COVID-19 CAMPUS UPDATE

We have put together a playlist of helpful video guides to help you get started on your blended learning journey. Please make sure to take a look:  

https://www.youtube.com/playlist?list=PLUVXqS_S-92mDhjMOe8K8tdhS9YHon6RY

 

UPDATE (25 November):

11 local authority areas moved into Level 4 of Scotland’s Strategic Framework from Friday 20 November. This includes our Ayr and Kilmarnock campuses. Kilwinning campus and Nethermains will remain in Level 3.

Colleges have been provided with updated guidance from Scottish Government and some more learning and teaching will be moving online in Level 3 and Level 4.

Staff from your course teams will let you know if there is to be a change to your current timetable.

If you are required to attend your timetabled class on campus, you can continue to do so as travel to college is still allowed for this reason under Levels 3 and 4.

You should only be on campus for your timetabled classes or if you have an appointment with Student Services, Student Funding, Inclusive Learning or the ICT helpdesk. The LRC is open from 9-12 & 1-4 each day for you to collect or return books and equipment, or to use a PC. You should only come to the LRC when you are timetabled to be on campus.

To book a PC, please email the LRC:
lrc_ayr@ayrshire.ac.uk
lrc_kilmarnock@ayrshire.ac.uk
lrc_kilwinning@ayrshire.ac.uk

Visitors, we look forward to being able to welcome all visitors back to our campuses. However, at this time as we continue with our phased return arrangements, we need to ensure that only those visitors who have agreed appointments can access our buildings. Your co-operation with these arrangements is appreciated.

To stay safe and protect others and minimise the opportunity for the virus to spread, you must adhere to public health measures including observing physical distancing requirements and one way systems, maintain good hand hygiene, wear face coverings in communal areas of the College and wear appropriate personal protective equipment (PPE) where instructed.

If you are ill, self-isolating or under an obligation to quarantine after travelling from a non-exempt country, you must stay at home and actively engage with Test and Protect.

You must follow the Scottish Government’s FACTS advice at all times:
- Face coverings in enclosed spaces
- Avoid crowded places
- Clean your hands and surfaces regularly
- Two metre physical distancing
- Self-isolate and book a test if you develop coronavirus symptoms.

All you need to know for 2020/21

We hope you are enjoying the first few weeks at Ayrshire College. Here you should find all the information you will need during these first few weeks of your 2020/21 course. If you need further information that is not listed here, you can email enquiries@ayrshire.ac.uk and we will direct your question to the most relevant staff member.


WHAT IS 'BLENDED LEARNING'?

Blended learning involves undertaking some of your studies remotely via various digital platforms. This means that you may take part in online tutorials, study groups and projects at home. We’ll be able to provide you with more information as we work through our plans. 

When you are scheduled to attend College for face-to-face teaching, you will be timetabled in one room, where possible. Classrooms will have a staggered start, break and finish time  to ensure a safe number of students and staff are present in any given area. Classes may be on a rotational basis depending on the class size and the delivery model particular to the subject area. When not in College, you will work remotely accessing blended learning resources.

Watch our Online Learning Video for more information 

HOW DO I GO ABOUT STUDYING AT HOME?

Our Virtual Learning Environment – My Learning – is the place where you will access your course online. This is where you will participate in online learning activities such as assessments, quizzes, etc. This will be linked in with Microsoft Teams so that you can communicate with your lecturer and classmates and find out all the information about your course through one digital platform.

Watch this video for help with logging in to Ayrshire College for the first time.

I AM HAVING TROUBLE WITH MY COLLEGE PASSWORD

Ayrshire College Password Hotline is available from 9am-2pm each day, call 01563 548046. Please note this is for password enquiries only, for any other LRC enquiries, please contact us by email:

lrc_ayr@ayrshire.ac.uk
lrc_kilmarnock@ayrshire.ac.uk
lrc_kilwinning@ayrshire.ac.uk


Watch this video for help on changing your password

CAN I POP INTO THE COLLEGE ANYTIME I LIKE?

