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Trinity College London

Centre Portal
Guidelines
Music and Drama

Navigation and Home
Centre Details
Managing Organisations
Managing Contacts
Creating an Order

Individual Enrolment
Mass Enrolment
Diploma Enrolment
Group Enrolment
Written Exam Enrolment
Re-opening Orders
Enrolment Details
Invoices
Examiner Visits
Timetables
Material Printing

Trinity Online Centre portal web address:
www.trinitycollege.co.uk/portal
NB: If you have a touchscreen enabled device please disable before logging in.

Revision: 0818
Before you Enrol
You should create your Order first, see:
www.trinitycollege.com/CreateAnOrder

Enrolling Candidates
There are two ways to input solo enrolments: By entering candidates one by one
directly into Trinity Online, or by using the mass enrolment spreadsheet, which enables
you to collate information that you can then cut and paste directly into the mass
enrolment page on Trinity Online. Both options are available from the ‘Enrol
Candidates’ tab within your order. For information on using the mass enrolment
spreadsheet see:
www.trinitycollege.com/EnrolmentsUsingSpreadsheet

Individual Enrolment
Video: https://www.youtube.com/watch?v=lA1X88g5bCo

Within your order you will see a section titled Enrol Candidates. At the
top left of this section click on ‘New’. This will create the first line for your
enrolments.

You can click into each box in turn to enter details, or you can use the Tab key on your
keyboard to move from left to right, and Shift-Tab to move back from right to left. You
have the option to choose ‘Unknown’ from the calendar if the candidate has not
provided a date of birth. The boxes highlighted in red are the bare minimum required
to save your enrolments, but please consult your syllabus to ensure that you are aware
of any particular requirements for the exam you are entering. For example, some
exams have a minimum age and for these a date of birth must be entered.

Revision: 0818
The Exam Suite, Product and Product Code
columns are a little different from the others.
You may use the Product Code on its own if
you know it. This is normally two numbers
plus two or three letters. For example, the
code for Piano Grade 5 is ‘05PNO’, or
Individual Acting Skills Grade 2 is ‘02IAS’.
If you enter the Product Code then the Exam
Suite and Product will automatically populate
under the relevant fields.

Alternatively you can select the Exam Suite
from the drop down list (see right) and then
select the exam you need from the drop down
list in the Product column.

The applicant and school columns are
optional. The applicant column may be used to
keep track of who has entered each candidate.
If a School name should be printed on the candidates’ certificates you should also tick
the School on Cert column.

If you have used the centre portal before 2018 then you may be used to having to add
School names as Associated Organisations of your centre before they can be printed on
candidate certificates. This is no longer necessary. You may enter any school name
for any candidate.

From September 2018 teacher names may no longer be added to certificates.

The candidates enrolled are broken into ‘pages’ of fifty candidates at a time to stop the
system slowing down. These pages can be clicked through using the arrow buttons at
the bottom of the screen.

Revision: 0818
Please always remember to click Save Enrolments on a regular basis as you work,
otherwise connection problems may cause data loss. We recommend saving after
every two or three candidates.

After you click on Save Enrolments a box will pop up to tell you your data has been
saved. The enrolments then show on screen with a padlock symbol next to the
information to indicate that these are saved. Trinity Online will create Candidate
Numbers when the enrolments are saved. At this point you can exit the system
without any risk of losing the information and you can continue to add candidates into
the order at a later stage.

At this point candidates may be freely deleted or added to your order.

Existing Candidates
If a candidate has taken an exam with Trinity before you may have a candidate
Number for them. This can be entered in the appropriate column and then if you click
on the question mark and down arrow in the ‘Existing Candidate?’ column the system
will retrieve the candidate’s details. In the absence of a candidate Number you can
enter an existing candidate’s name and date of birth, in which case the system will
attempt to match these details against existing records when you click the question
mark.

It is important to do this to avoid creating duplicate data, and also important to do this
if the candidate has a re-entry permit or voucher to use.

