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24 August 2015
Provider Data Standards
This document is classified as Protect in accordance with the Information Sensitivity Procedure.
Provider Data Standards
06 May 2015 Document Classification: Protect
DocConfi DocDraft DocTitle Provider Data Standards DocumentSubtitle DocDate 06 May 2015 DocClient Title Footer/DocVersion ~PreBodyHeader Provider Data Standards ~ExecHeader Provider Data Standards ~DocHeader Provider Data Standards ~SecHeader Provider Data Standards ~AppHeader Provider Data Standards HeaderType Title DocCopyRight DocReference ProtectionMarking Document Classification: Protect ~TitleFooterRefProtection This document is classified as Protect in accordance with the Information Sensitivity Procedure.
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Contact Details Course Directory Provider Portal Support Team for SFA-funded providers
T: 0844 811 5073
Course Directory Provider Portal Support Team for EFA-funded only
providers
0844 811 5028
T: 0844 811 5028
Contact Address St Mary’s Court, 55 St Mary’s Road, Sheffield S2 4AN
T: 0114 281 6100
Kings Orchard, One Queen Street, Bristol, BS2 0HQ
T: 0845 123 6001
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Contents
1. INTRODUCTION 1
2. GENERAL GUIDELINES 3
3. PROVIDER INFORMATION FIELDS 9
3.1. Provider Name 9
3.2. Provider Alias 10
3.3. Admin Addresses 11
3.4. Provider Email 13
3.5. Provider Website 13
3.6. Provider Phone Number 14
3.7. Provider Fax Number 15
3.8. 24 + Loans Provider 16
4. COURSE INFORMATION FIELDS 17
4.1. Learning Aim Reference 17
4.2. Provider Course Title 18
4.3. Provider Course ID 20
4.4. Course Summary 20
4.5. Course URL 22
4.6. Course Booking URL 23
4.7. Course Entry Requirements 23
4.8. Tariff Required 24
4.9. Assessment Method 25
4.10. Equipment Required 25
4.11. Qualification Type 26
4.12. Qualification Title 32
4.13. Qualification Level 34
4.14. Awarding/Accreditation Organisation 35
4.15. Subject Classification (LDCS1-5) 35
5. OPPORTUNITY FIELD GUIDELINES 37
5.1. Funding Code 37
5.2. Provider Opportunity ID 38
5.3. Study Mode 39
5.4. Attendance Mode 40
5.5. Attendance Pattern 41
5.6. Venue 43
5.7. Region 43
5.8. Exact Duration 44
5.9. Duration Value 44
5.10. Duration Unit 45
5.11. Duration Description 46
5.12. Start Date 47
5.13. Start Month 48
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5.14. End Date 49
5.15. Start Date Description 49
5.16. Timetable 50
5.17. Price 51
5.18. Price Description 52
5.19. Language of Instruction 53
5.20. Language of Assessment 53
5.21. Places Available 54
5.22. Apply from Date 55
5.23. Apply until Date 56
5.24. Apply until Description 57
5.25. Application accepted throughout the year 57
5.26. Enquire to 58
5.27. Apply to 58
5.28. Opportunity URL 59
5.29. Offered by 59
5.30. Display Name 60
5.31. Both Searchable 60
6. VENUE GUIDELINES 61
6.1. Provider Venue ID 61
6.2. Venue Name 61
6.3. Venue Address 62
6.4. Venue Email Address 63
6.5. Venue Website 63
6.6. Venue Telephone Number 64
6.7. Venue Facilities 64
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1. INTRODUCTION
This Manual is a set of guidelines recommended for use by all those contributing data for all types of courses and
opportunities to the Course Directory. This includes face to face opportunities, distance learning, online and
flexible learning. The Manual identifies mandatory and desirable data needed by the Course Directory and
recommends standards for those fields.
In order for advisers and public facing learner website users to be able to search the database effectively and for
help lines to provide an efficient and accurate service to callers, the following fields must be completed.
Provider course title (section 4.2)
Course Summary (section 4.4)
Course URL (4.5)
Course Entry Requirements (4.7)
Subject classification (course type 3 need to have these inputted) (section 4.14)
A10 (section 5.1)
Study mode (section 5.3)
Attendance mode (section 5.4)
Attendance pattern (section 5.5)
Duration details (section 5.7 and 5.8)
Start details (section 5.9, 5.10 and 5.12)
End date (if a duration element is not completed; section 5.11)
Price details (section 5.14 and 5.15)
Where there is a fixed venue:
Venue Address 1, Town and Postcode (section 6.3)
Where the course leads to a qualification:
Qualification type (course types 2 and 3 need to have these inputted) (section 4.11)
Awarding organisation name (course types 2 and 3 need to have these inputted if applicable) (section 4.13)
The remainder of the fields should be completed if information is available, but it is appreciated that this may not
always be possible.
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Section 2 of the manual gives general guidelines to standards for all fields; Sections 3, 4, 5 and 6 suggest advice
and recommendation for each field. There are examples to help with the completion of data entry. For each field
there is an indication of field length, field type (numeric, alphanumeric etc.) and field status (mandatory, desirable
or optional).
The validation rules for each field, showing the application responses to invalid data, are also set out in table
format. Included are the internal System ID for each rule, the Rule Type, and the Error Message displayed to
the user in the portal. A Warning error type indicates that inputted data will be accepted as valid, but that the data
may be incorrect; an Error or JavaScript error type indicates either missing mandatory data or that inputted data
will be rejected or restricted.
For the purposes of this document:
A course represents the topic(s) being taught, and may or may not lead to a qualification or certificate at
the end. It is independent of when, where or how it will be taught, but is specific to one provider (whereas
any qualification achieved at the end may be used by many courses, organised by many providers).
An opportunity represents when, where and how the course will be taught.
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2. GENERAL GUIDELINES
a. Every field can be categorised as being either:
Mandatory: The field must be completed or the entry cannot be submitted.
Desirable: The field is not mandatory, but should be completed if the information is available.
Optional: The field is not mandatory, but can be completed if the provider chooses to.
As a general rule the more information you add, the more information that will be available on the NCS
website for users to view.
The below lists show the mandatory fields as of 24/06/2015 and is subject to change
Manual data entry
Provider Venue Course with LAR Course without LAR Opportunities
UKPRN Venue Name Learning Aim Provider Course ID Provider Opportunity ID
Provider Type Address 1 Provider Course Title Summary Funding Code
Provider Name Town Summary Qualification Type Study Mode
Address 1 Post Code URL URL Attendance Mode
Town Entry Requirement Entry Requirement Attendance Pattern
Post Code Duration
Start Date
End Date
Price
Bulk Load
Please note that the Provider section is not Mandatory. If it is not populated, the details will come from the
Providers UKPRN.
Venue Course Opportunities
VENUE_ID* COURSE_ID* COURSE_ID*
VENUE_NAME* PROVIDER_COURSE_TITLE* VENUE_ID/REGION_NAME
ADDRESS_1* SUMMARY* PROVIDER_OPPORTUNITY_ID
TOWN* URL* STUDY_MODE*
POSTCODE* ENTRY_REQUIREMENTS* ATTENDANCE_MODE*
QUALIFICATION_TYPE* ATTENDANCE_PATTERN*
DURATION*
DURATION_UNITS*
DURATION_DESCRIPTION*
START_DATE*
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END_DATE*
START_DATE_DESCRIPTION*
PRICE*
PRICE_DESCRIPTION*
A10*
b. The cell reference given against Bulk Upload template cell reference: is the cell reference to look at
based on the ‘blank example with headers only’ file as found on the ‘Detailed Instructions for Bulk Load’
page.
c. The Bulk Load file requires 2 fields to be populated in order to link Courses to Opportunities
(COURSE_ID) and Opportunities to Venues (VENUE_ID).
i. COURSE_ID – Mandatory field and alphanumeric.
This is entered against each Course and must be a unique value. Duplicated
COURSE_ID are not permitted. The COURSE_ID entered in the Courses section should
be entered against at least 1 Opportunity in order to link Courses and Opportunities
together.
The value entered does not have to have any relevance to the Course other than as a
means to link Courses and Opportunities. Numbering your Courses from 1 onwards
would suffice as long as each Course has a unique COURSE_ID and the value entered
does not match a value used for VENUE_ID.
ii. VENUE_ID – Mandatory field and numeric only.
This is entered against each Venue and must be a unique value. Duplicated VENUE_ID
are not permitted. The VENUE_ID entered in the Venues section should be entered
against at least 1 Opportunity in order to link Venues and Opportunities together.
The value entered does not have to have any relevance to the Venue other than as a
means to link Venues and Opportunities. Numbering your Venues from 1 onwards would
suffice as long as each Venue has a unique VENUE_ID and the value entered does not
match a value used for COURSE_ID.
d. If you are not sure what information to input please read the contextual help text available next to each
field.
e. For help on subject classification please refer to Subject classification documents.
f. For help on the Course Directory Provider Portal application please refer to Provider Portal Help Guide.
g. Enter only information that is relevant to a particular field.
h. Provide as much information as possible whilst keeping information accurate and impersonal.
i. Use upper and lower case following normal grammatical rules except where specific field guidelines
dictate the use of upper case.
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j. The use of full stops at the end of fields is not recommended other than when following normal
grammatical rules.