Our College campuses have reopened with a phased approach to minimise the number of students, staff and visitors on campus. If you are studying with us this year you will be given a timetable showing when and where your scheduled classes will take place. You should only be on campus for your timetabled classes or if you have an appointment with Student Services, Student Funding, Inclusive Learning or the ICT helpdesk, or to collect or return library books or equipment in the LRC. There is currently no drop in access to PCs or laptops in the LRC.
 

HOW DO I STAY SAFE ON CAMPUS?

These videos demonstrate how staff, students and visitors can safely access our Ayr, Kilmarnock and Kilwinning campus, and maintain social distancing while moving around the buildings.

Ayr Campus Video

Kilmarnock Campus Video 

Kilwinning Campus Video 

To stay safe and protect others and minimise the opportunity for the virus to spread, you must adhere to public health measures including observing physical distancing requirements and one way systems, maintain good hand hygiene, wear face coverings in communal areas of the College and wear appropriate personal protective equipment (PPE) where instructed.

If you are ill, self-isolating or under an obligation to quarantine after travelling from a non-exempt country, you must stay at home and actively engage with Test and Protect.

You must follow the Scottish Government’s FACTS advice at all times:

  • face coverings in enclosed spaces
  • avoid crowded places
  • clean your hands and surfaces regularly
  • 2m physical distancing
  • self-isolate and book a test if you develop coronavirus symptoms.

 

WILL I NEED TO WEAR A FACE COVERING ON CAMPUS?

Face coverings are mandatory within public areas of our campuses. You must wear a face covering when entering the building and while moving around the campus, until you get to your classroom/office. This applies to every student, staff member and visitor, except where an exemption applies. Remember to wear them as you leave your class too.


WILL I NEED TO WEAR A FACE COVERING IN CLASS?

Face coverings should be worn within public areas such as corridors, stairways and the LRC. Face covering will only need to be worn in classrooms during times where social distancing is difficult to maintain or where you may be required to be in close contact for an extended period of time. Your lecturer will be able to advise you if a face covering is recommended for your class.


WHAT COUNTS AS A FACECOVERING?

A face-covering is a covering of any type (except a face shield) that MUST cover the mouth and nose. It should be made of cloth or another textile and should be two, preferably three layers thick, and through which you can breathe. You can purchase them at many local shops such as chemists and supermarkets. Religious face coverings that cover the mouth and the nose count as face coverings for these purposes.

Transparent face coverings, i.e. face shields can be worn to assist communication for those who rely on lip-reading and facial expressions, however, these are not as effective for reducing transmission as a full face covering.  


I CAN’T WEAR A FACECOVERING DUE TO MEDICAL REASONS, WHAT SHOULD I DO?

If you are medically exempt from wearing a face covering, please contact our Inclusive Learning team on inclusivelearning@ayrshire.ac.uk  and they will supply you with a lanyard, wristband or badge which will allow people on campus to understand why you are not wearing a face covering.


HOW DOES THE TRACE AND PROTECT WORK IN THE COLLEGE?

You do not need to sign in when you arrive in College. Your lecturer will complete a register confirming your attendance. This is what we will use to determine which students are in at any one time. Should there be an outbreak of COVID then we can pass the relevant information on to Public Health.

Visitors should only attend if you have a pre-arranged appointment.  On your arrival please, if you are able to, wear a face covering, enter via the door marked entrance and use the sanitising stations.  Please make your way to reception where your details will be noted on our visitors sheet for the purposes of an emergency evacuation, but also test and protect.

 

WHAT DO I DO IF I HAVE SYMPTOMS OF COVID?

Stay at home – Do not come into College. Go onto NHS Inform website and arrange to be tested.

If you develop symptoms on campus, then inform your lecturer and you will be immediately sent home, told to isolate, and you should arrange a test with NHS Inform.

If you are unable to travel home on your own, then you will be asked to remain in an isolation room until someone comes to collect you.

The following rooms are allocated as Campus isolation rooms:

Ayr – G67 (next to Estates entrance door)

Kilmarnock – Wellbeing Room, Health and Wellbeing Centre

Kilwinning – G13

Nethermains – Shower room

Irvine Royal – Use school isolation room

Specific arrangements will be made for those areas where students carry out activity off-campus.

Please ask whoever comes to pick you up, to arrive at reception. A member of the Estates staff will accompany them to the campus isolation room.  You must leave the building via the nearest available exit.