Diploma Enrolment
Diploma exam enrolment works slightly differently from most exams, for more
information please see the separate guide:
www.trinitycollege.com/DiplomaEnrolments

Revision: 0818
After Enrolment
When you have enrolled candidates and saved you may select the ‘Enrolment Details’
tab to see your order with pricing information included. See the separate guides below
for information on what you can do on this tab:
www.trinitycollege.com/UpdateOrderDetails

After enrolment is complete, and once any re-entry permits or discounts have been
applied, you can then Submit the order using the button near the top of the screen.

Video: https://www.youtube.com/watch?v=qvLPR3Pkwwc

If you run a private centre then you will now need to email your Trinity contact before
going any further. They will issue an invoice for your enrolments and process the
order ready for you to timetable your candidates. Please be aware that after Trinity
has raised an invoice for your order it will not be possible to remove candidates. See
these guides for further information:
www.trinitycollege.com/ExaminerVisits
www.trinitycollege.com/Timetables

If you run a public centre for Trinity you will be able to Invoice and Process the order
yourself from the Enrol Candidates tab, and can then start on your timetable. See the
guides linked above for further information on timetables.

Revision: 0818
Enrolment Columns in Detail
Mandatory columns

First, Middle and Last Names: These columns are self explanatory; please enter the
candidates’ names. If the candidate does not have a middle name please leave blank.

Date of birth: Please make sure the date of birth is entered in DD/MM/YYYY format,
any variation will produce an error. If the date of birth is not known you can leave
blank. Some exams have a maximum or minimum age limit, and in this case the date
of birth must be included.

Gender: Please choose M or F option.

Exam Suite, Product and Product Code: There are two options for entering the
Examination details, either by using both Exam Suite and Examination/Product Name,
OR you can just fill in the Product Code.

 Exam Suite: It is best to think of this as the syllabus, for instance for a Trumpet
exam the exam suite is Brass. Please choose from the drop-down list.

 Product: Please enter the subject and grade of the exam from the drop-down list.

 Product Code: Please note that the code should be the grade followed by the
subject, for example Guitar Grade 5 should be ‘05GTR’, or Individual Acting Skills
Grade 2 is ‘02IAS’.

Optional columns

Applicant: Entering an applicant name can assist in keeping track of who entered
each candidate for their exam. For applicants only the first and last name will appear
on the drop-down list; any titles, middle names or post-nominal qualifications will be
omitted. These extra details may be entered on the Candidates & Contacts screen but
will not appear in the drop-down list to save space on the screen. Applicants will need
to be added to your centre to be recognised, see the separate guide for how to do this:
www.trinitycollege.com/ManagingContacts

School: Please enter the school name for the candidate here.

School on Cert.: Tick for the school name to appear on the certificate, or leave
unticked if the name is not to be shown on the certificate.

Venue: If you use several venues and wish to organise your timetable via this method
you can add the venue name. Information added here is for your reference only and
will not appear on the appointment slip. Only appointment slips for timetabled
candidates will have the venue allocated for their exam. Venues will need to be
registered on your centre to be recognised, see the separate guide for how to do this:
www.trinitycollege.com/ManagingOrganisations

Revision: 0818
Other columns.

Some columns are titled ‘Leave blank’. Leave these columns blank. Do not delete
these columns, and do not hide these columns.

Ethnicity: This is not mandatory and may be left blank.

ULN (Unique Learner Number): This is not mandatory, therefore please leave blank if
you do not have the information.

Ensemble Name: Only used for Pair and Group exams. See the separate guide on
groups for further information:
www.trinitycollege.com/EnrollingGroups

Minimum Age Verification: If the exam requires a minimum age then the age of the
candidate should be confirmed and tick included in this column to confirm they are old
enough. For exams where there is no minimum age this is not relevant, so leave
blank.

External ID: If you wish to include your own reference number then you may do so
here.

First Language: This information is required for some exam types, but not for
others. Consult your syllabus for further information. Music, Rock & Pop and Drama
exams never require this information.

All columns to the right of Venue may be left as they are. There is no need to
complete any of this information for Music, Rock & Pop or Drama exams.

Revision: 0818