Example: Do not put a full stop after phrases like ‘Biology GCE A-Level’ or ‘Ongoing’
k. Use English spelling for words rather than American.
Examples: ‘recognise’ not ‘recognize’ or ‘authorised’ not ‘authorized’
l. Use plain English and follow the standard grammatical rules especially for apostrophes.
Example: Diplomas not Diploma’s
m. Numbers should be entered numerically and not as full words. The preferred format for numbers is Arabic
(1, 2, 3) and not Roman (I, II, III). The exception to this is where qualification levels dictate a particular
style.
n. Invalid characters: Certain characters are not accepted when performing a bulk upload. For example;
^
_
¬
\
{
}
[
]
– (hyphens must be - )
` (apostrophes must be ’ )
If you have any comments for the current standards or if you have any suggestions please email us at
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Provider Fields:
PROVIDER_NAME
PROVIDER_ALIAS
ADMIN_ADDRESS_1
ADMIN_ADDRESS_2
ADMIN_TOWN
ADMIN_COUNTY
ADMIN_POSTCODE
ADMIN_EMAIL
ADMIN_WEBSITE
ADMIN_PHONE
ADMIN_FAX
Venue Fields:
VENUE_ID*
PROVIDER_VENUE_ID
VENUE_NAME*
ADDRESS_1*
ADDRESS_2
TOWN*
COUNTY
POSTCODE*
WEBSITE
PHONE
FAX
FACILITIES
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Course Fields:
COURSE_ID*
LAD_ID
PROVIDER_COURSE_TITLE*
SUMMARY*
PROVIDER_COURSE_ID
URL*
BOOKING_URL
ENTRY_REQUIREMENTS*
ASSESSMENT_METHOD
EQUIPMENT_REQUIRED
QUALIFICATION_TYPE*
QUALIFICATION_TITLE
AWARDING_ORG_NAME
QUALIFICATION_LEVEL
LDCS1
LDCS2
LDCS3
LDCS4
LDCS5
UCAS_TARIFF
Opportunity Fields:
COURSE_ID*
VENUE_ID/REGION_NAME
PROVIDER_OPPORTUNITY_ID
STUDY_MODE*
ATTENDANCE_MODE*
ATTENDANCE_PATTERN*
DURATION*
DURATION_UNITS*
DURATION_DESCRIPTION*
START_DATE*
END_DATE*
START_DATE_DESCRIPTION*
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TIMETABLE
PRICE*
PRICE_DESCRIPTION*
LANGUAGE_OF_INSTRUCTION
LANGUAGE_OF_ASSESSMENT
PLACES_AVAILABLE
APPLY_FROM
APPLY_UNTIL
APPLY_UNTIL_DESC
APPLY_THROUGHOUT_YEAR
ENQUIRE_TO
APPLY_TO
URL
A10*
OFFERED_BY
DISPLAY_NAME
BOTH_SEACHABLE
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3. PROVIDER INFORMATION FIELDS
In many cases these fields will not need to be changed, with the details held being taken from the UKRLP.
However if you feel that the details held are incorrect, please contact your support team (see the start of this
document for details).
3.1. Provider Name
Character limit: 100 characters
Bulk Upload template cell reference: A2
Type: Alphanumeric
Validation:
System ID Error Type Error Message
8 Error This organisation name already exists on the database, please contact ***NOTIFICATION_CONTACT*** if you need any help
119 Warning Invalid characters found, please check the text entered. Also, please be aware that HTML tags (e.g. <BR/>) will be shown as plain text on the website, and should not be used.
Status: Optional
Description: The name of the provider that offers the course. This may differ from the legal or trading name
which is referred from the UKRLP.
Content and examples: If this field is left unchanged or deleted, the UKRLP referred trading name will be
displayed on the public facing learner website. If there is no trading name, the legal name will be used.
For further information please refer to the UKRLP website - https://www.ukrlp.co.uk/
Examples:
UKRLP referred Legal Name: Thinkmore Plc
UKRLP referred Trading Name: The Thinkmore College of Further Education
Provider Name: Thinkmore College
Public facing learner website display name: Thinkmore College
UKRLP referred Legal name: Turlington College Group Ltd
UKRLP referred Trading Name: *Blank* - field is empty
Provider name: Turlington College
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Public facing learner website display name: Turlington College
UKRLP referred Legal Name: Lacoler Training College Ltd
UKRLP referred Trading Name: Lacoler College
Provider Name: *Blank* - field is empty
Public facing learner website display name: Lacoler College
UKRLP referred Legal Name: The Splendid College of Excellence, London
UKRLP referred Trading Name: *Blank* - field is empty
Provider Name: *Blank* - field is empty
Public facing learner website display name: The Splendid College of Excellence, London
3.2. Provider Alias
Character limit: 100 characters
Bulk Upload template cell to populate: B2
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
121 Error This field cannot be a number
n/a JavaScript Character exceeds size limit:100
Status: Optional
Description: An alternative Name that the provider wishes to also be known by.
Content and examples: Both the ‘Provider name’ and ‘Provider Alias’ will be used to identify the provider when a
search is performed on the public facing learner website.
Please note: Only the name chosen for the ‘Provider name’ (please see section 3.1) will be displayed to
the user, not the ‘Provider Alias’.
Examples:
Provider Name: Sandmark College of Excellence
Provider Alias: SCE
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Public facing learner website: If a user searches for 'Sandmark College of Excellence', 'SCE' or just
'Sandmark', this provider would be returned in the results. When the provider's details are displayed, the
provider name shown would be: Sandmark College of Excellence
3.3. Admin Addresses
Character limit: 5 x 40, 1 x 8
Bulk Upload template cell to populate: C2, D2, E2, F2, G2
Type: Custom
Validation:
Field Name System ID Error Type Error Message
Postcode 9 Error The postcode entered is invalid. If you are sure that you have entered a legitimate postcode but it is not being accepted by the system, it is likely that it is not on Royal Mail yet. Please contact ***NOTIFICATION_CONTACT*** for help
Country 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Postcode 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
County 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Town 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Address 1 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Postcode n/a Error We could not find the postcode you have entered. Postcodes must be entered with a space – e.g. SW1A 1AA. If you believe that your postcode is correct and are still receiving this error, please contact the service desk on 0870 267 0001 or [email protected]
Status: Optional
Description: The address for administrative enquiries for the provider.
Content and examples: If this is filled in, address line 1, Town and Postcode are mandatory and must be
completed. Please enter postcodes with a space.
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If this field is left unchanged or deleted, the UKRLP referred legal address will be displayed on the public facing
learner website.
Please note: If filled in this is the address that will be used on the public facing learner website.
Examples:
UKRLP referred Legal Address:
124 Silk Street
Barbican
City of London
LONDON EC2Y 9JU
Admin Address:
85 Addington Grove
Lewisham
LONDON
SE20 3JG
Public facing learner website display address:
85 Addington Grove
Lewisham
LONDON
SE20 3JG
UKRLP referred Legal Address:
Manchester Road
Clifton
Swinton
MANCHESTER
M25 9UE
Admin Address:
*Blank* - field is empty
Public facing learner website display address:
Manchester Road
Clifton
Swinton
MANCHESTER
M25 9UE
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3.4. Provider Email
Character limit: 255 characters
Bulk Upload template cell to populate: H2
Type: Alphanumeric
Validation:
System ID Error Type Error Message
3 Error Your email address is incorrectly formatted, please check and re enter
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: The email address of the provider, which is used for administrative enquiries.
Content and examples: Only one email address should be entered in this field. A personal email can be
inputted, but where possible a more general address would be advisable.
If this field is left unchanged or deleted, the UKRLP referred email address will be displayed on the public facing
website.
Please note: If filled in, this is the email address that will be used on the public facing learner website.
Examples:
UKRLP referred email address: [email protected]
Email: [email protected]
Public facing learner website display email address: [email protected]
UKRLP referred email address: [email protected]
Email: *Blank* - field is empty
Public facing learner website display email address: [email protected]
3.5. Provider Website
Character limit: 255 characters
Bulk Upload template cell to populate: I2
Type: Alphanumeric
Validation:
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System ID Error Type Error Message
53 Error Please check the URL provided has been entered correctly and is in the correct format.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: The home page of the main website of the provider.
Content and examples: It should include the full address, including the scheme part (e.g. http://).
If this field is left unchanged or deleted, the UKRLP referred email address will be displayed on the public facing
website.
Please note: If filled in, this is the URL that will be used on the public facing learner website.
3.6. Provider Phone Number
Character limit: 30 characters
Bulk Upload template cell to populate: J2
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: The main telephone number of the provider. Please use the UK standard format, not the
international standard.
Content and examples: Where possible, the field should be recorded as
STD Telephone number – ext. number
(3 or 4 or 5) – (4+4 or 3+4 or 6)
If this field is left unchanged or deleted, the UKRLP referred email address will be displayed on the public facing
website.
Please note: If filled in, this is the phone number that will be used on the public facing learner website.
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Examples:
01491 641887
0114 273 1523 ext287
3.7. Provider Fax Number
Character limit: 30 characters
Bulk Upload template cell to populate: K2
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: The main fax number of the provider
Content and examples: Where possible, the field should be recorded as
STD fax number
(3,4 or 5) – (3+4 or 6 or 4+4)
If this field is left unchanged or deleted, the UKRLP referred email address will be displayed on the public facing
website.
