Agriculture, Environment & Animal Care

Vocational Qualifications

Catering, Hospitality & Leisure

Apprenticeships
Vocational Qualifications

Childcare & Education

Access to HE
Pre-Access to HE
Vocational Qualifications

Construction, Engineering & Manufacturing

Access to HE
Apprenticeships
Vocational Qualifications

Creative, Design & Digital

Access to HE
Vocational Qualifications

Education & Training

Professional Development

Hair & Beauty

Vocational Qualifications

Health, Science & Social Care

Access to HE
Apprenticeships
Pre-Access to HE
Vocational Qualifications

Life Skills & Progression

Personal & Social Development

Personal and Professional Development

Personal & Social Development
Professional Development
Vocational Qualifications

Public & Protective Services

Access to HE
Vocational Qualifications

Supporting SEND

Personal & Social Development
Professional Development

Transport & Logistics

Access to HE
Apprenticeships
Vocational Qualifications

Below you will find answers to the most common questions we are asked by Exams Officers and Administration Staff.

Getting Started and General Admin Questions
Is there a deadline for registering my learners?

An additional fee will apply to all registrations received after the following deadlines:

25 working days from start date of the course for short courses (defined as 15 weeks or fewer) and 60 working days for longer courses.

Full details can be found in the Fees and Charges section of our website.

How do I log-in to QuartzWeb?

To log in to the Online Registration & Awarding system – click the following link for guidance:

Logging In

 

How do I request a new QuartzWeb password or change the existing one?

The following link will guide you through requesting a new or changing your existing password:

Passwords

I have incorrectly registered my learners; how do I transfer them to a correct level / qualification?

If a group of learners have been registered onto the wrong course, a request to remove the incorrect cohort must be submitted. To re-register the learners, you will need to log back in to the Online Registrations System and register the learners onto the correct course. Transfers will not be made by Gateway Qualifications.

A cohort removal request form will need to be completed to formally request the removal of learners from any erroneous cohorts registered on our database and a link to the cohort removal guidance and form can be found using the link below:

Cohort Removal

Please note – Registrations that have already been invoiced are non-refundable. Any credit for registrations made in error will be made at the discretion of Gateway Qualifications.

 

How do I update a failed Unique Learner Number (ULN) validation?

Periodically it is useful to check for and update failed ULN validations, the following guidance will show you how:

Updating Failed ULN Validations

How do I withdraw a learner from a RAC?

Please note – All learner registrations submitted to Gateway Qualifications will be charged in accordance with our charges policy and are non-refundable.

The withdrawal function will only remove the learner from your RAC and does not remove the learner from our database.  The following link will show you how to withdraw a learner:

Withdraw a learner from the RAC

How do I input annual estimated learner numbers?

Each year you may be requested to input the estimated learner numbers for the next academic year, the following guidance will show you how to do this:

Inputting Annual Estimated Learner Numbers

How do I track the progress of the certificates?

Full guidance showing you how to track the progress of results can be found using the link below:

Tracking Results

How do we add additional qualifications to our provision?

Please apply additional qualifications by completing the Apply to Run a Qualification form, a link to the page is provided below:

Apply to run a qualification

Where can I locate the prices for the Registration/Certification?

All information can be found within the Fees and Charges section of our website.

Where can I locate the Unit Outcomes/Assessment Criteria information?

This information is provided within each individual qualification page.

You can search for specific qualifications by typing in part of the title into the search box located on the Qualifications page.  A link to the page is provided below:

Qualifications Home Page

Registering Learners
Is there a deadline for registering my learners?

An additional fee will apply to all registrations received after the following deadlines:

25 working days from start date of the course for short courses (defined as 15 weeks or fewer) and 60 working days for longer courses.

Full details can be found in the Fees and Charges section of our website.

How can I check if my learner is already registered?

Full guidance on how to search cohorts and learners can be found using the link below:

Searching for Cohorts and Learners

Can I add a learner to an existing cohort?

No – You will need to register the learner on an individual cohort.

I have registered an individual learner on the wrong qualification, am I able to transfer the learner onto the correct qualification?

No – the learner will need to be withdrawn from the incorrect cohort and registered under the correct qualification individually.

Guidance on how to withdraw a learner can be found using the link below:

Withdrawing a Learner from a Cohort

I have made an error on one of my registrations, will I get refunded?

All learner registrations submitted to Gateway Qualification will be charged in accordance with our charges policy and are non-refundable. The withdrawal function will only remove the learner from your RAC and does not remove the learner from our database.

 

How do I download and complete the learner registration form?

