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LRB User Guide

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1. Create User J Update User Delete User Verify Identity Reset Password Back to Find User Screenshot 9 Find user results LRUGO1 LRB User Guide v 3 7 January 2013 Page 23 of 135 Uncontrolled if printed Learning Records Service www learningrecordsservice org uk a gt Select Create User and the following screen appears 10 Create User Please enter the following details Title v Given Name Family Name Telephone Number Mobile Number Role Awarding Body User LRB Batch User ILRB Online User LRB View Learner Only JILRB Super User Staff ID or Reference e Mail Address Preferred Language English Verification Provided Mandatory fields are marked with an asterisk Create User Cancel Screenshot 10 Create User gt Type in the Given Name and Family Name gt Select the tick box next to the User Role you would like to assign the individual see the Table 1 2 4 Types of User above for more information on which roles to assign gt Complete the e mail address field as this enables users to use the Forgotten Password option see Section 1 7 2 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 24 of 135 Learning Records Service www learningrecordsservice org uk O gt You will need to enter some information into the Verification Provided box
2. LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 31 of 135 Learning Records Service www learningrecordsservice org uk You are here Find a Learner Find a learner You can search for a learner by ULN or by entering personal details Find a learner by ULN Find by personal details Mandatory fields are marked with an asterisk Mandatory fields are marked with an asterisk Learner ULN Given name Given Name Family name Family Name Previous Family Name Where can the learner find their ULN a ad Why do need to provide so much information Gender Not known Postcode Which fields should search on OR search by sea Screenshot 20 Find a learner This completes the mandatory fields but if you know of a Previous Family Name it would be useful to enter it as well to improve your search results gt Select Search The results screen is displayed 21 You are here Find a Learner gt Find learner by personal details results Find learner by personal details results You searched for Mandatory fields are marked with an asterisk Given name Family name Previous Family Date of birth Gender Postcode Name Kenny McVicar 11 June 1911 Male GGG Find another learner Search again Your search results The search has returned no results Cantfind the learner you re looking for Register this
3. LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 54 of 135 Records Service www learningrecordsservice org uk D ErrorReport 20 Feb 2009 13 06 53 pdf Adobe Reader E File Edit View Document Tools Window Help x amp 1 1 105 fe Find lt Files Processed File ID File Name Description 1 LRB_44123456_180220091525 CSV Valid csv file File Level Validation File ID Fite Field Level Validation File Name LRB_44123456_180220091525 CSV Reference Description JOHN PARKER Post Code format is invalid in the 1 row JANICE TOWNSEND Post Code format is invalid in the 2 row Note Reference will be ULN or other identifying data Screenshot 43 Validation Tool report Above 43 is an example of the file being put through the Validation Tool and the result is that the postcode format is incorrect this is because the postcode is a fictional one and not present in the validation list Apart from the post code error it has successfully passed the Validation Tool so it can be uploaded 4 4 3 Upload the batch file You are now ready to upload your batch file to the LRS gt Use the internet to log on to http www uklirs miap gov uk gt Enter your Username and Password and then Select Login gt Accept the User terms and conditions gt From the tabs at the top of the screen select Learner M
4. LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 16 of 135 Learning l Records Service www learningrecordsservice org uk 2 14 Key points from this section Appoint at least two more Super Users one nominated and two deputies Set up and publicise your procedures for requesting user access to the Portal Make sure your User community know your internal contact details and contacts a Super User in the first instance with any issues Ensure that all Users are trained in your internal processes and the use of the Organisation Portal Amend user accounts and remove redundant accounts as soon as possible Ensure learners are made aware of the way their data can be used by ensuring they have read or have access to a Privacy Notice Verify your learner s identity and update the LRS They will not be able to access their Learner Account unless their identity has been verified Useful Links e Fact sheets for learners and staff e Data Capture e Exceptions Best practice LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 17 of 135 Learning l Records Service www learningrecordsservice org uk 3 Use the LRS organisation portal You are now ready to log on to and use the LRS Organisation Portal 3 1 Log onto the LRS for the first time gt Open the internet and log on to http www uklrs miap gov uk You will be presented with this Logon screen 2 L
5. Next to proceed to the next stage of the process 86 Note that there may also a separate Next button for further pages of qualifications LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 98 of 135 Learning Records Service www learningrecordsservice org uk gt The record that is being challenged as not belonging to the learner is displayed This gives the opportunity to check the details and cancel or go to the previous screen View personal learning record Report a problem Step 3 of 4 We require further information to help the investigation of your enquiry If some or all of values on the Learning Event are incorrect please check the following Learning Eventis indeed not yours and click Next otherwise to go back click Previous or click Cancel to abandon the enquiry entirely Learning Event Aim title OCR Level 3 Advanced Level Level 3 Subsidiary GCE in English Reference number 5030 Language Achieved date 1 7 2009 Achieved grade A Credit value 0 Language for assessment Cancel Previous Screenshot 87 Report a Learning Event Problem qualification not learners step 3 gt Once the details have been verified select the Next button 88 View personal learning record Report a problem Step 4 of 4 Please tell us anything that might help us resolve the This Qualification does not belong to this learner a problem What kind of informatio