Please note: If filled in, this is the fax number that will be used on the public facing learner website.
Examples:
01443 502986
020 8969 9845
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3.8. 24 + Loans Provider
Character limit: N/A
Bulk Upload template cell to populate: N/A
Type: Checkbox
Status: Required
Description: Indicates whether the provider offers 24+ Loans. The checkbox is used to display a flag on the NCS
Course Search website which tells the user whether the provider offers 24+ loans.
EFA funded providers may not be expected to tick this checkbox.
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4. COURSE INFORMATION FIELDS
4.1. Learning Aim Reference
Character limit: 8 characters
Bulk Upload template cell reference: B6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
n/a JavaScript Please enter Learning Aim Reference
n/a JavaScript Please enter correct Learning Aim Reference
Status: Desirable
Description: The Learning aim reference unique ID links to various funding stream and will allow the Skills
Funding Agency and DfE to identify each learning aim.
For EFA funded Providers this will be known as the QAN ID
Content and examples: Using the Learning aim reference or QAN ID, referred data will be imported form the
Learning Aims Reference Service (LARS - https://hub.imservices.org.uk/Learning%20Aims/Pages/default.aspx);
there could be multiple instances of referred data.
Examples:
Learning aim reference: 50013841
Learning aim title/qualification: NVQ in Retail Financial Services
Learning aim reference: 288479
Learning aim title/qualification: Access to Higher Education Diploma: Business and Enterprise - Legtec
Training Limited
QAN reference: 10006758
QAN title/qualification: AQA Advanced Level Free-Standing Mathematics Qualification: Modelling with
Calculus
QAN reference: 50025776
QAN title/qualification: Certificate in Self Employment and Enterprise (QCF)
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4.2. Provider Course Title
Character limit: 255 characters
Bulk Upload template cell reference: C6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
11 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘External Awarded Qualification – Non – Accredited’ or ‘Course Provider Diploma/Certificate/Award (this must include an assessed element)’
12 Warning There is a potential discrepancy between the course title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: ‘NVQ’
13 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘GCE A/AS Level’
14 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Apprenticeship’
15 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘International Baccalaureate Diploma’
16 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘GCSE’
17 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Other regulated/accredited qualification’
18 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Other regulated/accredited qualification’
19 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Other regulated/accredited qualification’
20 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Access to
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Higher Education’
24 Warning There is a potential discrepancy between the course title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’
25 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’
26 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Foundation Degree’
27 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’
28 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’
29 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’
30 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Postgraduate Qualification’
31 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Postgraduate Qualification’
32 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Postgraduate Qualification’
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
n/a Error Provider Course Title is empty
Status: Mandatory
Description: The Provider’s title for the course.
Content and examples: This free text field is collected so that the provider clearly knows what provision they
have entered on the database and can identify each course easily.
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Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
Examples:
Type 1 Learning aim title/qualification: NVQ in Retail Financial Services
Provider course title: Retail Financial Services NVQ Level 2
Type 2 Learning aim title: Grade 5 - Dance
Provider course title: Dance Grade 5 International Dance Teachers' Association Ltd Certificate
Type 3 provider course title: Discovering the Beauty of the Amazon Rainforest Certificate of Attendance
4.3. Provider Course ID
Character limit: 50 characters
Bulk Upload template cell reference: E6
Type: Alphanumeric
Status: Mandatory
Description: An identifier for the course used by the provider.
Content and examples: This free text field is a code/ID specified by the provider. It assists a provider to identify
a particular record for updating purposes and enables potential students/delegated to refer accurately to a course
when contacting a provider. Should a provider not have an internal identifier, simply entering a numeric or alpha
value or even the subject would suffice.
Examples:
BIOL4968
ART01
HP-985-01
Maths
Science
4.4. Course Summary
Character limit: 2000 characters
Bulk Upload template cell reference: D6
Minimum number of characters: 200 characters
Type: Alphanumeric
Validation:
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System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Mandatory
Description: A clear but concise summary of the content of the course that may cover the information available
in prospectuses.
Content and examples: This free text field is one of the most important. It is the only one to give potential
students details of what is actually covered in a course and will enable comparisons to be made from one course
to another.
An ideal Summary would contain a concise summary of the main aspects of content and be specific to the
course. It is advisable not to include information regarding the provider or venue.
The type of information recommended for this field includes:
What students/delegates will learn by studying the course
What topics are covered in the course
Any modules or units studied
What theoretical principles will be covered
Any practical exercises that may be involved
Whether the learning opportunity is wholly academic
Any information that is not relevant to other fields
Any progression information such as whether the opportunity can lead to a particular job or to another
course, if this is one of the principal features of the opportunity.
If the course is recognised for ‘continuing professional development’
Any other information which will allow the potential student to make an informed decision
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload.
Please see page 4 for details
Please note: If it exceeds the length recommended, the data will be automatically reduced
Examples:
Provider course title: Archaeology Introduction
Summary: This course is a starting point for students who wish to major in history, art, archaeology or
anthropology. It explores how objects can be uncovered and studied to help scientists and scholars
reconstruct societies, cultures, ceremonies and histories of peoples and civilizations. Students study
methods and tools used by archaeologists to discover remains and objects and how to piece them into a
historical setting. Archaeologists can focus their study on any area of the world, time period or animal,
human or sea life.
Provider course title: Grow it your own way
Summary: This course will start you off on the basics of growing and harvesting your own vegetables in
your own back garden. You will cover all stages of growing vegetables starting from how to sow seeds,
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what to do after germination, Potting up seedlings, aftercare, and harvesting. This course also includes
topics such as soil types and how to choose the best location for planting seeds, as well as protecting
young plants from ground frost and insect/animal attacks. You will also deal with when best to start
sowing your favourite vegetables. On the last day we will harvest some vegetables and cook up a super
fresh lunch and you will be given your own herb kit to start off your window sill herb garden.
4.5. Course URL
Character limit: 255 characters
Bulk Upload template cell reference: F6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
53 Error Please check the URL provided has been entered correctly and it is in the correct format.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Mandatory
Description: A URL containing more information about the course
Content and examples: It should include the full address, including the scheme part (e.g. http://).
This free text field should be completed with a URL which links directly to the course on the provider’s website
This may be a URL for the prospectus or general website should a specific course page not be available.
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4.6. Course Booking URL
Character limit: 255 characters
Bulk Upload template cell reference: G6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
53 Error Please check the URL provided has been entered correctly and it is in the correct format.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: A URL to book a course
Content and examples: It should include the full address, including the scheme part (e.g. http://).
This free text field should be completed if there is a particular URL which links directly to a page on the provider’s
website, which allows a potential student to book this course.
Please note: This field may not be applicable to all Providers.
4.7. Course Entry Requirements
Character limit: 4000 characters
Bulk Upload template cell reference: H6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Mandatory
Description: The requirements for a learner which are necessary before the course can be taken.
Content and examples: The type of information recommended for this free text field includes
Experience needed
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Age restrictions
Academic level considered necessary
Specific qualifications required
Any other requirement such as ‘driving licence’
If the course is principally aimed at one particular target group such as school leavers, women,
students with learning difficulties, unemployed etc.
Examples:
A course in Physics GCE A level
Entry requirements: Students should have 5 GCSEs grades A* to C at least grade C in GCSE Science.
Due to the mathematical content of the course a grade C in Mathematics is preferred.
A course in Selling fine wines
Entry requirements: No formal entry requirements are needed; however a successful candidate must
either work in the industry or demonstrate a keen interest in this subject.
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
4.8. Tariff Required
Character limit: 11 characters
Bulk Upload template cell reference: T6
Type: Numeric
Status: Desirable
Description: The UCAS tariff required in order to be considered for the course. This may not be relevant for all
Courses or Providers.
Content and examples:
The UCAS Tariff is the system used for allocating points to qualifications used for entry into higher education.
This field only needs to be completed for undergraduate courses, i.e. if qualification type is one of the following:
HNC/HND/Higher Education Awards
Foundation Degree
Undergraduate Qualification
Examples:
Provider course title: Veterinary Nursing Foundation Degree
Tariff required: 80
Provider course title: Art and Design BA hons
Tariff required: 120
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4.9. Assessment Method
Character limit: 4000 characters
Bulk Upload template cell reference: I6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
Status: Optional
Description: The description of the arrangements for documenting the learner’s knowledge, skills and
understanding. It should record the type of assessment method used for the qualification awarded.
Content and examples: This free text field gives the providers the opportunity to specify how students are
assessed. Not all Courses will have a specific assessment method. In this case the field could be left blank or
populated with ‘None’ or similar.
Examples:
Unit 1 – Personal Investigation; Practical unit with written elements in which students develop an idea,
issue, concept or theme leading to a finished piece of work. Unit 2 - Externally set Assignment. Students
select one question out of a choice of eight to use as a starting point. After preparation, students
complete 15 hours of unaided, supervised work leading to a finished piece or pieces.
Assessment is through written examination and coursework.
