Introduction to ACW

FISSS is the certifying authority for apprenticeships in Wales and hosts Apprenticeship Certificates

Wales (ACW).
 

Working in partnership with the UK Commission for Employment and Skills (UKCES), FISSS shares the

belief that a sectoral approach is the best way to create the conditions for increased investment in skills

which will, in turn, drive enterprise, create jobs and deliver sustainable economic growth.

ACW is a web based system that is designed to enable access to training providers, employers and

apprentices to request Apprenticeship completion certificates.
 

FISSS sits in the middle of a hub and spoke model where SSC/SSBs use ACW to:

 

• Receive requests for certificates from learning providers, employers or apprentices.

 

• Review submitted requests and evidence provided and either approve or reject, with appropriate

reason/s and certification requests.

 

• Print and issue Apprenticeship completion certificates, providing that all of the current Apprenticeship

framework requirements have been met.

 

It is unlikely that many individual apprentices will be directly requesting their completion certificate via

ACW and they are more likely to do this via their training provider. However, the ACW system does

facilitate apprentices applying directly for their own completion certificates.
 

NB: The Completion Certificate Claim form must be completed by the person who is submitting the

Apprenticeship Completion Certificate Claim (also known as claimant) to confirm that all components

of the Apprenticeship framework have been completed.

 
You can locate the form on the home page of the ACW home page: http://www.acwcerts.co.uk/. When the form has been completed it will need to be uploaded to the Apprenticeship Certification Wales (ACW) system.

Getting Access to ACW

Providers (known as Centres) need to register to get access to ACW. This is done by completing an online registration request form which can be accessed via: www.acwcerts.co.uk/register_centre

 

Centres select all of the SSCs/SSBs (known as Certification Bodies) they need to work with and once the registration form is submitted, the ACW access request is sent to the Administrator at each of the selected Certification Bodies.

 

ACW Administrators at each of the relevant Certification Bodies register the Centre and create an Administrator account and password which is then sent to the e-mail address provided on the submitted ACW access request form.

 

Certification bodies also assign Centres the necessary access to the required frameworks. Centre Administrators can now access ACW and can create additional user accounts within their organisation.

 

They can now use ACW to input learner data and load the evidence required to claim an Apprenticeship completion certificate.

Logging In

 

• Go to www.acwcerts.co.uk

 

• Click on the Login button.

• Enter your Username and Password.

 

• Click the Login button to enter.

 

• Please refer to the system checker to make sure your system meets the ACW system requirements.

 

— Green ticks are confirmation your system is compatible.

 

— Red denotes incompatibility.

 

 

 

Should you have any problems logging in with your username and password, please contact the relevant Certification Body.

 

Alternatively please contact the ACW Support Team:

 

Telephone: 0300 303 4444

 

E-mail: acw@fisss.org

 

 

 

Remember

 

Please be aware that the Username and Password are both case sensitive.

 

Keep all passwords in a safe place and do not reveal them to anyone. ACW follows the history of each Apprentice by tracking login details.

 

If additional user accounts need to be added then the Admin User will be able to set up accounts for colleagues to access the system.

 

How do I check my computer meets the minimum specification?

Using ACW

Please check to see that the computer you are using meets the following requirements below and has the features listed on the right set as enabled. This is to ensure that your use of this application is as efficient as possible.

 

Processor

In order to process the amount of data and functions of the application, we recommend that your processor speed should be at least 1 Gigahertz (GHz).

 

System Memory

You will need at least 2 Gigabytes (2GB) of System Memory (RAM) to ensure all the features of the application are working smoothly.

 

Operating System

As our application is designed for the web, the application is compatible with all the newer operating systems (Windows XP onwards, Lion OSX, Linux).

 

Web Browser

Whilst we aim to build our application to work on the majority of web browsers we strongly recommend updating your browser to the latest version to ensure your computer is displaying the website as intended.
Supported versions are:
MS Edge
IE 11Safari > v7
Chrome > v22
Firefox > v27

If you are an Internet Explorer user please ensure you have the latest version.With IE there are some further versions with support but with this the users will have to enable it, IE 8,9,10 only on Windows 7 or later, however we would recommend using Google Chrome or Firefox instead.

Proxy or Cached Version

In order to speed up the loading of a website web browsers and proxies (a system often used within organisations to manage all their users) use a technique called Caching which takes a snapshot of the website and shows it to the user when they re-visit it later. This is beneficial for websites that don’t often change, however this can be a problem for our application as it will show, for example, an apprentice’s old status thus causing issues. If you are unsure about this setting please speak to your IT department.

 

Whitelist

If you experience any issues accessing our application you may need to ask your IT Department to whitelist the website address http://acwcerts.co.uk/.

 

For more information or to contact the ACW Support Team, please e-mail acw@fisss.org or call 0300 303 4444.

 

Your Computer Details

Operating System:
Screen Size:
Browser:
Javascript:
AJAX Support:
Cookies:

 

What browser do you recommend using for the ACW System?

