USER MANUAL BODIES
Contents
1. 6 BACK TO CONTENTS SS Y Apprenticeships wy Logoul 3 ADMINISTRATION HOW TO 7 BACK TO CONTENTS 3 1 ADD EDIT USERS Y Apprenticeships To add a new user Y Select the Users Tab Centres Approniecs Rejeated 0 Awaiting Certification 0 Payment Pending 0 Certificate Approved 0 Frameworks and click Add User View Users Add User 2 Enter all of the information Delete 3 SelectAll Q DeSelect All ensuring that the contact In Full Waie Username User Role Ricmly Fail Lasi Visil details are correct G 1474 Admin01 tes Admin 1 bocdy_admin Rely test sysiogdo pl 2013 04 18 10 17 5 di 1453 Userni Useni hochy use Rocky lesi User0 i user cori 2017 01 16 1401 24 Once complete select 1455 Gael Shennan ACEgael01 body_admin Body lesi ave ace cu uk 2012 01 11 09 01 04 Create Item L Ir NM 4 Page 1 ft Pl Displaying 4 to 3 of Zitems To edit an existing User Top ContactUs Users Organisation details Double click on the username D and amend the detail then select Update Item Y Apprenticeships EA Cenbes Apurerlices Rejected 0 Anvailiog Certification CO Payment Pending 0 Cenlificale Apurowed 0 Frame View Users Basic information Add USER Full name Emall Login Password Repeal Password REMEMBER Too Conad Us Users Crosmsotron details Please note only admin logins can add and amend User details 3 ADMINISTRAT2. HOW TO 4 3 HOW TO SET FRAMEWORKS TO CENTRES When you have created a new Centre record you will have access to 2 additional Tabs Frameworks and Documents e Use the Frameworks Tab to add all of the Frameworks that you want to make available to the Centre e Select the Framework from the drop down list and click the Green Button e Repeat this until all the required frameworks have been added then click Update Item to save e If you make a mistake click the to remove a framework e Use the Documents Tab if you want to upload and store online any relevant documents associated with the Centre that you are registering and your relationship with them Apprentices Rejected 1 Awaiting Certification 30 Payment Pending 2 Certificate Approved 30 Vicw Centres Editing Contre Centre est Centre 1 Kelated Body Castle Frameworks Frameworks reoi462 Bus and Coach Engineering and Maintenance FRO1462 FR0079 Engineering Manufacture Operator and Semi skilled FROO 91 Issue 2 FR01457 Health Healthcare Support Services FRO145 Fr01575 Health Informatics FR015 5 Issue 5 BP 311 Supporting Teaching and Learning in Schools BP 0060606 Add Framework Tester 7 Unaate item Contact Us Users Organisation 13 BACK TO CONTENTS Y Apprenticeships EA Logout 5 APPRENTICES HOW TO 5 1 SEARCH FOR AN APPR
3. Users Ada User Editing User Y Apprenticeships 7 Helpdwnk Logout Basle Information Edit USER Fullname jirnQ000 Emal into tesLoom Login per Password Repeat Password User Status Active Last wisi Active Toe Sanad We Users Grasrssuen details 3 ADMINISTRATION HOW TO 3 3 VIEW AMEND ORGANISATION DETAILS This is where you can view the organisation details If there are any amendments required please contact the ACE support team Telephone 0844 573 2560 E mail ace fisss org There is further guidance available for both Frameworks page 23 and Reports page 25 tabs BACK TO CONTENTS Y Apprenticeships 2 Rejected i Centres Apprentices Logout Awaiting Certification 30 Payment Pending 2 Certificate Approved 30 Framewsorks Editing Body Body Castle Body code CAS Basic information Body Details Contact Bady Name Castle Contact Persan Alison Bucknell Body Code CAS Contact Position Body Manager Motes li for training purposes Phone 3123123 Email test testorg uk Body Address Street 8 Castle Street Town Edin Postcode CH23 2DE County Scotland Top Contact Us Users Organisation details 4 CENTRES HOW TO Le BACK TO CONTENTS 4 1 ADD A CENTRE There are two ways to add a Centre either manually Y Apprenticeships by completing all of the necessary details as a A result of direct contact from th
4. the selected file In most cases you will select to open the document and it will be displayed onscreen for you to review and approve e Once you have opened a file you also have the option to print or save a copy of the document REMEMBER The checkbox locks evidence once it has been checked A Centre cannot edit any evidence if apprentice is rejected Centres 18 BACK TO CONTENTS Y Apprenticeships D 2 Apprentices Rejeoted 1 Awaiting Certification 20 Payment Pending 2 Certificate Approved 20 Frameworks Logout View Apprentices Editing Apprentice Apprentice Dean Yates Centre Test Centre 1 System Number ACEOOO6B6 Certification Evidence Certification Evidence Knowledge Qualification Upload Certificate Cxemption for Functional Skills Application of Number Browse Upload oo Certificate Exemption for Functional Skills Communication Browse Upload 00 Certihcate Exemption tor Functional Skills II where applicable Browse Upioad X ACE Declaration amp Authorization Form Browse Upload x O Additional Documents e g Marnage Certrticate Evidence tor RPL Browse Upload O Name Change Document Top Contact Us Users Organisation details 5 APPRENTICES HOW TO 5 6 PROCESS APPRENTICES Once you have checked all of the required evidence you need to alter the status of the Apprentice record Click the Status Tab and
