Overview
As an Administrator with the Manage Registration & Certification role, you can access the Registration and Certification grid and manage the registration and certification of qualifications.
The Qualifications grid
Click Registration and Certification on the left navigation bar. You can see this option when you have the Manage Registration & Certification role.
The Registration and Certification screen is displayed. Navigate to Qualifications.
The qualifications grid showing details of the qualifications is displayed. This information is arranged in the following columns:
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Learner/Programme
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ULN
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Qualification Name/Awarding Organisation
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Qualification Number
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Status
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Registration Date/Number
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Achieved Date
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Certificate Claimed Date
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Certificate Received Date
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Certificate Sent/Postal Tracking Ref
You can see a maximum of 10 records per screen. To navigate through the list of records, you can:
- use the pagination controls at the bottom of the screen
- use sorting
- use the searching and filtering functionality
Sorting
The grid is ordered by the Qualification Name column by default. To sort the records, click on the header row of any of the following columns: Learner/Programme, Qualification name, Qualification number, Status, Registration Date/Number, Achieved Date, Certificate Claimed Date, Certificate Received Date.
Sorting by clicking the Learner/Programme column will sort learners by their last name.
Searching and filtering
Search
You can use the search functionality to narrow down the list of qualifications. Using the search box, you can search by:
- Learner name
- ULN
- Qualification number
- Postal tracking reference
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Filter by learner ownership
You can filter by learner ownership. You can choose from the following:
- My leaners: Shows the qualifications for learners for whom you are the designated Tutor.
- Secondary learners: Shows the qualifications for learners for whom you are an activity owner. You must be the activity owner for at least one activity in the learner`s learning plan in order for the learner to appear in this list.
- All learners: Shows the qualifications for all learners that you have access to in the group structure. This option will only show if you have permission to view all learners within the group.
You can use the advanced filtering options to filter by a variety of criteria. To use advanced, filtering, click Filters on the top of the list of records.
The Advanced filters are displayed in a side bar on the right of your screen.
Advanced Filters
On the Filters sidebar, you can see the following filters:
Filter by Awarding Organisation
You can filter the records by awarding organisation. You can select one or multiple entries from the dropdown.
Filter by Qualification Status
You can filter the records by qualification status. You can select one or multiple entries from the dropdown.
Filter by Groups
You can filter by the groups that you have been given access to by your organisation. If you have a multiple group hierarchy in your organisation, you can navigate through the levels and select the group you want to filter by.
Filter by Primary tutor
You can select one or more primary tutors. Use the Multi-select drop-down with search filter functionality to locate the primary tutors.
Filter by Programme
You can filter the qualifications by programme. You can select one or multiple entries from the dropdown.
Filter by Sub-programme
You can filter the records by sub-programme. You can select one or multiple entries from the dropdown.
Filter by Status
You can filter participants using one or more of the following status:
- Onboarding
- Ready to enrol
- On Probation
- Active
- Non Starter
- Under Review
- On Maternity break
- On Illness break
- On other break
- Entered EPA
- Completed
- Withdrawn w/o funding
- Early leaver (funded)
- Not eligible
- Imported
Filter by Employer
You can filter the list to a specific employer. You can select one or multiple entries from the dropdown.
Filter by Employer Group
You can select one or multiple entries from the muti-select tree showing all Employer groups that you have access to.
Filter by Qualification Name
You can filter the records by qualification name. You can select one or multiple entries from the dropdown.
Filter by Registration date, Achieved date
You can filter by the Registration date, and/or the Achieved date.
Filter by Certificate received date, Certificate sent date
You can filter by the Certificate received date and/or the Certificate sent date.
Filter by Date
You can search by the start date, the practical period date, or the end date.
If you make a selection, you will be prompted to specify the date range.
Click Done to apply the selected filters. The grid will be refreshed, to show a list of records based on the filters. You can remove individual filters, or you can reset all the filters to revert to your original view.
Add a Qualification
As a Tutor, you can record the details of a qualification, so that you can track a qualifications registration and certification information where it has not been added as part of a programme template (which is the recommended method).
To add a qualification using the Qualifications grid, click +Add Qualification on the top right of your screen.
The Add Qualification screen is displayed. Enter the name of the learner - you can use the learner lookup feature to locate your learner.
Then, specify the Qualification number. You can select the qualification number from the programme template, or you can enter it manually. If you choose to select the qualification number from the programme template, you must then select the qualification reference number from the dropdown list. The dropdown list displays the qualifications that are present in the 'Qualifications' token for the learner's current delivery Programme and sub-programme(s).
To enter the qualification reference number manually, select the relevant option and enter a valid qualification reference number in the relevant field.
Once the Qualification number is selected, the "Assessment level" field is displayed. This is a read-only field. If you chose the option to "Select from programme template", the assessment level is set based on the selection made in the Qualifications token for that qualification. If no selection had been made, this field defaults to 'Qualification Level Assessment'.
If you chose the option to "Enter Qualification Reference Number manually", this field defaults to 'Qualification Level Assessment'.
Set a Status from the dropdown list. You can choose from the following:
- Not Registered
- Registered
- Certificate Claimed
- Certificate Received
- Certificate Sent
- Exempt
- Registration Not Required
- Achieved
When you change the status, you will be presented with additional fields to complete.
If you choose a status of Registered, you must specify the registration number and the registration date.
If you choose a status of Certificate Received, you must specify the certificate claimed date, achieved date, and the certificate received date.
After you enter the details, click Save to add the qualification.
Edit a Qualification
To edit a qualification, click the options icon ⋮ on the far right, and click Edit.
The Edit Qualification screen is displayed.
Set a Status from the dropdown list. You can choose from the following:
- Not Registered
- Registered
- Certificate Claimed
- Certificate Received
- Certificate Sent
- Exempt
- Registration Not Required
- Achieved
When you change the status, you will be presented with additional fields to complete.
If you choose a status of Registered, you must specify the registration number and the registration date.
If you choose a status of Certificate Received, you must specify the certificate claimed date, achieved date, and the certificate received date.
After you enter the qualification details, click Save.
Delete a qualification
To delete a qualification, click the options icon ⋮ on the far right, and click Delete.
A warning message is displayed. Click Delete to delete the qualification.