For full functionality we recommend using Mozilla Firefox, Google Chrome and Opera. You may encounter some display issues when using Microsoft Internet Explorer.

Is there a minimum specification for computers that you recommend to get optimum performance from the ACW System?

For optimum performance we recommend:

 

 

 

– 3MB broadband connection (or faster)

– Gigahertz (GHz) processor (or faster)

– 2GB of RAM (or more)

– No hard disk requirement. ACW is a web-based system that requires no software to be installed on your computer(s).

 

 

 

Please note that ACW runs on PC and Mac, as well as on Linux.

 

Add or Edit Users

 

To add a new user:

 

— Select the Users Tab and click Add User.

— Enter all of the information ensuring that the contact details are correct.

— Once complete, select Create Item.

 

002 add user 1

 

 

003 add user 2

To edit an existing User:

 

— Double click on the username and amend the detail, then select Update Item.

 

 

Remember

 

Please note only admin logins can add and amend User details.

 

 

Disable User Accounts

 

The Certification Body Administration User can disable accounts on the system. By disabling the account it will mean that the record of previous work is kept but the User will no longer have access to the system.

 

• To disable an account, double click on the User to open the record.

 

• Click on the drop down arrow next to User Status and select Inactive.

 

• Click Update Item to save changes.

 

 

002 add user 1

 

 

3.2 disable user 2

 

 

 

 

 

If the Certification Body Admin User details need to be amended, you will need to contact:

 

ACW Support Team

 

Telephone: 0300 303 4444

 

E-mail: acw@fisss.org

Guidance Document

We have created a useful how to document which explains step-by-step how the new Central Payment System will work.

The guide gives an overview of the system and describes the differences between the 3 payment methods;

 

– Pre-pay by Credit Card

 

– Pre-pay by BACS

 

– Pay As You Go (Pay at Submission)

 

 

Click here to download the new guidance document

 

If you have any questions please contact the ACW CPS Team on acwcps@fisss.org or 0300 303 4444.

View or Amend Organisation Details

This is where you can view/edit your organisation details. If there are any amendments you cannot make please contact the relevant Certification Body.

Add a Single Apprentice

 

Step 1 of 3

 

There are two ways to add an apprentice – one at a time using the form or a bulk upload via a CSV file.

 

To add a single apprentice, ensure that you are in the Apprentice Tab, click Add Apprentice ‚ button.

005 add single app 1

 

Step 2 of 3

 

The Apprentice record is now ready to be completed:

 

— Basic Information

 

— Employer Details

 

— Identifiers (NI Number, other unique identifiers and NOT the ACW No.)

 

Once all of the mandatory fields have been completed (these are marked with a * ) select Create Item. This will then reveal 3 new tabs:

 

— Framework

 

— Status

 

— Current Evidence

 

006 add single app 2

 

Step 3 of 3

 

FRAMEWORKS

 

Select which Frameworks will be completed by the Apprentice.

 

STATUS

 

This tab shows the Status of the Apprentice. When you add an Apprentice it will automatically be given the status Entered.

 

CERTIFICATE EVIDENCE

 

The Frameworks selected will determine which evidence is required for certification. Further information can be found here.

 

007 add single app 3

 

Bulk Upload Apprentices

 

Under the Apprentices tab  you have the facility to bulk upload ‚ apprentices to the ACW system.

 

There is a template available for you to download and populate. Once complete you will need to save the document as a CSV file before uploading to the system. Click here to see our Bulk Upload User Manual.

 

Once the file has been loaded to ACW you will need to enter the framework details for each apprentice.

 

008 bulk upload

 

 

How to Search for an Apprentice

The Apprentice Tab allows you to search for and view all Apprentices undertaking an Apprenticeship within your training facility.

 

There are a variety of search options, using both text and drop down menus. This allows you to set the required search criteria. You can search by:

— Centre

— Framework

— Status

— Ref No. (ACW No. or NI No.)

— Keyword

— Date of Birth (from/to)

— Registration Date (from/to)

— Certification Date (from/to)

 

• When you have set your required search criteria click the Search Button.

 

• Or click the Magnifying Glass ƒ to reveal the Find „option. The drop down menu… allows you to search by:

— Surname

— Forename

— NI Number

 

• Once you have entered your search criteria you must then press the enter key to initiate the search.

 

• To navigate between pages you can use the blue arrow keys or type in the white box area to specify a page.

 

• The Displaying information text shows how many items there are in total and what page is showing.

 

overview

 

Adding Evidence to an Apprentice Record

 

The Certificate Evidence tab provides a list of all evidence required for certification. All evidence must be loaded separately next to each requirement.

 

— Select the Browse button, a pop up will open where you can select the appropriate file from your system.

 

— Click Open and the file will be uploaded to ACW.

 

 

 

Remember

 

Please note, the maximum file size is 3MB. Any larger and the system will not accept the upload.

