Editing programme details (Classic)

Faraaz Mohiuddin

Updated 13 October 2021 17:08

Overview

To edit the programme details for a user that has been enrolled onto a programme, you will need to have the Edit Programme Details role. In case of programmes with an ILR record, will need to also have the "Manage ILR" role to make changes to the ILR record. In cases where the ILR has been QA verified, you will need to also have the ILR QA role to make changes to the ILR record.

This article refers to editing programme details in Aptem classic. To edit programme details using console, see: Editing programme details.

Edit a programme

To edit programme details, navigate to the Programmes section under the learner profile.

Under the Programmes section, click the Edit icon on the top-right.

The Programme Details screen is displayed. On this screen, you can add or remove sub-programmes. You can also edit the programme start and end dates and adjust the aims/qualifications.

Adding a new sub-programme after enrolment

On the Programme Details screen, click on the dropdown list beside the text: Add Sub-programme. Select from the list of sub-programmes.

Once you make a selection, the sub-programme is added to the list. Click Save to save your changes.

Notes about adding a sub-programme

The sub-programme start-date and end-date range should be within the programme start-date and end-date range. It is not possible to add a sub-programme with a start date that is earlier than the start date for the Skills Delivery programme. Similarly, it is not possible to add a sub-programme with an end date that is after the end date for the Skills Delivery programme.
When a sub-programme is added after enrolment it will show any qualifications and/or aims that will be added to the ILR and awarding qualifications section.
If the sub-programme contains qualifications and/or aims that already exist in the grid, duplication may occur. You need to manually manage issues of duplication for overlapping qualifications and/or aims.
In cases where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, the Skills Radar will show all competencies from the programmes and sub-programmes.
In cases where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, the learning plan will show a consolidated view of the learning plan components from both the programme and sub-programmes.
In cases where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, reviews available in both the learning plan and reviews list to start will include/show a consolidated view of reviews from both the programme and sub-programmes.

Editing a programme/sub-programme

Editing the start and end date of a programme

It is possible to edit the start and end date of a programme after a learner has been enrolled. On the Programme Details screen, navigate to the section with the programme start/end dates and make the changes.

In case you change the start date, the Update ILR with changes checkbox appears and is ticked by default. You cannot untick this checkbox.

In case you change the end date, the Update ILR with changes checkbox appears and is ticked by default. If you have the Edit Programme details role, you can change it. If you want this change to reflect in the ILR, you must leave it ticked.

In cases where the ILR has been QA verified, you will need to also have the ILR QA role to make changes to the ILR record.

Click Save to save the changes. Subject to the roles mentioned in the overview, if the start-date and/or end-date of a programme is changed, any aims associated with the programme will also be updated in the ILR.

Editing the start and end date of a sub-programme

It is possible to edit the start and end date of a sub-programme after a learner has been enrolled. On the Programme Details screen, navigate to the sub-programme whose dates you wish to edit, and make the changes.

In case you change the start date, the Update ILR with changes checkbox appears and is ticked by default. You cannot untick this checkbox.

In cases where the ILR has been QA verified, you will need to also have the ILR QA role to make changes to the ILR record.

Click Save to save the changes. Subject to the roles mentioned in the overview, if the start-date and/or end-date of a sub-programme is changed, any aims associated with the sub-programme will also be updated in the ILR.

Notes about programme/sub-programme dates

The sub-programme start-date and end-date range should be within the programme start-date and end-date range.
If a sub-programme start-date is the same as the programme start-date and the programme start-date is then updated, the system will set the sub-programme start-date to be the same as the new programme start-date.
If the sub-programme start-date is earlier than the programme start-date, the system will set the sub-programme start-date to be same as the programme start date.
Only those aims that were present originally will be updated as part of this process. Any aims added later on, that were not present at the time of the enrolment will not be updated in the process.

Adjusting or Deleting the Qualifications

On the Programme Details screen, you can change the exemption status of the Aims/Qualifications.

Under the Aims/Qualifications section, use the dropdown under the Exempt? column.

If there is a qualification that you wish to exempt, select Yes. Click Ok on the popup box.

If you want to delete a qualification, you can use the delete column.

Click Save to save your changes.

Important Note: Where a qualification that has a corresponding aim in the ILR record is deleted in Edit programme details, then the corresponding ILR aim record and associated fields will be deleted from the ILR record, under the following conditions:

If the ILR has not been QA verified, then the administrator must have the Manage ILR role
If the ILR has been QA verified, then the administrator must have the Manager ILR and ILR QA roles
The component aim completion status = 1
The component aim and episode status are not set to “Excluded”
Learning start and end date have not been changed since first enrolment

Where the above conditions are not true, the ILR record will not be deleted on deletion of qualification.

Deleting an existing sub-programme

On the Programme Details screen, you can see a column titled Delete under the the Sub-programme section. Use the icon under the Delete column to remove a sub-programme.

After you delete the sub-programme, it no longer appears on the list. Click Save to save your changes.

Effects of deleting a sub-programme

When a sub-programme is removed from the learner’s record, any incomplete learning plan components will be removed from the learning plan, but partially and completed components will remain to show historical results/activity. If a sub-programme is subsequently re-added for the learner, then any historic results will be shown and mapped together with components that had previously been removed when the sub-programme was deleted. Providers should check re-added components for date accuracy if time has elapsed since the sub-programme was originally removed.
When a sub-programme is removed from the learner’s record, any related competencies that were not completed/assessed will be removed from the learner’s Skills Radar. If a sub-programme is re-added for the learner, then any historic results will be shown together with any sub-programme competencies that had previously been removed when the sub-programme was deleted.
When a sub-programme is removed from the learner’s record, any related reviews that were not completed will be removed from the learner’s learning plan and they will also not be available in the list to start a review. If a sub-programme is re-added for the learner, then any historic reviews will be shown together with any sub-programme reviews that had previously been removed when the sub-programme was deleted.
When a sub-programme is removed, this does not remove the associated ILR aim. If you wish to delete the ILR aim, you must remove it manually, or do it by removing the qualification.