Courses Service User guide for colleges and universities

Transcription

1 Courses Service User guide for colleges and universities HEP Services Courses Portal 1 Student Loans Company Ltd

2 Contents Section 1 Definitions and related documents... 4 Section 2 Introduction... 5 Section 3 Getting Started Helpful Hints... 6 Term Dates... 6 Institution Fee Cap... 7 Course Years... 8 Foundation Years... 8 Course Names... 8 Franchised Courses... 9 DSA Post Graduate Courses SLC & HEP Course Codes Course Qualification School Centred Initial Teacher Training (SCITT) School Direct Courses Diploma in Education & Training (DET) Direct Entry Courses Graduate Entry Medicine / Dentistry Students SAAS Postgraduate Students Allowance Scheme NHS Income Assessed Bursaries Exporting Course Data Section 3 HEP Courses Portal Update Process Getting Started Save, Validate, Promote & Re-Promote Course Designation Course Home Page Maintaining Institution Profile Maintain Location Maintain Course Profiles Course Administration Editing Existing Course (Full & Part Time) Post Promotion Changes Closing Courses HEP Services Courses Portal 2 Student Loans Company Ltd

3 Creating a New Course Apply Course Profile Apply Course Profile (Post Promotion) Tasks & Errors View Audit History Reports HEP Services Courses Portal 3 Student Loans Company Ltd

4 Section 1 Definitions and related documents Definitions Term BACS BIS Characters CoC DELNI DET ELB Field FT Gateway HEBBS HEFCE HEFCW HEP/HEI OFFA PT QTS Record SFE SIS SLC SSAC SSAR SW TFL UCAS VTF SCITT Definition Banks Automated Clearing System Department for Business Innovation & Skills The number of letters contained in a field value Change of Circumstance Department of Employment & Learning NI Diploma in Education & Training Education Library Board (Northern Ireland) Components of information in a record, e.g. college address lines such as street name, town and postcode Full Time course / student Portal access for each HEP Higher Education Bursary & Scholarship Service Higher Education Funding Council for England Higher Education Funding Council for Wales Higher Education Provider / Higher Education Institute Office for Fair Access Part Time course / student Qualified Teacher Status Information related to a subject in a specific file, e.g. college address information Student Finance England Student Information Service Student Loans Company Student Support Attendance Confirmation Student Support Attendance Record Sandwich course a course where the student undertakes a placement /internship for a year Tuition Fee Loans Universities and Colleges Admission Services Variable Tuition Fees School Centred Initial Teacher Training HEP Services Courses Portal 4 Student Loans Company Ltd

5 Section 2 Introduction The Courses Service on the HE Portal is a central repository of HEP course details managed by SLC. It contains key student support information on all UK based HEPs and the courses they provide. It allows individual HEPs to have the ability to access their own data and be responsible for adding both their full time and part time course information for the next academic year as well as adding any new full or part time courses throughout the year. It is the responsibility of HEIs to ensure that the course details held by SLC for all of their full and part time courses are correct prior to promotion to the live environment. This will ensure that students are assessed against the correct course details and that fee payments issued to institutions are accurate. Courses Portal accuracy is critical as a variety of sources use the information for student funding purposes. It is used by the following: Award Authorities and SFE - when they assess student-funding applications. SLC - to ensure that payments are accurate, paid on time and to the right location. HEPs other departments in your provider, for relevant information on Tuition Fees due for students. To ensure Courses Portal accuracy, it is: Re-created on an annual basis Once promoted into SLCs system it will be available to AA s / SFE (SLC) / ELB s and other agencies to enable them to complete student assessments. Checked against Tuition Fee Cap information supplied by OFFA / HEFCW / DEL HEPs will annually: Update existing contact and location details to ensure their validity Promote all full time and part time courses running in that AY to live Provide term dates for existing full time courses. Provide any new full or part time course information as the AY progresses The HE Gateway s aim is to: Simplify data update Ensure the data is added in a standard, validated format. This User Guide is: An aid to using the application To provide step by step instructions on the HEP update process for both ft & pt courses If, after reading this document, you require further assistance, please contact the HEI Helpdesk via the details below Telephone : HEI_Data@slc.co.uk HEP Services Courses Portal 5 Student Loans Company Ltd

6 Section 3 Getting Started Helpful Hints Term Dates Every full time course entered on the Courses Service must include the term start and end dates for each of the three terms for every year that the course is running. Term dates are not required when entering Part Time courses. It is appreciated that many HEPs operate under two semesters rather than specific terms. If you do operate on a semesterised basis then you must create nominal term dates (still in line with the guidance) that reflects as accurately as possible the study pattern for your students. A suggestion would be that any holiday periods given in the second semester may be utilised as a natural break for your terms. HEPs should determine the length of their course on the basis of the number of weeks during term time when students on that course are attending lectures, undertaking course work or taking exams on a full-time basis. It should also include reading periods and revision weeks up to when the student takes examinations and assessments. It does not include periods at the end of the academic year after full-time study, examinations and assessments for that academic year have been completed when students are awaiting results. It is the responsibility of each HEI to ensure that the start and end term dates entered for each of the three terms in an academic year against each & every course on the Courses Service are an accurate reflection of the teaching provided to students attending that course When entering term dates, the total number of study weeks for all three terms, when added together should not normally exceed 31 weeks. In circumstances where the teaching provided over the duration of a course exceeds 31 weeks then students studying these courses would be entitled to a long courses loan. Please ensure that any holidays are accounted for when entering term dates and are not included within any term. (i.e. for autumn start courses this would include the Christmas & Easter holiday periods). Please ensure that separate entries are included for full time courses with multiple intakes. i.e. If you have a full time course which has an intake of students commencing in September, an intake starting in January and an intake starting in April you should represent this on Courses Portal by adding 3 courses as follows: Computing (Sept start) Computing (January start) Computing (April start) When entering term start dates (for autumn start courses) Term 1 can not start before 1 st September Term 2 can not start before 1 st Jan Term 3 can not start before 1 st April The only exceptions to this will be certain medical / dental courses where the 1st term of the next academic year can commence in June immediately following the end of the last term of the previous academic year. Please ensure that term dates are supplied for all current years a course runs, for example, a 2 year course will need term dates entered for both 1 st and 2 nd year students attending. HEP Services Courses Portal 6 Student Loans Company Ltd

7 Example: September Start Term 1 xx Sept 2012 to xx Dec 2012 Year 1 Term 2 xx Jan 2013 to xx Mar 2013 Term 3 xx Apr 2013 to xx Jun 2013 Term 1 xx Sept 2012 to xx Dec 2012 Year 2 Term 2 xx Jan 2013 to xx Mar 2013 Term 3 xx Apr 2013 to xx Jun 2013 Example: April Start Term 1 xx April 2013 to xx Jun 2013 Year 1 Term 2 xx Sept 2013 to xx Dec 2013 Term 3 xx Jan 2014 to xx Mar 2014 Term 1 xx April 2013 to xx Jun 2013 Year 2 Term 2 xx Sept 2013 to xx Dec 2013 Term 3 xx Jan 2014 to xx Mar 2014 Where a new course is being added, all terms applicable to years of study must be shown. i.e. 3 year course has 3 years of terms and not just year 1 because there are only year 1 students attending. Terms should not be entered as starting on a Saturday or Sunday. Any institutions that have a course start date on the last Monday in August should be aware that as this date is usually an English bank holiday, any payments schedule letters issued to students starting on a course with this start date will show the previous Friday as the first payment date, which may cause confusion. To avoid this issue, any courses that actually commence their teaching on the Monday should be entered onto the Courses Service with a course start date of the Tuesday after the English Bank holiday. Institution Fee Cap The Institution Fee Cap will be pre-populated on the system depending on the domicile that the HEP is situated and must equal the maximum amount stated by OFFA, HEFCW and DEL. Those HEPs who have not signed up to an access agreement will see the field contains the maximum public / private fee rate. If your provider is offering both full time and part time courses the fee cap will be set accordingly for each mode of study on the Maintain Institution page. HEP Services Courses Portal 7 Student Loans Company Ltd

8 Course Years The academic year for full-time courses commences from 1 st September to 31st August so any courses starting between the months of January 2014 and July 2014 and finishing in 2014 will still be part of 2013/14 academic year. Part Time Courses As AY 12/13 was the first year that HEPs were asked to provide details of their part-time courses to the Courses Service the academic year cannot be prior to AY 12/13. The current year start date should not be prior to 1 st September as any part time courses starting before 1 st September 2012 are regarded as being part of the previous cohort Placement Years - Courses may be submitted to the Courses Service that includes placement years. Placements may either be carried out at home or abroad. It s the HEPs responsibility to ensure that if they are offering courses on with placement years that they input details of these courses correctly into the Courses Service. Course names can be used with details of courses that have placements contained within brackets for clarity. It is the responsibility of the HEI to ensure that in the car of courses with placements, course details are entered in a way in which it is clear to the student/assessor that the course has the correct name and mode of study to make clear that the specific course can be completed with or without the placement year. Foundation Years Some courses are extended beyond their normal length to include a foundation year. These courses are designed to prepare for study in their chosen subject, those entrants whose qualifications or experience, while acceptable for entry to higher education, are not entirely appropriate for normal entry to their particular course. The whole of this type of extended course is designated for support provided that: The foundation year is an integral part of the course and that the course as a whole is designated by or under the Regulations; and Students enroll at the outset for the full duration of the extended course. If the student's enroll onto a four year course with an integrated foundation year, and after that year they transfer onto a course with a different course code, then SFE are bound by the Regulations to reassess a student s standard entitlement as if they are transferring. This would mean that once the student changes courses, regardless of whether this is a chosen pathway, then they would be using up their +1 year, which could impact them if they had studied previously or they need to repeat a year in the future. We would therefore advise providers who offer courses with integrated Foundation years which can lead to multiple degree pathways to set up all the degree pathways with an integral Foundation year. Though students may not enroll onto year 0 they will transfer into year 1 of their chosen degree pathway which will then not affect their standard entitlement. Course Names The system will not allow the promotion of any courses where the qualification is at the start or the end of the course name. A way around this would be to enter the qualification in brackets, i.e. LAW (LLB). In order to assist students in selecting the correct course when completing their on-line application we ask HEP users, where possible, to be as descriptive as possible when entering their course names into the Courses HEP Services Courses Portal 8 Student Loans Company Ltd