 

 

 

010 adding evidence

Submit an Apprentice for Certification

 

• Once you have uploaded all evidence, go to the Status tab and change the status to Pending Certification. This will open a validation box where you can check:

 

— Mandatory fields have been completed.

 

— All evidence has been uploaded.

 

— Completion date has been entered.

 

— Any missing information will be highlighted in red.

 

The 10-day turnaround time starts from the date the apprentice is submitted for certification. You can view this in the days elapsed column on the View Apprentices page.

 

011 submit certification 1

012 submit certification 2

 

 

When the Certifying Body has reviewed the submission, they will change the status to one of the following:

 

CERTIFICATE AUTHORISED 

This means that the Certifying Body is satisfied that all of the components within the Apprenticeship Certificate claim have been successfully completed by the apprentice. The certificate is now ready to print, once the certificate has been printed the apprentice record will be removed from the this tab and the status will say certificate printed.

 

PAYMENT PENDING ‚

This means that the Certifying Body is satisfied that all of the components within the Apprenticeship Certificate claim have been successfully completed by the apprentice. However they need to receive either payment or a purchase order number before they can process the certificate. You will need to discuss this with the Certifying Body regarding the individual payment process.

 

REJECTED

This means that the Certifying Body is not satisfied that all of the components within the Apprenticeship Certificate claim have been successfully completed by the apprentice. The reason for the rejection will be e-mailed to the main Centre Admin User and the person who submitted the submission.

Refer to Manage Rejected Apprentices for further information.

 

013 certfication status

 

Remember

 

Please note it is important to keep email addresses up to date on the system so you don’t miss the notifications.

 

 

Printing or Exporting Apprentice Data

 

Use the drop-down to select the number of Apprentices to print (up to maximum of 100).

 

• Select Print View‚ to print the list view of the selected number of Apprentices

 

• Select the Export All button ƒ to export the apprentices listed on screen. This will open as an Excel spread sheet.

 

Remember

 

We recommend that you limit the list for printing or exporting to 100 apprentices as anymore may slow the system down.

 

 

014 print export data

Manage Rejected Apprentices

 

• The Rejected tab allows you to view all of the Apprentices that have been rejected for certification, by the Certification Body. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

• To view a rejected Apprentice, double click on their name and their record will open.

 

• Click on the Status Tab ƒand the Status History will be displayed.

 

• Click on Rejected Request and the reason for, and date of rejection will be recorded.

 

• Once changes have been made return to the Status tab.

 

• You are able to add additional comments to the rejection history in the comment box and select Add Comment „before navigating away from the page.

 

• Once the changes have been made, re-submit the apprentice in the Status tab.

 

015 rejected apprentices

Manage Apprentices Awaiting Certification

 

The system prevents two users editing an apprentice’s record at the same time. This will appear as being Locked. When the second user tries to open the record they will be presented with a read-only view.

You can see who has the record open under the apprentice tab. If that person is unavailable then please contact the ACW Support Team to unlock the record.

 

5.8 locked 1

 

5.8 locked 2

Checking Evidence & Changing the Status

 

If there are queries raised by either the Centre or Certification Body regarding certain pieces of evidence FISSS have the final say.

 

FISSS will look at the evidence on the system and if accepted will add a note under the individual evidence to provide clarity on why the evidence has been accepted and this will be locked so that the Centre is unable to amend the evidence once accepted. This could happen prior to the Certification Body reviewing the evidence but you will be able to see the comment added by the FISSS.

 

View Awaiting Certification

 

(also referred to as Pending Certification)

 

• The Awaiting Certification Tab allows you to view all of the Apprentices that are awaiting certification. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

• You will be able to see how many days have elapsed since submission in line with the 10-day turnaround.

 

010_awaiting certification

View Payment Pending

 

(This tab is NOT used by all Bodies)

 

• The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

• Where it is in use, it shows the list of Apprentices that have had their uploaded evidence checked and approved and that everything is in order. However, payment for the certificate has not yet been received. Until payment is received, the Apprentice status will not be updated to Certificate Authorised, enabling the certificate to be printed.

 

• Please contact the Certifying Body for their payment process to find out if this tab is used.

 

View Certificate Approved

 

• The Certificate Approved Tab allows you to view all of the Apprentices that have been authorised for certification and waiting for their certificate to be printed. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

Introduction

This guide is designed to take you through the Bulk Upload process step by step. It has been designed to be interactive and so when you see text in this format: example link, it means that there is a link to follow either to a website or somewhere specific within the document.

 

The Bulk Upload facility allows you to enter the apprentice and employer information into an Excel or CSV format spreadsheet. This information can then be uploaded to the system which will create the apprentices records within ACW. Don’t forget that once the records have been created on ACW, you will still need to access them and complete the apprentices framework details and load the certification evidence.

