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24 August 2015

Provider Data Standards

This document is classified as Protect in accordance with the Information Sensitivity Procedure.


06 May 2015 Document Classification: Protect

DocConfi DocDraft DocTitle Provider Data Standards DocumentSubtitle DocDate 06 May 2015 DocClient Title Footer/DocVersion ~PreBodyHeader Provider Data Standards ~ExecHeader Provider Data Standards ~DocHeader Provider Data Standards ~SecHeader Provider Data Standards ~AppHeader Provider Data Standards HeaderType Title DocCopyRight DocReference ProtectionMarking Document Classification: Protect ~TitleFooterRefProtection This document is classified as Protect in accordance with the Information Sensitivity Procedure.

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Contact Details Course Directory Provider Portal Support Team for SFA-funded providers

T: 0844 811 5073

[email protected]

Course Directory Provider Portal Support Team for EFA-funded only

providers

0844 811 5028

T: 0844 811 5028

[email protected]

Contact Address St Mary’s Court, 55 St Mary’s Road, Sheffield S2 4AN

T: 0114 281 6100

Kings Orchard, One Queen Street, Bristol, BS2 0HQ

T: 0845 123 6001

mailto:[email protected]




Contents

1. INTRODUCTION 1

2. GENERAL GUIDELINES 3

3. PROVIDER INFORMATION FIELDS 9

3.1. Provider Name 9

3.2. Provider Alias 10

3.3. Admin Addresses 11

3.4. Provider Email 13

3.5. Provider Website 13

3.6. Provider Phone Number 14

3.7. Provider Fax Number 15

3.8. 24 + Loans Provider 16

4. COURSE INFORMATION FIELDS 17

4.1. Learning Aim Reference 17

4.2. Provider Course Title 18

4.3. Provider Course ID 20

4.4. Course Summary 20

4.5. Course URL 22

4.6. Course Booking URL 23

4.7. Course Entry Requirements 23

4.8. Tariff Required 24

4.9. Assessment Method 25

4.10. Equipment Required 25

4.11. Qualification Type 26

4.12. Qualification Title 32

4.13. Qualification Level 34

4.14. Awarding/Accreditation Organisation 35

4.15. Subject Classification (LDCS1-5) 35

5. OPPORTUNITY FIELD GUIDELINES 37

5.1. Funding Code 37

5.2. Provider Opportunity ID 38

5.3. Study Mode 39

5.4. Attendance Mode 40

5.5. Attendance Pattern 41

5.6. Venue 43

5.7. Region 43

5.8. Exact Duration 44

5.9. Duration Value 44

5.10. Duration Unit 45

5.11. Duration Description 46

5.12. Start Date 47

5.13. Start Month 48



5.14. End Date 49

5.15. Start Date Description 49

5.16. Timetable 50

5.17. Price 51

5.18. Price Description 52

5.19. Language of Instruction 53

5.20. Language of Assessment 53

5.21. Places Available 54

5.22. Apply from Date 55

5.23. Apply until Date 56

5.24. Apply until Description 57

5.25. Application accepted throughout the year 57

5.26. Enquire to 58

5.27. Apply to 58

5.28. Opportunity URL 59

5.29. Offered by 59

5.30. Display Name 60

5.31. Both Searchable 60

6. VENUE GUIDELINES 61

6.1. Provider Venue ID 61

6.2. Venue Name 61

6.3. Venue Address 62

6.4. Venue Email Address 63

6.5. Venue Website 63

6.6. Venue Telephone Number 64

6.7. Venue Facilities 64


06 May 2015 1 Document Classification: Protect

1. INTRODUCTION

This Manual is a set of guidelines recommended for use by all those contributing data for all types of courses and

opportunities to the Course Directory. This includes face to face opportunities, distance learning, online and

flexible learning. The Manual identifies mandatory and desirable data needed by the Course Directory and

recommends standards for those fields.

In order for advisers and public facing learner website users to be able to search the database effectively and for

help lines to provide an efficient and accurate service to callers, the following fields must be completed.

Provider course title (section 4.2)

Course Summary (section 4.4)

Course URL (4.5)

Course Entry Requirements (4.7)

Subject classification (course type 3 need to have these inputted) (section 4.14)

A10 (section 5.1)

Study mode (section 5.3)

Attendance mode (section 5.4)

Attendance pattern (section 5.5)

Duration details (section 5.7 and 5.8)

Start details (section 5.9, 5.10 and 5.12)

End date (if a duration element is not completed; section 5.11)

Price details (section 5.14 and 5.15)

Where there is a fixed venue:

Venue Address 1, Town and Postcode (section 6.3)

Where the course leads to a qualification:

Qualification type (course types 2 and 3 need to have these inputted) (section 4.11)

Awarding organisation name (course types 2 and 3 need to have these inputted if applicable) (section 4.13)

The remainder of the fields should be completed if information is available, but it is appreciated that this may not

always be possible.



Section 2 of the manual gives general guidelines to standards for all fields; Sections 3, 4, 5 and 6 suggest advice

and recommendation for each field. There are examples to help with the completion of data entry. For each field

there is an indication of field length, field type (numeric, alphanumeric etc.) and field status (mandatory, desirable

or optional).

The validation rules for each field, showing the application responses to invalid data, are also set out in table

format. Included are the internal System ID for each rule, the Rule Type, and the Error Message displayed to

the user in the portal. A Warning error type indicates that inputted data will be accepted as valid, but that the data

may be incorrect; an Error or JavaScript error type indicates either missing mandatory data or that inputted data

will be rejected or restricted.

For the purposes of this document:

A course represents the topic(s) being taught, and may or may not lead to a qualification or certificate at

the end. It is independent of when, where or how it will be taught, but is specific to one provider (whereas

any qualification achieved at the end may be used by many courses, organised by many providers).

An opportunity represents when, where and how the course will be taught.



2. GENERAL GUIDELINES

a. Every field can be categorised as being either:

Mandatory: The field must be completed or the entry cannot be submitted.

Desirable: The field is not mandatory, but should be completed if the information is available.

Optional: The field is not mandatory, but can be completed if the provider chooses to.

As a general rule the more information you add, the more information that will be available on the NCS

website for users to view.

The below lists show the mandatory fields as of 24/06/2015 and is subject to change

Manual data entry

Provider Venue Course with LAR Course without LAR Opportunities

UKPRN Venue Name Learning Aim Provider Course ID Provider Opportunity ID

Provider Type Address 1 Provider Course Title Summary Funding Code

Provider Name Town Summary Qualification Type Study Mode

Address 1 Post Code URL URL Attendance Mode

Town Entry Requirement Entry Requirement Attendance Pattern

Post Code Duration

Start Date

End Date

Price

Bulk Load

Please note that the Provider section is not Mandatory. If it is not populated, the details will come from the

Providers UKPRN.

Venue Course Opportunities

VENUE_ID* COURSE_ID* COURSE_ID*

VENUE_NAME* PROVIDER_COURSE_TITLE* VENUE_ID/REGION_NAME

ADDRESS_1* SUMMARY* PROVIDER_OPPORTUNITY_ID

TOWN* URL* STUDY_MODE*

POSTCODE* ENTRY_REQUIREMENTS* ATTENDANCE_MODE*

QUALIFICATION_TYPE* ATTENDANCE_PATTERN*

DURATION*

DURATION_UNITS*

DURATION_DESCRIPTION*

START_DATE*



END_DATE*

START_DATE_DESCRIPTION*

PRICE*

PRICE_DESCRIPTION*

A10*

b. The cell reference given against Bulk Upload template cell reference: is the cell reference to look at

based on the ‘blank example with headers only’ file as found on the ‘Detailed Instructions for Bulk Load’

page.

c. The Bulk Load file requires 2 fields to be populated in order to link Courses to Opportunities

(COURSE_ID) and Opportunities to Venues (VENUE_ID).

i. COURSE_ID – Mandatory field and alphanumeric.

This is entered against each Course and must be a unique value. Duplicated

COURSE_ID are not permitted. The COURSE_ID entered in the Courses section should

be entered against at least 1 Opportunity in order to link Courses and Opportunities

together.

The value entered does not have to have any relevance to the Course other than as a

means to link Courses and Opportunities. Numbering your Courses from 1 onwards

would suffice as long as each Course has a unique COURSE_ID and the value entered

does not match a value used for VENUE_ID.

ii. VENUE_ID – Mandatory field and numeric only.

This is entered against each Venue and must be a unique value. Duplicated VENUE_ID

are not permitted. The VENUE_ID entered in the Venues section should be entered

against at least 1 Opportunity in order to link Venues and Opportunities together.

