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Prefer watching? Here's a short video showing how to use the Learners section.

Overview

The Learners page shows a summary of all your learners, and any learners you've been given permission to view. To get here, select Learners on the side bar.

The learners grid lists all the learners you're responsible for.

You can see a maximum of ten learners per screen. To navigate the list, you can:

• use the pagination controls at the bottom of the screen
• use sorting
• use the searching and filtering functionality

Selecting a learner's name from this screen takes you to the learner's dashboard.

Grid overview

The learner list shows information about all the learners you're responsible for, arranged in columns. You can sort by some columns by selecting the column headers.

Programme start date and programme end date

These columns show the start date and end date of the programme.

Employer

This column shows the name of the learner's employer. If you have permission, you can select the employer name to see the organisation profile page.

Programme status

This column shows the learner's current programme status.

Learning plan progress

This column shows an infographic of the learning plan progress, as a percentage complete. The horizontal red line shows progress made. The vertical line shows the target progress. The number on the right shows the progress made — in this example, 10% of the learning plan is complete.

Use the infographic to see whether the learner is on track with their learning plan. Hover over it to see more detail.

RAG status

This column shows the learner's current RAG status, set through the review process. During a review, tutors can rate the learner's progress as red, amber or green.

Once a review is completed and a RAG status is set, this field updates. The learner, tutor and employer can all see the RAG status on the review and on the dashboard.

View

Use the dropdown on the View column to jump to specific details for a learner, such as:

• Learning plan – view the learner's learning plan
• Dashboard – view the learner's dashboard
• Tasks – view and manage tasks for the learner
• Messages – view, send and receive messages with the learner
• Documents – view documents relevant to the learner
• Reviews – view learner reviews
• Skills radar – view the learner's skills radar

Sorting

You can sort learners by Learner/Programme, Employer and Programme status. Select Learner/Programme, Employer or Programme status in the header row of the learner list grid to sort by that column.

Sorting by the Learner/Programme column sorts learners by surname.

Searching and filtering

To narrow down your learner list, use the search box and the quick filters at the top of the learner list.

Applying a quick filter refreshes the learners grid to show only the learners relevant to the selected filter.

Trainee tutor feedback required

The Trainee tutor feedback required quick filter draws the attention of assessors and trainee assessors to learning plan evidence that's pending assessment or validation.

This filter is only visible to tutors with the following roles:

• Trainee Assessor
• Assessor

Trainee Assessors see learners with evidence pending initial assessment.
Assessors see learners with evidence assessed by Trainee Assessors and pending validation from experienced tutors.

User Group access restrictions and the selected view (My Learners / Secondary Learners / All Learners) also apply to the resulting list.

Trainee Assessor role

If a tutor has the Trainee Assessor role, the learner grid shows all learners who:

• have the learning plan enabled in their current programme, and
• have at least one active component (not soft-deleted) with Evidence Submitted status.

Assessor role

If a tutor has the Assessor role, the learner grid shows all learners who:

• have the learning plan enabled in their current programme, and
• have at least one active component (not soft-deleted) with Evidence Submitted status, and
• within these components, have active evidence (not soft-deleted) with Trainee Accepted or Trainee Referred status.

Advanced filters

As well as the quick filters, you can apply advanced filters for more comprehensive filtering: programme, groups, employer, manager, primary tutor, status, start date, practical period date, and end date. Select Filters at the top left of the learner list to use them.

Troubleshooting tips

Contents

1. Is the programme end date in the learner's grid the practical period end date or the apprenticeship end date?
2. Why can a tutor see all learners, even those not assigned to them?
3. How is the learning plan progress bar on the learners grid calculated using OData fields?
4. Why can't I filter for a specific programme in the Aptem console?

Is the programme end date shown in the learner's grid the practical period end date or the apprenticeship end date?

The programme end date in the learner's grid is the practical period end date.

Both the practical period end date and the apprenticeship end date are visible on the learner dashboard.

Why can a tutor see all learners, even those not assigned to them?

A tutor can see all learners for the groups they're assigned to if they have the "Tutor Console – View all in assigned groups" permission.

They can filter between 'All learners', 'My learners' and 'Secondary learners' using the filters in the Aptem console.

To restrict the learners a tutor can see, remove them from any groups they don't need access to.

How is the learning plan progress bar on the learners grid calculated using OData fields?

The learning plan progress bar is based on a few OData fields. The two metrics are:

• Current = completed components ÷ total components × 100
• Target = expected completed components ÷ total components × 100

Where:

• Completed components = userLearningPlanSummary_CompletedComponentsCount — all non-deleted components with a status of "Completed".
• Expected completed components = userLearningPlanSummary_ExpectedLearningPlanProgress — all non-deleted components with a Complete by date on or before the current date and time.
• Total components = userLearningPlanSummary_ComponentsCount — all non-deleted components.

Why can't I filter for a specific programme in the Aptem console?

The learner filter in the Aptem console only filters for programmes with active enrolled learners. Once you've enrolled a user, the programme should appear in the filter.