ACE Rules

 
TERMS OF USE
 

  • These are the Terms of Use for the Federation for Industry Sector Skills & Standards, a company incorporated in Scotland (registered number SC175918) with registered office at 3rd Floor, 101 George Street, Edinburgh EH2 3ES (the “Federation”) in relation to its (Apprenticeship Certificates England) ACE service (“Service”).
  • These Terms of Use, together with the Registration Form and the Central Payment System form the agreement between the Federation and the User for the Services (“Agreement“).

DEFINITIONS

  • Definitions used in the Registration Form will have the same meaning when used in these Terms of Use.
  • The following definitions apply to these Terms of Use.

ACE: means the Federation’s ACE software as a service developed and operated by the Federation and more fully described on the ACE website. Its purpose is to record and verify qualifications leading to the issuing of an Apprenticeship certificate.
 

ACE Credits: the credits purchased on the Central Payment System operated by the Federation. Each credit can be used to make one application for an Apprenticeship certificate. No application can be made without a valid credit. Once purchased, ACE Credits can only be refunded if the User ceases to deliver Apprenticeship Framework training.
 

ADTF: Automated Data Transfer Facility
 

Apprentice: This is the person who, having completed the elements of their Apprenticeship Framework, consents to the training provider (User) claiming the Apprenticeship certificate, on their behalf.
 

Apprentice/User Data: the data inputted by User, on behalf of the Apprentice, for the purpose of claiming the Apprenticeship certificate.
Business Day: any day which is not a Saturday, Sunday or public holiday in the UK.
 

Confidential Information: has the meaning provided in clause 10.1.
 

Consent Form: The Federation’s electronic or paper form signed by the Apprentice (and if under 16 also by a parent or guardian) indicating that they consent for the training provider to provide information and claim the Apprenticeship certificate, on behalf of the Apprentice.
 

Documentation: the data and documents:

    • made available to the User by the Federation (including by online means) which sets out a description of the Service and the User instructions for the Service
    • made available by the User (qualification certificates and consent form) and loaded onto ACE by the user, on behalf of the Apprentice.

 

DPA: means the Data Protection Act 1998, and related subordinate legislation, as may be amended, updated or re-enacted from time to time including the GDPR. It is the responsibility of the User to ensure that they are properly authorised to collect and process the data input on behalf of the Apprentice.
 

Effective Date: the date of the User’s submission of the Registration Form.
 

GDPR: General Data Protection Regulation (2016/679) of the European Union.
 

Initial Licence Term: means a period of 12 months commencing on the Effective Date.
 

Intellectual Property Rights: patents, rights to inventions, copyright and related rights, trademarks and service marks, business names and domain names, rights in get-up, goodwill and the right to sue for passing off or unfair competition, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how and trade secrets) and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
 

Licence Term: has the period given in clause 13.1 (being the Initial Licence Term (12 months), together with any subsequent Renewal Period).
 

Normal Business Hours: [9.00 am to 5.00 pm] local UK time, each Business Day.
 

Payment System: The portal on the ACE website used to purchase credits [www.acecerts.co.uk].
 

Registration Form: the transaction page of [www.acecertsco.uk] containing details of ACE Credit prices and where these Terms of Use are accepted.
 

Renewal Period: means a period of 12 months.
 

Results: means the results and data produced from the User’s use of the Service.
 

Software: the online software applications provided by the Federation as part of the Service.
 

Support Services Policy: the Federation’s policy for providing support in relation to the Service as notified to the User from time to time.
 

Users: the User or those employees, agents and independent contractors of the User, who are authorised by the User’s business to use the Service and the Documentation in accordance with the Agreement and have a unique login.
 

Website means [www.acecerts.co.uk].
 

ACE SECURITY AND DATA POLICY

  • The Federation grants to the user from the Effective Date a non-exclusive, non-transferable right to permit the Users to use the Service and the Documentation during the Licence Term, solely for the User’s internal business operations.
  • Where the Service involves access to analytical data and/or reports via a password protected section of the ACE Website, or such other website notified to the User for this purpose, then the User undertakes that:
    • Each person from the User using the system will need to register on ACE. Each person will have their own password and that password must be a minimum of 12 characters long, contain at least one capital, one number and one non alphabetical or numeric character. That login and password must be kept confidential and must not be shared with other people employed by the User or agents of the User;
    • it will not allow or suffer any person with a login and password to be used by more than one individual unless it has been reassigned in its entirety to another individual, in which case the prior person shall no longer have any right to access or use the Service and/or Documentation;
    • it shall provide an up-to-date list of current logins to the Federation within 5 Business Days of the Federation’s written request at any time or times;
    • it shall permit the Federation to audit the Service in order to establish the name and password of each login. Such audit may be conducted no more than once per quarter, at the Federation’s expense, and this right shall be exercised with reasonable prior notice, in such a manner as not to substantially interfere with the User’s normal conduct of business; and
    • if any of the audits referred to in clause 2.4 reveal that any password has been provided to any individual who is not entitled to use it, then without prejudice to the Federation’s other rights, the Federation shall promptly disable such passwords and the Federation shall not issue any new passwords to any such individual.
  • The User shall not access, store, distribute or transmit any computer viruses, or any material during the course of its use of the Service that:
    • is unlawful, harmful, threatening, defamatory, obscene, infringing, harassing or racially or ethnically offensive;
    • facilitates illegal activity; or
    • in a manner that is otherwise illegal or causes damage or injury to any person or property;

and the Federation reserves the right, without liability or prejudice to its other rights to the User, to disable the User’s access to any material that breaches the provisions of this clause.

