learner management - edexcel · learner management ser uide for the qualifications management...

Version 1.0 December 2014

Learner Management User Guide

Version 2.0 January 2015

For the qualifications management application

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Learner Management User Guide for the qualifications management application Version 1.0 December 2014

What’s in this guide?Contents 1 Before you start

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2 Create OrderRead more

3 Create ClaimRead more

4 Manage Learners

5 Manage Entry/Bookings

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What’s in this guide?Contents 6 Manage Invoices

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7 Ineligible LearnersRead more

8 View ResultsRead more

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Learner Management User Guide qualifications management application Version 1.0 December 2014

1Before you start

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The user guide is written for centre staff and makes the following assumptions:

You are familiar with the Microsoft Windows operating system.

The computer you are using meets system requirements.

About this guide About the system

What is the qualifications management application?

This application is the new online information and administration system which is accessed by all approved centres.

The application can be used for:• Registration• Entries• Results and Certification• Invoicing

Cookies: This website stores cookies on your computer. They help the site work better for you, and let us understand how our visitors use the site so that we can keep improving it for you. If you log in, we assume you are happy to accept the site’s use of cookies.

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Browser Requirements: Firefox, Google Chrome, Safari and Internet Explorer.

Pre-requisites: Adobe Acrobat Reader and Microsoft Excel. Our site uses Adobe Acrobat and Microsoft Office files to output certain reports. Depending on what system you are using, you may need to install this software.

Java Scripting: In order to use our website, your web browser must be configured to use ‘Java Scripting.’

Pop-Up Windows: Our site uses pop-up windows to enhance your browsing experience. Please turn off any software that disables such windows or configure them so the qualifications management application is a trusted website.

Data Protection: The application provides access to sensitive and personal information covered by the Data Protection Act 1998. You must only access and use this information if authorised to do so, if it is for legitimate Pearson business purposes, and if use of the information is made strictly for the purposes intended and agreed between the parties. The information should not be shared with any third parties without the express prior permission of Pearson and remains the property of Pearson. Improper use of personal information is an offence under the Data Protection Act and could lead to prosecution.

About the system (continued)

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Create Order

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This section will explain how to create an order in the qualifications management application.

It makes the following assumptions:

You have a login for the application.

You have permission to create an order.

The learner already exists on the system.

If your learner is not already on the system you will need to create a new learner. Click here for instructions.

If you want to create an order for many learners you can use the bulk upload process here.

In this section Create Order

Step 1Navigate to the qualifications management application website, enter your username and password, and click ‘Login’.

Step 2You will be directed to the qualifications management home page.

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Create Order (continued)

Step 3From the list of apps click on the ‘Learner Management’ option.

Step 4You will be directed to the home screen for Learner Management. Click ‘Create’ and then ‘Create Order’ from the left menu bar.

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Step 5Click ‘Select Product’ and locate the qualifications/products then click ‘Add Selected Products to Order’. You can select the products from the table or use the ‘Advanced Search’ option.

Step 6You will be presented with a message saying ‘You need to link learners to this order’. Click ‘Select Learners’ from the right side.You can also enter an optional Purchase Order Number for internal invoicing purposes.

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Step 7To find a learner who is already registered within the qualifications management application, click the ‘Select Learners’ tab. A table will show all your registered learners. If the list is large you can use the ‘Advanced Search’ function.

Step 8To link an existing learner to the order click ‘Add’ and the learner will move across to the Linked Learners box. Once all the required learners are showing in the Linked Learners box, click ‘OK’.


!You might also want to:

• Create Learner• Bulk Upload

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Step 9You will be taken back to the overview page where a green tick will appear next to the processes which have been completed.The screen will also show how many learners have been linked to the order, the cost of each registration and the total cost.

Click ‘Add Dates’ to add course start and end dates to your listed learner(s).

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Step 10Select the course start and end dates for each of the linked learners and click ‘OK’

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Step 11You are now presented with an overview of your order. You will have green ticks showing that you have successfully linked your learners and entered course dates. Click ‘Submit’ to save your order. or continue to add further qualifications to your order using the previous steps.

Step 12A pop up screen will appear asking you to confirm your order. Click ‘OK’ to confirm.

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This section will explain how to create a learner in the qualifications management application.

Follow Steps 1–7 from Create Order.

In this section Create Learner

Step 8To create a new learner click the ‘Create Learners’ tab.

Step 9Enter the main details of the learner. Fields marked with an asterisk are mandatory.

