1 / 22

Learner Services Unit Conference (HETAC) 26 /11/ 2009

Learner Services Unit Conference (HETAC) 26 /11/ 2009. Overview of Events. Introduction – Ian Mckenna Registration – Liam Tracey Most Common Errors – Aedín Whelan Broadsheet production. – Liam Tracey Most Common Errors – Liam Tracey HETAC Data portal – Luke Johnson Tea / Coffee break

vivian
Download Presentation

Learner Services Unit Conference (HETAC) 26 /11/ 2009

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Learner Services Unit Conference (HETAC) 26 /11/ 2009

  2. Overview of Events • Introduction – Ian Mckenna • Registration – Liam Tracey • Most Common Errors – Aedín Whelan • Broadsheet production. – Liam Tracey • Most Common Errors – Liam Tracey • HETAC Data portal – Luke Johnson • Tea / Coffee break • Parchment production / result list – Aedín Whelan • Fees – Kathy Lantry • Miscellaneous topics i.e. SOTY, Programme code reconciliation – Liam Tracey

  3. Key functions of the Learner Services Unit (LSU) • Maintaining data integrity of all learner records • Creating, maintaining and processing learner records • Producing formatted excel spreadsheets known as “broadsheets” to record results • Processing results and updating records • Ensure the utmost quality of the final award parchments

  4. Main Interactions with HETAC Provider submits learner registration using the HETAC data portal HETAC uploads learner files to HETAC database and issues broadsheet files to the Provider 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 HETAC uploads broadsheet files to database and issues Result Lists to the Provider to confirm that data transfer is accurate. HETAC issues Parchments in time for the provider conferring ceremony and Single Subject Certificates (upon request from the provider)

  5. Registration

  6. 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)

  7. Registration statistics Across the Higher Education sector, there is a general positive increase in the number of learner registering on higher education programmes. • Mature Student Entries to Higher Education increased by 14% In the Institutes Of Technology Sector between 05/06 And 06/07. • The Number of International Students enrolled on Full-Time Programmes increased By 11% In 06/07.

  8. Registration Statistics This trend is also reflected among HETAC providers Summer 2009 13,025 Summer 2008 11, 117 Autumn 2009 7, 741 Autumn 2008 5, 825

  9. What is Registration • Registration is the first stage in the HETAC award process. • It is based on the recording of a learners personal details on the HETAC Fionnan system.

  10. Registration – Submission deadlines (Major Awards) The two typical examination sessions within the academic year for Major Awards are Summer (session 1) and Autumn (session 2). The deadline for each session submission for 2009/2010 is Summer 2010 Registration deadline:15th Jan 2010 Autumn 2010 Registration deadline:22nd July 2010

  11. Registration – Submission deadlines (Minor / SPA / Supplemental Awards Only) From 2009-2010, it is proposed to trial an increase in the number of sessions for registering learners on these award types only i.e. Minor / SPA / Supplemental. The deadlines for these sessions are Spring 2010: 15th January 2010 Summer 2010 1st   June 2010 22nd  July 2010 Winter 2010: 1st November 2010

  12. Registration – Submission requirements Each registration submission must include: • Signed Learner Declaration form • A detailed fee breakdown • Full Fee payment • The populated registration file (Regs or ACCS)

  13. Sample Declaration form • Details include: • Name of Provider • Filenames • Signature of Registrar • Date • The declaration form must be sent in HARD COPY (or scanned copy) to the LSU alongside the Registration data. • A copy of the Declaration Form is available on the LSU website / HETAC Data portal

  14. Registration • Fee structure and detailed fee breakdown document will be discussed by Kathy Lantry later in the conference.

  15. Registration Submission There are two file types available to providers for the purpose of registration: • Extended-ASCII comma delimited file • Excel Template file Given that the majority of HETAC providers employ the excel template file, this presentation will focus on this file format.

  16. Registration – File types The Excel template file is a standard spreadsheet document that can be opened with most document editing software i.e. Microsoft Excel, OpenOffice etc.. The Excel document contains in-built validation rules known as Macros. The purpose of the macros is to ensure that the data is entered correctly by the provider and must be enabled to ensure compliance with data requirements.

  17. Registration – Learner Registration template The learner registration file contains 3 sections: • Header • Students • Help Sections 1 and 2 are completed by the provider.

  18. Registration – Excel file (Header) • The header file comprises: • HETAC provider code • Session • Year • File name • Creation Date • Number of learner records All of the above are mandatory field and must be populated by the provider

  19. Registration – Excel template (Help) • A help section is included in all registration files. • It includes references to important information required to populate the registration file.

  20. Registration – Excel file (Students) This section contains the individual learner details to be entered by the provider.

  21. Registration – Excel file (Students) Details include: • Provider Learner Number * • Irish PPS Number * • Leaving Cert Number • Programme Code * • Programme Stage * • Surname * • Forenames * • Gender * • DOB * • Country of Birth * • Nationality Code * • Correspondence Address 1 – 5 * • County / Country * • Telephone Number • Learner Status • Total Fee due*

  22. Registration – Excel file (Students) • Populating a sample Registration file • Learners details: • PPSN: 1234567N • Learner ID: 5679 • Name: Malcolm Knowles • Address: 13 Parkview, Castleknock, D15 • DOB: 9 / Jun / 1984 • Nationality: Irish • Country of Birth: Ireland • Telephone: 01 8216589

More Related