  • The User shall not (except to the extent expressly permitted under the Agreement), attempt to copy, modify, duplicate, create derivative works from, frame, mirror, republish, download, display, transmit, or distribute all or any portion of the Software and/or Documentation (as applicable) in any form or media or by any means; or
    • attempt to reverse compile, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of the Software; or
    • access all or any part of the Service and Documentation in order to build a product or service which competes with the Service and/or the Documentation; or
    • use the Service and/or Documentation to provide services to third parties; or
    • subject to clause 5, license, sell, rent, lease, transfer, assign, distribute, display, disclose, or otherwise commercially exploit, or otherwise make the Services and/or Documentation available to any third party, or
    • attempt to obtain, or assist third parties in obtaining, access to the Service and/or Documentation, other than as provided under this clause 4.
  • The User shall keep all password and log-in details used in the relation to the Service secure, and shall use all reasonable endeavours to prevent any unauthorised access to, or use of, the Service and/or the Documentation and, in the event of any such unauthorised access or use, promptly notify the Federation.
  • The rights provided under this clause 3 are granted to the User only, and shall not be considered granted to any subsidiary or holding company of the User.
  • An Apprentice cannot be registered on ACE unless the User has an ACE credit it has purchased through our Central Payment System. The price of a credit is set out on the ACE website payments page. The charge for a credit might be changed from time to time in accordance with clause 9.6
  • The User must have in place policies and have taken all reasonable precautions to ensure that data is held securely and that any data (whether held on paper or electronically) is adequately protected from, theft, accidental loss, deletion and malicious hacking.
  • The User shall adhere to the Federation’s Data Use and Data Management Policy which can be found at www.acecerts.co.uk.

SERVICES

  • The Federation shall, during the Licence Term, provide the Service and make available the Documentation to the User, subject to the terms of the Agreement.
  • The Federation shall use commercially reasonable endeavours to make the Services available 24 hours a day, seven days a week, except for:
    • planned maintenance carried out during agreed maintenance windows; and
    • unscheduled maintenance performed outside Normal Business Hours, provided that the Federation has used reasonable endeavours to give the User at least 6 Normal Business Hours’ notice in advance.
  • The Federation will provide the User with the Federation’s standard User support services during Normal Business Hours, in accordance with the Federation’s Support Services Policy in effect at the time that the Services are provided. The Federation may amend its Support Services Policy in its sole and absolute discretion from time to time.
  • Set-up and training services can be provided, on request, under separate agreement.

USER DATA AND RESULTS

  • The User shall own all right, title and interest in and to all of the User Data and all Results. The User shall have sole responsibility for the legality, reliability, integrity, accuracy and quality of the User Data. Subject to clause 3, the Federation do not monitor any User Data posted or provided by the User as part of the Service.
  • The User shall be solely responsible for archiving and back-up of all User Data and Results at all times, including during the provision of the Service.
  • If the User Data includes any personal data (as that term is defined in the GDPR and the DPA), then the parties acknowledge that for the purposes of the GDPR and the DPA, the Federation is the data processor and the User is the data controller, and the provisions of clause 4 shall apply.
  • The User warrants that it has procured all necessary consents from individuals to the processing of their personal data. The Federation shall process such personal data only to the extent, and in such a manner, as is necessary for the purposes of the Agreement, and in accordance with the User’s instructions from time to time, and shall not process the personal data for any other purpose. The Federation shall ensure that appropriate security measures are used to protect against unauthorised use of, or access to, the personal data.
  • Notwithstanding clause 1 , the Federation shall have the right to perform statistical analysis of the User Data and Results for the creation of anonymised statistical data. This data will be used to benchmark with other ACE Users. This is a core element of the ACE service. For the avoidance of doubt, such anonymised data shall belong to the Federation and may be licensed to third parties.
  • The Federation shall not be responsible for any loss, damage or disclosure of User Data caused by any third party or as a result of the User’s failure to comply with its obligations under the Agreement.

USER OBLIGATIONS

  • The User shall provide the Federation with all necessary co-operation in relation to the Agreement and all necessary access to such information as may be required by the Federation in order to provide the Service, including but not limited to User Data, security access information and configuration services.
  • The User shall comply with all applicable laws and regulations with respect to its activities under the Agreement and shall carry out all other User responsibilities set out in the Agreement in a timely and efficient manner.
  • The User shall ensure that the Users use the Service and the Documentation in accordance with the terms of the Agreement and shall be responsible for any User’s breach of the Agreement.
  • The User shall obtain and shall maintain all necessary licences, consents, and permissions necessary to enable it to receive the Service from the Federation.
  • The User shall ensure that its network and systems comply with any relevant specifications provided by the Federation from time to time and be solely responsible for procuring and maintaining its network and internet connections.
  • The User shall ensure that all information entered on the ACE system is accurate and up to date.
  • The User shall comply with any requests relating to the GDPR, the DPA or “subject access requests”.

