Tpg instructions for scanning receipts

1. I only created course runs but did not create sessions to capture my trainees’ attendance in Training Partners Gateway (TPGateway). How can I rectify this?

You may create course run sessions via TPGateway interface or the upload function:

Type of Session	Create via Interface	Create via Upload Function
Session(s) have not started	Yes	Yes
Sessions(s) have ended*	No	Yes

Note: When creating course run sessions, please ensure that the following fields under “Course Run Information” for the course run sessions are the same, to avoid inadvertently creating the course run sessions under a different course run:

Course Reference Number
Course Run Course Start Date
Course Run Course End Date
Course Run Mode of Training
Course Run Venue – Postal Code
Course Run Venue – Floor Number
Course Run Venue – Room
Course Run Venue – Unit Number

If any of the above field(s) under “Course Run Information” is changed, a new Course Run ID will be created, instead of adding session(s) to an existing Course Run ID.

*For backdated course runs and sessions that have ended, please do so within the respective submission deadlines for Enrolment, Assessment and Attendance, otherwise no funding will be accorded to the affected trainees. Please refer to the respective FAQ sections for more information.

Backdated course runs and course run sessions can only be created via the “Upload Course Runs” function using the Excel Template. You may refer to the Course Runs Self-Help Guide or the video here for more information.

2. How many sessions should I create for my course runs?

You should create sessions that correspond to the course run start and end dates for the course run. Further, a session should be created for each Mode of Training (MoT).

For blended learning programme (e.g. classroom training component and asynchronous e-learning component), separate sessions should be created for each MoT.
For course runs with an assessment component, a separate session with MoT “Assessment” should be created. Trainee’s attendance has to be captured for the “Assessment” session.

Please refer to the following tables for detailed guidelines on creating sessions and attendance-taking for the various MoTs.

Create 2 sessions (1 for AM session and 1 for PM session) for each day of training and exclude lunch hours, if applicable.
Do not create sessions for days defined as breaks/holidays (more information below).
Create a separate session with MoT “Assessment” if there is an assessment to be conducted.

Trainees need only take attendance using the QR code or attendance code once for each session.
Trainees need to take attendance when attending the “Assessment” session (if applicable).

Note: Refer to Attendance FAQ, for more information on digital attendance taking.

Create 1 session for the entire course run period.
Create a separate session with MoT “Assessment” if there is an assessment to be conducted.

Trainees need to take attendance using the QR code or attendance code each time they commence OJT for the course run and input the number of training hours during attendance taking.
Trainees need to take attendance when attending the “Assessment” session (if applicable).

Create 1 session for the entire course run period*.
Create a separate session with MoT "Assessment" if there is an assessment to be conducted.

Trainees need to take attendance using the QR code or attendance code each time they log into the programme during the course run.
Trainees need to take attendance when attending the “Assessment” session (if applicable).

*The course run start date for asynchronous e-learning refers to the earliest date the trainee is able to obtain online access to the webspace or portal where the trainee is meant to have the first training session (e.g. the date on which the trainee is given the necessary online user ID and password).

If the trainee is allowed to continue accessing the training programme after the course run has ended, this is considered a separate arrangement between you and the trainee; the course run end date should not be extended due to this arrangement.

3. My trainees have to attend make-up classes and/or sit for make-up assessments. How do I administer make-up classes and assessments in Training Partners Gateway (TPGateway)?

Trainee has met attendance requirements but did not sit for assessment;
Trainee enrolled in Assessment-Only Pathway (AOP) programme

If the trainee is attending assessment from another existing course run (“make-up course run”) with “Assessment” session:

Note that course run start date of make-up course run should not be earlier than that of the initial course run start date which the trainee was enrolled in.

Do NOT submit another enrolment for the trainee or re-tag the enrolment to the make-up course run
Ensure trainee’s attendance is captured for the “Assessment” session within the attendance submission deadline for the make-up “Assessment” session
Upload trainee’s assessment record(s) within the assessment submission deadline for the make-up course run

Note that course run start date of make-up course run should not be earlier than that of the initial course run start date which the trainee was enrolled in.

