics export function and associated course check that prepopulates parts of the AVA s annual statistics pro forma with data from the courses database 2 Background The Access courses database was developed to coincide with the introduction of the Access to HE Diploma in 2008 The database continues to provide the only definitive public list of QAA recognised Access to HE courses The previous database managed on QAA s behalf by UCAS ceased to function in August 2008 The public search area of the Access courses database is used by a number of different user groups for a variety of tasks as set out in the following table Relevant tasks and advisers providers recognised to verify application details for current and former Access to admissions officers HE students to verify the suitability of courses for funding purposes Other agenci
14. HE Diploma Combined Bridgwater College Studies Available Yes 2005 2010 Edit Figure 38 19 12 To view the details of the information transferred to the statistics pro forma click View Export to Statistics Data has been exported to tables A1 and A2 of the statistics pro forma nb yotNnight find it useful to keep a copy of this export to assist in the accurate completion of the AVA s data submission e ee eee p ogee bo HE Dep e re GTI EmN O at wl z jaca Care Me Tea Eniri io Shee Figure 39 19 13 Click AVA Home to return to the AVA admin main menu Check confirmed courses sssaaa gt Check Confirmed Courses The table below lists your AVA s confirmed courses in the courses database as of 04 06 2009 Statistics have been exported successfully 2008 2009 w Next Update Correct review Details Provider Award title Status Running Approved Access to HE Diploma Combined p Bridgwater College Studies Available Yes 2005 2010 Edit Epot Eoo Vam Export tz Sistina Figure 40 nb The export to statistics must be completed by AVAs during July to allow QAA officers to conduct the course rollover process for the start of each new academic year 1 August 20 Annual statistics submission AVAs provide annual statistics to QAA each year as part of the annual AVA report process see hitp www accesstohe ac uk avas statisticsSubmission default asp A module has be
15. Study options Evenings means the course may be studied entirely through evening study Distance learning means the course may be studied mainly or entirely through distance learning Work based means the course may be studied mainly or entirely through work based learning Subject Sector Area the Subject Sector Area classification validated for this award title Year approved the year when the course was validated and formally approved by the AVA Year of next review the year when the course is required to be reviewed and or revalidated by the AVA Oy ow The Quality Assurance Agency for Higher Education Southgate House Southgate Street Gloucester GL1 1UB Registered charity numbers 1062746 and SC037786
16. VA name Open College Network South West Region Section A Providers and courses A List of Providers and courses Provider name Award title Status Running Approved Next review Bridgwater College Access to HE Diploma Combined Available Yes 2005 2010 Studies Bridgwater College Access to HE Diploma Computing Available Yes 2005 2010 Bridgwater College Access to HE Diploma Education Available Yes 2005 2010 Al Providers offering Access to HE courses off aoe Courses Courses New courses Etc courses 9 g HE institutions o 0 0 o FE institutions 11 41 41 17 Sixth form colleges 2 0 o Adult community education centres 1 3 3 0 Other 0 o 0 o Total 13 46 as 17 120 Al Discrepancies between submission amp Access to HE database Column Discrepancy Reason a E F 2 of FE institutions Courses available courses at XVIth form college 2 of Sixth form colleges Courses available courses at XVIth form college Courses Running A2 Avards available by designated progression route 2008 2009 Courses available Courses running 1 Health public services and care equal to 1 1 1 2 1 3 1 1 medicine and dentistry 0 0 1 2 nursing and subjects and vocations allied to medicine 12 11 1 3 other health public services and care 0 1 Etc Z 5 Social studies combined with arts 0 0 Z 6 Other general and combined studies 10 9 Total 46 44 90 A2 Discrepancies between submission amp Access to HE database Column Discre