 

There are two ways that the spreadsheet can be completed. You can either manually enter the required information or use an automated download process. Some suppliers of the commonly used training provider management systems such as Maytas and PICS, have developed specific automated processes.

 

Please note that there is a limit to the facility in that you can load a maximum of 999 apprentices in one go.

How Do I Access The Bulk Upload Facility?

In order to use the Bulk Upload facility you will need to log into www.acwcerts.co.uk

 

Once logged in under the Apprentices tab  you will see the option Bulk Upload ‚.

 

This will take you to the Bulk Upload section where you can download the template document that needs to be completed and also where you will need to upload the completed CSV file.

 

There are two file formats that are available for the Bulk Upload facility. The Excel file can be found on the ACW website ƒ, this is the file that we recommend to use.

 

Image_004

 

There is also a CSV file available from the ACW support team and if you wish to use this format, please contact:

Telephone: 0844 326 7565

E-mail: acw@fisss.org

 

REMEMBER
Both file formats require codes to be entered for some of the fields, this is because the corresponding field on ACW has a drop down menu that requires a selection to be made and each of the available selections has a corresponding, identifying code in the underlying ACW database.

Bulk Upload Codes

The spreadsheet requires all mandatory fields to be completed for the Apprentice and Employer details. Both of these have drop down menus for selections to be made such as ethnicity and gender. Where there is a drop down menu, a numerical code is required on the spreadsheet so that it can be converted by the system so and displays correctly within ACW.

 

The table on this page details those fields that require a code and what the code is for each possible selection. (Click image to enlarge)

 

ACWbulkuploadcodes

Bulk Upload Template – Excel Format

When you are on the Bulk Upload page you are able to download the Excel (XLS) empty template . You can either save the file or open the document. It will open within Excel.

 

TIP

We recommend that you download a new template each time you use the bulk upload facility as it will be reflective of the most up-todate mandatory fields required by the system.

 

There are examples of good and bad completion on the Bulk Upload webpage.

 

There are some fields that are marked with an * this is because they are mandatory requirements. When you open the spreadsheet you will see the following fields.

 

Image_009

 

When you have completed all of the required fields on the spreadsheet and you are sure that all the apprentice names are correctly spelt, you will need to save the document as a CSV Comma Delimited file. To do this:

 

• Select the Save As option within Excel.

 

• Under the selection Save As you will see that a drop down menu appears. Select the CSV Comma delimited  (you can see that there are several different CSV formats only the comma delimited will work).

 

• Give the file a relevant filename and save to a suitable drive/directory/folder location.

 

• You will be asked if you want to keep the file in this format, select Yes.

 

Image_011

 

Now the file is in the CSV file format, return to the Bulk Upload page of the ACW website.

 

• Select Choose File ‚, a pop up box will appear that will allow you to navigate to the location where you saved the CSV file. Once you have selected the correct file, click the Open button which will transfer the file path to the Choose a File field in ACW ƒ and then click the Upload button „.

 

• The ACW system will upload and convert the information from the CSV file.

 

• Any records that do not comply to the requirements will be shown in a summary field … and the error will be highlighted in red.

 

Image_013

 

REMEMBER
Please note that when there are issues with the file upload, none of the apprentice’s records will be saved to the system. You will need to correct the errors and upload the whole file again.

 

Only when all of the spreadsheet data has been accepted by the system, and it is showing as green, will the uploaded data be saved onto the ACW system.

 

• Now that the apprentices records have been created, you will need to search and go to individual records to add the framework information and upload the required evidence of achievement to the Certification Evidence tab. This will need to be done before you submit a certificate claim.

 

If you have loaded a large number of apprentices you may find it beneficial to download the ACW reference numbers numbers for the apprentices records. In order to do this:

 

• Select the Apprentices tab.

 

• Enter the date that you uploaded the bulk upload file into both the Registration Date (from) and Registration Date (to) and search.

 

The system will then show all apprentices loaded that day. You can then extend the amount of apprentices per page up to 100 and either export all or work your way through the list. If you choose to export all you will need to do this for every page and the system will create a file that you can open in excel which displays the ACW number for each apprentice.

 

Image_016

 

REMEMBER
If using the Bulk Upload facility the system will NOT be able to pick up on duplicate apprentice records. Therefore it is important that you check you are not loading apprentices twice.

Bulk Upload Template – CSV Format

Please note, if you wish to use the CSV method for Bulk Upload, you will need to contact the ACW Support team for the CSV file. Once you have the file you will be able to follow this guidance on how to populate the CSV file.

 

• There are examples of good and bad completion on the Bulk Upload page .

 

Once you have the CSV file you will notice that all of the column headings appear in the one cell A1. These need to be separated so that the headings each have their own column enabling the ACW system to import the data. To separate the headings:

 

• Select cell A1 and go to the Data ‚tab. Within the data tab you will see the option Text to Columns, by selecting this option the Text to Columns Wizard ƒ will open. Within the wizard pop up select the option Delimited „followed by Next ….

