Verifying hours for a Placement/Workshop

Overview

Once a placement or workshop is complete, you need to verify the hours for those sessions. Once verified, the hours are pulled through to the learner's off-the-job evidence report in the compliance documents section of their profile.

Verify hours

Select the Unverified hours tile to see a full list of learners with placement or workshop hours awaiting verification. The report shows each learner's name, organisation, start date, end date, and total hours to be verified.

To remove a learner due to non-attendance, select the red cross in the Delete column. You can then add them to a future session.

Note: a placement should not be linked to more than one learning plan component at a time. Doing so can cause verified hours to generate incorrectly for one of the components, leaving it with a status of Evidence Required.

1. Select the verify checkbox alongside the learner's name.
2. Use the arrows to adjust the hours for the specific day, and add any comments in the box provided.
3. Select Save.
   
4. A confirmation message is displayed.
   
5. The verified hours update the learner's profile to reflect the hours logged.
   
6. Workshops are not designed to record absence, so there should be no discrepancy between logged and verified hours once this step is complete.
7. The learner is removed from the unverified hours report for the session you have just approved.
8. The verified hours are automatically added to the learner's off-the-job evidence report in their compliance documents section. Select Create to generate a new report, or select a previous version. Once you select Save, the learner will be prompted to digitally sign the document.
   

Common scenarios

Learner did not attend a workshop

If a learner did not attend, set the verified hours to 00:00 in the Unverified hours tile and add a non-attendance comment. This allows the component to be completed while clearly recording that the learner did not attend.

Component does not complete after hours are verified

If a placement or workshop component remains in an Evidence required status after hours have been verified, this is usually caused by the placement being linked to more than one learning plan component for the learner. When this happens, evidence is applied to the earliest linked component only; the remaining components are not updated automatically.

To resolve this:

• Add the evidence manually to the affected component.
• Accept the evidence manually.

Once done, the component status updates to Completed.