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Create Learner (continued)

Step 10Further optional ‘Additional details’ can be added/uploaded to the Learners Details from this page, including a digital photograph and signature. Click ‘Save & Add’ to complete the inputting of learner data. Your newly saved learner will now show in the Linked Learners box on the right side of the page. Continue to add any other learners you need to register. Once you have added all the learners click ‘OK’ on the bottom right corner of the screen.

Step 11You will be taken back to the checklist page confirming what has been completed and what is outstanding. A green tick will appear next to the processes which have been completed. The screen will also show how many learners have been linked to the order, the cost of each registration and the total cost. Click ‘Add Dates’ to add course start and end dates to your linked learner(s).

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Step 12Select the course start and end dates for each of the linked learners and click ‘OK’

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Step 13You are now presented with an overview of your order. You will have green ticks showing that you have successfully linked your learners and entered course dates. Click ‘Submit’ to save your order.

Step 14A pop up screen will appear asking you to confirm your order. Click ‘OK’ to confirm.

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This section will explainhow to create a bulk order against a qualification in the qualifications management application.


In this section Bulk Uploads

Step 8Click the ‘Upload Learners’ tab.

Step 9To download a template to upload your learners click ‘Download’.

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Bulk Uploads (continued)

Step 10Fill in the fields for your learners on the learner template. ‘Learner Given Name’, ‘Learner Family Name’, and ‘Gender’ are mandatory. Once completed save the template to a location on your computer where you can find it easily.

Step 11Click ‘Select files’ to upload your learner template spreadsheet.

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Step 12Locate and select the learner template to be uploaded and click ‘Open’.

Step 13The file you have selected will be uploaded and the learners will be displayed on the right side of the screen. Click ‘OK’ to continue.

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Step 14You will be taken back to the overview page confirming what has been completed and what has not. A green tick will appear next to the processes which have been completed. The screen will also show how many learners have been linked to the order, the cost of each registration and the total cost. Select ‘Add Dates’ to add course start and end dates to your linked learner(s).

Step 15Select the course start and end date for each of the linked learners then select ‘OK’. To select the same start and end dates for all learners, use the drop down menu. However, if you want to customise dates for each learner, you can amend individually.


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Step 16You are now presented with an overview of your order. Click ‘Submit’ to save your order.

Step 16A confirmation screen will appear, click ‘OK’ to confirm.


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This section will explain how to create Entries and Bookings in the qualifications management application.

It makes the following assumption:



In this section Create Entry/Bookings

Step 5Click on ‘Entries and Booking(s)’ tab and then select whether you intend to make a booking for a stand alone qualification or an a apprenticeship..

Step 6Search for your qualification you wish to make a test booking for and expand it to see the testable units available. You can select individual or multiple units when making a booking then add the selected units to the booking..

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Create Entry/Bookings (continued)

Step 7You will now be prompted to link learners to the booking and select the time and date your learners will take the test. To add learners to the booking click ‘Select Learners’ on the right side.

Step 8You can locate exisiting learners using three criteria: ‘Advanced Search’, ‘Search’, or by the embedded table. To link an existing learner to the order click ‘Add’ and the learner will move across to the Linked Learners box. Once the learner appears on the right side of the screen click ‘OK’.

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Step 9You will be taken back to the checklist page confirming what has been completed and what is outstanding. A green tick will appear next to the processes which have been completed. The screen will also show how many learners have been linked to the order, the cost of each registration and the total cost. Click ‘Add dates’ to add the test booking date, time and mode.

Step 10You can now select the date and time you want to book the test from the drop down bars.

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Step 11You now need to select the mode of the test you wish to book. If you are taking a test in a Local Area Network (LAN) environment select ‘Classroom’. If your learner is taking the test without internet access select ‘Offline’. Alterntively if the learner is taking the test online with an internet connection select ‘Online’.

Step 12Once you have selected your booking click ‘Save’. If you have applied for any additional time for your learner it will automatically be shown.

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3Create Claim

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This section will explain how to create a claim in the qualifications management application.



A login may be obtained from yourPearson Account Specialist.

In this section Create Claim

Step 1Navigate to the qualifications management application website, enter yourusername and password, and click ‘Login’.


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Create Claim (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Create’ and then ‘Create Claim’ from the left menu bar.

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Step 5On the claim screen you will need to select the products, learners and units you want to claim for. Start by clicking ‘Select Product’.

Step 6A box will pop up with all the qualifications your centre is approved for. If the list is large you can search for the correct qualification using the ‘Advanced Search’ function. When you have found the correct qualification, select it by adding a tick on the left side and click ‘OK’.