6. Show 10 results 12345566T Previous q Next D Screenshot 82 Report a Learning Event problem qualification wrong step 2 gt You are requested to choose the qualification that you are reporting by selecting the appropriate radio button in the Selec column and then select Next to proceed to the next stage of the process 82 Note that there may also a separate Next button for further pages of qualifications LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 94 of 135 Learning Records Service www learningrecordsservice org uk View personal learning record Report a problem Step 3 of 4 We require further information to help the investigation of your enquiry If some or all of values on the Learning Event are incorrect please enter the proposed values you believe they should be and click Next otherwise to go back click Previous or click Cancel to abandon the enquiry entirely Awarded Unit Credits Existing Proposed Awarding body Assessment and Qualifications Assessment and Qualifications Alliance Alliance Qualification level Aim title AQA Level 3 Advanced AQA Level 3 Advanced Subsidiary GCE in E Subsidiary GCE in Biology Qualification ref 1010 1010 Achieved date 01 07 2009 1 uy 2009 Achieved grade D D Credit value 0 0 Language for assessment Important You should only propose a change to your Learning Event if it does not match y
7. hopefully this will be FPN seen and able to share data See Section 1 12 for more information regarding the Privacy Notice LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 41 of 135 Learning Records YJ J Service Z www learningrecordsservice org uk gt Add in any other information you may have to help identify this learner in future searches and then click Register learner Register learner Kenny Moore Learner registered successfully The learner s ULN is 3838334956 Copy ULN to clipboard View learner profile Register another learner Screenshot 30 Learner registered successfully fast track 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 learners ULN record or Personal Learning Record in the Organisation Portal gt Select View learner profile to view the learners ULN record or select Register another learner to create another ULN for another learner LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 42 of 135 Learning l Records Service www learningrecordsservice org uk 4 3 3 Tips for updating a learner s details Below is a one page summary when updating learners More information can be found on the LRS website 1 If you have ULNs for learners the demog
8. 2 2 1 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 Users e Resolve access and password problems e Remove Users e Monitor User activity So now you must decide how to administer your user community and set up all other users 2 2 2 Appoint other super users It 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 You may wish to consider the responsibilities of the
9. Continue to return to Report a Problem Step 1 89 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 100 of 135 Learning Records YJ 2 Service 2 www learningrecordsservice org uk 4 3 3 A missing learning event gt If one of the qualifications is missing select A Qualification is missing from the drop down list A similar screen to the one shown below will be displayed View personal learning record Report a problem Step 2 of 3 We require further information to help the investigation of your enquiry Ifyou are missing a Learning Event that you have participated in and believe should be on your Personal Learning Record and you know the correct values please enter the proposed values and click Next otherwise to go back click Previous or click Cancel to abandon the enquiry entirely Learning Event Proposed Provider Awarding body Type Aim title Qualification ref Start date I End date 4 E 4 J Achieved grade Achieved date a 4 4 Credit value Mandatory fields are marked with an asterisk Cancel Previous Next Screenshot 90 Report a Learning Event Problem missing event step 2 gt Two fields are mandatory the Provider and the Aim Title 88 Other information that would be useful if appropriate are Name of the Awarding Body Type Qualification Reference Start and End Dates Ac
10. Duplicate exceptions adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single adrian pritchard 10 10 1992 Male G4 4AB LRB_10099407_05032 RC007 24 03 2012 Process 0110905 XML single Select to mark exceptions for deletion Show qOresults 1 2 Next gt gt 12 duplicates Delete selected records Return to exceptions list How do I use this screen Screenshot 51 Process duplicate exceptions Selecting Process all from this screen will resolve all the duplicates whereas selecting Process single will only resolve that exception Note that this screen will show all duplicate exceptions across all 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 64 of 135 Learning l Records Service B www learningrecords
11. Microsoft Internet Explorer provided by Learning BAL elp learningrecordsservice org uk Ind Learning Records Service g 2 Search lenter keyword s ww AtoZ Accessibility opp Learner Register Organisation Portal Help System Achievement Management FAQs Learner Management The Learner Register Organisation Portal Help System is one of the products delivered by the Learning Records Service LRS Learner Plan ii s My Account Latest Top tips Personal Learning Record Postcode spacing Make sure you don t put more thanONE space between the QCF Qualifications two halves of a postcode Two or more spaces will generate an RC011 exception Top Tips ore l Now you see it now you don t In the Ability to Share field don t reset User Management FPN Fair Processing Notice Seen 1 to FPN not seen 0 Again this will generate Verify Learner an RCO11 exception If you do need to reset this field please contact us Problems capturing a 10 digit ULN accurately Try splitting the number into three number groups xxxx xxx xxx in your data capture system but make sure spaces or dashes are NOT included when entering the ULN in the portal Reminder We d like to remind our users to be careful about the information they email to our LRS Customer Helpdesk Do not email batch files or screenshots of learner information to the LRS Customer Helpdesk Should you need help please contact them and they will