5. use the status drop down to choose from the following options CERTIFICATE AUTHORISED This status means that you are satisfied that all the uploaded evidence meets the framework requirements and that everything is in order The Apprentice record will now automatically move to the Certificate Approved Tab and is ready for the actual completed certificate to be printed PAYMENT PENDING This is not used by all Certification Bodies Where it is used it means that you are satisfied that all the uploaded evidence meets the framework requirements and that everything is in order but until payment for the certificate has been received from the requesting Centre a certificate will not be fully authorised for printing The record automatically moves to Payment Pending tab 19 BACK TO CONTENTS Y Apprenticeships 2 Centres Apprentices Rejected 1 Awaiting Ceriificalion 30 Pape Pending 2 Cenlificale Approved 30 Frameworks Logli View Apprentices Fang Apprentice Apprentice Dean Yates Centre Test Centre 1 Syster a gt mber ACCOOOGDG Status Apprentice Status Details status Pending certification Pending certtication Payment pending Certificate authorised Tow Conad Us Users Orognisalon details 5 APPRENTICES HOW TO 20 BACK TO CONTENTS e REJECTED This status means that you are not satisfied that W Apprenticeships some all of the uploaded evidence meets the 2 framewor
6. Aaron James Bennett AR123456C Josh Plara AH1ZZA56C Jamie AZIZ AB123450C Vicky May Merryfield AB123456C Luke Jeers AD123456C Zara Patterson Gumame L 15 ft 4 Page of14 M Top fSontact Us Users Organisation details Weference number Registration Date from DUB 10 10 1992 20 01 1994 13 10 1993 20 01 1994 10 10 1998 01 05 1993 31 03 1993 10 03 1993 19 10 1994 20 12 1992 01 12 1993 23 09 1944 05 06 1993 10 07 1993 17 09 1994 e amp Printview Cxportall status Certificate printed Entered Certificate printed Frlered Entered Entered Entered Entered Entered Entered Entrer Entered Entered Entered Entered Registration Date to 14 BACK TO CONTENTS Y Apprenticeships Logout Keyword Certification Date from Certification Date to Framework Days Elaps ed Reject Tester Tester Tester Tesler lester gt Displaying 1 to 15 of 205 items 5 APPRENTICES HOW TO 19 BACK TO CONTENTS 5 2 VIEW EDIT AN APPRENTICE K Apprenticeships e Once you have found the required Apprentice 5 double click on an Apprentice s name to Centres Jippremioes Fie ected i Avrating Gertifimatian 35 Paqreent Pending 2 Gerneicane Approved 20 Franeevrork s Logout open their details 51 View Apprentices Editing Apprenisce The Apprentice record IS Now in Editing mode D Apprentice joanne smith Centre Test Centre 1 System Number ACFOOO06S
7. ENABLING ONLINE ACCESS RE ESI EERE K Apprenticeships e Click the View Submitted Centres Tab 2 you will find details of Centres which have Centres Apprentices Rejected 1 Awaiting Certipbcaton 30 Payment Pending 2 Certticate Approved 30 Frameworks applied for access to ACE via the online form on the ACE website numbers in brackets View Centres Add Centre View Submilted Centres 1 i Select Al DeSelect All e Double click on the Centre name to open ID Centre Name Active Related Rody Notes the form 60 Test Centre 2 2 Castle Submitted 2012 Apr 18 13 30 Al p Ea i ar pd item e Check the information provided on the Pn i inn ali Basic Information page Too Contact Us Users e Set the Username Password and maximum number of users for each Centre e Change the Centre Status from Submitted Ulan i to Enabled Apprenticeships Caen Berri Rija 1 ess Carte me 112 Pert Pardes 29 Caricate Apperti CM Primyerka e When all the information is entered click Update Item View Centres Faina Centre Centre Test Centre 2 Related Body Castle Basic information Edit CENTRE 4 CENTRES HOW TO 4 2 VIEW EDIT A CENTRE To view details e Click on the Centres Tab The View Centres option is shown by default e You can see which of your registered Centres are currently Active there is a green tick beside name You can a
8. ENTICE The Apprentice Tab allows you to search for and view all Apprentices undertaking an Apprenticeship within your training facility There are a variety of search options using both text and drop down menus This allows you to set the required search criteria You can search by Centre Framework Status Ref No ACE No or NI No Keyword Date of Birth Registration Date Certification Date When you have set your required search criteria click the Search Button e Or click the Magnifying Glass to reveal the Find option The drop down menu allows you to search by Surname Forename NI Number Once you have entered your search criteria you must then press the enter key to initiate the search To navigate between pages you can use the blue arrow keys or type in the white box area to specify a page The Displaying information text shows how many items there are in total and what page is showing View Appendice Fulk Lipie Framework DH of Berth from Outbox Cd SelectAll DeSelect All d Find Adel Apprentice Date of Birth to 4 Show deleted Status Any HI Number Forename Surname J6 66 68993 joanne smith JK 123456L Steve Simpson JK770055X matty campbell JK 1234561 Slewe Simpson WiI224565H Jean Foster AB123450C Jordan Barry AB123456C Lelth Laon Jaymes Wiltey AD123456C Catherine Gordon Wright ABI2Z3456C Jordan Leigh Horton AB123456C
