Embed Size (px)
Citation preview
User & Help Guide V10
End Point Assessment Organisations
June 2020
Contents
Setting up ACE360 1 Standards Management (Super Admin ONLY) 3 Setting Up Users 6 Assigning Standards to Users 7 Setting Up Links to Lead Training Providers 8 Apprentice Records – Search & Filtering Options 9 Apprentice Live Records – Working with Filtered Views/Exporting Data 11 Apprentice Assigned & Archived Records – Filtering Options 12
Managing Apprentice Records (incls uploading, downloading, previewing and deleting files) 13
Dashboard 16
Apprentice Accounts (Super Admin/Admin ONLY) 21
Knowledge Base 23
Shared Documents Area 25
NB: Clicking on the ACE360 logo in the
top right hand corner of each page will
return you to the Contents page
Assigning Apprentice Records to ACE360 Users 26 Accepting Gateway Submissions 28 Recording Apprentice EPA Progress and Achievement 30 Working with Apprentice EPA Files 31 Applying Overall EPA Grade for an Apprentice 32 EPA Resit Requests 32 Second Review 33 Appeals 39 ACE360 Activity Log 43 Reports 44 User Permissions Summary 47 Apprentice Data Fields Included in ACE360 Data Export Function 48 ACE360 Help & Support 41
NB: Clicking on the ACE360 logo in the
top right hand corner of each page will
return you to the Contents page
Setting up ACE360
You will receive an e-mail from ACE360 inviting you to set up an
ACE360 account for your organisation.
Within the e-mail click on the “Complete Account Setup” button. NB: The person who sets up the new organisation within ACE360, automatically becomes a Super Admin User for the organisation.
Follow the 3 steps to create a new ACE360 account for your organisation: -
You will be required to enter your own
details and set a password, your
organisation details, including your
organisation’s VAT status.
You will require your EPA ID. This
should be entered in the format
EPAXXXX
You need to read and accept the displayed
ACE360 Terms of Use. Upon completing
Step 3, a message will be displayed to
confirm that your “organisation setup is
completed” and that you can now login
and start using the system.
1 2
3
1
NB: Clicking on the ACE360 logo in the
top right hand corner of each page will
return you to the Contents page
Once you are logged in, you will be presented with your Dashboard. Initially, this will take you through the remaining ACE360 set up process. However, on future logins you will use the Dashboard area to view summary information relating to your organisation’s EPA activity and also be able to navigate through ACE360.
The ACE360 menu bar will be displayed down the left hand side of the screen. It may be presented differently, depending on the size of your screen, larger screens will have icons and a name underneath and smaller screens will display icons only. The menu remains visible on all pages enabling you to navigate through ACE360: - DASHBOARD – This is a customisable widget based page allowing you to have an instant
overview of your EPA activity within ACE360 and Apprentice records.
STANDARDS – from here you will be able to view, add and remove Apprenticeship Standards associated with your organisation’s ACE360 profile.
APPRENTICE RECORDS – this view will vary, dependent on user permissions but will either show all Apprentice records or only records that have been assigned to you. Super Admin and Admin users will see ALL Apprentices linked to the organisation’s account.
KNOWLEDGE BASE – this is an area of the system where EPAOs can upload relevant guidance/support documentation. This can be either Generic or Standard Specific guidance. LTP users will be able to access the Generic resources for all the EPAOs that they are linked to, through ACE360. LTP users will only be able to see the Standard Specific resources for those Standards that their assigned Apprentices are undertaking.
ACCOUNTS – here you are able to access financial information relating to each Apprentice record. This option is ONLY available to SUPER ADMIN and ADMIN users.
REPORTS – here you are able to access high level reports to provide you with accurate up-to-date information about the activity within your account. This option is ONLY available to SUPER ADMIN and ADMIN users.
ACTIVITY LOG – the log tracks all actions carried out within your ACE360 organisation profile. They are stamped with user name and date of activity. Again, activity log views will vary, dependent on user permissions.
SETTINGS – here you are able to view your organisation and individual settings, although only Super Admin users will be able to amend organisation/EPAO settings. You can also view your current LTP links.
Large screen view
2
As part of the ACE360 setup for your organisation, one of the first things you need to do is select the Standards for which you will be carrying out EPA activities and link these to your organisation’s ACE360 account.
NB: Only link your EPAO account to those Standards for which you have been approved by the ESFA to deliver EPA activities.
This process links your ACE360 EPAO account to specific Standards and makes them available to LTPs who use your EPA services. LTPs using ACE360 will be able to link their Apprentice records to your ACE360 account by selecting you as their EPAO. This makes it easy to share Apprentice information in a secure and efficient manner.
On initial set up you will see a pop-up to “Select your Standards”. Click “Select Standards” button.
The list on the left hand side of the screen are all the Standards that are available for your selection, grouped by sector.
Select “All Sectors” to see all the Standards available to you. These are all listed on the right hand side of the screen.
Alternatively, click on an individual sector name on the left hand side of the screen e.g. Business & Administration or Digital. This will only display the available Standards, within the selected sector.
Standards Management – Super Admin Users ONLY
3
On the right hand side of the screen, click on the name of the Standard/s you wish to select and link to your organisation’s ACE360 profile. Selected Standards are highlighted in green.
You can multi-select Standards. If you wish to de-select a Standard then simply click on it again and the green highlight will be removed meaning it is de-selected.
You can click on the different sector names on the left hand side and select the Standards you need from each sector.
ACE360 keeps a running total of the Standards you have selected – across all sectors and within each individual sector e.g. All Sectors 16 of 234 or Business and Administration 4 of 16.
When you have selected all the ones you want (at this stage), click the “Save” button.
NB: Some Standards have course options, if this is the case you will see a Standard for each option (pathway). Please ensure that you add all of the available course options so that LTPs / Employers can select the appropriate course option (pathway) for their Apprentice. This is VERY important as the Gateway /EPA components may differ between “options” and an Apprentice must be able to be linked to the correct option (where relevant) within the chosen Standard.