9 Service. This will also help the assessors select the correct course when processing the applications. For example, an HEP may choose to run two courses in the same academic year with exactly the same course name but with different intakes (i.e. September & January). In instances such as these the HEP should enter two separate courses on the portal for that academic year with the course names as follows: Maths & Physics (Sept start) Maths & Physics (Jan start) Similarly if an provider is running two courses within the same academic year with the exact same course name but a different method of attendance, these courses should be processed as follows: Maths & Physics (FT) Maths & Physics (FT plus SW) Other possible examples of this could include the same course name but a different qualification or perhaps the same course name but a different location. However the same principle should apply, the course name should always be as descriptive as possible with all the separate variants of one particular course added. (Alternative providers should be aware that if they have two courses that are exactly the same but are run at two different locations both these courses will require to be designated in their own right). Remember, courses will not pass validation if the course name begins or ends with the qualification. A method round this could be to put the course qualification in brackets: BA Maths & Physics - will fail validation (BA) Maths & Physics - will pass validation Course names are restricted to a maximum of 45 characters. A service enhancement has been logged to get this extended but until this is changed on the system course names should be abbreviated wherever possible in order to include the correct amount of information in order to make the course as easy as possible for the student to identify but keeping within 45 characters. As students are applying online it is imperative that the course titles are clear and concise and not abbreviated unless there is no other option. For example calling a course Mths and Science will not be displayed on searches under the criteria Maths. It is appreciated that the maximum length of course name that can be used is only 45 characters and that abbreviating is in some instances the only way a full description of the course can be provided. It is currently noted in our Courses Enhancements Register that it would assist HEPs if the number of permitted characters within a course name can be extended. Where courses are being phased out or are not designated for new students it will be necessary to supply terms for each year. Therefore if the course is shown as a four year course then 4 years of terms must be applied even though students are only attending years 3 and 4. You should indicate in the course title which year(s) are still running (i.e. Maths & Physics Year Three Only) Do not insert inverted commas around a course. If you require any further guidance with entering course names please contact the HEI Helpdesk. Franchised Courses Courses that have been franchised out to another provider should be included by the accrediting HEP. We are aware that some HEPs want these franchise colleges to receive the student s tuition fee, but ideally the accrediting HEP should supply the course information and have them appear on their attendance worklist in the Student Information Service. The fees should then be passed on to the franchised college(s). HEP Services Courses Portal 9 Student Loans Company Ltd

10 DSA Post Graduate Courses Historically all courses with a UCAS course code of POST have been maintained separately by SLC. However, these courses have been added as an entry on the Courses Portal of the HEPs that offer these courses. This will also affect providers that run Post Graduate DSA courses (SLC have added an entry on your Courses Portal called DSA Designated Post Grad as a 1 year PGCE). HEPs should update their full and part time DSA course themselves. These should be treated exactly the same as all other courses on the portal (i.e. enter the relevant fee, term date and location information then validate and promote). The format to use for the DSA course is as follows: Full Time Course Details - Term Dates - Name of Course DSA Designated Post Grad UCAS Course? - Yes UCAS Course Code POST Method of Attendance Full Time Attendance Course Type Other Duration 1 Qualification PGCE 1 st Sept 31 st Dec 1 st Jan 31 st Mar 1 st Apr 31 st Aug The campus location should be entered as the primary location for your provider and the course fee should be the institution fee cap. Part Time For HEPs with part time courses a generic part time DSA course should also be added each AY using the exact details as shown: Name of Course DSA Designated Post Grad Method of Attendance Part Time Attendance Course Type Part Time Full Type Equivalent Duration 1 Qualification PGCE Course Status Open The campus location should be entered as the primary location for your institution and the course fee should be the institution part time fee cap. SLC & HEI Course Codes Each time a new full-time or part-time course is created by an HEP it will be assigned an SLC course code automatically by the system. The SLC course code consists of six digits and is the only truly unique course identifier. In order for HEPs to organise their courses their own way the have the ability to populate their own internal course codes a field called HEI Course Code. This is a non mandatory field that HEPs can populate if they wish and this field is included in the export for the Courses Service. Course Qualification When creating either a full or part time course on the Courses Service, the HEP user will be prompted to enter the course qualification from a drop down list. Where a qualification does not appear on the drop down list please SLC at hei_data@slc.co.uk with the details. Should it be a valid qualification confirmed by BIS HEP Services Courses Portal 10 Student Loans Company Ltd

11 (department for Business Innovation and Skills) SLC will add it to the current list of qualifications and confirm back to the HEP once this has been actioned. As highlighted in the Course Name section the system will not accept any courses where the qualification is at the start or the end of the description. A way round this would be to enter the qualification in brackets, i.e. LAW (LLB). School Centred Initial Teacher Training (SCITT) SCITT programmes are ITT post graduate courses designed and delivered by groups of schools and colleges which have been accredited by the National College of Teaching & Leadership (NCTL). The courses lead to Qualified Teaching Status (QTS) with many also awarding a Postgraduate Certificate in Education (PGCE) that is validated by a higher education provider. There are consortia of schools and colleges running SCITT courses all over England providing different kinds of teacher training, covering primary, middle years and the full range of secondary subjects. SCITT courses generally last for one year full-time. School Direct Courses School Direct places are available in certain primary and secondary schools across England and are delivered in partnership with an accredited ITT provider (either a SCITT or a HEP). These full time programmes generally last for one academic year, although where the programme is undertaken on a part-time basis it will usually take longer. Successful completion of the programme will lead to the award of QTS. School Direct programmes may also include a PGCE. School Direct Training Programme can be salaried or unsalaried. Only students on the unsalaried route are eligible for student finance. Where undertaken on a full-time basis, students on these courses can attract the full time package of support. Where undertaken on a part-time basis, these students can attract the part time tuition loan only. These courses should be entered as normal on the Courses Service with either the QTS or PGCE qualification being selected. Schools ITT Courses and the Maximum Tuition Fee Loan Students studying on a postgraduate ITT course are eligible for both maintenance and tuition fee loans. The maximum tuition fees loans vary depending on the course and the provider. Schools ITT providers (HEPs and SCITTs) can either be classed as public or private. The maximum tuition fee loan for publicly funded ITT providers is 9,000 and for private ITT providers it is 6,000. Before being able to submit course information to the SLC s Courses Service SCITTs must have their designation and public/private status confirmed via the NCTL & the Department for Business, Innovation & Skills (BIS). Diploma in Education & Training (DET) A new suite of qualifications are being introduced from September 2013 to replace DTLLS. The Level 5 Diploma in Education and Training and Level 5 Diploma in Education and Training with specialist pathways are designated for student support and have been listed on the Qualification menu under DET From AY 14/15 DTTLs will no longer be designated for student support and therefore should not be entered onto the Courses Service. Any students on a DTTLs course that started in September 2013 or earlier will continue to receive student support for that course until it ends. HEP Services Courses Portal 11 Student Loans Company Ltd

12 Direct Entry Courses The introduction of higher fee rates in AY 12/13 resulted in many HEPs querying how to set up Direct Entry Courses within the Courses Service. Rather than create a direct entry equivalent course for each course on offer, HEPs should create a single generic direct entry course with the appropriate fee levels and instruct any ensure that any direct entry students are aware that they should select this course when making their on-line application. Graduate Entry Medicine / Dentistry Students The Courses Service is not able to recognise Graduate Entry Medicine courses therefore it is important that Student Finance England / Award Authorities know how to best identify these courses from your undergraduate Medicine / Dentistry courses. To ensure students are being assessed correctly for 2012/13 academic year please ensure the course name for these type of courses includes either (Grad Entry Med) or (Grad Entry Dent) in brackets after the course name. If you have already promoted these courses without the (Grad Entry Med / Dent) you can amend this post promotion and re-promote. For example: Course Name Medicine (Grad Entry Med) Or Course Name Dentistry (Grad Entry Dent) SAAS Postgraduate Students Allowance Scheme For any Scottish providers running 1 year full time and 2 year part time postgraduate diploma courses, eligible for support under the Postgraduate Students Allowance Scheme, SAAS treat these courses in the same manner as regular courses. These courses should be entered as normal but adding (PG SAAS) in brackets after the course name. NHS Income Assessed Bursaries Non-repayable income assessed bursaries of up to approximately 3,500 per year are available from the NHS to students studying on NHS funded courses. The list below details the most common courses. Students selecting these courses will be automatically assessed for the NHS Income Assessed Bursary. If your course does not attract NHS support for your students HEPs should enter Non NHS Funded in brackets after the course name when entering onto the courses portal. HEP Services Courses Portal 12 Student Loans Company Ltd

13 Exporting Course Data The Courses Service offers an export facility to enable an HEP user to extract their course information to import it into their systems. The export is in a CSV file format and when used all course information across all course years is included in the export. This CSV file can then be split into relevant academic years if required. The user can opt to export all course information held or split the export out to solely full time or part time course information. If you want to export the data you will have to ensure the Do not save encrypted pages to disk box is unchecked. This can be found via: Tools > Options > Advanced > Security > Do not save encrypted pages to disc. The format of this export shows all courses for all years. HEP Services Courses Portal 13 Student Loans Company Ltd