 

Image_018

 

• You will then see the option to set the Delimiters (the column headings). By ticking the selection Semicolon, the wizard will automatically set the headings into columns which you will be able to see in the preview box, select Finish ‚this will then separate the columns and you are now able to fill in the apprentices details that you would like to load.

 

Image_020

 

• There are some fields that are marked with an * this is because they are mandatory requirements. When you open the spreadsheet you will see the following fields:

 

ACWCSV

 

• When all the data is entered, give the file a relevant filename and Save to a suitable drive/directory/folder location.

 

Now the file is in the CSV file format and correctly setup, return to the Bulk Upload page of the ACW website.

 

• Select Choose File‚, a pop up box will appear that will allow you to navigate to the location where you saved the CSV file. Once you have selected the correct file, click the Open button which will transfer the file path to the Choose a File field in ACW ƒand then click the Upload button.

 

• The ACW system will upload and convert the information from the CSV file.

 

• Any records that do not comply to the requirements will be shown in a summary field … and the error will be highlighted in red.

 

Only when all of the spreadsheet data has been accepted by the system and showing as green…, will the uploaded data be saved onto the ACW system.

 

Image_022

 

PLEASE NOTE:
Please note that when there are issues with the file upload, none of the apprentice’s records will be saved to the system. You will need to correct the errors and upload the whole file again.

 

Now that the apprentices records have been created, you will need to search and go to individual records to add the framework information and use the certification evidence tab to upload the required evidence of achievement. This will need to be done before you are able to submit a certificate claim using ACW.

 

If you have loaded a large number of apprentices you may find it beneficial to download the ACW numbers for the apprentices records. In order to do this:

 

• Select the Apprentices tab.

 

• Enter the date that you uploaded the bulk upload file into both the Registration Date (from) and Registration Date (to) and search.

 

The system will then show all apprentices loaded that day. You can then extend the amount of apprentices per page up to 100 and either export all or work your way through the list. If you choose to export all you will need to do this for every page and the system will create a file that you can open in excel which displays the ACW number for each apprentice.

 

Image_025

 

REMEMBER
If the MIS that you use does not currently have an export process (to extract the data in a format that is suitable for uploading to ACW) then please contact the Federation as we may be able to facilitate this by working with individual software suppliers.

Video Tutorials – How To Make Payments

To help with the transition to our new Central Payment System we have created three video tutorials which explain the different payment options.

 

Central Payment System – Pre-Pay by BACS

 

Central Payment System – Pre-Pay by Credit Card

 

Central Payment System – Pay As You Go

 

Click here for more information on the Central Payment System.

 

 

 

What is the Central Payment System?

The central payment system is a new function inbuilt within the Apprenticeship Certificates Wales (ACW) system. Previously payment was made to the Apprenticeship Certification Bodies which meant that there are more than 20 different processes for payment. The new centralised payment system means that payment is made to one organisation and therefore only one method of paying for certificates.

Will certification bodies still be certificating Apprenticeships?

Yes the certification bodies have the expertise in place to certificate their frameworks and so they will continue to process the certificates. It is only the payment system that is changing.

I am being asked to create a Finance User account on ACW when I change a learner’s status to “Pending Certification”. Why am I being asked this?

With the introduction of the new Central Payment System each Centre is required to register a Finance User to allow you to pay for apprenticeship certificates. Please register here http://acwcerts.co.uk/register_finance_user Once you register, your account will be fully active within 5 working days.

Am I the correct person to register for a Finance User account?

In a lot of the documentation we have used the term ‘Finance Director’ what we mean by this is the person who will be signing off any Apprenticeship Certification payments, either entering the credit card details or signing off BACs payments. Therefore this may be a Finance Officer or Apprenticeship Certification Manager.

I don’t have/l have misplaced my CPS login details. How do I obtain them?

You would have received these details by email from acwcps@fisss.org once your registration was completed. If you would like these to be re-sent please email acwcps@fisss.org

I will be entering the credit card details into the system but I am not the credit card holder. Should I register as the Finance User?

Yes please register as the Finance User as you will be the person that we will need to contact regarding the system, however, please also include the card holder contact details in the notes box.

How will I pay for certificates?

If you use the Pay-As-you-Go method, every time you change a learner to “Pending Certification”, ACW will ask you for card details to certify that learner. If you use BACS or Pre-Pay Credit Card, the registered Finance User will need to log in using their CPS login details and buy credits through the ACW Central Payment System.

Can I be invoiced for payments?

Unfortunately we can’t issue invoices. The Central Payment System is following the legislation for payment upon application which prevents us sending invoices. However, if using the BACS method, a BACS Confirmation is given to the Finance User at the end of the ordering stage. This can be used in place of an invoice, and can be passed to the Finance Department for review before any money changes hands. ACW Centres that have already viewed this have said that it will meet their financial requirements in place of an invoice.

acw-bacs-order

 

When will payment need to be made?

