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learner management user guide

1. cccccececeeeeceeeeeeeeeeeeeeeeneeseeeesaaees 10 1 14 Yo rrole as A Su per USE ncienineriviiiiaiaiaisiesieai aires 10 1 15 Appoint new super users and users s sssssssensserrrsrrrrrrrrsrrrerrrrerrre 10 1 16 Update an existing user ACCOUNT ccccceecccsseeceeeeceeeeceuseceeeessueessases 11 1 17 Delete remove a user account ccceccceecccseeceeeseeeceseeceeeseusenseeseeesees 12 TS ACTIV 1G CUMILY snai e e 12 TIO RESEPI SSWOO kanane eacttosentadiuanseassosers emsenisenbeedeaa abe 13 t20 MONO USCS ACV recese 13 L221 G ange OrsSuper USE ecserin nenna E E 14 1 22 Contract staff or third party organisations using the LRS 05 14 1 23 Lost your only super user account ccccceeeeeseeeeeeeeeeeaeeeesaeeeesaeeeeeas 14 2 Unique Learner Number ULN Management cccsscecsseeceseseseeeeneeeees 15 2 1 Unique Learner Number ULN management cccccseeeeeeeeeeees 15 2 2 LRS Organisation Portal Manual cccccccsseceseeeeseeeeeeeeeseeeeseeeenees 15 29 Balen PIOCCSS waseasinuey scraped aia N 19 2 4 Return Codes RC001 RCO11 what they mean cc eeecceeseeeeee eee es 22 2 5 Batch exceptions RCOO6 RCO11 eee ceeccseeeeeeeeeseeeeseeeeseeeeeees 23 3 Personal Learning Record ccccceesccesscesseeeseeeseeesseoesseensennseoeseeenseonseoneeoeas 30 3 1 Access the Personal Learning Record ccccccseeeseeeeeeeeneeeseeeeeee
2. 1 19 Reset password When a user has used the wrong password 3 times without entering the correct details to access the Organisation Portal that user s account will be locked Only a Super User can reset the password of users registered to use the LRS portal If you wish to deny a user for any reason access to the Organisation Portal you can change the user account status to suspended To reset a password gt Select User Management Tab Find User screen is displayed Search by Username if known or Given and Family name Check the Status is set to Suspended Access the user account and change the status to active to reinstate the account VV V The account is now active again and the password will work Check the radio button of the user whose password you wish to reset Select Reset Password screen Confirm if you wish to proceed with resetting the password or Cancel to exit VV V WV The LRS displays the new one time password for the selected user You need to send this to the user The user will be asked to change the password when they next log on 1 20 Monitor users activity The LRS recommends that you audit your user community annually to check whether all your users are still using the LRS and whether they still hold the right level of access You can find all your organisation s users on the Portal Just go to the User Management leave the find user
3. criteria blank and select all of the roles and LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 13 of 67 Skills Funding Agency select Find User The Portal will generate a full list of users where you can review your user s roles 1 21 Change of super user The initial Super User detailed on your Organisation Registration form is the LRS primary contact point If you or another Super User changes roles or leaves the organisation please complete the Change of Super User Form or contact the LRS Customer Help Desk 1 22 Contract staff or third party organisations using the LRS From time to time you may hire contract or temporary staff to help within your organisation As part of their role they may need access to the Organisation Portal These staff must be subject to the same checks that protect confidentiality following your organisation s policy lf another organisation is contracted to do work for your organisation and needs access to the Portal it is your responsibility to give them access as users belonging to your organisation This will ensure that all transactions that are conducted for your organisation are audited as belonging to your organisation lf you are an agency working for a number of different LRBs you will have to use separate user logons for each organisation you are working for 1 23 Lost your only super user account In the unfortunate event t
4. Wye G23 rF tube Skills Funding Agency There are two versions of the Find a QCF Qualification gt asearch that links to a learner s achieved units available from the PLR and gt a generic search that does not use any information within a learner s PLR generic anonymous refer to section 8 1 1 The Find a QCF Qualification can be developed into Rules of Combination enquiries The Rules of Combination refer to regulatory rules around how QCF qualifications must be designed These rules in combination with the design of the qualification determine what credits a learner must achieve to be considered to award for a qualification 4 1 Find a QCF qualification generic anonymous This section takes you through the generic option and is suitable for a one on one discussion or for group sessions when carrying out careers advice gt From the homepage on the LRS Organisation Portal complete the Find a QCF Qualification fields The search allows you to enter key details to help find relevant qualifications gt Search fields Keyword performs an exact match on the word s provided and returns results with those words within the title of the qualification If more than one word is entered then these words must appear exactly in the order as entered on the screen Level All qualifications have a level between Entry Level and level 8 The level is chosen from options within a drop down box Size volume of learni
5. 26 26 Group CGM 0 CompoundGroup Mandatory 0 Min credits 26 26 v Group A Mandatory Min credits 19 19 v Group B Optional Min credits 7 7 Qualification credits Minimum credits at Level 3 26 26 y Total credits 26 26 Defaultto view Expandall Back to top The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view your report Screenshot Find a QCF qualification learner successful outcome gt The above shows a successful outcome for the Rules of Combination LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 52 of 67 Skills Funding Agency displaying in green and ticks at the Total Credits and Minimum Credits at Level on the Qualification Credits line plus showing similar successes for each Group included in the calculation gt This completes a Find a QCF Qualification and Rules of Combination for a learner Appendix A Types of user in the LRS In order to protect the LRS and the information on learners it is your responsibility to make sure users only have the level of access necessary to perform their job To help identify this level the LRS provides a number of roles which you can assign to a user the roles can be mixed and matched according to the level of accessed required The User roles are User Role Description LRB Super User This is the highest l
6. Kev Shile m Apo sins ftume mat L vai 2At 14 114 001 JOA Level 5 4fveahced Dut 3s E E wi Eng h m EZE Screenshot Report a Learning Event Problem duplicate event step 2 3 10 View data challenge history A list of previously opened data challenges for a given learner can be viewed on the Organisation Portal gt From the View learner profile screen select the View enquiries button gt Toview the details of any data challenge click the View Details hyperlink gt Ifthe data challenge has not been previously resolved or withdrawn it can be withdrawn by clicking on the Withdraw enquiry button gt Select the Return to enquiry list to go back to the first screen 4 Find a QCF qualification The Welcome screen presents a form for the Find a QCF Qualification function available to a Learner Registration Body LRB Online User and LRB View Only User This feature allows you to browse QCF Qualifications and to select Units which will make up a qualification The Qualifications and Credit Framework is a way of recognising achievement through the award of credit for the achievement of units and qualifications This function is designed to give quick and easy access to Qualifications within the QCF and to give users the opportunity to search and produce suitable combinations LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 42 of 67 J A
7. dvabes SOMSANI Pre XCEL BICC Lave 1 Nes 3 1 Coritcaie a Lami Weed Studies OCE vasa x EE XCEL BTEC Leyes 1 hea 3 Cortical s Raianetiity Sas Show 10 results 2 Nex Screenshot Find a QCF qualification successful search gt Select a qualification hyperlink and this link will open a further screen with details about the qualification gt This screen is split into two sections o About this Qualification name of the owning organisation Level Sector Subject Area Grading Structure Total Credits Minimum Credits at Level and Minimum Guided Learning Hours This information can be hidden by selecting the toggle and expanded by selecting o Structure of the qualification Grouping of Units 4 2 Grouping of Units This section provides more information about the Grouping of Units and its purpose e Each Group can have minimum credit maximum credit minimum components and maximum components The minimum credits and minimum components for each group are displayed on the screen The maximum constraints limits to overachievement are also used when calculating the LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 45 of 67 n z n x N Skills Funding Agency levels of credit e You have the choice to either open up a single group or all the displayed groups Selecting shown alongside a group will open dis
8. of the individual record gt You will be presented with a screen with a message Too many records match your search results gt If you are still unable to match a ULN create a new ULN through the LRS Organisation portal 2 5 2 5 RC009 RCO11 These exceptions may have an issue because some of the details are wrong or missing LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 28 of 67 7 A Wye E rF tube Skills Funding Agency The details provided in your file are used to populate both the Provided details and the Find by Personal Details If you are processing multiple duplicate exceptions the MIS Identifier field will show a link to a pop up window listing all of the MIS Identifiers for the duplicates that are being processed e RCOO9 is returned when the ULN supplied in your original file has not been recognised by the LRS serious error O Check ULN Given and or Family name in the database against those submitted in your CTF file e RCO10 is returned when one or more of the mandatory fields is blank apart from Given or Family Name O Check All mandatory fields have been completed gender date of birth and postcode e RCO11 is returned when the learner record submitted in the original CTF file contained data which does not meet LRS formats Check o The learner is aged 14 years and above o A valid verification type co
9. the learner s details e Awarding Organisations are able to upload QCF qualifications and National Qualification Framework NQF qualifications regulated by Ofqual Data from the NPD and ILR returns has been uploaded since summer 2008 therefore learners cannot expect to find data about learning achievements prior to this date included in their PLR 3 3 Privacy notice unable to share data In order to allow both the learner and others to access the learner s PLR you must ensure that a copy of the Privacy Notice has been shared The Privacy Notice provides an explanation of the way in which the learner s data may be shared with different organisations A copy of the LRS Privacy Notice can be found on Gov UK website After reading the Privacy Notice a learner must be given the opportunity to opt out of sharing their PLR qualification and participation data or learning events This is something your organisation is responsible for but we recommend you encompass this as part of your enrolment process lf a learner chooses to opt out of sharing their PLR the following steps are required e The learner or training provider must switch off the Ability to Share flag The learner can change their data sharing settings through the National Career Service by opening a Life Long Learning Account for more information visit the National Careers Service website e The learner cannot opt out of sharing their Unique Learner Number e I
10. LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 17 of 67 AR Skills Funding Agency use the ULN in future if you need to access this learner s ULN record or Personal Learning Record in the Organisation Portal gt Select View learner profile to view the learner s ULN record or select Register another learner to create another ULN for another learner You are here Find a Learner Find learner by personal details results gt Register new learner warning Register learner details Register learner details Please enter learmer s details Mandatory fields are marked with an asterisk Title Email Given name Kenny School at age 16 Preferred given name Scottish candidate number Middle other name Address line 1 Family name Moore Address line 2 Previous family name Town Family name at age 16 County Gender Male Postcode Date of birth 11 Jun 1911 Date of address capture Flace of birth Nationality United Kingdom GBR Other learner verification is required for full learner privileges Verification type Please select Ability to share Please select Other Verification Type Cancel Screenshot Register learner details fast track LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 18 of 67 Skills Funding Agency 2 2 4 View Add or Update learner s ULN details gt On th
11. Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 22 of 67 Skills Funding Agency 2 4 2 RC006 RC011 These return codes all represent exceptions and further will be required by you for more information about these codes refer to section 6 4 and Appendix D 2 5 Batch exceptions RC0O06 RC011 Exceptions need to be resolved so that the learner s ULN can be obtained or updated This usually means checking that the learners details are correct The different Return Codes relate to issues with the data in your batch file and need further action to resolve The Batch Exception process provides an online procedure to help Learner Registration Bodies provide additional and corrective information to improve the processing of Batch Exceptions The output file can be used to update your own MI database with new ULNs and the Exceptions should be processed for example investigated There are two ways to enter the exceptions process e Analyse the exceptions for an individual batch or e View all outstanding Exceptions for all batches for your organisation 2 5 1 Viewing batch exceptions You can view all the exceptions in your organisation s files together or view the exceptions for a single batch file The actions that you take within the LRS and the options available to you are the same in either case To view all exceptions for your organisation gt Select Learner Management from the main tabs
12. displaying details of learners who have agreed to share their PLR Entry to this option is available from within the PLR by selecting the Find a QCF Qualification hyperlink o The learner s details are displayed on screen o The process is very similar to the generic version but this time any of the qualifications can be selected and used within the search for a Suitable qualification s The search will only select qualifications that include checked unit or qualification and the entered values in Keyword Reference Code Level Size Sector Subject Area and Country Offered in o As per the generic version you may Export to PDF which will generate a PDF report detailing the search results and search criteria This may be viewed downloaded or printed The PDF report will be compatible with the PDF file format Adobe Acrobat Reader v5 0 and above Screenshot Find a QCF qualification search using learner units LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 48 of 67 s z P m W ae i a Skills Funding Agency Example In this example below we have entered the word search Teach as a keyword and selected the unit Preparing to Teach in the Lifelong Learning Sector Several qualifications are found o The search has only returned qualifications in this case 1 qualification that contain the selected units Mental health problems and the main in
13. e Number of potential users in your organisation Please note the LRS does not recommend the creation of Guest user accounts This will break the responsibility for maintaining access authorisation The LRS may contact you if we identify any inappropriate behaviour when using our services 1 3 User responsibilities The User Agreement sets out the individual s responsibilities in using the LRS and must be accepted on screen every time a user logs into the LRS Portal This text is also available in the Terms amp Conditions in the footer of the LRS Portal 1 4 Arrangements for data governance Whilst the obligations upon each individual user are set out in the User Agreement the LRS requirements for data governance are articulated in the Organisation Agreement These documents taken together frame and detail the responsibilities imposed upon the LRB Ensuring proper practice in handling personal data is a requirement of learning providers although there is no standard model of practice across the sector 1 5 Training and awareness The LRS does not give training courses in using the LRS The responsibility for user training and awareness lies with you as Super User LRS does offer a range of support materials including this Guide which can be accessed on the LRS website 1 6 Naming conventions for multiple sites The LRS registers an LRB as a single legal entity even if the organisation has multiple sites and users If you have a
14. is the record that matches with your entry screenshot 5 Once you have reviewed the list select your learner by ticking the checkbox Once the checkbox is selected Select this learner and Select and update learner button are enabled o Select and update learner button displays the View learner profile screen o Select this learner processes the exception only Once selected the exception will be deleted from the exceptions list Finally there are two other options within this display Return to exceptions list will return you to exception list The option to Register new learner will only be displayed if no checkbox is selected nisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 ed if printed Page 27 of 67 Skills Funding Agency Hnd a leame ULAN Date of wrih Sewer Postiode Mache i Check boxes 563470183 Tite School at oge 16 Midcite other name Joe Piace of berth Protarred given name Nationality Provins farnily i Emait famy hamna Wage 14 Screenshot RC007 results 2 5 2 4 RC008 Too Many Possible Matches RCOO8 is returned when the system failed to find create a ULN the LRS found more than 10 possible matches Check e You are not searching using the default or establishment postcode e Try including a previous family name in your CTF file Steps to process RC008 gt From the exceptions list select the Process hyperlink on the far right column
15. number of sites or offices we suggest you give each its own name which can then be input into the FileName field when submitting a batch job This will allow users to filter batch jobs by site using this field on the Organisation Portal Once the filter is set it will be applied every time that user logs in until they remove it You may want to consider issuing guidance to all your organisation s users regarding the use of this function 1 7 Privacy notice The LRS has released standardised texts for Privacy Notices These are for the benefit of learner providers to incorporate into their course registration and application forms plus administration systems for the next academic year A short text version suitable for inclusion in student and learner facing application forms LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 6 of 67 Skills Funding Agency An extended text with simple explanations of how the LRS will use and process the information and data provided to us by Learner Registration Bodies LRBs This version is suitable for cascading to students and learners and to be used within your own application and information packs Access and download the short and extended versions of the Privacy Notices and the Framework Code of Practice for all Providers Please also see Section 4 to understand the implications for learners regarding the Privacy Notice and the Personal
16. on any screen gt Select View Exceptions You will now see the Exception List screen To view the exceptions for a single batch file gt Select Learner Management gt Select View Batch Registration the View LRB batch job screen is displayed gt Find the batch you wish to resolve the exceptions for gt Select View exceptions hyperlink the Exceptions List screen is displayed The Exceptions List screen shows all the exceptions that e match the current filter set refer to screenshot 50 Your filter criteria will be saved and will continue to be applied across user account sessions until they are either cleared using the Clear Filter option or amended e totals for the number of exceptions that match the filter LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 23 of 67 a3 Skills Funding Agency e number of unique exceptions shown in the table and the number of duplicates of those that are hidden The first number will always be the sum of the other two Close filter options Organisation file name All Given name Retur code E Family name Submitted within All l Has ULN Clear filter Apply filter Screenshot View exceptions filter options 2 5 2 Processing batch exceptions This section explains how you can resolve any exceptions which require further attention e Duplicate exceptions e RC
17. you would like more information please contact the Data Service LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 53 of 67 Skills Funding Agency Please note you can only select the user types that you have been granted access to when your organisation was set up as an LRB For instructions on how to create users please see Section 2 4 Appendix B Tips for searching It is important to search thoroughly for a ULN for your learner before creating one The LRS is large and continues to grow so your learner is very likely be one of these Below is a summary of things to think about when searching for learners Name e Swap previous name try searching using the person s previous family name e Swap Given Name and Family Name use their middle name as their Given Name e Prefix Suffix try searching for the person with and without a prefix suffix on their Family Name or use alternative forms of prefix suffix for example McDonald MacDonala e Preferred name Try searching using their preferred or nickname as the Given Name e Spelling Check appropriate spelling of the person s name and consider using phonetic spelling for example Czaja as Chiah e Recording when you are updating a Family Name copy the previous Family Name into the relevant field e Double barrelled name Try including and excluding a hyphen if a double barrelled name Date of birth e S
18. 006 RC007 RCOOS e RC009 RC011 2 5 2 1 Duplicate exceptions lf an organisation submits the same learner details multiple times and receives the same return code every time these will be marked as duplicates and only the most recent one matching the filter will be shown in the list These are identified by the link Process Duplicates which will take you to the Process Duplicates screen LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 24 of 67 Skills Funding Agency Duplicate exception summary Given name Family name Date of Gender Postcode Organisation s file name Return code Expiry date Action birth Y Y adrian pritchard 10 10 1992 Male G4 448 RCOO Process Duplicate exceptions E adrian pritchard 10 10 1992 c LRB_10099407_05032 24032012 P 0110905 XML sing pritchard 10101992 l LRB_10099407_05032 24 03 2012 Proce 07170905 XML pritchard 107101992 ie LRB_10099407_ 05032 24 03 2012 Pi 0110905 X ML adrian pritchard 101071992 LRB_10099407_ 05032 24 03 2012 Proces 0110905 XML singl adrian pritchard 101071992 LRB_10099407_05032 2403 2012 Process 0110905 XML singl pritchard 101071992 l LRB_10099407_05032 0110905 XML Select to mark exceptions for deletion 10 results 12 duplicates Delete selected records Retum to exceptions list How do use this screen Screenshot Process duplicate exceptions Selecting Pro