17. and courses A Provider and course import summary Guidance notes AVA code AVA39 Provider name Award title Status Running Approved Next revii Bridgwater College Access to HE Diploma Combined Studies Available Yes 2005 2010 Bridgwater College Access to HE Diploma Computing Available Yes 2005 2010 Bridgwater College Access to HE Diploma Education Available Yes 2005 2010 Bridgwater College Access to HE Diploma Health and Social Care Available Yes 2005 2010 Figure 41 20 6 Click next section to move to question A1 of the statistics pro forma If the export to statistics has been completed this will be pre populated with data from the courses database figure 42 SE A Pravin fil cuir Ab Peder re Apana to E creer Gu i rlii vk ode SES Tha tot Sour vod eg Caret ba ger thon ae tote Canan gad rusts inate Pe Laity tie Camm availble oe i Ben Coed Pa ged Total ied hat hater ti ij i g EE iraina 12 43 11 iT iia Sisth Fann colkegee i i fi bola ER norreniun im j 3 ij T ecucton contre J Dii fi i a Re taltulete tobe Mexi Becton e ee es Se Figure 42 20 7 Ifthe data contained in the pro forma does not match that which the AVA wishes to submit to QAA then figures can be amended You will be required to state a reason for any amendments you make and these will be included in the final statistics submission 20 8 The reasons for any difference between the figures exported from the courses
18. ch Proves found matching 24th creas Provider name Tower Errand ge Cege me cesT EEE ui Lipa thin Presider Tiarsa djal Elec Haii HT1 jji Looe then Freri Creme Hee Provictar Figure 7 1 1 The provider s details will be displayed select Link Provider to AVA to associate the provider providers see figure 5 AVA Administration Area Pree ber aie Typ Hodress Line 1 Address Line 2 Toware ity Comi Postcode Telephone Farermiks Contact Email os daltons ea as eee Fri ay ag Figure 8 with your AVA This will return you to the AVA s list of above Baebes Coles Car Tha hoah Socetees Tira Tirad ESFi GLI TE E H JTzE4 1 heey Eee berry gem we Let Freias is ATA 7 8 If the provider does not already exist click Create New Provider to return to the add new provider 7 9 Complete all the fields database A check will form see figure 7 above and click Add Provider to add the entry to the be made of all providers held in database shown in figure 9 If the provider appears in this list click Select this Provider if it is not in the list click Create as New Provider This will return you to the AVA s list of providers see figure 5 above AVA Administration Area Proven Denke Hirta Typa Akos Ling 1 Adius Line 2 Towai Cay Faaoda Talaphone Fact Cantat Email aa Gein More aa Wan Preeern ler Proves touni that mair Prove nami P
19. d contains information that is specific to the instance of the course being offered by that provider for example an AVA may offer 10 different named Access to HE Diplomas if 20 providers are offering these awards 200 courses will be created Each of these course details can be different depending on what was validated by the AVA nb In the AVA administration area the data returned from Search your awards is a list of award headers only unless a provider is specified A full list of confirmed courses offered by the AVA is available from the check confirmed courses link in AVA home Adding a new course Before adding a course providers must exist in the system 9 To add a new award header 9 1 From the AVA administration area select Add a new award see figure 2 Heri Phenjan EE ris FE riai Ad ao Paris SVS Adminisitatian ares Sk Hire oe igi Rear Haha Awd Handal Asad ill Tea Eesi bi HE ee i Sabie Age Agira Horch and ara care i LSE Cie 7 Bii eer Byard Heer Fi 14 9 2 Add the award title in the yellow aie box within the brackets nb Access to HE Diploma is added by default and should not be entered 9 3 Select the Sector Subject Area from the drop down list This field will have been confirmed at validation 9 4 LSC code please leave this at a later date 9 5 Click on Add Award Header 9 6 Please check carefully the spelling of the Diploma title click
20. e Dover C116 1DH View Details Southampton City College Southampton S014 1A4R View Details Sussex Downs College Eastbourne Eastbourne BN21 2UF View Details Sussex Downs College Lewes Lewes BN 2H View Details Thanet College Broadstairs CT10 1PN View Details University College for the Creative Arts Farnham GUS 7DS View Details University of Kent Canterbury CT2 7NP View Details Yarndean College Brighton BN1 6DL View Details West Kent College Tonbridge TNS 1P View Details lt lt Rack Add New Provider Figure 5 7 3 Click on Add New Provider in the bottom right corner of the screen The add new provider screen will open AVA Administration Area Seance tor Erai Preemie Peover Leta Higa Tye Hyer Election Baber idies Line 1 Adine Line 2 Towers iby Canny Gngieges n Poetcode Telephone Facerrmile Contact Email Te ee Figure 6 Before you add details of a new provider you should check to see if the provider already exists on the system The Search for Existing Provider button allows you to check this Type in the name town or postcode of the provider in the form see figure 7 below Please note the form does not accept parts of words eg Glouc does not return results Gloucester does If the provider already exists select the provider from the list by clicking on Use this Provider Te bgr sisting rn eer Provider Alarms Town e a Postcode a ae ee an Se Pe ey r