You will then see a list of all the Standards that are now linked to your organisation’s ACE360 profile.
Clicking on any Standard name on the left hand side of the screen will display more details relating to selected Standard on the right hand side of the screen:-
STANDARD TITLE STANDARD LEVEL EXPECTED TIME TO GATEWAY LARS CODE STANDARD OVERVIEW/SUMMARY GRADES ALLOWED GATEWAY COMPONENTS - expand for more information EPA COMPONENTS - expand for more information
4
At any time, you can VIEW the Standards that are currently linked to your ACE360 EPAO account by selecting the Standards icon on the menu bar.
You can ADD more Standards to your organisational profile by clicking the Standards icon on the menu bar and then click the “Update Standards Offering” button. Select/deselect required Standards and save any changes made.
To REMOVE a Standard from your account, simply click on a Standard (highlighted in green) and it will be de-selected (goes white). If there are no Apprentices linked to the Standard, then it will be removed from your profile. However, if there are Apprentices currently registered on the Standard (i.e. with your organisation as the designated/linked EPAO), a warning message will appear for you to confirm that the Standard cannot be removed from your profile as there are “active” Apprentices linked to the Standard.
NB: If there are no currently “active” Apprentice records associated with the Standard, you can remove it. However, it will NOT remove any of the historic Apprentice records that are linked to the Standard and who have previously completed the Apprenticeship. However, removing a Standard means that no new Apprentices will be able to register onto the Standard with your organisation as the selected EPAO.
Save any deletion changes made/allowed and the Standard will no longer be linked to your ACE360 EPAO account and, going forward, LTPs will be unable to select your organisation to provide EPA services for this Standard.
5
• You now need to set up additional ACE360 users in your organisation. During setup, click the
Invite Other Users option. Select the Users tab and click the green “Invite a New User” button. Alternatively, click on the General Settings icon on the menu bar on the left hand side of your screen and follow the same process.
• Complete the Add a new user pop-up. Enter the user’s e-mail address and assign them a “user role” within ACE360. Click the green circle with the plus sign to “add” the user details to your list.
• User roles available are: Super Admin, Admin, Senior Assessor and Assessor.
• Continuing adding as many new users, and types, as you require. Remember to click the green circle with the plus sign to “add” each of the new user details to your list.
• When you are ready, click the “Send Invites” button. All of the new users will receive an e-mail inviting them to join ACE360 and create their account profile.
• Within General Settings, system users can view and edit their own Profile. They can also view Organisation Info and LTP Links. They cannot edit any organisational or LTP information.
• Once users have created their accounts, Super Admin/Admin will be able to see the users listed in the Users Tab within General Settings.
• Super Admin can set up ALL types of user account. Admin users can set up other Admins, Senior Assessors and Assessors. Senior Assessors can only set up Assessor accounts. Assessors cannot set up any user accounts.
Setting Up Users
6
Assigning Standards to Users
• Having set up your ACE360 users, you must then individually assign each user the specific Standards that they will be assessing. NB: This can only be done by Super Admin or Admin users. If this not done then you will be unable to assign any Apprentices to specific ACE360 users (e.g. to Senior Assessors & Assessors)
• To assign Standards to a user account: -
o Select General Settings icon and then the Users Tab o Select required user from the list o Click the “Edit Profile” button o Click the “Assign Standards” button o From the list of available Standards, click the ones that you want to
assign to the user. They will go green in colour. To deselect a Standard simply click on it again. There is a Select All feature within each sector grouping.
o Click “Save” button to save the changes to the user’s record and their profile is updated accordingly. You can view the Standards assigned to them on the right hand side of their profile page. At any time you can add/remove Standards to a user’s account.
NB: Users will only be able to be assigned Apprentices who are on one of the Standards linked to their account. If you are having difficulty assigning an Apprentice to a specific user account, then check that the user has been assigned the required Standard.
Senior Assessor users will be able to see all Apprentices on any Standard that has been assigned to them – even for Apprentices that have not been specifically assigned to them but are assigned to another Senior Assessor or Assessor user in their organisation.
Assessors will only be able to see Apprentices who are on a Standard that they have been assigned and also had the individual Apprentice specifically assigned to them.
7
Setting Up Links to Lead Training Providers (LTPs)
LTPs using ACE360 will, as part of their ACE360 set up process, select the EPAO/s with whom they will be working for EPA services. This sends an ACE360 e-mail request to each of the selected EPAOs and each EPAO has to Approve the request before the LTP get the facility to link their ACE360 account profile to an EPAO account.
Once an EPAO has accepted an LTP request, the LTP will receive an ACE360 e-mail confirming this.
Within ACE360, you can check the current status of your links to LTPs.
To do this, select the General Settings icon from the menu bar and then the LTP Links tab.
Here you will see details of all the LTPs that you have links with. There are 2 views:-ACTIVE LINKS & PENDING LINKS.
Details shown are: -
LTP ORGANISATION NAME
DATE LINK REQUESTED
DATE LINK CREATED
NAME OF PERSON WHO SENT INVITATION
VIEW DETAILS – THIS BRINGS UP RELEVANT CONTACT INFORMATION
There is also facility to Remove Link to an LTP (only available to Super Admin/Admin users). A warning message will be displayed!!
8
ACE360 enables you to view, manage, progress and track Apprentice records that have been linked to your EPA account.
• Select the Apprentice Records icon on the menu bar.
• There are 3 tabs – LIVE RECORDS, RECORD ASSIGNMENT & ARCHIVED RECORDS
• The Search functionality allows you to search by:-
o Apprentice’s ULN o Apprentice First Name OR Surname OR Both
• Any matching records will be displayed
• Click on the “Filter” button to filter your Apprentice records by a large range of
different criteria.