The value entered does not have to have any relevance to the Venue other than as a

means to link Venues and Opportunities. Numbering your Venues from 1 onwards would

suffice as long as each Venue has a unique VENUE_ID and the value entered does not

match a value used for COURSE_ID.

d. If you are not sure what information to input please read the contextual help text available next to each

field.

e. For help on subject classification please refer to Subject classification documents.

f. For help on the Course Directory Provider Portal application please refer to Provider Portal Help Guide.

g. Enter only information that is relevant to a particular field.

h. Provide as much information as possible whilst keeping information accurate and impersonal.

i. Use upper and lower case following normal grammatical rules except where specific field guidelines

dictate the use of upper case.



j. The use of full stops at the end of fields is not recommended other than when following normal

grammatical rules.

Example: Do not put a full stop after phrases like ‘Biology GCE A-Level’ or ‘Ongoing’

k. Use English spelling for words rather than American.

Examples: ‘recognise’ not ‘recognize’ or ‘authorised’ not ‘authorized’

l. Use plain English and follow the standard grammatical rules especially for apostrophes.

Example: Diplomas not Diploma’s

m. Numbers should be entered numerically and not as full words. The preferred format for numbers is Arabic

(1, 2, 3) and not Roman (I, II, III). The exception to this is where qualification levels dictate a particular

style.

n. Invalid characters: Certain characters are not accepted when performing a bulk upload. For example;

^

_

¬

\

{

}

[

]

– (hyphens must be - )

` (apostrophes must be ’ )

If you have any comments for the current standards or if you have any suggestions please email us at

[email protected]




Provider Fields:

PROVIDER_NAME

PROVIDER_ALIAS

ADMIN_ADDRESS_1

ADMIN_ADDRESS_2

ADMIN_TOWN

ADMIN_COUNTY

ADMIN_POSTCODE

ADMIN_EMAIL

ADMIN_WEBSITE

ADMIN_PHONE

ADMIN_FAX

Venue Fields:

VENUE_ID*

PROVIDER_VENUE_ID

VENUE_NAME*

ADDRESS_1*

ADDRESS_2

TOWN*

COUNTY

POSTCODE*

EMAIL

WEBSITE

PHONE

FAX

FACILITIES



Course Fields:

COURSE_ID*

LAD_ID

PROVIDER_COURSE_TITLE*

SUMMARY*

PROVIDER_COURSE_ID

URL*

BOOKING_URL

ENTRY_REQUIREMENTS*

ASSESSMENT_METHOD

EQUIPMENT_REQUIRED

QUALIFICATION_TYPE*

QUALIFICATION_TITLE

AWARDING_ORG_NAME

QUALIFICATION_LEVEL

LDCS1

LDCS2

LDCS3

LDCS4

LDCS5

UCAS_TARIFF

Opportunity Fields:

COURSE_ID*

VENUE_ID/REGION_NAME

PROVIDER_OPPORTUNITY_ID

STUDY_MODE*

ATTENDANCE_MODE*

ATTENDANCE_PATTERN*

DURATION*

DURATION_UNITS*

DURATION_DESCRIPTION*

START_DATE*

END_DATE*

START_DATE_DESCRIPTION*



TIMETABLE

PRICE*

PRICE_DESCRIPTION*

LANGUAGE_OF_INSTRUCTION

LANGUAGE_OF_ASSESSMENT

PLACES_AVAILABLE

APPLY_FROM

APPLY_UNTIL

APPLY_UNTIL_DESC

APPLY_THROUGHOUT_YEAR

ENQUIRE_TO

APPLY_TO

URL

A10*

OFFERED_BY

DISPLAY_NAME

BOTH_SEACHABLE

3. PROVIDER INFORMATION FIELDS

In many cases these fields will not need to be changed, with the details held being taken from the UKRLP.

However if you feel that the details held are incorrect, please contact your support team (see the start of this

document for details).

3.1. Provider Name

Character limit: 100 characters

Bulk Upload template cell reference: A2

Type: Alphanumeric

Validation:

System ID Error Type Error Message

8 Error This organisation name already exists on the database, please contact ***NOTIFICATION_CONTACT*** if you need any help

119 Warning Invalid characters found, please check the text entered. Also, please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

Status: Optional

Description: The name of the provider that offers the course. This may differ from the legal or trading name

which is referred from the UKRLP.

Content and examples: If this field is left unchanged or deleted, the UKRLP referred trading name will be

displayed on the public facing learner website. If there is no trading name, the legal name will be used.

For further information please refer to the UKRLP website - https://www.ukrlp.co.uk/

Examples:

UKRLP referred Legal Name: Thinkmore Plc

UKRLP referred Trading Name: The Thinkmore College of Further Education

Provider Name: Thinkmore College

Public facing learner website display name: Thinkmore College

UKRLP referred Legal name: Turlington College Group Ltd

UKRLP referred Trading Name: *Blank* - field is empty

Provider name: Turlington College

https://www.ukrlp.co.uk/

Public facing learner website display name: Turlington College

UKRLP referred Legal Name: Lacoler Training College Ltd

UKRLP referred Trading Name: Lacoler College

Provider Name: *Blank* - field is empty

Public facing learner website display name: Lacoler College

UKRLP referred Legal Name: The Splendid College of Excellence, London

UKRLP referred Trading Name: *Blank* - field is empty

Provider Name: *Blank* - field is empty

Public facing learner website display name: The Splendid College of Excellence, London

3.2. Provider Alias


Bulk Upload template cell to populate: B2

Type: Alphanumeric

Validation:


119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

121 Error This field cannot be a number

n/a JavaScript Character exceeds size limit:100

Status: Optional

Description: An alternative Name that the provider wishes to also be known by.

Content and examples: Both the ‘Provider name’ and ‘Provider Alias’ will be used to identify the provider when a

search is performed on the public facing learner website.

Please note: Only the name chosen for the ‘Provider name’ (please see section 3.1) will be displayed to

the user, not the ‘Provider Alias’.

Examples:

Provider Name: Sandmark College of Excellence

Provider Alias: SCE

Public facing learner website: If a user searches for 'Sandmark College of Excellence', 'SCE' or just

'Sandmark', this provider would be returned in the results. When the provider's details are displayed, the

provider name shown would be: Sandmark College of Excellence

3.3. Admin Addresses

Character limit: 5 x 40, 1 x 8

Bulk Upload template cell to populate: C2, D2, E2, F2, G2

Type: Custom

Validation:

Field Name System ID Error Type Error Message

Postcode 9 Error The postcode entered is invalid. If you are sure that you have entered a legitimate postcode but it is not being accepted by the system, it is likely that it is not on Royal Mail yet. Please contact ***NOTIFICATION_CONTACT*** for help

Country 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

Postcode 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

County 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

Town 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

Address 1 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used

Postcode n/a Error We could not find the postcode you have entered. Postcodes must be entered with a space – e.g. SW1A 1AA. If you believe that your postcode is correct and are still receiving this error, please contact the service desk on 0870 267 0001 or [email protected]

Status: Optional

Description: The address for administrative enquiries for the provider.

Content and examples: If this is filled in, address line 1, Town and Postcode are mandatory and must be

completed. Please enter postcodes with a space.



If this field is left unchanged or deleted, the UKRLP referred legal address will be displayed on the public facing

learner website.

Please note: If filled in this is the address that will be used on the public facing learner website.

Examples:

UKRLP referred Legal Address:

124 Silk Street

Barbican

City of London

LONDON EC2Y 9JU

Admin Address:

85 Addington Grove

Lewisham

LONDON

SE20 3JG

Public facing learner website display address:

85 Addington Grove

Lewisham

LONDON

SE20 3JG

UKRLP referred Legal Address:

Manchester Road

Clifton

Swinton

MANCHESTER

M25 9UE

Admin Address:

*Blank* - field is empty

Public facing learner website display address:

Manchester Road

Clifton

Swinton

MANCHESTER

M25 9UE



3.4. Provider Email


Bulk Upload template cell to populate: H2

Type: Alphanumeric

Validation:


3 Error Your email address is incorrectly formatted, please check and re enter


Status: Optional

Description: The email address of the provider, which is used for administrative enquiries.

Content and examples: Only one email address should be entered in this field. A personal email can be

inputted, but where possible a more general address would be advisable.

If this field is left unchanged or deleted, the UKRLP referred email address will be displayed on the public facing

website.

Please note: If filled in, this is the email address that will be used on the public facing learner website.

Examples:

UKRLP referred email address: [email protected]

Email: [email protected]

Public facing learner website display email address: [email protected]

UKRLP referred email address: [email protected]

Email: *Blank* - field is empty

Public facing learner website display email address: [email protected]

3.5. Provider Website


Bulk Upload template cell to populate: I2

Type: Alphanumeric

Validation:




53 Error Please check the URL provided has been entered correctly and is in the correct format.


Status: Optional

Description: The home page of the main website of the provider.

Content and examples: It should include the full address, including the scheme part (e.g. http://).


website.

Please note: If filled in, this is the URL that will be used on the public facing learner website.

3.6. Provider Phone Number


Bulk Upload template cell to populate: J2

Type: Alphanumeric

Validation:



Status: Optional

Description: The main telephone number of the provider. Please use the UK standard format, not the

international standard.