As soon as you have the result of your Covid test let us know.

Scotland’s most senior clinicians have written a joint open letter to college and university students with advice on what to do if they develop cold or flu-like symptoms during the coronavirus (COVID-19) pandemic. You can read this letter here.

 

WHO DO I TELL IF I HAVE A POSITIVE COVID TEST?

If you are a full-time student – contact your Curriculum Admin to let them know. They will pass on this information to your lecturers, our health and safety contact, and Student Services, who will contact you to see if you need any support.

Find out the contact details of your curriculum admins here:

https://www1.ayrshire.ac.uk/students/student-support/need-to-self-isolate/

If you are a school pupil you need to tell your School/College Officer.

Find out the contact details of your School/College Officer here:

https://www1.ayrshire.ac.uk/students/student-support/need-to-self-isolate/

If you are a part-time/evening class student either contact the contact the Curriculum administrator from your curriculum team

https://www1.ayrshire.ac.uk/students/student-support/need-to-self-isolate/

Or if you are doing a course through the Business Growth team

businessgrowth@ayrshire.ac.uk

If you are an apprentice contact the Educations Contracts team

educationcontracts@ayrshire.ac.uk

 

IF I AM TOLD TO SELF ISOLATE – WHAT DO I DO?

If you are required to self-isolate because you have been in contact with someone that has COVID-19, or you yourself might have COVID-19, you should contact your curriculum administrator indicating this to be the situation.

You can find their contact details here:

https://www1.ayrshire.ac.uk/students/student-support/need-to-self-isolate/

During this time the college can treat your absence in two ways.

If you are self-isolating and have no symptoms and/or you have mild COVID symptoms then we would not wish you to attend actual classes in the College, but would still expect that you maintain your online class participation and engagement. If you do this, your bursary, childcare and discretionary funding will not be affected. During this time we will record you as not physically being in class but attending your classes by other means.

If you have COVID-19 symptoms that means you are too unwell to even participate and engage with an online class, then we will record your absence as being a medical absence. If you do this, your bursary, childcare and discretionary funding will not be affected.

It is important that when you contact your curriculum contact you indicate if you are likely to be able to maintain some level of engagement in you course (1) or if you are requiring a period of medical absence (2). Students are allocated an allowance of 10 medical absences per academic year and 3 self-certificates per semester.

The purpose of these are to support students who continue to engage and progress throughout the whole academic year even when they are unable to participate. Please use these wisely otherwise your funding payments may stop.

 

CAN I COME TO THE LRC TO STUDY OR PICK UP A LIBRARY BOOK?

Due to Covid-19 restrictions, staff and students will access our resources and support mostly online this year.

Resources

Online Resources

We have significantly expanded our online resources to support blended learning, including providing as many of our book titles as possible as ebooks. Staff and students can access all of our online resources through the LRC Moodle page.

Books

From 22nd September, the LRC will be open from 10am – 2pm each day to provide a book borrowing service. Books must be reserved in advance through the Online Library Catalogue (also available through our Moodle page). To reserve a book, staff and students must log in to the library catalogue using your usual College details. We will then be in touch  by text to advise when your book can be collected. Books can be returned at any time to the drop boxes outside the LRC.

The LRC will only be available for this service. Students will not be able to access PCs or study areas.
 

Support

Workshops

The LRC will be providing all our workshops online via Teams.

We will also be running regular online drop-in workshops covering various topics. We will be emailing a schedule of these to all staff and students and advertising them on social media.

Watch this video for help with logging in to Ayrshire College for the first time.
Watch this video for help on changing your password.

1-2-1 Support

The LRC will also be available to support individual students. We can help students with IT, research and referencing. This will be done via Teams, with additional support available for students who need help to get online initially.

Students can get in touch with the LRC to arrange support.

You can find helpful guides to our ICT support here: https://www1.ayrshire.ac.uk/students/student-support/ict/ict-guides

HOW DO I GET MY STUDENT CARD?