• Select the filter option/s required and then click “Apply” button
Apprentice Records – Search and Filtering Options
9
APPRENTICE STATUS – can further filter “Apprentice Status” by date range.
ATTACHED LTP – Choose from a drop-down list
APPRENTICE DATE OF BIRTH (From and To Date Picker)
APPRENTICE START DATE (From and To Date Picker)
EXPECTED GATEWAY DATE (From and To Date Picker)
ASSIGNMENTS (of Apprentice records) Manage workloads/ensure all Apprentices are
assigned to an Assessor.
RESITS – Requested and Rejected
ESFA CERTIFICATION – Issued or Not Issued NB: This feature will only function if the EPAO is using the ACE360 integration functionality with the ESFA’s certification system
By excluding EPA Passed or Failed records you can view
ONLY Apprentice records that are in “active process” –
not completed.
Filtering Options Available
10
• When a filter is applied you will see this visually represented in individual boxes to the right of the “Filter” Button.
• When viewing a filtered list you can add additional filters by selecting the “Filter” Button and choosing another filter option. This additional criteria will then be added to the list of filters currently being applied.
• To remove individual filters, click the white cross on the far right hand side of the relevant orange box
• To remove all filters, click the Grey Cross (Clear All Filters) at the far right hand side of the filter bar NB: Any filters you set will remain active until you remove them.
Exporting Filtered Data - ** FOR DETAILS OF ALL DATA FIELDS EXPORTED SEE PAGE 39 **
• Any of the filtered lists of Apprentice records can be EXPORTED by clicking the “Export Data” Button.
• A dialogue box will appear asking you to confirm that you want to “Export Filtered Records” – records excluded by the applied filters will not be exported. Click the “Export” Button to confirm the export process.
NB: If you wanted to export ALL your Apprentice records (i.e. not just those with the applied filter then remove the tick from the “Export Filtered Records” option.
• The records are exported as a CSV file which can then be further sorted, filtered, printed etc.
Apprentice Live Records View – Working with Filtered Views & Exporting Data
11
12
Apprentice “Assigned and Archived” Records View - Filtering Options
• Filtering options are also available for Apprentice Records on both the ”Record Assignment” and “Archived” Apprentice Tabs
SUMMARY OF FILTERING OPTIONS FOR ALL APPRENTICE RECORD VIEWS
• Within Apprentice Records view, the Live Records tab, displays key information relating
to each Apprentice linked to your ACE360 account: -
PADLOCK ICON – this indicates if the record is locked or unlocked to the EPAO user Green = Unlocked and Red = Locked
ID – a unique automatically generated ACE360 system numberNAME – Apprentice name DOB – Apprentice date of birth LTP – Name of the Lead Training Provider STANDARD – Title of the Apprenticeship Standard Apprentice is registered on LEVEL – Level of the Apprenticeship Standard Apprentice is registered on START DATE – Apprentice start date EXPECTED GATEWAY DATE - Date Apprentice is expected to be ready for Gateway STATUS – Apprentices will start and remain at “In Training” status until they are
ready for Gateway when LTPs are able to progress their status to “Ready for Gateway”
NB: It is at this point that the Apprentice record will be submitted to the EPAO for Gateway review and approval as being EPA Ready.
NB: Other Statuses are: In Training, Evidence (i.e. Gateway) Complete, Gateway Approved, EPA Ready, EPA Progress, EPA Passed and Grade Determined.
Note: For Super Admin and Admin
users, there is an additional tab called
“Record Assignment”. This enables
these users to select and assign
individual, or groups of Apprentices, to
specific ACE360 users within their
organisation. This function is covered
in a separate section on Assigning
Apprentice Records.
13
Managing Apprentice Records
• You will be able to view all of the Apprentice records that are linked to your
ACE360 user account. NB: This may be ALL records (for Super Admin/Admin accounts) or ONLY the ones where the user has been assigned the relevant Standards AND had the Apprentice specifically assigned to them i.e. (Assessors).
The “Status” of each Apprentice will give you an indication of whether or not you can VIEW and/or EDIT an Apprentice record. Also the Padlock Icon to the left of the Apprentice ID will indicate if the record is locked or unlocked for editing by you. Green = Unlocked (can edit) and Red = Locked (view only).
• Any Apprentices that are pre Gateway approval (i.e. In Training or Gateway Evidence Complete) will be available to view and be READ ONLY. This is because at this stage the current “ownership” of the Apprentice record is still with the Training Provider and they have EDIT rights.
• The padlock icon to the left of the Apprentice ID column also indicates if an Apprentice record is LOCKED (red, closed padlock) or open for EDITING by you (green, open padlock).
• Apprentice records at status “EPA Passed” are locked for any further editing.
• When viewing a read only Apprentice record, the fields appear greyed out and are not editable.
14
= EPA Failed
= EPA Passed
= Gateway Approved
= EPA Approved
= In Training/Gateway
in Progress
= EPA in Progress
12
• When viewing an “unlocked” Apprentice record, you can open and view Gateway documentation and also upload, view and edit information relating to each EPA component.
TIP: In Chrome, to make certain file types OPEN automatically instead of downloading, download the file type once, then right after it has downloaded, look at the status bar at the bottom of the browser. Click the arrow next to the file and choose "always open files of this type". In future the files will automatically open.
Working with Gateway Files
Select review notes associated with the file.
Select to download the file to your computer.
Select to download all files associated with Gateway to your computer. This is useful when you are reviewing and confirming Gateway. Note: To allow the Download All feature to work, pop-ups may need to be enabled for https://my.ace360.org/
Select to preview the file. Note: Preview is only available for files less than 2MB in size. If the preview icon is not visible, the file is greater than 2MB. EPA users cannot delete Gateway evidence documentation. Gateway files cannot be deleted by EPA users.