12. especially if the change gives the user more responsibility and access You must make sure that your internal procedures cover any more checks that may be needed before giving access 2 7 Access and password problems As a Super User you are your user community s first point of call for e LRS access problems e Password resets e Suspending and reinstating access to a user account For Organisation Portal access problems please check whether there is a local access or internet connectivity issue before contacting the LRS Customer Helpdesk 2 7 1 Reset a user account 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 Once successfully logged in the LRS is reset To reset a user password please see Section 2 8 If you wish to deny a user for any reason access to the Organisation Portal you can change the user account status to suspended LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 11 of 135 Learning Records J 7 Service Z www learningrecordsservice org uk 2 7 2 Forgotten password When creating your users by ensuring you provide an email address they can use the Forgotten Password 1 option on the login screen so reset their own password Learning Records Service Username Password Forgotten Password This Portal is provided and managed by the Skill
13. t f 100 Screenshot 6 Online Help LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 21 of 135 Learning Records Service www learningrecordsservice org uk The Organisation Portal also provides some context sensitive help there are hyperlinks available at various points within the LRS giving function specific help 7 Find a learner LRS Help Where can the learner find their ULN Microsoft a bttp help learningrecordsservice org ul an the learner find their ULN htm You can search for a learner by ULN or by entering pers4 Find by ULN Service Search fenter keyword s Mandatory fields are marked with an asterisk ULN 2011201089 Where can the learner find thei Achievement Management Given name Andrew A learner may have been given their ULN by a previous prov exam results slip or it could be found on the learner s examin ask the learner they know their ULN or can find it for you O y Family name Jackson Learner Plan you can perform a search by ULN instead of a search by pe Learner Management My Account Personal Learning Record Why do need to provide so much information QCF Qualifications Top Tips User Management Verify Learner Screenshot 7 Contextual help 3 4 Set up additional users Once you as the nominated Super User have accessed the Portal for the first time it is good practice to create additional Super Us
14. 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 learners 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 User Learner Plan View Only There are two additional roles which have been defined to give access to Learner Plan functionality Learner Plan and Learner Plan View Only These roles are only available to organisations delivering learning to offender learners who have been approved by OLASS VLD Learning Provider The Verify Learner Details role allows users to verify learners using Learner Verification This role is only available to providers funded by the Skills Funding Agency If you would like more information please contact the Data Service Table 1 User roles 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 LRB User
15. 08 02 2012 How to Assemble Equipment to Aid Nuclear Decommissioning Level 2 Pass 2 02 12 2011 Working in Business Administration Entry Level Pass 3 01 12 2011 Edexcel E y odai araa a ae LO Entry Level Pass 6 24 11 2011 Consonant ang sodal ca om 2 008 EntryLevel Pass 6 2411112011 Screenshot 68 QCF credits and units All the subjects have a hyperlink 80 which can be selected to view more information on that particular subject or qualification LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 91 of 135 Learning Records Service www learningrecordsservice org uk View Personal Learning Record 1st4sport Level 1 Award In Coaching Rugby Union QCF About this Qualification Grade Qualification type QCF Status Final Level Level 1 Under data challenge No Number 501 181714 Start date 01 Oct 2010 Owning organisation 1st4sport Qualifications Finish date Sector subject area 8 1 Spor Leisure and Recreation Award date 08 Apr 2011 Grading type Pass Provider Minimum guided learning 30 Awarding Body Pearson Education Ltd hours Where can find out more about this qualification About this record Date recorded 08 Apr 2011 lt Back to list Recorded by Last updated Updated by Source AO Screenshot 69 View Personal Learning Record qualification details The source of the About this Qualification data is the Regulatory IT System RITS You can also see the Status of the
16. 5 Recent Places Desktop File name LRB_44123456_180220091525 CSV Save as type CSV Comma delimited csv Authors Malcolm Title Add a title Tags Add a tag Subject Specify the subject Hide Folders Tools Screenshot 36 Saving Batch as CSV Save the file with the filename that matches the filename in cell B2 i e LRB_your 8 digit UKRLP number_ddmmyyyyhhmm CSV for example LRB_44123456_180220091525 CSV It is important that you change the file type to CSV and that you enter the CSV in upper case LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 51 of 135 Learning Records Service www learningrecordsservice org uk Step 9 You now need to make some changes to the CSV file using another Microsoft program MS Notepad usually found in Start gt All Programs gt Accessories The easiest way of doing this is to find your file and right click it gt Select MS Notepad or if it is not on the list select it from the Default Programs list s Open sa Print Mf E mail E Share Burn Favorite Links Name Size GB 08Communications CTF_template xls 20 KB N LRB_44U18894_060220091735 CSV 43 KB E Documents E LRB_44U18894_060220091735 xIs 83 KB Pictures N LRB_44U18894_060220091745 CSV 43 KB I Music N LRB_44U18894_060220091760 CSV 43 KB B Recently Changed EES LRB_44U18894_060220091780 csv 26 KB BB Searches N LRB_10003957_2312
