Subject Access Requests (SARs)

Click here for details of the ALSG SAR policy.

Adding documents to candidate and instructor folders

On your course page you will see two links in the centre section:

1. Add documents to your candidate folder
2. Add documents to your instructor folder

These both work in the same way, as follows:

1. Click on the link
2. Click on the edit button at the bottom of the screen (in the middle)
3. Drag and drop the files into the folder
4. Don't forget to Save the Changes
5. If you want to delete an existing file e.g. the standard programme, click on it and then choose delete from the pop up menu and follow the prompts.  Again, remember to save the changes.

Approving a course

To approve an ALSG course please use the approval form on the centre and Instructor Resources page: Click here. You will need to log in.

This form also allows you to order extra admin fee, VLE fee and manuals

Tokens

Course centres who pay for more candidates than they take will gain 'tokens' for the places they don't use.  The approval form will remind you of the number of tokens you have to use. 

When completing the approval form, to use your tokens, reduce your invoice numbers on the order form section.  For instance if you are taking 24 candidates and the approval form shows you have 4 admin and 4 VLE tokens, reduce the number of invoiced admin and VLE places to 20 and order 24 manuals.

However, in some instances centres have more candidates than they intended.  Therefore they will have a negative tokens balance.  This can be resolved by going back into the form after your course and ordering and paying for extra to balance your account.

Cancelling a course

Unfortunately there are times it may be necessary to cancel a course.  This may be because you don't have enough faculty or candidates or for other unforeseen reasons. 

It is important that you cancel you course using the official cancellation form.  This allows you to claim the tokens for that course to use again.  The form can be found on the Centre and Instructor Resources page: click here. You will need to log in.

More information on tokens can be found here: Approving a course

Checking page enrolments

• Click the 'Check all of your candidates and instructors are enrolled to this course' link
• Use the filter in the top left and pick the role you want to check
• The list will then filter to show just this role so you can check everyone is enrolled.
• Remove the filter by clicking the cross next to the filter type in the top left
• Choose another filter if required.
  

Checking your candidates pre-course assessments are complete

1. Click on the link below and a grid style table will appear

2. This will list all of your candidates down the left hand side and all of the course elements along the top

3. E-modules: If the course has e-modules these should all be completed and ticked before the candidates attends the course

4. Assessments: If the course has assessments, these should be completed and ticked before the course.  If the assessments are split into 2 section (APLS); assessment 1, part 1 and assessment 1, part 2, only one of the 2 parts should be ticked as complete. If the candidate does not pass the part 1of the assessment, they get the option to see and complete part 2.  Therefore only one of the 2 parts will be ticked and completed.

5. MCQ: If the course has an MCQ this will be ticked as compete if they have scored the required grade i.e. 80%.

Completing your course return

Submitting Your IP Results (if applicable):

If any candidates have been recommended for Instructor Potential from your course, their IP scores must be submitted in order for us to process their recommendation. Please follow the steps below to do this:

• Enter your course page

• Click ‘Submit your IP assessments’

• Click ‘Grade’ next to the name of the candidate who has been recommended

• Select their results from the drop-down lists for each section (Supportive, Team member, Credible, Enthusiasm for course and Communication skills).

• Click ‘Save changes’

• Complete this for each candidate who has been recommended and click ‘Save all quick grading changes’ when you have finished.

Release Observer Certificates (if applicable):

If you have any observers on the course, you will need to release their observer certificates for them to collect from their VLE accounts in the same way as candidates collect their certificates. To do this, please follow the steps below:

• Enter the course page

• Click ‘Release Observer Certificates’

• Enter a ‘1’ in the boxes next to each observer’s name

• Click ‘Save all quick grading changes’ once you have graded all observers.

Processing Instructor Candidates, Recertifying Instructors and Shadow Directors:

If you have any Instructor Candidates, Recertifying Instructors or have taken a Shadow Director on your course, you will need to notify us once the course is finished in order for us to process their results.

You will not need to complete this section if you have no ICs, Recertifying Instructors or shadow directors on your course.

To do this, please follow the steps below:

• Enter the course page

• Click ‘Notify ALSG about changes in instructor status - for ICs, recertifying instructors and shadow directors’

• Click ‘Start’

• Select your Course Type, Centre and Course Start Date from the drop-down boxes and enter your email address for the bounce-back

• Select the number of 1^st ICs proceeding to 2^nd ICs you have on your course.

• Enter the email addresses for each in the boxes provided. The email address you submit must match the email address that is registered to the user’s VLE account. You may need to check the correct email address from your instructor list (see the ‘During the course’ section of the course page)

• Click ‘Next’

• Select the number of IC2s proceeding to Full Instructors you have on your course

• Enter the email addresses for each in the boxes provided. The email address you submit must match the email address that is registered to the user’s VLE account

• Click ‘Next’

• Select the number of Recertifying Instructors you have on your course

• Enter the email addresses for each in the boxes provided. The email address you submit must match the email address that is registered to the user’s VLE account.

• If you had a shadow course director, please complete this section

• Sign the form with an e-signature (hover your mouse over the box and hold down the left-hand button on your mouse to write your signature)

• Click ‘Submit’.