21. e contact the Access to HE team if you need to remove a provider from the list associated with your AVA T Adding a provider 7 1 Select View or add providers from the main menu see Figure 1 above 7 2 You should see a list of all the AVA s providers epee Se eee epee ministration Area AYA Home gt View Add Providers Providers for Open College Network South East Region Provider name Town Postcode Abingdon amp Witney College Abingdon 0X14 1GG View Details Alton College Alton GU34 2ED View Details Basingstoke College of Technology Basingstoke RG21 8TN View Details Bracknell amp Wokingham College Bracknell RG12 2EG View Details Canterbury Christ Church University Broadstairs CT10 ANA View Details Canterbury College Canterbury CT1 3AJ View Details Central Sussex College Crawley RH10 1NR Yiew Details Chichester College Chichester P019 1SB View Details City College Brighton amp Hove Brighton BN1 4FA View Details Fareham College Fareham PO14 1NH View Details Guildford College of Further amp Higher Education Guildford GU1 1EZ View Details Hastings College of Arts amp Technology St Leonards on Sea TN38 OHX View Details Highbury College Portsmouth POG 254 View Details Mid Kent College Chatham MES SUG View Details Newbury College Newbury RG147TD View Details North West Kent Dartford DAA 2JT View Details Northbrook College Worthing BN12 6NU View Details South Downs College Waterlooville PO BAA View Details South Kent Colleg
22. elect View your own AVA details from the main menu 6 2 To edit the information click on Edit AVA in the top right AVA Administration Arca Egat 2 Ovi Leials barran AnA Tani idies Line 1 Tha Firm Addes Line 2 TT Baler irei Towa iy Purtary Cony Lirica Pasespc odes HF TEY Telephone C1 fez F arermikle Putty Fiara Cantati nion Tithe Cental Firstar iisi Cama Sename a Certa Paa GETS anie yi re od Era Cemaati Email aca a a i ee Figure 3 6 3 When you have finished amending the record click Update Details to submit your changes AVA Administration Area vi eisil bro aS Toms dies Ling 1 The Fire idies Ling 2 77 Balary Siren Town ity Faray Canty Petcode HIG NY sss Telephone number must be that for F aperis Puffy hEn one of the AVA s registered offices Contact information should be that for the person most able to answer Contact Firstname unt queries from the general public Comact Samama varaty about Access to HE courses Seso eee Camat Email i c CA Taa S TELNE Cae aa Hien Mere Lisie Chesca Figure 4 nb Changes submitted through this system will be passed to QAA to allow our contact database to be updated Only QAA officers are able to change an AVA s name 6 4 Click AVA home to return to the AVA administration homepage Adding and editing providers The database has been pre populated with a list of Access to HE providers as supplied by AVAs in March 2008 Pleas
23. en added to the Access courses database to enable AVA officers responsible for inputting statistics to complete this task using the database s login screen see section 5 above Usernames and passwords will be issued by QAA 20 1 To enter statistics click on the Annual statistics submission link in the AVA Home screen see figure 24 above 20 2 Follow the onscreen instructions Guidance is provided for each section of the data submission 20 3 Each table has two buttons Re calculate totals and Submit see figure 40 below If you amend figures in any cell you can use the Re calculate totals button to check that the totals are now correct Now click the Submit button to move to the next page Section A Providers and courses AL Providers offering Access to HE courses Guidance notes AVA code AWAZE The total Courses running cannot be greater than the total Courses available Providers offering Access to HE courses education centres Providers offering courses Courses available Courses running Mew courses recognised Total Re calculate totals This is question 1 of 9 Start page Figure 40 20 4 Each page also has a link back to the previous page Use this link to navigate back to any tables that need to be amended 20 5 Click first section to move to the first page which shows the list of courses that has been exported to the submission This is table A Section A Providers