9. ION HOW TO 3 2 DISABLE USER ACCOUNTS The Certification Body Administration User can disable accounts on the system By disabling the account it will mean that the record of previous work is kept but the User will no longer have access to the system If the Certification Body admin User details need to be amended you will need to contact ACE Support Team Telephone 0844 573 2560 E mail ace fisss org e To disable an account double click on the User to open the record e Click on the drop down arrow next to User Status and select Inactive e Click Update Item to save changes Centros Appronticas Rejectod 2 Awaiting Certification 32 Payment Pending 2 Certificate Approwed 30 Frameworks View Usera Delele Gp Seled Al GG DeSeleci All ID Full Hame Username User Role Body Email 1404 Ali 1 Testleri body acho Caslle lesigilesi ong uk 1499 homer simpson homer123 body_user Castle homer notmaiLcom Stephane Paille justforthehalibu body user Castle info cheese org imoanonA im bady_user Castle intogatesi com 15 w ii d Page 4 afi H Displaying 4to4 of 4 items Contact Us Users Organisation details 8 BACK TO CONTENTS Y Apprenticeships 2 Helpdesk Logout Last Visit 2013 05 74 15 15 7A 2072 10 30 Vel 2012 10 30 14 04 33 Centres Apprentiags Rejected 2 Awaiting Certification 22 Payment Pending 2 Cenifioaie Approved 20 Frames Vie
10. O Consent Declaration not induded O Start date End Date missing O Functional Skills Mathematics not evidenced REMEMBER All evidence should be checked before being rejected and all reasons listed 5 APPRENTICES HOW TO 5 7 PRINT CERTIFICATES Certificates are printed from the Certificate Approved Tab Certificates can be printed either individually for each learner or in batches e PRINT INDIVIDUAL CERTIFICATES Double click on the Apprentice and open the Status tab and select Certificate Print This will open a PDF document of the Certificate You can either print immediately or save the PDF file and print later e BATCH PRINTING OF CERTIFICATES On the Certificate Approved tab click Select All and press Certificate Print Again this will open a PDF of the Certificates Please limit Batch Printing to 25 certificates at a time to ensure the system continues to work efficiently You can also select individual rows by clicking once Each row you click on will be highlighted these are the ones you have selected to print This function may not be available using Internet Explorer IE but visable with Firefox and Google Crome Once you have selected all the records you require click Certificate Print which will open a PDF document of all the certificates you have selected to print 21 BACK TO CONTENTS amp Apprenticeships 2 Centres Apprentices Rejecied 1 Awsalti
11. ONTENTS The Apprenticeship Services Team at FISSS set up an Administrator account for each SSC SSB known as Certification Bodies and issue a unique username and password Certification Bodies can then set up additional user accounts within their own organisation Centres need to register to get access to ACE This is done by completing an online registration request form which can be accessed via www acecerts co uk register centre Centres select all of the SSCs SSBs they need to work with and once the registration form is submitted the ACE access request is sent to the Administrator at each of the selected Certification Bodies CERTIFICATION BODIES CENTRES ACE Administrators at each of the relevant Certification Bodies register the Centre and create an Administrator account and password which is then sent to the e mail address provided on the submitted ACE access request form Certification Bodies also assign Centres the necessary access to the required frameworks Certification Bodies are also responsible for registering training providers employers known as Centres that require access to ACE in order to claim Apprenticeship completion certificates for their learners Centre Administrators can now access ACE and can create additional user accounts within their organisation They can now use ACE to input learner data and load the evidence required to claim an Apprenticeship completion cer
