Learner Management

guideCreating Learners & Managing Entries

qualifications management application

Version 01.04

02Contents

1 Upload Learner Group P 3 This user guide is written for centre staff who use Pearson’squalifications management application - Learner Management.

This can be accessed by the following user roles:• Centre Administrator• Assessor

The Learner Management app, located on the Navigational Bar within the qualifications management application, allows you to add and make changes to learner records through the Create and Manage menus.

Within this guide, you will learn the steps required to manage the following activities:

• How to create a bulk upload of learners• How to create external assessment orders• How to amend and cancel external assessments• How to access attendance registers• How to view and manage orders

About this guide

Front cover image by Sue Barr

2 Create Order - LCCI External Assessments P10

4 Accessing Attendance Registers P24

3 Managing LCCI External Assessments P19

5 Manage Orders P27

03

Upload Learner Group

1

Section Overview

In order to register a learner, you must upload them into the system.

There are two ways to do this:

1. Individual Upload: one learner at a time (see Create Order: Create Learner section for details).2. Group Upload: multiple learners at once using the Upload Learner Group tool.

This section focuses on uploading learner groups using the Upload Learner Group tool - the most time-effective way to upload multiple learners into the qualifications management application.

04Upload Learner GroupBy using the Upload Learner Group function you can upload up to 1000 learners at a time. You can also search for them, once uploaded, and add them to an external assessment order as a group.

To begin, click Learner Management App > Learner Management menu > Create > Upload Learner Group

Step 1

On the Learner Group page you will find a table of groups previously uploaded by your centre. You can view or process this data by clicking on the relevant button in the Actions column.

To create a new learner group, click on the Upload learner group button.

05Upload Learner Group (continued)

Step 2

On the Upload Learner Group page you will first need to click on the Download template button that is highlighted orange.

Fill in the fields for your learners on the template (family name, legal sex and date of birth are mandatory). You will also be able to input additional details such as the learner’s email address, gender, preferred name and National ID. Once completed save the template in a CSV format to a location on your computer where you are able to find it easily.

Please do not change or remove any of the columns within the spreadsheet, otherwise the file will fail to upload and an error message will occur to confirm the upload has not been successful.

06Upload Learner Group (continued)

Step 4

By clicking on the Select file button this will allow you to select the template you want to upload. Click Upload in the table and the file you have selected will start uploading. Upload speeds will vary depending on the number of learners on the spreadsheet.

A message will appear confirming that the file has been received and is ready for validation.

Step 5

Once the file has 100% uploaded, press Save & exit to continue to the next step.

When your file is uploaded the data will be validated by the server, and when it’s finished you will receive a notification email. Then you will be able to resolve any invalid data and complete your learner group upload.

Step 3

On the Upload Learner Group page you will then need to create a group name for your bulk upload, and click Save. Please note that a group name is mandatory and the name must be unique to you as a user (no duplicates).

07Upload Learner Group (continued)

Step 6

You will be directed back to the Learner Group page where you will find a table of previously uploaded groups by your centre.

The file you have just uploaded will now be viewable in this list. You can review and process this data by clicking on the button in the Actions column. Alternatively if you no longer wish to complete the upload you can click on the button to cancel the data upload.

08Upload Learner Group (continued)

Step 7

By clicking on the pencil icon the Validate page will open. Here you can review the following tabs - Invalid, Removed and Valid.

The valid records tab lists all the learners that are ready to be submitted. Before submitting the job make sure you check the invalid records tab as these records require amendments.

Click on the icon on the right to check the reason. You can then click on the icon and amend accordingly. Alternatively, you can click which will remove the learner from the upload and add the record to the Removed tab.

If the system finds duplicate learner details, then you will have to click on the Validate button to create a new learner record. If the learner is already registered on the system you should click to remove the new record from this upload (and use the existing Pearson learner ID when creating an order).

09Upload Learner Group (continued)

Step 8

Having clicked on the icon you will be able to amend the details as required, then click Save Changes.

You should follow this process and review all of the records until they are on the Valid or Removed tab. You can then click Complete to finalise the upload.

Step 9

On the Learner Group page the upload state will change from Review data to Complete.

You will receive a notification email confirming this. If you click on the View button against the completed upload, you will be able to view and download a spreadsheet of the processed records.

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Create Order - LCCI External Assessments

2Section Overview

Prior to creating a new external assessment order your learner(s) must already exist in the system.

There are three ways to do this:

1. If you want to create an order for many learners you can use the Upload Learner Group tool

(See Chapter 1 Upload Learner Group).

2. Create an individual learner through the Create Learner tab within Create Order

(See Create Order - Create Learner section)

3. Select existing learner(s) within Create Order.

This section focuses on entering a learner for an LCCI external assessment.