Working with EPA Files
Select review or edit notes associated with the file.
Select to download the file to your computer.
Select to preview the file. Note: Preview is only available for files less than 2MB in size. If the preview icon is not visible, the file is greater than 2MB
Select to delete the file. Note: Delete is only available before a grade is assigned to the component. Once a grade has been assigned files for that EPA component are locked and cannot be added to or deleted.
First Apprentice Training
Ltd
15
When any user logs into ACE360, they are presented with their Dashboard view.
The Dashboard gives an instant overview of the current status of your Apprentice records, based on your user permissions and/or Apprentice
assignments. The totals you will see are for all of the Apprentice records directly assigned to you or that you have permission to view.
For example;
Super Admin & Admin - will have an overview of ALL Apprentice records
Senior Assessors – will see all of the Apprentice records attached to Standards that they are assigned to, plus any records they have
been directly assigned.
Assessors – will see all of the Apprentice records to which they have been directly assigned.
Dashboard
EXAMPLE DASHBOARD VIEW
16
IN TRAINING
Apprentice
records added to
ACE360 – no
Gateway evidence
uploaded.
GATEWAY IN
PROGRESS
Apprentice
records with one
or more pieces of
Gateway evidence
uploaded.
GATEWAY EVIDENCE
COMPLETE
Apprentice records
where all required
Gateway
components have
got evidence
uploaded.
DENIED EPA
Apprentice
records that have
had Gateway
evidence
reviewed by
EPAO and it has
been rejected for
a specific reason
– LTP notified.
GATEWAY
APPROVED
Apprentice records
submitted by LTP
to EPAO for
Gateway review.
Awaiting EPAO
review and
approval decision
EPA IN PROGRESS
Apprentice records
with one or more
pieces of EPA
evidence uploaded.
APPROVED FOR EPA
Apprentice records
that EPAO has
reviewed and
accepted Gateway
evidence and
accepted
Apprentices as
being ready for
EPA.
EPA EVIDENCE
COMPLETE
Apprentice records
where all required
EPA components
have got evidence
uploaded.
Dashboard Status Bar Explained
LTP – TRAINING PHASE EPAO – ASSESSMENT PHASE
17
If you click on any of the individual tiles you will be presented with a list of all the Apprentice records that are at that particular status.
The list has the specific “status” filter automatically applied for you.
For example:
Status Filter
automatically applied
Status Filter
automatically applied
18
Any of the filtered lists of Apprentice records can be EXPORTED by clicking the “Export Data” Button.
A dialogue box will appear asking you to confirm that you want to “Export Filtered Records” – records
excluded by the applied filters will not be exported. Click the “Export” Button to confirm the export
process.
NB: If you wanted to export ALL your Apprentice records (i.e. not just those with the applied filter then
remove the tick from the “Export Filtered Records” option.
The records are exported as a CSV file which can then be further sorted, filtered, printed etc.
** FOR DETAILS OF ALL DATA FIELDS EXPORTED SEE PAGE 39
The bottom half of the Dashboard view has 2 sections: -
The Left Hand side shows:-
The number of Apprentices who are expected to reach Gateway within the next 3 months i.e. their Expected Gateway Date is within 3 months of the current date of viewing your Dashboard summary. Again, if you click on this tile, you will get a list of all the relevant Apprentice records with this filter automatically applied. The information can be exported for further analysis and/or printing.
This information can be used for planning purposes for both EPAOs and LTPs. The EPAO gets advance notice that EPA will be required soon and they can start discussions and planning with the LTP.
19
LTP Links – this is the number of LTP requests, to work with you, that are awaiting your attention and action.
By clicking on the LTP Links Tile, you will be taken directly to the Pending Links View of the LTP Links Tab.
From here you can action any pending LTP Requests.
The Right Hand side shows:
Outcomes for the last 30 days relating to the results of EPA and also information relating
to any Resits (these are not time bound i.e. relates to all re-sit requests/rejections).
Clicking on any of the Tiles will present an automatically filtered list of all the Apprentice
records meeting the selected criteria. The list can be exported. You can also click on any
individual Apprentice record for further details.
EPA PASSED
All Apprentices who
have successfully
achieved their
Apprenticeship in last
30 days
Status Filters
automatically
applied
EPA FAILED
All Apprentices who
have failed EPA in the
last 30 days
RESIT REQUESTED
All Apprentices who have failed EPA
and a RESIT has been requested -
awaiting EPAO decision
RESIT REQUEST REJECTED
An EPAO can decide that
a resit is not possible. The
decision will be based
upon specific EPAO rules
and guidance relating to
each Standard. The EPAO
decision is final.
20
Apprentice Accounts (Super Admin/Admin ONLY)
Each Apprentice record in ACE360 has “Account” information associated with it. This can be accessed by Super Admin and Admin users ONLY.
This can be accessed either:
By clicking the Accounts icon on the main menu bar. All Apprentice records will be displayed with summary information relating to PO and Invoice Numbers. Click on an Apprentice to open their record. OR
Within an Apprentice’s record, click on the View Account Information button in the top right hand corner.
The following screen will be displayed:-
21
PLEASE NOTE: -
If a Reasonable Adjustment Request has
been made by a LTP, this will be shown at
the bottom of the Record Information
Section. Prior to approving or denying
the request, the EPAO should review any
supporting documentation uploaded by
the LTP (to the Shared Documents area)
and also arrange to discuss the matter
directly with the LTP. EPAO then clicks
“Approve” or “Deny” and the Apprentice
account is updated accordingly.
Apprentice Record Information
This information is pre-populated using data input by the Training Provider, as part of the Apprentice record creation.
None of these fields are editable by the EPAO.
ACE360 ID – Unique reference number assigned by ACE360 to each Apprentice record.
ULN – Apprentice’s ULN, added as part of the Apprentice record creation.
Employer ERN – Added as part of the Apprentice record creation. LTP obtains the information from Apprentice’s employer.