24. es to inform research and activities relating to for example networks policies such as widening participation and lifelong learning The Access courses database was redesigned with these users in mind The public search functionality has been improved as well as the efficiency of input administration and reporting AVAs administer the database directly and continue to be responsible for ensuring that course details held in the database are both accurate and complete QAA monitors AVAs systems for ensuring the accuracy and completeness of information about their courses through the AVA licensing monitoring and review processes as set out in the QAA Recognition Scheme for Access to Higher Education in England Wales and Northern Ireland QAA recognised Access to HE Diploma courses only Access to HE Diploma courses that have been confirmed in the Access courses database see step 10 20 below will appear in the public search QAA assumes that all courses appearing in the public search have been through AVAs validation process and have received formal approval ie they are QAA recognised QAA receives an alert to inform us when a course has been confirmed Under no circumstances should a course be confirmed in the database until it has been granted formal approval through the AVA s committee structure 3 Security issues The Access to HE database is located on a secure server and a password is required to gain entry If you need to
25. es to another Mreaider Airra amp Acasa Coie we Coney J Bsah pgi rr l Edi Certain Figure 22 12 4 Display the list of available providers by clicking on the drop down list nb Once a provider has been allocated to an award header they will not be shown in the list of providers available to be added to that header 12 5 Select the provider you wish to copy the details and click Copy figure 21 12 6 You will be asked to confirm you wish to copy the selection Click OK to confirm copy or cancel and select a different provider AYO Saienistration Area lor Ge ein ft Uiploma leane Lane i Minnes H limh Coume Deil Year atte Course Shits ALL Course Status Open tar Errcirari Study pias Dicherce Lawrnity Marketing Title Couse Code Coume Dursa AWA Cee Cae Enay Requirtenemts Yem of fend Bee Next Rewew Motes Yem Aggeoved ato fppreval Hees Course URI Couse Coniresd Ha opy diia aa Pin Canara College w cr zMu Vanu Sach Again eate Figure 23 12 7 12 8 12 9 13 13 1 13 2 13 3 13 4 13 5 13 6 13 7 13 8 14 The screen will show the copy of the course f f the new provider Check these details carefully including chayging the course status if different to the original lf amendments need to be made click Edit Details and follow the instructions below 13 editing an existing course Editing an existing course Locate the course you wish t
26. etails Edit Provider Provider Details Name Barking College Type Further Education Institution Address Line 1 Dagenham Road Address Line 2 Town City Romford County Essex Postcode RM OXU Telephone 01708 770 O00 Facsimile 01708 770 O02 Contact Email admizsionsG barkingcollege ac uk Study Location s North Campus South Campus Back Contact us QQAA 2008 Figure 28 Editing or deleting study locations from providers 18 6 You can click on the study locations link in the Provider Details page to edit or delete the study location s 18 7 If you wish to add additional study locations to this provider click Edit Provider and repeat the instructions above Adding study locations to existing courses 18 8 To adda study location to an existing course use the instructions in section 13 above to locate the course then navigate to the Edit Details page 18 9 Study locations added to this provider can now be selected by placing a tick in the applicable box to the left of the name of the study location AVA Administration Area AMA Home gt Search Awards gt Award Details Details for Access to HE Diploma Journalism at Barking College Course Detail Year 2008 2009 Course Starts Jan Feb Mar Apr May dun dul aug i Kep oct Mov Dec Course Status Study Options W Evenings Distance Learning VWork based Marketing Title Course Code QA M098 00078 Course Duration iM 4Yeer M 2 Years 2
27. leave your computer when using the site you are required to lock your computer screen or log out from the database at the end of your session you should log out If you leave the site by any other means eg closing the internet browser or using the back navigation buttons on your internet browser your session will be locked and you will be required to login again Important information about passwords e All passwords must be treated as sensitive confidential QAA information They must not be shared with a third party e You are trusted to maintain the confidentiality of your account and password Never write your password down or send it via email e Users must not use the Remember Password feature on any operating system or application such as Internet Explorer e Users must not store their password in a file on any computer without encryption e Passwords are case sensitive beware your Caps Lock key and may contain alpha and non alphanumeric characters The most secure passwords are those that contain a mix of characters numbers non alphas mixed cases and are non dictionary words eg Exc3lleNt e Accounts will be locked out after five failed password attempts and will remain locked for 15 minutes e The helpdesk will not give password information out over the phone unless you have provided a secret question and answer and can give the correct reply when challenged with your question This policy applies to all