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
4.10. Equipment Required
Character limit: 4000 characters
Bulk Upload template cell reference: J6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g.<BR/>) will be shown as plain text on the website, and should not be used
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Status: Optional
Description: The equipment needed by the learner to undertake the course
Content and examples:
It is important that this information is recorded accurately in this free text field, especially in the case of computer
equipment where the specification may be crucial. Not all Courses will have specific equipment requirements. In
this case the field could be left blank or populated with ‘None’ or similar.
Examples:
Students need to bring their own art materials, including paint brushes, paints and at least 2 canvases.
All students need access to the internet to complete this course.
A PC using Windows XP or higher and with of Intel Core 2 Duo processor as a minimum
No specific equipment required
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
4.11. Qualification Type
Character limit: N/A
Bulk Upload template cell reference: K6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
10 Error This field is mandatory, please select the type of Qualification awarded at the end of the course.
33 Error ‘No Qualification’ cannot be selected if the ‘Qualification Title’ field has been completed. Please select the correct qualification type.
Status: Mandatory
Description: The type of Qualification awarded at the end of the course. It identifies a group of qualifications with
distinctive structural characteristics.
Content and examples:
Where the Learning Aim Reference is entered, and has a Qualification Type associated with it (Type 1 Course),
the Qualification Type does not need to be entered as it will be drawn from the Learning Aim Reference.
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Where the Learning Aim Reference is entered but it does not have an associated Qualification Type OR where
the Learning Aim Reference is not entered (Type 2 Course and Type 3 Course respectively), the Qualification
Type will need to be entered.
Not all Qualification Types will be relevant for all Providers, some may not offer Courses resulting in ‘No
Qualification’.
The options are as follows:
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
No Qualification QT1
Certificate of Attendance QT2
Functional Skill QT3
Basic/Key Skill QT4
Course Provider Certificate(this must include an assessed element) QT5
External Awarded Qualification – Non-Accredited QT6
Other Regulated/Accredited Qualification QT7
GCSE or Equivalent QT8
Apprenticeship QT10
NVQ and Relevant Components QT11
International Baccalaureate Diploma QT12
GCE A/AS Level or Equivalent QT13
Access to Higher Education QT14
HNC/HND/Higher Education Awards QT15
Foundation Degree QT16
Undergraduate Qualification QT17
Postgraduate Qualification QT18
Scope notes:
General
1. A module or unit of a qualification should be given the same qualification type as the full qualification; for
example a GCE A Level module should be given the qualification type: GCE A/AS Level or equivalent
2. Codes which identify qualification titles (e.g. HNC/HND/Higher Education Awards, NVQ) take
precedence over those which identify awarding bodies (e.g. ‘External awarded qualification - non-
accredited’). More details are given in the notes for each code.
It is important to note that, as a result, qualifications from the same awarding/accreditation organisation
will not automatically be assigned to the same qualification type.
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Examples:
Edexcel GCE A Levels should be given the qualification type: ‘GCE A/AS Level or equivalent’,
whereas other Edexcel courses should be given the qualification type: ‘Other
regulated/accredited qualification’.
City & Guilds NVQs should be given the qualification type:’ NVQ and relevant components’,
City & Guilds Functional Skills courses should be given the qualification type:’ Functional Skill’
and City & Guilds QCF Level Certificates should be given the qualification type:’ other
regulated/accredited qualification
3. Courses should be assigned a qualification type by reference to the target qualification (i.e. the
qualification to be achieved at the end of the course), not the entry requirements.
Example:
Provider course title: Human Biology GCE A-Level
Entry requirements: Minimum of five GCSEs at grade C or above in appropriate subjects.
Successful GCE A level students would normally achieve a grade A or B in a Science GCSE
Qualification type: GCE A/AS Level or equivalent
Qualification title: GCE A Level in Human Biology
4. Courses should be assigned a qualification type based on receiving an actual qualification at the end of
the course.
Example:
Provider course title: Physics GCE A Level revision
Qualification type: No Qualification
Qualification title: *Blank* - field is empty
Qualification type notes:
No Qualification
This should be used for courses where no qualification is awarded as a result of undertaking the course.
These will always be type 3 courses.
Certificate of Attendance
This should be used for courses where a non-assessed certificate of attendance is awarded as a result of
undertaking the course. These will always be type 3 courses.
Functional Skill
These qualifications were developed as part of an initiative to improve the country's literacy, numeracy
and ICT skills. E.g. NCFE Level 1 Award in Functional Skills Mathematics.
Basic/Key Skill
Covers all adult literacy and numeracy courses (basic skills), as well as key Skills qualifications. These
refer to the skills that are commonly needed in a range of activities in education and training, work and life
in general e.g. WJEC Level 1 Key Skills in Working with Others
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Course Provider certificate (this must include an assessed element)
This should be used for courses where a certificate or other award is made by the course provider, not by
an external organisation. They must include an assessed element. These will always be type 3 courses.
External awarded qualification - non-accredited
This category covers a wide range, as it includes external awarding/accrediting Organisation qualification
types not covered in other categories. This applies to external non-accredited qualifications only; if the
certificate or other award is made by the organisation providing the course, ‘Course Provider certificate
(this must include an assessed element)’ should be used.
This category should include any non-accredited qualifications i.e. not found on the National Database of
Accredited Qualification (NDAQ):
http://www.accreditedqualifications.org.uk/AdvancedQualificationSearch.aspx
Examples:
NEBSM awards
First Aid awards from an external body
Amateur Swimming Association and other sports awards (including coaching awards)
MCSE (Microsoft Certified Systems Engineer)
CISCO Qualifications
Pitman Qualifications awards
National Proficiency Test Council (agriculture) awards including Pesticides
Approved codes of practice qualifications (ACOPs)
Health and Safety Executive qualifications (HSE)
Royal Yachting Association awards
Nursing awards (except degrees) not found on NDAQ
OCN awards not found on NDAQ
Music and Dance graded exams
Other regulated/accredited qualification
This category covers a wide range, as it includes external awarding/accrediting organisations and qualification
types not covered in other categories. This applies to external accredited qualifications only. This category covers
any ‘National Database of Accredited Qualifications’ qualifications not covered elsewhere. Including City & Guilds
and OCR qualifications i.e. found on the National Database of Accredited Qualification:
http://www.accreditedqualifications.org.uk/AdvancedQualificationSearch.aspx
Examples:
City & Guilds qualifications
OCR (formerly RSA) qualifications
Edexcel qualifications not covered elsewhere, e.g. Professional Development Awards, QCF level
qualifications, Entry Level Certificates etc.
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Nursing awards found on NDAQ
OCN awards found on NDAQ
NEBOSH
Vocationally Related Qualifications (VRQs)
Foundation Construction Awards (Level 1)
Intermediate Construction Awards (Level 2)
Advanced Construction Awards (Level 3)
Principal Learning qualifications
Higher Level Certificates
Occupational Qualifications e.g. EDI National Awards
National Certificates and Diplomas
First Certificates
GCSE or equivalent
Include GCSE (General Certificate of Secondary Education) from any awarding body. Any of the
‘Vocational GCSEs’ such as GCSE in Applied Art and Design (Double Award) should be included here.
Apprenticeship
Include Pre-Apprenticeships; Apprenticeships at level 2 and Advanced Apprenticeships at level 3.
National Traineeships if there is no qualification should also be given this type.
NVQ and relevant components
Include only accredited National Vocational Qualifications (NVQs) and their components. NVQs awarded
by City & Guilds or OCR should be included here. Also includes ITQs. National Traineeships with an NVQ
outcome should also be given this type.
International Baccalaureate Diploma
Covers International Baccalaureate Diplomas including other Baccalaureates like the AQA Baccalaureate
GCE A/AS Level or equivalent
Covers GCE A and AS levels awarded by any of the awarding bodies, together with any modules forming
part of a GCE and courses described as ‘A2’. Also includes any GCE A Level equivalent such as the
Advanced Extension Awards.
Access to Higher Education
Covers all courses designed to facilitate access to higher education for students with non-traditional entry
qualifications. This type is not for courses which just have the word ‘access’ in their title but are designed
to allow access to lower level further education courses (for example LCCI Vocational Access Certificate);
such courses should be given the qualification type: ‘Other regulated/accredited qualification’ or
‘External awarded qualification - non-accredited’, depending on whether they can be found on NDAQ,
or may have no qualification attached (in which case they should be given the qualification type No
Qualification). This category also includes Foundation Art and Design Awards from any
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awarding/validating body, designed to lead to degree course in the field of art and design. As well as
Premasters programmes designed for students who haven't met the standard entry requirements or
English language requirements to take a degree.
HNC/HND/Higher Education Awards
Include Higher National Certificates and Diplomas. Also include other higher education awards below the
level of a first degree made by universities or other higher education institutions, for example Certificate in
Higher Education (Cert HE), Diploma in Higher Education (Dip HE) and HE level 0 awards. Higher
Professional Diplomas should be included here.
Foundation Degree
These are higher education qualifications that combine academic study with work-based learning. These
awards are designed by Higher Education Institutions and Further Education Colleges. They are
designed in conjunction with employers to meet skills shortages at the higher technician and associate
professional levels. Includes Foundation Degree, FD, FdA, FdSc.