19. Agency 3 9 3 A Duplicate learning event This option can be selected if one or more qualifications is duplicated gt Step 2 Select the two qualifications which you wish to report two events need to be selected in order to proceed to the next stage of the procedure gt Select Next gt Step 3 The record that is being challenged as not belonging to the learner is displayed This gives the opportunity to check the details cancel or go to the previous screen gt Once the details have been verified select the Nex button gt Provide as much additional information as possible gt Step 4 You must provide your name and contact details valid email address and telephone number in case we have any further questions Note if you would like the enquiry to come back to another member of staff their details can be entered in here gt Select Finish gt Once your enquiry has been successfully submitted you will see an enquiry reference number make a note of this number in case you need to contact the LRS Customer Help Desk gt Select Continue to return to Report a Problem step 1 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGOA Uncontrolled if printed Page 41 of 67 z RR wa Skills Funding Agency View persorwsl loarrung record i ley elect Tre UueifilLea w j i Mat al lite m t 5 Select Sutyect Y Lev e VY Grade v yeeuee hd Award danic Y f
20. Atvanced Level Free Stanong Level gt NED 01107 727008 Manemaics Qualificabon Acciona Matrigmatss Screenshot View Personal Learning Record All tab LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 32 of 67 Skills Funding Agency Each of the records display with up to eight fields of data not all of the fields are populated including e Subject displaying the title of each record Hyperinks to View Qualification Detail e Level Level of the award from Entry Level Level 8 or could be blank e Grade Generally showing the grade of the award or Pass or blank e Credit displaying the amount of Credit achieved for record e Source will be NPD ILR or AO e Start Date if applicable e End Date if applicable e Award Date Date of the Award or Achievement All of the above details are held in columns which can be sorted using the down arrow either in ascending first select or descending Second select order If several pages of records are available for the displayed learner then all records are used within the sorting process and redisplayed The Credits and Units can be viewed by selecting the Credit and Units tab showing the list of credits and units along with Level Grade Credit and Award Date Once again all the columns can be sorted by selecting the down arrow on the header of each column name All the sub
21. BE Skills Funding Agency Learning Records Service Organisation Portal Learner Management User Guide LRS Organisation Portal Learner Management User Guide V1 0 June 201 40 nL RUGOT Uncontrolled if pri Skills Funding Agency Contents COMMONS ooo A E A A E E E T E T T EE 1 Purpose and structure of this guide ccccsssccessecenseceeseeeneecensesenseseasesenseneaseses 4 1 Operational guidelines for super Users cccceeseeteeeeeeeneeeeeneeeeeneeeeeneeseeneeneaes 5 tal JAP POINT OIMERSUDER USES reae E E cae eaeiuaes 5 1 2 Things to consider when creating USELS ccccccseeeceeeeeeeneeeseeeeeeeeneees 5 LS UserresponsiDie Sossen 6 1 4 Arrangements for data governance ccccccceccceeeeseeeceeeseeeesseesuesseeenaees 6 to Traning AN GA WAlCN CSS emeei nanei E e E tice rnc 6 1 6 Naming conventions for multiple sites cc ceccseeeseeeeeeeeneeeseeeeseeenaees 6 TZ PRIMACY MONG Ceacocns screenees OS 6 TO UD DOD ev assncususseatatatouassueterst atstesateuiuenasusdunnadensanatonsuensdenuopadeuseueacesaeetecese 7 1 9 Logging into Learner Management cccccsecssseeseseeseseeseeeeseeeeseeeeens 7 1 10 Log onto the LRS for the first timMe cc ceccceccecseeeeeeeeeeeeeeeeeeseeeeseeeeeas 7 Lit Weiome page ansir cient Ais oie nenalaaaee 8 ee all eula a eeeemerenre eter tacret ner teers One ter en ra eee ecient oer Oentene oeteen oree ee ree 9 1 13 User Management Permissions
22. Driving Licence ID Card or other form of National ID National Insurance Card Other if selected the Other Verification Description field needs to be completed Passport Ability to Share FPN not seen FPN Seen and able to share FPN Seen and unable to share Verification Type The facility for recording verification is provided by two fields Verification Type and Other Verification Description The Verification Type field is a controlled list whilst the Other Verification Description is a free text entry field and is only used in value Other is selected in Verification Type The verification type value relationship with school should be used by pre 16 schools where the identity checking processes typically involves verifying the identity of the learner with the parents or guardians Other Verification Description Where the Other value is assigned to the Verification Type field the verification document must be issued by a trusted third party Any documentation that does not conform to the standard verification types or other trusted documentation should result in the learner being registered with the verification type value none LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 57 of 67 Skills Funding Agency Examples of trusted document types are Photographic security pass for current place of employment A
23. Learning Record The learner s wishes should be recorded in the Ability to Share field see Appendix B 1 8 Support For further information and support please contact the LRS Customer Help Desk Open Monday to Saturday 8 00 am 8 00 pm Telephone 0845 602 2589 Email Irssupport learningrecordsservice org uk Website httos www gov uk government collections learning records service 1 9 Logging into Learner Management You are now ready to log on to and use Learner Management 1 10 Log onto the LRS for the first time e Open the internet and log on to https Im lrs imservices org uk e You will be presented with the logon screen e Enter your Username and the one time password that has been provided to you by your super user or in the case of this being the first time your organisation has used the Learning Records Service by the LRS Customer Help Desk e Select Login e You will be presented with the change password screen LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 7 of 67 7 A Wye E rF tube Skills Funding Agency You will have to re enter your one time password given to you by the LRS Customer Help Desk or your Super user and then enter and confirm your chosen new password Passwords must be at least 8 alohanumeric characters long There has to be at least one upper case alphabetic character one lower case alphabetic char
24. OS are not classed as exceptions although some action from you may be needed Code Description Information or Learner supplied Exception with without RC001 Linked Master ULN returned ULN Confirmed and ULN ULN RC003 ULN Confirmed a Y vA No Match New ULN Created Note newly created ULN is Information J returned in the ULN data column No Match No ULN RCOO6 to RCO11 return codes all represent exceptions which you need to address Return Codes and Explanation and possible resolution Action Required Description RCO0OO06 Failed to create a ULN one or more of the Check CTF file mandatory fields have not been supplied mandatory details particularly Verification Type and or Ability to populated First and Family Share not supplied Name Gender Date of Birth Postcode Or Verification Type and or Ability to Share fields have been populated Insufficient Data to Create a ULN You need to re submit your CTF file RC007 Failed to find create a ULN the LRS found up Refer to section 5 3 Possible Match to 10 possible matches for the learner RCOO8 Failed to find create a ULN the LRS found Try refining your search more than 10 possible matches do you have any other details you can use i e Too Many Matches LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 65 of 67 Skills Funding Agency ee ee preferred name RCOO9 The ULN
25. PERSONAL Screenshot View report PLR PDF 3 6 Audit information on viewing a PLR An audit record of who has viewed a learner s PLR is held within the LRS and can be accessed by contacting LRS Customer Help Desk This information will only be made available to the learner themselves in line with guidance from the Information Commissioners Office ICO For a learner to request this information they must be able to e Provide their ULN Family Name and Given Name exactly as entered in the LRS or e lf the learner has logged onto the Learner Portal provide their ULN and be able to provide the answer to their secret question This will have been created when they first logged onto the Learner Portal lf the learner cannot provide this information the LRS Customer Help Desk will not be authorised to disclose the information LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 35 of 67 gt e Waa A Skills Funding Agency 3 7 Report a Problem ULN or Learning Event Part of the quality control process and procedures you can Report a Problem known as a Data Challenge with a learners ULN or Learning Event s qualification unit data showing on PLR 3 8 Report a ULN problem The Data Challenge process allows you to identify a data issue with a learners ULN A data issue could be one of the following Information required to Report a Problem Identified Problem
26. Section 3 2 3 8 1 Steps to report a ULN problem Select the Report a ULN Problem button from the View Learner Profile screer Select the type of data issue from the list of options table 6 above Explain what your organisation believes the required corrective action Is Complete your name email address and telephone number so that you can be contacted should any questions arise Finally select the Finish button to submit your request Make a note of enquiry reference number should you wish to contact the LRS Customer Help Desk VV VVV WV Please ensure that you include as much information as you can when reporting a problem If the LRS Customer Help Desk does not have enough information they v need to get in contact with you for further information which will delay the issue bei resolved low Geiails v Dale raised v Date resolved v Status 7 07 d j a a P el ive Selaily ion Polls ow OPLA Screenshot Report a problem history 3 9 Report a PLR Learning Event Problem You can report a problem also known as Data Challenge for any of the PLR LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 37 of 67 Skills Funding Agency Learning Events This is a 4 step process gt Step 1 select the Report a Problem button from the PLR display will give a drop down box with a number of options o Information on one of the qualifications is wr
27. Users Change in personal and details Change in role and permission e Resolve access and password problems reset suspend reinstate e Remove Users leavers and movers e Monitor User activity So now you must decide how to administer your user community and set up all other users 1 15 Appoint new super users and users Once you as the nominated Super User have accessed the LRS Organisation Portal for the first time it is good practice to create additional Super Users The Learning Records Service recommends at least three Super Users per establishment To set up additional users gt Select User Management hyperlink in left hand navigation gt Find User screen is displayed The Super User must check if the user already has access to the LRS Organisation Portal before a create can be performed gt Fill in the Given Name and Family Name and select the Learner Registration Body Super User role to tick the box gt Select Find User This is to check that the user does not already exist before you create a new record gt The results screen with a message no users match the selected criteria is displayed LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 10 of 67 Skills Funding Agency gt Select Create User gt Type in the Given Name and Family Name the LRS automatically produces a user account name out of the given name and family na