28. not visible from the public search Course URL please enter the web page address containing the course details and or contact details for an AVA officer who can provide course specific information please see the Access to HE bulletin March 2008 at http Awww accesstohe ac uk avas March2008 pdf for more details The address must be prefixed by http or https if on a secure server Learning aim ref QAA will populate this field once details have been provided by the LSC Study location s see 18 below Course confirmed the default is NO This allows you to create a draft that will not appear in the public search Once the validation process has been completed and the course has been approved please select YES from the drop down menu This must be selected to allow the course to be added to those which are available in the public search When you have finished entering and checking the information click on Add Course to add the course to the database Confirmation that the course has been added will be displayed An email is sent to QAA each time a confirmed course is added to the database nb courses that are not confirmed see steps 10 18 and 10 19 do not appear in the public search Course Details have been added Click here to continue gt gt gt Figure 17 10 23 Click Click here to continue 11 11 1 11 2 To add a new provider to an existing award header record Select Search your awards
29. o amend using Search your awards steps 11 1 to 11 3 above Select View Detail of the required course see figure 19 Select the course detail record you wish to edit Click on Edit Details Make and check all amendments Click Update Details The confirmed details will be shown Either copy the details to another provider see 13 above or select AVA home to return to the AVA administration home page Provider mergers Please contact QAA to implement provider mergers AVAs should ensure that the provider s address is added as a study location to the provider details and each course associated with the provider before a merger can be completed see 18 below Once the association between a provider and an award header has been removed the provider will not be shown in the list of providers available to be added to that header nb QAA will action a merger only when it has received confirmation of the merger from the relative statutory body usually the funding body Section 2 15 Additional features and functions This section provides updates to the user guide which covers additional features The new features included are check confirmed courses and annual statistics submission 16 Changes to AVA Home and to course details record The AVA Home screen has two new links Instructions for using these functions are given below sections 17 and 20 AVA Administration Area AVA Home What would
30. onigate Cobece Eirig Carera Colca Eirkiy Crispa Pregion Col Shed ega Agriar Cga Univer oi Fem bary Wokbrisy marca Carina Wym Pore Diii Csiga Figure 9 Tani kr lamir Prowler a Provider details type Other includes o schools voluntary organisations Burahin Birel employers and employer organisations bined and private training providers OL11 je Rigi STi Riad Shei fy ie Dat h your mea Provider details enienesd Tow Werhing gH Giecemiar ge Sopriy an Eirkty in Sah hak ina Franio ei Sheed Diii isi Tre tary J ree ge Fikiran ei Greni p Pea Proper 7 10 Click AVA home to continue see figure 5 8 Editing a provider 8 1 Select View or add your providers from the main menu see figure 2 above to display a list of providers for your AVA 8 2 Select View Details for the record you wish to edit see figure 5 above 8 3 Select Edit Provider from the top right to make amendments AVA Administration Area rower Lhet ale herra Tye idies Line 1 Address Line 2 Towne ity Loany Postcode Telephone Farermila Comtect Email os ie eG is way Pe ey Figure 10 Ei Priis Biestarry Cx ise Cia SETETE Sire Siro ion re bre GLI E D EA Poa e Ei e bire A 8 4 When you have made all amendments click Update Details to save the changes AVA Administration Area rower Leet al Typ idies Line 1 Address Line 2 Towne ity Loamy Poetcode Tele