This field may be left blank.
Standard – Standard Apprentice is undertaking.
Standard Level – Level of Standard Apprentice is undertaking.
Standard Code – This is the unique code assigned by the IFA to each Standard.
LARS Code – This is the code used by ESFA for funding purposes.
EPAO Name – Displays name of the EPOA attached to the Apprentice.
Reasonable Adjustment – This is where an LTP can request that the EPAO grants “reasonable adjustments” for an Apprentice
who may require additional support whilst undertaking EPA activities. Any supporting documentation will have been uploaded to
the Shared Documents area, by the LTP, for the EPAO to review prior to making their decision. The EPAO also needs to contact
the LTP directly to discuss specific requirements.
22
Apprentice Accounts Information
EPAO Internal ID – EPAO completes this field by clicking the “Edit Button”.
PO Number –This field is completed by the LTP and is non-editable by the EPAO.
Invoice Number – The EPAO completes this field by clicking the “Edit Button”.
Paid – This field is managed by the EPAO. Red Cross = Not Paid and a Green Tick = Paid. Default is set as “Not Paid”. Click the “Edit Button” to
update the payment status.
Funding Type – This field is completed by the LTP and is non-editable by the EPAO.
Prime/Sub Contract? – This field is completed by the LTP and is non-editable by the EPAO.
ULN Validated? – Some EPAOs will carry out Apprentice ULN validation but it is not a mandatory requirement. The default is a Red Cross i.e. not
validated. If you have validated the ULN then you can click “Edit Button” and select the tick box. A Green Tick will be displayed.
Knowledge Base
The ACE360 Knowledge Base allows EPAOs to upload guidance and support documentation. These resources will give guidance on specific EPAO processes and procedures and can be either Generic or Standard Specific. Documents can only be uploaded by Super Admin/Admin Users
LTP users will be able to access the Generic resources for all of the EPAOs that they are linked to. These could be documents such as your EPA booking process, payment options, Appeals/Complaints process, how to contact you and the use of any of your online testing facilities.
LTP users will only be able to access the Standard Specific resources for those Standards to which they have been specifically assigned Apprentices that are undertaking these Standards. Standard specific guidance may relate to specific assessment plan documentation, your specific requirements relating to uploaded Apprentice evidence and your overall EPA grading criteria.
To access the Knowledge Base: -
Click “Knowledge Base” icon on the main menu bar
In the top half of the screen you will see all of the Generic guidance that has been uploaded by your organisation.
To see Standard Specific guidance, go to the bottom half of the screen and select the relevant Standard from the Standard drop-down list. Any specific documentation that has been uploaded will be displayed.
GENERIC GUIDANCE
STANDARD SPECIFIC GUIDANCE
All uploaded files can be Previewed,
Downloaded AND Deleted (Deletion by
ADMIN USERS ONLY)
Preview
Download
Delete
ADMIN ONLY
23
Click “Knowledge Base” icon on the main menu bar
Click the “Upload Guidance” Button
The “Upload Guidance” dialogue box will appear
Select either Generic or Standard Specific Guidance
For Standard Specific – Select the appropriate Standard from the “Select Standard” drop-down list
Click the “Upload Guidance” Button and select the file you want to upload. Maximum file size is 5MB
Click “Save” Button
Uploading Documents to the Knowledge Base – (Super Admin and Admin Users ONLY)
24
Shared Documents Area
Within each Apprentice record there is an area where documents can be uploaded and shared between Training Providers (LTP) and the attached EPAO.
To access this facility, click on the Shared Documents Tab within any Apprentice record. o There is an area for both EPAO Uploads and LTP Uploads. o EPAO users can upload documents to the EPAO upload area. o They can view/delete documents uploaded by other EPAO
users in the EPAO uploads area. o They can also view documents uploaded by the LTP in the LTP
Uploads area. They cannot delete them.
To upload a document, click the Upload Document button. Select the document to upload and click on Open (or double click the document name). Maximum file size is 2GB
Uploaded documents will be displayed as icons.
To preview a document, click the eye icon on the top right of the file. You can preview any document that is under 2MB in size
To download a document, click the blue down arrow head icon.
To delete an uploaded document (if permitted), click the orange dustbin icon. You will be asked to confirm the deletion request.
PLEASE NOTE: The Shared Documents area can be accessed at any point during the Apprentice’s progress. For example, even when an Apprentice record is locked to the EPAO (i.e. pre EPA), the Shared Documents area can still be accessed for the uploading of additional EPAO documents or viewing of LTP documentation.
25
Note there is no “Delete” option for
documents uploaded by the LTP
Assigning Apprentice Records to ACE360 Users (Super Admin, Admin and Senior Assessors ONLY)
• ACE360 enables the assignment of specific Apprentice records to named ACE360 users. This gives individual users access only to the Apprentice records
that have been assigned to them. They can then view, update and manage those records as required.
• Before you can assign records you must have created the required ACE360 user invitations. To do this, refer to the Setting Up Users section of this user guide.
• Click the Apprentice Records icon on the menu bar and select the Record Assignment Tab.
• Use the Assessor Controls drop-down to select the name of the user to whom you wish to assign Apprentice records.
• Use the checkbox at the far right of each Apprentice record to select the Apprentice/s you wish to assign to the selected user. You can selected multiple Apprentice records and do a “bulk” assign.
• Click the “Apply” button to assign the selected Apprentice record/s.
• In the Live Records view of Apprentice records, Super Admin/Admin/Senior Assessor users will be able to see the initials/profile picture of the ACE360 user/s who have been assigned to each Apprentice, or identify where the Apprentice has not yet been assigned.
26
• In the Record Assignment tab, designated user types can also “Unassign” Apprentice records from their current ACE360 user.
• To “Unassign” an Apprentice record, use the checkbox at the far right of each Apprentice record to select the Apprentice/s you wish to unassign from their current ACE360 user.