28. aches that are used with older people J 501 5974 Promoting wellbeing and mental health with older people Level 3 Fl 3 Required F 501 5987 The legal policy and service framework in relation to promoting Level 3 Cl 4 Required wellbeing and mental health with older people J 501 5988 Communication and relationships to promote the wellbeing and Level 3 LJ 3 Required mental health of older people Group B Optional Min credits 4 7 R 501 5993 Assessment care and support planning and risk management to Level 3 4 Achieved promote the wellbeing and mental health of older people L 501 5992 Supporting older people with depression and anxiety Level 3 J 4 Optional L 501 5989 Working with carers families and significant others to promote Level 3 LJ 4 Optional the wellbeing and mental health of older people F 501 5990 Supporting participation in meaningful activity and engagement Level 3 Fl 3 Optional with life to promote the wellbeing and mental health of older people J 501 5991 Supporting older people with dementia Level 3 Fi 4 Optional Qualification credits Minimum credits at Level 3 0 26 Total credits 0 26 Defaulttoview Expandall Back to top 12 calculation is not working as expec Calc ulate Export To PDF Download Adobe Acrobat Reader to view your repart LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 51 of 67 Skills Funding Agency Screensho
29. acter and one numeric character NOTE Passwords have an expiry set upon them and you will be required to change your password when your password has expired The system will automatically present you with the change password screen Once you have successfully changed your password you will be presented with the terms and conditions of using the Learning Records Service screen shown below You must accept the terms of the User agreement in order to proceed to the final screen used to activate your account which captures your answer to a secret question This screen is shown over the page Choose one of the questions from the drop down list and then enter and re enter your answer This question and answer will be used to facilitate the resetting of your password in the event that you forget it in the future Once you have succesfully completed this step you will be presented with the Welcome page of the Organisation Portal 1 11 Welcome page Once you successfully log on you are directed to the Welcome Page which is unique to the user type and role permissions e From this Welcome page you can use the Menu bar and Main menu tabs to navigate around the Organisation Portal e The Organisation Portal has a comprehensive set of roles and permissions that governs what every user can and cannot do when logged on In the example shown above Bob has been given access to User Management Learner Verification and Achievement Management functions
30. are an LAB batch file this technical document describes the fields and the content e CSV file template the template uses Microsoft Excel e Validation Tool The tool checks and assists users with batch validation issues prior to its upload to the LRS Organisational Portal Note Ensure you have read the system requirements and that you have the required software on your computer LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 19 of 67 Skills Funding Agency The toolkit is a set of technical documents which describe exactly how to set up the data within the file and needs to be followed precisely to create the CSV file 2 3 2 Update ULN data using batch A batch file can create or update ULNs If updating ULNs please note updates will only occur as follows 1 The five mandatory fields Given Name Family Name Date of Birth Gender or Last Known postcode will only be updated if the Verification Type value is set to a value higher than 0 none provided 2 If updating Given Name or Family Name the above applies as well as the name needs to match the database value on a fuzzy or synonym known alternative of the name 3 If updating the Address fields the five mandatory fields must match as explained in point 1 An update will be performed if at least 1 of the 4 address fields supplied in the batch file is completed 4 The batch file field contains a value and the same fiel
31. cess all from the Process exception summary screen will resolve all the duplicates whereas selecting Process single will only resolve a single exception Note the Process exception summary screen will show all duplicate exceptions across all batch files no matter what filter settings were applied to the exceptions list Therefore the number here may be higher than the total number of duplicates displayed on the exceptions list page LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 25 of 67 _ a wri A Skills Funding Agency 2 5 2 2 RC006 Insufficient data to create a ULN RCOO6 is returned when LRS failed to create a ULN because one or more of the mandatory fields has not been supplied particularly Verification Type and or Ability to Share not supplied Steps to process RCO006 gt From the view exceptions screen select the Process hyperlink on the far right column of the individual record You have two possible options Cancel or Register New Learner If the Cancel option is selected you return to View exceptions screen If the Register this learner option is selected you will need to complete a new registration VV V Please enter learner s details Vhs information should provida Tithe Ervvall Given name School at age 16 Preferred given Name Hecottiah candidate number Middle thar nama CES ine Add in
32. d in the ULN record is blank 5 The Verification fields will be updated as a group with the values in the batch file whether the same as the LRS or not 6 Ability to Share Ability to Share field has previously been set by the learner then this cannot be reset by any values in the batch file Similarly it cannot be updated to 0 FPN Not Seen if the field was previously set to one of the FPN Seen values If updating the learner s details the minimum data content for each learner for the batch file is ULN Given Name and Family Name If creating a new ULN the minimum data content for each learner is Given Name Family Name Postcode Date of Birth Gender Ability to Share Verification Type ID and if applicable Verification Other Description 2 3 3 Upload the batch file Once you have created your batch file you are now ready to upload your batch file to the LRS Organisation Portal gt Select Learner Management gt Select Submit Batch Registration Now choose your submission type from the dropdown menu You are going to submit a file for Full Submission so gt Select the Full FUL You would use the Verification only CHK submission if you already had ULNs for your learners gt Use the Browse bution to locate the batch file on your computer Then LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 20 of 67 Skills Fundin
33. de is supplied between 0 and 7 as well as 999 If 999 is selected Verification Other Description field must be populated o Check none of the fields contain prohibited text A list of prohibited values is available from the LRS Customer Help Desk o Last Known Postcode field does not contain a prohibited postcode value o The Ability to Share field has a valid code 0 1 or 2 Steps to process RC009 RC011 Exceptions gt Complete and or update the information including the mandatory fields will allow the full registration of a new learner and will return a Unique Learner Number gt From the exceptions list select the Process hyperlink on the far right column of the individual record gt You have two possible options Cancel or Register New Learner gt When you select Cancel look at the Find by Personal Details fields and enter any missing information or change anything that is incorrect LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 29 of 67 Skills Funding Agency 2 5 3 Next Steps Completed processing exceptions gt Exceptions are deleted automatically after 45 days However IF o Select this learner o Select and update this learner or o Register new learner buttons are chosen some management is still required gt From the Exception list or Process duplicate exceptions screen select the check boxes of exceptions to be dele
34. e Family name Cathoun ess ne 2 Previous Tamy NAMA Add Line 3 Family name at aga 16 Gender Male Date of birth 4 June 1953 gt jata of addrese i ipture Place of binh Nationality Other lamar verification is required for full learner privileges Verification type Passport ADIT FPN seen and abla to share data Why ore verification tyoe and ability to share iriportant Mandatory fields ara marked with an asteriak Screenshot Register a learner LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 26 of 67 7 A Wye E rF tube Skil Is Funding Agency 2 5 2 8 RC007 Possible Matches RCOO07 is returned when you have tried to register a learner for a new ULN but the system believes one exists Check Steps gt gt LRS Orga Uncontroll Has the learner moved address and the postcode needs updating in the CTF submission Date of birth day and month has not been transposed Is the learners name different from your records i e Your records show the learner s full name but LRS holds the learner s preferred name Has the learners gender been recorded correctly 2 Female 1 Male to process RC007 From the exceptions list select the Process hyperlink on the far right column of the individual record The possible matches are listed and an option to expand one or more of the searched results to check that it
35. e Welcome Page or on the Find a Learner Page go to the left hand form Find a learner by ULN gt Enter the learner s ULN Given Name and Family Name and select Search gt On the Results screen select View profile You will now see the View Learner Profile screen View Learner Profile screen holds all the personal and contact details of the learner plus dates and times of when the record was created and last amended as well as any linked ULNs these are other ULN records that have been merged to make this ULN the Master ULN Here you can check the learner s details and add further details or update information refer to section 6 6 for Tips for updating a learner s details gt Select Edit details at the bottom of the screen gt Refer to Appendix C Create Update learner fields for more information on field requirements gt Once all the fields have been updated select Save changes to update the learner s ULN 2 3 Batch Process The Organisation Portal is useful for obtaining individual ULNs but a faster and more effective method is to use the batch process 2 3 1 Create a batch file Important Information To create a batch file you need to have access to the LRS Batch File Toolkit available from the LRS Website The Batch Toolkit includes the following documents which will help you produce and upload your batch file as well as dealing with any exceptions e How to prep
36. earner Management and then Register Learner Fill in the Given Name Family Name Previous Family Name optional Enter the date of birth using the drop down menus select the Gender from the drop down menu and enter the last known postcode if there is none available then as a last resort use the default postcode ZZ99 9ZZ Select the Register button The LRS will perform a search for any learners that match the details entered lf any matches are found the system will display them lf a match is found but you still wish to register this learner click the Register this learner button on the results screen Alternatively if no matches are found the system will display the Register Learner details screen Note that the mandatory information has been transferred from the search screen add in as much more information as you can from Screenshot Register learner details fasttrack Select Verification Type from the drop down Pre 16 schools should use the Relationship with School entry Select Ability to Share hopefully this will be FPN seen and able to share data See Section 2 6 for more information regarding the Privacy Notice Add in any other information you may have to help identify this learner in future searches and then click Register learner You now have a ULN for the learner use the copy and paste hyperlink to copy the ULN into your MI Database and tell the learner Remember to