Process Resits:

If any candidates have attended your course to re-sit elements of the course that they have failed on a previous course, you will need to notify us so we can process the resit and release the candidate’s certificate. To do this, please follow the steps below:

• Enter the course page

• Click ‘Notify ALSG about any candidates from other centres completing elements on your course’

• Click ‘Start’

• Select your Course Type, Centre and Course Start Date from the drop-down boxes

• Click ‘Next’

• Select the number of candidates who have attended your course to resit elements

• List the details of the resit in the box provided. This should include:

  - Candidate’s name

  - The element(s) that have been resat

  - Whether the candidate passed or failed the element(s)

  - The date and centre of the course at which they previously failed the element

• Sign the form with an e-signature (hover your mouse over the box and hold down the left-hand button on your mouse to write your signature).

• Click ‘Submit’

Course Issues Report

The old ‘Directors Report’ has now been replaced by a Course Issues Report, where you can notify us of any issues with candidates, instructors or course content.

You do not need to complete this section if there have been no issues on the course.

To fill out the Course Issues Report, please follow the steps below:

• Enter the course page

• Click ‘Notify ALSG about any course issues - with candidates, instructors or course content’

• Click ‘Start’

• Select the Course Type, Course Date, Course Centre and the name and address of the person completing the report.

• Click ‘Next’

• Select how many issues you would like to report and tick whether you would like to be notified with the outcome of this report

• Give details of the issue(s) in the boxes provided

• Click ‘Next’

• Give details of any candidate or faculty issues in the boxes provided. If you do not have any candidate or faculty issues, please type ‘N/A’ into the boxes.

• Click ‘Submit’

Course page: Access and enrolment keys

Once your course has been approved you will receive an invoice.  Once this is paid your course will either:

• be uploaded and the enrolment key sent to you, if it is within 3 months of the course date
• be held by our automation system and upload 3 month before the course date and an enrolment key sent to you.

The enrolment key will be sent to the main centre email we have on file and the account for this email, attached to the course page as the centre link.

Enrolling and unenrolling instructors and

Adding instructors and candidates to groups

1. Click on the link 'Enrol instructors in page'
2. Choose the 'Enrol users' button in the top right hand corner
3. In the 'Select Users' box, type or paste your instructor name or email address
4. The instructor should appear in a list below the 'Select Users' box
5. Click on the correct instructor and they will appear in the top of this box
6. You can then search for another
7. Once you have searched for all of your instructors, click Full Instructors in the assign roles dropdown
8. Then click 'Enrol Users' at the bottom of the box
9. The system will take you back to the previous screen and you will see your instructors attached to the course page with the correct role.
10. If you have attached them with the incorrect role you can change it on this page by clicking the edit under the role given in the table.  Start typing the new role in the box and it then lets you choose then click the save button next to it.
11. You can remove the incorrect role by clicking the cross next to the role in the table
12. Or you can unenroll them completely by clicking the cross at the far right of the table.

GROUPS

The use of groups has been introduced to support paperless courses and electronic marking.  It is also the way we will be tracking instructor activity. 

Instructors

In the 'Enrol instructors in page' link, click on the edit pencil under the Group heading and start typing in the group you would like to give to this instructor.

To give you a useful overview before the course and us the details of who taught when, after the course, you can choose from:

• Instructor - taught day 1
• Instructor - taught day 2
• Instructor - recertifying

Please note that instructors can belong to more than one group e.g. someone who is recertifying and therefore teaching on both days of the course will be a member of these three groups.  

You can add all necessary groups before clicking the save icon under the group list

Candidates

In the 'Group your candidates for paperless' or the 'Check all of your candidates and instructors are enrolled to this course' link, click on the edit pencil under the Group heading and start typing in the group colour you would like to give to this candidate.

For candidates, the options are:

• Group A - Red
• Group B - Yellow
• Group C - Green

• Group D - Blue

Click the save button for each candidates before moving to the next.

Remove someone from a group by clicking on the 'X' on the right hand side of the group name.

IMPORTANT

At the end of the course, ensure all instructors are:

• enrolled as the Course Director, Full Instructor or Instructor Candidate role
• enrolled them in the correct group(s) for the days of the course they taught on - this will ensure that the correct instructor activity levels are logged
• if they are recertifying, they are also enrolled in that group too.

If an instructor is unable to teach on the course, then please ensure that you unenrol them no later than the day after the course. 

You do this by entering the enrol screen in the same way as above and clicking on the red 'X' in the enrolments methods column, next to their name.

By completing these steps all of the instructor details can be collected directly by ALSG and you will not need to submit any further details on activity in the returns process.

Resits

If a candidate fails an element or misses an element of your course and the faculty agree they can attend to re-sit, then they should be given an incomplete attendance form which is available to download from your Centre and Instructor Resources page in the centre materials.

The candidate has 6 months to attend.  This can be done at a course centre during a course or, if faculty can be found, outside of a course. 

Once the candidate has passed the missing elements, you must inform ALSG so their certificate can be released. 

On the course page, complete the form 'Notify ALSG about any candidates from other centres completing elements on your course'.  ALSG will then release the completion certificate and inform the candidate.