To register learners, you are required to download and complete a ‘Standard Registration’ submission form.  Full guidance can be found using the following link:

Registering Learners – Downloading and Completing the Learner Registration Form

How do I upload the learner registration form?

Full guidance showing you how to upload the learner registration form can be found using the following link:

Registering Learners – Submitting the Learner Registration Form to Create a New Cohort

How do I upload the learner registration form for Access to HE courses?

Full guidance showing you how to upload the learner registration form for Access to HE courses can be found using the following link:

Access to HE – Submitting the Learner Registration Form to Create a New Cohort

 

The qualification I need to select is not appearing on my dropdown list?

The qualification may need to be added to your portfolio. In order to apply, you will be required to complete a Qualification Approval Form.  A link to the form is provided below:

Apply to run a Qualification

If you have already applied, the qualification should be visible, please contact us immediately to investigate further.

Selecting Units for the Report of Achievement or Completion (RAC)
How do I select units at registration?

Full guidance showing you how to select units for a cohort at the initial registration stage can be found using the following link:

Registering Learners – Selecting Units at Registration

How do I select units for the RAC at a later date?

Full guidance showing you how to select units at a date in the future can be found using the following link:

Registering Learners – Selecting Units at a Later Date

How do I select units for Access to HE courses?

Important Information – Please read…

For Access to Higher Education, the specific units each individual learner is taking MUST be specified.  Once your learners have been registered onto the system by Gateway Qualifications you will receive an email notifying you of this, at which point you must log back in to the system and select the units for each learner.

Please be aware that you have a maximum of 12 weeks from the cohort start date, or until the UCAS application is made, whichever is sooner, to select which units each learner is taking before the system locks and will not allow that information to be entered.  This is a QAA requirement and is essential to ensure your learners have the evidence they need to submit their UCAS applications.

Please allow sufficient time to enter this information when deciding when to submit your learner registrations to us, bearing in mind that registrations are NOT instantaneous – Access registrations require manual processing by Gateway Qualifications, which we aim to do as quickly as possible.  Please contact us if your registration is approaching the 12 week cut off point and we will ensure your learners are processed as a priority.

Full guidance showing you how to select units for Access to HE courses can be found using the following link:

Access to HE – Selecting Units

All about Certification
The learner has not achieved enough for the full qualification, am I still able to make a claim?

Yes – you can proceed with claiming for the units achieved and a unit transcript will be issued.  If the learner later achieves all units for the full qualification, you can submit a new RAC and the full qualification certificate will be issued.

How can I amend learner information that was made in error before certifications?

Please email registrations@gatewayqualifications.org.uk with the incorrect and correct details and we will make the amendments for you.

A learner has not achieved the expected certificate however the rest of the cohort have, how has this occurred?

Have the correct units been claimed? Please check the Report of Achievement (RAC) and ensure the Rules of Combination have been met .

If yes, please contact us immediately and we will look into this for you.

How do I download the Report of Achievement or Completion (RAC) to claim certificates?

The following link will take you to the guidance which is applicable to all qualifications accept Access to HE:

Claiming Certificates – Downloading and Checking the Report of Achievement or Completion (RAC)

 

The guidance for Access to HE qualifications can be found using the following link:

Access to HE Claiming Certificates – Downloading and Checking the Report of Achievement or Completion (RAC)

How do I complete the RAC?

The following link will take you to the guidance which is applicable to all qualifications accept Access to HE as the RACs for the qualifications look very different:

Claiming Certificates – Completing the Report of Achievement or Completion (RAC)

The guidance for Access to HE qualifications can be found using the following link:

Access to HE Claiming Certificates – Completing the Report of Achievement or Completion (RAC)

Why is QuartzWeb not accepting the RAC?

The system will not allow the upload of the same RAC document more than once as each document has a unique identification number – the system will only recognise and process a new RAC each time you need to submit results for the same cohort. Please refer to the following guidance for further information:

Submitting Additional Results

How do I upload the RAC to QuartzWeb?

Once all internal Quality Assurance processes have been completed and the RAC is finalised, the completed RAC must be returned to the Administration Contact to save for uploading.  Please refer to the following guidance for further information:

Claiming Certificates – Uploading the RAC to QuartzWeb

Once the results are submitted, the Approved Internal Quality Assurer (AIQA), External Quality Assurer (EQA) or Access Centre Moderator (ACM) will receive an automatic email alerting them to the presence of an uploaded RAC that requires verification

Gateway Assured Provision only – Verification of results by an AIQA or EQA is NOT required for Centres using Gateway Assured provision.  The submission and uploading of the RAC form is sufficient for certificates to be produced

How do I check the progress of our Certificates?