Content and examples: Where possible, the field should be recorded as

STD Telephone number – ext. number

(3 or 4 or 5) – (4+4 or 3+4 or 6)


website.

Please note: If filled in, this is the phone number that will be used on the public facing learner website.



Examples:

01491 641887

0114 273 1523 ext287

3.7. Provider Fax Number


Bulk Upload template cell to populate: K2

Type: Alphanumeric

Validation:



Status: Optional

Description: The main fax number of the provider


STD fax number

(3,4 or 5) – (3+4 or 6 or 4+4)


website.

Please note: If filled in, this is the fax number that will be used on the public facing learner website.

Examples:

01443 502986

020 8969 9845



3.8. 24 + Loans Provider

Character limit: N/A

Bulk Upload template cell to populate: N/A

Type: Checkbox

Status: Required

Description: Indicates whether the provider offers 24+ Loans. The checkbox is used to display a flag on the NCS

Course Search website which tells the user whether the provider offers 24+ loans.

EFA funded providers may not be expected to tick this checkbox.



4. COURSE INFORMATION FIELDS

4.1. Learning Aim Reference


Bulk Upload template cell reference: B6

Type: Alphanumeric

Validation:


n/a JavaScript Please enter Learning Aim Reference

n/a JavaScript Please enter correct Learning Aim Reference

Status: Desirable

Description: The Learning aim reference unique ID links to various funding stream and will allow the Skills

Funding Agency and DfE to identify each learning aim.

For EFA funded Providers this will be known as the QAN ID

Content and examples: Using the Learning aim reference or QAN ID, referred data will be imported form the

Learning Aims Reference Service (LARS - https://hub.imservices.org.uk/Learning%20Aims/Pages/default.aspx);

there could be multiple instances of referred data.

Examples:

Learning aim reference: 50013841

Learning aim title/qualification: NVQ in Retail Financial Services

Learning aim reference: 288479

Learning aim title/qualification: Access to Higher Education Diploma: Business and Enterprise - Legtec

Training Limited

QAN reference: 10006758

QAN title/qualification: AQA Advanced Level Free-Standing Mathematics Qualification: Modelling with

Calculus

QAN reference: 50025776

QAN title/qualification: Certificate in Self Employment and Enterprise (QCF)

https://hub.imservices.org.uk/Learning%20Aims/Pages/default.aspx



4.2. Provider Course Title


Bulk Upload template cell reference: C6

Type: Alphanumeric

Validation:


11 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘External Awarded Qualification – Non – Accredited’ or ‘Course Provider Diploma/Certificate/Award (this must include an assessed element)’

12 Warning There is a potential discrepancy between the course title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: ‘NVQ’

13 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘GCE A/AS Level’

14 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Apprenticeship’

15 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘International Baccalaureate Diploma’

16 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘GCSE’

17 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Other regulated/accredited qualification’



20 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Access to



Higher Education’

24 Warning There is a potential discrepancy between the course title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’

25 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Undergraduate Qualification’

26 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Foundation Degree’




30 Warning There is a potential discrepancy between the course title and the qualification type. Please check that you have selected the correct qualification type. These courses are usually categorised as: ‘Postgraduate Qualification’




n/a Error Provider Course Title is empty

Status: Mandatory

Description: The Provider’s title for the course.

Content and examples: This free text field is collected so that the provider clearly knows what provision they

have entered on the database and can identify each course easily.



Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload. Please

see page 4 for details

Examples:

Type 1 Learning aim title/qualification: NVQ in Retail Financial Services

Provider course title: Retail Financial Services NVQ Level 2

Type 2 Learning aim title: Grade 5 - Dance

Provider course title: Dance Grade 5 International Dance Teachers' Association Ltd Certificate

Type 3 provider course title: Discovering the Beauty of the Amazon Rainforest Certificate of Attendance

4.3. Provider Course ID


Bulk Upload template cell reference: E6

Type: Alphanumeric

Status: Mandatory

Description: An identifier for the course used by the provider.

Content and examples: This free text field is a code/ID specified by the provider. It assists a provider to identify

a particular record for updating purposes and enables potential students/delegated to refer accurately to a course

when contacting a provider. Should a provider not have an internal identifier, simply entering a numeric or alpha

value or even the subject would suffice.

Examples:

BIOL4968

ART01

HP-985-01

Maths

Science

4.4. Course Summary


Bulk Upload template cell reference: D6

Minimum number of characters: 200 characters

Type: Alphanumeric

Validation:





Status: Mandatory

Description: A clear but concise summary of the content of the course that may cover the information available

in prospectuses.

Content and examples: This free text field is one of the most important. It is the only one to give potential

students details of what is actually covered in a course and will enable comparisons to be made from one course

to another.

An ideal Summary would contain a concise summary of the main aspects of content and be specific to the

course. It is advisable not to include information regarding the provider or venue.

The type of information recommended for this field includes:

What students/delegates will learn by studying the course

What topics are covered in the course

Any modules or units studied

What theoretical principles will be covered

Any practical exercises that may be involved

Whether the learning opportunity is wholly academic

Any information that is not relevant to other fields

Any progression information such as whether the opportunity can lead to a particular job or to another

course, if this is one of the principal features of the opportunity.

If the course is recognised for ‘continuing professional development’

Any other information which will allow the potential student to make an informed decision

Invalid characters: Certain characters are not accepted on the portal or when performing a bulk upload.

Please see page 4 for details

Please note: If it exceeds the length recommended, the data will be automatically reduced

Examples:

Provider course title: Archaeology Introduction

Summary: This course is a starting point for students who wish to major in history, art, archaeology or

anthropology. It explores how objects can be uncovered and studied to help scientists and scholars

reconstruct societies, cultures, ceremonies and histories of peoples and civilizations. Students study

methods and tools used by archaeologists to discover remains and objects and how to piece them into a

historical setting. Archaeologists can focus their study on any area of the world, time period or animal,

human or sea life.

Provider course title: Grow it your own way

Summary: This course will start you off on the basics of growing and harvesting your own vegetables in

your own back garden. You will cover all stages of growing vegetables starting from how to sow seeds,



what to do after germination, Potting up seedlings, aftercare, and harvesting. This course also includes

topics such as soil types and how to choose the best location for planting seeds, as well as protecting

young plants from ground frost and insect/animal attacks. You will also deal with when best to start

sowing your favourite vegetables. On the last day we will harvest some vegetables and cook up a super

fresh lunch and you will be given your own herb kit to start off your window sill herb garden.

4.5. Course URL


Bulk Upload template cell reference: F6

Type: Alphanumeric

Validation:


53 Error Please check the URL provided has been entered correctly and it is in the correct format.


Status: Mandatory

Description: A URL containing more information about the course


This free text field should be completed with a URL which links directly to the course on the provider’s website

This may be a URL for the prospectus or general website should a specific course page not be available.



4.6. Course Booking URL


Bulk Upload template cell reference: G6

Type: Alphanumeric

Validation:


53 Error Please check the URL provided has been entered correctly and it is in the correct format.


Status: Optional

Description: A URL to book a course


This free text field should be completed if there is a particular URL which links directly to a page on the provider’s

website, which allows a potential student to book this course.

Please note: This field may not be applicable to all Providers.

4.7. Course Entry Requirements


Bulk Upload template cell reference: H6

Type: Alphanumeric

Validation:



Status: Mandatory

Description: The requirements for a learner which are necessary before the course can be taken.

Content and examples: The type of information recommended for this free text field includes

Experience needed



Age restrictions

Academic level considered necessary

Specific qualifications required

Any other requirement such as ‘driving licence’

If the course is principally aimed at one particular target group such as school leavers, women,

students with learning difficulties, unemployed etc.

Examples:

A course in Physics GCE A level

Entry requirements: Students should have 5 GCSEs grades A* to C at least grade C in GCSE Science.

Due to the mathematical content of the course a grade C in Mathematics is preferred.

A course in Selling fine wines

Entry requirements: No formal entry requirements are needed; however a successful candidate must

either work in the industry or demonstrate a keen interest in this subject.



4.8. Tariff Required


Bulk Upload template cell reference: T6

Type: Numeric

Status: Desirable

Description: The UCAS tariff required in order to be considered for the course. This may not be relevant for all

Courses or Providers.

Content and examples:

The UCAS Tariff is the system used for allocating points to qualifications used for entry into higher education.

This field only needs to be completed for undergraduate courses, i.e. if qualification type is one of the following:

HNC/HND/Higher Education Awards

Foundation Degree

Undergraduate Qualification

Examples:

Provider course title: Veterinary Nursing Foundation Degree

Tariff required: 80

Provider course title: Art and Design BA hons

Tariff required: 120



4.9. Assessment Method


Bulk Upload template cell reference: I6

Type: Alphanumeric

Validation:



Status: Optional

Description: The description of the arrangements for documenting the learner’s knowledge, skills and

understanding. It should record the type of assessment method used for the qualification awarded.

Content and examples: This free text field gives the providers the opportunity to specify how students are

assessed. Not all Courses will have a specific assessment method. In this case the field could be left blank or

populated with ‘None’ or similar.