17. A qualification is missing One or more qualification appears more than once When reporting a problem remember that the PLR only displays Learning Events awarded after summer 2008 Itis possible that data submitted after this date may be missing as it may not have been possible to uniquely match the learner with their Unique Learner Number ULN Once you have selected an option from the drop down box please complete as much detail as possible This will help the LRS Customer Helpdesk to complete the investigation We will be in touch shortly with a response What information should include Which of these best describes the problem Select the problem x Select the problem Information on one of the qualifications is wrong One of the qualifications does not belong to this learner A qualification is missing One of the qualifications appears more than once Screenshot 81 Report a Learning Event problem step 1 gt 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 will now be detailed over the next few pages LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 93 of
18. Add Line 2 Middle other name Place of birth Coventry Add Line 3 County Preferred given name Davis Nationality GBR E7V6KJ Previous family name Email Family name at age 16 Calhoun Return to exceptions list Register new learner How do l use this screen Screenshot 62 View exceptions possible match The possible matches are listed and an option to expand one or more of the searched results to check that it is the record that matches with your entry Note that 62 shows the search results for one possible match expanded to show the learner s details Once a check box is selected the Select this learner button is enabled as shown in the screenshot below 63 If selected the exception will be deleted from the Exceptions List At the same time the ULN and learner s associated details held in the LRS are added to the Exceptions batch output file Please note this will appear in the new output file with a Return Code of RC001 or RCOO3 The same applies if the Se ect and update learner button is selected The only difference is that the LRS displays the View learner profile screen which allows the learner s details to be updated Zachery Taylor 7207009789 01 01 1970 Male CV1 1LL Select this learner Select and update learner Return to exceptions list Regis Screenshot 57 View exceptions Select this learner and Select and update learner buttons There are two other options within this dis
19. Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 9 of 135 Learning l Records Service ae www learningrecordsservice org uk 2 2 6 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 Organisation Portal Help Pages and on the LRS website You may also want to reinforce these messages in your guidance notes or through training and awareness 2 3 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 2 4 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 as well as the Help Pages within the Organisation Portal The LRS will not be able to tell your users about your specific practices in using the Portal This training must be delivered by you 2
20. LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 49 of 135 Learning Records Service www learningrecordsservice org uk Z ScottishCandi Ability Copy Paste Paste Special Insert Delete io Clear Contents Se Column Width Screenshot 33 Batch Excel formatting cells gt On the next screen select the Number tab The screen will now look like this 34 CTF_template xls Microsoft Excel z Review View Developer H P Wrap Text General Ty A piiniat z SP gt D a IEE reeneat cons x hment Number Alignment Font Border Fill Protection Category Eal General a Sample pw LastKne La Number i ency DateOfsirth bate ee Tee Percentage 14 3 01 Fraction Scentifi 14 3 01 Sea 7 Special 14 March 2001 Custom 14 March 2001 Locale location English United Kingdom Pll D2 ig the h U and right mat Cells Date formats display date and time serial numbers as date values Date formats that begin with an asterisk respond to changes in regional date and time settings that are specified for the operating system Formats without an asterisk are not affected by operating system settings ox cancel Screenshot 34 Batch Excel date format gt Inthe Category column highlight the word Date gt From
21. O If it LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 48 of 135 Learning l Records Service A www learningrecordsservice org uk Column Example Data Description VEUC ELOI AE sE aa been set by the learner themselves it cannot be I terse by LRBs I Verification Type Optional Mandatory if ype creating a new ULN Must be one of 0 None provided 1 Relationship with school 2 Passport 3 Driving licence 4 D Card or other form of national identification 5 National Insurance Card 6 Certificate of Entitlement to Funding 7 Bank Credit Debit Card 999 Other OtherVerificat Visa Free text Should be empty unless ionDescriptio description of other Verification Type 999 n verifications Other documentation 55 characters maximum Notes Any extra Optional information about 4000 characters maximum the learner NB this field for LRS use only Table 3 CSV batch file columns Step 3 gt Cut and paste your MI data into this template making particularly sure that data is correctly entered into the mandatory fields columns H K S U X AA and AB Step 4 gt Now copy the signs in columns A and AD all the way down to include the ast learner Step 5 gt Check the number in cell D2 number of learners matches the number of learners entered Step 6 gt Move across to Column U Right click column U then left click Format Cells see screenshot 33 below