31. pancy Reason Courses Available 1 of 1 2 nursing and subjects and vocations allied to AHED Health and Public Services put against the wrong a ee a medicine Courses running SSA should be 1 3 1 of 1 3 other health public services and care Courses AHED Health and Public Services put against the wrong running SSA was under 1 2 Section B Learner profile Bi Total number of learner registrations Total Access Learning aim at initial registration to HEL Total New learners registered planned end date before 1 August 10 10 Re registered same course planned end date before August 1 1 Subtotal 11 Figure 45 20 15 Once you have printed your submission you have the following two options e have completed my submission and wish to finalise the data gt gt e wish to return to complete the submission another time gt gt 20 16 Choose the first option only if you wish to finalise the data You will be presented with a formal Sign off screen see figure 33 below Sign off of AYA statistics You have chosen to finalise your submission Once this page has been submitted you will not be able to update your data only view and print If you do not wish to complete your submission at this time please continue here Name of AVA OCH East Midlands Region AVA ID AWA I declare that the statistics entered have been checked and to the best of my knowledge are correct Fi You are about to sign off your statistics submission which
32. phone Farermiks Contact Email ia alters Li ae us ae Peery Figure 11 rer ia The Canha Sure Hri Shree mcs ia GL EIA FHH EAT FHI EHI theta LE Licht Dein 8 5 8 6 The amended details will be displayed clicking Edit Provider AVA Administration Area Provece Drai Hirte Typa Address Lina 1 Adiku Lina 2 Towai County Peaticoda Talaphone F acct Cantat Email aa Gen Were aa Wana Ferian Figure 12 Bitin Grige E T Tres Eu pahaa Seegeme Jii Finaj Ci tab Lg Lid oie ie edi ies PEGE aheg a ee Lt Further changes may be made by Click AVA home to return to the AVA Administration Area home screen Courses For the purposes of the database a course record has two parts the award header record and the course detail record e The award header contains the award title the Sector Subject Area allocated to that title and an LSC code optional e The course record is created by associating the award header with a provider It contains information about a particular course at a particular provider in a particular year Course structure Course detail record at provider 1 for 2008 09 Course detail record Award header at provider 2 for 2008 09 Course detail record at provider 3 for 2008 09 Figure 13 For ease of administration the same award header can be linked to any number of providers to produce any number of individual courses The course detail recor
33. ses as you will be taken to the top of the list of courses each time you click update 19 9 Once all records have been updated mark each record as correct by checking the correct box The table below lists your AVA s confirmed courses in the courses database as of 04 06 2009 2008 2009 v e Update l Provider Award title Status Running Approve Pe A Correct Details details Bridgwater Colle OEE Avaiabe Y 2005 2010 jim nagwater olege _ Combined Studies bias etail Access to HE Diploma i View Bridgwater College s n Available Yes 2005 2010 Edit i Computing detail Access to HE Diploma i View Bridawater Colleae een ae Available Yes 2005 2010 Edit ve Iv Figure 36 19 10 All courses must be marked as correct before information can be exported to the statistics pro forma Click Export to Statistics to action the export Accom ic HE Oper wane eae piege Per TE TE a Hicri SES Avasi Fe IH ais Ext ane E Arrant it HE Debra Huri i ere Ved Camege dake ree HH mis Edt ise E and Soci Care nimi Figure 37 19 11 Confirmation that the export has been completed will be displayed Check confirmed courses AVA Home gt Check Confirmed Courses The table below lists your AVA s confirmed courses in the courses database as of 04 06 2009 Statistics have been exported successfully 2008 2009 wv Provider Award title Status Running Approved ers bie Correct review Details Access to
34. t _ g ridgwater College Education vall detail Figure 33 19 5 Amend the details of each course as necessary using the drop down menus under each heading 2008 2009 E 3 Next Update All Provider Award title Status Running Approved ore Correct review Details details Bridgwater College innate Available b Yes 2005 2010 Update Cancel iain F Combined Studies z detail Available Access to HE Diploma Not available 7 Bridgwater College Computing Discontinued Yes 2005 2010 Edit Figure 34 19 6 To submit the changes to the course record click update or cantel to undo the changes just made this does not undo any updates that have been updated nb changes will not be made to the record until update is clicked OR 19 7 Click view detail to go to the full course record to update other fields in the course detail record Ei peis Limi Ber ieren be HE Opkoms dunes edes a oumae aleg Corse etal T Comge Starts Saptersbar Course State acy Mel Seedy Options Markecmeg Trike Compe Code AA TIEMOOT EL Come Ceration 1 Veer 2 ve AVA Course Code DS Entry Requirements Ham Toar a Host Reviaw ang Ft Flies hira Yaar Appreved ie Approral Motes Ceara UAL a 08 ee pe ee ic E EE L arming dite alara Tpi Locaia Come Coniiemad Pe Cee fa Raig Fig Figure 35 19 8 You will need to use your mouse or keyboard to move up and down the list of cour