Examples:

Unit 1 – Personal Investigation; Practical unit with written elements in which students develop an idea,

issue, concept or theme leading to a finished piece of work. Unit 2 - Externally set Assignment. Students

select one question out of a choice of eight to use as a starting point. After preparation, students

complete 15 hours of unaided, supervised work leading to a finished piece or pieces.

Assessment is through written examination and coursework.



4.10. Equipment Required


Bulk Upload template cell reference: J6

Type: Alphanumeric

Validation:





Status: Optional

Description: The equipment needed by the learner to undertake the course


It is important that this information is recorded accurately in this free text field, especially in the case of computer

equipment where the specification may be crucial. Not all Courses will have specific equipment requirements. In

this case the field could be left blank or populated with ‘None’ or similar.

Examples:

Students need to bring their own art materials, including paint brushes, paints and at least 2 canvases.

All students need access to the internet to complete this course.

A PC using Windows XP or higher and with of Intel Core 2 Duo processor as a minimum

No specific equipment required



4.11. Qualification Type


Bulk Upload template cell reference: K6

Type: Alphanumeric

Validation:


10 Error This field is mandatory, please select the type of Qualification awarded at the end of the course.

33 Error ‘No Qualification’ cannot be selected if the ‘Qualification Title’ field has been completed. Please select the correct qualification type.

Status: Mandatory

Description: The type of Qualification awarded at the end of the course. It identifies a group of qualifications with

distinctive structural characteristics.


Where the Learning Aim Reference is entered, and has a Qualification Type associated with it (Type 1 Course),

the Qualification Type does not need to be entered as it will be drawn from the Learning Aim Reference.



Where the Learning Aim Reference is entered but it does not have an associated Qualification Type OR where

the Learning Aim Reference is not entered (Type 2 Course and Type 3 Course respectively), the Qualification

Type will need to be entered.

Not all Qualification Types will be relevant for all Providers, some may not offer Courses resulting in ‘No

Qualification’.

The options are as follows:

USING THE COURSE DIRECTORY PROVIDER PORTAL USING BULK UPLOAD

No Qualification QT1

Certificate of Attendance QT2

Functional Skill QT3

Basic/Key Skill QT4

Course Provider Certificate(this must include an assessed element) QT5

External Awarded Qualification – Non-Accredited QT6

Other Regulated/Accredited Qualification QT7

GCSE or Equivalent QT8

Apprenticeship QT10

NVQ and Relevant Components QT11

International Baccalaureate Diploma QT12

GCE A/AS Level or Equivalent QT13

Access to Higher Education QT14

HNC/HND/Higher Education Awards QT15

Foundation Degree QT16

Undergraduate Qualification QT17

Postgraduate Qualification QT18

Scope notes:

General

1. A module or unit of a qualification should be given the same qualification type as the full qualification; for

example a GCE A Level module should be given the qualification type: GCE A/AS Level or equivalent

2. Codes which identify qualification titles (e.g. HNC/HND/Higher Education Awards, NVQ) take

precedence over those which identify awarding bodies (e.g. ‘External awarded qualification - non-

accredited’). More details are given in the notes for each code.

It is important to note that, as a result, qualifications from the same awarding/accreditation organisation

will not automatically be assigned to the same qualification type.



Examples:

Edexcel GCE A Levels should be given the qualification type: ‘GCE A/AS Level or equivalent’,

whereas other Edexcel courses should be given the qualification type: ‘Other

regulated/accredited qualification’.

City & Guilds NVQs should be given the qualification type:’ NVQ and relevant components’,

City & Guilds Functional Skills courses should be given the qualification type:’ Functional Skill’

and City & Guilds QCF Level Certificates should be given the qualification type:’ other

regulated/accredited qualification

3. Courses should be assigned a qualification type by reference to the target qualification (i.e. the

qualification to be achieved at the end of the course), not the entry requirements.

Example:

Provider course title: Human Biology GCE A-Level

Entry requirements: Minimum of five GCSEs at grade C or above in appropriate subjects.

Successful GCE A level students would normally achieve a grade A or B in a Science GCSE

Qualification type: GCE A/AS Level or equivalent

Qualification title: GCE A Level in Human Biology

4. Courses should be assigned a qualification type based on receiving an actual qualification at the end of

the course.

Example:

Provider course title: Physics GCE A Level revision

Qualification type: No Qualification

Qualification title: *Blank* - field is empty

Qualification type notes:

No Qualification

This should be used for courses where no qualification is awarded as a result of undertaking the course.

These will always be type 3 courses.

Certificate of Attendance

This should be used for courses where a non-assessed certificate of attendance is awarded as a result of

undertaking the course. These will always be type 3 courses.

Functional Skill

These qualifications were developed as part of an initiative to improve the country's literacy, numeracy

and ICT skills. E.g. NCFE Level 1 Award in Functional Skills Mathematics.

Basic/Key Skill

Covers all adult literacy and numeracy courses (basic skills), as well as key Skills qualifications. These

refer to the skills that are commonly needed in a range of activities in education and training, work and life

in general e.g. WJEC Level 1 Key Skills in Working with Others



Course Provider certificate (this must include an assessed element)

This should be used for courses where a certificate or other award is made by the course provider, not by

an external organisation. They must include an assessed element. These will always be type 3 courses.

External awarded qualification - non-accredited

This category covers a wide range, as it includes external awarding/accrediting Organisation qualification

types not covered in other categories. This applies to external non-accredited qualifications only; if the

certificate or other award is made by the organisation providing the course, ‘Course Provider certificate

(this must include an assessed element)’ should be used.

This category should include any non-accredited qualifications i.e. not found on the National Database of

Accredited Qualification (NDAQ):

http://www.accreditedqualifications.org.uk/AdvancedQualificationSearch.aspx

Examples:

NEBSM awards

First Aid awards from an external body

Amateur Swimming Association and other sports awards (including coaching awards)

MCSE (Microsoft Certified Systems Engineer)

CISCO Qualifications

Pitman Qualifications awards

National Proficiency Test Council (agriculture) awards including Pesticides

Approved codes of practice qualifications (ACOPs)

Health and Safety Executive qualifications (HSE)

Royal Yachting Association awards

Nursing awards (except degrees) not found on NDAQ

OCN awards not found on NDAQ

Music and Dance graded exams

Other regulated/accredited qualification

This category covers a wide range, as it includes external awarding/accrediting organisations and qualification

types not covered in other categories. This applies to external accredited qualifications only. This category covers

any ‘National Database of Accredited Qualifications’ qualifications not covered elsewhere. Including City & Guilds

and OCR qualifications i.e. found on the National Database of Accredited Qualification:


Examples:

City & Guilds qualifications

OCR (formerly RSA) qualifications

Edexcel qualifications not covered elsewhere, e.g. Professional Development Awards, QCF level

qualifications, Entry Level Certificates etc.





Nursing awards found on NDAQ

OCN awards found on NDAQ

NEBOSH

Vocationally Related Qualifications (VRQs)

Foundation Construction Awards (Level 1)

Intermediate Construction Awards (Level 2)

Advanced Construction Awards (Level 3)

Principal Learning qualifications

Higher Level Certificates

Occupational Qualifications e.g. EDI National Awards

National Certificates and Diplomas

First Certificates

GCSE or equivalent

Include GCSE (General Certificate of Secondary Education) from any awarding body. Any of the

‘Vocational GCSEs’ such as GCSE in Applied Art and Design (Double Award) should be included here.

Apprenticeship

Include Pre-Apprenticeships; Apprenticeships at level 2 and Advanced Apprenticeships at level 3.

National Traineeships if there is no qualification should also be given this type.

NVQ and relevant components

Include only accredited National Vocational Qualifications (NVQs) and their components. NVQs awarded

by City & Guilds or OCR should be included here. Also includes ITQs. National Traineeships with an NVQ

outcome should also be given this type.

International Baccalaureate Diploma

Covers International Baccalaureate Diplomas including other Baccalaureates like the AQA Baccalaureate

GCE A/AS Level or equivalent

Covers GCE A and AS levels awarded by any of the awarding bodies, together with any modules forming

part of a GCE and courses described as ‘A2’. Also includes any GCE A Level equivalent such as the

Advanced Extension Awards.

Access to Higher Education

Covers all courses designed to facilitate access to higher education for students with non-traditional entry

qualifications. This type is not for courses which just have the word ‘access’ in their title but are designed

to allow access to lower level further education courses (for example LCCI Vocational Access Certificate);

such courses should be given the qualification type: ‘Other regulated/accredited qualification’ or

‘External awarded qualification - non-accredited’, depending on whether they can be found on NDAQ,

or may have no qualification attached (in which case they should be given the qualification type No

Qualification). This category also includes Foundation Art and Design Awards from any



awarding/validating body, designed to lead to degree course in the field of art and design. As well as

Premasters programmes designed for students who haven't met the standard entry requirements or

English language requirements to take a degree.