14 Section 3 HEP Courses Portal Update Process This section provides an overview of the process followed by Student Loans Company to allow HEPs to check existing and add missing full and part time course information for AY 2014/15 HEPs are asked to confirm the estimated completion date of their AY 14/15 full time course return via to HEP_Services@slc.co.uk. This will assist in tracking course submissions. SLC notify HEPs when the service is available for FULLTIME AY 2014/15 course information and ask HEPs to: Check the information that is currently held on the HEP Courses Portal for their HEP for their full time academic year 2014/15 courses. Make any additions where information is missing for full time AY 2014/15 courses The HEP will then be able to: Make changes to any addresses, telephone or fax numbers for any of their own HEP locations (including those for colleges franchised under their HEP code) Close Courses that are no longer running for any students Enter term dates, fee rates and locations for all their 14/15 full time courses Save the data as they go along Correct any errors to existing data Validate and Promote the data In previous academic years where a qualification was not shown on the drop-down list, HEIs have has to revert to using OTHER/UNKNOWN. If a qualification is missing the HEI can at hei_data@slc.co.uk and after checking the validity we will arrange for it to be included in the listing. Getting Started The HEPs will access the HE Gateway through the HE Info website using their current username, password and secret answer. It is each individual s responsibility to ensure that these login details are not disclosed to anyone else. It will be up to the main HEI course administrator to determine what role(s) will be allocated to each member of staff. The HEP Services website hosts the link to the HE Portal. The website can be accessed via the following link: The website also contains a dedicated page to the Courses Service that provides a background to the service along with links to the User Guide, Service Definition, Enhancements catalogue and further information on Course Designation. Display Screens In addition to standard Windows features, there are a number of general rules that govern all these types of screens. These are as follows: General Rules for Display Screens Each Display Screen shows a list of all records held on the current HEP Courses Portal for one particular area. For example, the Locations Display Screen shows a list of all Locations held on the HEP Courses Portal for that HEP. The main purpose of the screen is to enable verification and modification of current details held on the HEP Courses Portal for a specific area. HEP Services Courses Portal 14 Student Loans Company Ltd

15 Modifications can include: Adding new records Deleting / de-activating / closing existing records Changing information on a particular field on a record. General Rules for Update Screens The HE Gateway is used to access all areas of the HEP Courses Portal. On each of the Update Screens, there is a Help facility which will advise what information is required for a particular field but more in-depth guidance is given in this document and the e learning programme. Users should not use the Back button on their browser to navigate between the screens. Users should only use the back or cancel buttons within the application. All dates should be entered in the following format (where DD is the date in the month, MM is the month, and YYYY is the year): Save, Validate, Promote & Re-Promote The HE Courses Database system uses three levels of information validation; Primary Validation and Secondary Validation and Designation Validation, to ensure that all criteria and validation rules are met before details are transferred to a live status*. These are introduced in the Save, Validate and Promote options available on the system, they can be summarised as follows. The process is exactly the same for both full and part-time courses. * Live status a course that has live status has passed all levels of validation and becomes visible to students completing their student support application on-line or to award authorities when performing assessments. Save Saving data on any screen within the HE Courses Database will send the information through Primary Validation. This checks the format, data length, data type and if all mandatory fields have been completed. For example, the system may detect a validation issue, such as a mandatory field that has not been entered, or incorrectly formatted data, as shown below: Once all issues have been addressed and changes have been saved successfully, the information can then be validated and promoted to live on the system. The status of the information will be highlighted in the Validation Indicator field of that screen as a series of coloured circles. Three empty circles indicate that the information entered has not been validated or promoted on the system; data has only been captured and saved at this point. HEP Services Courses Portal 15 Student Loans Company Ltd

16 Validate Validating data on any screen within the Courses Portal will also move the information through secondary validation; this is the initial step to sending information to the live system. This checks the format, data length, data type, business rules for that section and if all mandatory fields have been completed. This will then be highlighted in the Validation Indicator field of that screen as a series of populated circles, as shown: One red circle indicates that the information entered has failed the validation or promotion checks (depending on the task you were performing). The reason for failure can be seen by selecting the Tasks and Errors tab. Two orange circles indicate that the information has passed secondary validation checks in the system, and is now ready to be promoted. The lock indicates that the information has already been sent for validation or promotion and is undergoing secondary validation checks (depending on the task you were performing the circles may vary in colour). Promote Promoting data on any screen within the Courses Portal will move the information through Secondary Validation ; this is the final step to sending information (publishing) to the live system. This checks the format, data length, data type, business rules for that section and if all mandatory fields have been completed. This will then be highlighted in the Validation Indicator field of that screen as a series of populated circles, as shown below: One red circle indicates that the information entered has failed the validation or promotion checks (depending on the task you were performing). Two orange circles indicate that the information has passed secondary validation checks in the system, and is now ready to be promoted. The lock indicates that the information has already been sent to the validation or promotion work streams and is undergoing secondary validation checks (depending on the task you were performing the circles may vary in colour). The lock can remain on from a few minutes to 2/3 hours depending on how many people are promoting data at that time. The purple circle indicates that the information has already been sent to the promotion work stream and is at a stage of designation validation, depending on the task you were performing the circles may vary in colour as shown below. Two orange circles and one crossed purple circle indicate that the information has passed secondary validation checks but has failed designation validation. Two orange circles, one purple circle and the lock indicate that the information has passed secondary validation checks and designation validation and is in the process of being promoted. Three green circles indicate that the information has passed all the secondary validation and designation checks, set up on the system and has been promoted to a live status. The promotion indicator will show a red cross or a green tick to denote whether the Year has been promoted or not. HEP Services Courses Portal 16 Student Loans Company Ltd

17 Re-promote (Post Promotion) HEP users may amend certain fields of information on both full and part-time courses even after a course has been promoted to live. This is referred to as re-promoting a course. Re-promoting (or changing course details post promotion ) will push the newly added information through Primary, Secondary and Designation Validation (where applicable) before sending (publishing) the previously promoted information to the live system. Further details on post promotion changes can be found on page 42. Re-promoting on any screen within the Courses Service will not change the live date of the institution Year. This will always show as the first date that the first course was promoted to live in that Academic Year. Course Designation The Student Loans Company are responsible for the administration and application of all regulations associated to course designation for both full and part time courses This is to ensure that only courses that are validated as designated are promoted to the live HE Course Database, as they are the only courses that attract public funding. The designation validation rules within the system are based around duration, qualifications and type of course. Only those that are successfully validated will be promoted to the live system, while those not meeting the designation validation rules will be highlighted with an error message and passed to the Task and Errors screen for investigation. Courses Portal information should only include courses which have been designated under Regulation 5 of the Education (Student Support) Regulations 2011 Promoting data on any screen within the HE Courses Database will push the information through designation validation (where applicable). The designation validation checks the course format; course year and course term data associated with course academic year, against the designation rules. If the system based designation validation fails, the screen will display a message to the user as with secondary validation, and an entry on the Tasks and Errors screen will be added to advise users that the course data has failed designation rules. Designation Rules The Designation rules have been agreed by all award authorities in England, Wales, Scotland and Northern Ireland, to ensure that Statutory Support is only paid to courses that are designated. The following is a list of the agreed designation rules that will mean that the course would fail system designation checks. If the course fails system designation checks, it may still be designated with assistance from the Practitioners Team and The Department of Business Innovation and Skills (BIS). A Course will not pass system designation checks if: the course is at a Private Provider or the course is wholly or partly franchised to a Private Provider or the course duration is < 1 year or HEP Services Courses Portal 17 Student Loans Company Ltd

18 the course duration is > 6 years or the course belongs to the following list of qualifications: AASA Dip Code Qualification Code Qualification Architectural Association School of Architecture Diploma DipTheol Diploma in Theology Adv Dip Advanced Diploma GradCeEd Graduate Certificate in Education CIMA Chartered Institute of Certified And Corporate Accountants Dip SW Diploma In Social Work PDC Professional Development Certificate DipPhil Diploma In Philosophy MST MST or the course is for a Masters qualification (listed below) and has a duration of 4 years or more and is not at, or wholly franchised to, a Public Scottish provider: Code Qualification Code Qualification M Ost Master of Osteopathy MMolBiol Master of Molecular Cell Biology M Art Master In Art MNBS Master of Natural Science and Bachelor of Science MBioSC Master in Biomedical Science MNurSci Master of Nursing Science MC/MS/BS Master of Chemistry / Master in Science / Bachelor of Science MPBS Master of Physics and bachelor of Science MCBS Master of Chemistry and Bachelor of Science MPhsGeog Master of Physical Geography MChem PST Master of Chemistry and Polymer Science Technology MPhy/BSc Master of Physics / Bachelor of Science MChiro Master of Chiropractic MPhys Master of Physics MComp Master in Computing MPlan Master of Planning HEP Services Courses Portal 18 Student Loans Company Ltd

19 MDBS Master of Design and bachelor of Science MPubHNut Master of Public Health Nutrition MDrama Master of Drama and Theatre Studies MRes Master of Research MEBA Master of Engineering and Bachelor of Engineering MSc Master of Science MEBS Master of Environment and Bachelor of Engineering MSci Master in Science MESci Master of Earth Sciences MSci/BSc Master in Science / Bachelor of Science MFA Master in Fine Art MTCP Master of Town and Country Planning MGGS Master of Geography and Bachelor of Science MTech Master of Technology MGLS Master of Geology and Bachelor of Science MText Master of textile Design for Fashion and Interiors MGPS Master of Geophysics and Bachelor of Science MTh Master of Theology MGGS Master of Geography and Bachelor of Science MTech Master of Technology MGLS Master of Geology and Bachelor of Science MText Master of textile Design for Fashion and Interiors MGPS Master of Geophysics and Bachelor of Science MTh Master of Theology MGGS Master of Geosciences and Bachelor of Science MZool Master in Zoology MIBS Master of Informatics and Bachelor of Science PAMS Professions Allied to Medicine HEP Services Courses Portal 19 Student Loans Company Ltd

