QuartzWeb Procedures Manual

Version: 2.00 May 2013


QuartzWeb Procedures Manual

Operational

Contentspage

1Logging onto Quartz Web

Connecting and Logging On1.1

The Appearance of QuartzWeb Pages1.6

2Using Quartz Web

The Homepage2.1

Changing Role2.2

My Details2.4

Password Change2.5

Viewing Current Batches/Classes2.8

Viewing Previous Batches/Classes2.11

3Submitting Learner Registrations3

Downloading RACs and Adding Learners to a Class3.7

4Submitting Claims/Results4

5Verifying Results5.

6Logging Out6

Change history
Version / Date / Author / Issued To / Revisions
1.00 / 10/2/2008 / Portico / AIQ initial version
2.00 / 19/1/2011 / Portico / Upgrades to cover layout changes

QuartzWeb Procedures Manual

1Logging onto Quartz Web

Connecting and Logging On

1.1Open your web browser (Internet Explorer), and navigate to: or please visit

1.2The below login page will be displayed.

1.3In order for you to log in you need to have a user name or registered e-mail address, and a password set up in the Quartz system by OCN London and be a contact for your organisation with a role of tutor or centre administrator.

1.4Please tick the box to confirm that you have read and agree to abide by the Terms and Conditions. This will then enable you to type your username and password to log in.

Forgotten password?

1.5If you have forgotten your password then click on the “Forgotten your password?” link and you will be taken to the reset password page. There you enter either your e-mail address, or QuartzWeb username and click ‘Submit’. An e-mail containing a new password will be sent to you shortly.

The Appearance of QuartzWeb Pages

1.6In this manual, the screen prints are taken from a test system. The structure of the pages you will be accessing from the Client Name portal will be the same, but their appearance will be in line with the opening screens above.

2Using QuartzWeb

The Homepage

2.1The opening page of Quartz Web will be the home page. This gives various pieces of information about the organisation for the current role.

Changing Role

2.2If you have more than one role (e.g. you are a tutor or instructor at more than one centre) then you may need to switch from one role to another.

2.3To do this, pick the role you want to work with from the drop down at the top of the screen, and click the ‘Switch Role’ button.

My Details

2.4Click on the ‘My Details’ menu item to view information about you as a user.

Password Change

2.5To change your password click on the ”Change Password” link and you will be taken to the following page.

2.6Type in your old password, a new password, and confirm the new password, and click ‘Submit’.

2.7Your password will have changed and next time you log in you will need to use the new one.

Viewing Current Batches/Classes

2.8Click on the Review Current Classes menu item to view the current or future classes for the chosen role.

2.9To view the class details click on the class description link.

2.10To view the achievement history for a specific candidate/learner with your organisation, click on the learner’s surname link. This will display all units and qualifications achieved by that learner with OCN London in the context of your organisation. (That is you will not see achievement by this candidate/learner which was achieved at other provider/training organisations.)

Viewing Previous Batches/Classes

2.11Click on the Review Previous Classes menu item to view the previous (i.e. completed) classes/batches of candidates/learners.

2.12To view the class details click on the class description link as described in current classes

2.13To view a learner history click on the learner’s surname link on the class page as described in current classes.

3Submitting Learner Registrations

3.1You can upload registrations by clicking on the ERegistration Submission menu item.

3.2Select the relevant provider course, qualification, tutor and site, and optionally enter a reference if that is your normal arrangement with OCN London. Please contact your OCN London Administration Officer to add additional tutor names or site addresses that do not appear in the drop down menus.

3.3Click on the “Browse” button to choose a file of candidates/learners which you wish to submit and the click on the “Upload” button.

3.4The file will be uploaded and a new class created. You will be sent an email confirmation.

3.5You will then be invited to select the units for the course run.

3.6When you file has been processed you will receive a further email which includes a link, which if you click, will display the class and it’s candidate/learner registrations.

DownloadingEResults SubmissionForms (RACs)

3.7To download the RAC for the class, please click on the ‘ERAC Submission Forms’ button at the top of the the page.

3.8From the ERAC Submissions Forms page, please click on the ‘Matrix Submission Form’ button.

3.9You will be prompted either to “Open” (with Microsoft Excel) or “Save” the results sheet. We recommend that you either “Open” and then immediately save the results sheet to an appropriate folder on your organisation’s network, or save directly to such a location (and then open the Excel sheet from there).

3.10The appropriate tutor or assessor should now complete the RAC in readiness for an Internal Verifier to submit it to OCN London for external verification – please see next stage.

3.11Please note that you can download a new copy of an RAC at any time from QuartzWeb. To obtain a new copy of an RAC:

  1. Find the class (through the ‘Review Classes’ menu option).
  2. Click on the ERAC Submission Forms’ button.
  3. Click on the ‘Matrix Submission Form’ button.

Registering an Additional Learner on to a Class

3.12QuartzWeb offers the facility to add additional learners to an existing class.

  • Find the class (through the ‘Review Classes’ menu option)
  • Click on the required Course Run ID
  • Click on the ‘Submit Additional Learner Registrations’ button
  • You will be taken to the ERegistration Submission page for that class where you can upload the registration file for the additional learner(s).

4Submitting Claims/Results

4.1Internal Verifiers or other delegated staff can submit results once the RAC is completed. Please begin the process by clicking on the “EResults Submission” menu item.

4.2In the screen (which will be similar to that displayed above) enter any notes about the results that you would like to be recorded, click on the “Browse” button and select the completed RAC.

4.3Click “Submit” to submit the results file. You will see a confirmation screen, and will be sent an email confirmation.

4.4 Email notification will then be sent to your OCN London Quality Reviewer advising them that results have been submitted and are ready for them to verify and approve.

4.5If your Centre has Direct Claim Status, notification will be sent to your Approved Internal Verifier that there are results for them to verify.

4.6When the results have been verified they will be processed by OCN London and you will then receive a further email confirming this.

5Verifying Results

5.1This option is only available to users who take a specialist internal or external verification role.

5.2In many cases, you will only access this function upon receipt of a pre-confirmation e-mail (which will contain a link taking you directly to the relevant results information).

5.3You can also access the verify results function by clicking on the “EResults Verification” menu item.

5.4A list of results with are currently in progress (requiring verification) will be displayed, and only those results relevant to you. (The example above shows just one such set of results.)

5.5Click on ‘Verify’.

5.6To review the results sheet (as submitted by an Internal Verifier (IV) or equivalent) click on the link below ‘EResults for Class (or batch) XX’. This will load the Excel spreadsheet as completed by the IV or equivalent, for your review.

5.7If you wish to make any amendments to the results prior to verification you will need to save the file and make the required changes. You will then need to re-submit the results by selecting the file using the browse button. If no amendments are required you do not need to do this.

5.8You are able to input any notes that you wish to be recorded against this verification by filling in the text box.

5.9Internal Vertification reports can be uploaded as documents.

5.10Enter a moderation/verification date in the box provided.

5.11Click on Verify.

5.12NB There is the option for someone NOT to accept and verify results but to ‘return’ them – which re-starts the process.

6Logging Out

6.1Use the link on the right side of the top menu to log yourself out.