Access to HE Diploma
Guidance on registering
learners and awarding the
Diploma
February 2012
Access to HE Diploma
Any amendments to the Access to HE Diploma courses
should only be made in consultation with the following
OCN staff:
Director of Business Development and Access to HE
Wendy Marshall
wendy.marshall@ocner.org.uk
Access to HE Support Officer
Lara Edwards
lara.edwards@ocner.org.uk
Access Learner
Registration Form
The Learner Registration Form
(LRF) has three tabs:
Instr
Ethnicity, Employment
and Ability codes etc.
ProgRun
Start and End dates etc.
Learners
Learners details
LRF – ProgRun Tab
Most of the information on this page of the LRF has been pre-printed
The yellow fields must be completed or the LRF will be returned to the
centre unprocessed
LRF – ProgRun Tab
All units listed will be attached to the cohort. Please check that all the
units in the course are listed and contact OCN if there are any
omissions
LRF - Learners Tab
All the fields on this page are mandatory, with the exception of the
ULN. If any data is missing the form will be returned unprocessed.
LRF - Learners Tab
Gender, Ethnicity, Employment Status and Ability codes are on tab
one (Instr) of the LRF
The fields requiring codes do have a drop-down facility to aid
manual completion of the form
LRF - Instr Tab
The fields requiring codes
do have a drop-down facility
to aid manual completion of
the form
Access to HE Diploma
The RAC is in three parts:
1. Summary Sheet
2. Learner Achievement
3. Data codes
The RAC is a protected Excel spreadsheet which only
allows data entry into specific cells
The RAC can be completed and submitted to OCN in soft copy
– although the summary sheet must still be printed and signed
before any results are processed
Access RAC
Summary Sheet
A copy of the signed
Summary Sheet must be
received at OCN before any
awards are processed
The yellow fields must be
completed or the RAC will be
returned to the centre
unprocessed
Access RAC Summary Sheet
Access RAC Summary Sheet
This information is pre-printed from the
information provided at registration
Access RAC Summary Sheet
A minimum of two signatures are required to confirm
the award of credit;
one of which must be the
OCN Approved Access Moderator
Access RAC Summary Sheet
Access RAC Summary Sheet
This
information is
pre-printed
and cannot be
amended
FAQ
What happens if a learners name is spelt
incorrectly?
Check your RAC on receipt. If a name is spelt incorrectly email
registrations@ocner.org.uk with the correct spelling. An updated RAC
will be sent to you.
If a replacement certificate is required because OCN were not
notified in writing of a misspelling, the maximum replacement
certificate fee of £50 could be charged.
FAQ
What happens if a learner is missing from the
RAC?
Check your RAC on receipt. If a name is missing, please complete a
learner registration form for that learner and email to
registrations@ocner.org.uk. An RAC specifically for that learner will
be sent to you.
Access RAC Summary Sheet
The “Destination” codes are:
This a drop-down box from
which only approved codes
can be selected
Access RAC Summary Sheet
Has the learner achieved an Access to HE
Diploma pass?
This a drop-down box
from which only YES or NO can be selected
Access RAC Summary Sheet
Enter here the total number of credits achieved by
each learner
This must be done in pen on the hard copy; it is
designed so the Moderator would complete this at
the time of signing.
Access RAC Learner Achievement
Access RAC Learner Achievement
This information is
pre-printed and cannot be
amended.
Access RAC Learner Achievement
What happens if a unit is missing?
Check your RAC on receipt. If a unit is missing please email
lara.edwards@ocner.org.uk with details of what is missing. An
updated RAC will be sent to you.
If the new unit has to be approved for use in the Access to HE
Diploma, there may be a delay.
Access RAC Learner Achievement
The record of achievement is
selected from drop-down boxes.
There are differing selections for
level two and level three units.
Access RAC Learner Achievement
Only 60 credits can count towards the Diploma
minimum of 45 at level 3; maximum of 15 at level 2
Any credits achieved above the 60 will be awarded as Additional
credits.