37. ecords with each return code section 6 11 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 21 of 67 RR taba Skills Funding Agency Number of records ACOOT Linked Master ULN requened ROOO2 LAN confirmet and updatea ACOOS LEAN confrmed aoa bo match New ULN created WOO05 Mo maich No ULN created HOO00 insufficeent dala lo create new ULN File name LAB 10038407_ 110420715504 XML ROOO Possitte match Croan ations die Cenote lesfe name RCOOB Too many matches Start Daha ACOS No ULN mach Sencus eno ROOT Mull valves ROOM incorrect lomma Screenshot 1 Batch job details 2 4 Return Codes RC001 RC011 what they mean Once a batch file has been processed an output file is available which contains a list of return codes Appendix D These codes describe whether a ULN has been found a new one created or if an Exception has been found which needs to be investigated section 6 12 Return Codes tell you what has happened to each learner record in your file Some of these codes indicate a warning or error message to explain the reason for failure these are call exceptions There are 11 different return codes but not all of them indicate exceptions refer to Appendix D 2 4 1 RC001 RC005 These return codes all represent Return Codes require no further action to be taken by you refer to Appendix D LRS Organisation Portal Learner
38. en as it was when it was last calculated screen changes after the last calculation are not reflected in the report o More information about the units displayed can be found on the Register of Regulated Qualifications site Ofqual record by selecting the Unit Code hyperlink you will be directed to the Ofqual record LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 46 of 67 AR tea Skills Funding Agency gt Select the relevant unit check box Some of the units are mandatory to achieve the qualification while others are optional gt Once you have selected your options select Calculate known as Rules of Combination see section 8 1 3 for more information The calculate button will recompute the credits at the various points in the structure of the qualification You can go back into the group structure to select more options About this qualification Owning organisation Royal Society for Public Health Level Level 4 sector subject area 1 3 Health and Social Care Grading structure Pass Total 4 Minimum credits at level 0 Minimum guided 26 credits learning hours Select the units and click calculate until a tick appears This means you have selected the right amount of units and groups to reach atleast the minimum credits groups required Need more help Default to view Expand all The calculation is not working as expected Calculate Qualificat
39. en name and Family name e Telephone landline and mobile numbers optional e Email address e Verification provided confirmation of your internal authorisation procedure e Staff ID or Your reference optional e You may use this screen to update the roles allowed for your own Super User account gt Select Update to commit the changes made You will this confirmation screen LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 11 of 67 Skills Funding Agency gt Select OK to continue 1 17 Delete remove a user account Don t leave user accounts open for people who no longer work for the organisation This is important if an account is left active that person could still access the Portal online and potentially misuse the service These activities will still be associated to your organisation and you will be held responsible Remove a user account as soon as the user has e Left your organisation e Moved to another organisation which is also an LRB e Taken ona role that no longer needs access to the Organisation Portal e Ceased being sub contracted to your organisation To delete a user account gt Select User Management Tab Find User screen is displayed Search by Username if known or Given and Family name Check the Status is set to Active Select Find User Find User Results screen is displayed select the radio button n
40. ens 30 3 2 Information displayed on the PLR cccccecccseeceseeeeseeeeseeeeeeeeseeeeees 31 3 3 Privacy notice unable to Share data cccceeccseeeceeeeeeeeeeeeseeeeeeeens 31 DA NIC slr Melt sa ating iat cee a ts oe aie he ace a nen a daca awe 32 39 Creal aTepo eens es tear denninansced ddan webuiancneuiatengss eae 34 3 6 Audit information on viewing a PLR ccccecccseeceseeeeneeeeeeeeeseeeeseeeeaees 35 3 Report a Problem ULN or Learning Event c ccccceseeeeseeeeneeeenees 36 36 THE DOM a OLN DODE M aas ees reas EE E EEEN 36 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 2 LRUGOA Uncontrolled if printed Page 2 of 67 Skills Funding Agency 3 9 Report a PLR Learning Event Problem ccccecceseeeeeeeeeeeeeeseeeenees 37 3 10 View data challenge history cccccccsseecseeecceeeceeeecseeceeecseeesseeeenees 42 4 Find a QCF QuallitiCatOn wecsescaccsss sesceescadacsesscesszedecedaveteteisvededeietecadesededadeaddesiiads 42 4 1 Finda QCF qualification generic anonymous cseeeeeeeeeeeeeeees 43 AZ FOUHINT Ol UNS nerin E e E E ptue edna ee cuiuatiaaienses 45 4 3 Grouping of Units Process cerr aa a a aiai 46 Ad RUES OFCOMDINAUO Nerses naa 47 4 5 Find a QCF qualification including learner s completed QCF Units 48 Appendix A Types of user in the LRS aasssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 53 Appendix B T
41. evel organisation specific role that you can be given As a Super User you are responsible for managing all users within your registered organisation LRB Batch User This is a basic role allowing the user to submit and view the results and progress of batch jobs LRB Online This is a basic role allowing the user to find update learner User records and register learners The functionality to Find a QCF Qualification anonymously is provided as part of this role LRB View Only This is the lowest level of access allowing the user to find User learner records and Find a QCF Qualification anonymously but not register learners or update learner records Learner Record This role allows the user to view and print the Personal Learning Record PLR for any ULN PLR Users can access a learner s PLR once a Find Learner search has been performed and can use the Find a QCF Qualification facility using units from the PLR Learner Plan There are two additional roles which have been defined to give User Learner access to Learner Plan functionality Learner Plan and Learner Plan View Only Plan View Only These roles are only available to organisations delivering learning to offender learners who have been approved by OLASS VLD Learning The Verify Learner Details role allows users to verify learners Provider using Learner Verification This role is only available to providers funded by the Skills Funding Agency If
42. ext to the user whose account details you wish to update Check the radio button next to the user whose account you wish to delete Select Delete User option select Delete to go ahead with the deletion of the account or Cancel to return without deleting the account screen YYY VV V WV 1 18 Verify identity You may receive requests to amend user account details or reset passwords from your users who may be geographically dispersed The LRS offers you a facility to check the identity of the remote user gt Select User Management Tab Find User screen is displayed Search by Username if known or Given and Family name Check the Status is set to Active Select Find User Find User Results screen is displayed Check the radio button next to the user whose identity you wish to verify Select Verify Identity The secret question that the user has selected when activating their account will be presented gt Ask the user for the answer to the question and key it in LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 12 of 67 VVVV V V Skills Funding Agency gt Select Verify If the answer supplied was correct you can continue If the answer had been incorrect the message in the response box would be in Fd gt Select Ok Note the answer is not case sensitive so taylor will match against Taylor for example
43. fthe learner chooses to opt out of sharing their PLR please explain the implications below Only the learner will be able to view their learning events on the PLR Learning providers will be prevents from viewing the learner s PLR a message would subsequently be displayed No Learning Events to display LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 31 of 67 AR tao Skills Funding Agency 3 4 View a PLR To find a learner s PLR you will need to carry out a search either by Unique Learner Number ULN or by personal details gt Select the Learner Management and then Find a learner gt Enter the learner s ULN Given Name and Family Name gt Select the Search button o If no exact match is found the Find Learner s Results screen is displayed o If an exact match is found you are taken directly to the View learner profile screen gt Select the View Personal Learning Record hyperlink to view the learner s PLR Viewing learner Andrew Jackson JUN 2071201088 Date of birth 07 Oct 1992 e e View personal earning recorra All Ocr credis and units Level V Grade v Credit v AGA Level 3 Advanced Subsigar SCE wi Level 3 NPD 01072010 Hintar JCR Level 3 Advances GCE wn Enaiet Level 3 NPD 0107 2010 gngusge ALA Level 2 ACvance d Suds iy u e E r L i 3 D NPD 01072000 Hoe Levei 3 NeD 0107 7000 CR
44. g Agency gt select the Upload File button The file is processed at regular intervals throughout the day Make a note of the Job ID Number to identify your file gt Select Submit another file to submit another batch file if you need to or select View job list to see that status of your file Section 6 10 lf your file has been correctly prepared you should see a Success message 2 3 4 View Job List batches Once you have uploaded your batch you can view all batch jobs uploaded in the last 45 days gt Select Learner Management gt Select View Batch Registration gt You can identify the file you are interested in from the Job ID column gt Ifthe Status column shows Waiting you have the option to remove the file from the list and cancel the batch process for that file gt Ifthe Status column shows Successful you have a choice of hyperlinked options in the right hand column gt You can select Download output file allows the file to be downloaded in the same format it was uploaded either CSV or XML gt You can select View exceptions to process the exceptions for just a particular batch file section 6 12 gt You can select View Job Details for each processed file which will display the Job Id Organisational File Name Type Status User Date and Time including o Total number of records overall o Total number of r
45. g Agency FPN Fair Processing Notice summary of way data may be shared Given Name The forename or the name that the learner is usually known by Information Commissioners Office Individualised Learner Record Learning Aims Database LR Learner Register LRB s Learner Registration Body bodies NP Personal Learning Record peor l Rules of Combination S National Pupil Database R RtA Routes to Achievement LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 67 of 67
46. hat your Super User account is suspended or your Super User account holder has left the organisation and you have no other Super Users the LRS will create a new Super User account for you To request a new Super User please complete in the Change of Super User Form and send it to the LRS LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 14 of 67 Skills Funding Agency 2 Unique Learner Number ULN Management Once your organisation has registered with us you need to decide the best approach for managing your ULNs The options are 1 Manually create ULNs through the LRS Organisation Portal If you have a group of up to 50 learners this is probably the quickest way to get them For more information and guidance refer to section 5 1 2 Use the Batch process More than 50 learners prepare batch files containing multiple learner details and submit them manually using the LRS Organisation Portal The Output file can be downloaded and uploaded back into your system The output file may also contain exceptions which needs manual intervention to resolve For more information and guidance refer to section 5 2 and 5 3 3 Web Services If you choose to use web services your management information MI software is linked into the Learner Register automatically updating the LRS The MI software may assist in the resolution of the exceptions This is the preferred method but does re