THE FEDERATION OBLIGATIONS

  • The Federation undertakes that the Service will be performed substantially in accordance with the Documentation and with reasonable skill and care.
  • The undertaking at clause 1 shall not apply to the extent of any non-conformance which is caused by use of the Service contrary to the Federation’s instructions, or modification or alteration of the Service by any party other than the Federation or the Federation’s duly authorised contractors or agents. If the Service does not conform with this undertaking, the Federation will, at its expense, use all reasonable commercial endeavours to correct any such non-conformance promptly, or provide the User with an alternative means of accomplishing the desired performance. Such correction or substitution constitutes the User’s sole and exclusive remedy for any breach of the undertaking set out in clause 7.1. Notwithstanding this, the Federation:
    • does not warrant that the User’s use of the Service will be uninterrupted or error-free; or that the Service, Documentation and/or the information obtained by the User through use of the Service will meet the User’s requirements; and
    • is not responsible for any delays, delivery failures, or any other loss or damage resulting from the transfer of data over communications networks and facilities, including the internet, and the User acknowledges that the Service and Documentation may be subject to limitations, delays and other problems inherent in the use of such communications facilities.
  • The Agreement shall not prevent the Federation from entering into similar agreements with third parties, or from independently developing, using, selling or licensing documentation, products and/or services which are similar to those provided under the Agreement.
  • The Federation warrants that it has and will maintain all necessary licences, consents, and permissions necessary for the performance of its obligations under the Agreement.
  • The Federation will ensure that any information it enters on the ACE system (primarily through ADTF) is accurate and up to date as possible.

RIGHTS IN THE SERVICES

  • All Intellectual Property Rights in the Service are owned by, or validly licensed to, the Federation.
  • Software and Documentation provided in relation to the Service are provided solely in relation to the User’s use of the Services in accordance with the Agreement and are not provided, or to be used, for any other purpose.

PAYMENT

  • The User shall purchase credits from the Federation for at least the minimum number of candidates on the ACE system in accordance with this clause 9.
  • The User shall provide to the Federation valid, up-to-date and complete debit or credit card details and any other relevant valid, up-to-date and complete contact and billing details.
  • The User hereby authorises the Federation to receive payments when the User specifies the number of credits and clicks the payment button on the online payment system and the Federation will hold any unused credits on account until such time as they are redeemed in ACE.
  • All amounts and fees stated or referred to in the Agreement shall be payable in pounds sterling, are non-cancellable and non-refundable (subject to the User ceasing to deliver Apprenticeship Framework training.), and are exclusive of value added tax, which shall be added to the Federation’s invoice(s) at the appropriate rate.
  • If the User disputes any payment, the User shall notify the Federation in writing within 60 days. The parties shall negotiate in good faith to attempt to resolve the dispute promptly and the Federation shall provide all such evidence as may be reasonably necessary to verify the request for payment.
  • The Federation shall also be entitled to increase the cost of a credit upon 30 days’ prior notice to the User (but not more than once during any 12 month period during the Agreement).

CONFIDENTIALITY

  • Each party (Receiving Party) shall keep in strict confidence any information that is proprietary or confidential and is either clearly labelled as such or which ought reasonably to be treated as confidential, including all technical or commercial know-how, specifications, inventions, processes or initiatives which are of a confidential nature and have been disclosed to the Receiving Party by the other party (Disclosing Party), its employees, agents or subcontractors, and any other confidential information concerning the Disclosing Party’s business or its products or its services which the Receiving Party may obtain (“Confidential Information”).
  • The Receiving Party shall restrict disclosure of such Confidential Information to such of its employees, agents or subcontractors as need to know it for the purpose of discharging the Receiving Party’s obligations under the Agreement, and shall ensure that such employees, agents or subcontractors are subject to obligations of confidentiality corresponding to those which bind the Receiving Party. This clause “Confidentiality” shall survive termination of the Agreement.
  • Notwithstanding the terms of clause 1 and 10.2 above, the Federation shall be entitled to reference the User as being a User of the Federation in relation to its marketing activities.

INDEMNITY

  • The User shall defend, indemnify and hold harmless the Federation against claims, actions, proceedings, losses, damages, expenses and costs (including without limitation court costs and reasonable legal fees) arising out of or in connection with the User’s use of the Service and/or Documentation, provided that:
    • the User is given prompt notice of any such claim;
    • the Federation provides reasonable co-operation to the User in the defence and settlement of such claim, at the User’s expense; and
    • the User is given sole authority to defend or settle the claim.
  • The Federation shall defend the User, and if applicable, its officers, directors and employees against any claim that the Service or Documentation infringes any United Kingdom patent effective as of the Effective Date, copyright, trade mark, database right or right of confidentiality, and shall indemnify the User for any amounts awarded against the User in judgment or settlement of such claims, provided that:
    • the Federation is given prompt notice of any such claim;
    • the User provides reasonable co-operation to the Federation in the defence and settlement of such claim, at the Federation’s expense; and
    • the Federation is given sole authority to defend or settle the claim.
  • In the defence or settlement of any claim, the Federation may procure the right for the User to continue using the Service, replace or modify the Service so that they become non-infringing or, if such remedies are not reasonably available, terminate the Agreement on 2 Business Days’ notice to the User without any additional liability or obligation to pay liquidated damages or other additional costs to the User.
  • In no event shall the Federation, its employees, agents and sub-contractors be liable to the User to the extent that the alleged infringement is based on:
    • a modification of the Service or Documentation by anyone other than the Federation; or
    • the User’s use of the Service or Documentation in a manner contrary to the instructions given to the User by the Federation; or
    • the User’s use of the Service or Documentation after notice of the alleged or actual infringement from the Federation or any appropriate authority.
  • The foregoing and clause 12 state the User’s sole and exclusive rights and remedies, and the Federation’s entire obligations and liability, for infringement of any patent, copyright, trade mark, database right or right of confidentiality.