Undergraduate Qualification
Include BA, BSc, BScEcon, BEng, LLB etc; also university certificates or diplomas which form the first
part of a degree and are specifically designed to lead on to a full degree (e.g. foundation year of a
specific degree). Can also include Masters Degrees that come as part of a first degree (extended
degrees usually 4 years in duration). Courses that fit this group can be identified by entry requirements
(GCE A Levels). Includes Honours Degrees and those without Honours. This list of qualifications is not
exclusive.
Postgraduate Qualification
These are taught or research awards made by a Higher Education Institution (normally a university). They
include Masters Degrees (MA, MPhil, MSc, MSc(Econ)), Postgraduate Certificates and Diplomas,
Postgraduate Certificate in Education (PGCE), Professional Graduate Certificate in Education (PGCE),
PGCE Post Compulsory Education and Training (PCET) and Masters in Business Administration (MBA).
May also include ‘Higher Diploma’ if specifically stated to be Postgraduate. Includes doctorates, for
example, Doctor of Philosophy (PhD or DPhil), Doctor of Literature (DLitt), Doctor of Economics
(DSc(Econ)) and Doctor of Veterinary Medicine (DVM or DVetMed). Also includes Graduate Certificates
and Diplomas, the Post Qualifying Award in Social Work (PQSW) and Master Professional Diplomas.
Premasters qualifications which provide an entry route into a Masters (not master’s degree, these should
be given the type Access to Higher Education) or doctorate course if the student hasn’t graduated with
a Bachelor’s degree, or do not meet the entry criteria, can also be included here. This list of qualifications
is not exclusive.
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4.12. Qualification Title
Character limit: 255 characters
Bulk Upload template cell reference: L6
Type: Alphanumeric
Validation:
21 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'External Awarded Qualification - Non-Accredited' or 'Course Provider Diploma/Certificate/Award (this must include an assessed element)'
22 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'NVQ'
23 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'GCE A/AS Level'
38 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Apprenticeship'
39 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'International Baccalaureate Diploma
40 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'GCSE'
41 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Other regulated/accredited qualification'
42 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Other regulated/accredited qualification'
43 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Other regulated/accredited qualification'
44 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Access to Higher Education'
45 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'
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46 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'
47 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Foundation Degree'
48 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'
49 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'
50 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'
51 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Postgraduate Qualification'
52 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Postgraduate Qualification'
95 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Postgraduate Qualification'
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
132 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'HND/HNC/Higher Education Awards'
Status: Desirable
Description: A detailed title of the Qualification awarded at the end of the course.
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
Content and examples:
For type 1 courses (these are Courses with a Learning Aim Reference or QAN ID that has Qualifications
information associated), this will be the Learning Aims Reference equivalent of the qualification reference
authorities' actual title and the information will be taken from the Learning Aim Reference automatically.
For type 2 and 3 courses (these are Courses with a Learning Aim Reference or QAN ID that does not have
Qualifications information associated, or a Courses with no Learning Aim Reference or QAN ID), this free text
field should be inputted by the provider and where applicable include the following information:
Qualification name (e.g. Certificate, GCE A level, Diploma)
Course subject (e.g. Biology, Art, Plumbing)
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Level
The awarding/accrediting organization name or acronym if needed (e.g. City & Guilds, Microsoft, CISCO)
Examples:
Art and Design GCE A Level
CISCO Certified Network Associate
General Construction Operatives Skills Level 1 CG 6121 Certificate
4.13. Qualification Level
Character limit: N/A
Bulk Upload template cell reference: N6
Type: Alphanumeric
Status: Desirable
Description: This should reflect the recognised Qualifications and Credit Framework (QCF) level for a course.
For more information on QCF please see:
https://www.gov.uk/what-different-qualification-levels-mean/compare-different-qualification-levels
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
Entry Level LV0
Level 1 LV1
Level 2 LV2
Level 3 LV3
Level 4 LV4
Level 5 LV5
Level 6 LV6
Level 7 LV7
Level 8 LV8
Higher Level LV9
Unknown/Not applicable LVNA
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4.14. Awarding/Accreditation Organisation
Character limit: 150 characters
Bulk Upload template cell reference: M6
Type: Alphanumeric
Validation:
System ID Error Type Error Message
35 Warning You have selected qualification type ‘External Awarded Qualification – Non-Accredited’, but left the Awarding Body/Accreditation Body blank. Please enter the organisation name which awards/accredits this course. This is the important as it gives the student the ability to make an informed decision about their preference of course based on the Awarding Body/Accreditation Body which awards the qualification.
Status: Desirable unless qualification type selected is: External Awarding Body Qualifications
(Certificate/Diploma/Award) then mandatory
Description: The Name of the awarding organisation responsible for awarding the qualification or the
accreditation organisation which accredits the course. If it not known at the point of creating the course (either
manually or via bulk load), this field can be updated at any time.
Content and examples: For type 1 courses (these are Courses with a Learning Aim Reference or QAN ID that
has Qualifications information associated), this will be referred from the Learning Aims Reference.
For type 2 and 3 courses (these are Courses with a Learning Aim Reference or QAN ID that does not have
Qualifications information associated, or a Courses with no Learning Aim Reference or QAN ID), this free text
field should be inputted by the provider
Examples:
City & Guilds
Association of Accounting Technicians
CISCO
Edexcel Ltd
4.15. Subject Classification (LDCS1-5)
Character limit: N/A
Bulk Upload template cell reference: O6, P6, Q6, R6, S6
Type: Alphanumeric
Validation:
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System ID Error Type Error Message
37 Error You have entered the same subject classification twice for the same course. Please delete one
116 Error Invalid subject classification code: the subject classification code supplied is not found in the list of valid subject classification codes.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Mandatory
Description: A code used to classify the subject area of the course. May also be referred to Sector Subject Area
Tier.
Content and examples: Where a Learning Aims Reference has been entered, (Type 1 and Type 2 Courses) the
Subject Classification codes will be drawn from the LAR and therefore should not be entered.
Where a Learning Aims Reference is not or cannot be entered (Type 3 Course), these should be inputted by the
provider.
The classification codes should be listed in descending order of applicability, with the most applicable being
recorded as 'Subject Classification 1'. Up to 5 can be attached to each course.
Examples:
Provider course title: Anatomy and Physiology Level 4 Advanced Diploma
Subject classification 1: Anatomy (Human): RH.42
Subject classification 2: Physiology (Human): RH.43
Provider course title: Art History with a closer look at Asian and Art
Subject classification 1: Art History: JA.331
Subject classification 2: Asian Art: JA.76
Subject classification 2: Asian Art: JA.76
Provider course title: Hazard to the environment - getting rid of waste safely
Subject classification 1: Hazardous Waste Disposal: QE.42
Provider course title: AQA Advanced Level Free-Standing Mathematics Qualification: Modelling with
calculus
Subject classification 1: 02
Subject classification 2: 02.2
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5. OPPORTUNITY FIELD GUIDELINES
5.1. Funding Code
Character limit: N/A
Bulk Upload template cell reference: Z8
Type: Numeric
Validation:
System ID Error Type Error Message
92 Error If you select one or more of the options you cannot select not applicable
124 Error Please select the appropriate Funding code(s) for this course opportunity. If this is not relevant, please use ‘Not Applicable’,
Status: Mandatory
Description: Identifies the source of any Skills Funding Agency or Education Funding Agency funding for this
course. EFA funded only Providers should always use funding code 25
Content and examples: The options are as follows:
Description Using the Course Directory Portal
Using Bulk Upload
Not applicable N/A NA
Provision offered as part of Community Learning
10 10
DfE EFA 16-19 Funding 25 25
Adult Skills Funding 35 35
ESF provision which is co-funded by the Skills Funding Agency and is part of priority one
70 70
Other SFA funding model 81 81
Young People’s Learning Agency (YPLA) funded provision
82 82
Provision with a learning aim which is not funded by the Skills Funding Agency or EFA
99 99
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If you have multiple funding codes for a particular opportunity, select all that apply. For the bulk upload, separate
each funding code that applies with the “pipe” character: |
Examples:
Bulk upload:
If this opportunity is funded under DfE EFA 16-19 Funding – code 25 - and also Other SFA Funding
model – code 81, put the following in your spreadsheet:
25|81
If this opportunity is funded under Adult Skills Funding – code 35, put the following in your spreadsheet
35
If the opportunity is offered by a Provider who is EFA funded only, put the following in your spreadsheet
25
Course Directory Provider portal:
Tick the box for each funding code that applies. Providers who are EFA funded only should always tick
the box for 25
5.2. Provider Opportunity ID
Character limit: 255 characters
Bulk Upload template cell reference: C8
Type: Nnumeric
Status: Mandatory
Description: A provider identifier for the opportunity.
Content and examples: This free text field is a code/ID specified by the provider
It assists a provider to identify a particular record for updating purposes and enables potential students/delegates
to refer accurately to a course when contacting a provider. Should a provider not have an internal identifier,
simply entering a numeric or alpha value or even the subject would suffice.
Examples:
FT64
PT13E
PT13D
DM1
178
Maths
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5.3. Study Mode
Character limit: N/A
Bulk Upload template cell reference: D8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
80 Error Please select an appropriate study mode to continue. If the study mode is unspecified please select 'Not known'
96 Error If study mode is supplied as 'Full time' then attendance pattern should be:
Not known, Customised, Daytime / working hours, Day/Block release
Status: Mandatory
Description: The focus that the learner has on the learning opportunity, including duration of attendance and
private study.
