Most common errors in Learner Registration (.xls files)

1. Most common errors in Learner Registration (.xls files)

2. It is essential to ‘enable macros’ when opening the .xls file. When the macros are disabled, the built in validation of the file is not possible. Disabling Macros

3. PPS Numbers (Standard PPS numbers are made up of 7 numbers followed by 1 or 2 letters) There should be no space between the sequence of numbers and the letter at the end of the PPSN. If you fail to include a letter at the end of the PPSN it is flagged as invalid and needs to be manually removed from the file. Please include a PPSN for every learner in the file. If, for any reason you cannot provide a PPSN for a learner please leave this field blank. Please do not enter any other information in this field.

4. Incorrect format of learner address The ‘Correspondence Address’ fields must be completed consecutively. Please see example below of incorrect format:

5. When the address is entered non-sequentially the file cannot be uploaded Please ensure that the ‘Country/County’ field corresponds with the current address of the learner. The address that is provided to HETAC when registering a learner is used by HETAC to conduct research for the ‘First Destination Report’ annually. The results of which we submit to the Higher Education Authority (HEA) in order to compile statistics and track trends in the higher education sector.

6. Not adhering to character limitation There is a character limitation for all fields in the .xls spreadsheet, as detailed in the ‘Help’ tab on the spreadsheet. If you run over the character limitation in any of the fields, an error will occur. The file cannot be uploaded until this has been resolved The field where this most commonly occurs is the address field. It is relatively simple to avoid this error e.g. shorten Road to Rd.

7. Programme Code and Stage • The programme code and programme stage fields on the .xls file are mandatory and must be completed accurately. • Please note that the programme code and stage entered at time of registration will be held on our record system. These details will be reflected at time of broadsheet production. • Please do not register learners for stages/ACCS modules where they have already gained a positive result.

8. Registration of ACCS Learners • Where there are more than 1 ACCS modules per learner to be captured, these must be entered sequentially. • Please leave the ‘Learner status’ field blank, unless the learner is repeating a module whereby you should enter an ‘R’. • All ACCS modules entered on the registration file should match those on the appropriate Approved Programme Schedule (APS).

9. Phone number field • The phone number field is limited to 15 characters. • Please enter one phone number only. • Mobile phone numbers will change less often than home/work phone numbers, therefore it is more useful to collect these

10. Most Common errors in Registration (.csv file)

11. Incorrect format of the Master Header Record The master header record should be populated in the exact format as specified in the CSV guidelines available on HETAC’s website.

12. Accurate population of the master header file is crucial to the upload of all data – if the header file is incorrect the file cannot be uploaded! • The most common errors in the master header file are: • incorrect exam session e.g. session 1 for autumn registration • incorrect filename e.g. XY_ACCS.xls the file extension should always be .csv for these files

13. Incorrect data in ‘Leaving Certificate Number’ field • Column ‘C’ of the .csv file is used for Leaving Certificate number of the learner. • This field must be left blank. Any other data entered in this field will cause an error.