LIMITATION OF LIABILITY

  • This clause 12 sets out the entire financial liability of the Federation (including any liability for the acts or omissions of its employees, agents, consultants and subcontractors) to the User in respect of:
    • any breach of the Agreement however arising;
    • any use made by the User of the Service; and
    • any representation, statement or delictual act or omission (including negligence) arising under or in connection with the Agreement.
  • Except as expressly and specifically provided in the Agreement:
    • the User assumes sole responsibility for its use of all Results, and for conclusions drawn from such use. The User acknowledges that the Federation has not undertaken any verification of Results and accepts no responsibility for, and makes no warranty or representation in respect of, the Results, their accuracy or completeness. Use of the Service does not guarantee the User any improvement in its business efficiencies;
    • the Federation shall have no liability for any damage caused by errors or omissions in any information, instructions or scripts provided to the Federation by the User in connection with the Service, or any actions taken by the Federation at the User’s direction;
    • all warranties, representations, conditions and all other terms of any kind whatsoever implied by statute or common law are, to the fullest extent permitted by applicable law, excluded from the Agreement; and
    • the Service and Documentation are provided to the User on an “as is” basis.
  • Subject to clause 4, in no event shall the Federation be liable for any loss of business, loss of profit, loss or corruption of data or for any indirect or consequential loss and the Federation’s total aggregate liability arising under the Agreement or otherwise relating to the Service shall be limited to the total Fees paid during the 12 month period preceding the date on which the claim arose.
  • Nothing in these Terms of Use shall limit or exclude the Federation’s liability for:
    • death or personal injury caused by negligence;
    • fraud or fraudulent misrepresentation; or
    • any other liability that cannot be excluded or limited by law.

TERM AND TERMINATION

  • The Agreement shall, unless otherwise terminated under the remaining provisions of this clause 13, commence on the Effective Date and continue for the Initial Licence Term (12 months) and, thereafter, the Agreement shall be automatically renewed for successive Renewal Periods unless:
    • either party notifies the other party of termination, in writing, at least [30 days] before the end of the Initial Licence Term or a Renewal Period, in which case the Agreement shall terminate upon the expiry of the Initial Licence Term or applicable Renewal Period; or
    • otherwise terminated in accordance with the provisions of the Agreement.
  • Without prejudice to any other rights or remedies to which the parties may be entitled, either party may terminate the Agreement without liability to the other if:
    • the other party commits a material breach of any of the terms of the Agreement and (if such a breach is remediable) fails to remedy that breach within 30 days of that party being notified in writing of the breach; or
    • the other party is insolvent within the meaning of section 123 of the Insolvency Act 1986; or
    • the other party ceases, or threatens to cease, to trade.
  • Without limiting its other rights or remedies, the Federation may terminate the Agreement with immediate effect by giving written notice to the User if:
    • the User fails to pay any amount due under the Agreement on the due date for payment; or
    • the User is, or is controlled directly or indirectly by, a direct competitor of the Federation.
  • On termination of the Agreement for any reason:
    • the User shall immediately pay the Federation all outstanding payments;
    • all licences granted under the Agreement shall immediately terminate;
    • each party shall return and make no further use of any equipment, property, Documentation and other items (and all copies of them) belonging to the other party; and
    • the accrued rights of the parties as at termination, or the continuation after termination of any provision expressly stated to survive or implicitly surviving termination, shall not be affected or prejudiced.

DISPUTE RESOLUTION

  • In the event the parties are unable to resolve a dispute between them arising out of or relating to the Agreement, and except for claims for interdict or other similar relief, the parties will attempt to settle it by mediation in accordance with the Centre for Effective Dispute Resolution Model Mediation Procedure. Unless otherwise agreed between the Parties, the mediator will be nominated by the Centre for Effective Dispute Resolution and the mediation will take place in England. The mediation agreement referred to in the Model Procedure shall be governed by English law.
  • If the dispute is not settled by mediation within 10 days of commencement of the mediation or within such further period as the parties may agree in writing, the parties shall be free to seek to resolve the dispute by such other means subject always to clause 16.

GENERAL

  • The Federation reserves the right to amend the Agreement from time to time and will email any such changes to the User or make such terms available on the ACE Website. The User’s continued use of the Service will be deemed acceptance of any new terms.
  • If the Federation choose to waive any particular right it has under the Agreement on any particular occasion this does not prevent it from exercising that right on another occasion.
  • If any part of the Agreement is held by a court of law (or similar forum) to be invalid or unenforceable, this shall not affect the validity or enforceability of the rest of the Agreement.
  • The Federation shall have no liability to the User under the Agreement if it is prevented from or delayed in performing its obligations under the Agreement, or from carrying on its business, by acts, events, omissions or accidents beyond its reasonable control.
  • The User is not entitled to transfer or assign its rights and obligations under the Agreement to anyone else without the Federation’s prior written permission.
  • Nothing in the Agreement is intended to, or shall operate to, create a partnership between the parties, or to authorise either party to act as agent for the other, and neither party shall have authority to act in the name or on behalf of or otherwise to bind the other in any way (including the making of any representation or warranty, the assumption of any obligation or liability and the exercise of any right or power).
  • All notices required or permitted under the Agreement will be in writing which shall include email. Any notice shall be deemed to have been duly received:
    • if delivered personally, when left at the address;
    • if sent by pre-paid first-class post or recorded delivery, at 9.00 am on the second business day after posting; or
    • if delivered by commercial courier, on the date and at the time that the courier’s delivery receipt is signed;
    • if sent by email or fax, at the time of transmission if no failed delivery message is received by the sender.

All notices shall be addressed to the parties at their respective addresses or email address to the primary corporate addresses set forth in the Agreement, or such other address, fax number of email address as advised subsequently by either party.

  • For the purposes of the Contracts (Rights of Third Parties) Act 1999, no person other than a party to the Agreement shall have any rights to enforce any term of the Agreement.