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Step 7Locate and select the learner(s) you wish to claim for, then click ‘Add to Claim’.

W Step 8Click the ‘Select Units’ tab. Here you can select the units you wish to claim for. You can select up to 50 units at any one time. Select ‘Add to Claim’.

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Step 9Click the ‘Claim’ tab. You will see the units you have selected and the selected learners. Click ‘Update’.

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Step 10Select the Award Type from the drop down menu.

Full: Where you are claiming for a Full award as the learner has completed all the qualification.

Interim: Where you want to claim for individual units.

Fallback: Where the learner has completed as much of the qualification as they intend to and you are claiming for their achievements and closing the registration.

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Step 11Select the Award Date from the pop-up calendar.

Step 12Select the grade.

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Step 13Once you have selected your grade for the units select ‘Save Changes’.

Step 14Your claim will then be submitted.

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Manage Learners

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This section will explain how to manage learner details in the qualifications management application.




In this section Manage Learners



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Manage Learners (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Manage’ and then ‘Manage Learners’ from the left menu bar.

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Step 5Click ‘Search by Learner’ tab at the top of the page. To locate your learner you can either narrow down the search using the optional fields and clicking ‘Search’, or find the learner via the table. Once you have located your learner select the ‘Pearson Learner Id’ to view the details.

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Step 6The Learner Details screen shows all the personal and order details associated with the learner. To add, delete or amend any of these details click ‘Edit’ at the bottom of the screen.

Step 7The system allows you to make amendments to the learner details. Please note that when editing details of a learner you are allowed to make one amendment, such as given name, family name and date of birth. If further details need to be changed you should contact your designated Account Specialist.

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To add or amend other information about the learner expand the ‘Other IDs’ menu. If there are any existing IDs associated with the learner they will show and give you the option to Edit or Delete them.If you want to add an ID to the learner’s details click ‘Add’.

Select the type of ID you want from the drop down menu, enter the ID number and click ‘OK’.

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To add or amend a learner’s address, email or telephone details expand the Additional Details menu. As before, the system allows you to edit or delete existing entries or add new details.

To add or amend a learner’s photo or signature, you can upload new images saved on your computer by clicking ‘Select files’.

Please note that the qualifications management application automatically records the date of submission for both the photo and signature.

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Manage Entry/Bookings

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This section will explain how to manage entries and bookings in the qualifications management application.




In this section Manage Entry/Bookings



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Manage Entry/Bookings (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Manage’ and then ‘Manage Entry/Bookings’ from the left menu bar.

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Step 5Here you can cancel a test booking, amend the details of a test booking, launch an Online test or download an Offline test.

To cancel a test booking select the booking using the tick box on the left and click ‘Cancel’. A pop-up screen will appear asking you to confirm.

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To amend a test, locate the booking and click ‘Amend’. You can then amend the learners taking the test, the date and time of the test, and the mode of the test (i.e. Classroom, Offline, Online).

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Manage Invoices

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This section will explain how to manage invoices in the qualifications management application.




In this section Manage Invoices



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Manage Invoices (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Manage’ and then ‘Manage Invoices’ from the left menu bar.

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Manage Invoices (continued)

Step 5You will see all the invoices for your centre. Locate the invoice you wish to view by its Pearson ref and expand the details.

You will now see the qualification title and the fee amount. To see which learners are registered against that qualification and their individual fees, click on the triangle to expand the details.

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Ineligible Learners

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This section will explain how to manage Ineligible Learners in the qualifications management application.




In this section Ineligible Learners



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Ineligible Learners (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Manage’ and then ‘Ineligible Learners’ from the left menu bar.

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Step 5You will see all the claims that have not been submitted due to eligibility errors. You can see the learner, claim date and qualification. To see details of why the claim has failed, click on the icon under the Eligibility column.

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Step 6A pop-up window will appear highlighting where the claim has failed giving the reasons why the claim cannot be submitted and how it has not met the rules of combination.

Step 7To see the specific reasons why individual units have failed the rules of combination click on ‘Reasons’.

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Step 8To edit the claim again click on the the ‘Learner Pearson Id’ to make amendments and resubmit.

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View Results

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This section will explain how to view results for your learners on the qualification management application.




In this section View Results



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View Results (continued)


Step 4You will be directed to the home screen for Learner Management. Click ‘Manage’ and then ‘View Results’ from the left menu bar.

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Step 5You will now see all the learners who have results recorded. Locate a specific learner by using ‘Search’.

*You can export your results to a spreadsheet compatible CSV file by clicking Export at right.

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Step 6Expand the learner details to see the results for the individual units.

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