These are not graded.
They will be listed on a “Transcript of Additional Credits Achieved”
Access RAC Learner Achievement
The available achievement for
Level Two Units are:
P
Pass
E
RPL/Exempt
A
Additional to the 60
credits available in the
Diploma
Access RAC Learner Achievement
The available achievement
for Level Three Units are:
P
M
D
A
Y
E
Pass
Merit
Distinction
Additional to the 60 credits
available in the Diploma
Achieved prior to Grading
RPL/Exempt
Access RAC Learner Achievement
The blue boxes at the top of the page add up the
credit total for units included in the 60 allowed for
the Access to HE Diploma.
The “Total” box will go Blue when 60 credits is
achieved and Red if exceeded
The Level 2 box will go Red if the 15 credit limit is
exceeded.
Key Points to Remember:
•
The Access to HE Diploma can only have 60 credits
•
A minimum of 45 credits must be at Level Three
•
A maximum of 15 credits can be at Level Two
•
Level Two units are not graded
•
Level Three units achieved after September 2009 are graded as
either Pass, Merit or Distinction
•
Level Three units achieved Prior to September 2009 and Grading
must be indicated on the RAC with a “Y”
Key Points to Remember:
•
If a learners achievement exceeds 60 credits, the
additional units must be indicated on the RAC with an “A”
•
If a learner achieves more than 15 credits at level Two
The additional units must be indicated on the RAC with an “A”
•
Units achieved through APL or Exempt units must be indicated
on the RAC with an “E”
•
APL and Exempt units at Level Three are only permitted if stated in
the Rules of Combination for that course
•
APL and Exempt units at Level Three are not graded and can only
be achieved as a Pass
Key Points to Remember:
•
The form must include Destination codes for all learners
•
The form must be checked and countersigned by the OCN
approved Moderator/Verifier for Access / Access to HE Diploma
•
Completed RAC forms must be sent to OCN electronically
•
RACs will not be processed until the original, signed copy of the
form is received at OCN
•
GCSE Equivalence and Diploma Certificates that depend on the
award of GCSE Equivalence units may be delayed until the
appropriate panels have agreed the GCSE Equivalence Awards
Certificates
Learners who achieve 60 credits and meet the
Rules of Combination will receive:
Full Access to HE Diploma Pass
Transcript of Achievement for the Access to HE
Diploma (graded)
For any achievement over the 60 credits, they will also
receive:
Transcript of Additional Achievement (ungraded)
Certificates
Learners who do not meet the Rules of Combination, or
who have not achieved 60 credits, will receive:
Award of Credit for Partial Completion (graded)
Learners who do not meet the Rules of Combination for
the specified pathway will be tested against the Rules of
Combination for Combined Studies, if available.
FAQ
What happens if none of the learners have
achieved?
Please write “NO ACHIEVEMENT” across the Summary Sheet.
Destination Codes MUST be provided regardless of achievement
The Course Tutor and OCN approved Access Moderator must print,
sign and date to confirm that they have sampled the work and agree
there has been no achievement.
FAQ
What happens if a mistake is made on the RAC?
Please amend the RAC clearly and resubmit
All original certificates must be returned to OCN with the RAC
The Course Tutor and OCN approved Access Moderator must print,
sign and date to confirm that they agree the amendment
FAQ
What happens if a learners name is misspelt?
Please complete a Replacement Certificate Form
All original certificates must be returned to OCN with the RAC
FAQ
What happens if a learner needs more time?
To extend the learning agreement, please complete an NR Form
The OCN approved Access Moderator must print, sign and date to
confirm that they agree the extension
Registrations & Awards Team
Registrations and Awards Manager(s):
Stella Bawden and Eva Campo
RAM@ocner.org.uk
Registrations and Awards Officers:
Michele Moore and Christine Wonnacott
registrations@ocner.org.uk
OCN Eastern Region
John Tabor Building
University of Essex
Colchester CO4 3SQ
Tel: 01206 873023
Fax: 01206 873956