12. Rejected View and update apprentices rejected for certification 4 Awaiting Certification View and update apprentices awaiting certification 5 Payment Pending View and update which apprentice certificates are still to be paid for if applicable 6 Certificate Approved View and print apprentice certificates individually or in batches 7 Frameworks View frameworks only FISSS can make amendments to the frameworks NB The numbers in brackets on each of the tabs indicates the number of records currently active within each of the tabbed categories ADDITIONAL OPTIONS along bottom of screen 8 Top Takes you back to the top of the current screen 9 Users Add and edit users within your organisation 10 Organisation Details View your organisation details only FISSS can make amendments to this section Function available for Certification Body Admin only CAR O O Apprentices Rejected 1 Awailing Cenlilincalion 30 Payne Peodisny 2 Cerliliuate Approwed 3 0 Framevsur ks View Centres Add Centre View Submitted Centres 1 Select AI DeSelect All iD Centre Name Adve Related Body Motes 59 Test Centre 1 a Caste Go Tex Cene 7 F Caslle Submitted gy 2012 Apr 18 1330 61 Test Cente 3 of Castle 63 Ellesmere Port Training af Castle by People 1st lest bei Castle 15 HH 4 Page 1 off bk Displaying 1to5ofs5 items Top Contact Us Users Organisation details
13. USER MANUAL BODIES JUNE 2013 We recommend installing the latest Adobe Acrobat Reader for the best viewing experience http get adobe com reader ES CONTENTS INTRODUCTION TO ACE 3 GETTING ACCESS TO ACE 4 1 LOGGING IN 9 OVERVIEW 6 3 ADMINISTRATION HOW TO ra 3 1 Add Edit Users 1 3 2 Disable User Accounts 8 3 3 View Amend Organisation Details 9 4 CENTRES HOW TO 10 4 1 Add A Centre 10 4 1 1 Enter Centre Details Manually 10 4 1 2 Enabling Online Access Requests 11 4 2 View Edit A Centre 12 4 3 How To Set Frameworks To Centres 13 5 APPRENTICES HOW TO 14 5 1 Search For An Apprentice 14 5 2 View Edit An Apprentice 15 5 3 Print Export Apprentice Data 16 5 4 Manage Apprentices Awaiting Certification also referred to as Pending Certification nia 5 5 Check Evidence amp Change Status 18 5 6 Process Apprentices 19 5 7 Print Certificates 21 5 8 Manage Apprentices Awaiting Certification 22 6 FRAMEWORKS 23 7 REPORTS 25 8 ACE OPERATIONAL SUPPORT 26 INTRODUCTION TO NG FEDERATION FOR INDUSTRY SECTOR SKILLS AND STANDARDS FISSS AND THE ACE SYSTEM FISSS is the certifying authority for apprenticeships in England and hosts Apprenticeship Certificates England ACE Working in partnership with the UK Commission for Employment and Skills UKCES FISSS shares the belief that a sectoral approach is the best way to create the conditions for increased investment in sk
14. and you can make necessary changes to Basic information Basic Information Apprentice Details Employer Details Pref Miss Sil 35 castle street Status Genter Female Identifiers NI Number or other unique ID NOT the ACE No Certification Evidence Farnam joanne Town couture jh Sumame smith Poatonde FH279LO Miccinesi jean County United Kingdom Date Of Birth 16 October 1992 Phone 01312226666 Ethnic Group Gypsy or Irish Traveller z E mall jQanne hotmail com Start date DA August 2011 Completion dale 11 May 014 Prior learning recorded Notes Delete Apprentice Reason ForLeaving Delete Apprentice REMEMBER x sad Upaateitem 2 If you make any changes to an Apprentice record you MUST click Update Item at the bottom of the page Teo ContectUs Users Orapmgstion details for the changes to be saved E 5 APPRENTICES HOW TO 5 3 PRINT EXPORT APPRENTICE DATA Use the drop down to select the number of Apprentices to print up to a maximum of 100 e Click Print View to print the list view of the selected number of Apprentices e Click the Export All button to export the selected Apprentices to an Excel file or choose to save the list as a CSV file that can be opened in an alternative software package REMEMBER It is only possible to export a list of up to a maximum of 100 Apprentices at one time You can export
15. d Coach Engineering and Mair Intermediate Retail FRO1328 Advanced Engineering Manufacture Operator ar Intermediate Engineering Manufadure Gperalor ar Intermediate Health Healthcare Support Services Advanced Engincering Manufacture Operator ar Intermediate Retail FRO1328 Retail FRO13 8 Retail FRO1328 Retail FRO1320 Intermediate Advancen Inlernediale Advanced Enginecring Manufacture Operator ar Intermediate Days Elapsed Reject 21 21 21 21 21 21 21 21 21 21 21 71 21 21 21 Logout 5 APPRENTICES HOW TO 22 BACK TO CONTENTS 5 8 MANAGE APPRENTICES Wa AWAITING CERTIFICATION gt pprenticeships The system prevents two users editing an Centres Mproers Reject 10 ioaea 9 Payment end 1 Gf pod 1 oe Apprentice s record at the same time This will View Apprentices to open the record will be presented with a Framework Lotus Referente number Keyword read only view Le any appear as being Locked The second user Date of Birth tram Date of Birth to Regestration Date tram Registration Date fo Ceth sahon Date tram Certihceabon Date ta You can see who has the record open under the P Search apprentice tab If that person IS unavailable then SeedAl DoSeloct AN Showdeleted gp Printview P Empor all please contact the ACE Support Team to unlock Activ MiMumber Forename Sumame DOB Centre Status Framework Days Elapsed Re j