LAW AND JURISDICTION

  • The Agreement, including the Registration Form referencing these Terms of Use, constitutes the complete and exclusive understanding and agreement between User and the Federation regarding its subject matter and supersedes all prior or other agreements or understandings, written or oral, relating to its subject matter (including any proposal the Federation may have issued to the User). Each party acknowledges that, in entering into the Agreement it does not rely on any statement, representation, assurance or warranty (whether it was made negligently or innocently) of any person (whether a party to the Agreement or not) other than as expressly set out in the Agreement.
  • If there are any disputes arising out of use of the Service or relating to the Agreement then these will be governed by the laws of England. If either party requires to raise court proceedings in relation to any such dispute then the courts of England shall have exclusive jurisdiction under the Agreement in relation to those proceedings.

 

Central Payment System Guidance

 

The Federation has developed a centralised payment system for all Apprenticeship completion certifications processed on the ACE system.

 

There are three options for paying through the payment system:

 

1. Pre-pay by credit card.

 

2. Pre-pay by BACs.

 

These options will allow you to bulk buy credits for certificates that will be added to a balance on the ACE system, and deducted when certificates are processed

 

3. One off payment (pay as you go (PAYG)– 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.

 

4. Credits cost £22 each and are exempt from VAT

 

You can find further information here in this ACE Central Payment Guide

 

Please contact cps@fisss.org with any queries about the Central Payment System.

 

 

Will I be refunded if I submit a learner to the wrong Certification Body?

Once a learner has been set to Pending Certification costs are incurred by the Certification Body so no refunds will be given if a candidate is submitted to the wrong Certification Body. The ACE system is designed to give users the opportunity to check all information added to the Apprentice record before submitting them for certification and paying the £22 fee. If you are unsure of any of the details for your apprentice please contact the Apprenticeship Support Team or CB before submitting the apprentice.

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 ACE. Don’t forget that once the records have been created on ACE, 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.

 

Overview

Once logged in you will see the Certification Body dashboard.

 

This dashboard shows you the Certification Bodies that your ACE account is linked to.

 

In order to proceed, select the Certification Body by clicking on the appropriate box. This will take you to the Entered tab within ACE.

 

If you are within one Certification Body area on ACE you are able to swap by selecting the dashboard tab at the bottom of every page. This will then allow you to return to the dashboard landing page and allow you to go to other Certification Bodies.

Image_018

 

Reporting

Due to a number of Centres not yet registered for Super Centres on ACE 2.0 we regret that the reporting tools on ACE are not functioning correctly for all users.

If you have registered your Super Centre(s) on ACE 2.0 but you think your reports are incorrect please contact the ACE Support Team as it is possible one of your old Centres has not been linked to your new account.

And if you have not yet registered for Super Centre access please do so as soon as possible here.

If you have confirmed with the ACE team that all of your old Centres are now linked to new Super Centre(s) you will be able to download accurate reports from the ACE Dashboard.

 

ACEreports

 

These reports are some basic commonly requested reports, however once all old Centres have been registered with new Super Centres on ACE 2.0 the Federation will be offering a new bespoke reporting services which will allow you to design your own reports. More information on these bespoke reports will be available on the ACE website shortly.

 

Overview

Once you have selected the CB on the dashboard you will be directed to the Entered tab within ACE and see this image with the following options:

overview

 

1. Entered – View, Add or Bulk Upload apprentices.

2. Rejected – View and update apprentices for certification.

3. Pending Certification – View apprentices awaiting certification.

4. 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.

5. Certificate Printed – This tab is where all of the apprentices that have been certificated will be archived. You can access and search for apprentices within this tab.

6. Notifications – View messages from the Federation and Certification Bodies about system/certification process changes or updates.

7. Show Advanced Search – Once selected this will allow you to view the search facility options and will appear under every status tab (1-5). Once you have finished your search you can hide the search box again by selecting the Hide Advanced Search button.

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

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

9. Contact Us – Contact details for Federation for Industry Sector Skills and Standards, managers of ACE.

10. Users* – Allows users of ACE to be created. More information can be found on here.

11. Organisation Details* – Check organisation details

12. Search Tools – You can use the search tools to filter information. More information can be found here.

*Only visible to Centre Admin User

ACE User Manual

What is the Central Payment System?

The central payment system is a new function inbuilt within the Apprenticeship Certificates England (ACE) 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.

There are several people in my organisation who need access to ACE, do we all need to register?

No, only one person per Training Provider, College or Employer (known as a “Centre”) needs to register. They will be set up as an Administrator account for the organisation. They will be issued with an ACE username and password. The Administrator (super user) will then be able to create and manage individual username/passwords for other users within their organisation.

Introduction

The Federation has developed a centralised payment system for all Apprenticeship

completion certifications processed on the ACE system.

 

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

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

to a balance on the ACE system, and deducted when certificates are processed.

 

2. One off payment (pay as you go (PAYG) – 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.

How Do I Access The Bulk Upload Facility?

 

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

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

ACE_Bulk_Upload-002

 

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 ACE website ƒ, this is the file that we recommend to use. There is also a CSV file available from the ACE support team and if you wish to use this format, please contact:

 

Telephone: 0300 303 4444

E-mail: ace.helpdesk@fisss.org

 

REMEMBER:
Both file formats require codes to be entered for some of the fields, this is because the corresponding field on ACE 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 ACE database.

 

I need to create more users but the system won’t let me.

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

 

For more information on how to add users, see How To Add / Edit Users

What is a Finance User?

A Finance User is the only person within the training organisation who will be authorised to purchase credits for Apprenticeship certification.