Content and examples: If the course can be studied in more than one way e.g. full time and part time, an
additional opportunity should be created.
The accepted options are as follows:
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
Not Known SM5
Full time SM1
Part time SM2
Part of a full time programme SM3
Flexible SM4
Examples:
For an opportunity studied Monday to Friday 09.00 – 17.00 or in a School for example, you will need to
select ‘Full time’
A one year full NVQ course will be classified 'Full time'
For an opportunity that is studied a couple of hours a day/evening you will need to select ‘Part time’
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A yoga course taken in the evenings will be classified 'Part time'
A Biology GCE A level course studied at a sixth form will be classified Part of full-time programme
If a learner can study the opportunity at any time to suit them, this will be classified ‘Flexible’
If you are not sure what the study mode will be for this opportunity, you can select ‘Not known’
5.4. Attendance Mode
Character limit: N/A
Bulk Upload template cell reference: E8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
81 Error Please select an appropriate attendance mode to continue. If the attendance mode is unspecified please select ‘Not known’
83 Error The attendance mode selected must have a venue or region attached to it. Please select a venue or region form the list currently available or ‘add a new venue’ for this course opportunity
Status: Mandatory
Description: How the learner accesses the learning opportunity.
Content and examples: If the whole opportunity can be accessed in more than one way e.g. face-to-face and
online without attendance, an additional opportunity should be created.
If one opportunity has multiple attendance modes throughout its duration, please use 'mixed mode'
The accepted options are as follows:
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
Not Known AM9
Location/Campus AM1
Face-to-face (non campus) AM2
Work – based AM3
Mixed mode AM4
Distance with attendance AM5
Distance without attendance AM6
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Online with attendance AM7
Online without attendance AM8
Examples:
If an opportunity is delivered at specific location or venue, or the Provider is a School, please use
Location / campus
If an opportunity is delivered at a location such as an archaeological dig site or at a hired venue such as
hotel, you need to use ‘Face-to-face (non-campus)’
If an opportunity is an NVQ or apprenticeship or if it can be delivered at the workplace you need to use
‘Work-based’ venue
If an opportunity is delivered though a mixture of attendance modes e.g. the first term of the opportunity is
location based and the second term is online you can use this option
If an opportunity is delivered through distance learning, but the learner is required to attend certain
classes, you need to use ‘Distance with attendance’
If an opportunity is delivered through distance learning, where the learner doesn’t have to attend any
classes, you need to use ‘Distance without attendance’
If an opportunity is delivered online and the learner is required to attend certain classes, you need to use
‘Online with attendance’
If an opportunity is delivered entirely online ‘Online without attendance’
If you are not sure what attendance mode is appropriate for this opportunity, you can use ‘Not known’
5.5. Attendance Pattern
Character limit: N/A
Bulk Upload template cell reference: F8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
63 Warning Please check you have selected the correct Attendance Pattern as the timetable contains information about Saturday or Sunday or Weekend
82 Error Please select an appropriate attendance pattern to continue. If the attendance pattern is unspecified please select ‘Not known’.
97 Error If attendance mode is supplied as ‘Distance without attendance’ then the attendance pattern should be: Not known, Customised
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98 Error If attendance mode is supplied as ‘Online (without attendance)’ then the attendance pattern should be: Not known, Customised
Status: Mandatory
Description: How the learner's presence at a venue is structured.
Content and examples: If the learner’s presence can be structure in more than one way e.g. customised and
weekend, an additional opportunity should be created.
The accepted options are as follows:
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
Not Known AP7
Customised AP6
Daytime/working hours AP1
Day/Block release AP2
Evening AP3
Twilight AP4
Weekend AP5
Not applicable Not applicable
Examples:
If the attendance pattern can be organised to meet the learner's preferences you need to use
‘Customised’
If the opportunity is run between 09.00 and 17.00 or the Provider is a School for example, please use
‘Daytime / working hours’
If the learner is employed full time and attends set times during working hours of duration blocks the
opportunity will be classified ‘Day/Block release’
If the opportunity is run after 19.00 please use ‘Evening’
If the opportunity is starts between 16.00 and 18.00 and finishes before 19.00 please select ‘Twilight’
An opportunity run on a Saturday would be a ‘Weekend’ opportunity
If none of the options can be applied for a given opportunity please select ‘Not applicable’
If you are not sure what attendance pattern is applicable to the opportunity, can select ‘Not known’
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5.6. Venue
Character limit: 1 line of 35 characters (1 x 35)
Bulk Upload template cell reference: B8 (when a Venue is to be entered in place of a Region Name)
Type: Custom
Status: Desirable
Description: Identifier of where any physical learning will be taken. It should be the name of a fixed venue
recorded in section 6.2.
Content and examples: A venue does not need to be attached to an opportunity if the attendance mode is
distance or online without attendance.
The venue used should be recorded as stated in section 6
If the whole opportunity can be studied at more than one venue, an additional opportunity should be created.
If one opportunity has multiple venues throughout the duration of the opportunity, please use either the venue
where the majority of the opportunity is studied, or the one that should be attended first. Other venue details can
be recorded in the timetable.
Examples:
Netevolution College
St Katherine Campus
West Howard College - Children's Centre
5.7. Region
Character limit: 50 characters
Bulk Upload template cell reference: B8 (when a Region Name is to be entered in place of a fixed Venue)
Type: Alphanumeric
Status: Desirable
Description: This identifies the town, county or region associated with the opportunity - this is an alternative to
specifying a venue.
Content and examples: Towns, counties and regions are taken from a defined list. On the provider portal, simply
begin typing your town, county or region and then choose the best match from the list.
For bulk uploads, use a town, county or region from the defined list titled ‘Valid Regions for Bulk Upload’,
available here: https://coursedirectoryproviderportal.org.uk/Help
Examples:
'North West London', 'Cumbria', 'Reading', ' England'.
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5.8. Exact Duration
This is made up of two fields 'duration value' and 'duration unit', both have to be completed if this duration
element is used.
The exact duration of the course should be recorded where possible in terms of overall calendar length.
In the case of self-study and online opportunities, the field should record how long study of the particular materials
will take. This may be in terms of total hours or may state a particular length of time in terms of months or years.
5.9. Duration Value
Character limit: 12 characters
Bulk Upload template cell reference: G8
Type: Numeric
Validation:
System ID Error Type Error Message
55 Error Please enter the number of hours/days/weeks/years etc. in numeric order
75 Error The number of weeks you have entered exceeds the maximum value permitted. Please re check the value you have entered.
76 Error The number of months you have entered exceeds the maximum value permitted. Please re check the value you have entered.
77 Error The number of terms you have entered exceeds the maximum value permitted. Please re check the value you have entered.
78 Error The number of semesters you have entered exceeds the maximum value permitted. Please re check the value you have entered.
79 Error The number of years you have entered exceeds the maximum value permitted. Please re check the value you have entered.
88 Error Please enter an ‘exact duration’ and/or a ‘duration description’ and/or ‘start and end dates’ to continue.
91 Error Please enter the number of hours/days/weeks/months/terms/semesters/years in the number part of the duration.
118 Error Please enter a value that is 1 or above
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Status: Mandatory (if start and end date or duration description not completed)
Description: A value that is qualified by 'Duration value'
Content and examples: This field should record the whole number of hours, days, weeks, months, terms,
semesters or years it will take to complete this opportunity.
Examples:
For a 2 day opportunity, please enter ‘2’
For an 8 month opportunity or one offered covering the whole school year, please enter ‘8’.
5.10. Duration Unit
Character limit: N/A
Bulk Upload template cell reference: H8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
66 Error Please provide the appropriate duration unit (hours, days, weeks, months, terms, semesters or years) to go with the ‘duration’ you have supplied
Status: Mandatory (if start and end date or duration description not completed)
Description: A unit of time that qualifies 'Duration unit'
Content and examples: The appropriate unit your duration value is associated with.
The accepted options are as follows:
USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD
Hour(s) DU1
Day(s) DU2
Week(s) DU3
Month(s) DU4
Term(s) DU5
Semester(s) DU6
Year(s) DU7
Examples:
For a 2 day opportunity, please use:
Bulk upload: DU2
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Provider portal: ‘Day(s)’
For a 7 month opportunity, please enter
Bulk upload: DU4
Provider portal: ‘Month(s)’
5.11. Duration Description
Character limit: 150 characters
Bulk Upload template cell reference: I8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
88 Error Please enter an ‘exact duration’ and/or a ‘duration description’ and/or ‘start and end dates’ to continue.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Mandatory (if start and end date or exact duration not completed)
Description: Text description of how long the course takes.
Content and examples: This free text field can also be used to add extra information if exact duration has been
filled in.
Examples:
By arrangement
Self-paced
To suit the client
To suit the individual
Different durations available
Variable
To be confirmed
In special circumstances, this course duration can be extended beyond the exact duration stated
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5.12. Start Date
Bulk upload format: Date. 10 char, type standard for date, CCYY-MM-DD
Bulk Upload template cell reference: J8 (when a Start Month is not entered)
Course Directory Provider portal format: Date. 9 char, type standard for date, DD-MMM-YY
Validation:
System ID Error Type Error Message
56 Error There has been an error recording your course start details, please complete either a 'start date' or 'start month' and/or 'start date description' to continue.