16. e Centre phone a ae SelectAll Dafalec Al e mail letter etc OR by reviewing and approving Centre Name active Ralaied Body Hiesa an online registration request form which has been Mi d sen submitted by a Centre via the ACE website 61 TestCented SJ Casta BI Ebesmere Peet Training all Castle People 154 Tesi Caste A ENTER CENTRE i 5 4 4 Papl ai b Fl Se Ciaplavingito 5 of 5 tems e e go Contact We Livers Grosnigspen details DETAILS MANUALLY e Click on the Centres Tab e Click the Add Centre option vi Apprenticeships e Enter all the information required on the Basic Information page name Center LAS erica Hejected 1 Base Certliatten 509 Papen Peraje 27 Cebhe Mpprored 1 Prone li address and contact details View Centres Add Centre io i Basic information e Change the Centre Status from Disabled to Enabled Senna Mama e Setup the Centre Administrator account Contact name E mail details and create Login D _____ Meno Holes amp Password and set the maximum number of users for the Centre We recommend this is set to 5 Adin Full eta e When all the information is entered click Create Item REMEMBER Remember to alter the Centre Status from Disabled to Enabled before creating the record If you don t do this then the Centre Administrator will not be able to login to ACE 4 CENTRES HOW TO T BACK TO CONTENTS 4 1 2
17. enticeship Certificates England BACK TO CONTENTS 7 The ACE online system is the place where apprentices A or learning providers employers acting on their behalf apply for their Apprenticeship certificates Login Your Computer Details Operating System Windows T SUEEn Size 1280 x 1024 Browser Firefox 20 Javascript Enabled Y AJAX Support Fnabled af Cookies Enabled w Your compuler appears lo be capable lo run ACE il you experience any issues please contact us Industry Sector s amp Standards Using ACE 2 Please check to see thatthe computer you are using meets the following requirements below and has the features listed on the left set as enabled This is to ensure that your use of this application is as efficient as possible Processor In order lo process lhe amounl of dala and fundions of lhe application we recommend thal your processor speed should he at least 1 Gigaheri GH System Memory You Will need atleast z Gigabvies 2GB of system Memory RAM to ensure all the features ofthe application are working smoothly Operaling System As our application is designed for the web the application is compatible with all the newer operating systems Windows XP onwards Lion OSX Linux Web Browser Whilst we aim to build our application to work on the majority of web browsers we strongly recommend updating your Browser to the latest version to ensure your computer is display
18. est Centre 1 Displaying 1 to 10 of 30 items Status Pending certification Pending certification Pending certification Pending certification Pending certification Pending certification Pending certihcation Pending certification Pending certification Pending certification S Apprenticeships Framework Health Informatics FRO1575 Issue 5 Engineering Manufacture Operator ar Retail FRO1320 Health Healthcare Support Services Supporting Teaching and Learning in Health Healthcare Suppor Services Hus and Coach Engineenng and Mair Engineering Manufacture Operator ar Health Informatics FRO1575 Issue 5 Supporting Teaching and Learning in 17 BACK TO CONTENTS Days Elapsed Reject 0 14 Logout 5 APPRENTICES HOW TO 5 5 CHECK EVIDENCE amp CHANGE STATUS e To process claims awaiting certification double click on an Apprentice name and their record will open e The number in brackets indicate the number awaiting certification e Check all of the data in the tabs Basic information Employer Details Framework and level matches evidence uploaded e Click on the Certification Evidence Tab and the list of required and uploaded evidence will be displayed e To check each required and uploaded piece of evidence click on the button with the orange circle and white arrow Depending on the web browser a dialogue box will appear asking you if you wish to open or save
19. ett Locked ART SEC Daniel Deins 40 07 1993 Quaificatons Enterad amp fministrabor the record HNZ11TTTIA Baglk Upland 1 01 07 1980 Qualifications Entered NZITTTTIA Baglk Upload 1 01 01 1940 QuamMeniona Entered MZ111111A EWK Upload 1 07 07 1960 Qualificationa Entered View Apprentices Acid Apprentice Fditing Apprentice Apprentice Dean Yates Centre Test Centre 1 System Number ACECOO6B6 Ihis record is cunrentiy read only as Mrs being edited by Masana lkeshima locked since 08 22am Q Stalus Pending certification Request rejected Entered 2012 09 26 Alison Bucknell Test Centre 1 2012 09 26 Apprentice uploaded batch process 8 2012 09 26 16 01 48 Pending certification 2012 09 27 Alison Bucknell Test Centre 1 2012 09 27 Apprentice status changed successfully 6 FRAMEWORKS 23 BACK TO CONTENTS It is important that you ensure that all the current frameworks you manage have been loaded onto ACE are accurate and kept up to date The development of any new frameworks or amendments made to existing ones is done via the Apprenticeship Framework Online system AFO K Apprenticeships o A Once a framework has been issued or re issued an automatic notification is sent to the ACE Support Team andra Apprentices Hejecien 1 Awaiting Carhiicaton 21 Payment Pending Lertihcabe Approned 30 mens Lognut They will ensure that any new frameworks are loaded View Frameworks onto ACE and that requ