20 MINT Master of Interior Design MLPM Master of Landscapes and Planning Management MLangEng Master of Language Engineering MMBS Master of Mathematics and Bachelor of Science MLanTran Master of Language Translation MML Master of Modern Language Designation Failure If the designation validation checks fail, the system will: Set the validation status indicator to failed designation. Provide a message to the user to advise the designation validation failed. Record the designation error on the Tasks and Errors screen, to provide information to the user that the designation of the course has failed and reason(s) why. All Designation failures will be checked by the SLC within 48 hours. If the course passes the further validation checks it will be promoted to live by the SLC and the HEP will be contacted to confirm action undertaken. Designation Success If all the designation validations executed by this function succeed, the system will: Set the validation status indicator to passed designation. Provide a message to the user to advise the designation validation process has been successful. Changes to Automatic Designation Changes to the conditions for automatic designation have been made for 2014/15 academic year in respect of courses studied by English domiciled students. From 1 September 2014, to be automatically designated a course will either need to be: (i) wholly provided by an authority-funded educational institution, (ii) provided by a publicly funded institution in the United Kingdom on behalf of an authority-funded educational institution; or (iii) provided by an authority-funded educational institution in conjunction with an institution outside the United Kingdom. authority-funded means (a) in relation to educational institutions in England, maintained or assisted by recurrent grants from the Higher Education Funding Council for England; (b) in relation to educational institutions in Wales, maintained or assisted by recurrent grants from the Higher Education Funding Council for Wales; HEP Services Courses Portal 20 Student Loans Company Ltd

21 (c) in relation to educational institutions in Scotland, maintained or assisted by recurrent grants from the Scottish Funding Council; and (d) in relation to educational institutions in Northern Ireland, maintained or assisted by recurrent grants from the Department for Employment and Learning in Northern Ireland or the Department for Agriculture and Rural Development in Northern Ireland. ; Publicly funded providers that are not authority-funded should contact HEFCE at: coursedesignation@hefce.ac.uk; if they have not already done so. Course Designation for Alternative Providers Specific designation of a course allows eligible English domiciled students to access loans and grants under the Student Support Regulations. The majority of specifically designated courses are delivered by alternative providers. From AY 13/14 a new specific designation process has been introduced which is administered by HEFCE. An application pack and further information on the process and timescales involved can be downloaded from the HEFCE website. The arrangements apply to all new specific course designation applications for 2013/14 onwards. For courses starting during the 13/14 academic year there is a single application window from June 2013 until the end of August From 2014/15 onwards there will be two application windows, in August and February, and the process will take up to four months to complete (subject to the provider submitting the necessary information). Each application window will be open for six weeks. Course Home Page The Courses Home page provides HEPs with the tools needed to administer the system for both full and parttime courses and is accessed by clicking on the link on the HE Gateway Home page: The options depend on the system access level held, the Courses options include: Courses Home Maintain Institution Maintain Location This allows the user to return to the Courses Home page once they have navigated to another area of the system Access an Provider Profile with the functionality to view information such as Institution Fee Cap and edit Predicted Number of Courses Access a list of locations belonging to or affiliated to the HEP (including Franchise Location Information) HEP Services Courses Portal 21 Student Loans Company Ltd

22 Maintain Course Profile Maintain Courses Tasks and Errors Reports HE Gateway Home Access the facility to create term and fee information and also select/display and edit existing dates (previously called term profile ). Course profiles are applicable to full time courses only Access the facility to create full and part time course information and also select, display and edit existing full & part time course information Access the list of tasks and errors raised due to information failing primary, secondary or designation validation This allows the user to create a report showing validated totals, promoted totals and predicted totals by individual HEP of both full and part time course information Returns to the HE Gateway Home page where contact details can be added / changed Maintaining Institution Profile Validating and promoting completed data Before attempting to validate and promote any courses please ensure that the relevant academic year has been promoted to live on the Maintain Institution page. If your institution is offering both full-time and part-time courses the academic year for both modes of study will need to be promoted via the Maintain Institution page. In order to do this, go to the Maintain Institution page and select either the full time or part time courses tab, then highlight the academic year, type in the predicted number of courses and click save. Repeat this for both full and part time courses if necessary. The academic year will be promoted to live once the first course is promoted. No courses can be promoted to live until the relevant (i.e. full time or part time) academic year has been validated via the Maintain Institution page. The system holds a profile for each HEP to enable SLC Course Administrators to configure the HE Courses Database service to support the provider s preferences, such as tuition fee caps and variable fee indicators. The profile record is created by SLC based upon the information the HEP has provided. HEP users are required to complete the predicted number of courses they will be returning each academic year. The Institution Profile page is split out for both full-time and part-time courses. If an institution offers just full-time courses then the provider should only complete the Full Time Institution Profile but if a provider offers both full and part-time courses then the Full Time and Part Time Institution Profiles should be completed. It is important the first time the HEP logs in that they check the details of their Institution Profile(s) to ensure that their profile(s) have been set up correctly. In order to access both the full time and part time profiles, click on the Maintain Institution link from the Courses Home page. After checking that the pre-populated information displayed on the page is ok, the HEP user should enter the predicted number of courses that they plan to promote for the forthcoming academic year and then click on the validate link in order to confirm this information. The Update Institutions screen will display for SLC Course Administrator, HEI Course Administrator, SLC Course Advisor or HEI Course Advisor user roles; however can only be edited by SLC Course Administrator or HEI Course Administrator users. HEP Services Courses Portal 22 Student Loans Company Ltd

23 The HEI Code is the unique 4 letter code the SLC provides the HEP. The name and title of the HEP will be within the Institution Short Name and Institution Full Name. The UCAS Code is the unique institution code provided from UCAS and the Country is the domicile of the HEP. HEIs are requested to provide details of any Part Time Courses they are running, therefore they are required to validate their Institution Profile for both full time and part time courses (if applicable) Offers Full Time Courses If your institution offers Full Time Courses please tick Yes If not please tick No Offers Part Time Courses If your institution offers Part Time Courses please tick Yes If not please tick No The Institution Year Information section at the bottom of the screen is split out into two tabs: Full Time Courses and Part Time Courses. Access to these tabs will be determined by what radial buttons have been selected in the Offers Full Time / Offers Part Time Courses section. Institution Year Information section holds: Academic Year - automatically populated when SLC Course Administrators carry out the Capture Stage Data exercise. Variable Fees indicator - not an editable option but HEPs should check that their indicator is correct The variable fee amount will be pre-populated with information supplied by the regulatory bodies (OFFA, HEFCW, BIS and DEL). If the HEP does not agree with the amount showing, they should contact SLC by at hei_data@slc.co.uk Institution Fee Cap - SLC will pre- populate this field on behalf of the HEPs, when regulatory bodies supply the information for the relevant Academic Year. The Predicted Number of Courses field should be completed by the HEP user prior to promoting the Institution Academic Year. Failure to do so will cause the Academic Year to fail promotion and HEP Services Courses Portal 23 Student Loans Company Ltd

24 courses will not be able to be promoted. The HEP should enter a rough figure of how many full time and part time courses (if applicable) that they will be running in the academic year they are wishing to promote. The predicted number of courses should be updated by the HEP user following promotion of all their courses by over-typing the predicted number of courses with the actual number of courses promoted. The predicted number of courses field includes all Open & Closed promoted courses for the Academic Year and should be updated each time a new course is added to the portal. Once the information has been updated the HEP user should then Re-promote). Promotion Indicator shows promoted status of information. Once the 1 st course has been promoted to live this field will show as a green tick. Validation Indicator shows validation status of information. Once the 1 st course has been promoted to live this field shows three green circles. Live date, this date shows when the 1 st course of that academic year was promoted to live status. There are also options to: Validate Save Cancel Re-promote This sends the information through secondary validation Saves the information and sends through primary validation Cancels any changes that have not been saved Re-promotes data previously promoted; that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation. Editing an Institution Profile Institution Profile Information for Institution Short Name, Institution Full Name and UCAS Code; can be updated by the HEP simply by overtyping. Once updated the HEP user can then re-promote the data by clicking the Re-Promote button once they have made the required changes. If an HEP changes their Institution Name please also send details of this change to hei_data@slc.co.uk so that we can update our internal records accordingly. The country field within the Update Institution can only be updated by SLC Course Administrators (if required). Editing Institution Year Information The HEI Administrator needs to select the Institution Year and the Part Time or Full Time (or both) tab which they want to change before the relevant fields will be editable. The options shown to the Administrator will depend on whether the year has been promoted. If the Institution Year has not been promoted, the Administrator will be able to Validate, Save or Cancel. If the Institution Year has been promoted, the Administrator will be able to Re-promote or Cancel. The Predicted Number of Courses; can be updated at any time simply by overtyping. Once updated; the HEI Administrator can then re-promote the data and once data has been re-promoted to the live system the information fields will no longer be editable unless accessed by selecting the Institution Year once more. HEP Services Courses Portal 24 Student Loans Company Ltd

25 Only SLC Administrators have access to update the Institution Fee Cap. If an HEI user requires to alter the Institution Fee Cap after the Institution Year has been promoted they should contact We request that once an HEP has completed either their full time or part time courses submission, they go back to the Maintain Institution page and over type the Predicted Number of Courses field for the relevant academic year with the actual number of courses promoted. This will assist SLC in identifying that the institution has completed their course submission. Maintain Location The Maintain Location screen holds standard information on HEP location details for each academic year. These locations are applied when creating new courses and include information such as Location Name, Campus ID, Phone Number and Address. This page is accessible by users with SLC Course Administrator, HEI Course Administrator, SLC Course Advisor and HEI Course Advisor user roles. The Maintain Location screen has two sub-menu options: Locations Franchise Locations The Locations List screen is accessed by clicking the Maintain Locations link: The Locations List details all the campus locations that HEP have courses running at and also highlights all the primary (main) location and if each location is either active or inactive. Active means it is in use, inactive means it is no longer in use. In addition, it provides a link on the location name to edit or view the details of the location. From this screen, users with roles SLC Course Administrator and HEI Course Administrator can select the Add Location to create a new location. HEP Services Courses Portal 25 Student Loans Company Ltd