Payment is made at the time of application. When you change the status of an apprentice’s record to pending certification the system will request payment or deduct a credit from your organisation’s bank of credits.

Does the £22 include VAT?

The certificates are not VAT applicable; £22 is the total cost per certificate.

Will I be refunded if a learner does not complete their apprenticeship?

Unfortunately if an apprentice is rejected or fails and never receives a certificate we won’t refund the used credit. The ACW system is designed to give users the opportunity to check the apprentice has all the correct evidence for their certificate before payment is taken, you can review every tab and there is a pop-up designed to help identify if anything is wrong with the submission. A candidate shouldn’t be changed from Entered to Pending Certification if there are any uncertainties about the candidate’s likelihood to succeed. Also once in Pending Certification costs are incurred by the Certification Bodies who have to check and verify the evidence.

Will I be charged again if a learner is rejected?

No. Once you spend a credit on a learner, ACW will not charge you a second time for them if they get rejected. You only pay for that learner once.

Will I be refunded if a learner is entered and submitted twice, or entered in error?

Unfortunately if two credits have been used against the same candidate due to an error in your organisation we are unable to refund the second credit. Equally if a learner is submitted in error we will not refund the credit. It is the responsibility of the Centre to manage the apprentices uploaded to ACW and to monitor their progress.

If we pay via credits is there a minimum purchase?

No there is no minimum or maximum. You can buy as few or as many as you require.

How often do we need to purchase credits?

You can purchase credits as often as you need. This could be daily, weekly or monthly. There is a facility for a minimum threshold within the system which can be set by you. Once this threshold is reached an email will be sent to the Finance User and the system will notify certification users by turning the welcome writing red (appears in the top left of the screen). This will remind you to purchase credits. If you do run out of credits the system will default to pay as you go until you top up with more credits.

I have purchased credits, using BACS, but have yet to receive my credits. Where are they?

Have you/your finance department completed a BACS transfer to our account? A BACS confirmation is given to the finance user after they have completed the order for the credits. This confirmation has a submission reference number and our bank details. A transfer into our account must be completed before you receive your credits. Bank transfers usually take 3-4 working days. If you do a same-day transfer, your credits will be available the next day. If this payment has been made more than 4 working days ago please contact ACW CPS team on 0845 072 5600.

I am being asked for credit card details though my method is BACS.

When you change a learner to “Pending Certification”, ACW will ask for credit card details, if you don’t have any credits in your account, as a means of alternative payment. Your Finance User will need to log in to CPS and purchase credits.

How do I pay for learners who are at “Payment Pending”?

If the learner was put to that status before the Central Payment System began the Certification Body should be paid directly. However if you would prefer to pay for the learner with a CPS credit then please send us the apprentice’s details, we will confirm with the Certification Body that they are happy for you to pay through CPS, and we will put the apprentice back to Entered to be re-submitted.

Can I change my payment method?

Yes. Ask your Finance User to send an email to acwcps@fisss.org
confirming they want to change to another method. The change over is instant and they will be contacted once the change is made.

What is ‘Company House Number’ ?

This can also be called the Company Registration Number (CRN) and is allocated by Companies House on registration of a company and is an eight-digit number or two alpha characters followed by a six-digit number. You will find it on any documentation received from Companies House and a company would normally display it on letter headings or compliment slips.

What do I put in the ‘notes section’ ?

This box is for you to leave any additional information that we need to know when setting up your profile. This could be any other centre locations that work through the one finance system/under one finance director.

Overview

Once you have logged in to ACW, you will see this home screen with the following options:

 

1. Apprentices – View, Add or Bulk Upload

apprentices, search for and edit apprentice details.

 

2. Rejected – View and update apprentices for certification.

 

3. Awaiting Certification – View and update apprentices

awaiting certification.

 

4. Payment Pending – View and update which apprentice

certificates are still to be paid for (if applicable).

 

5. Certificate Approved – View apprentices that are

waiting for their certificate to be printed. Once they have

been printed the apprentice will be removed from this folder.

 

6. Notifications – View messages from the Federation and

Certification Bodies about system/certification process

changes or updates.

 

NB:- The numbers in brackets, on each of the tabs,

indicates the number of records currently active within each

of the tabbed categories.

 

ADDITIONAL OPTIONS – along bottom of screen

 

7. Top – Takes you back to the top of the current screen.

 

8. Contact Us – Contact details for Federation for Industry

Sector Skills and Standards Managers of ACW.

 

9. Users – Allows users of ACW to be created.

More information can be found here.

 

10. Organisation Details – Check organisation details.

 

11. Search Tools – You can use the search tools to filter

information. More information can be found here

Download Reports

Within the Organisation Details tab select the yellow Report tab. Here you can use the drop down menus ‚to select the information you would like detailed in the report.

 

• Click on the Download Report button and this will open a CSV file for you to download.