20. ills which will in turn drive enterprise create jobs and deliver sustainable economic growth ACE is a web based system that is designed to enable access to training providers employers and apprentices to request Apprenticeship completion certificates FISSS sits in the middle of a hub and spoke model where SSC SSBs use ACE to e Receive requests for certificates from learning providers employers or apprentices e Review submitted requests and evidence provided and either approve or reject with appropriate reason s and certification requests e Print and issue Apprenticeship Completion Certificates providing that all of the current Apprenticeship framework requirements have been met It is unlikely that many individual apprentices will be directly requesting their completion certificate via ACE and they are more likely to do this via their training provider However the ACE system does facilitate apprentices applying directly for their own completion certificates NB Where an apprentice requests that a third party training provider employer or parent guardian apply for their completion certificate on their behalf they MUST give their authorisation for this to happen There is a specific Apprentice Declaration and Authorisation Form for this purpose can be found here http www acecerts co uk A copy must be completed amp signed then uploaded to ACE 3 BACK TO CONTENTS GETTING ACCESS TO ACE 4 BACK TO C
21. ing ihe website as intended If you are an Inlernel Explorer user please ensure you have lhe latest version Users of Inlernel Explorer T will find some display issues but not fundamental to the functionality ofthe site however we would recommend using Google Chrome or Firefox instead Proxy or Cached Version In order to speed up the loading of a website web browsers and proxies a system often used within organisations to manage all thelr users use a technique called Caching which takes a snapshot of the website and shows itto the user when they re visit it later This is beneficial for websites that dont often change however this can be a problem for our applicalion as il will show for example an apprentice s old stalus Ihus causing issues you are unsure about this setting please speak to your IT department Whitelist IT you expenence any issues accessing our application you may need to ask your H Deparment to whitelist the website address hitp iNacecerts co uk Fur more information or lo contact lhe ACE Supporl Team please e mail ace lisss ory or call 0844 573 2560 tessile 2 OVERVIEW Once you have logged in to ACE you will see this home screen with the following options 1 Centres View Add edit Centre information and View Submitted Centres these are Centres who have requested ACE access via online request form 2 Apprentices View Add or Bulk Upload apprentices search for and edit apprentice details 3
22. ired amendments are made Select al Deselect all to existing frameworks already available within ACE D Apprenticeship Name Reference Active i 1 203 Bus and Coach Engineering and Maintenance FR01462 FR01462 You can search and view frameworks by selecting the me Y 200 Engineering Manufacture Operator and Semi shailled FR00791 l FR00791 af Frameworks Tab 201 Healih Healihcare Suppl Sendces FROST FROIdA7 af 199 Health informatics FROSTS issue 5 FR01575 e SEARCHING FOR A FRAMEWORK ZU Retail FROTSZ8 FHUT328 fae If you need to search for a particular framework 197 Supporting Teaching and Leaming in Schools BP BP 311 all click on the small magnifying glass on the bottom 150 Tester 004 df left of the table and use the drop down to search 4 10 M 4 Page 1 off PI Displaying 1to7 of7 items by Name or ID 1 Contact Us Users Organisation details 6 FRAMEWORKS 24 BACK TO CONTENTS e VIEWING A FRAMEWORK The Frameworks Tab allows you to view all available frameworks Double click on any framework to open and check the name level pathways evidence and N qualifications skills that have been set This can be SS Apprenticeships done by selecting any of the tabs and updating the 2 information held Note within each pathway Centres Apprentices ejected 1 Awaiting Certification 31 Payment Pending 2 Certicata Approved 30 Frameworks Logout you need to click on the Edit Bu