HNC/HND/Higher Education Awards

Include Higher National Certificates and Diplomas. Also include other higher education awards below the

level of a first degree made by universities or other higher education institutions, for example Certificate in

Higher Education (Cert HE), Diploma in Higher Education (Dip HE) and HE level 0 awards. Higher

Professional Diplomas should be included here.

Foundation Degree

These are higher education qualifications that combine academic study with work-based learning. These

awards are designed by Higher Education Institutions and Further Education Colleges. They are

designed in conjunction with employers to meet skills shortages at the higher technician and associate

professional levels. Includes Foundation Degree, FD, FdA, FdSc.

Undergraduate Qualification

Include BA, BSc, BScEcon, BEng, LLB etc; also university certificates or diplomas which form the first

part of a degree and are specifically designed to lead on to a full degree (e.g. foundation year of a

specific degree). Can also include Masters Degrees that come as part of a first degree (extended

degrees usually 4 years in duration). Courses that fit this group can be identified by entry requirements

(GCE A Levels). Includes Honours Degrees and those without Honours. This list of qualifications is not

exclusive.

Postgraduate Qualification

These are taught or research awards made by a Higher Education Institution (normally a university). They

include Masters Degrees (MA, MPhil, MSc, MSc(Econ)), Postgraduate Certificates and Diplomas,

Postgraduate Certificate in Education (PGCE), Professional Graduate Certificate in Education (PGCE),

PGCE Post Compulsory Education and Training (PCET) and Masters in Business Administration (MBA).

May also include ‘Higher Diploma’ if specifically stated to be Postgraduate. Includes doctorates, for

example, Doctor of Philosophy (PhD or DPhil), Doctor of Literature (DLitt), Doctor of Economics

(DSc(Econ)) and Doctor of Veterinary Medicine (DVM or DVetMed). Also includes Graduate Certificates

and Diplomas, the Post Qualifying Award in Social Work (PQSW) and Master Professional Diplomas.

Premasters qualifications which provide an entry route into a Masters (not master’s degree, these should

be given the type Access to Higher Education) or doctorate course if the student hasn’t graduated with

a Bachelor’s degree, or do not meet the entry criteria, can also be included here. This list of qualifications

is not exclusive.



4.12. Qualification Title


Bulk Upload template cell reference: L6

Type: Alphanumeric

Validation:

21 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'External Awarded Qualification - Non-Accredited' or 'Course Provider Diploma/Certificate/Award (this must include an assessed element)'

22 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'NVQ'

23 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'GCE A/AS Level'

38 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Apprenticeship'

39 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'International Baccalaureate Diploma

40 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'GCSE'

41 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Other regulated/accredited qualification'



44 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Access to Higher Education'

45 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Undergraduate Qualification'

47 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Foundation Degree'




51 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'Postgraduate Qualification'



119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

132 Warning There is a potential discrepancy between the qualification title and the qualification type. Please check you have selected the correct qualification type. These courses are usually categorised as: 'HND/HNC/Higher Education Awards'

Status: Desirable

Description: A detailed title of the Qualification awarded at the end of the course.




For type 1 courses (these are Courses with a Learning Aim Reference or QAN ID that has Qualifications

information associated), this will be the Learning Aims Reference equivalent of the qualification reference

authorities' actual title and the information will be taken from the Learning Aim Reference automatically.

For type 2 and 3 courses (these are Courses with a Learning Aim Reference or QAN ID that does not have

Qualifications information associated, or a Courses with no Learning Aim Reference or QAN ID), this free text

field should be inputted by the provider and where applicable include the following information:

Qualification name (e.g. Certificate, GCE A level, Diploma)

Course subject (e.g. Biology, Art, Plumbing)



Level

The awarding/accrediting organization name or acronym if needed (e.g. City & Guilds, Microsoft, CISCO)

Examples:

Art and Design GCE A Level

CISCO Certified Network Associate

General Construction Operatives Skills Level 1 CG 6121 Certificate

4.13. Qualification Level


Bulk Upload template cell reference: N6

Type: Alphanumeric

Status: Desirable

Description: This should reflect the recognised Qualifications and Credit Framework (QCF) level for a course.

For more information on QCF please see:

https://www.gov.uk/what-different-qualification-levels-mean/compare-different-qualification-levels


Entry Level LV0

Level 1 LV1

Level 2 LV2

Level 3 LV3

Level 4 LV4

Level 5 LV5

Level 6 LV6

Level 7 LV7

Level 8 LV8

Higher Level LV9

Unknown/Not applicable LVNA

https://www.gov.uk/what-different-qualification-levels-mean/compare-different-qualification-levels



4.14. Awarding/Accreditation Organisation


Bulk Upload template cell reference: M6

Type: Alphanumeric

Validation:


35 Warning You have selected qualification type ‘External Awarded Qualification – Non-Accredited’, but left the Awarding Body/Accreditation Body blank. Please enter the organisation name which awards/accredits this course. This is the important as it gives the student the ability to make an informed decision about their preference of course based on the Awarding Body/Accreditation Body which awards the qualification.

Status: Desirable unless qualification type selected is: External Awarding Body Qualifications

(Certificate/Diploma/Award) then mandatory

Description: The Name of the awarding organisation responsible for awarding the qualification or the

accreditation organisation which accredits the course. If it not known at the point of creating the course (either

manually or via bulk load), this field can be updated at any time.

Content and examples: For type 1 courses (these are Courses with a Learning Aim Reference or QAN ID that

has Qualifications information associated), this will be referred from the Learning Aims Reference.

For type 2 and 3 courses (these are Courses with a Learning Aim Reference or QAN ID that does not have

Qualifications information associated, or a Courses with no Learning Aim Reference or QAN ID), this free text

field should be inputted by the provider

Examples:

City & Guilds

Association of Accounting Technicians

CISCO

Edexcel Ltd

4.15. Subject Classification (LDCS1-5)


Bulk Upload template cell reference: O6, P6, Q6, R6, S6

Type: Alphanumeric

Validation:




37 Error You have entered the same subject classification twice for the same course. Please delete one

116 Error Invalid subject classification code: the subject classification code supplied is not found in the list of valid subject classification codes.


Status: Mandatory

Description: A code used to classify the subject area of the course. May also be referred to Sector Subject Area

Tier.

Content and examples: Where a Learning Aims Reference has been entered, (Type 1 and Type 2 Courses) the

Subject Classification codes will be drawn from the LAR and therefore should not be entered.

Where a Learning Aims Reference is not or cannot be entered (Type 3 Course), these should be inputted by the

provider.

The classification codes should be listed in descending order of applicability, with the most applicable being

recorded as 'Subject Classification 1'. Up to 5 can be attached to each course.

Examples:

Provider course title: Anatomy and Physiology Level 4 Advanced Diploma

Subject classification 1: Anatomy (Human): RH.42

Subject classification 2: Physiology (Human): RH.43

Provider course title: Art History with a closer look at Asian and Art

Subject classification 1: Art History: JA.331

Subject classification 2: Asian Art: JA.76

Subject classification 2: Asian Art: JA.76

Provider course title: Hazard to the environment - getting rid of waste safely

Subject classification 1: Hazardous Waste Disposal: QE.42

Provider course title: AQA Advanced Level Free-Standing Mathematics Qualification: Modelling with

calculus

Subject classification 1: 02

Subject classification 2: 02.2



5. OPPORTUNITY FIELD GUIDELINES

5.1. Funding Code


Bulk Upload template cell reference: Z8

Type: Numeric

Validation:


92 Error If you select one or more of the options you cannot select not applicable

124 Error Please select the appropriate Funding code(s) for this course opportunity. If this is not relevant, please use ‘Not Applicable’,

Status: Mandatory

Description: Identifies the source of any Skills Funding Agency or Education Funding Agency funding for this

course. EFA funded only Providers should always use funding code 25

Content and examples: The options are as follows:

Description Using the Course Directory Portal

Using Bulk Upload

Not applicable N/A NA

Provision offered as part of Community Learning

10 10

DfE EFA 16-19 Funding 25 25

Adult Skills Funding 35 35

ESF provision which is co-funded by the Skills Funding Agency and is part of priority one

70 70

Other SFA funding model 81 81

Young People’s Learning Agency (YPLA) funded provision

82 82

Provision with a learning aim which is not funded by the Skills Funding Agency or EFA

99 99



If you have multiple funding codes for a particular opportunity, select all that apply. For the bulk upload, separate

each funding code that applies with the “pipe” character: |

Examples:

Bulk upload:

If this opportunity is funded under DfE EFA 16-19 Funding – code 25 - and also Other SFA Funding

model – code 81, put the following in your spreadsheet:

25|81

If this opportunity is funded under Adult Skills Funding – code 35, put the following in your spreadsheet

35

If the opportunity is offered by a Provider who is EFA funded only, put the following in your spreadsheet

25

Course Directory Provider portal:

Tick the box for each funding code that applies. Providers who are EFA funded only should always tick

the box for 25

5.2. Provider Opportunity ID


Bulk Upload template cell reference: C8

Type: Nnumeric

Status: Mandatory

Description: A provider identifier for the opportunity.

