There are two ways to create a Qualification for a Learner. Depending on if the Qualification will be undertaken by multiple Learners will dictate which is the best method for you. If you are unsure in anyway please don't hesitate to contact us.
Tip For the purposes of the ILR you should ensure that a Learner has a Qualification where the field Principle Qual is ticked to indicate it is a core aim. Qualifications dictate whether any Learner appears on the ILR Manager so they should be thoroughly checked.
TABLE OF CONTENTS
- Setting Qualifications to multiple Learners
- Setting individual Qualification to a Learner
- Editing an individual Qualification
- Adding Units to Learner Qualification
- Adding Documents to a Qualification
Setting Qualifications to multiple Learners
Navigate to Learners -> Qualifications in the left hand navigation menu.
You will be taken to a screen that lists Qualifications using a Year and Site filter. Changing either filter will change the listed Qualifications. These Qualifications act as header records to group Learner Qualifications together.
To add a new Qualification to this manager screen, in the File menu at the top select Add new Qualification. You will be presented with a list of Qualifications that have been entered into Standard Values. If you do not see the one you need listed, we recommend you read the article on Adding Qualifications within this category.
Once added, this new Qualification will display in the list, whereby you now have the following icons available:
Icon/Option | Description |
|---|---|
| Trash | Deletes the Qualification. Please note it would also delete the individual Qualifications for the Learner, to avoid this Detach them first before deleting this header record. |
| People | Use this option to assign Learners to this Qualification. When you assign anyone it will create an individual Qualification record available on each Learners own Qualifications screen. |
| Copy | Use this option to request Databridge to find any current Learners that have this Qualification on their record and attach it to this header record if it isn't already. This is useful if you had already added the individual Qualification to a Learner and wish to see it here. |
| Pencil | Use to edit the Qualification details including Dates, Status, Achieved and more. Note: Any changes made will be applied to any Learners Qualifications attached as well so acts as a bulk edit. |
Once you have attached some Learners you can use the + icon next to the Qualification and break it down to see them. From the list of Learners you can select the following:
Option | Description |
|---|---|
| Archive | Detaches the Learner from the Qualification. Note: This does not delete the individual Qualification for the Learner, just removes the link between it and this header record. |
| Pencil | Use to edit the basic Qualification details if different to the header record. |
Setting individual Qualification to a Learner
We recommend using the above manager screen for adding Qualifications for easy tracking, however if a Qualification applies to just one Learner you can add this accordingly to the individual without using the manager screen.
First locate the Learner you need via Learners -> Find Learner in the left hand navigation menu, then view their record. On the right hand side of the Learner record, select the option Quals.
You will be taken to a Qualifications screen that applies to the individual Learner only. To add a Qualification for the Learner select the Add Qualification option on the right hand side. You will be presented with a list of Qualifications that have been entered into Standard Values. If you do not see the one you need listed, we recommend you read the article on Adding Qualifications within this category.
Select the relevant Qualification using the + icon. You will be prompted with a message that reminds you of dates that need to be set pertinent to the ILR. From this message you can choose to edit the Qualification immediately to make further changes or not.
Editing an individual Qualification
If you have used the manager screen option above, you can edit the individual Qualification as per instructions listed.
If you have added the Qualification to just the individual, you need to visit their own Qualifications screen and then locate this in the first tab. Once located you can click on the pencil icon to open up the individual details and be presented with the following tabs:
Tab | Description |
|---|---|
| General Details | The dates, status, grade and main details of the Qualification. After any changes are made here, ensure to click the green Save Changes at the top of this tab. |
| Other | A tab used as a checklist with dates to track the qualification e.g. Registered, Money Claimed, Money Received etc |
| Prior to College | If this Qualification was achieved prior to your organisation, tick the field in this box to indicate this. This lets you record it in Databridge without it affecting your ILR. |
| Properties | Specifies the date added and gives you the option to exclude the Qualification from the ILR. |
| Goals | Used to list any Long or Medium Term Goals the Qualification may be linked to. This is used in a Qualification summary report to see Target Progress based on Qualifications. |
| IV | Fields used for when Internally Verifying the Qualification. |
| Programme | Used to record Component, Type of Learning and Area if applicable. The dropdown values can be changed in Standard Values. |
| Commentary | Use this to record any comments or notes against the individual Qualification in a chronological format. |
Adding Units to Learner Qualification
First locate the relevant Qualification as per the Editing an Individual Qualification above and click to edit the Qualification.
Next to the Qualification Detail tab will be a tab called Qualification Units. Click on this to get the list of Units added. By default this list will be empty.
Click the Add Unit(s) button to open a modal of available Unit Groups and Units for that particular Qualification. If you do not see the group or Unit you are looking for, please refer to the Adding Units section in the Adding Qualifications article.
Click the + icon next to a relevant Unit Group to display the Unit(s). Click the + icon next to a Unit to add it to the Learners Qualification. You can do this for multiple Units and when finished simply close the modal.
To edit the Unit, click on the pencil icon in its row in the table. This will then display the following tabs to make changes:
Tab | Description |
|---|---|
| Unit Details | The dates, Status, Grade etc for the Unit |
| IV | Record Internally Verified details |
| Custom Fields | These can be set in System Labels in Standard Values to allow for any individual details you may record for your organisation with Units |
| Assignments | Add the details of any Assignments related to the Unit |
| Commentary | Use this to record any comments or notes against the Unit in a chronological format. |
Adding Documents to a Qualification
First locate the relevant Qualification as per the Editing an Individual Qualification above and click to edit the Qualification.
There will be a tab called Documents. Click on this to get the list of Documents attached to the Qualification. By default this list will be empty.
Click the Add Document button to open a modal whereby you can set a Title/Name for the document, attach the document in question (for example a Certificate) and if required specify the Unit it pertains to. Click the Save button to attach the document and it will now appear in the list.
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