Trainee has not met attendance requirements and did not sit for assessment

If the trainee is attending make-up session(s) from another existing course run (“make-up course run”):

Note that course run start date of make-up course run should not be earlier than that of the initial course run start date which the trainee was enrolled in.

Do NOT submit another enrolment for the trainee or re-tag the enrolment to the make-up course run
Ensure trainee’s attendance is captured for the session(s) including “Assessment” session (if applicable) within the attendance submission deadline for each make-up session. The attendance record(s) will be added to the attendance that was recorded in the initial course run the trainee was enrolled in
Upload trainee’s assessment record(s) within the assessment submission deadline for the make-up course run (if applicable)

Note: If there is no existing course run for trainee to attend make-up session(s) for, please create a new course run and session(s) and follow the steps listed above.

The course start and end date of the new course run should correspond with the start and end date of the make-up session(s) required from the trainee.

Trainee did not attend original course run he/she was enrolled in and requested to defer to another course run

If the trainee is attending session(s) from a deferred course run:

Note that course run start date of make-up course run should not be earlier than that of the initial course run start date which the trainee was enrolled in.

Cancel the trainee’s enrolment in the original course run
Create a new course run and session(s) (if applicable)
Submit a new enrolment for the trainee in the deferred course run
Ensure trainee’s attendance is captured for the session(s) including “Assessment” session (if applicable) within the attendance submission deadline for each session
Upload trainee’s assessment record(s) within the assessment submission deadline for the deferred course run (if applicable)

4. I have created the course runs and sessions, but I am unable to generate the attendance code and QR code for digital attendance taking. What should I do?

The attendance code and QR code will be active from 30 minutes before the session start time to 30 minutes after the session end time for digital attendance taking.

However, in the event there are technical difficulties encountered for digital attendance taking, please capture trainees’ attendance manually via the “Attendance” tile.

a. Please refer to the table below for the deadline to upload manual attendance records.

Agency

Deadline for upload

SkillsFuture Singapore (SSG)

In-house: 28 days after course run end date
Public: 14 days after course run end date

Infocomm Media Development Authority (IMDA)

Institute of Banking and Finance Singapore (IBF)

In-house: 105 days after course run end date
Public: 45 days after course run end date

Public: 30 days after course run end date

Public: 30 days after course run end date

(NCSS does not fund in-house courses)

b. You may refer to the Attendance Self-Help Guide for more information on how to upload trainees’ attendance records manually.

c. Please retain hardcopy attendance with trainees’ signatures (for classroom training) and/or system-generated logs/time-stamped photographs (for e-learning). You may be required to produce the original attendance records for verification purposes.

*MPA requires attendance to be taken twice daily for full day classroom-based courses.

**NCSS:
Attendance to be taken as such:
Half Day course – One time (AM or PM)
Full Day course – Two times (AM and PM)

Attendance to be taken during the training session.

5. What are the grants disbursement criteria?

The grants disbursement criteria are:

Course fees have been fully paid*;
Trainee met 75% attendance requirement; and
Trainee passed assessments (where applicable)
There is employer-employee relationship and CPF contribution for employer-sponsored trainees (not applicable for IBF)

*To receive funding, Training Providers to ensure that full payment has been received from the respective trainee / employer (where trainee is employer-sponsored). Refer to the table for submission deadlines.

Agency

Deadline for submission

SkillsFuture Singapore (SSG)

Within 60 calendar days from the course run end date

Infocomm Media Development Authority (IMDA)

Within 60 calendar days from the course run end date

Institute of Banking and Finance Singapore (IBF)

Within 120 calendar days from the course run end date

Within 60 calendar days from the course run end date

More information on how to manage your grants can be found here.

Training Partners Gateway

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