 

The document can then be opened in Excel and standard functionality such as sorting and filtering can then be applied.

 

004 organisation details

Introduction

The Federation is the designated Certifying Authority for Apprenticeships in Wales. To

manage this process the Federation developed a bespoke, online system, known as

Apprenticeship Certificates Wales (ACW). Through this system the Federation delegates

responsibility to individual Certification Bodies (Sector Skills Councils and Standard

Setting Bodies).

 

During summer 2013 ACW was implemented, which is the web based system designed to

enable access to training providers, employers and apprentices to request Apprenticeship

completion certificates.

 

The Federation has developed a centralised payment system for all Apprenticeship

completion certifications processed on the ACW system.

 

There are two options for paying through the payment system, either:

 

1. Pre-pay – this option will allow you to bulk buy credits1 for certificates that will be added

to a balance on the ACW system, and deducted when candidates are submitted for

certification.

 

2. One off payment (pay at submission) – This option will allow you to use a credit/debit

card to pay for the certificate when you submit the Apprenticeship certification claim for

approval.

 

This guidance document has been designed to be interactive. When you see text in this

format’ this will be link to either a website or specific area of this document.

Finance User Profile

Only one person within the training organisation will be authorised to purchase credits for Apprenticeship certification and will normally be assigned to the Finance User role.

 

There are two payment options to pre-pay for credits, either via a credit card or by BACS, or you can pay via pay as you go.

 

You will need to request log in information by completing the form on the ACW website at https://acwcerts.co.uk/register_finance_user The form requires some basic information and once submitted the Federation will complete your profile and contact you with your login credentials. If the Federation need to contact you regarding your profile you will need to have the following information to hand:

 

• Centre details (if you have more than one centre requiring access to the credits you purchase)

 

• Payment method (via pre-pay credit card, pay as you go or BACS)

 

The Finance User will only need to log into the payment system to pre-pay for credits. Once credits have been purchased the credits will be allocated to the Finance User and be accessible to associated ACW Users.

 

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Payment Methods – Pre-Pay Credit Card

Once logged into the central payment system you will see the dashboard homepage summarising recent activity in purchasing credits.

 

– The latest purchase details basic information of your previous transaction.

 

– The summary of credits details current credit levels and how many have been used

 

– The minimum threshold is managed by the Finance User and is designed as an indicator to notify the Finance User and ACW administrator/s when the credits are running low. To set the Threshold enter the minimum number into the box and click the yellow update threshold button.

 

In order to purchase credits you will need to select the option to purchase credits by either selecting the tab at the top of the page or the yellow button at the bottom of the page.

 

If you choose to pay for certificates using this method, you will be able to purchase credits for all of your ACW administrators to access. Each time an administrator submits an apprentice for certification one credit will be deducted.

 

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This process allows the Finance User to purchase a certain amount of credits that will be available for all ACW Users in your organisation to use.

 

There are three steps to the payment system listed across the top:

• Transaction information

• Payment

• Order confirmation

 

The yellow square indicates what stage of the process you are at. On the order platform there are three areas:

• Credit quantity

• Unit cost

• Total Cost

 

Enter the amount of credits that you would like to purchase. The system will automatically calculate the total cost based on the £22 unit cost. You will need to accept the terms and conditions by ticking the box before you can proceed. To view the terms and conditions please click the underlined link. Once you are happy with the order, click the yellow proceed button.

 

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You will then proceed to the payment page where you will need to enter the card details that you wish to pay with:

 

• Card Number

• Expiry Date (MM/YYYY)

• CVV/CVC Number

• Issue Number (if available)

 

Once all the details have been entered select the option to continue. The system will then

verify the details that you have entered before confirming the order.

 

You may at this stage be directed to 3D Secure which is linked to your bank. If you are, please complete the details and submit. Once you submit you will return to the central payment system.

 

You will be notified when the payment has been accepted and you will be able to view confirmation of the payment by selecting the view confirmation button.

 

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The confirmation will be displayed and a unique order number will be assigned to the transaction noted in red at the top of the order platform.

 

You also have the option to print confirmation by selecting the yellow Print Confirmation button.

 

The receipt also provides you with a validation code. This code is for you to track payments with your bank.

 

There are no minimum/maximum limits to the amount of credits that you purchase or how often your purchase them. These will be down to your individual organisational preferences.

 

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Under the transaction history tab you will be able to view all completed transactions since the account was activated.

 

By double clicking on an individual transaction you will be able to view basic information

regarding the transaction as well as having the option to print this page.

 

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Payment Methods – Pre-Pay BACS

Once logged into the central payment system you will see the dashboard homepage summarising recent activity in purchasing credits.

 

– The latest purchase details basic information of your previous transaction.

 

– The summary of credits details current credit levels and how many have been used.

 

– The minimum threshold is managed by the Finance User and is designed as an indicator to notify the Finance User and ACW administrator/s when the credits are running low. To set the Threshold enter the minimum number into the box and click the yellow update threshold button.