47. ility to Share You can make your learners aware of the way their data can be used by ensuring they have read or have access to a Privacy Notice An example of a Privacy Notice can be found on the LRS website For list of the status Appendix B gt Select Register learner confirmation screenshot Learner registered successfully showing the ULN you have created gt You now have a ULN for the learner use the copy and paste hyperlink to copy the ULN into your MI Database and tell the learner Remember to use the ULN in future if you need to access this learner s ULN record or Personal Learning Record in the Organisation Portal LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 16 of 67 _ ta r babel Skills Funding Agency gt Select View learner profile to view the learners ULN record or select Register another learner to create another ULN for another learner Register learner Kenny Moore Learner registered successfully The learner s ULN is 38383394956 Copy ULN to clipboard View leamer profile Register another leamer Screenshot Learner registered successfully 2 2 3 Register individual ULNs Using Fast Track lf you are confident that the learner doesn t already have a ULN a new learner can be registered through the Organisation Portal using the Register Learner fast track option VVV WV VV gt select L
48. improve your search results gt Select Search The results screen is displayed gt In this case Screenshot Find Learner Results shows that the LRS has found no learners matching the description entered gt Check the details you entered as you can amend the details and Search again Take a look at Appendix B for more tips on searching for learners gt f you are unable to find a ULN select Register this learner to register the learner See Section 5 1 2 for more information You searched for Mandatory flelds are marked with an asterisk Given name Family name Previous Family Date of birth Postcode Name Kenny MeVicar 1911 Male Your search results The search has returned no results Can ind he learner youre looking for Screenshot Find Learner Results 2 2 2 Register the learner find by ULN unsuccessful You have searched using the tips for searching but there is no record of a ULN for your learner So you need to register this learner for a ULN gt Select Register this learner gt Enter as many further details as you can onto this screen to help identity this learner in future searches gt Complete all mandatory fields including e Verification Type A learner identity should be verified at enrolment Although a lack of proof of identity should not prevent enrolment When a learner s identity cannot be verified it must be verified at a later date Appendix B e Ab
49. in addition to the Welcome page and My Account which are applicable for all users of the system e The My Account hyperlink provides every user with the ability to update some of their user account details and also to reset their own password LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 8 of 67 Skills Funding Agency 1 12 Online help The Organisation Portal provides online help and assistance via the hyperlinks available at various points within the portal giving function specific help LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 9 of 67 Skills Funding Agency 1 13 User Management Permissions 1 14 Your role as a super user When your organisation registered as a Learner Registration Body LRB the LRS recognised a Super User as the person whose details were supplied on your LRS Organisation Registration form An LRS Super User is the highest level organisation specific role that you can be given As a Super User you are responsible for managing all users within your LRB including setting up additional Super Users This is to ensure that only the right people have access to LRS that you maintain your user community and to make sure that the confidentiality of the records of learners is protected As a Super User you will be the first contact point for your user community to e Create Users e Update
50. ion credits Minimum credits at Level 4 4 0 y Total credits 4 4 Group Health Emergency Planning l Min units 2 2 Min credits 4 4 Qualification credits Minimum credits at Level 4 4 0 Totalcredits 4 4 w Defaulttoview Expandall Back to top The calculation is not working as expected Calculate Export To PDF Screenshot Find a QCF qualification successful outcome 4 4 Rules of Combination gt The Rules of Combination is a calculation process to ensure that all combinations are evaluated especially where the learner has over achieved by having more credits than are required When this happens the calculation has to choose which of the learners credits best meets the constraints of the group qualification Occasionally it may indicate that the qualifications criteria have not been met when in fact there is a successful outcome gt The calculation can never indicate that the constraints have been met when they have not gt There is a hyperlink to access more help by choosing The calculation is not LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 47 of 67 Skills Funding Agency working as expected gt The option Back to Lisf will return you to the list of selected qualifications 4 5 Find a QCF qualification including learner s completed QCF Units e This ts the Find a QCF Qualification for users with access to the PLR and
51. ips for searching sssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 54 Appendix C Tips for updating a learner s details cccsscesseeeeeeeneeeeeeeees 55 Appendix D Create update learner fieldS cccsssceeeseeeeeneeeeeneeeeeneeeeeneeeenneeneaes 56 Appendix E Verification Type and Ability to Share ccccssesssseeeeseseseeeees 57 Appendix F Nationality codes for learner detail fields scesseeeeeees 58 Appendix G Return codes RCO01 RCO11 sssasssnsnsnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 65 Appendix H Glossary asssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 66 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 2 LRUGOA Uncontrolled if printed Page 3 of 67 Skills Funding Agency Purpose and structure of this guide This Guide provides information and guidance for Learner Registration Bodies LRBs that sign up to use the Learning Records Service LRS Section 1 provides important operational guidelines on how to administer and manage users Section 2 provides guidance on managing Unique Learner Numbers ULNs There are several steps to managing ULNs and the Guide describes these including how to set up and manage batch processes Section 3 describes in detail how to access and manage the Personal Learning Record PLR Section 4 describes how to find a QCF qualification This incl
52. jects have a hyperlink which can be selected to view more information on that particular subject or qualification The source of the About this Qualification data is the Regulatory IT System RITS You can also see the Status of the qualification Provisional or Final and whether or not the qualification is Under data challenge Only NQF qualifications can have a Status of Provisional All QCF qualifications are treated as Final When under data challenge A View details hyperlink will become available which will redirect you to the View enquiries screen so you can see the current status LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 33 of 67 AR taba Skills Funding Agency 3 5 Create a report A PLR report can be downloaded by LRB s for individual learners to include one or more achievement participation records gt The report can accessed via the Create a Report tab on the PLR screen Select the qualiheation s andor urais Dehow for your report INCIUGE in Award dale v Subject report OCR Advanced Level Free Standing Matiomatics Qugifcation Acahons 20a atiematcs J 01070009 ADA Level 3 4Qvenced Subsite GCE in Biology O r ononon OCR Level 3 Advanced Subsidiary GCE in Eng si Language Ascens Entry Level Awerd in An introduction to he Halt and Beaut Secho 010472010 Entry 3 QCF Entry Love 130472010 Cettacale in business and Aarunsifabor Orgaresabon
53. ly on your own MIS Vendor or software supplier providing the interface with the Learner Register For more information about how to register as a developer visit want to develop a web service 2 1 Unique Learner Number ULN management This section of the Guide tells you how to obtain and manage Unique Learner Numbers ULNs through the LRS Organisation Portal 2 2 LRS Organisation Portal Manual 2 2 1 Find individual ULNs by personal details Before registering a new ULN the system will perform a find to check if a ULN already exists for the individual From the top of the Organisation Portal gt Select Learner Management gt Select Find a learner You can see the Find a Learner which contains two forms You need to work with the right hand form Find by Personal Details gt Enter Given name and Family name of the learner whose ULN you are looking for Enter the Date of birth from the drop down menu Select the Gender from the drop down menu Enter the last known Postcode As a last resort use the ZZ99 9ZZ if there is no possibility of obtaining a postcode from the learner VV V LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 15 of 67 z 4 N a Skills Funding Agency This completes the mandatory fields but if you know of a Previous Family Name it would be useful to enter it as well to
54. mes gt Select the tick box next to the User Role you would like to assign the individual see Appendix A for a list of user role descriptions gt Complete the e mail address field as this enables users to use the Forgotten Password option from the login screen to reset their own password gt You will need to enter some information into the Verification Provided box this could be staff ID or a school email address gt f you have additional information such as a telephone number you could add it to the data but only the fields marked are mandatory gt Select Create User The Super User is now created shows the Super User s Username and Password Copy these carefully and send them to the new Super User User gt Select OK gt The next screen shows a summary of the User you have created gt When the additional users login for the first time they will be required to change their password This allows the user to choose a more user friendly password 1 16 Update an existing user account Select User Management Tab Find User screen is displayed search by Username if known or Given and Family name Check the Status is set to Active Select Find User Find User Results screen is displayed select the radio button next to the user whose account details you wish to update gt Select Update User VV VV WV The following details can be updated e Title Giv
55. ng There are three types of qualification size O Awards 1 to 12 credits O Certificates 13 to 36 credits O Diplomas 37 credits or more Sector Subject Area SSA select a subject area from the drop down list SSA are used to find qualifications within sectors which correspond to relevant subjects gt Select Search LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 43 of 67 7 Oy RA l SR G PFE ta Skills Funding Agency Find a QCF qualification Screenshot Find QCF qualification quick search on welcome page lf your search details find more than 100 records the More search options screen is displayed to allow you to refine your search criteria The More search options screen includes the same fields listed on the Find a QCF Qualification plus two additional fields Reference Code the reference code must be entered with the slashes and needs to match exactly with a code held by the Ofqual Register of Regulated Qualifications Offered In the country codes regulated by Ofqual are listed and they are England Wales and Northern Ireland More than one can be selected using the appropriate check boxes To proceed you must select and or supply information for one or more of the following fields Keyword Reference Code or Subject Sector Area gt Select Search gt You will be presented with a re