Students will not have their photos taken or collect their cards in person this year. We have emailed new students to ask them to upload their own photo, and we can use the photos we have on file for returning students. We will then pass these to curriculum to distribute to each class. We plan for this to happen week beginning 19 October. We are also aware that some classes do not attend campus and are solely online, we are currently working out a way to get these cards distributed to these students as well.

If any new students have not received an email about uploading a picture then they can email matriculation@ayrshire.ac.uk and we can upload it manually. If any returning students have not received info about uploading a photo then this is normal as we would automatically use your photo from last year.
 

Enquiries & Getting in Touch

Contact your campus LRC via email:

lrc_ayr@ayrshire.ac.uk

lrc_kilmarnock@ayrshire.ac.uk

lrc_kilwinning@ayrshire.ac.uk


WHEN CAN I APPLY FOR FUNDING?

You will be able to apply for funding as soon as you are offered a place on your chosen course.  If your course is a Further Education course then you will be automatically sent an invite to your registered email address from the Funding Team with instructions on how to apply as soon as your offer has been processed. 

If you are studying at Higher Education level (HNC or HND) then you must apply to the Student Awards Agency for Scotland at www.saas.gov.uk.  Both Further and Higher Education applications must be done online.

 

What if I don’t have access to a computer to complete my application?

If your course is a Further Education Course then the Funding Team can help you do this remotely.  Please email the Student Funding team at the relevant campus and request a phone call and a member of staff will talk you through the application from.

Ayr Campus:

studentfunding_ayr@ayrshire.ac.uk    

Kilmarnock Campus:

studentfunding_kilmarnock@ayrshire.ac.uk   

Kilwinning/Irvine Campus:

studentfunding_kilwinning@ayrshire.ac.uk  

How do i apply for HNC/HND Student funding?

If your course is a Higher Education course (HNC or HND) then the Student Services team can help you do this remotely. Please email the Student Services team and request a phone call and a member of staff will talk you through the application from.

Student Services:  studentservices@ayrshire.ac.uk    

 

How do I submit my documents?

The Funding Team are no longer taking hard copies of your documents therefore you will need to provide these electronically. There are different ways that this can be done:

Your College online funding application allows you to upload your documents straight into your account. On the ‘Home’ page of your funding application there will be a tab to ‘Upload Documents’, select this function and you will have the option to upload the document to the relevant section of your checklist (e.g. Upload your birth certificate/valid passport to ID Documents). This will then be checked by Student Funding staff. If your document has been rejected, for example, passport is out of date, we will send you an email explaining what has been rejected and the reason it has been rejected.

Alternatively, you can email photos of your documents straight to the team using one of the funding email addresses.

 

What happens if I can’t upload or email my document?

Please do not send these by post as the Funding Team are unable to process these while working remotely.  Please email Student Funding staff at the campus you are attending and let them know.

 

When will I know if my application has been successful?

The Funding Team are currently preparing complete applications for calculation and started making awards in August. You will be notified at the initial assessment stage if you are not eligible for student support funding and whether you have the right to appeal.  We will email you an appeal form, if eligible, which will need to be completed and returned by email to the appropriate campus. If you need assistance in completing the appeals form, you can email our Student Services team who can assist you with this.

studentservices@ayrshire.ac.uk

 

HOW DO I KNOW YOU HAVE EVERYTHING TO MAKE AN ASSESSMENT?

You can access your funding application at any time with the email address and password you set it up with.  You will be able to check if there is anything outstanding on your checklist.  Outstanding documentation will be highlighted with a red cross.  We will also send automated reminders to your registered email address every fortnight requesting the outstanding documentation.  Please ensure that you update Student Funding with any changes to your email address.

If there are documents that are marked grey, we no longer require this.  If the documents are marked green it means we have this document and you do not need to provide any further evidence for this category.

If your application states ‘Documents Requested’ but all documents are marked off this means that Student Funding staff have still to review your documents and application.  

If your application states ‘Documents Requested’ but there are documents that have not been marked off then this means that Student Funding staff cannot move your application forward until you submit the requested information.  

If your application states ‘Documents Requested’ but there are documents that have not been marked off but you know you have submitted these then please allow 5 working days  for these to be matched with your application and reviewed.

If your application states ‘Admin Checked’ this means that your application and documents have been looked at and you will be in the queue to be calculated to receive your award letter.