22. aLearning Must match the UKPRN provider held within the LRS The number of learner Mandatory records in the file Must be the number of data rows present in the file number of lines in the file minus 1 Must appear in first data row only 1234567 ial Learner Number Optional ONO je praene Nab i digit number MISIdentifier ABC123 An internal ID used by Optional Maximum length the LRB Note that this is 128 characters not stored within the Organisation Portal Secure Portal but is returned in the output file m ee me characters maximum ee eee fee lee characters maximum Optional 35 characters maximum If not provided will be populated by value provided in GivenName LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 46 of 135 Learning l Records Service www learningrecordsservice org uk Column Name Example Description Validation Rules Data J MiddleOther Jane MiddleOtherName Optional Name 35 characters maximum FamilyName Jones FamilyName Mandatory 35 characters maximum PreviousFam Smith PreviousFamilyName Optional ilyName 35 characters maximum FamilyName Evans FamilyNameAt16 Optional At16 35 characters maximum ee Free text name of Optional school the learner was 254 characters maximum attending when he she turned 16 LastKnownA 51 The First line of address Optional ddressLine1 Avenue 50 characters maximum LastKnownA Second li
23. button gt The LRS will perform a search for any learners that match the details entered If any matches are found the system will display them LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 39 of 135 Learning Records Service www learningrecordsservice org uk You are here Register a learner gt Find learner by personal details results Find learner by personal details results You searched for Mandatory fields are marked with an asterisk Given name Family name Previous family Date of birth Gender Postcode name Brenda Lang E a 01 June 1950 Mae PA4SLH Find another learner Your search results Collapse all Expand all How do I report a ULN problem Given name Family name ULN Date of birth Gender Postcode Master Brenda Lang 9797928828 30 Sep1970 Male PA4 9LH No View profile Cantfind the learner you re looking for Register this learner Screenshot 28 Register learner fast track Possible match gt Ifa match is found but you still wish to register this learner click the Register this learner button on the results screen See screenshot 28 for next steps gt Alternatively if no matches are found the system will display the Register Learner details screen Also see screenshot 29 for next steps LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 40 of 135 Learning Records Se
24. 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 90 of 135 Learning Records Service www learningrecordsservice org uk The Credits and Units can be viewed by selecting the Credit and Units tab 79 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 Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create a report Find a QCF qualification View Personal Learning Record Why report a problem Report a problem 3 E QCF credits and units P All Housing Policy and Affordable Housing Level 3 Pass
25. from the Intemet can be useful some files can potentially 01 10 2010 Q ham your computer If you do not trust the source do not open or save this file What s the risk 08 10 2010 01 02 2011 1st4sport Level 1 Award In Coaching Basketball QCF Level 1 Screenshot 96 Create a report PLR select qualifications gt The report can be saved for future use or opened immediately by selecting open from the file download window Selecting Open will present the report in PDF form giving a read only version of the report From here you can save and or print the report as required 96 gt Below is an example report 97 Personal Learning Record Andrew Jackson 2011201089 Learning Events Provider Awarding Body __ Type Aim Description ___Start Date __End Date Grade Award Date WJEC Assessment and GCE AS level AQA Level 3 Advanced D 01 07 2009 Qualifications Alliance Subsidiary GCE in Biology WJEC Oxford Cambridge amp GCE AS level OCR Level 3 Advanced A 01 07 2009 RSA Exams Subsidiary GCE in English Language PROTECT PERSONAL Screenshot 97 View report PLR PDF 4 5 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 Helpdesk 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
26. learner seater or alearnel Portal Access to the PLR Learning Providers work through the portalweb service or send batch files to the Learner Register to searcHcreate ULNs If possible update the relevant fields to allow access to the PLR mee wes Error Exception m mmm Tae oo IULN obtained and communicated Awarding Organisations verify learner ULNs Check the Personal details UL with the learner Successful RC001 RC005 Learners registered with an Awarding Body for examinations ULN confirmed ULN created Awarding Organisation Verify learners ULN using ULN given name and Family name Successfu ULN communicated to learners Se ee ee A ee es we es ww ae e ee om m G L detail dated earner details up ate 4 i I t Awarding Organisation Learning Providers send through updates with the Learners ULN to ULN confirmed for Learner Request Provider check the Learner Register so that demographics can be updated and H Personal details and ULN relevant fields can be updated e for the Learner i I op ae cee cee cae cae cae oe O e l RSeSSSSSSSSSSHSSSSSESSRHSRSRB SHB HHH a a Da a D Figure 1 High Level View of LRS LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 6 of 135 Learning l Records Service www learningrecordsservice org uk 2 2 Operational arrangements and user administration for super users
27. learner 75 e Enter the learner s ULN Given Name and Family Name 75 e Select the Search button If no exact match is found the Find Learner s Results screen is displayed 76 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 88 of 135 Learning Records Service www learningrecordsservice org uk You are here Find a Learner gt Find learner results Find Learner Results The search has returned no results Either register the Learner by performing a Find learner by personal details search and supply more information before registering or perform a Find by ULN search Return to find learner Screenshot 65 Find learner results no results If an exact match is found you are taken directly to the View learner profile screen 77 Viewing learner Andrew Jackson A20 11201089 Date of birth 07 Oct 1992 View learner profile View personal leaming record Create a report Find a QCF qualification View learner profile EE Why report a ULN problem Report a ULN problem Other details Summary Previous family name Title Mr Family name at age 16 Given name Andrew Preferred given name Middle other name Place of birth Coventry Family name Jackson Nationality GBR Email School at age 16 Jackson Prep School Gender Male ish Date of birth Jroa Scottish candidate number PEPEE PT OPE PENER Verification type Passport Ability to share FPN seen and able