26 Creating or Editing a Location The Edit Location screen permits the HEI Administrator to edit the location details. Once a promoted Location or Franchise Location has been made Inactive, no further changes can be made (all fields will be read only). Locations and Franchise Locations can only be made Inactive, if there are no live and open courses with that location detailed in the Course Term Location field. In addition users with roles HEI Course Administrator can use this page to create a new location. The screen will be presented blank. Name The name of the Location, Character Length, min 3, max 30. Address Lines 1 to 5 Postcode Campus Phone Number Fax Number The address of the location, lines 1 to 3 are mandatory, Character Length, min 3, max 60. Postcode of the location is mandatory and should be entered in CAPS The Campus ID for the location. This will be automatically checked by the system once the information has been saved, to ensure no duplication of data. Once information has been saved this option will no longer be editable. Phone Number of the location. Fax Number of the location. Address Address of the location. Character Length max - 60 Active Save Validate Cancel Re-promote This identifies if a location is active or inactive. Saves information and sends for Primary Validation. Sends information through system for Secondary Validation. Cancels any changes made providing they are unsaved. Re-promotes data that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation (only available if a course has previously been promoted). HEP Services Courses Portal 26 Student Loans Company Ltd

27 Franchise Locations List A Franchise Location is a campus that is normally associated with another institution and sub contracted to run courses on behalf of the institution. The Franchise Locations List holds standard information on franchise location details for each academic year. These locations are applied when creating new courses and include information such as Location Name, Campus ID, Phone Number and Address. The Franchise Locations List screen is accessed by clicking Maintain Locations then Franchise Locations link: The list of franchise locations shows campus ID and if the location is active or inactive. Active means it is in use, inactive means it is no longer in use. In addition, it provides a link on the location name to edit or view the details of the location. From this screen, HEP users can select the Add Franchise Location to create a new location. Create or Edit Franchise Location The Edit Franchise Location screen permits users with roles SLC Course Administrator or HEI Course Administrator to edit the franchise location details. HEP Services Courses Portal 27 Student Loans Company Ltd

28 In addition users with roles SLC Course Administrator and HEI Course Administrator can use this page to create a new location. The screen will initially be presented blank if a new location is created. Name Address Lines 1 to 5 Postcode Campus ID Phone Number Fax Number Address Active Save Validate Cancel Re-promote The name of the franchise location. The address of the location. Postcode of the location, should be entered in CAPS The Campus ID for the location. This will be automatically checked by the system once the information has been saved, to ensure no duplication of data. Once information has been saved this option will no longer be editable. Phone Number of the location. Fax Number of the location. Address of the location. This identifies if a location is active or inactive. Saves information and sends for Primary Validation. Sends information through system for Secondary Validation. Cancels any changes made providing they are unsaved. Re-promotes data that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation (only available if a course has previously been promoted). Maintain Course Profiles (Full Time courses only) Course Profiles hold standard information for applying course terms / locations and fee details for specific academic years, for full time courses only. This is a way of applying term dates to multiple courses. This page is editable by the HEI Course Administrator and is where the profiles can be viewed. Course Profiles can only be applied to Full Time Courses. As course profiles collect terms dates they do not apply to Part Time Courses. HEP Services Courses Portal 28 Student Loans Company Ltd

29 Course Profiles can only be viewed or created for the current academic year. For example an HEP user can only currently create or view a course profile for AY 13 /14 and cannot view or edit profiles for AY 12/13. Viewing a Course Profile From the Course Home page click on Maintain Course Profile, the Course Profiles screen displays: The information on the Course Profiles screen is described below: Academic Year The Academic Year that the Course Profile is linked to. Profile Name The name of the profile, character length: min - 4, max 45. Course Year The year the Course Profile is linked to. Options include: 0 to 6. Course Fee Rate The fee amount being charged for the course. The Course Fee Rate will be automatically checked to ensure that it is equal to or lower than the Institution Fee Cap if one has been set up, this ensures errors are not permitted. Term The number the term relates to. Mandatory 1,2 & 3 Start Date End Date Location Start Date for each term, DD/MM/YYYY format. End Date for each term, DD/MM/YYYY format. The location code of the campus will be recorded here. Adding a Course Profile To add a new course profile: From the Course Home page click on Maintain Course Profile. The Course Profiles screen displays. Select Add New Profile. HEP Services Courses Portal 29 Student Loans Company Ltd

30 The Academic Year is automatically populated. The academic year commences from 1 st August to 31 st July therefore any courses starting between the months of January 2014 and July 2014 and finishing in 2014 will still be part of the 2013/14 academic year. Enter the Profile Name, character length: min - 3, max 45. The course year is automatically populated from years 0 to 5 or 1 to 6. Enter the Course Fee Rate. The Term number is automatically populated. Enter the Term Start Date. Enter the Term End Date. Add the term dates for the other two terms... You must enter a maximum of three Terms as this is mandatory. Select the Campus from the dropdown options depending on location profiles created. Term dates can only be set within the academic year to which the Course applies. You can use Cancel Changes to abandon any unsaved amendments or to go back to the previous screen. To add additional course years select Add Course Year and repeat the above process. Once you have added all the information, click Save Profile. The record is then passed for primary validation and if passed is added to the list of existing course profiles. If the profile fails the primary validation an error message will be displayed. Editing a Course Profile To edit a profile: 1) From the Courses Home page click on Maintain Course Profile. 2) The Course Profiles screen displays. 3) The system lists the existing records. Click Edit to display the profile details at the bottom of the screen. HEP Services Courses Portal 30 Student Loans Company Ltd

31 4) Make your changes in the Add/Edit Course Profiles section. 5) Click Save Profile. The record is then passed for primary validation and if passed is added to the list of existing course profiles. You can use Cancel Changes to abandon any unsaved amendments or to go back to the previous screen. Deleting a Course Profile To permanently delete a profile: From the Courses Home page click on Maintain Course Profile. The Course Profiles screen displays. The system lists the existing records. Click Delete against the record you wish to discard. The system does not provide a message to ask if you are sure you want to delete. Once deleted the information cannot be retrieved. Course Administration Courses that have been franchised out to another institution should be included by the accrediting HEP. We are aware that some HEPs want these franchise colleges to receive the student s tuition fee, but ideally the accrediting HEP should supply the course information and have them appear on their attendance worklist. The fees should then be passed on to the franchised college(s). Course information is accessed via the Maintain Courses link on the Courses Home page. This is the same route for both full time and part time courses. HEP Services Courses Portal 31 Student Loans Company Ltd

32 The Maintain Courses screen is split into two separate sections, the Course Filter and Create Course sections. The Course Filter tab will enable the user to search on all current course details held for the HEP per academic year, regardless if the courses have been promoted or not. The Create Course tab will enable the HEP User to create a new full time or part time course, To search for a course, click on Course Filter to display the Search Courses screen: From here, you can search for the courses that have been set up for an HEP. Viewing Courses To view the courses that are held on the system, enter filter options in the Search Courses screen. The options are: Courses taking place in Academic Year SLC Course Code HEI Course Code UCAS Course? Course Type Course Status Validation Status The academic year the course relates to. The course code provided by SLC. The course code provided by the HEP. If the course is a UCAS Course. Options are : Yes or No. Type of course. Options include Part Time PGCE, Other etc. Displays if the course is Open or Closed. Displays the validation status of the course, e.g. red, yellow or green. HEP Services Courses Portal 32 Student Loans Company Ltd

33 Courses Promoted UCAS Course Code If courses have been promoted through system, options are Yes or No. The course code provided by UCAS. Course Name The name of the course, character length: min - 4, max 45. Location The location the course is being provided from. Duration The number of years the course will run for. Options are: 0-6 Qualification Method of Attendance Qualification for course, e.g. BSc, BA etc. Method that students are expected to attend. Options include: Full time, Franchise etc. There is only one mandatory field that must be selected when filtering on this page and that is the Academic Year. In order to view details on Part Time courses that have been entered, the user should select Part Time from the Course Type dropdown, the select the appropriate AY and Filter. You can enter any combination on the Course Filter Page. The more criteria you enter, the more precise your search results will be. When you have made your selections, click Filter. The records matching your search display in the Course List Filter Results section of the Course Filter screen. Alternatively, if you wish to return all results do not enter any filter criteria, simply, click on the Clear Filter link and search under the academic year only, this will bring back the search results for all courses in the preferred academic year. The system displays the courses for the selected HEP only. You cannot view records for another institution unless you change the HEP. If your search brings back more than 25 results, use the navigation buttons to move through the pages. The maximum number of results that can be displayed is 200. If your search returns more than 200 results, consider narrowing your search by entering more criteria in the Search Courses screen. To run another search, click Change Filter Criteria to return to the Course Filter screen and then click Clear Filter. The system will clear your selection criteria and the Filter Results list. The Course List Filter Results screen will display the following information and option buttons: Select SLC Course Code UCAS Course Code HEI Course Code Course Name Campus ID This box should be ticked by the user to select the course to View, Edit, Export etc. This option will only be available if the course has not been promoted or is in the validation queue. The Course Code provided by SLC will be displayed in this section. This section can be placed into numerical order by using the arrow keys in the column title field. The Course Code provided by UCAS will be displayed in this section. This section can be placed into alphabetical order by using the arrow keys in the column title field. The Course Code provided by the HEP will be displayed in this section. This section can be placed into alphabetical order by using the arrow keys in the column title field. The name of the course will be displayed in this section. This section can be placed into alphabetical order by using the arrow keys in the column title field. The Campus ID information will be held within this field. This section can be placed into alphabetical order by using the arrow keys in the column title field. HEP Services Courses Portal 33 Student Loans Company Ltd