 

I’m a continuing student, do I need to submit all my documents again to be assessed? 

Only continuing students who received funding in 2019-20 will not need to resubmit proof of ID as we can take this from your current file. All other documents will be required as we assess your application on your current personal and financial circumstances.

 

I’m a continuing student who is Care Experienced and received funding in 2019-20.  Do I need to evidence this again? 

Only continuing students who received funding in 2019-20 will not need to resubmit proof of ID as we can take this from your current file.  All other documents will be required as we assess your application on your current personal and financial circumstances.

 

WHEN WILL I EXPECT TO RECEIVE MY AWARD LETTER?

If your application is ‘Admin Checked’ we will be sending details of your award to you shortly. Your award letter will be sent electronically to your registered email account along with your acceptance. Acceptances are now done through a confirmation email and you must reply to this before payments will start. Remember you must return this form using your registered email account that we hold on record.

 

What if I forget my password to log in to the funding application?

Remember this is not your college application and it will be the details you had set up for your funding application.  If you are a continuing student it will be the same details you had set up for the previous year.

If you have forgotten your password for the funding application you can select the ‘Forgot your Password’ link on the main page of the application. You will then enter your email address, click submit and an email will be sent to you containing a temporary password. 

Go back to the login page and enter your email and copy and paste this password to gain access. Do not type this password into the application as it will not recognise it. You can then change your password within the ‘My Account’ section to something more memorable.

 

when should I expect to receive payment of funding?

If you have received your award letter double check it to make sure your payments are not on hold (e.g. for proof of income etc.).  You must have returned any appropriate documentation, where applicable and your acceptance to student funding prior to the payment date – this is normally the Friday before the payment date.  Your award letter will detail when you will expect to receive your payment and how much you should expect to receive.  We also advertise our payment dates for each fund online and you can access these via the following web address:

https://www1.ayrshire.ac.uk/students/funding-and-fees/funding/student-engagement-and-payment-1/

You must also have completed the enrolment process and be a “Live and Current” student within our College systems.

 

will my attendance/engagement on my course affect my payments?

It may. Payments will be automatically withheld for periods where you do not have 100% attendance, engagement, progress and conduct as deemed by the college. You can view the attendance periods we will monitor for each payment on the appropriate payment schedule which are advertised both on the college website within the funding section and through your MyDay app. 

Students will have access to their own attendance record via https://ayrshire.myday.cloud/dashboard/student.  Please down load the MyDay app for your phone.  You can submit your self-certificates here if you have not been in attendance.  Students are allowed a maximum of 3 self-certificates per semester. This must be done prior to the published cut-off dates.

If you are struggling with any aspect of your course then please speak to a member of Student Services or your course lecturers who will be able to offer advice and support.

 

How do I contact the funding team if I need to speak to someone?

If you need to speak to a Student Funding Assistant then in the first instance you should email the team with your enquiry.  A member of staff will then give you a call if your enquiry cannot be answered via email so please provide the contact number you would prefer we use to get in touch.

You can also phone us 01563 495033

Course FEES and payment

If your enquiry is regarding fees or payment for your course you would contact our Finance team.  They can be contacted via email at coursefees@ayrshire.ac.uk

 

I need help paying my rent or are in financial hardship – discretionary funding

The Funding team have Discretionary Funding that you can apply.  Only those who can prove they are in financial hardship will be considered as our funds are cash limited.  Students who are single, paying full rent and only have student income are a priority access to this funding.

Other financial hardship will also be considered subject to funds available.

Contact Student Funding by email and request an application form to be sent. 

Forms are now completed electronically and should be emailed back to student funding.  DO NOT PRINT as we will not accept paper copies.

Full details and instructions are given on the form so please read.

 

I need help with childcare costs

The Funding team have Childcare funds that you can apply to.  Funds are income assessed and we pay a maximum of £5 per hour per child.  We will take into consideration any alternative funding you may receive to support the cost of childcare including Child Tax Credit (Childcare element) and Local Government funding.

If you are a Further Education students studying below level 7 then you apply through your CAMS account.

If you are a HNC/HND student (level 7/8) then please contact the funding team who will send you a form.