 

To become a Finance User you will need to request log in information by completing this form.

 

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 ACE Users.

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 ACE.

 

The table on this page details those fields that require a code and what the code is for each

possible selection.

 

How To Add / 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.

 

Note: in order for the new user to see apprentices within ACE you will need to assign CBs to the account (see Linking Bodies for further details).

 

To edit an existing User:

 

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

 

The option for read only allows you to provide colleagues access ACE but block access to apprentice records. They will only be able to access the reporting functionality of the system.

 

3.1 add edit users

 

REMEMBER

Please note only Centre Admin logins can add and amend User details.

I haven’t received my username and password.

If you have yet to receive your ACE login details, please contact the ACE Support Team:

 

Phone: 0844 573 2560

 

email: ace@fisss.org

 

 

Register as a Finance User

 

To prepare for the implementation of the Central Payment System you can now register as a Finance User for your centre.

 

If you are going to purchase credits in advance 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.

 

To register as a Finance User please complete this form.

 

 

Please contact cps@fisss.org with any queries about the Central Payment System.

 

 

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 ‚.

ACE_Bulk_Upload-006 

 

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).

 

ACE_Bulk_Upload-011

 

• 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 ‚.

 

ACE_Bulk_Upload-010

 

Now the file is in the CSV file format, return to the Bulk Upload page of the ACE 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 ACE ƒ and then click the Upload button „.

 

• The ACE 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.

 

ACE_Bulk_Upload-013

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 ACE 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 ACE 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 ACE number for each apprentice.

 

ACE_Bulk_Upload-015

 

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.

How to Disable User Accounts

Within the ACE system you are able to disable ACE user accounts. This will keep the history of the user’s activity but will mean that they no longer have access to the system. Only the Centre Admin User can make these changes – this is the person who registered with ACE.

 

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 changesƒ.

 

The Centre Admin User is able to update their own name and email address details but the log in details are set by the system. If you need to update the Centre details open the user account amend the required details and then select the update item button.

 

disable user accounts

I am being asked to create a Finance User account on ACE 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://www.acecerts.co.uk/register_finance_user Once you register, your account will be fully active within 5 working days.

How do I check my computer meets the minimum specification?

Using ACE

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, we will support operating systems as long as they are in vendor maintenance support (Windows 10, macOS Sierra, 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:

Chrome > v30
Firefox > v27
Microsoft Edge
Microsoft Internet Explorer v11
Safari > v7

Browsers require TLS1.2 support to function correctly. If you are an Internet Explorer user please ensure you have the latest version. Internet Explorer lower than version 11 is no longer supported, we 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://acecerts.co.uk/.

For more information or to contact the ACE Support Team, please e-mail ace@fisss.org or call 0844 573 2560.

Your Computer Details

Operating System
Screen Size
Browser
Javascript
AJAX Support
Cookies

Payment Methods – Pre-Pay by Credit Card

 

 

Step-by-Step Instructions

 

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

 

pre-pay CC dashboard

 

The Latest Purchase 1 details basic information of your previous transaction.

 

The Summary of credits 2 details current credit levels and how many have been used.

 

The Minimum Credit Threshold 3 is managed by the Finance User and is designed as an indicator to notify the Finance User and ACE 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.

 

 

To Purchase Credits

In order to purchase credits you will need to select the option to Purchase Credits by either selecting the tab 4 at the top of the page or the yellow button 4 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 ACE administrators to access. Each time an administrator submits an apprentice for certification one credit will be deducted.

 

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.

 

payment system steps

 

Transaction information

On the order platform there are three areas:

 

Credit Quantity

 

Unit Cost

 

Total Cost

 

the order platform

 

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.

 

 

Payment

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

payment page

 

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.

 

confirmation

 

 

 

Order confirmation

 

 

 

transaction reference

 

 

The confirmation will be displayed and a unique order number will be assigned to the transaction noted 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.

 

print confirmation

 

 

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.

 

 

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.

 

transaction history

 

Bulk Upload Template – CSV Format

 

Please note, if you wish to use the CSV method for Bulk Upload, you will need to contact the ACE 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 ACE 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 ….

ACE_Bulk_Upload-019

 

 

ACE_Bulk_Upload-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.

 

ACE_Bulk_Upload-021

 

• 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: ƒ

 

 

• 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 ACE 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 ACE ƒand then click the Upload button.

 

ACE_Bulk_Upload-013

 

• The ACE 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 ACE system.

 

ACE_Bulk_Upload-015

 

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 ACE.

 

If you have loaded a large number of apprentices you may find it beneficial to download the ACE 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 ACE number for each apprentice.

ACE_Bulk_Upload-028

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 ACE) then please contact the Federation as we may be able to facilitate this by working with individual software suppliers.

How to View & Amend Organisation Details

This screen is where you can view the organisation details, such as your postal and email addresses. If there are any amendments required please update the details in the form and click the Update button.

 

Please ensure you keep you contact details up-to-date so we can contact you if need be.

 

Image_027

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.

Is there a minimum specification for computers that you recommend to get optimum performance from the ACE 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. ACE is a web-based system that requires no software to be installed on your computer(s).

 

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

I’ve forgotten my username / password.

If you have forgotten your password, click on the Forgotten Password link, next to the login button. Enter your username and email address that was used to register your ACE account and a link to reset your password will be sent to that address.

 

If you have forgotten any of the required details, then please contact the ACE Support Team.

 

 

Payment Methods – Pre-Pay by BACS

 

A video tutorial of this payment process is below

 

Step-by-Step Instructions

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

 

purchase bacs_dashboard

 

The Latest Purchase 1 details basic information of your previous transaction.