58 Error The start dates entered have already passed. For courses that last less than 12 weeks start dates should always be in the future. For courses with longer durations, the system allows past start dates to be entered providing that the course didn't start more than 4 weeks ago.
65 Error The start date entered has already passed. For courses that last less than 12 weeks start dates should always be in the future. For courses with longer durations, the system allows past start dates to be entered providing that the course didn't start more than 4 weeks ago.
72 Error There has been an error recording your course start details, please complete either a 'Start date' or 'Start month', not both.
86 Error The 'start date' you have entered for this course opportunity is later than the 'end date'. Please re-check the dates you have selected for these two fields.
87 Error You have entered an end date for this course, please supply a start date to continue
88 Error Please enter an 'exact duration' and/or a 'duration description' and/or 'start and end dates' to continue.
93 Error Please enter the correct date format. For Start date and End date the date format is: “DD-Mon-RR". For Start month the format is :"Mon-RRRR"
99 Error The 'start month' you have entered for this course opportunity is later than the 'end date'. Please re-check the dates you have selected for these two fields.
Status: Mandatory (if start date description, start Month and/or exact duration not completed)
Description: The date the opportunity is due to start
Content and examples: This should be in the form of a date. Supplementary information may be added in the
‘start date description’ field. Bulk upload: All slashes are interchangeable with hyphens (i.e. DD/MM/YYYY, it also
implies DD-MM-YYYY and vice versa). Schools, for example, should enter the start date for the start of the
academic year.
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Examples:
Bulk upload: dd-mon-yy
DD/MM/YYYY - excel default
YYYY/MM/DD
dd-mon-yyyy
Provider portal: 12-May-11
5.13. Start Month
Bulk upload format: Date. 7 char, type standard for date, CCYY-MM
Bulk Upload template cell reference: J8 (when a specific Start Date is not entered)
Course Directory Provider portal format: Date. 6 char, date, MMM-DD
Validation:
System ID Error Type Error Message
90 Error You have entered multiple start dates or start months, and so cannot enter a single end date. Multiple end dates are not supported. If you would like to attach end dates for each start date or month, please create a separate opportunity for each one.
Status: Mandatory (if start date description, start date and/or exact duration not completed)
Description: The month the opportunity is due to start
Content and examples: One of the alternative options to recording a Start date. Allows a month as opposed to a
specific date to be specified. Bulk upload: All slashes are interchangeable with hyphens (i.e. MM/YYYY, it also
implies MM-YYYY and vice versa). Schools, for example, may find it easier to enter the start of the academic year
as the Start month.
Examples:
Bulk upload: mon-yy
YYYY/MM
MM/YYYY
mon-yyyy
Provider portal: Dec-10
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5.14. End Date
Bulk upload format: Date. 10 char, type standard for date, CCYY-MM-DD
Bulk Upload template cell reference: K8
Course Directory Provider portal format: Date. 9 char, type standard for date, DD-MMM-YY
Validation:
System ID Error Type Error Message
88 Error Please enter an ‘exact duration’ and/or a ‘duration description’ and/or ‘start and end dates’ to continue.
Status: Mandatory (if exact duration not completed)
Description: The date the opportunity ends
Content and examples: This field can be used in conjunction with a start date as an alternative to an exact
duration. Bulk upload: All slashes are interchangeable with hyphens (i.e. DD/MM/YYYY, it also implies DD-MM-
YYYY and vice versa).
Examples:
Bulk upload: dd-mon-yy
DD/MM/YYYY - excel default
YYYY/MM/DD
dd-mon-yyyy
Provider portal: 13-Aug-10
5.15. Start Date Description
Character limit: 4000 characters
Bulk Upload template cell reference: L8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
56 Error There has been an error recording your course start details, please complete either a ‘start date’ or ‘start month’ and/or ‘start date description’ to continue.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
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Status: Mandatory (if start date or start month are not completed)
Description: Text description of the start date.
Content and examples: This free text field can also be used to add extra information if start date or start month
has been filled in.
Examples:
Subject to demand
Scheduled dates throughout the year
Weekly
Monthly
Termly
To be confirmed
To suit the client/individual
Ongoing
Subsequent dates from those recorded in the start date section, can be arranged if demand is high
enough
5.16. Timetable
Character limit: 200 characters
Bulk Upload template cell reference: M8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
59 Warning You have entered multiple ‘start dates’ so the information you have entered into the ‘timetable’ field will be the same for all start dates. If you would like to have separate timetables per date, please enter different opportunities with one start date and timetable.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
n/a JavaScript Exceeds character limit of 200
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Status: Optional
Description: The days and times that the learning takes place
Content and examples: This free text field where applicable should include the following information:
Day(s)
Start time
Finish time
This field may not be relevant for all Providers (e.g. Schools).
Examples:
Monday to Friday 09.00 – 16.00
Saturdays 12.00 – 18.00
Tuesdays and Thursdays 18.00 – 21.00
Friday evenings
5.17. Price
Character limit: 12, 2 characters
Bulk Upload template cell reference: N8
Type: Numeric
Validation:
System ID Error Type Error Message
54 Error Please enter the numeric cost of the course opportunity
89 Error Please enter either a ‘price’, ‘price description’ or both to continue.
118 Error Please enter a value that is 1 or above
Status: Mandatory (if price description not completed)
Description: Numeric cost of the opportunity
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
Content and examples: This should be the non-concessionary price for the whole course.
Additional information can be recorded in the price description field.
The value should be in pounds but you do not need to enter the '£' sign
Please note the course directory provider portal automatically enters the '£' sign.
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Examples:
100
3999
299.99
5.18. Price Description
Character limit: 1000 characters
Bulk Upload template cell reference: O8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
89 Error Please enter either a ‘price’, ‘price description’ or both to continue.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Mandatory (if price not completed)
Description: A description of the cost of the opportunity. To include any financial support that is offered.
Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please
see page 4 for details
Content and examples: Further Information related to the cost of the opportunity should be recorded here
Examples:
concessions
any additions to the price such as exam fees or materials
whether accommodation or refreshments are included
any charges for tutorial support
any instalment payments payable
This free text field can also be used to add extra information if price field has been filled in.
Examples:
Where full price details may not be available.
Price: 100.00
Price description: This is the price per day
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5.19. Language of Instruction
Character limit: 100
Bulk Upload template cell reference: P8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Optional
Description: This field should be used to record the language in which the opportunity is taught.
Content and examples:
Most learning opportunities in England will be taught in English. However, some, particularly flexible learning, may
offer an opportunity in another language.
Please note: This free text field should not be used to record the language of a language training course.
Examples:
Advanced Urdu Language course taught in Urdu
Language: Urdu
Distance learning course offering an introduction to computing. The materials for this are written in
French.
Language: French
5.20. Language of Assessment
Character limit: 100
Bulk Upload template cell reference: Q8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
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Status: Optional
Description: This field should be used to record the language in which the opportunity is assessed.
Content and examples:
Most learning opportunities in England will be assessed in English. However, some, particularly flexible learning,
may offer an opportunity to be assessed in another language.
Please note: This free text field should not be used to record the language of a language training course.
Examples:
Distance learning course with an assessment taken in Portuguese.
Language: Portuguese
Advanced Cantonese Language course assessed in Cantonese
Language: Cantonese
Italian language course assessed in English
Language: English
5.21. Places Available
Character limit: 6 characters
Bulk Upload template cell reference: R8
Type: Numeric
Status: Optional
Description: The number of places available on the course at last submission
Please note: This option is only available through the bulk upload updating process.
Examples:
22
2
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5.22. Apply from Date
Bulk upload format: Date. 10 char, type standard for date, CCYY-MM-DD
Bulk Upload template cell reference: S8
Course Directory Provider portal format: Date. 9 char, type standard for date, DD-MMM-YY
Validation:
System ID Error Type Error Message
60 Error The ‘apply from’ date you have entered for this course opportunity is later that the ‘apply until’ date. Please re check the dates you have selected for these two fields.
61 Error You have entered multiple ‘start dates’ so cannot enter an ‘apply from’ date. If you would like to attach ‘apply from’ dates to these opportunities, please enter separate course opportunities with one ‘start date’ and
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
126 Error The Apply Until date and Apply From date must be on or before the End date
Status: Desirable
Description: The date from which applications can be received
Content and examples: This field although not mandatory, is useful for potential students.
Examples:
For a course that starts 01-Sep-2010
Bulk upload apply from date: 2010-02-01
Provider portal apply from date: 01-Feb-10
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5.23. Apply until Date
Bulk upload format: Date. 10 char, type standard for date, CCYY-MM-DD
Bulk Upload template cell reference: T8
Course Directory Provider portal format: Date. 9 char, type standard for date, DD-MMM-YY
Validation:
System ID Error Type Error Message
62 Error You have entered multiple ‘start dates’ so cannot enter an ‘apply until’ date. If you would like to attach ‘apply until’ dates to these course opportunities, please enter separate course opportunities with one ‘start date’ and ‘apply until’ date.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
126 Error The Apply Until date and Apply From date must be on or before the End date
Status: Desirable
Description: The date from which applications will no longer be accepted
Content and examples:
This field although not mandatory, is useful for potential students so they do not miss application to a desired
course.