Full guidance on how to track the progress of certificates can be found using the link below:

Tracking the Progress of Results or Certificates?

The tracking states 'Awaiting QA Verification', what does this mean?

This means the Approved Internal Quality Assurer (AIQA), External Quality Assurer (EQA) / Centre Advisor or Access Centre Moderator is yet to verify the results.

Once certificates have been verified, we aim to issue them to you within 5 working days.  If you have been waiting some time for your certificates, please email us immediately using registrations@gatewayqualifications.org.uk and we will be happy to chase the verifier on your behalf..!

The tracking states 'Awaiting Processing', what does this mean?

This means the certificates have been verified and are in a queue to be processed and printed by Gateway Qualifications.  We will aim to issue them to you within 5 working days…

Storing and Issuing Certificates
How do I store and issue Access to HE Certificates?

As part of the requirement to comply with the new QAA Licence Criteria for AVAs, Access centres must have processes in place for the secure receipt and onward transmission of Access certificates and transcripts. The AVA will be checking that suitable processes are in place in all centres.

1. Centres should keep records of the receipt and onward transmission of students’ Access certificates and transcripts for a minimum period of 3 years.
2. Centres should have a secure and reliable process for the receipt, recording and onward transmission of Access Diplomas and achievement transcripts.
3. Centres must ensure that all Diplomas and transcripts are received by students within 30 days of receipt from the AVA. Any certificates not received or collected by students at this time must be returned to the AVA.
Centres will be asked to confirm that Diplomas and transcripts have been received from Gateway Qualifications and sent on to students (or collected by them). On receipt of the certificates by the Centre, the Access Certificate Receipt Form must be completed online and submitted to Gateway Qualifications within 5 working days.

A copy of the form can be found using the link below:

Access to HE Certificate Receipt Form

External Assessments
How do I schedule learners for external assessments?

Full guidance showing you how to schedule learners for external assessments can be found using the link below:

How to Schedule Learners for External Assessment

How do I access external assessment papers?

Full guidance showing you how to schedule learners for external assessments can be found using the link below:

Accessing External Assessment Papers

How do I print the attendance register for an external assessment?

Full guidance showing you how to print the attendance register for an external assessment can be found using the link below:

External Assessments – Printing an attendance register

How do I book resits for ESOL and Functional Skills (Level 1 and 2 only)?

Resits for ESOL and Functional Skills are submitted using the same cohort ID as the original registration.  Full guidance showing you how to schedule learners can be found using the link below:

External Assessments – Scheduling Learners

How do I produce a Functional Skills Statement of Results Report?

Full guidance showing you how to produce a Functional Skills Statement of Results Report can be found using the link below:

External Assessments – The Functional Skills Statement of Results Report

How do I save a sound file for external assessment?

Full guidance showing you how to save a sound file for external assessment can be found using the link below:

External Assessment – Saving a sound file

How do I use the Surpass online system?

Administrator and Invigilator guidance on how to use the Surpass system can be found using the link below:

Surpass – Administrator and Invigilator Guidance for Centres

Please note – Instructions on how to register candidates and book online assessments using the Quartzweb system is provided in separate guidance:

Registering Learners

External Assessment

How do our candidates use the SecureClient system?

Full guidance on the candidate experience can be found using the link below:

SecureClient – Online Assessment – The Candidate Experience

There are no Speaking, Listening and Communication papers for my Functional Skills Learners?

As detailed on page 23 of the Functional Skills Handbook:

“Speaking, Listening and Communication component (all levels) assessment is by centre devised tasks based on parameters defined by Gateway Qualifications detailed within the Functional Skills Controlled Assessment Guidance for Speaking, Listening and Communication available on the website.  As part of the quality assurance monitoring process, External Quality Assurers will undertake assessment observation visits at the centre, therefore centres will be required to notify Gateway Qualifications by booking an assessment time through the QuartzWeb portal when Speaking, Listening and Communication assessments are due to take place.”

 

Replacement Certificates
How do I request a replacement certificate on behalf of a learner?

Please note – Gateway Qualifications can only issue replacement certificates from 2005 onwards.

An online replacement certificate form will need to be completed.  A link to the form is provided below.  Guidance notes are provided when completing the form.

This form MUST only be completed by Gateway Qualifications’ Recognised Centres.

Replacement Certificates

Rules of Combination / Checking Results
Where can I locate the information on Barred Units and Rules of Combinations?

The information is provided in the Qualification Specifications which are located on each of the qualifications’ pages. You can search for a specific qualification by typing part of the qualification title in the search box.

Qualifications Home Page