Broadsheets

1. Broadsheets

2. Main Interactions with HETAC 1. Provider submits learner registration using the HETAC data portal 2. HETAC uploads learner files to HETAC database and issues broadsheet files to the Provider 3. The Provider enters results on broadsheets, these are presented at the Examination Board meeting, which is usually held twice a year (summer and autumn) The Provider then returns Broadsheets to HETAC 4. HETAC uploads broadsheet files to database and issues Result Lists to the Provider to confirm that data transfer is accurate. 5. HETAC issues Parchments in time for the provider conferring ceremony and Single Subject Certificates (upon request from the provider)

3. What is the broadsheet? • A Broadsheet is a formatted Excel spreadsheet produced by HETAC for each programme. • The purpose of this document is to facilitate the recording of learner results by the Provider against the programme details i.e. ECTS, module titles etc contained on the Approved Programme Schedule (APS). • The Broadsheet reflects the current version of the Approved Programme Schedule.

4. Approved Programme Schedule • The Approved Programme Schedule refers to the structure / content of the programme schedule as approved the HETAC Validation / Programmatic review process including any programme amendments submitted to the HETAC Academic Committee.

5. Broadsheets • Broadsheets will be produced by the LSU, in response to registration data submitted by individual providers (Please see LSU Administration Procedures for relevant dates) and in time for exam boards. • All providers must ensure that broadsheets are distributed to the appropriate personnel in the Schools/Departments. • A copy of the file HETAC.xls must be also sent to each School/Department.

6. Broadsheet • As each Broadsheet file is opened, the file HETAC.xls should automatically open in the background. This must be open at all times while Broadsheets are being processed as it contains all Broadsheet validation, import and export macros. It should be in the same directory as the Broadsheet files themselves and each Department/School should have a copy of it. • Each School/Department should print and check all Broadsheets immediately for any NAME MISSPELLINGS or OMISSIONS for all types of students (and for ACCS subjects) making note of any necessary changes. These should be notified to the LSU by return in an accompanying cover letter.

7. Main Interactions with HETAC 1. Provider submits learner registration using the HETAC data portal 2. HETAC uploads learner files to HETAC database and issues broadsheet files to the Provider 3. The Provider enters results on broadsheets, these are presented at the Examination Board meeting, which is usually held twice a year (summer and autumn) The Provider then returns Broadsheets to HETAC 4. HETAC uploads broadsheet files to database and issues Result Lists to the Provider to confirm that data transfer is accurate. 5. HETAC issues Parchments in time for the provider conferring ceremony and Single Subject Certificates (upon request from the provider)

8. Filename • One Microsoft Excel file, with multiple worksheets (broadsheets) per programme will be generated i.e. HE2319.xls • Understanding the structure of the filename: • HE2319.xls – This refers to the calendar year in which the learners are registered (2009). • HE2319.xls – This refers to the session in which the broadsheets are generated. 1 = Summer; 2 = Winter • HE2319.xls – This refers to the provider and programme to which the broadsheet relates. HE is the two digit code that refers to the provider, while the subsequent numbers refer to the programme. • Example: Brambley College (BG) is submitting a summer 2009 intake for its Bachelor of Arts in Fine Arts programme (BG109). The correct file name in this is: BG10919.xls

9. Worksheets • Each worksheet will contain an entire broadsheet. • There are worksheets for each programme stage and learner type, e.g. a three-stage programme with regular and ACCS learners on all stages, will have six separate worksheets. • Worksheet examples

10. Worksheet filename • Understanding the structure of the worksheet filename • HE231R – R refers to the learner type recorded on the broadsheet. R = Regular; A= ACCS • HE231R – The second digit refers to the stage of the programme 1 = Stage 1; A = Stage Award. • HE231R - This refers to the provider and programme to which the broadsheet relates. HE is the two digit code that refers to the provider, while the subsequent numbers refer to the programme.

11. Overview of broadsheet layout • Each Broadsheet contains three sections or pages: • the front page which contains information for the programme stage as per HETAC Approved Programme Schedule. • Examiners' signature page. • Student Results page.

12. Layout of the broadsheet – Sample front page –ACCS Award Stage

13. Layout of the broadsheet – Sample front page –Regular Award Stage

14. Layout of the broadsheet – External Examiners page The Signature page must be completed at the Examination Board meeting and signed by the external examiner present. The hardcopy of the signed signature page MUST be returned to HETAC along with the populated broadsheets.

15. Layout of the broadsheet – Student results page • Subject numbers, as detailed on the front page, and subject abbreviations are shown in the page header across the top of the student result page.

16. Layout of the broadsheet – Student results page • Registered students are listed in alphabetical order one directly under another • The Provider’s own student number appears on the second student detail row directly below PPSN. • A marker ‘END’ appears at the end of all registered student details.

17. Each candidate’s marks/grades per subject should be entered on the Broadsheet file for each programme stage. • Regular Learners

18. Layout of the broadsheet – Student results page • ACCS Learners • On ACCS broadsheets, subjects that a student is registered to sit are indicated by an ‘x’ in the appropriate subject column • An ‘xx’ indicates that the student is registered to re-sit the subject. • PLEASE DO NOT type over the ‘x’ or ‘xx’; they should enter the appropriate result in the row above the ‘x’ or ‘xx’. Also removing the ‘x’ or ‘xx’ will not automatically de-register a candidate from that subject.