Excel Registration Template - PowerPoint by eqr17250

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									Learner Services Unit
 Conference (HETAC)



    26 /11/ 2009
             Overview of Events
•   Introduction – Ian Mckenna
•   Registration – Liam Tracey
•   Most Common Errors – Aedín Whelan
•   Broadsheet production. – Liam Tracey
•   Most Common Errors – Liam Tracey
•   HETAC Data portal – Luke Johnson
•   Tea / Coffee break
•   Parchment production / result list – Aedín Whelan
•   Fees – Kathy Lantry
•   Miscellaneous topics i.e. SOTY, Programme code
    reconciliation – Liam Tracey
    Key functions of the Learner
        Services Unit (LSU)
1. Maintaining data integrity of all learner
   records
2. Creating, maintaining and processing
   learner records
3. Producing formatted excel spreadsheets
   known as “broadsheets” to record results
4. Processing results and updating records
5. Ensure the utmost quality of the final
   award parchments
               Main Interactions with HETAC
Provider submits learner registration using the
HETAC data portal

           HETAC uploads learner files to HETAC
           database and issues broadsheet files to the
           Provider
                    The Provider enters results on broadsheets, these are presented at the
                    Examination Board meeting, which is usually held twice a year
                    (Summer and Autumn) The Provider then returns Broadsheets to
                    HETAC
                            HETAC uploads broadsheet files to database and issues Result Lists to the
                            Provider to confirm that data transfer is accurate.


                                         HETAC issues Parchments in time for the provider conferring
                                         ceremony and
                                         Single Subject Certificates (upon request from the provider)
                    Registration




21 September 2009
              Main Interactions with HETAC
1. Provider submits learner registration using
the HETAC data portal
           2. HETAC uploads learner files to HETAC
           database and issues broadsheet files to the
           Provider

                   3. The Provider enters results on broadsheets, these are presented at
                   the Examination Board meeting, which is usually held twice a year
                   (summer and autumn) The Provider then returns Broadsheets to
                   HETAC
                           4. HETAC uploads broadsheet files to database and issues Result Lists to
                           the Provider to confirm that data transfer is accurate.


                                       5. HETAC issues Parchments in time for the provider
                                       conferring ceremony and
                                       Single Subject Certificates (upon request from the provider)
          Registration statistics

Across the Higher Education sector, there is a
  general positive increase in the number of
  learner registering on higher education
  programmes.

  – Mature Student Entries to Higher Education increased
    by 14% In the Institutes Of Technology Sector
    between 05/06 And 06/07.
  – The Number of International Students enrolled on
    Full-Time Programmes increased By 11% In 06/07.
   Registration Statistics
This trend is also reflected among HETAC
                   providers


    Summer 2008             Summer 2009
      11, 117                  13,025

     Autumn 2008             Autumn 2009
        5, 825                  7, 741
          What is Registration
• Registration is the
  first stage in the
  HETAC award
  process.

• It is based on the
  recording of a
  learners personal
  details on the HETAC
  Fionnan system.
           Registration – Submission
           deadlines (Major Awards)
The two typical examination sessions within the
  academic year for Major Awards are Summer
  (session 1) and Autumn (session 2).

The deadline for each session submission for
  2009/2010 is

 Summer 2010 Registration deadline: 15th Jan 2010

 Autumn 2010 Registration deadline: 22nd July 2010
       Registration – Submission deadlines
       (Minor / SPA / Supplemental Awards
                       Only)
From 2009-2010, it is proposed to trial an
increase in the number of sessions for registering
learners on these award types only i.e. Minor /
SPA / Supplemental.

The deadlines for these sessions are
 Spring 2010:           15th January 2010
 Summer 2010            1st June 2010
                        22nd July 2010
 Winter 2010:           1st November 2010
      Registration – Submission requirements

Each registration submission must include:


•   Signed Learner Declaration form
•   A detailed fee breakdown
•   Full Fee payment
•   The populated registration file (Regs or ACCS)
            Sample Declaration form
                                      Details include:
                                      •Name of Provider
                                      • Filenames
                                      • Signature of Registrar
                                      •Date

• The declaration form must be sent in HARD COPY (or scanned copy) to
the LSU alongside the Registration data.
• A copy of the Declaration Form is available on the LSU website / HETAC
Data portal
               Registration
• Fee structure and detailed fee breakdown
  document will be discussed by Kathy Lantry
  later in the conference.
      Registration Submission
There are two file types available to providers for
the purpose of registration:

•Extended-ASCII comma delimited file
•Excel Template file

Given that the majority of HETAC providers
employ the excel template file, this presentation
will focus on this file format.
      Registration – File types
The Excel template file is a standard spreadsheet
document that can be opened with most
document editing software i.e. Microsoft Excel,
OpenOffice etc..

The Excel document contains in-built validation
rules known as Macros. The purpose of the
macros is to ensure that the data is entered
correctly by the provider and must be enabled to
ensure compliance with data requirements.
            Registration – Learner
            Registration template
The learner registration file contains 3 sections:
1)Header
2)Students
3)Help

 Sections 1 and 2 are completed by the provider.
             Registration – Excel file
                    (Header)
The header file
   comprises:
1) HETAC provider code
2) Session
3) Year
4) File name
5) Creation Date
6) Number of learner
   records

  All of the above are mandatory field and must be populated by
                            the provider
     Registration – Excel template
                 (Help)
• A help section is
  included in all
  registration files.

• It includes references
  to important
  information required
  to populate the
  registration file.
            Registration – Excel file
                  (Students)

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

•   Provider Learner Number *   • Country of Birth *
•   Irish PPS Number *          • Nationality Code *
•   Leaving Cert Number         • Correspondence Address 1
•   Programme Code *              –5*
•   Programme Stage *           • County / Country *
•   Surname *
                                • Telephone Number
•   Forenames *
•   Gender *
                                • Learner Status
•   DOB *                       • Total Fee due*
                 Registration – Excel file
                       (Students)
• Populating a sample
  Registration file
• Learners details:
   –   PPSN: 1234567N
   –   Learner ID: 5679
   –   Name: Malcolm Knowles
   –   Address: 13 Parkview,
       Castleknock, D15
   –   DOB: 9 / Jun / 1984
   –   Nationality: Irish
   –   Country of Birth: Ireland
   –   Telephone: 01 8216589

								
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