23. k requirements or information is missing Cenes Apprentoes Hejeetea tni Awarina Cereneaton 221 Payment Pending 2 eruneate Aoproveg tza Frameworks You will need to list all reasons for rejection View Apprentices Editing Apprentice Apprentice Curtis Lima Centre Test Centre 1 System Number ACFOOO 7 1F Select the Reject button and a dialogue box will open where you should leave a comment as to why the request has been rejected Once you have provided feedback scroll down using the scroll on the dialogue box to select the reject request button Saws Pending certification Arejection notification will be added to the Apprentice s record on the Status Tab G and an e mail will be automatically sent to the appropriate Centre Administrator An email also goes to the User who submitted the claim for approval It is now the Centre s responsibility to review the learner record amend and resubmit the certification request The Apprentice record will then re appear in the Pending Certification Tab Update item Your comments Place your cursor in this box and start typing to add your reason for rejection in this box Use the scroll bar and also select a reason for rejection Select reasons for rejection E FRR evidence missing EO Competence qualification evidence missing O Knowledge qualification evidence missing O Evidence submission not dear needs to be resent DU CY not included E
24. lter the list view of all your registered Centres by either e Sorting alphabetically by Centre name do this by clicking the Centre Name 3 column header and the view changes sorted either A Z or Z A e Using the search facility click the magnifying glass icon and in the field that appears type the name of the Centre you want to find and then press Enter Key on your keyboard to start the search Matching results will then be displayed e You can change the number of records you can see on screen at one time by choosing from the drop down box between 10 50 records You can also page through the list if there are too many to view on one screen To edit details e Double click on the Centre that needs to be updated e Amend the appropriate details and select Update Item before navigating away from the page D Cons Apprentices Rejected 1 Awaiting Certification 30 Payment Pending 2 Certificate Approved 20 Frameworks 2 View Centres Add Centre SelectAll DeSelect All D Cente Name 59 Test Centre i 60 Test Centre 2 61 Tesl Centre 3 63 Ellesmere Port Training 69 People ist Test 4 L 6 N 4 Page 1 of1 H gt Active Castle df View Submitted Centres 4 Related Body Castle Gaslle Castle Castle Displaying 1 to 5 of 5 items Notes Submitted 2012 Apr 18 13 30 12 BACK TO CONTENTS Y Apprenticeships 2 Logout 4 CENTRES
25. more by scrolling through the various pages of your Apprentice list but each export command will create a separate Excel CSV file 16 BACK TO CONTENTS Y Apprenticeships yw View Apprentices Centre Framework Status Reference number Keyword Di Date of Hirth fram Date of Birth tn Hegistration Date from Registration Date to Certification Date from Certification Date to SelectAl DeSciectAl Show deleted 4 Printviow 4 Export all Active NI Number Forename Sumame DOB a Days Elapsed Reje WMAIZ3456H Jean Foster Gordon Wright 10 03 1993 Test Centre 1 01 12 1993 Test Centre 1 AB123456C Catherine LI AB123455C Josh Plaza AR NN bb 5 Displaying 1 to 15 of 204 items Top Contact Us Users Organisation details 5 APPRENTICES HOW TO 5 4 MANAGE APPRENTICES AWAITING CERTIFICATION also referred to as Pending Certification The Awaiting Certification Tab allows you to view all of the Apprentices that are awaiting certification The number in brackets on the tab indicates the number of Apprentices that are currently in this category Awaiting Certification means that the Apprentice record has been updated with a framework completion date and that all of the required evidence for their selected framework has been uploaded The learner status has been changed from Entered to Pending Certification by the submitting Centre and is ready f
26. n ramens rovere TIR can be applied You can also print out the downloaded information Cenlre Framework halon Reference mumher OD CC Date of Birth from Date of Birth to Entered Date from Entered Date fra J Certification Date from Certification Date ta Historical Reports Choose a desired report Start Date from End Date to Tep ContactUs Users Organisation details O 5 8 ACE OPERATIONAL SUPPORT 26 BACK TO CONTENTS If you experience problems while using the system the ACE support team are available to help Telephone 0844 573 2560 E mail ace fisss org Apprenticeship Certificates England