 

The Summary of credits 2 details current credit levels and how many have been used.

 

The Minimum Credit Threshold 3 is managed by the Finance User and is designed as an indicator to notify the Finance User and ACE 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.

 

 

To Purchase Credits

In order to purchase credits you will need to select the option to Purchase Credits by either selecting the tab 4 at the top of the page or the yellow button 4 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 ACE 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 ACE administrators to use.

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.

 

 

steps to payment system

 

Transaction information

 

On the order platform there are three areas:

Credit Quantity

Unit Cost

Total Cost

 

transaction info

 

 

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.

 

 

 

Review BACS order

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.

 

 

review BACS order

 

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.

 

 

confirm order

 

 

Order confirmation

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

bacs-order-new-bank-details

This page summarises the details of your order and provides you with a unique Submission Reference (in red) that relates to your order.

 

This Submission Reference number needs to be included as a reference 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 Submission 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 ACE account within 24 hours of receiving the payment.

 

UPDATE December 2019

The Federation have a new bank account, please make payments for ACE credits to the account below;

Account Name: Federation for Industry Sector Skills & Standards
Sort Code: 20-92-60
Account Number: 33272826
Bank: Barclays Bank Plc

Acorn House

36-38 Park Royal Road

London

NW10 7JA

 

 

 

 

 

Linking Certification Bodies

To link with Certificaton Bodies you will need to go to the organisation details page and then select the linked bodies tab.

 

Once in the linked bodies tab you will see a list of the Certification Boides. Select the Certification Bodies that you want to work with or deselect any that you do not work with (please note that you can only remove assocations with Certification Bodies if you have no apprentices registered with that account). Once you have the correct Certification Bodies selected you will need to select the update button which will save the Certification Bodies and display these on your dashboard.

 

Image_029

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

Forgotten or resetting your password.  Click ‘Forgotten password’ link next to the login graphic, enter your username and email address, you will be emailed a link to reset your password. The password will need to be Alpha/Numeric with a Symbol (exclamation mark/question mark or something similar).

What browser do you recommend using for the ACE System?

For full functionality we recommend using Mozilla Firefox, Google Chrome and Opera. You may encounter some display issues when using Microsoft Internet Explorer. Please note we only support Internet Explorer 11 onwards.

Can I change my password?

To update your details including usernames and passwords, please see How To View & Amend Organisation Details

 

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 ACE 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 ACE can be found here).

 

apprentices ACE record

 

The validation pop up will appear as normal.

validation

 

 

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.

 

payment pop up

 

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.

 

Transaction information

The transaction information will be auto- calculated 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 ACE. To move onto the Payment details you will need to select the Proceed tab.

 

Payment

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

 

payment - page

 

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.

 

confirmation

 

 

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.

 

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.

 

A video tutorial of this payment process is below

 

 

Individual Administration Certification Body Access

The Centre Admin user can control the Certification Bodies each user works with. The Centre Admin user can do this by going into the individual user details and selecting the linked bodies tab. This will bring up a list of the bodies that your centre is linked with. You can then use the tick boxes to select the Certification Bodies. Once you have selected those the administrator works with, select the update item button.

 

This can be done per user which will allow those with large teams to assign certain Certification Bodies to admin staff.

 

Image_031

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.

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.

 

 

 

How will I pay for certificates?

If you use the Pay-As-you-Go method, every time you change a learner to “Pending Certification”, ACE 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 ACE Central Payment System.

How to 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 Entered Tab, click Add Apprentice button.

 

add single appren 1

 

STEP 2 OF 3

 

The Apprentice record is now ready to be completed:

 

— Basic Information

— Employer Details

— Identifiers (NI Number and other unique identifiers in relation to the apprentices, the ACE number is generated by the system once the record is created)

 

If the apprentice is over 19 and has completed the Apprenticeship in less than 12 months you will need to ensure that you select the RPL field. Once you have done this you will have to declare that you have the appropriate evidence for the apprentice RPL and claimed appropriately with an Awarding Organisation.

 

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

— Certification Evidence

 

Image_037

 

STEP 3 OF 3

 

FRAMEWORKS

Select the frameworks and the components completed by the apprentice (you can either select the framework from the drop down list or start typing the framework name which will reduce the list. So for office management frameworks, typing office in the framework box will bring up a list of office management frameworks both blueprint and SASE). You will also need to complete the ERR and PLTS declarations where possible.

 

STATUS

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

 

CERTIFICATION EVIDENCE

The framework and the components selected will determine which evidence is required for certification. There is further explanation of uploading certificate evidence in Adding Evidence.

 

Image_041

What is your Customer Service Charter?

Support provided to our customers by the Federation and our network of Certificating Bodies (CBs) is crucial for the long term health and quality of the Apprenticeship Certification service.

 

This Customer Charter sets out minimum levels of service that apprentices and claimants can expect from the Federation and our network of CBs that process claims.

 

It sets out our joint commitment to make the process of applying for an apprenticeship completion certificate as efficient as possible, underpinned by timely and effective communication and support.

 

The effectiveness of this charter will be measured by customer surveys, the number of appeals / complaints, timely certifications and rejection rates.

 

We commit to:

 

  • certification decisions in line with Federation Policy, Framework requirements and the ASCL Act.
  • identifying all reasons for rejection at each “pending certification” stage
  • reducing rejection rates by making the application process as clear and accessible as possible
  • process certification claims within 10 working days
  • responding to phone, email and system messages within 48Hrs (within business hours)
  • completing appeals and complaints within 15 days
  • publish information on how to contact the Federation or a CB to discuss certification claims.
  • publish information for making an appeal against a rejected claim
  • publish the process for making a complaint about a CB or the Federation.