56. ntrolled if printed Page 49 of 67 Skills Funding Agency 900 3982 9 City amp Guilds Level 3 Certificate in Promoting the Mental Health and Well being of Older People QCF Back to list About this qualification Owning organisation City and Guilds of London Institute Level Level 3 Sector subject area 1 3 Health and Social Grading structure Pass Care Total 26 Minimum guided 180 credits Minimum credits at level 26 learning hours Select the units and click calculate until a tick appears This means you have selected the right amount of units and groups to reach at least the minimum credits groups required Need more help Calculate Default to view Expand all Qualification credits Minimum credits at Level 3 0 26 Total credits 0 26 Group CGM 0 CompoundGroup Mandatory 0 Min credits 0 26 Group A Mandatory Min credits 3 19 Group B Optional Min credits 4 7 Qualification credits Minimum credits at Level 3 0 26 Total credits 0 26 Calculate Export To PDF Default to view Expand all Back to top Download Adobe Acrobat Reader to view your repor Screenshot Find a QCF qualification learner credits Note Group A e Mandatory Units the Minimum Credits achieved are initially totalling 3 out of 19 This is a reflection of the credits for one of the units that the learner has already achieved The same applies to Group B e The Qualification Credits line doe
57. nts 1 1 Appoint other super users lt is strongly recommended that your organisation has at least three super users to ensure that a Super User is available to unlock accounts and so on at any time The Organisation Agreement sets out two complementary areas of responsibility which are assigned to the Super User s of the LRS e Oversight of Data Protection DP issues e Operational management of the LRS including managing users removing those who leave and oversight of procedure and practice 1 2 Things to consider when creating users As a Super User creating other users you must consider e Internal processes including how additional users can be set up Depending on the role this may involve Criminal Records Bureau CRB checks CRB checking is NOT mandated by the LRS You must set up procedures for requesting a new user account which checks that the person being given access is properly authorised to access the LRS e What level of permission is needed for the user e Are users aware of their responsibilities in using the LRS e Training and awareness about the LRS including guidance on the use of the FileName field in respect of batches be implemented LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 5 of 67 Skills Funding Agency e How Super Users will deal with internal enquiries as your Super User must be the first point of contact in your organisation
58. ong section 7 2 1 o One of the qualifications does not belong to this learner section 7 2 2 o One of the qualifications appear more than once section 7 2 4 Note When you are reporting a problem remember that the Learning Events available are those after summer 2008 Even data after this date may be missing as it may not have been possible to uniquely match the learner with their qualification data from the data sources used to populate the record gt Once you have selected an option from the drop down box select Next Each of the options listed above will now be detailed over the next few pages steps 2 4 3 9 1 Information on one of the qualifications is wrong This option can be selected when the learning event appears in the PLR but the details are incorrect gt Step 2 Choose the qualification that you are reporting by selecting the appropriate radio button in the Selec column gt Select Next to proceed to step 3 of the process Note that there may also a separate Next button for further pages of qualifications gt Step 3 Details of the chosen qualification appear in a form allowing you to edit the fields so that correct information can be entered for that learning event Changes should only be made if they do not match Awarding Organisation certificates Enter the changes and then select Next gt Provide as much additional information as possible gt Step 4 You must provide your name and con
59. play all the details of that group whereas selecting Expand alf will expand all groups within the qualification e The Total Credit and Credit at Level that must be met are shown in the header line and are the aggregate of the various credits that are selected using the check boxes displayed between the level and the amount of credit for that unit e The Minimum Credit at Level must also be achieved credits for units may be awarded at different levels This value is the amount of the total credit that must be at this level of the qualification or above At a minimum this will be 51 of the total credit but may be more Quetilk ation credits Memia credis at levee 4 070 Tote creda Oa Groom Health Bmergency Planning Min uns 0 7 in credt Dia J S02 7 68S Collaborative working in Emergency Planning Level 4 Reguired L 502 7 689 Wjtroduction to integrated Emergency Management ever A Qustiilk ation credits Screenshot 102 Find a QCF qualification calculate 4 3 Grouping of Units Process gt Select Default to View will return the display to the default view and has the opposite effect of Expand All o Some qualifications can have many group and units For qualifications that may be displayed over several screens the back to top option can be selected to return to the first screen o Selecting Export to PDF will export the results to a PDF file that will reflect the state of the scre
60. re that the learner s details are updated regularly by submitting batches of current learners prior to exam entry Contact information 4 Always complete the address lines with correct and valid postcode 5 Ifin doubt use Address matching tools such as hitp posicode royalmail com to produce a full address 6 Include the email address of the learner but don t use the word none 7 If you collect the previous postcode for learners you could try uploading a batch file with the previous postcode Once you have obtained the ULN please update the Organisation Portal with the correct postcode Names 8 Always use the learner s legal name and not nicknames as these can be recorded in Preferred Given Name 9 Include the learner s Previous Family Name if known because this can improve search results 10 Add middle names to Middle Other Name using a space between each 11 When updating a Family Name copy the previous Family Name into Previous Family Name Date of birth 12 When the learner s Date of Birth is not known as a last resort use a DoB that they will remember for example 1 1 lt choose a year closest to their age gt School age 13 If updating the School at Age 16 enter the proper school name but do not include the word School or College Place of birth 14 Ifyou have this information please include it in Place of Birth This should be the city town as recorded on
61. rmed Forces service ID Re enrolment of known student record as returning student Exam Certificates Appendix F Nationality codes for learner detail fields Codes Country LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 58 of 67 Skills Funding Agency Codes Country Cayman Islands LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 59 of 67 Skills Funding Agency Codes El Salvador Country Guinea Bissau Guyana LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 60 of 67 Skills Funding Agency Codes Country Ivory Coast LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 61 of 67 Skills Funding Agency Codes YT MYT 175 Country LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 62 of 67 Skills Funding Agency Codes Country LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 63 of 67 a3 Skills Funding Agency Codes Country LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 64 of 67 _ a wri A Skills Funding Agency Appendix G Return codes RC001 RCO0O11 RCOO1 to RCO
62. s and People The PLA may Gsptey Guplicate instances of isaming events gs events may be reported fom aiferent sources Screenshot 2 Create a report PLR A screen displaying all qualifications and events listed in date order will appear There are check boxes on the left hand side of each record all check boxes are ticked ready for reporting gt If there are any of the records that you do not wish to see in the report simply un tick the relevant check boxes gt Select View my report gt The report will be displayed in PDF format and choose from one of the following options save for future use OR open giving a read only version of the report From here you can save and or print the report as required Note if you need to download a viewer for a PDF select the hyperlink to Download Adobe Acrobat Reader to view your report and follow the instructions on the screen LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 34 of 67 y v So h e Skills Funding Agency Personal Learning Record Andrew Jackson 2011201089 Learning Events Provider Awarding Body Type Aim Description Start Date End Date Grade Award Date Wiel Assessment om GCE AS level AOA Level 3 Advanced p OVO Quatthcoteers Alianco Subeaheary GCE n Danby WJEC Oxford Camtexige amp GCE AS lawal DOR Lave J Advanced A voran RSA Exams GCE fi Engish Large PROTECT
63. s not include credits until a whole group is achieved e You have the option to expand each group one at a time or to Expand all Expand all reveals units as in the screen shown below LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 50 of 67 Skills Funding Agency 5900 3962 9 City amp Guilds Level 3 Certificate in Promoting the Mental Health and Well being of Older People QCF lt Back to list About this qualification Owning organisation City and Guilds of London Institute Level Level 3 Sector subject area 1 3 Health and Social Grading structure Fass Care Tatal 26 Minimum guided 180 credits Minimum credits at level 26 learning hours Select the units and click calculate until a tick appears This means you have selected the right amount of units and groups to reach atleast the minimum credits groups required Need more help Default to view Expand all Qualification credits Minimum credits at Level 3 0 26 Total credits 0 26 Group CGM 0 CompoundGroup Mandatory 0 Min credits 0 26 Group A Mandatory Min credits 3 19 T 501 5 871 The principles and values that underpin the promotion of Level 3 Fis Required wellbeing and mental health with older people A 501 5972 Wellbeing mental health and older people Level 3 Fl 3 Required R 501 5976 Mental health problems and the main interventions and Level 3 3 Achieved appro
64. select the Next button Provide as much additional information as possible Step 4 You must provide your name and contact details valid email address and telephone number in case we have any further questions Note if you would like the enquiry to come back to another member of staff their details can be entered in here Select Finish Once your enquiry has been successfully submitted you will see an enquiry reference number make a note of this number in case you need to contact the LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 39 of 67 Skills Funding Agency LRS Customer Help Desk gt Select Continue to return to Report a Problem step 1 eet Pee quatife A wf n i event 7 Larmyuege tetdopor tint 1 Biusi itr Peldar fi TTE A LorWmibule to a li Heit Ai Wanraying pure Vaenaping Yow taldia pant Prt Laal A t Hluiteering ib sete teidemot Lavell amp Venaging Y uO Hane mule ea iy ule p g hr weihngnialt eration ter DP want uiuniess Uf ari eet atoan for Deen T ativieg Baseett oe j Hlunteer Viarneget lieve gt T A Crem Y Rt awto Award daw Y Screenshot Report a Learning Event Problem qualification not learners step 2 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 Uncontrolled if printed LRUGO1 Page 40 of 67 Skills Funding
65. sults screen matching the criteria provided O O Results can be sorted by column title For multiple pages of information you can select View All from the Show dropdown box to display all selections found Or choose a page number Or Next to move to the following page select Export to generate a PDF report detailing the search results and search criteria This may be viewed downloaded or printed Each of the qualification titles appears as a hyperlink see the next step for more information LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 44 of 67 AR taba Skills Funding Agency Find a OCF qualification These ae ihe Courses Mai maicn vou sear we oF ite uattrecath N yod Wee io Gee n more Geta Relarence vw Qualification tiiis v Leys w Total credits v Refine your search Imon 1 PA n E e eT L AF2 imid quaitcaton Keyword Edexcel damed Edes out Acz 0 Umed qualttic mon 10 50100179 Oorived Foosce QL ADA 0 Linie quatiticgion 2 ee Seiact a sie S011 9 Qerreed_Edeuce aLa Apa 0 Umi qusitiicapon 3 Sector sufpect Select a sulyect 501 Wwa we E garop QLS Nea n wez 4 50100159 Gawveg Egone OLE PES 0 Oferedd m England EET 6 ms th ter Qorved_ Foocsce OL hea Y Manhem Iresang Led qiaiticaton G 5040017 Gamed Locros aL Nes Um ej qguaifiraton 7 S000189 be zoare ats Aea 0 uned Slr 5010013 Gwved Eossce OLD Ae