 

In order to purchase credits you will need to select the option to purchase credits by either selecting the tab at the top of the page or the yellow button at the bottom of the page.

 

If you choose to pay for certificates using this method, you will be able to purchase credits for all of your ACW administrators to access. Each time an administrator submits an apprentice for certification one credit will be deducted.

 

As the Finance User for the organisation you will be able to purchase credits that will be available for all ACW administrators to use.

 

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This includes the ability to purchase credits for multiple centres that may be within the organisation, although this will need to be agreed with the Federation when registering for the payment system.

 

There are three steps to the payment system listed across the top:

 

• Transaction information

• Review BACS order

• Order confirmation

 

The yellow square indicates what stage of the process you are at. On the order platform there are three areas:

• Credit quantity

• Unit cost

• Total Cost

 

Enter the amount of credits that you would like to purchase. The system will automatically calculate the total cost based on the £22 unit cost.

 

You will need to accept the terms and conditions by ticking the box before you can proceed. To view the terms and conditions please click the underlined link. Once you are happy with the order, click the yellow proceed button.

 

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You will then be given the opportunity to review the order, check the amount of credits you wish to purchase and the total cost of this.

 

Here you have the opportunity to include a purchase order number. This is not a mandatory field but may be used if your organisation uses purchase orders.

 

In order to try and minimise errors you will be required to re-enter your password before proceeding with the order.

 

If you have entered an incorrect amount of credits required you can select the back option to amend the credit amount.

 

Once you are ready to complete the order you will need to confirm the order by selecting the yellow order button.

 

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When you have confirmed your order you will be directed to the order confirmation page.

 

This page summarises the details of your order and provides you with a unique submission reference that relates to your order.

 

– This submission reference number along with the reference ‘ACW’ must be included in all BACS payments made so that we can reconcile the payment to your finance account and allocate your credits. You can print this order confirmation by selecting the print confirmation button.

 

If you do have a need to contact the Federation regarding your order you will need to have this reference number available.

 

You can also view all credit orders made under the BACS order history tab. You can view all transactions within the transaction history tab. This will keep track of all orders made and the status of orders.

Please note: until the Federation has received payment and allocated your credits the transaction will not be listed under the transaction history tab.

 

The Federation will monitor BACS payment on a regular basis and, therefore, credits will be allocated to your ACW account within 24 hours of receiving the payment.

 

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Bank Details for BACS Transfers

 

If you would like to pay for your apprenticeship certificate credits by BACS transfer you can use the details below to set us up as a new supplier on your system.

 

Company Details 
Name: Federation for Industry Sector Skills & Standards
Address: 3rd Floor
101 George Street
Edinburgh
EH23ES
Telephone: 0300 303 4444

 

 

 

Bank Account Details 
Account Name: Federation for Industry Sector Skills & Standards
Sort Code: 20-92-60
Account Number: 33272826
Bank: Barclays Bank Plc
Acorn House36-38 Park Royal RoadLondonNW10 7JA

 

 

 

If you have any further questions or require additional information please do not hesitate to contact us at acwcps@fisss.org.

 

Payment Methods – Pay at Submission (Pay As You Go)

If you are only processing a small amount of certificate requests at a time you may prefer to use the pay as you process payment method. This method will automatically initiate once you select the apprentice to be submitted for certification under the Status tab.

 

Payment process

 

When the apprentice’s ACW record has been finalised with all mandatory requirements and the certification evidence completed you will need to submit the request as you previously have done through the status tab (further details on how to use ACW can be found in the ACW User guide).

 

The validation pop up will appear as normal. This indicates the mandatory fields and highlights if there are any areas that are missing information. Select OK and a payment pop up will appear.

 

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There are three steps to the payment system:

 

• Transaction information

• Payment

• Order confirmation

 

These are listed across the top and the yellow square indicates what stage of the process you are at. The transaction information will be autocalculated for you based on one certificate cost of £22.

 

You will need to tick the box to agree to to the terms and conditions (which can be viewed by clicking on the underlined link) when ordering a certificate on ACW. To move onto the Payment details you will need to select the Proceed tab.

 

You will need to enter the card details that you wish to pay with.

• Card Number

• Expiry Date (MM/YYYY)

• CVV/CVC Number

• Issue Number (if available)

 

Once all the details have been entered select the option to continue. The system will then verify the details that you have entered before confirming the order. The pop up will provide you with a payment reference that you can keep for your records. You may at this stage be directed to 3D secure which is linked to your bank. If you are, please complete the details and submit which will return you to the central payment system.

 

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You will see the display that informing you that the payment has been accepted. You can view the confirmation of the transaction by selecting View confirmation.

 

You will be provided with an order reference which you can keep for your records.

 

When you have finished this process, select Click to update Apprentice’s status which will return you to the apprentice’s record and submit the request to the certification body.

 

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