Examples:
For a course that starts 01-Sep-2010
Bulk upload apply from date: 2010-08-20
Provider portal apply from date: 20-Aug-10
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5.24. Apply until Description
Character limit: 100 characters
Bulk Upload template cell reference: U8
Type: Alphanumeric
System ID Error Type Error Message
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Optional
Description: Text description of application deadline information.
Content and examples:
This free text field can also be used to add extra information if an 'Apply until' date has been submitted.
Examples:
For a course that starts 01-Sep-2010
Apply unit description: Please apply before August
5.25. Application accepted throughout the year
Bulk upload format: Y or field is to be left empty to indicate No
Bulk Upload template cell reference: V8
Course Directory Provider portal format: Tick box
Status: Desirable
Description: This indicates that applications are accepted at any time
Content and examples: This field although not mandatory, is useful for students and should be completed if
applications can be taken all year round.
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5.26. Enquire to
Character limit: 255 characters
Bulk Upload template cell reference: W8
Type: Alphanumeric
Status: Optional
Description: This is where enquiries should be sent
Content and examples: This could be an Email address, URL, department or a particular person.
Examples:
Holy Applebee
Ana Spacey
Enquiries
5.27. Apply to
Character limit: 255 characters
Bulk Upload template cell reference: X8
Type: Alphanumeric
Status: Optional
Description: This is where applications should be sent
Content and examples: This could be an Email address, URL, department or a particular person.
Examples:
Jack Sopace
Ana Spacey
Course admissions
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5.28. Opportunity URL
Character limit: 255 characters
Bulk Upload template cell reference: Y8
Type: Alphanumeric
Validation:
System ID Error Type Error Message
53 Error Please check the URL provided has been entered correctly and is in the correct format.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Optional
Description: URL containing more information about the opportunity
Content and examples: It should include the full address, including the scheme part (e.g. http://).
This free text field should be completed if there is a particular URL which links directly to the opportunity on the
provider’s website. This may not be relevant for all Providers (e.g. Schools).
Examples:
http://www.netcollege.ac.uk/H&C/Childcare
5.29. Offered by
Bulk Upload format: 6 digit number (for Organisation) or blank (use blank to specify Provider)
Bulk Upload template cell reference: AA8
Provider Portal Format: Drop Down list with the Provider and any Organisations of which that Provider is a
member
Status: Optional
Description: This field is available so Providers (and their parent Organisations) can indicate whether this
opportunity is offered under a contract the Provider has with the Agency, or a contract for the Organisation of
which this Provider is a member. IDs will be rejected if they are not valid Course Directory Provider or
Organisations IDs, or are not valid for that particular Provider.
Content: Provider and Organisation IDs can be found in the table on the Organisations page for a Provider and
on the Organisation home page for Organisations. This field operates in conjunction with 5.27 Display Name. Any
combination of Offered By and Display Name is possible, but the Learner will always see the Display Name, and
whoever is identified in Offered By bears the contractual responsibility for the opportunity.
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Examples:
123456
5.30. Display Name
Bulk Upload format: 6 digit number (for an Organisation) or blank (use blank to specify Provider)
Bulk Upload template cell reference: AB8
Provider Portal Format: Drop Down list with the Provider and any Organisations that of which that Provider is a
member
Status: Optional
Description: This field is available so Providers (and their parent Organisations) can choose what “Provider”
name is displayed to learners for this opportunity. Only one name can be displayed on the front end site. If the
Organisation is selected here, it will appear on the front end site that the Organisation is a separate provider with
its own courses. Contractual responsibility remains with the organisation identified in the OFFERED BY field.
Content: Provider and Organisation IDs can be found in the table on the Organisations page for a Provider, and
on the Organisation home page for Organisations. This field operates in conjunction with 5.26 Offered By. Any
combination of Offered By and Display Name is possible, but the Learner will always see the Display Name, and
whoever is identified in Offered By bears the contractual responsibility for the opportunity.
Examples:
123456
5.31. Both Searchable
Bulk Upload format: “Y”, “N”
Bulk Upload template cell reference: AC8
Provider Portal Format: checkbox
Status: Optional
Description: This field is only relevant if OFFERED BY and DISPLAY NAME are set to different IDs. If they are
the same this field is ignored. If yes, the opportunity can be found in provider-based subject searches by
supplying the name of the entity identified in both OFFERED BY and DISPLAY NAME. If OFFERED BY and
DISPLAY NAME are different and no value is supplied for BOTH SEARCHABLE, then only the DISPLAY NAME
will be made searchable.
Examples:
Yes, no
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6. VENUE GUIDELINES
6.1. Provider Venue ID
Character limit: 255 characters
Bulk Upload template cell reference: B4
Type: Numeric
Status: Mandatory
Description: The provider identifier for the venue/centre
Content and examples: This free text field is a code/ID specified by the provider
It assists a provider to identify a particular venue for updating purposes and enables potential students/delegates
to refer accurately to an opportunity run at a particular venue when contacting a provider. This could be simply the
name of the main site in the case of a School, for example.
Examples:
Ven01south
AlpCC
Abbey School
6.2. Venue Name
Character limit: 255 characters
Bulk Upload template cell reference: A4
Type: Alphanumeric
Validation:
System ID Error Type Error Message
1 Error This is a mandatory field and therefore it must be completed.
Status: Mandatory
Description: The name of the venue/centre where the opportunity is run
Content and examples:
An address should be completed for each venue name (see section 6.3)
Examples:
Provider Data Standards
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Linden College House
Fallendale Centre
Polebrook village Hall
Skellyo School
6.3. Venue Address
Character limit: 5 x 40, 1 x 8
Bulk Upload template cell reference: D4, E4, F4, G4, H4
Type: Custom
Validation:
Field Name System ID Error Type Error Message
Address 1 1 Error This is a mandatory field and therefore it must be completed.
Town 1 Error This is a mandatory field and therefore it must be completed.
Postcode 1 Error This is a mandatory field and therefore it must be completed.
Address1 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Town 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
County 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Country 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Postcode N/A Error We could not find the postcode you have entered. Postcodes must be entered with a space - e.g. SW1A 1AA. If you believe your postcode is correct and are still receiving this error, please contact the service desk on 0870 267 0001 or [email protected]
Status: Mandatory
Description: The full postal address of the venue/centre where the opportunity is run
Content and examples: Address line 1, Town and postcode are mandatory and must be completed.
Example:
25 Mary Street
Redfield
Provider Data Standards
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Bristol
BS7 4AJ
6.4. Venue Email Address
Character limit: 255 characters
Bulk Upload template cell reference: I4
Type: Alphanumeric
Validation:
System ID Error Type Error Message
3 Error Your email address is incorrectly formatted, please check and re enter
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as plain text on the website, and should not be used.
Status: Optional
Description: The email address of the venue/centre where the opportunity is run, which is used for administrative
Content and examples: Only one e-mail address should be entered in this field. A personal email can be
inputted, but where possible a more general address would be advisable
Examples:
6.5. Venue Website
Character limit: 255 characters
Bulk Upload template cell reference: J4
Type: Alphanumeric
Validation:
System ID Error Type Error Message
53 Error Please check the URL provided has been entered correctly and is in the right format.
119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. <BR />) will be shown as
Provider Data Standards
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plain text on the website, and should not be used.
Status: Optional
Description: The home page of the website address for the venue/centre where the opportunity is run.
Content and examples: The address should include the full address, including the scheme part (e.g. http://)
Examples:
http://www.polebrookvillhall.com
http://Skellyo.sch.uk
6.6. Venue Telephone Number
Character limit: 1 line of 30 characters (1 x 30)
Bulk Upload template cell reference: K4
Type: Alphanumeric
Status: Optional
Description: The phone number for the venue/centre where the opportunity is run.
Content and examples: Where possible, the field should be recorded as
STD Telephone number ext. number
(3 or 4 or 5) (4+4 or 3+4 or 6)
Examples:
020 7490 3047
0161 787 3178
01491 641624
6.7. Venue Facilities
Character limit: 2000 characters
Bulk Upload template cell reference: M4
Type: Alphanumeric
Status: Optional
Description: A description of the main features or facilities that may be relevant to the holding of opportunities at
that venue
Content and examples: This field may not be relevant for all Providers, for example Schools. The type of
information recommended for this field includes:
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Childcare facilities
Overnight accommodation
Meals available
Full science laboratory facilities
5 conference rooms holding up to 50 persons each
Video conferencing available in 3 rooms
Facilities for students with physical or learning difficulties
Facilities for students whose main language is not English
Guidance and advice service
Examples:
At this venue overnight accommodation and meals are available. Monday to Wednesday there is crèche
onsite.
This venue has full science laboratory facilities as well as a tropical garden, which can be used for any
horticulture student studies. Learners can also enjoy freshly prepared food in this venue’s cafeteria.
There are 5 conference rooms holding up to 50 persons each. Video conferencing is available in 3 rooms.
There is wheel chair access to all rooms.
The college's beauty salon and massage centre are located at this venue. The guidance and advice
service is also held here and available 09.00 - 16.00 Monday to Friday.