11Create Order - LCCI External Assessments

To begin, click Learner Management App > Learner Management menu > Create > Order

Step 1

Click Add product to order and locate the qualification under the LCCI qualifications and external assessments tab. A pop up window will open. You will notice two filters at the top of the screen: filter by availability type and filter by qualification structure.

You can filter the table by availability type, select either ondemand or series based tests.

You can then filter the table by qualification structure, select either single or multiple unit qualifications.

Step 2 (Single unit qualifications)

If you are making entries for single unit qualifications then you need to place a tick in the check box next to the Qualification ID.

Then click Add Product to continue.

12Create Order - LCCI External Assessments (continued)

Step 2 (Multiple unit qualifications)

If you choose to filter by multiple unit qualifications then the table will update and you will see a revised list of qualifications in the grid. You can search for your qualification using the filters at the top of the table to narrow down the results. Using the arrow at the left you can expand the qualification to see a list of the units.

You will be able to see which units are mandatory and which ones are optional.

If a number of mandatory units for the same product are selected, the linked learners will be automatically linked to the rest of the mandatory units.

Place a tick in the check box next to the unit ID that you want to make a booking for.

Click Add Product to close the pop up and continue with the order.

13Create Order - LCCI External Assessments (continued)Step 3

You can enter an optional Purchase Order Number for internal invoicing purposes. Order(s) for the selected product will appear on the physical invoice with the chosen Purchase Order Number printed. If you need to change this once you have added it then click on the icon. You will be presented with the message You need to link learners to this order. Click on the Select learners button.

Read the confirmation message and click OK to proceed in linking the learners. Alternatively click cancel if you wish to upload a group of learners prior to creating an order.

14Create Order - LCCI External Assessments (continued)

Step 4

To find a learner who has been uploaded, you can filter by the Learner Group name using the drop down bar.

The Add group to order button will add all the learners within the group selected.

Step 5

The grid displays all learners linked to your learning provider including the learners that already have active registrations for the same product.

If the list is large you can use the filters in the table to search by Pearson learner ID, Given name, Family name or Date of birth.

To link an existing learner to the order click the icon and the learner will move across to the Linked Learners box.

The Add All button will add all learners visible in the table, you can use the items per page dropdown to amend the amount of items displayed in the table. To remove a learner click on the icon.

Once all the required learners are showing in the Linked Learners table, click Add linked learners.

15Create Order - LCCI External Assessments (continued)

Step 6

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

Next you need to add the assessment details to the linked learners. Click Add details to select the external assessment date for your linked learner(s).

16Create Order - LCCI External Assessments (continued)

!

Step 7

Select the exam date using the calendar icon. Selecting the time slot is not mandatory but if you wish to select a time use the clock icon. If a time has not been selected then the default time 00:00 will appear on the entry.

By using the icons in the column header you will set the date & time for all linked learners in the grid. By using the icons in the row(s) you can set a specific date/time for each learner. Click the Save details button to continue.

For On Demand paper tests you will need to submit your entries a minimum of twenty

days before the examination.

For Series based tests you will need to select the availability window. Entries

must be made before the entry deadline as published in the LCCI information manual.

17Create Order - LCCI External Assessments (continued)

Step 9

A pop up screen will appear asking you to check your details before placing your order. By clicking on the triangle icon at the left, you can view a breakdown of the learners and cost(s) against each product before confirming.

Click Place order to proceed. Your order has now been submitted.

Step 8

You are now presented with an overview of your order. You will have two green ticks showing that you have successfully linked your learners and entered assessment dates.

You can add further external assessment entries to your order by clicking the Add product to order button and following the previous steps.

Click Submit to process your order.

18Create Order (Create Learner)

Step 1

To create a new learner click on the Create Learners tab. Enter the learner’s details in the Main details section. Fields marked with an asterisk (*) are mandatory. Within the Additional details section you will also be able to add the learner’s email address, gender, preferred name, National ID and passport number.

Click Save & Add and this will move the learner over to the Linked Learners section on the right.

This section will explain how to create a learner in the qualifications management application. Firstly follow steps 1-3 from Create Order - LCCI External Assessments

Continue to add any other learners you need to register.

Once you have added all the learners click Add Linked Learners at bottom left.

Now follow the instructions from Step 6 here

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3If you need to amend or cancel your external assessment entry you will be required to visit the External Assessment screen within the Manage menu as per below.

This section focuses on the processes for each of the above actions.

Managing LCCI External Assessments

Section Overview

20Managing LCCI External AssessmentsThis section will explain how to manage your external assessments for LCCI qualifications.

To begin, click Learner Management App > Learner Management menu > Manage > External Assessments

Step 1

Under the LCCI External Assessments tab you are able to view, amend and manage your external assessments.