35. the current academic year This information will be included in the AVA s statistics submission through the Export to statistics function see 20 below QAA will notify AVA administrators the date this task needs to be completed by although it is suggested that AVA administrators update records as the information becomes available to them during the course of the academic year 17 1 To confirm that a course is running use the instructions in section 13 above to locate the course and then navigate to the Edit Details page 17 2 Select Yes to confirm that the course is running or select No to confirm that the course is not running 17 3 Click the Update Details button to submit your changes 17 4 Repeat for each of your AVA s confirmed courses nb The course running field only becomes active once a course has been confirmed 18 Study locations Study Location s has been added to the course detail record Merged and larger providers often have more than one campus and it can be helpful for potential students to know where they will be studying or if there is a choice of study locations Please note it is not necessary to add a study location if the provider has only one location unless the provider is to be merged with another provider this information Is already available in the public search of the database All provider locations both Study and main are included in public searches by location place
36. ure 19 To add a new provider select the new provider from the drop down list and click Add Figure 20 11 5 The course detail form opens see figure 16 11 6 Continue as for Linking an award header to a provider to create a course detail record steps 10 1 to 10 20 as above 12 To add a course based on the information in an existing course record 12 1 Select Search your awards from the AVA administration area main menu and follow steps 11 1 to 11 3 above add a new provider to an existing award header record 12 2 Click View Detail of the record you wish to copy AVA Administration Area Edit Header Course Header Award Title Access to HE Diploma Crane Dri Subject Area Construction planning and the buit enviro LSC Code Associated Course Providers Provider name Town University of Slimbridge Hythe Remove Association View Detail Add Additional Provider Accrington amp Rossendale College lt Main Menu Figure 21 12 3 The course detail record will be opened AVA Administration Arsa Denia Beet Acca to HE Die Crate Driving at ninety of Sibeid ge Caso Deana Tea Cama Siis Aisne Comma Saou Cheer far Erroia os Options Datars Leammi Max hativey Tiik Compa Concha ad ST Corsa Dearation 2 YENI AVA Coursa Coda Enim Ragu maena Taar of Hasi Raviaw mire Hem Havia Hanga Yoar Appreved aur Agerovel Moles Casa UAL Coase Comirmad Lappy detall
37. you like to do Search your awards gt gt Add a new award gt gt View or add providers gt gt View your own AVA details gt gt Additional link functions e Check confirmed courses Check confirmed courses gt gt Annual statistics submission gt gt e Annual statistics submission Figure 24 The course detail record has two new fields Course running and Study location s AVA Administration Area AvA Home Search Awards Award Details Details for Access to HE Diploma Journalism at Barking College Course Detail Year Course Starts Course Status Study Options Marketing Title Course Code Course Duration AVA Course Code Entry Requirements Year of Next Review Next Review Notes Year Approved Approval Notes Course URL Study Location s Course Confirmed Course Running 2006 2009 Jan Feb Mar O Apr E May Jani l Aug It Sep Oct Mov Dec Available we W Evenings Distance Learning v ork based G44 009800078 Mo 4vear W 2Years 2 Years 2013 2006 2009 http ian ocner org uk public 4 ccess to HE asp Additional fields e Study location s North Campus South Campus Yes e Course running Unknown Figure 25 17 Confirming that courses are running Course running has been added to the course detail record This is used by AVAs to confirm to QAA whether their courses now have students enrolled on them and are actually running in
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