Forms are now completed electronically and should be emailed back to student funding.  DO NOT PRINT as we will not accept paper copies.

Full details and instructions are given on the form so please read.

 

I didn’t receive an invoice pack with my childcare award

We have changed the way we issue our childcare invoice packs.  Invoices will now be sent directly to your childcare provider via email on a monthly basis for each relevant payment period.  Your childcare provider will then simply complete electronically and email the completed form back to funding.

 

WILL THE REFECTORY OF COFFEE SHOPS BE OPEN?

There will be no refectory or coffee shops open until  further notice

Please bring a packed lunch with you.

There are vending machines on each campus where you can buy drinks and snacks. This year we will be introducing new vending machines that provide you with a range of fresh sandwiches and wraps, throughout the day.

 

CAN I USE THE DRINKING FOUNTAINS?

Students will have access to fresh drinking water but must use their own bottle. Water fountains will be on a strict cup/bottle only usage with signage applied within the vicinity advising that it is strictly prohibited to drink directly from the fountain/tap and that hands must be sanitised before and after use.

 

HOW DO I ACCESS INFORMATION ABOUT MY COURSE AND THE COLLEGE?

There are several ways for you to access information:

  1. My Ayrshire College - this is an app designed for our students and you can personalise it with the information you need access to the most. Download it from the apple Store or Google Play from 22 September
  2. Website - there is a menu for STUDENTS which has lots of information to help you get the best out of your time at the College.
  3. Check your College email account as this is the place where we communicate information to all our students
  4. Facebook group – some courses have set up a class Facebook group
  5. College social media – follow us on Facebook, Twitter, Instagram or LinkedIn for news, campaigns, events and special announcements.
  6. Digital signage – we have screens around the College – keep checking these for information aimed at students.

I’m not a student – can i still come into the campuses?

We look forward to being able to welcome all visitors back to our campuses. However, at this time as we continue with our phased return arrangements, we need to ensure that only those visitors who have agreed appointments can access our buildings. Your cooperation with these arrangements is appreciated.

 

I STILL HAVE A QUESTION. WHO DO I CONTACT?

If you do not know who is best to answer your question, please send an email to enquiries@ayrshire.ac.uk and we will direct this to the most relevant team member.

If you do know who is best to answer your question, then please direct it to one of the following email addresses:

StudentFunding: studentfunding_ayr@ayrshire.ac.uk / studentfunding_kilmarnock@ayrshire.ac.uk / studentfunding_kilwinning@ayrshire.ac.uk

You can also phone us 01563 495033

Student Services: studentservices@ayrshire.ac.uk

Inclusive Learning: inclusivelearning@ayrshire.ac.uk

ICT: ictsupport@ayrshire.ac.uk

Learning Resource Centre (LRC): lrc_ayr@ayrshire.ac.uk / lrc_kilmarnock@ayrshire.ac.uk / lrc_kilwinning@ayrshire.ac.uk

MyLearning: moodle@ayrshire.ac.uk

Business Development (for Commercial or Flexible Workforce Development Fund enquiries): businessdevelopment@ayrshire.ac.uk

Student Association: charlotte.mitchell@ayrshire.ac.uk

Alcohol & Drug Liaison Officer: anne.kennedy@ayrshire.ac.uk

Any Ayrshire College lecturer: firstname.surname@ayrshire.ac.uk

 

External Room Bookings

Due to the current situation with Covid-19 and in line with government guidelines to re-open our college to students and staff, it is with regret that we are unable to take any room bookings from external customers or stakeholders in the near future.

I am sure you will understand that the spaces in the college will have to be utilised by our staff and students to ensure a safe environment for them to work and study

Your understanding of this situation is greatly appreciated.

Please check our website for updates and more information as to when we will be able to offer external room bookings.

Information for Employers

External Room Bookings

Due to the current situation with Covid-19 and in line with government guidelines to re-open our college to students and staff, it is with regret that we are unable to take any room bookings from external customers or stakeholders in the near future.

I am sure you will understand that the spaces in the college will have to be utilised by our staff and students to ensure a safe environment for them to work and study

Your understanding of this situation is greatly appreciated.

Please check our website for updates and more information as to when we will be able to offer external room bookings.

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