Content and examples: This free text field is a code/ID specified by the provider

It assists a provider to identify a particular record for updating purposes and enables potential students/delegates

to refer accurately to a course when contacting a provider. Should a provider not have an internal identifier,

simply entering a numeric or alpha value or even the subject would suffice.

Examples:

FT64

PT13E

PT13D

DM1

178

Maths



5.3. Study Mode


Bulk Upload template cell reference: D8

Type: Alphanumeric

Validation:


80 Error Please select an appropriate study mode to continue. If the study mode is unspecified please select 'Not known'

96 Error If study mode is supplied as 'Full time' then attendance pattern should be:

Not known, Customised, Daytime / working hours, Day/Block release

Status: Mandatory

Description: The focus that the learner has on the learning opportunity, including duration of attendance and

private study.

Content and examples: If the course can be studied in more than one way e.g. full time and part time, an

additional opportunity should be created.

The accepted options are as follows:


Not Known SM5

Full time SM1

Part time SM2

Part of a full time programme SM3

Flexible SM4

Examples:

For an opportunity studied Monday to Friday 09.00 – 17.00 or in a School for example, you will need to

select ‘Full time’

A one year full NVQ course will be classified 'Full time'

For an opportunity that is studied a couple of hours a day/evening you will need to select ‘Part time’



A yoga course taken in the evenings will be classified 'Part time'

A Biology GCE A level course studied at a sixth form will be classified Part of full-time programme

If a learner can study the opportunity at any time to suit them, this will be classified ‘Flexible’

If you are not sure what the study mode will be for this opportunity, you can select ‘Not known’

5.4. Attendance Mode


Bulk Upload template cell reference: E8

Type: Alphanumeric

Validation:


81 Error Please select an appropriate attendance mode to continue. If the attendance mode is unspecified please select ‘Not known’

83 Error The attendance mode selected must have a venue or region attached to it. Please select a venue or region form the list currently available or ‘add a new venue’ for this course opportunity

Status: Mandatory

Description: How the learner accesses the learning opportunity.

Content and examples: If the whole opportunity can be accessed in more than one way e.g. face-to-face and

online without attendance, an additional opportunity should be created.

If one opportunity has multiple attendance modes throughout its duration, please use 'mixed mode'



Not Known AM9

Location/Campus AM1

Face-to-face (non campus) AM2

Work – based AM3

Mixed mode AM4

Distance with attendance AM5

Distance without attendance AM6



Online with attendance AM7

Online without attendance AM8

Examples:

If an opportunity is delivered at specific location or venue, or the Provider is a School, please use

Location / campus

If an opportunity is delivered at a location such as an archaeological dig site or at a hired venue such as

hotel, you need to use ‘Face-to-face (non-campus)’

If an opportunity is an NVQ or apprenticeship or if it can be delivered at the workplace you need to use

‘Work-based’ venue

If an opportunity is delivered though a mixture of attendance modes e.g. the first term of the opportunity is

location based and the second term is online you can use this option

If an opportunity is delivered through distance learning, but the learner is required to attend certain

classes, you need to use ‘Distance with attendance’

If an opportunity is delivered through distance learning, where the learner doesn’t have to attend any

classes, you need to use ‘Distance without attendance’

If an opportunity is delivered online and the learner is required to attend certain classes, you need to use

‘Online with attendance’

If an opportunity is delivered entirely online ‘Online without attendance’

If you are not sure what attendance mode is appropriate for this opportunity, you can use ‘Not known’

5.5. Attendance Pattern


Bulk Upload template cell reference: F8

Type: Alphanumeric

Validation:


63 Warning Please check you have selected the correct Attendance Pattern as the timetable contains information about Saturday or Sunday or Weekend

82 Error Please select an appropriate attendance pattern to continue. If the attendance pattern is unspecified please select ‘Not known’.

97 Error If attendance mode is supplied as ‘Distance without attendance’ then the attendance pattern should be: Not known, Customised



98 Error If attendance mode is supplied as ‘Online (without attendance)’ then the attendance pattern should be: Not known, Customised

Status: Mandatory

Description: How the learner's presence at a venue is structured.

Content and examples: If the learner’s presence can be structure in more than one way e.g. customised and

weekend, an additional opportunity should be created.



Not Known AP7

Customised AP6

Daytime/working hours AP1

Day/Block release AP2

Evening AP3

Twilight AP4

Weekend AP5

Not applicable Not applicable

Examples:

If the attendance pattern can be organised to meet the learner's preferences you need to use

‘Customised’

If the opportunity is run between 09.00 and 17.00 or the Provider is a School for example, please use

‘Daytime / working hours’

If the learner is employed full time and attends set times during working hours of duration blocks the

opportunity will be classified ‘Day/Block release’

If the opportunity is run after 19.00 please use ‘Evening’

If the opportunity is starts between 16.00 and 18.00 and finishes before 19.00 please select ‘Twilight’

An opportunity run on a Saturday would be a ‘Weekend’ opportunity

If none of the options can be applied for a given opportunity please select ‘Not applicable’

If you are not sure what attendance pattern is applicable to the opportunity, can select ‘Not known’



5.6. Venue

Character limit: 1 line of 35 characters (1 x 35)

Bulk Upload template cell reference: B8 (when a Venue is to be entered in place of a Region Name)

Type: Custom

Status: Desirable

Description: Identifier of where any physical learning will be taken. It should be the name of a fixed venue

recorded in section 6.2.

Content and examples: A venue does not need to be attached to an opportunity if the attendance mode is

distance or online without attendance.

The venue used should be recorded as stated in section 6

If the whole opportunity can be studied at more than one venue, an additional opportunity should be created.

If one opportunity has multiple venues throughout the duration of the opportunity, please use either the venue

where the majority of the opportunity is studied, or the one that should be attended first. Other venue details can

be recorded in the timetable.

Examples:

Netevolution College

St Katherine Campus

West Howard College - Children's Centre

5.7. Region


Bulk Upload template cell reference: B8 (when a Region Name is to be entered in place of a fixed Venue)

Type: Alphanumeric

Status: Desirable

Description: This identifies the town, county or region associated with the opportunity - this is an alternative to

specifying a venue.

Content and examples: Towns, counties and regions are taken from a defined list. On the provider portal, simply

begin typing your town, county or region and then choose the best match from the list.

For bulk uploads, use a town, county or region from the defined list titled ‘Valid Regions for Bulk Upload’,

available here: https://coursedirectoryproviderportal.org.uk/Help

Examples:

'North West London', 'Cumbria', 'Reading', ' England'.

https://coursedirectoryproviderportal.org.uk/Help



5.8. Exact Duration

This is made up of two fields 'duration value' and 'duration unit', both have to be completed if this duration

element is used.

The exact duration of the course should be recorded where possible in terms of overall calendar length.

In the case of self-study and online opportunities, the field should record how long study of the particular materials

will take. This may be in terms of total hours or may state a particular length of time in terms of months or years.

5.9. Duration Value


Bulk Upload template cell reference: G8

Type: Numeric

Validation:


55 Error Please enter the number of hours/days/weeks/years etc. in numeric order

75 Error The number of weeks you have entered exceeds the maximum value permitted. Please re check the value you have entered.

76 Error The number of months you have entered exceeds the maximum value permitted. Please re check the value you have entered.

77 Error The number of terms you have entered exceeds the maximum value permitted. Please re check the value you have entered.

78 Error The number of semesters you have entered exceeds the maximum value permitted. Please re check the value you have entered.

79 Error The number of years you have entered exceeds the maximum value permitted. Please re check the value you have entered.

88 Error Please enter an ‘exact duration’ and/or a ‘duration description’ and/or ‘start and end dates’ to continue.

91 Error Please enter the number of hours/days/weeks/months/terms/semesters/years in the number part of the duration.

118 Error Please enter a value that is 1 or above



Status: Mandatory (if start and end date or duration description not completed)

Description: A value that is qualified by 'Duration value'

Content and examples: This field should record the whole number of hours, days, weeks, months, terms,

semesters or years it will take to complete this opportunity.

Examples:

For a 2 day opportunity, please enter ‘2’

For an 8 month opportunity or one offered covering the whole school year, please enter ‘8’.

5.10. Duration Unit


Bulk Upload template cell reference: H8

Type: Alphanumeric

Validation:


66 Error Please provide the appropriate duration unit (hours, days, weeks, months, terms, semesters or years) to go with the ‘duration’ you have supplied

Status: Mandatory (if start and end date or duration description not completed)

Description: A unit of time that qualifies 'Duration unit'

Content and examples: The appropriate unit your duration value is associated with.