28. learner for a ULN gt Select Register this learner 27 You will now see this screen 22 You are here Find a Learner gt Find learner by personal details results gt Register new learner warning gt Register learner details Register learner details Please enter learner s details What information should provide 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 G11GG Date of birth 11 Jun 1911 Date of address capture X X X Place of birth Nationality United Kingdom GBR X Other learner verification is required for full learner privileges Verification type Please select X Ability to share Please select X Other Verification Type Why are verification type and ability to share important Cancel Register learner Screenshot 22 Register this learner LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 34 of 135 Learning l Records Service www learningrecordsservice org uk You can see that this screen 22 has already been populated with the information input to the Find by personal details form 20 gt Enter as many further details as you can onto this screen to hel
29. learner profile screen select the View enquiries button LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 83 of 135 Learning Records Service www learningrecordsservice org uk You are here Register a learner gt Find learner by personal details results gt View Profile gt View enquires Viewing learner Brenda Lan View enquiries All enquiries made on your learner details and learning events are listed below eraen 979792882800001 Not My Event QCF Qualification 23 Feb 2012 19 Mar 2012 Withdrawn 979792882800006 ULN Incorrect Create 22 Mar 2012 In Progress View details 979792882800005 ULN Incorrect Merge 14 Mar 2012 In Progress View details 979792882800003 Missing Event 09 Mar 2012 In Progress View details 979792882800004 ULN Incorrect Merge 09 Mar 2012 In Progress View details 979792882800002 ULN Unspecified Problem 09 Mar 2012 In Progress View details Back to profile Screenshot 73 Report a problem history gt To view the details of any data challenge click the View Details 73 hyperlink View enquiry details Full details of your enquiry follow below See Resolution for details of the resolution outcome Enquiry Status In Progress Reference No 979792882800006 Type ULN Incorrect Create Contact Name TestAmor Contact Email testamort amortest com Additional Information Date Comment Withdraw enquiry Return to enquiry list Screenshot
30. list Register new learner Screenshot 53 View exceptions RC007 results The possible matches are listed and an option to expand one or more of the searched results to check that it is the record that matches with your entry Note that 53 shows the search results for one possible match expanded to show the learner s details Once a check box is selected 53 the Select this learner button is enabled as shown in the screenshot below 54 If selected the exception will be deleted from the Exceptions List At the same time the ULN and learner s associated details held in the LRS are added to the Exceptions batch output file Please note this will appear in the new output file with a Return Code of RC001 or RC003 The same applies if the Select and update learner button is selected The only difference is that the LRS displays the View learner profile screen which allows the learner s details to be updated ae Zachery Taylor 7207009789 01 01 1970 Male CV1 4LL Select this learner Select and update learner Return to exceptions list Register Screenshot 54 View exceptions Select this learner and Select and update learner buttons LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 69 of 135 Learning Records Service www learningrecordsservice org uk There are two other options within this display Return to exceptions lisf will return you to exception list The op
31. 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 on any screen LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 61 of 135 To view the exceptions for a single batch file gt gt gt gt Learning Records Service www learningrecordsservice org uk gt Select View Exceptions You will now see the Exception List screen Select Learner Management from the main tabs on any screen Select View Batch Registration the View LRB batch jobs screen is displayed Find the batch you wish to resolve the Exceptions for Select View exceptions hyperlink Either route displays the following Exceptions list screen 49 You are here View LRB batch jobs gt Exception list Exception list LRB_10099407_050320110905 XML Gor filter options Given name Family name Date of Gender Postcode Organisation s file name Return code Expiry date Action v w birth v v v v 125 total exceptions with 110 unique exceptions shown and 15 duplicates hidden adrian graves 10 10 1992 adrian pritchard 10 10 1992 Aileen McGregor 10 10 1992 Alan Hunter 10 10 1992 alan moss 10 10 1992 alan rennie 10 10 1992 Alex Barbour 10 10 1992 Alex Kerr 10 10 1992 Select to mark exceptions f
32. the User Agreement before proceeding Information about the purpose of LRS and gaining access to this website can be found at http www learningrecordsservice org uk You should not access or use the services provided on this website without being authorised We will investigate any unauthorised access and may choose to impose penalties in accordance with applicable laws and regulations Accepi Reject Click here to return to the Logon page Screenshot 3 LRS authorisation gt Select Accept Please note Users are asked to accept a shortened version of the User Agreement each time they log into the LRS The first time you log in you will need to create a secret question 4 gt Select the question ampersand enter your answer Authentication Details Required Please select a secret question and enter an answer that will only be known to you Secret Question Mother s maiden name x Answer Confirm Answer OK Cancel Click here to return to the Logon page Screenshot 4 Authentication details gt Confirm the answer and select Ok You have now logged in and should see the Welcome Page 5 3 2 Welcome page Once successfully logged on you sees a Welcome Page 5 which will be unique to their user type and role permissions The image shown below is the Welcome Page of a Learner Registration Body Online User LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrol
33. 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 If you have this information please include it in Place of Birth This should be the city town as recorded on their birth certificate LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 43 of 135 Learning l Records Service ae www learningrecordsservice org uk 4 4 Find ULNs and register learners using the batch process The Organisation Portal is useful for obtaining individual ULNs but there are other ways e For maintained schools Schools to Schools S2S offered by the Department for Education DfE is the preferred way to retrieve ULNs e For colleges and independent schools who cannot access S2S and may have several thousand learners to enter a faster and more effective method is to use the batch process e The most effective way of using the LRS is through web services which can be developed to link your Management Information System MIS to the LRS Further details can be found at This section is about how to use the batch process 4 4 1 Create a batch file A batch file can create or update ULNs If updating ULNs please note updates will only occur as follows 1 T
34. the scroll down menu that now shows select the date in the required format yyyy mm dd as shown gt Select OK at the bottom of the window LRB User Guide v 3 7 January 2013 Uncontrolled if printed Page 50 of 135 Learning Records Service www learningrecordsservice org uk You will notice that this has now changed the format of all the dates of birth in Column U like this 35 fe DateOfBirth J K L M N o P Q R S T WILLIAM PARKER LV21 5QZ TOWNSEND LV215QZ 4 gt H RB _44123456_1802200915 25 4 A Screenshot 35 Batch Excel DoB date format applied Step 7 Recheck that all the data is correct especially in the mandatory fields Look out for example for letters instead of numbers and vice versa in the post codes upper case I lower case L I and the number one 1 can appear very similar Step 8 gt Save your file as a CSV file make sure you can see the file extension on saved files 36 E Save As ITQ Jo Malcolm Desktop BDS My Organize fee Views a Name Date modified Type EN LRB_44U18894_060220091735 CSV Documents EN LRB_44U18894_060220091745 CSV avorite Links Recently Changed maa A GA LRB_44U18894_060220091760 CSV LRB_44U18894_060220091780 csv LRB_10003957_231220081202 CSV More LRB_U18894_0602091737 Copy csv Folders a amp amp LRB_U18894_0602091737 csv
35. this could be staff ID or a school email address gt If 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 The next screen 11 shows the Super User s Username and Password Copy these carefully and send them to the new Super User User Help with this screen Create User User created successfully The user details are Username FLINTF Password yX90i6 5XWw 0x Screenshot 11 User created gt Select OK The next screen 12 shows a summary of the User you have created Help with this screen Find User Results The users that matched your search criteria are Back to Find User Select Name Telephone Username Organisation Name Last Logged On Flintstone Fred FLINTF LSC Create User Update User Delete User Verify Identity Reset Password Back to Find User Screenshot 12 User created results LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 25 of 135 Learning Records f Service www learningrecordsservice org uk O From this screen you can manage your users for example updating resetting passwords and deleting You will need to select the user before making amendments When the additional users login for the first time they will be required to change their passw
36. you may chose to incorporate into your enrolment processes 3 It is recommended but not mandated that the identity of learners is verified as part of the LRS process and you may wish to put procedures in place to facilitate this 2 12 1 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 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 Learning Record LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 14 of 135 Learning l Records Service ae www learningrecordsservice org uk The learner s wishes should be recorded in the Ability to Share field see Appendix B 2 12 2 Identity verification guidelines The LRS includes the functio
37. 013 LRUGO1 Uncontrolled if printed Page 70 of 135 Learning Records Service www learningrecordsservice org uk Register a learner Please enter learner s details What information should provide Title Email Given name Davis School at age 16 Preferred given Name Davis Scottish candidate number Middle other name Address line 1 Add Line 1 Family name Calhoun Address line 2 Previous family name Town Add Line 3 Family name at age 16 County Gender Male Postcode CV1 2TT Date of birth 4 v June 1953_ Date of address capture Place of birth Nationality GBR Other learner verification is required for full learner privileges Verification type Passport Ability to share FPN seen and able to share data Why are verification type and ability to share important Register Leamer Mandatory fields are marked with an asterisk Screenshot 57 View exceptions Register a learner 4 5 7 Processing your exceptions RC008 gt Select the Process hyperlink on the far right column of the individual record 55 You will be presented with a screen with a message Too many records match your search results You can either try searching again using the Find by personal details search or check to see if you have any further information you can add to your batch file and resubmit it LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 71 of 135