• Click the “Remove Assessors” button to confirm the unassigning action.
27
27
Accepting Gateway Submissions
• Lead Training Providers (LTPs) are responsible for populating the basic
details of an Apprentice’s ACE360 record, as well as uploading any “in-training” evidence (e.g. Portfolio, English, Maths achievements etc.) that are required to meet the Standard’s specified Gateway requirements.
• Once the Apprentice’s training has been fully completed, the Apprentice, with confirmation from their employer, will be ready to progress to End Point Assessment (EPA). At this point you, as the designated EPAO, will receive an ACE360 notification and be given updating/editing access to the EPA section of the Apprentice’s record.
• As an EPA user you will be able to review the Gateway documentation that has been uploaded in order to demonstrate, and evidence, the Apprentice’s learning and achievements.
• To carry out this review, select the specific Apprentice from within the Live Apprentice list and choose the evidence that you would like to review. This will bring up the Gateway component details on the right hand side of the screen and any evidence that has been uploaded.
• You can view any Notes left by the Training Provider, Preview and/or Download the file/s. See notes on “Working with Gateway Files”
• Once you have reviewed all of the Apprentice’s Gateway evidence, you will need to either Accept or Reject the Apprentice as having fully met the Gateway requirements and being ready for End Point Assessment.
• To do this, select the “Actions” button and then Accept/Reject Gateway.
28
Working with Gateway Files
Select review notes associated with the file.
Select to download the file to your computer.
Select to download all files associated with Gateway to your computer. This is useful when you are reviewing and confirming Gateway. Note: To allow the Download All feature to work, pop-ups may need to be enabled for https://my.ace360.org/
Select to preview the file. Note: Preview is only available for files less than 2MB in size. If the preview icon is not visible, the file is greater than 2MB. EPA users cannot delete Gateway evidence documentation. Gateway files cannot be deleted by EPA users.
• A pop up will appear for you to choose to either “Yes, approve for
EPA” or “No” to reject.
• You also have to add an explanatory note - especially if you are not approving for EPA.
• Once completed, click the “Save” button. NB: Accepting an Apprentice for EPA CANNOT be undone and once you have accepted an Apprentice, the EPA time requirements begin.
• If approved the Apprentice record status is updated to “EPA Ready” and shows in amber to indicate that the EPA process is underway.
• On the Apprentice progress bar, “Gateway Approved” turns green.
• The Apprentice record is locked for any further editing by the LTP.
• If you decide not to approve an Apprentice for EPA, then the LTP will receive an ACE360 notification and the Apprentice record will be unlocked for them to make the required amendments before being able to resubmit to you for further review and approval.
• Apprentice status shows as “EPA Ready” in red to indicate that the Apprentice is not currently approved for EPA and the EPA process will not start until the identified issues with Gateway requirements have been addressed by the Training Provider.
• The LTP will be able to refer to your Gateway Declaration Notes to find out the reason/s why EPA readiness was not confirmed.
Gateway APPROVED
Gateway REJECTED
29
Recording Apprentice EPA Progress and Achievement
• Evidence of EPA component achievement can be uploaded to an Apprentice’s ACE360 record. Various file types can be uploaded to ACE360, including DOC, XLS, MP4, JPEG and PDF. There is a maximum file size of 2GB.
• Choose the EPA component for which you would like to upload evidence and follow the instructions on the right hand side. It is possible to upload more than one piece of evidence to each component but they will need to be uploaded separately and with a different file name.
NB: Some Assessment Plans (AP) require EPA components to be completed in a CERTAIN ORDER. The ACE360 Activity Log will record when evidence is uploaded and each EPA component is completed. It is therefore important that you follow the order of completion specified in the AP as this will be checked as part of External Quality Assurance processes.
• Individual EPA components have the option to be individually
GRADED. The available grading options will vary depending on what was specified in the Assessment Plan.
• When you are ready to grade a component, select the appropriate grade and press “Save and Grade”.
• NOTE: Once you have graded and saved an EPA component it will be locked and you are unable to make any further changes.
30
First Apprentice Training Ltd
Working with Apprentice EPA Files
Select review or edit notes associated with the file.
Select to download the file to your computer.
Select to preview the file. Note: Preview is only available for files less than 2MB in size. If the preview icon is not visible, the file is greater than 2MB
Select to delete the file. Note: Delete is only available before a grade is assigned to the component. Once a grade has been assigned files for that EPA component are locked and cannot be added to or deleted.
TIP: In Chrome, to make certain file types OPEN automatically instead of downloading, download the file type once, then right after it has downloaded, look at the status bar at the bottom of the browser. Click the arrow next to the file and choose "always open files of this type". In future the files will automatically open.
31
• When all of the EPA components have been successfully completed,
evidence uploaded and have been graded, you will be able to apply an overall EPA grade and add notes.
• To do this, Click the “Actions” button and select Apply Overall Grade.
• Again the overall grades available will be determined by the Standard’s approved Assessment Plan.
• Select an overall grade, add any notes (optional) and click the “Confirm Grade” button.
• If the decision is that the Apprentice has Failed their EPA then the Training Provider has the option to submit a resit request for consideration by the EPAO. See separate section on Requesting an EPA Resit.
32
Applying Overall EPA Grading for an Apprentice
33
Second review is an optional feature that can be enabled on request.
It allows EPAOs the ability to review the overall grade determined by an assessor before the final grade is confirmed.
This feature is useful where an EPAO has Internal Quality Assurance (IQA) processes that need to be applied before the final grade is confirmed.
Once enabled, every overall grade applied is subject to second review before the final grade is confirmed. Final grades issued by assessors are
all provisional until a second review decision is made by a Super Admin or Admin user.
Select Apply Provisional Grade from the actions menu. Apply the overall grade in the usual way, once graded the record status changes to
Grade (provisional).