Hour(s) DU1

Day(s) DU2

Week(s) DU3

Month(s) DU4

Term(s) DU5

Semester(s) DU6

Year(s) DU7

Examples:

For a 2 day opportunity, please use:

Bulk upload: DU2



Provider portal: ‘Day(s)’

For a 7 month opportunity, please enter

Bulk upload: DU4

Provider portal: ‘Month(s)’

5.11. Duration Description



Type: Alphanumeric

Validation:




Status: Mandatory (if start and end date or exact duration not completed)

Description: Text description of how long the course takes.

Content and examples: This free text field can also be used to add extra information if exact duration has been

filled in.

Examples:

By arrangement

Self-paced

To suit the client

To suit the individual

Different durations available

Variable

To be confirmed

In special circumstances, this course duration can be extended beyond the exact duration stated



5.12. Start Date

Bulk upload format: Date. 10 char, type standard for date, CCYY-MM-DD

Bulk Upload template cell reference: J8 (when a Start Month is not entered)

Course Directory Provider portal format: Date. 9 char, type standard for date, DD-MMM-YY

Validation:


56 Error There has been an error recording your course start details, please complete either a 'start date' or 'start month' and/or 'start date description' to continue.

58 Error The start dates entered have already passed. For courses that last less than 12 weeks start dates should always be in the future. For courses with longer durations, the system allows past start dates to be entered providing that the course didn't start more than 4 weeks ago.

65 Error The start date entered has already passed. For courses that last less than 12 weeks start dates should always be in the future. For courses with longer durations, the system allows past start dates to be entered providing that the course didn't start more than 4 weeks ago.

72 Error There has been an error recording your course start details, please complete either a 'Start date' or 'Start month', not both.

86 Error The 'start date' you have entered for this course opportunity is later than the 'end date'. Please re-check the dates you have selected for these two fields.

87 Error You have entered an end date for this course, please supply a start date to continue

88 Error Please enter an 'exact duration' and/or a 'duration description' and/or 'start and end dates' to continue.

93 Error Please enter the correct date format. For Start date and End date the date format is: “DD-Mon-RR". For Start month the format is :"Mon-RRRR"

99 Error The 'start month' you have entered for this course opportunity is later than the 'end date'. Please re-check the dates you have selected for these two fields.

Status: Mandatory (if start date description, start Month and/or exact duration not completed)

Description: The date the opportunity is due to start

Content and examples: This should be in the form of a date. Supplementary information may be added in the

‘start date description’ field. Bulk upload: All slashes are interchangeable with hyphens (i.e. DD/MM/YYYY, it also

implies DD-MM-YYYY and vice versa). Schools, for example, should enter the start date for the start of the

academic year.



Examples:

Bulk upload: dd-mon-yy

DD/MM/YYYY - excel default

YYYY/MM/DD

dd-mon-yyyy

Provider portal: 12-May-11

5.13. Start Month

Bulk upload format: Date. 7 char, type standard for date, CCYY-MM

Bulk Upload template cell reference: J8 (when a specific Start Date is not entered)

Course Directory Provider portal format: Date. 6 char, date, MMM-DD

Validation:


90 Error You have entered multiple start dates or start months, and so cannot enter a single end date. Multiple end dates are not supported. If you would like to attach end dates for each start date or month, please create a separate opportunity for each one.

Status: Mandatory (if start date description, start date and/or exact duration not completed)

Description: The month the opportunity is due to start

Content and examples: One of the alternative options to recording a Start date. Allows a month as opposed to a

specific date to be specified. Bulk upload: All slashes are interchangeable with hyphens (i.e. MM/YYYY, it also

implies MM-YYYY and vice versa). Schools, for example, may find it easier to enter the start of the academic year

as the Start month.

Examples:

Bulk upload: mon-yy

YYYY/MM

MM/YYYY

mon-yyyy

Provider portal: Dec-10



5.14. End Date




Validation:



Status: Mandatory (if exact duration not completed)

Description: The date the opportunity ends

Content and examples: This field can be used in conjunction with a start date as an alternative to an exact

duration. Bulk upload: All slashes are interchangeable with hyphens (i.e. DD/MM/YYYY, it also implies DD-MM-

YYYY and vice versa).

Examples:

Bulk upload: dd-mon-yy

DD/MM/YYYY - excel default

YYYY/MM/DD

dd-mon-yyyy

Provider portal: 13-Aug-10

5.15. Start Date Description


Bulk Upload template cell reference: L8

Type: Alphanumeric

Validation:


56 Error There has been an error recording your course start details, please complete either a ‘start date’ or ‘start month’ and/or ‘start date description’ to continue.




Status: Mandatory (if start date or start month are not completed)

Description: Text description of the start date.

Content and examples: This free text field can also be used to add extra information if start date or start month

has been filled in.

Examples:

Subject to demand

Scheduled dates throughout the year

Weekly

Monthly

Termly

To be confirmed

To suit the client/individual

Ongoing

Subsequent dates from those recorded in the start date section, can be arranged if demand is high

enough

5.16. Timetable



Type: Alphanumeric

Validation:


59 Warning You have entered multiple ‘start dates’ so the information you have entered into the ‘timetable’ field will be the same for all start dates. If you would like to have separate timetables per date, please enter different opportunities with one start date and timetable.


n/a JavaScript Exceeds character limit of 200



Status: Optional

Description: The days and times that the learning takes place

Content and examples: This free text field where applicable should include the following information:

Day(s)

Start time

Finish time

This field may not be relevant for all Providers (e.g. Schools).

Examples:

Monday to Friday 09.00 – 16.00

Saturdays 12.00 – 18.00

Tuesdays and Thursdays 18.00 – 21.00

Friday evenings

5.17. Price

Character limit: 12, 2 characters

Bulk Upload template cell reference: N8

Type: Numeric

Validation:


54 Error Please enter the numeric cost of the course opportunity

89 Error Please enter either a ‘price’, ‘price description’ or both to continue.

118 Error Please enter a value that is 1 or above

Status: Mandatory (if price description not completed)

Description: Numeric cost of the opportunity



Content and examples: This should be the non-concessionary price for the whole course.

Additional information can be recorded in the price description field.

The value should be in pounds but you do not need to enter the '£' sign

Please note the course directory provider portal automatically enters the '£' sign.



Examples:

100

3999

299.99

5.18. Price Description


Bulk Upload template cell reference: O8

Type: Alphanumeric

Validation:


89 Error Please enter either a ‘price’, ‘price description’ or both to continue.


Status: Mandatory (if price not completed)

Description: A description of the cost of the opportunity. To include any financial support that is offered.



Content and examples: Further Information related to the cost of the opportunity should be recorded here

Examples:

concessions

any additions to the price such as exam fees or materials

whether accommodation or refreshments are included

any charges for tutorial support

any instalment payments payable

This free text field can also be used to add extra information if price field has been filled in.

Examples:

Where full price details may not be available.

Price: 100.00

Price description: This is the price per day



5.19. Language of Instruction

Character limit: 100

Bulk Upload template cell reference: P8

Type: Alphanumeric

Validation:



Status: Optional

Description: This field should be used to record the language in which the opportunity is taught.


Most learning opportunities in England will be taught in English. However, some, particularly flexible learning, may

offer an opportunity in another language.

Please note: This free text field should not be used to record the language of a language training course.

Examples:

Advanced Urdu Language course taught in Urdu

Language: Urdu

Distance learning course offering an introduction to computing. The materials for this are written in

French.

Language: French

5.20. Language of Assessment

Character limit: 100

Bulk Upload template cell reference: Q8

Type: Alphanumeric

Validation:





Status: Optional

Description: This field should be used to record the language in which the opportunity is assessed.


Most learning opportunities in England will be assessed in English. However, some, particularly flexible learning,

may offer an opportunity to be assessed in another language.

Please note: This free text field should not be used to record the language of a language training course.

Examples:

Distance learning course with an assessment taken in Portuguese.

Language: Portuguese

Advanced Cantonese Language course assessed in Cantonese

Language: Cantonese

Italian language course assessed in English

Language: English

5.21. Places Available


Bulk Upload template cell reference: R8

Type: Numeric

Status: Optional

Description: The number of places available on the course at last submission

Please note: This option is only available through the bulk upload updating process.

Examples:

22

2



5.22. Apply from Date


Bulk Upload template cell reference: S8


Validation:


60 Error The ‘apply from’ date you have entered for this course opportunity is later that the ‘apply until’ date. Please re check the dates you have selected for these two fields.

61 Error You have entered multiple ‘start dates’ so cannot enter an ‘apply from’ date. If you would like to attach ‘apply from’ dates to these opportunities, please enter separate course opportunities with one ‘start date’ and


126 Error The Apply Until date and Apply From date must be on or before the End date

Status: Desirable

Description: The date from which applications can be received

Content and examples: This field although not mandatory, is useful for potential students.

Examples:

For a course that starts 01-Sep-2010

Bulk upload apply from date: 2010-02-01

Provider portal apply from date: 01-Feb-10



5.23. Apply until Date


Bulk Upload template cell reference: T8


Validation:


62 Error You have entered multiple ‘start dates’ so cannot enter an ‘apply until’ date. If you would like to attach ‘apply until’ dates to these course opportunities, please enter separate course opportunities with one ‘start date’ and ‘apply until’ date.