You can filter the entries within the table by availability type, select either On demand or Series based tests. The top table shows groups of external assessments at your centre. These are collated by test date/time and by product details.

On demand external assessments can only be managed up to twenty

days before the exam date. If the exam date is less than twenty days in advance, you will not be able to amend or cancel the test

on this screen.

Series based external assessments can only be managed up to the

entry deadline. If the entry deadline has passed, you will

not be able to amend or cancel the test on this screen.

If you need to make an amendment and you are unable

to do so, please contact your Account Specialist.

21Managing LCCI External Assessments (continued)Step 2

Within the first table you can make a change at the group level which will affect all learners in the group. You can click on the Amend button to amend or you can click on the Cancel button to cancel the booking.

You can search for the group using the filters at the top of the table to narrow down the list. You can select the order by clicking anywhere in the row.

22Managing LCCI External Assessments (continued)Step 3

The learner details will be populated in the learner table below. Within the second table you can make a change to an individual learner’s external assessment.

There are two options underneath the Learners table. You can click on the Amend button to open the Edit external assessmentspop up window. Within this window you can amend the exam date and time using the clock and calendar icons.

Selecting the time slot is not mandatory. If a time has not

been selected then the default time 00:00 will appear on the entry. The exam date can only

be changed to a date at least 20 days in advance.

Click OK to save the changes.

A box will appear confirming the external assessment has

been updated.

23Managing LCCI External Assessments (continued)

Step 4

To cancel an external assessment, click on the Cancel button. Once you cancel an assessment you will not be able to reinstate it.

Once the external assessment has been cancelled the learner’s status will appear as cancelled in the table.

If the exam date (or time) has been changed for a learner from the group, then a new row in the first table will be generated.

If the exam date has been amended for the whole group, you will still have one row only in the first table.

If you cancel an external assessment for a mandatory

unit, the system will automatically cancel the external assessment(s) for all mandatory units booked for

the learner on that programme.

If the external assessment that is being cancelled is for a single or

optional unit, then only the order selected will be cancelled.

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4 This section will explain how to create/re-create attendance registers for LCCI external assessments on the qualifications management application.

Accessing AttendanceRegisters

Section Overview

25Accessing Attendance RegistersThis section will explain how to access attendance registers for LCCI external assessments.

To begin, click Learner Management App > Learner Management menu > Manage > External Assessments

Step 1

Under the Manage attendance tab you are able to view and download your attendance registers. The default view will showregisters where the date of test is today or in the future. Use the calendar icons to narrow down your search or to view registers where the test date is in the past.

Registers are grouped by unit and date (not time). You can use the filters at the top of the table to narrow down the list (the AR Reference field is only generated once the attendance register is accessed).

26Accessing Attendance Registers (continued)Step 2

Click on the Create button to create/re-create an attendance register for the booking. A new screen will open displaying a PDF of the attendance register. This displays all the learners that have been booked to sit the test on this date.

To download the attendance register locally click on the

download button.

To print the attendance register select the print icon.

If you make any changes to the test booking (either adding or removing learners) you should

regenerate the attendance register and it will reflect the changes.

Select the Back button to return to the Manage Attendance Grid. If you are creating the register for the first time, the AR Reference

value will appear in the grid. If you are re-creating the

register, the AR Reference value will not have changed.

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5This section will explain how to access further information on submitted orders and how to process draft orders in progress (unsubmitted orders.)

Manage Orders

Section Overview

28Manage OrdersThis section will explain how to access further information on submitted orders and how to process draft orders (unsubmitted orders).

To begin, click Learner Management App > Learner Management menu > Manage > Orders

Step 1

The submitted orders grid will display detailed information including the order details, product ID, number of linked learners etc. It will also link to the Pearson invoice ID if an invoice has been generated (if an invoice has not been generated then the field will be blank).

You can search and filter the orders using in line searches available underneath the column headers. To see additional columns or further filter the information you can click on one of the down arrows next to a column title to see the hidden options.

You will be able to search for all submitted orders that have been

linked to a specific invoice. Type the Pearson invoice ID in the inline search field and press the Enter key on your

keyboard.

The Pearson invoice ID is hyperlinked. By clicking on the

link you will be re-directed to the Manage invoice page.

29Manage Orders (continued)

Step 2

The unsubmitted orders grid will list any abandoned orders or orders in progress. To see which learners have been linked to the draft order, you can click the arrow next to the Pearson order ID to see the Learners grid.

To resume and submit, or cancel the order you should click on the Resume order button which will direct you back to the create order page.

Step 3

Within the create order page you can now resume or edit the order by linking the learners and adding the details or dates. Once all of the actions have been completed, you can continue to press the Submit button.

Alternatively if you wish to cancel the abandoned order and therefore unlink all learners, you can do so by clicking on the Cancel button.

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