We hand out vocational certificates that have arrived on the relevant results days - level 3s on the A Level day, for example. We also advertise certificate collection days in December and January, and that we will charge a 'retrieval' fee (currently £10.00) if certificates are collected over a year after the receipt of the certificates (eg. 2012 certificates will be chargeable after December 2013).
Requests to post certificates out are requested to be given by e-mail, and that we are not responsible if they are lost in the post - we tell the students to go back to the AOs to re-order them if lost in transit, although this is rare as they are sent 'signed for'.
We spend so much time these days tracking down awards in our store room for those students who didn't collect them at the time, or finding out that the DID collect them and forgot they had done - a total waste of our time! A rod for our own back perhaps, as we currently keep certificates for up to seven years after issue.
Paul King
Exams Officer,
Leyton Sixth Form College
Tel: 020 8928 9135
Fax: 020 8928 9200
e-mail: [log in to unmask]
-----Original Message-----
From: The FE Exams Network mailing list [mailto:[log in to unmask]] On Behalf Of Julie Griffin
Sent: 05 August 2013 17:20
To: [log in to unmask]
Subject: Re: Certificate Envelopes
Once certs are in our admin team send emails to students to collect. Exams take over once main enrolment starts. Labels are printed out from our mis system. This year we have added in the email that students only have a year to collect them - this gives us time to decide what to do with them depending on what the exam boards dictate. We did this last year and it must have saved us money as posting them would be crippling.
Julie
----- Original Message -----
From: Ros Stapleton [mailto:[log in to unmask]]
Sent: Monday, August 05, 2013 05:06 PM
To: [log in to unmask] <[log in to unmask]>
Subject: Re: Certificate Envelopes
We produce certificate labels from EBS using a report that our CIS team (reporting bods basically) made. We assign each certificate a batch number and distribution date and then print labels off to match those. (We use the batch number as a reference for the scanned file of the certificates).
We collate all certificates until the week before the new academic year starts. Students have to come in and collect them - we publicise this throughout the year and using Facebook, the College website and text messages and emails to students nearer the time.
It's a pain whichever way it's done. We have done it so that certificates were posted out straightaway but cost of certificate envelopes and postage was astronomical. I'm not sure if it is much more cost effective the way we do it (in terms of staff time) but hey, gives us something to do in the summer!!!!!!!!
(What we have done in the past is use A4 envelopes and re-use the A4 cardboard that we get lots of from awarding bodies when they send us certificates. NCFE are brilliant for this - must have sent half a rainforest worth this summer alone! We then print labels which say 'CERTIFICATE - DO NOT BEND' and stick that on.)
Ros Stapleton
Achievement & Exams Officer
College of West Anglia – King’s Lynn campus x 2370 (DD: 01553 815370)
**STUDENTS CAN COLLECT THEIR 12/13 CERTIFICATES FROM THE EXAMS OFFICE FROM TUESDAY 27TH AUGUST ONWARDS**
-----Original Message-----
From: The FE Exams Network mailing list [mailto:[log in to unmask]] On Behalf Of Claire Everett-Ellis
Sent: 05 August 2013 15:56
To: [log in to unmask]
Subject: Re: Certificate Envelopes
I would also be interested to hear the answer to this question.
We did used to send out invites to all learners to come and collect their certificates, but this only caused more problems, as they then asked if we could post or can someone else collect and they away seemed to come when the office was closed! We now post all certs and results out but as of yet are unable to even produce labels! So the envelopes are produced by hand!
If anyone has any cracking ideas that would be great - apart from starting a bonfire ;)
Claire Everett-Ellis
Examination Manager
Waltham Forest College
PLEASE THINK BEFORE YOU PRINT
-----Original Message-----
From: The FE Exams Network mailing list [mailto:[log in to unmask]] On Behalf Of Carol Marshall
Sent: 05 August 2013 15:42
To: [log in to unmask]
Subject: Certificate Envelopes
Hello All
I hope you have managed to have some holidays over the Summer to undo the built-up stress........
We have been wondering if there is any alternative to our method for posting out Certificates. We have huge volumes at this time of year and spend a lot of time sticking our pre-printed labels on each hardback envelope etc. We've looked into renting a heavy duty printer which will take the cardboard thickness so we can print directly onto the envelopes. We are also considering the possibilty of using non-hardback envelopes. Does anyone have a better method - or any ideas to reduce this tedious and time-consuming task?
Best Regards
Carol
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