Overview
In the December release, we are continuing the series of improvements to our review functionality. In this release, we introduce the ability for learners and employers to contribute to the reviews in advance of a meeting.
Manage which roles can view/edit a review section
As a programme manager, you can restrict the visibility/editability of sections of a review to a specific user type. This ensures that only the relevant information/options are visible to the given user.
Review type Settings
For each review type, you can set the following additional controls:
- Allow editing prior to reviews
- Send notification to Learner when available for editing
- Send notification to Employer when available for editing
In the Allow editing prior to reviews? field, you can specify a positive integer, for example: 7. The review can be edited 7 days prior to the scheduled date.
The Send notification to Employer when available for editing checkbox is editable only when a value exists in the Allow editing prior to reviews? field, and where the review is set to be visible to the employer.
The Send notification to Learner when available for editing checkbox is editable only when a value exists in the Allow editing prior to reviews? field, and where the review is set to be visible to the participant/learner.
Review section Settings
For each review section, you can click the "advanced details/settings" cog and set who can view/edit the review section.
A list of the user types is displayed. Against each user type, you can set one of the following options:
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Can view
-
Can edit
-
Not visible
Notes
- If the review section is read-only, for example the learning progress section, you will not see the "Can edit" option on the dropdown.
- If the review type settings are changed to not be visible to the participant, or employer, then the corresponding setting is updated to "Not visible". At a future date, you will be able to define visibility for a referrer as well.
Learner/Employer can access a review
As a Tutor, you can set a review to be accessible for a learner/employer to edit, based on the following:
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Where the current date is within the specified number* of days of the planned review date/scheduled review date, and the review has not been started, then a Start button is displayed against the review.
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Where the current date is within the specified number* of days of the planned review date/scheduled review date, and the review has been started, then a Continue button is displayed against the review.
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Where the current date is not within the specified number* of days of the planned review date/scheduled review date, and the review has not been started, then no button is displayed against the review.
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Where the current date is not within the specified number* of days of the planned review date/scheduled review date, and the review has been started, then a Continue button is displayed against the review.
- When the review has been archived, it will no longer be visible to the learner/employer.
*Specified number refers to the number specified in the Allow editing prior to reviews? field.
Learner/Employer can view/edit review sections
As a Tutor, you can set certain aspects of reviews to be self-service for a learner and/or employer. This enables tutors to focus on learner progress rather than form-filling.
Based upon the settings in the Manage which roles can view/edit a review section, the system allows the logged in user to view/edit a review section.
- For review sections that the learner/employer has permission to edit, the learner/employer can mark them as "Complete".
- The review sections that have auto-complete functionality will be marked as "Complete" when they have been completed by the learner/employer.
- The learner/employer can view and click the "Save and close" button on the review. The Finish button will only be available to the tutor.
Notification when a review is available for a learner/employer to contribute to
Learners/Employers will receive a notification informing them when a review is available for them to contribute to. This enables them to complete the pre-work in advance of the review.
The notification includes the following information:
- Title: Review Ready for Contribution
- Description: The upcoming review for [Learner name] is now available for your contribution: [Name of Review]. The name of the review field is a clickable field that links to the review in console.
- Review date: Date of task (in case the review is scheduled) or Planned date (if the review is not scheduled).
- Time: [Start time of associated task] - [End time of associated task]. The Time label is not shown if the review has not been scheduled. In cases of an all-day task/review, the Time field reads "All day".
Notes
- The notification is sent a specified number* of days prior to the planned review date/scheduled review date. The specified number refers to the number specified in the Allow editing prior to reviews? field.
- In cases where the "Complete by" field is not set to any date, then no notification is sent to the learner/employer.
Important considerations
Please note the following limitations:
- This functionality is currently supported for learners and employers. At a future date, it will be extended to referrers.
- Setting a review section to "Not visible" will apply in the user interface and the generated PDF review document.
- It is advisable where signatures are being captured that all sections are set to visible to maintain compliance and all parties are signing the same document.