34 Duration Course Status Validation Indicator Promotion Indicator Select All Select All Displayed Deselect All Deselect All Displayed Validate Promote Re-promote Export Apply Course Profile Apply Course Profile & Repromote The number of years the course will run for. This section can be placed into numerical order by using the arrow keys in the column title field. This will show if the course is Open or Closed. This section can be placed into status order by using the arrow keys in the column title field. This field will show the validation status of the course. This section can be placed into validation order by using the arrow keys in the column title field. This field will show the promoted status of the course. This section can be placed into promotion order by using the arrow keys in the column title field. Used to select all courses returned under the filter criteria for user to Edit, Export etc. Used to select all courses displayed to Edit, Export etc. Used to deselect all courses previously selected. Used to deselect all courses previously selected in view. Allows user to navigate through returned pages of information. Allows the user to send the selected information into the validation work stream, to ensure the content and format of the data is correct (only available if the course has not previously been promoted). Allows the user to send the selected information into the promotion and designation work stream, to ensure that it passes initial system checks for format and data content (only available if the course has not previously been promoted). Re-promotes data that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation (only available if the course has previously been promoted). Allows the user to export all the information from the Course List Filter Results screen onto their preferred software package. Allows a user to add the preferred Course Profile information to full time courses only. The Apply Course Profile will only be available where the AY, duration and Courses Promoted = No have been selected as the filter criteria. Course Profiles are not applicable to part time courses. To apply a specific course profile to your course and Re-promote data that has been edited on the screen. This will push the newly added information through Primary, Secondary and Designation Validation (only available if the course has previously been promoted). The Apply Course Profile & Re-promote will only be available where the AY, duration and Courses Promoted = Yes have been selected Course Profiles should only be applied to full time courses; they are not applicable to part time courses. If the AY is the only field selected before filtering a screen as shown below will be returned. This displays all courses held in the Courses Service for that HEP for the specified academic year. The promotion indicator will show as a red cross if the course has yet to be promoted or a green cross if already promoted to live. The validation indicator will show as three blank circles if the course has yet to be validated, one red circle if the course has failed validation, two amber circles if it has passed validation but yet to be promoted and three green circles if promoted to live HEP Services Courses Portal 34 Student Loans Company Ltd

35 If not specified in the Course Filter screen all courses will be returned on an AY search. The full time and part time courses are separated on two tabs. The Course Name will be displayed in blue text and be underlined. This indicates that the Course Name is a hyper-link to further information. Click on the Course Name hyperlink to display the View and Update Course screen. The screenshot below displays the View and Update Course screen for a full time course. The SLC course code is not editable. The View and Update Course screen is split into two sections, Course Information and Course Academic Year List. The Course Information section displays the following information: HEP Services Courses Portal 35 Student Loans Company Ltd

36 SLC Course Code Campus ID Course Name Method of Attendance Course Type HEI Course Code UCAS Course Code UCAS Course? Duration Qualification Course Status Save Cancel Validate Promote Re-promote The Course Code provided by SLC will be displayed in this section. The Campus ID information will be held within this field. This section can be placed into alphabetical order by using the arrow keys in the column title field. The name of the course will be displayed in this section, character length: min - 3, max 41. Displays the method of attendance, e.g. Full Time. Displays the type of course PGCE, Other etc. The Course Code provided by the HEP will be displayed in this section. Max - 30 The Course Code provided by UCAS will be displayed in this section. Select if the Course is a UCAS course or not. Options are Yes or No. The number of years the course will run for, options 0-6, depending on course. Qualification for course, e.g. BSc, BA etc. Displays if the course is Open or Closed. Saves information and sends through Primary Validation. Returns the user to the Course Information screen without saving data. Allows the user to send the selected information into the Validation work stream, to ensure the content and format of the data is correct (only available if the course has not previously been promoted). Allows the user to send the selected information into the Promotion and Designation work stream, to ensure that it passes initial system checks for format and data content (only available if the course has not previously been promoted). Re-promotes data that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation (only available if the course has previously been promoted). The Course Academic Year List section displays the following information: Academic Year Course Year Course Fee Rate Validation Indicator Promotion Indicator The Academic Year information for the course. The Course Year information for the course. The Course Fee Rate information for each Course Year of the course. This field will show the Validation status of the course. The promotion indicator will show a red cross or a green tick to denote whether the Year has been promoted or not. The screen shot below displays the View and Update Course screen for a Part Time course. As is the case with full time courses, the SLC course code is non-editable as is the Method of Attendance and Course Type fields as they are both set to part time HEP Services Courses Portal 36 Student Loans Company Ltd

37 Course Year Start Date Campus ID Duration Non mandatory field to indicate the most common start date of the part time course. This field is only viewable for part time courses. This will be defaulted to the primary campus however it can be amended. This should be populated with the full year equivalent duration. All the remaining fields remain in line with the fields on the same screen for full time courses. Editing an Existing Course (Full & Part Time) Existing courses can be edited from the View and Update Course screen. For users with read only permissions (advisors) the screen is displayed on a read only basis, with no possibility to edit and update any piece of information as the details are greyed out. For users with full access permission (administrators), if the course has not been promoted to live, it will be feasible to change the data and save it. However, once the course has been promoted, it will only be possible to update the Course Name, Course Status and HEI Course Code, the rest of the screen will be read-only. To edit an existing Full Time course that has not been promoted: 1) On the Course List Filter Results screen, enter the Course Name and click on the filter link. 2) The View and Update Course screen for that particular course is then displayed. HEP Services Courses Portal 37 Student Loans Company Ltd

38 3) The SLC Course Code will be stored on the system already. 4) Enter the HEI Course Code (if you have one) which you can use as another method of identifying courses. This is a non mandatory field. 5) Enter the UCAS Course Code if the course is a UCAS course. 6) Enter the Campus ID, options A-Z depending on location profiles created. 7) Confirm if it is a UCAS Course? Options are Yes or No. 8) Enter the Course Name. Please note this name must be relevant and not abbreviated (or abbreviated as little as possible), as this could prohibit full search by customers and internal departments, for example calling a course Mths and Science will not be displayed on searches under the criteria Maths. Character length: min - 3, max 41. 9) Select the Duration; options are 0-6 years. 10) Enter a Method of Attendance (e.g. FT, FS, PT ) 11) Select the Qualification from the alphabetical dropdown selection available. Where the qualification you want does not show, please SLC at hei_data@slc.co.uk with the details. 12) Select the Course Type (e.g. PGCE, Franchised) 13) Select the Course Status, Open or Closed. If an HEP wants to close a course, they have to delete the course year s data for the AY in context. If the user tries to Validate or Promote a course, which is marked as Closed, and has course year data, a validation error will appear. Then click save. 14) Click Save. Or Cancel if you would like to discard any unsaved changes. Once all the information has been saved successfully, click Validate to send the information through primary and secondary validation, or promote to send the information through primary, secondary and designation validation. HEP Services Courses Portal 38 Student Loans Company Ltd

39 To edit an existing Part Time course that has not been promoted 1) On the Course List Filter Results screen, enter the Course Name, select Part Time for Course Type and click on the filter link. 2) The View and Update Course screen for that particular course is then displayed. 3) The SLC Course Code will be stored on the system already. 4) The Method of Attendance and Course Type will both be set to Part Time and will not be editable. 5) Enter the HEI Course Code (if you have one) which you can use as another method of identifying courses. This is a non mandatory field. 6) Unlike Full Time Courses, there is no UCAS Course indicator or field to capture a UCAS course code as these do not apply to part Time courses. 7) Enter the Campus ID, options A-Z depending on location profiles created. The Campus ID will always be defaulted to the primary location. 8) Enter the Course Name. Please note this name must be relevant and not abbreviated (or abbreviated as little as possible), as this could prohibit full search by customers and internal departments, for example calling a course Mths and Science will not be displayed on searches under the criteria Maths. Character length: min - 3, max 41. 9) Select the Duration, for part time courses this should be the full time equivalent duration. 10) Select the Qualification from the alphabetical dropdown selection available. Where the qualification you want does not show, please SLC at hei_data@slc.co.uk with the details. 11) Enter the Current Year Start Date. This is a non mandatory field that should be populated with the most common start date in MM/YYYY format. 12) Select the Course Status, Open or Closed. If an HEP wants to close a course, they have to delete the course year s data for the AY in context. If the user tries to Validate or Promote a course, which is marked as Closed, and has course year data, a validation error will appear. Click save. 13) Click Save. Or Cancel if you would like to discard any unsaved changes. HEP Services Courses Portal 39 Student Loans Company Ltd

40 Once all information has been saved successfully, click Validate to send the information through primary and secondary validation, or Promote to send the information through primary, secondary and designation validation. View and Update Course Year Full Time Courses Only As term dates are not required for part time courses the View and Update Course Year function only applies to full time courses only. Course Year information is accessed via the Academic Year link on the View and Update Course screen The View and Update Course Year screen is displayed: The View and Update Course Year screen is split into two sections, Course Academic Year Information and Course Years and Terms Information. From the Course Academic Year Information section you can view: SLC Course Code UCAS Course Code Course Name Duration HEI Course Code From the Course Years and Terms Information section you can view and edit: Expand Button Delete Once pressed this allows you to view terms details. Allows you to select the Course Year information to delete (only available if the Course has not previously been promoted). HEP Services Courses Portal 40 Student Loans Company Ltd