 

Our expectations of organisations that use our certification services:

 

  • development of knowledge and expertise in the claim process
  • claims that are ‘right first time’
  • understanding framework requirements at the start of training so that the correct evidence is available at certification
  • clear presentation of evidence in certification claims.

Previously I have been able to log in but now I am getting an error message saying:- “Login Failed”.

If you have been issued with a username and password and have previously been able to access ACE but can no longer log in, then you may have made a mistake typing in your details. Please re-check and try again.

 

If you continue to have problems then this may be because your ACE account has been disabled.  This could be because you have updated your contact details or a Certification Body needs to confirm something with you before proceeding with the certification process.

 

Please contact the relevant Certification Body directly to discuss further.

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. ACE Centres that have already viewed this have said that it will meet their financial requirements in place of an invoice.

BACS Confirmation Page

Bulk Upload Apprentices

The Bulk Upload facility allows you to add multiple apprentices at once, auto-filling the apprentice and employer details.

 

There are two file types available, a CSV or Excel file. We recommend the use of the Excel file as this is generally easier to enter the data. This must be saved as a CSV file before loading to ACE. For more detailed guidance please refer to the training manual for Bulk Uploads.

 

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

 

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Previously I have been able to log in but now it clears my username and password without displaying an error message.

As the ACE system is updated on a weekly basis we recommend typing the https://acecerts.co.uk URL into the address bar of your browser every time you want to access ACE. Often when you save the URL in your favourites tab, or try accessing ACE from a link in an e-mail, your computer will try to access an older version of the system. Please clear your cookies and cache from your browser and try opening ACE again.

 

If you continue to have problems logging in then please check your computer ACE compatibility here.

And if problems persist then please contact:

The ACE Support Team on 0844 573 2560 or ace@fisss.org

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.

Searching For An Apprentice

Across all of the top level tabs you will be able to search for apprentices. In order to do this you will need to open the search facility by selecting the tab ‘show advanced search’ which will reveal the search facility.

 

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

 

. Apprentice Forename/Surname

. Date of Birth (range)

. Identifiers (ACE No. or NI No.)

. Status (any or specific)

. Framework/Pathway

. Entered date (range)

. Certification Date

 

When you have set your required search criteria click the Search Button. If you have made any errors with the search criteria you can select the reset fields option. You can hide the search facility again by selecting the hide advanced search facility button.

 

Or click the Magnifying Glass ‚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.

 

searching for an appren

I log in and the screen is blank.

Your firewall is blocking access to the website; you will need to update settings to allow access and add ACE to your whitelist.

 

If you continue to have problems logging in then please check your computer ACE compatibility here.

 

If problems persist then please contact the ACE Support Team on 0300 303 4444 or ace.helpdesk@fisss.org

Does the £22 include VAT?

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

Adding Evidence

The Certificate Evidence tab provides a list of all evidence requirements based on the framework selection under the frameworks tab.

 

Evidence needs to be loaded separately next to each stated requirement and to do this select the browse/choose file (dependent upon browser used) at the bottom of the page. A pop up will open where you can select the appropriate file

from your system and click on the open button. At this point you will need to select where you

would like this evidence to sit. Some evidence may be used multiple times (such as PLR or GCSE certificates) and where this is the case please select the relevant boxes under the action column‚. Once the boxes have been selected, press the upload buttonƒ. This will ensure that the evidence is loaded against these requirements.

 

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

 

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 int the days elapsed column on the Pending Certification page.

 

Once you have submitted the apprentice you will be unable to amend any of the information within the record unless the request is rejected. If you need to make any changes at another status you will need to contact the Certification Body.

 

It may be that they will need to reject the claim in order for you to rectify any issues that you have noticed as we are no longer able to reset requests to the entered status.

 

In order to submit certification requests your organisation will need to have set up a Finance User profile on the Central Payment System. If you do not have an account or need further guidance please email: cps@fisss.org

 

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

 

• CERTIFICATE AUTHORISED

 

This means that the Certification 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 this tab and the status will say certificate printed.

 

• REJECTED

 

This means that the Certification 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.

 

appren how to - cert auth and reject

 

 

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

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 ACE 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, ACE will not charge you a second time for them if they get rejected. You only pay for that learner once.

Print / Exporting Apprentice Data

Once you have completed a search in any status tab, you may have a list of apprentices. You can use the drop down to select a number of apprentices to print (up to a maximum of 100).

 

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

 

• Select the Export All button ƒto 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.

 

print export data

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 ACE and to monitor their progress.

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 date of, and reason for 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.

 

manage reject appren

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.

Manage Apprentices Awaiting Certification

The system prevents two users editing an apprentice’s record at the same time. This will appear as being Locked. The second user to open the record 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 ACE Support Team to unlock the record.

 

 

appren awaiting certs

 

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.

View Pending Certification

• The Pending 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‚.

pending cert tab

 

 

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 CPS team on 0845 072 5600.

Checking Evidence & Changing The Status

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

 

The Federation 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 Federation.

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

When you change a learner to “Pending Certification”, ACE 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.

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.

 

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

If the learner was put to that status before the Certification Body went live on CPS, then the body will have to be paid directly, even if you already have credits to spend. We cannot change a learner’s status.

View Certificate Printed

• The Certificate Printed tab will give you the option to see when the apprentice has been certificated. This status may also be referred to as the archive status as once here the apprentices records will remain in this status.

Can I change my payment method?

Yes. Ask your Finance User to send an email to cps@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.