126 Error The Apply Until date and Apply From date must be on or before the End date

Status: Desirable

Description: The date from which applications will no longer be accepted


This field although not mandatory, is useful for potential students so they do not miss application to a desired

course.

Examples:


Bulk upload apply from date: 2010-08-20

Provider portal apply from date: 20-Aug-10



5.24. Apply until Description


Bulk Upload template cell reference: U8

Type: Alphanumeric



Status: Optional

Description: Text description of application deadline information.


This free text field can also be used to add extra information if an 'Apply until' date has been submitted.

Examples:


Apply unit description: Please apply before August

5.25. Application accepted throughout the year

Bulk upload format: Y or field is to be left empty to indicate No

Bulk Upload template cell reference: V8

Course Directory Provider portal format: Tick box

Status: Desirable

Description: This indicates that applications are accepted at any time

Content and examples: This field although not mandatory, is useful for students and should be completed if

applications can be taken all year round.



5.26. Enquire to


Bulk Upload template cell reference: W8

Type: Alphanumeric

Status: Optional

Description: This is where enquiries should be sent

Content and examples: This could be an Email address, URL, department or a particular person.

Examples:

[email protected]

Holy Applebee

Ana Spacey

Enquiries

5.27. Apply to


Bulk Upload template cell reference: X8

Type: Alphanumeric

Status: Optional

Description: This is where applications should be sent

Content and examples: This could be an Email address, URL, department or a particular person.

Examples:

[email protected]

Jack Sopace

Ana Spacey

Course admissions



5.28. Opportunity URL


Bulk Upload template cell reference: Y8

Type: Alphanumeric

Validation:


53 Error Please check the URL provided has been entered correctly and is in the correct format.


Status: Optional

Description: URL containing more information about the opportunity


This free text field should be completed if there is a particular URL which links directly to the opportunity on the

provider’s website. This may not be relevant for all Providers (e.g. Schools).

Examples:

http://www.netcollege.ac.uk/H&C/Childcare

5.29. Offered by

Bulk Upload format: 6 digit number (for Organisation) or blank (use blank to specify Provider)

Bulk Upload template cell reference: AA8

Provider Portal Format: Drop Down list with the Provider and any Organisations of which that Provider is a

member

Status: Optional

Description: This field is available so Providers (and their parent Organisations) can indicate whether this

opportunity is offered under a contract the Provider has with the Agency, or a contract for the Organisation of

which this Provider is a member. IDs will be rejected if they are not valid Course Directory Provider or

Organisations IDs, or are not valid for that particular Provider.

Content: Provider and Organisation IDs can be found in the table on the Organisations page for a Provider and

on the Organisation home page for Organisations. This field operates in conjunction with 5.27 Display Name. Any

combination of Offered By and Display Name is possible, but the Learner will always see the Display Name, and

whoever is identified in Offered By bears the contractual responsibility for the opportunity.

http://www.netcollege.ac.uk/H&C/Childcare



Examples:

123456

5.30. Display Name

Bulk Upload format: 6 digit number (for an Organisation) or blank (use blank to specify Provider)

Bulk Upload template cell reference: AB8

Provider Portal Format: Drop Down list with the Provider and any Organisations that of which that Provider is a

member

Status: Optional

Description: This field is available so Providers (and their parent Organisations) can choose what “Provider”

name is displayed to learners for this opportunity. Only one name can be displayed on the front end site. If the

Organisation is selected here, it will appear on the front end site that the Organisation is a separate provider with

its own courses. Contractual responsibility remains with the organisation identified in the OFFERED BY field.

Content: Provider and Organisation IDs can be found in the table on the Organisations page for a Provider, and

on the Organisation home page for Organisations. This field operates in conjunction with 5.26 Offered By. Any

combination of Offered By and Display Name is possible, but the Learner will always see the Display Name, and

whoever is identified in Offered By bears the contractual responsibility for the opportunity.

Examples:

123456

5.31. Both Searchable

Bulk Upload format: “Y”, “N”

Bulk Upload template cell reference: AC8

Provider Portal Format: checkbox

Status: Optional

Description: This field is only relevant if OFFERED BY and DISPLAY NAME are set to different IDs. If they are

the same this field is ignored. If yes, the opportunity can be found in provider-based subject searches by

supplying the name of the entity identified in both OFFERED BY and DISPLAY NAME. If OFFERED BY and

DISPLAY NAME are different and no value is supplied for BOTH SEARCHABLE, then only the DISPLAY NAME

will be made searchable.

Examples:

Yes, no



6. VENUE GUIDELINES

6.1. Provider Venue ID


Bulk Upload template cell reference: B4

Type: Numeric

Status: Mandatory

Description: The provider identifier for the venue/centre

Content and examples: This free text field is a code/ID specified by the provider

It assists a provider to identify a particular venue for updating purposes and enables potential students/delegates

to refer accurately to an opportunity run at a particular venue when contacting a provider. This could be simply the

name of the main site in the case of a School, for example.

Examples:

Ven01south

AlpCC

Abbey School

6.2. Venue Name


Bulk Upload template cell reference: A4

Type: Alphanumeric

Validation:


1 Error This is a mandatory field and therefore it must be completed.

Status: Mandatory

Description: The name of the venue/centre where the opportunity is run


An address should be completed for each venue name (see section 6.3)

Examples:

Linden College House

Fallendale Centre

Polebrook village Hall

Skellyo School

6.3. Venue Address

Character limit: 5 x 40, 1 x 8

Bulk Upload template cell reference: D4, E4, F4, G4, H4

Type: Custom

Validation:

Field Name System ID Error Type Error Message

Address 1 1 Error This is a mandatory field and therefore it must be completed.

Town 1 Error This is a mandatory field and therefore it must be completed.

Postcode 1 Error This is a mandatory field and therefore it must be completed.

Address1 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

Town 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

County 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

Country 119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as plain text on the website, and should not be used.

Postcode N/A Error We could not find the postcode you have entered. Postcodes must be entered with a space - e.g. SW1A 1AA. If you believe your postcode is correct and are still receiving this error, please contact the service desk on 0870 267 0001 or [email protected]

Status: Mandatory

Description: The full postal address of the venue/centre where the opportunity is run

Content and examples: Address line 1, Town and postcode are mandatory and must be completed.

Example:

25 Mary Street

Redfield

Bristol

BS7 4AJ

6.4. Venue Email Address



Type: Alphanumeric

Validation:


3 Error Your email address is incorrectly formatted, please check and re enter


Status: Optional

Description: The email address of the venue/centre where the opportunity is run, which is used for administrative

Content and examples: Only one e-mail address should be entered in this field. A personal email can be

inputted, but where possible a more general address would be advisable

Examples:

[email protected]

[email protected]

6.5. Venue Website


Bulk Upload template cell reference: J4

Type: Alphanumeric

Validation:


53 Error Please check the URL provided has been entered correctly and is in the right format.

119 Warning Invalid characters found, please check the text entered. Also please be aware that HTML tags (e.g. ) will be shown as



plain text on the website, and should not be used.

Status: Optional

Description: The home page of the website address for the venue/centre where the opportunity is run.

Content and examples: The address should include the full address, including the scheme part (e.g. http://)

Examples:

http://www.polebrookvillhall.com

http://Skellyo.sch.uk

6.6. Venue Telephone Number

Character limit: 1 line of 30 characters (1 x 30)


Type: Alphanumeric

Status: Optional

Description: The phone number for the venue/centre where the opportunity is run.


STD Telephone number ext. number

(3 or 4 or 5) (4+4 or 3+4 or 6)

Examples:

020 7490 3047

0161 787 3178

01491 641624

6.7. Venue Facilities



Type: Alphanumeric

Status: Optional

Description: A description of the main features or facilities that may be relevant to the holding of opportunities at

that venue

Content and examples: This field may not be relevant for all Providers, for example Schools. The type of

information recommended for this field includes:

http://www.polebrookvillhall.com/

http://skellyo.sch.uk/



Childcare facilities

Overnight accommodation

Meals available

Full science laboratory facilities

5 conference rooms holding up to 50 persons each

Video conferencing available in 3 rooms

Facilities for students with physical or learning difficulties

Facilities for students whose main language is not English

Guidance and advice service

Examples:

At this venue overnight accommodation and meals are available. Monday to Wednesday there is crèche

onsite.

This venue has full science laboratory facilities as well as a tropical garden, which can be used for any

horticulture student studies. Learners can also enjoy freshly prepared food in this venue’s cafeteria.

There are 5 conference rooms holding up to 50 persons each. Video conferencing is available in 3 rooms.

There is wheel chair access to all rooms.

The college's beauty salon and massage centre are located at this venue. The guidance and advice

service is also held here and available 09.00 - 16.00 Monday to Friday.

provider data standards - course directory provider portal · provider data standards ... contact...

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