41 Course Year Allows you to select the Course Year information for the course. Course Fee Rate Allows you to enter the Course Fee Rate information for the course. Add Course Year Delete Course Year Cancel Save Apply Course Profile Validate Promote Re-promote Apply Course Profile & Re-promote Adds course year for editing, only up to a maximum of the course duration (only available if the course has not previously been promoted). Deletes course year (only available if the course has not previously been promoted). Returns the user to the Course Information screen without saving data. Saves information and sends through Primary Validation (only available if the course has not previously been promoted). To apply a specific course profile to your course (only available if the course has not previously been promoted). Allows the user to send the selected information into the Validation work stream, to ensure the content and format of the data is correct (only available if the course has not previously been promoted). Allows the user to send the selected information into the Promotion and Designation work stream, to ensure that it passes initial system checks for format and data content (only available if the course has not previously been promoted). Re-promotes data that has been edited on the screen and will push the newly added information through Primary, Secondary and Designation Validation To apply a specific course profile to your course and Re-promote data that has been edited on the screen. This will push the newly added information through Primary, Secondary and Designation Validation. Editing an Academic Year (Full Time courses only) To edit the Course Years and Terms Information of an existing course that has not been promoted: 1) Select Add Course Year. This will add a new blank record to complete if required. 2) Select the Course Year from the drop down list. 3) Enter the Course Fee Rate. 4) Select the button next to the Course Year. This will allow the Term Information Section to be displayed: HEP Services Courses Portal 41 Student Loans Company Ltd

42 5) Enter the Term 1 Start and End Dates, in format DD/MM/YYYY. 6) Enter the Location information, options A-Z depending on location profiles created. This information is checked within primary validation to ensure that no duplication of UCAS Course Code combined with Location (Campus ID) exists on the system. 7) Enter the Term 2 Start and End Dates, in format DD/MM/YYYY. 8) Enter the Location information. 9) Enter the Term 3 Start and End Dates, in format DD/MM/YYYY. 10) Enter the Location information 11) Click Save. (Or Cancel if you would like to discard any changes). Post Promotion Changes There may be instances where the course originally promoted on the Courses Service needs to be amended. HEP users have the ability to amend certain pieces of information and re-promote the course back to live despite the course already being promoted. These are referred to as post promotion changes. At Course level the changes that can be made post promotion are as follows. Course Name Course Status (Open or Closed)* HEI Code At Academic Year level the changes that can be made post promotion are as follows HEP Services Courses Portal 42 Student Loans Company Ltd

43 Campus Location Course Fee Rate Course Term Dates *Courses that have already been promoted as Open can have their status switched to closed post promotion but courses that have been promoted as closed cannot have their status switched the other way and be re-promoted as open. If a course is promoted as closed in error the course would have to be created from scratch. (Further information on closing courses can be found on page 45). If an HEP is planning on making post promotion changes then they should Operations Services (HEI_data@slc.co.uk) for guidance before progressing. Once post promotion changes have been made and the course(s) has been promoted to live, Operations Services will reassess any students(s) impacted by the change. Due to the timescales involved of when the Student Loans Company asks institutions to provide course information, the situation may arise later in the academic year where an institution requires to amend the term dates of a course that has already been promoted. Prior to amending course term dates post promotion, HEP users should be aware of the effect on student funding if adding or removing weeks to the duration of a course (i.e. would this change in duration of the course entitle or disentitle students to a long courses loan). When making any post promotion changes that will result in students being reassessed, HEP users should also take into consideration the timescales involved to allow for reassessment to be performed as payment schedules are updated in our own internal payment system for maintenance payments directly from the Courses Service. If an HEI has any questions about post promotion changes contact the HEI Helpline for further guidance before making any changes. View Audit History - All changes made post promotion are recorded on the View Audit History Report (please refer to page 54). This report records the post promotion change made, which user made the change and the time and date that the change was recorded. It is the responsibility of the HEP user to view the post promotion changes made via the View Audit History screen to ensure that the change has been registered with the SLC correctly. If an institution wishes to make post promotion term date changes late in the academic year cycle, be mindful of the impact to the student s financials entitlement. Such changes should be discussed with Operations Services before being made to the Courses Service. Please Operations Services (HEI_data@slc.co.uk) and include POST PROMOTION CHANGE in the subject box to ensure that the intended changes are quickly identified. Editing a Promoted Full Time Course at Course Level To edit an existing Full Time course that has been promoted: 1) On the Course List Filter Results screen, click the Course Name link. 2) The View and Update Course screen is displayed. HEP Services Courses Portal 43 Student Loans Company Ltd

44 3) The SLC Course Code will be stored on the system already. 4) If required, the Course Name can be amended by overtyping. Please note this name must be relevant and not abbreviated (or abbreviated as little as possible), as this could prohibit full search by customers and internal departments, for example calling a course Mths and Science will not be displayed on searches under the criteria Maths. Character length: min - 3, max 41. 5) Select the Course Status, Open or Closed. Be aware that if a course is promoted as closed in the current academic year it will be closed across all previous academic years. Once closed a course can t be reopened. 6) Enter the HEI Course Code, this is provided by the HEP. 7) Click Re-promote in order to send the changes to live or Cancel if you would like to discard any unsaved changes. Editing a Promoted Part Time Course at Course Level To edit an existing Part Time course that has been promoted: 1) On the Course List Filter Results screen, click the Course Name link. 2) The View and Update Course screen is displayed. 3) The SLC Course Code will be stored on the system already. 4) If required, the Course Name can be amended by overtyping. Please note this name must be relevant and not abbreviated (or abbreviated as little as possible), as this could prohibit full search by customers and internal departments, for example calling a course Mths and Science will not be displayed on searches under the criteria Maths. Character length: min - 3, max 41 5) The Course Fee rate can be amended by overtyping provided that the new amount does not exceed the Part Time Institution Fee Cap held on the Maintain Institution page. 6) Select the Course Status, Open or Closed. Be aware that if a course is promoted as closed in the current academic year it will be closed across all previous academic years. Once closed a course can t be reopened. 7) Enter the HEI Course Code, this is provided by the HEP. 8) Click Re-promote in order to send the changes to live or Cancel if you would like to discard any unsaved changes Editing a Promoted Full Time Course at Academic Year Level To edit the Course Years and Terms Information of an existing course that has been promoted: 1) Over type the Course Fee Rate (if required) HEP Services Courses Portal 44 Student Loans Company Ltd

45 2) Select the button next to the Course Year. This will allow the Term Information Section to be displayed. 3) Overtype the Term 1 Start and End Dates, in format DD/MM/YYYY if required 4) Overtype the Term 2 Start and End Dates, in format DD/MM/YYYY if required 5) Overtype the Location information if required 6) Overtype the Term 3 Start and End Dates, in format DD/MM/YYYY if required 7) Enter the Location information if required 8) Click Re-promote. Or Cancel if you would like to discard any changes. 9) It s the HEPs responsibility to check the View Audit History report found under the Administration tab in the Courses Homepage menu after a post promotion change has been made. This will detail all post promotion changes and the HEP user can verify that the post promotion change they have recorded has been processed correctly by SLC. You can apply a specific course profile to your course and re-promote the data by selecting the Apply Course Profile and Re-promote button. This will allow you to bypass the manual entering of course years and term information and push the newly added information through Primary, Secondary and Designation Validation. (Further Information can be found on page 49). Closing Courses If an HEP has either full time or part time courses that are no longer running these can be closed. This would prevent these courses from being returned in future years academic year roll-over (the annual process where SLC carries forward course information ready for HEPs to complete and promote). Any courses that require to be closed should be promoted to SLC s live system in the same way as all the courses that are still running. When closing a course in the Courses Service in the current academic year, the system automatically closes the course for all academic years at the same time. This is because the Open / Closed status of a course is held at course level rather than at academic year specific level. The decision to close a course is ultimately up to the HEP, courses do not have to be closed if the closing of the course would impact any students that may still be studying that particular course. In order to close a course, each academic year should be deleted, the course status should be amended to closed and the course should then be promoted. If an HEP wants to close a course in the current AY but wishes that course to remain open for previous academic years (i.e. AY 11/12, AY 10/11, 09/10 etc) they should close the course in the current AY and promote it but then go back and re-add the course for each previous academic year as necessary. The course name can then be amended to make more descriptive i.e. Maths (Years 1 & 2 only) If any further guidance is required on closing courses is required please contact the HEI Helpline. HEP Services Courses Portal 45 Student Loans Company Ltd

46 The process to close courses, for courses which have yet to be promoted is a follows: 1) On the Course List Filter Results screen, click the Course Name link. 2) The View and Update Course screen is displayed. 3) From the from the View and Update Course screen click the academic year link. 4) This opens the Academic Year screen. 5) Click in the Delete checkbox for the required course year that is to be closed. This only applies to pre promotion courses. 6) You should then click the Delete Course Year link. 7) Once the course years have been deleted you should click the Save link. Or Cancel if you would like to discard any changes. 8) Return to the Course Information screen. 9) Change the Course Status of the course from Open to Closed 10) Click Re-Promote. Or Cancel if you would like to discard any changes. This will close the selected courses in the live database and they will no longer be available as an option for students / Award Authorities. If a course is to be closed post promotion, the user should change the status to closed. There is no need to change the duration or remove the term dates. HEP Services Courses Portal 46 Student Loans Company Ltd

47 Creating a New Course You can create new full time or part time courses from the View and Update Course screen. This screen is accessible by users with SLC Course Administrator and HEI Course Administrator user roles. For users with read only permissions (advisors) the screen will not be displayed. To create a new course: 1) On the Maintain Courses screen, click the Create Course link. 2) The Create Course screen is displayed. The page is split over two tabs, one for creating a new full time course and one for creating a new part time course. The system will default to the full time course screen. Switching between tabs without saving will clear any information added. 3) Select the Academic Year from the dropdown list. This will automatically be defaulted to the current AY. 4) Enter the UCAS Course Code (if applicable if the course is not a UCAS course please leave this field blank). The UCAS Course Code field will only be shown when creating a full time course as it is not applicable for part time. 5) Enter the Campus ID this information is checked within primary validation to ensure that no duplication of UCAS Course Code combined with Location (Campus ID) exists on the system. For part time courses the Campus ID will be automatically defaulted to the primary location; however this can be amended if required. 6) Confirm if it is a UCAS Course. If you have previously entered a UCAS course code then this indicator must be set to Yes. Conversely if no UCAS course code has been entered then this indicator should be set to No. This field will not be shown when creating a part time course. 7) Enter the Course Name. 8) Select the Duration. This is the number of years that the course will run. For part time courses the duration for the full time equivalent should be entered (a maximum of 4 years can be entered here for part time courses). 9) Enter a Method of Attendance from the drop down list. When creating a part time course this field will be automatically amended to Part Time and the user will not be able to amend. 10) Select the Qualification. HEP Services Courses Portal 47 Student Loans Company Ltd