Second Review
Only EPAO users can see provisional grades. The entire second review process plus associated evidence
is hidden from ALL LTP users.
Only Super Admin and Admin users can undertake second review.
All records that are pending second review are visible on the dashboard.
34
You can also use the filter on the Apprentice
table to find records pending second review.
35
To complete the second review, open the Apprentice record
and select Review Overall Grade from the actions menu.
There are two outcomes, Uphold Provisional Grade or
Change Provisional Grade
1. Uphold Provisional Grade
1. Uphold Provisional Grade
Select Uphold Provisional Grade and where required enter a reason or upload a document to support your decision.
Open an Apprentice record that is pending second review.
2. Change Provisional Grade
Select Change Provisional Grade and where
required enter a reason or upload a document
to support your decision. Select the new grade
and save.
36
37
Second review is now complete, the final grade is confirmed and all
users with access to the record can now see the final grade awarded.
All EPAO users with access to the record can see details of the second review decision by clicking the green tile in the EPA components area of the
record.
Note: LTP users have NO visibility of the second review process, they cannot see provisional grades or the details of the second review process.
End Point Assessment Resit Requests
• Where an Apprentice fails their End Point Assessment, a re-sit request can be submitted to the EPAO by the LTP.
• Confirmation that a resit request has been made is displayed next to the Apprentice’s name.
• Click the “Actions” button and then click “Accept/ Reject Resit”.
• A dialogue box opens:
• ACCEPT – Accepting the resit request will change the Apprentice status back to Approved for EPA and opens a new EPA attempt for the Apprentice. Please note that any EPA components that were passed in a previous attempt will require the evidence to be downloaded and re-uploaded to EPA Attempt 2. REJECT – Rejecting the resit request will change the resit status to “Resit Rejected” and retain the current EPA FAIL status of the Apprentice’s record and no further resit requests can be submitted by the Provider.
• If a resit request is accepted a new section “EPA Components Attempt 2” becomes available on the Apprentice’s ACE360 record. The EPA resit can then be arranged and undertaken and new/additional evidence uploaded as required.
• Any previous EPA attempts can be viewed by clicking on the appropriate “EPA Components Attempt” heading. The associated evidence can be viewed/downloaded but not changed. It is locked for editing for audit purposes. NOTE: Multiple resits can be requested and completed via ACE360. The process continues until the Apprentice passes their EPA or you, as the EPAO, reject a resit request.
38
39
Appeals
The Appeals feature allows any LTP user to request an appeal on behalf of an Apprentice.
Appeals are allowed up to 31 days after a final grade has been awarded by the EPAO, this includes fails but excludes Apprentices that have been awarded the highest grade.
In the case of a ‘fail’, users have the option to request a resit or appeal. Resit is used where the Apprentice accepts that the assessment was fair and has no grounds to appeal, and appeal is used where the Apprentice feels the assessment was not fair and they believe they have grounds to appeal the decision.
All open appeals can be viewed on the dashboard or by using the search and filter function on the Apprentice Record table.
Use the filter tool to find appeals at various status
40
Only admin users can view appeals, but where required admin users can assign an appeal assessor for the purposes of conducting the appeal in accordance with your normal operating procedures.
Any user attached to your account can be assigned as an ‘appeal assessor’ and once assigned they can see the Apprentice record and full details of the appeal.
To assign an appeal assessor, access the Apprentice record and click the orange actions button. Click assign appeal assessor and then select the user that you wish to assign.
37 41
When an appeal has been submitted a new item appears in the EPA Components area. Selecting this item reveals the full details of
the appeal on the right of the Apprentice record.
Note: Up to 3 appeal assessors can be assigned if
required, each of them will then be able to see the full
details of the appeal and conclude the appeal by
making a final decision. Admin users continue to be
able to see the appeal and where required can make a
final appeal decision at any time.
Assigned appeal assessors are visible on the top right
of the Apprentice record.
Caution - Information supporting the appeal of a confidential nature
should not be held within ACE360 as any user with access to the
record will be able to access the information.
42
All open appeals can be viewed on the dashboard or by using the
search and filter function on the Apprentice Record table.
The search and filter function can also identify open appeals that do
not have an appeal assessor assigned.
Once you have completed the investigation into the appeal, you can make an appeal
decision and either uphold the grade previously issued or change the grade. You also
have the option to upload a document supporting the appeal decision
Note – If the appeal is rejected, in the case of a fail the Apprentice has
the option to request a resit. If you are using the ESFA certification
API, the fail grade is confirmed after 31 days.
ACE360 Activity Log
• ACE360 has a built-in, automatically generated Activity Log. This tracks and
records all user activity on ACE360, within your organisation.
• Currently, this log shows all activity however, in future, the log will be filtered and linked to activity against specific Apprentice records. This will not only allow you to track Apprentices throughout their Apprenticeship but also provides EQAOs a full audit trail of all activity associated with an Apprentice’s record on ACE360.
• All log entries are automatically “stamped” with the name of the user carrying out the activity and also the date that activity took place.
43
Reports
ACE360 has a number of built-in reports that can be accessed by SUPER ADMIN and ADMIN users only.
Reports are accessed via the “Reports” icon on the main menu bar.
There are currently 2 report types:
Workload Report
Grade Distributions
To access a report type, simply click on the sample chart and you will be presented with a summary chart which you can then customise by using various filter options.
44
A summary report will be displayed which gives a visual representation of the number of Apprentices at each status in their Apprenticeship journey through Gateway and progression into and through EPA.
Hovering the mouse over any of the bars or circle segments will display both a % and a numerical value of the Apprentices at each particular status.
Information is also given on the % of all your Apprentices that have not currently been assigned to a specific Assessor and the number of Apprentice records with completed Gateway Evidence.