27. ng Certification 30 Payment Pending 2 Cerine Approves 20 Frameworks View Active e 4 amp 4 amp 4 4 amp 4 amp amp LR EE amp amp G L Ci entices NI Number AHT2 24560 AB123456C AB123450C AD1234560C AB1234560C AB452346B AB123456C AB123456C AD1234560C AB123456C AB123456C AR1T243456C HI 12 3456 C AD123456C AB123456C 15 M 4 z SelectAll DeSelectAll Certificate print Forename Sukhjinder Marlo Danny Craig Martel Jorden Sarah Ryan Michael Jack Nathan Harry Marcus Debbie Steven Maric Page 1 Sumame Kerr Watson Powell Wright Dhanda Smith Singh lubal Weekes Burms Gabbitus Singh omit acho eld Kinsley rH 3 Top Contact Us Users Organisation details DOB 27 02 1995 04 01 1995 41 11 1994 02 02 1993 12 09 1993 25 11 1989 04 09 1993 25 06 1993 00 06 1993 02 04 1991 04 08 1988 24 10 1997 01 04 1994 02 02 1999 26 01 1984 Cenlre fest Centre 1 Test Centre 1 Test Centre 1 Test Centre 1 Test Centre 1 Test Centre 1 Test Centre 1 Tesl Gente 1 Test Centre 1 Test Centre 1 Test Centre 1 Test Centre 1 Tesl Centre 1 Test Centre 1 Test Centre 1 Displaying 1 to 15 of 30 items Framework Level Engineenng Manufacture Operator ar Intermediate Engineering Manufacture Operator ar Intermediate Retail FR01328 Intermediate Engineering Manufacture Operator ar Intermediate Bus an
28. or you to review and approve reject for certification REMEMBER Apprentice status shows on ACE as Pending Certification This is the same as Awaiting Certification In this view the Days Elapsed column displays the number of working days since the apprentice record changed status from Entered to Pending Certification Regulations state that a Certification Body must review and make a decision on a claim within 10 days even if this is not to approve but to reject or move to Payment Pending Centres Apprentices Rejected 1 iii Cercato 20 Payment Pending 2 Certificate Approved 30 Frameworks View Apprentices Inbox Seled AI DeSelect Al Active 4 4444 64 LR amp amp Top HI Number AB1234560 AB1234590G AD123456C JJ635647A AB123456C AB123456C AHT244N6C AB1244590G AB123456G AB123450C 10 Ra Contact Us Users Forename Anees Ifran Dean Helen Kristofer Howard Samuel Harry Hasina Sean Michael Ryan Bradley Page 1 nta Sumame Simpson Bell Yates Smith Noname Brookes Lees singh Sierra Wareham rr Organisation details DOB 14 12 1993 30 01 1995 20 06 1995 24 03 1991 02 04 1991 10 10 1994 14 112 1995 19 06 1995 26 06 1993 13 02 1995 Centre Tesl Cente 1 Test Centre 1 Test Centre 1 Test Centre Test Contra 1 Test Centre 1 est Cente 1 Test Cente 1 Tesl Gente 1 T
29. tificate FISSS is the Certifying Authority for Apprenticeships in England as set out in the Apprenticeships Skills Children and Learning Act ASCL enacted in November 2010 The network of SSCs SSBs Certification Bodies act as nominated agents of FISSS to issue Apprenticeship completion certificates on their behalf Each certification body is authorised to issue Apprenticeship completion certificates for all the frameworks within their sectorial remit 1 LOGGING IN e Goto www acecerts co uk e Click on the Login Button which will take you to the login page e Enter your Username and Password e Click the Login Button to enter e Please refer to the technical guidance to make sure your system meets the ACE system requirements Green ticks are confirmation your system is compatible Red denotes incompatibility Should you have any problems logging in with your username and password please contact the relevant Certification Body Alternatively please contact the ACE Support Team Telephone 0844 573 2560 E mail ace fisss org REMEMBER Please be aware that the Username and Password are both case sensitive Keep all passwords in a safe place and do not reveal them to anyone ACE follows the history of each Apprentice by tracking login details If additional user accounts need to be added then the Admin User will be able to set up accounts for colleagues to access the system Appr
30. tton to check all of View Frameworks Editing Framework the qualifications that are available Framework Bus and Coach Engineering and Maintenance FRO1162 Reference FRO14162 e EDITING OR DEACTIVATING A FRAMEWORK To edit or deactive a Framework you will need to Basle information contact the ACE Support Team with details of the Edit Framework Detalls framework and the changes required pace I Name Bus and Coach Engineering and Maintenance FRO1462 Telephone 0844 573 2560 Notes Issue Number 2 _ TBR 01 04 2014 E mail ace fisss or ar Level 3 Reference FRO1462 Top Conto amp Us Users Organisation details REMEMBER If you have any old blueprint frameworks that need to be available within ACE then a current copy must be sent to the ACE Support Team to ensure that it is uploaded and made available within your profile 7 REPORTS 25 BACK TO CONTENTS At the bottom of the ACE home page you will see the Organisation Details tab This is where you can access reports from ACE regarding Apprentices e Click on the Reports tab and use the drop down S Apprenticeships menus to select the information you would like detailed A in the report Centres Apprenties Rejected i Logout Editing Body e Click Download Report and this will open a CSV file for you to download This can be opened in Excel Body Castle Body code CAS ucraina ee saseimomavo
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