48 11) Select the Course Type from the drop down list. For part time courses this filed will be automatically defaulted to Part Time. 12) Select the Course Status. 13) Enter HEI Course Code if applicable. This is a non-mandatory field. 14) Once all this information has been entered: For part time courses click either Save in order to save the course details, Validate to send the information supplied through the validation process or Promote in order to promote the course to live. For full time courses click on the Add Course Academic Year button and enter the AY specific information (term dates / fee rates / location) 15) If the user does not wish to Add Course Academic Year information the user would click Save to save the data or the Maintain Courses if you would like to discard any unsaved changes. For Full Time Courses: When the user clicks the Add Course Academic Year button, the course information will be sent through Primary Validation. If validation is successful the course will then be created (even if the user has not clicked save the information will be saved). The user will then be re-directed to the Course Academic Year screen to enable them to enter Course year and Term data. Once all information has been saved successfully, you can now go back to the Course Filter screen and follow the steps to update and maintain the course information. For full time courses, once you are satisfied with the information that you have added into the Course Year screen, you may wish to attach a course profile that has already been set up. You can do this by clicking on the Apply Course Profile link. HEP Services Courses Portal 48 Student Loans Company Ltd

49 Apply Course Profile (Full Time Courses Only) Course Profile information for full time courses can be accessed via the Apply Profile link on the Update Course Year page and the Course Filter Results screen. From the Course Filter Page select the correct academic year, location, duration of the course(s) that you wish to apply the profile to and finally set the Courses Promoted indicator to either Yes or No. Once the Course Filter Results page is returned click the Select box next to each course that the profile is to be applied to. Then click on the Apply Course Profile option from the bottom of the screen. HEP Services Courses Portal 49 Student Loans Company Ltd

50 Once selected, the Apply a Course Profile screen is displayed: 1) Click on the icon to expand the selected Course Profile. The profile information will be displayed: 2) Check the information displayed such as Course Year, Course Fee Rate and Term etc. 3) Once you are satisfied with the information tick the Select box for the preferred course profile. 4) To ensure that you are fully aware that the selected course profile will supersede and replace any existing information set up for that course, such as Term Dates, Location and Course Fee Rate, you must tick the I understand that any information held by the course(s) will be superseded by the information of the course profile checkbox. 5) Once ticked select the Apply Profile link to apply selected Course Profile. If users do not check this and press the Apply Profile button, a message will be displayed to make the user aware that the checkbox must be marked. HEP Services Courses Portal 50 Student Loans Company Ltd

51 The Course Profile information will now be added to the specified full time course, as shown in screen shot above. You can now validate the profile information. Once the data has been sent to the secondary validation work stream, the screen will no longer display the information. Once the data passes secondary validation checks you can then promote and designate the information. Once promotion has been selected the system will display the following confirmation message. HEP Services Courses Portal 51 Student Loans Company Ltd

52 Apply Course Profile (Post Promotion) If required, it is possible to apply a course profile to courses that have already been promoted and then repromote them. HEPs may wish to do this if the term dates need to be amended or the fee rates change. If an institution wishes to make post promotion term date changes late in the academic year cycle, be mindful of the impact to the student s financial entitlement. Such changes should be discussed with Operations Services before being made to the Courses Service. Please Operations Services (HEI_data@slc.co.uk) and include POST PROMOTION CHANGE in the subject box to ensure that the intended changes are quickly identigied. Course Profile information can be accessed via the Apply Profile link on the Update Course Year page as previously covered. A course profile that is already been set up can be edited by clicking the Edit button next to each individual profile or you may wish to create a new course profile as covered previously in this user guide. In order to apply a course profile and re-promote a course / number of courses the following steps should be taken: 1) Access the Maintain Courses tab from the Courses Home Page and select Course Filter 2) Select the Academic Year, the duration & location of the course, then amend the Courses Promoted dropdown to Yes. Then click filter 3) Either manually tick the checkbox next to each course that the profile is to be applied to or to include all courses click the Select All option. 4) Click Apply Course Profile & Re-promote 5) Select the relevant profile to be applied and click the checkbox. Once the profile has been selected, the system will: Save the selected profile to the selected course(s). Validate the selected course(s). Re-promote the selected course(s). Once post promotion changes have been made, it is the responsibility of the HEIs to check the View Audit History report to check that all post promotion changes have been recorded correctly. HEP Services Courses Portal 52 Student Loans Company Ltd

53 Tasks & Errors Course information for both full and part time courses that has not passed primary, secondary or designation validation is redirected to the Tasks and Errors screen. The Tasks & Errors tab can be accessed from the menu bar on the Courses Service Home page. The Tasks and Errors are split out in the top half of the screen between any errors for courses yet to be promoted and for those which have already been promoted. The lower section of the page enables the user to filter on the specific tasks and errors that have been recorded. The option is provided to filter on full time or part time errors Once the required filter choices have been made, click Select. The records matching the search are displayed in the Search Results section of the Task and Errors screen. The default tab will be All unless a specific mode of study has been specified. (Tabs with no results will be disabled). By selecting the issues. next to the relevant Task, the information can be expanded to give the full details of HEP Services Courses Portal 53 Student Loans Company Ltd

54 By selecting the relevant Task, this will take you directly to the screen of the main search filter display reason chosen, e.g. if you select Courses from the Tasks for dropdown list, you will be taken automatically to the Maintain Courses screen. There will be some error messages specifically for part time courses. These are as follows: For Part Time Courses, the Academic Year cannot be prior to 2012/13 Current Year Start Date should not be prior to September 2012 Current Year Start Date is not within the Academic Year Static data error: terms for Course Year x in Academic Year xx failed generation. Please contact the HEI Helpdesk on Designation Failures will be read only as they have passed secondary validation. Once these issues have been updated the information can then be passed forward for validation or promotion again. View Audit History As covered on page 42, once a course (either full time or part time) has been promoted to live, certain fields can still be amended if required. These changes are referred to as post promotion changes. HEP & SLC users with Courses Administrator access can view all post promotion changes made via the View Audit History screen. It is the responsibility of the HEP user that makes any post promotion changes to check the View Audit History report to ensure that the change(s) have been registered with SLC correctly. The Post promotion Audit Screen can be accessed by clicking on the Administration tab on the Courses Service homepage. Users will select the type of filter they wish to carry out: HEP Services Courses Portal 54 Student Loans Company Ltd

55 The fields will show as read-only when the screen is initially accessed. Once the check box is selected the fields will be editable. Options include: Type of Change Filter by Field Field Changed Date Changed From Date Changed To The fields will show as read-only when the screen is initially accessed. Once the check box is selected the fields will be editable. Options include: 09/10 Filter by Academic Year 10/11 11/12 12/13 13/14 Filter by Course Code This option is available to SLC and HEI Course Administrators. The fields will show as read-only when the screen is initially accessed. Once the check box is selected the fields will be editable. Options include: SLC Course Code UCAS Course Code HEI Course Code Filter by Mode of Study This option will allow the user to filter on all post promotion changes for either full time or part time courses. If left at Please Select all post promotion changes for both full and part time courses will be returned. Options include: Full Time Part Time Filter criteria will not be available for edit until one of the radio buttons has been selected. Only one filter type can be carried. HEP Services Courses Portal 55 Student Loans Company Ltd

56 Once selected, the View Audit History screen is displayed for the HEP User: Once filtered, the Audit History Filter Results screen is displayed for the User: Reports HEPs will be able to view their progress by accessing the Courses Submission Report. The purpose of this report is to allow the user to understand which stage they have reached in their courses submission for the selected AY. The report will display as a pie chart, highlighting the number and percentage of courses pending to be entered (based on the predicted number of courses), the ones that have failed validation (including failed designation), the ones that have been validated successfully and the ones that have been promoted. The report can either be split out to show the course submission progress for full time or part time courses only or to show a total of both full and part time combined. The report will be defaulted to display All (both full and part time totals combined). For this report to function you must insert the predicted number of courses on Maintain Institution Profile screen. You will then be able to view an analysis of the data you have already input as well as the status, while comparing the numbers of courses added against the predicted number quoted. HEP Services Courses Portal 56 Student Loans Company Ltd

57 1) Select Reports from the Courses Home page then select Courses Submission report 2) Specify the Academic Year if you wish to run the report for any other Academic Year. The report screen will be refreshed with the requested details. 3) The report will then be displayed as follows: The report will show data grouped by course status then number of courses and then percentage of courses. The detail will show. Predicted Number of Courses Actual Number of Courses Not validated Validated with Errors Promoted Validated Successfully Predicted Pending to be Entered This will show the predicted number of courses that the HEP advised may be entered onto the system. This will show the actual number of courses that have been entered onto the system. This will show the number and percentage of courses that have been entered onto the system from the total Predicted Number of Courses but not validated This will show the number and percentage of courses that have been entered onto the system from the total Predicted Number of Courses but failed validation and/or designation This will show the number and percentage of courses that have been entered onto the system from the total Predicted Number of Courses and have been promoted successfully. This will show the number and percentage of courses that have been entered onto the system from the total Predicted Number of Courses and passed validation. This will show the number and percentage of courses that have still to be entered onto the system from the total Predicted Number of Courses. HEP Services Courses Portal 57 Student Loans Company Ltd