66. supplied in your CTF file has not been Check that the ULN you No ULN Match recognised entered has 10 digits and that the Given Name Family Name Date of Birth Gender and Postcode match this ULN RCO10 One or more of the mandatory fields is blank Check the mandatory Null values apart from Given Name or Family Name fields RCO11 The learner record submitted in the CTF file contains data which does not meet LRS formats This could be 1 Either the Family Name and or Given Name are incomplete or contain an invalid name Prohibited text or postcode has been entered into any of the fields ULN already exists and file is attempting to update Verification Type being updated to 999 Other and Verification Description field is blank Date of birth value means learner is less than 11 years old or more than 110 years old ULN already exists and Ability to Share is being set back to FPN Not Seen or when learner has previously set this field themselves set their preference There is a double space in the Postcode field Incorrect format Appendix H Glossary Abbreviation Explanation Term Awarding Organisation CRB Check Criminal Records Bureau Check CSV XML File formats Comma Separated Values or Extensible Markup Language Family Name The surname or family name of the learner LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 66 of 67 Skills Fundin
67. t 3 Find a QCF qualification Learner s achievements gt Note again how the Unit that was selected from the record is shown as achieved and the check box is already greyed out and selected R 501 5976 Mental health problems and the main interventions and Level 3 3 Achieved approaches that are used with older people Screenshot Find a QCF qualification Learner achieved unit gt Allthe other units are available for selection whether optional or required gt From the expanded screen we check appropriate units to select carefully analysing the totals required for credits and level if needed for each group After choosing the options the Calculate button is selected 900 3962 9 City amp Guilds Level 3 Certificate in Promoting the Mental Health and Well being of Older People QCF lt Back to list About this qualification Owning organisation City and Guilds of London Institute Level Level 3 sector subject area 1 3 Health and Social Grading structure Pass Care Total 26 Minimum guided 180 credits Minimum credits atlevel 26 learning hours Select the units and click calculate until a tick appears This means you have selected the right amount of units and groups to reach atleast the minimum credits groups required Need more help Defaultto view Expand all The calculation is not working as expected Calculate Qualification credits Minimum credits at Level 3 26 26 i Total credits
68. tact details valid email address and telephone number in case we have any further questions Note if you would like the enquiry to come back to another member of staff their details can be entered in here gt Select Finish gt Once your enquiry has been successfully submitted you will see an enquiry reference number make a note of this number in case you need to contact the LRS Customer Help Desk gt Select Continue to return to Report a Problem step 1 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 38 of 67 S UL kills Funding Agency Satadi Siatyect v Level Y Grace Creda Staa Awarddime Y he n appecet i i i CR wos TRT i HPA IOF MN CAOIN Screenshot Report a Learning Event problem qualification wrong step 2 3 9 2 A learning event does not belong to the learner This option can be selected when the learning event does not belong to the learner gt gt VV VvV Step 2 Select the radio button from the Select column against the qualification that you are reporting Select Next Note that there may also a separate Next button for further pages of qualifications Step 3 The record that is being challenged as not belonging to the learner is displayed This gives the opportunity to check the details cancel or go to the previous screen Once the details have been verified
69. ted and click the Delete selected records button Once you have completed exception processing the function to Export my processed exceptions should be used to download a file to enable you to update your organisation s database with your processed exceptions gt From the View exceptions screen gt Select the Export processed exceptions button which takes you to the Export my processed exceptions screen gt Select the same format you used to upload the file so the file can be loaded in your database When you select a radio button the download button will be highlighted 3 Personal Learning Record 3 1 Access the Personal Learning Record The Personal Learning Record PLR is an electronic folder which details in one central place online all the awards learning Achievements and qualifications of a learner Only LRB Online Users or View Only Users can access the PLR as long as the learner has agreed to share their PLR For more information refer to section 6 3 LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 30 of 67 Skills Funding Agency 3 2 Information displayed on the PLR Data for the PLR is obtained from three sources e National Pupil Database NPD for Key Stage 4 and 5 qualifications e Periodic Individualised Learner Record ILR returns to the Data Service as long as a valid ULN and UKPRN are included within the ILR and they match
70. terventions and approaches that are used with older people and Assessment care and support planning and risk management to promote the wellbeing and mental health of older people from the learner s PLR and the word Teach within the title These are the courses that match your search Click on the qualification you d like to see in more detail Reference Y Qualification titte Y Level Y Sie w Totalcredis Refine your search 500398219 City amp Guilds Level 3 Level 3 Certificate 26 Cerificate In Fromoting Keyword the Mental Health and Well being of Older People OCF Reference code SIZE Certificate ka Sector subject Select a subject ka area offered in F England C Northern Ireland F Wales Search again Screenshot Find a QCF qualification results of learner unit search e Select a qualification title hyperlink and this link will open a further screen with details about the qualification This screen is split into two sections o About this Qualification name of the owning organisation Level Sector Subject Area Grading Structure Total Credits Minimum Credits at Level and Minimum Guided Learning Hours This information can be hidden by selecting the toggle and expanded by selecting o Structure of the qualification Grouping of Units refer to section 8 1 2 for more information LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Unco
71. their birth certificate LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 55 of 67 Skills Funding Agency Appendix D Create update learner fields Field Entry type Format drop down choice Title Free Text Given Name Preferred Given Name Middle Other Name Previous Family Name Family Name at 16 Gender Drop down Not Known Not Specified Date of Birth Place of Birth FreeText S Nationality Last Known Address 1 Free Text Last Known Address2 Free Text S Last Known Town Free Text o OO A Last Known County City Last Known Postcode Date of Address Capture Date field Verification Type Drop down Bank Credit Debit Card Certificate of Entitlement to Funding Driving Licence ID Card or other form of National ID National Insurance Card None provided Other Passport Relationship with School Other Verification Description School at Age 16 Scottish Candidate Number LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 56 of 67 Skills Funding Agency Ability to Share Drop down FPN not seen FPN Seen and able to share data FPN Seen and unable to share data Appendix E Verification Type and Ability to Share Format drop down choice Verification Type None provided Relationship with school should be used by schools Bank Credit Debit Card Certificate of Entitlement to Funding
72. type Enquiry Type ULN has been incorrectly created ULN has been incorrectly merged ULN has other unspecified problem e Duplicate ULN for example a learner has been given a second ULN Fictitious or fraudulent ULN ULN de merge Two people sharing the same ULN Deceased learner ULN incorrect as details have changed learner is therefore using another learner s ULN e Other ULN problem Table 1 Reporting ULN problems LRS Organisation Portal Learner Management User Guide V1 0 June 2014 Uncontrolled if printed Both ULNs that you suspect the learner has Which ULN is the master and which ULN is the duplicate lf data on the ULNs are significantly different then please give a reason for the merge request E G if the ULNs have different post codes please confirm that the learner has lived at both addresses Both ULNs that need to be de merged The reason why they need de merging Please give as much information as to what the issue Is LRUGO1 Page 36 of 67 z 4 N a Skills Funding Agency Data Challenge process is only for instances where the LRB cannot resolve the issue themselves and also includes issues raised by the learner Instances where a data issue can be corrected directly by an LRB are e Wrongly spelt Incorrect Name e Wrong Incorrect Address e Opting out settings e Date of Birth These can be changed using by updating the learner s details see
73. udes processing Rules of Combination RoC enquiries which gives Learner Registration Bodies LRBs the opportunity using selection criteria that help to produce options for learners to find suitable courses The Guide also offers advice and information on best practice to help you make the most of the LRS and provide details of how to get further help and guidance lf any of your users would receive the LRS newsletter Service News they can subscribe by sending their full name organisation name and contact details by email to the LRS Customer Help Desk LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 4 of 67 Skills Funding Agency 1 Operational guidelines for super users Once your organisation has registered with the Learning Records Service LRS it will be referred to as a Learner Registration Body LRB You will need to establish managerial arrangements for running the LRS and ensure that appropriate arrangements for data governance are in place Once we have checked and accepted your registration LRS will set up your organisation account on the Organisation Portal and email your nominated Super User with a username and provide a password to enable access to the Organisation Portal This section is for your organisation s Super User and will help to e Clearly define your managerial arrangements for running the LRS e Establish your data governance arrangeme
74. wap month and day around if less than or equal to 12 or try using the first of the month 01 MM YYYY e When the learner s Date of Birth is not known as a last resort a DOB is used that they will remember for example 1 1 lt choose a year closest to their age gt Contact information e Try searching using a previous postcode for the person or their parent s postcode e Try searching using the default postcode ZZ99 9ZZ e lf you collect the previous postcode for learners you could try uploading a batch file with the previous postcode Once you have obtained the ULN please update the ULN with the correct postcode e lf in doubt use Address matching tools such as htip postcode royalmail com to produce a full address LRS Organisation Portal Learner Management User Guide V1 0 June 2014 LRUGO1 Uncontrolled if printed Page 54 of 67 Skills Funding Agency Appendix C Tips for updating a learner s details Below is a one page summary when updating learners 1 If you have ULNs for learners the demographics can be updated using Batch Processing One mandatory field can be updated per file 2 Prohibited text is not allowed for example prisoner Should the learner s name include prohibited text please contact the LRS Customer Help Desk If prohibited a postcode for example a prison postcode please use the learner s last address or the default postcode ZZ99 9ZZ View a list of published prohibited text 3 Ensu

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