february 2012 access to he diploma guidance on registering learners and awarding the diploma

February 2012

Access to HE DiplomaGuidance on registering learners and awarding the Diploma

Access to HE DiplomaAccess to HE Diploma

Any amendments to the Access to HE Diploma courses should only be made in consultation with the following OCN staff:

Director of Business Development and Access to HE Wendy Marshall [email protected]

Access to HE Support OfficerLara Edwards [email protected]

Access LearnerAccess LearnerRegistration FormRegistration Form

The Learner Registration Form (LRF) has three tabs:

Instr

Ethnicity, Employment and Ability codes etc.

ProgRun

Start and End dates etc.

Learners

Learners details

LRF – ProgRun TabLRF – ProgRun Tab

Most of the information on this page of the LRF has been pre-printed

The yellow fields must be completed or the LRF will be returned to the centre unprocessed

LRF – ProgRun TabLRF – ProgRun Tab

All units listed will be attached to the cohort. Please check that all the units in the course are listed and contact OCN if there are any omissions

LRF - Learners TabLRF - Learners Tab

All the fields on this page are mandatory, with the exception of the ULN. If any data is missing the form will be returned unprocessed.

LRF - Learners TabLRF - Learners Tab

Gender, Ethnicity, Employment Status and Ability codes are on tab one (Instr) of the LRF

The fields requiring codes do have a drop-down facility to aid manual completion of the form

LRF - Instr TabLRF - Instr Tab

The fields requiring codes do have a drop-down facility to aid manual completion of the form

Access to HE DiplomaAccess to HE Diploma

The RAC is in three parts:1. Summary Sheet2. Learner Achievement3. Data codes

The RAC is a protected Excel spreadsheet which only allows data entry into specific cells

The RAC can be completed and submitted to OCN in soft copy – although the summary sheet must still be printed and signedbefore any results are processed

Access RACAccess RACSummary SheetSummary Sheet

A copy of the signed Summary Sheet must be received at OCN before any awards are processed

The yellow fields must be completed or the RAC will be returned to the centre unprocessed

Access RAC Summary SheetAccess RAC Summary Sheet


This information is pre-printed from the information provided at registration


A minimum of two signatures are required to confirm the award of credit;

one of which must be theOCN Approved Access Moderator


This information is pre-printed

and cannot be amended

FAQFAQ

What happens if a learners name is spelt incorrectly?Check your RAC on receipt. If a name is spelt incorrectly email [email protected] with the correct spelling. An updated RAC will be sent to you.

If a replacement certificate is required because OCN were not notified in writing of a misspelling, the maximum replacement certificate fee of £50 could be charged.

mailto:[email protected]

FAQFAQ

What happens if a learner is missing from the RAC?Check your RAC on receipt. If a name is missing, please complete a learner registration form for that learner and email to [email protected]. An RAC specifically for that learner will be sent to you.



The “Destination” codes are:This a drop-down box from which only approved codes can be selected


Has the learner achieved an Access to HE Diploma pass?

This a drop-down boxfrom which only YES or NO can be selected


Enter here the total number of credits achieved by each learner

This must be done in pen on the hard copy; it is designed so the Moderator would complete this at

the time of signing.

Access RAC Learner AchievementAccess RAC Learner Achievement


This information ispre-printed and cannot be

amended.

What happens if a unit is missing?

Check your RAC on receipt. If a unit is missing please email [email protected] with details of what is missing. An updated RAC will be sent to you.

If the new unit has to be approved for use in the Access to HE Diploma, there may be a delay.




The record of achievement is selected from drop-down boxes.

There are differing selections for level two and level three units.

Only 60 credits can count towards the Diploma

minimum of 45 at level 3; maximum of 15 at level 2

Any credits achieved above the 60 will be awarded as Additional credits.

These are not graded.

They will be listed on a “Transcript of Additional Credits Achieved”



The available achievement for Level Two Units are:

P Pass

E RPL/Exempt

A Additional to the 60 credits available in the Diploma


The available achievementfor Level Three Units are:

P Pass

M Merit

D Distinction

A Additional to the 60 credits available in the Diploma

Y Achieved prior to Grading

E RPL/Exempt


The blue boxes at the top of the page add up the credit total for units included in the 60 allowed for the Access to HE Diploma.

The “Total” box will go Blue when 60 credits is achieved and Red if exceeded

The Level 2 box will go Red if the 15 credit limit is exceeded.

Key Points to Remember:Key Points to Remember:

• The Access to HE Diploma can only have 60 credits

• A minimum of 45 credits must be at Level Three

• A maximum of 15 credits can be at Level Two

• Level Two units are not graded

• Level Three units achieved after September 2009 are graded aseither Pass, Merit or Distinction

• Level Three units achieved Prior to September 2009 and Gradingmust be indicated on the RAC with a “Y”


• If a learners achievement exceeds 60 credits, theadditional units must be indicated on the RAC with an “A”

• If a learner achieves more than 15 credits at level TwoThe additional units must be indicated on the RAC with an “A”

• Units achieved through APL or Exempt units must be indicatedon the RAC with an “E”

• APL and Exempt units at Level Three are only permitted if stated in the Rules of Combination for that course

• APL and Exempt units at Level Three are not graded and can onlybe achieved as a Pass


• The form must include Destination codes for all learners

• The form must be checked and countersigned by the OCN approved Moderator/Verifier for Access / Access to HE Diploma

• Completed RAC forms must be sent to OCN electronically

• RACs will not be processed until the original, signed copy of the form is received at OCN

• GCSE Equivalence and Diploma Certificates that depend on the award of GCSE Equivalence units may be delayed until the appropriate panels have agreed the GCSE Equivalence Awards

CertificatesCertificates

Full Access to HE Diploma Pass

Transcript of Achievement for the Access to HE Diploma (graded)

Learners who achieve 60 credits and meet theRules of Combination will receive:

Transcript of Additional Achievement (ungraded)

For any achievement over the 60 credits, they will also receive:

Learners who do not meet the Rules of Combination, or who have not achieved 60 credits, will receive:

CertificatesCertificates

Award of Credit for Partial Completion (graded)

Learners who do not meet the Rules of Combination for the specified pathway will be tested against the Rules of Combination for Combined Studies, if available.

What happens if none of the learners have achieved?Please write “NO ACHIEVEMENT” across the Summary Sheet.

Destination Codes MUST be provided regardless of achievement

The Course Tutor and OCN approved Access Moderator must print, sign and date to confirm that they have sampled the work and agree there has been no achievement.

FAQFAQ

What happens if a mistake is made on the RAC?

Please amend the RAC clearly and resubmit

All original certificates must be returned to OCN with the RAC

The Course Tutor and OCN approved Access Moderator must print, sign and date to confirm that they agree the amendment

FAQFAQ

What happens if a learners name is misspelt?

Please complete a Replacement Certificate Form

All original certificates must be returned to OCN with the RAC

FAQFAQ

What happens if a learner needs more time?

FAQFAQ

To extend the learning agreement, please complete an NR Form

The OCN approved Access Moderator must print, sign and date to confirm that they agree the extension

Registrations & Awards Team

Registrations and Awards Manager(s):

Stella Bawden and Eva Campo

[email protected]

Registrations and Awards Officers:

Michele Moore and Christine Wonnacott

[email protected]

OCN Eastern RegionJohn Tabor BuildingUniversity of EssexColchester CO4 3SQ Tel: 01206 873023 Fax: 01206 873956

february 2012 access to he diploma guidance on registering learners and awarding the diploma

Documents

diplomathe rac

updated rac

specific cellsthe rac

signed summary sheet

approved codes

ability codes

learners tabgender

registering learners