Workload Report
You can customise the report by setting the following filters: -
By All or individual Sector
By All or individual Standard
By All or specific Level
By All or specific LTP
For All assessors or Senior Assessors (to whom Apprentice/s are “assigned to”) or by specific user
Date Range
45
A summary report will be displayed which gives a visual representation of the overall grade assignments for your Apprentices that have already undertaken an EPA. By default, this is broken down by month, starting with the current month.
Hovering the mouse over any section of a monthly bar will display both a % and a numerical value of the Apprentices achieving each grade status, in that particular month.
Based on the grades attained by your Apprentices, information is also broken down by sector. The 5 sectors with the BEST overall pass rate % are listed and also the 5 sectors with the WORST performance (i.e. the highest failure % rate)
You can customise the report by setting the following filters: -
By All or individual Sector
By All or individual Standard
By All or specific Level
By All or specific LTP
For All assessors or Senior Assessors (to whom Apprentice/s are “assigned to”) or by specific user
Date Range
Grade Distributions Report
46
Super Admin (SA)
Admin (A) Senior Assessor (SASSESS)
Assessor (ASSESS)
Create Users (ALL) (NOT SA) (ASSESS ONLY) X
Delete Users (NOT SA) (ASSESS ONLY) X
Edit Organisation Profile X X X
Edit own profile
Edit others profiles (NOT SA) (ASSESS ONLY) X
Accept link to LTP X X
Remove link to LTP X X
View links to LTPs
View full list of Standards X X X
Search full list of Standards X X X
Add Standards to organisation profile X X X
Delete Standards from organisation profile X X X
View Standards linked to organisation profile
Search list of Standards in Organisation profile
Assign Standards to users (ASSESS ONLY) X
View all Apprentice records linked to organisation * X
View only Apprentice records assigned to you X X X*
Approve Gateway X
Reject Gateway X
Add EPA evidence to Apprentice records
Assign individual component grades to Apprentice
Assign overall grading to Apprentice
View Activity Log X X
Run Reports X X
Upload Documents to Knowledge Base X X
View/Download Documents in Knowledge Base
Delete documents in Knowledge Base X X
Appeals X* X*
Second review X X
ACE360 EPAO User Permissions Summary
47
*Requires Apprentice record assignment
48
Apprentice Data Fields Included in ACE360 Data Export Function
ACE360 FIELDNAME DESCRIPTION COMMENTS
ACE360 ID Unique Apprentice ID automatically assigned at record creation ACEXXX (Numeric)
Status Current Apprentice status In Training, Evidence Complete(Gateway), Gateway Approved, EPA Ready, EPA Progress, EPA Passed, Grade Determined
Apprentice ULN Apprentice ULN XXXXXXXXXX (Numeric)
Apprentice Creation/Registration Date Apprentice Creation/Registration Date (on ACE360) DD/MM/YYYY HH:MM
Forename Apprentice Forename Text
Surname Apprentice Surname Text
Date of Birth Apprentice Date of Birth DD/MM/YYYY
Gender Apprentice Gender Text
Employer Name Apprentice's Employer Name Text
Employer Company Sector Apprentice Employer Sector Text
Employer Street Address Apprentice Employer Street Address Text
Employer Address Town/City Apprentice Employer Address - Town/City Text
Employer Address County Apprentice Employer Address - County Text
Employer Address Country Apprentice Employer Address - Country Text
Employer Address Postcode Apprentice Employer Address - Post Code Standard Post Code Format (Alphanumeric)
Standard Standard that Apprentice is undertaking Text
Level Level of standard being undertaken by Apprentice Numeric
Apprenticeship LARS Code Apprenticeship LARS Code Numeric
Standard Last Update Last Date Standard was Updated DD/MM/YYYY HH:MM
Published Date of Standard Published Date of Standard DD/MM/YYYY HH:MM
Apprenticeship Start Date Start Date of the Apprenticeship DD/MM/YYYY
Apprenticeship Expected End Date Expected End Date of the Apprenticeship DD/MM/YYYY
Funding type How is Apprenticeship Being Funded Employer Levy, Employer Levy & Co Investment, Government Employer Co Investment, Unfunded
ACE360 FIELDNAME DESCRIPTION COMMENTS
Training Provider Name Apprentice Training Provider Name Text
Training Provider UKPRN Apprentice Training Provider UKPRN Numeric
Reasonable Adjustment Status Reasonable Adjustment Requested for Apprentice Not Requested, Requested, Approved, Rejected
EPA Ready Confirmation Date Apprentice EPA Ready Confirmation Date DD/MM/YYYY HH:MM
Apprentice Home Address County Apprentice Home Address - County Text
Apprentice Home Address Postcode Apprentice Home Address - Post Code Standard Post Code Format (Alphanumeric)
Apprentice Ethnicity options Apprentice Ethnicity Text
Apprentice Disabilities Apprentice Declared Learning Difficulty/Disability/Health Issue Displays Selected Issue or Leaner not consider self as having any relevant difficulties
ESFA EPA Reference * ESFA EPA Reference * Only populated if linked EPAO is using integration facility with ESFA Certification Process
ESFA EPA Errors * ESFA EPA Errors * Only populated if linked EPAO is using integration facility with ESFA Certification Process
ESFA Certificate Reference * Apprentice ESFA Unique Certificate Reference * Only populated if linked EPAO is using integration facility with ESFA Certification Process
ESFA Certificate Creation Errors * ESFA Certification Creation Errors * Only populated if linked EPAO is using integration facility with ESFA Certification Process
ESFA Certificate Submission Errors * ESFA Certificate Submission Errors * Only populated if linked EPAO is using integration facility with ESFA Certification Process
49
ACE360 Help & Support
This user guide is being updated on an ongoing basis and your feedback will be much appreciated. This will help us to improve and enhance this guide to meet the needs of all ACE360 users. For further help and support, and to give feedback on this guide, please contact:-
0300 303 4444
50