38. 135 Learning Records Service www learningrecordsservice org uk 4 3 1 Information on one of the qualifications is wrong gt If one of the qualifications listed within the PLR does not have the correct details then in Step 1 select Information on one of the qualifications is wrong from the drop down list This could be used if the learning event appears in the PLR but the details are incorrect Select Next to display the following screen View personal learning record Report a problem Step 2 of 4 Select the qualification or unit that you d like to report Key Skills in Application of Number level 2 Level 2 28 02 2009 14 05 2010 OCR Level 3 Advanced Subsidiary GCE in English Oo Language Level 3 A 0 01 07 2009 1st4sport Entry Level Award In Preparation for Event O Volunteering Entry 3 QCF Entry 12 01 04 2009 02 02 2011 Level O 1st4sport Level 1 Award In Coaching Basketball QCF Level 1 7 01 01 2011 02 02 2011 Contribute to the organisation and delivery of a Tag Rugby O event for young people Level 2 3 01 03 2011 oO Managing Sports Volunteers Level 3 5 01 03 2011 Managing Your Role as a Sports Volunteer Manager Level 3 3 27 02 2011 1st4sport Entry Level Award In Preparation for Event O Volunteering Entry 3 QCF Entry 12 01 04 2009 28 02 2011 Level O 4st4sport Level 1 Award In Coaching Basketball QCF Level 1 7 01 01 2011 01 02 2011 O Managing Your Role as a Sports Volunteer Manager Level 3 3 01 03 2011
39. 2 11 Access to the developers team Site eececeeeeeeeeseeeeeeeeeeeeeeeeeeeseeeees 14 2 12 Preparation privacy notice and verify learners identity 00 14 213 UO aha ce ce nrc eed a aa a Se ac cee nn dd diac eaves detec eaves 16 2 14 Key points from this section 0 cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 17 3 Use the LRS organisation portal s eeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 18 3 1 Log onto the LRS for the first time cc ceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeees 18 Be Welcome pag scene irissen enana raana sarie aia aa aaia 19 3 3 Online 912 Rent PR me en eee eee 21 3 4 Set up additional USEMS ccccceeceeeeeseceeeeceeeeeeeeeeeseeaeeeeeeeeeeeeeeeenaeees 22 3 5 Update an existing user ACCOUNL cccceeeeeeeeeeeeeeceeeeeeeeeeeeeesaeeees 26 3 6 Delete a user account ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeenaaeees 27 3 7 Verify TOT oat es ttetoietnentatoaanctoimtonidehsioadbotetuaniwieiaiatoaniondinmyaneenctoncdt 28 3 8 Reset password o 0 ccc eeeeeceeeeeeeee eee eeeeeeeeeeeeceeeeeeeeeseseaaaeaeeeeeeeeeeeneneaaaees 29 3 9 Key points from this section ceeeeeeeeeeeee eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 30 4 Unique Learner Number ULN management eeeeeeeeeeeeeeeeeeeeeeeeeees 31 4 1 Work With individual ULNS weccccscccvecessanctscorsesscnsaesenearuessucnednnenecionesnaanens 31 4 2 Tips for
40. 20081202 CSV 2KB Public N LRB_44123456_180220091525 0 1KB EA LRB_U18894_0602091737 Cop ca 24 KB a HD HBU2 F G LRB_U18894_0602091737 csv Print 24 KB I LRB_U18894_0602091737 cvs xl Edit 35 KB EN LRB_U18894_0602091738 CSV Scan with AVG Free 28 KB i LRB_U18894_060220091738 CS Open With gt Microsoft Office Excel 4 LRB_U18894_060220091739 CS i Notepad 4 LRB_U18894_0602200917340 Cs Share Se E WordPad TEA R Choose Default Program Cut Copy Create Shortcut Delete Rename Properties Folders a Screenshot 37 Opening file in MS Notepad Alternatively you can find MS Notepad in All Programs it is under Accessories gt Open Notepad and drag the file into it Your file should now look similar to this J LRB_44123456_180220091525 CSV Notepad o x File Edit Format View Help Fi leversion Fi leName UKPRN LearnerRecordcount ULN MISIdentifier Title GivenName PreferredGivenname Middleothername P PreviousFami lyName 2A Lea 12345678_ 030220091 510 pat 2ER 4 CTF00001 JOHN WILLIAM PARKER 55535533 Lv21 5QZ 1939 07 09 1 GBR i 5 PPETI TF00002 JANICE Fikes ND ssovese v2i 5QZ 1943 07 ay T TE 1 5 Ssenes 1 00003 JAMES penenees Ts12 FHA 1947203 06 1 GBR 1 5 sss CTF00004 SUSAN BOURNE RETTET CT7 55X 1966 01 19 ie GBR E 5 of Screenshot 38 Batch file view in MS Nome gt Select Format and uncheck W
41. 27 Feb 2012 16 44 17 Download output file View exceptions Download output file View exceptions Download output file View exceptions Show 10 results v 12 34 5 Next gt gt Screenshot 47 List of batch jobs submitted 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 If the 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 gt You can select View Job Details 48 for each processed file which will display the following screen LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 59 of 135 Learning Records Service www learningrecordsservice org uk You are here View LRB batch jobs gt Job details Job details for Smoke TestFile The job and its associated output file will be automatically deleted after 45 days 01 Apr 2012 Details Summary Number of records 42 Job ID 11569 RC001 Linked Master ULN returned 6 Das 30 Jan 2012 14 29 50 RC002 ULN confirmed and updated 0 Type CHK RC003 UL
42. 35 of 135 Learning Records Service www learningrecordsservice org uk Register learner Kenny Moore Learner registered successfully The learner s ULN is 3838334956 Copy ULN to clipboard View learner profile Register another learner Screenshot 23 Learner registered successfully 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 gt Select View learner profile to view the learners ULN record or select Register another learner to create another ULN for another learner 4 3 Edit individual ULNs view learner profile gt On the Welcome Page screenshot 5 above or on the Find a Learner Page screenshot 20 above go to the left hand form Find a learner by ULN gt Enter the learners ULN Given Name and Family Name and select Search gt On the Results screen 24 select View profile Find learner by personal details results You searched for Mandatory fields are marked with an asterisk Given name Family name Previous family Date of birth Gender Postcode name Kenny Moore 11 June v 1914 y Male v G99GG Find another learner Your search results Collapse all Ex
43. 5 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 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 2 6 Update users It is important to maintain your user community You and your fellow Super Users can update and manage all your user account details Scenarios to consider are LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 10 of 135 Learning l Records Service www learningrecordsservice org uk e Change in details name contact numbers and so on including email address so users can use the Forgotten Password see Section 1 7 2 e Change in role or permission Basic account details such as name and contact numbers can be maintained by the individual user As a Super User you can tell your user community how to maintain their own user accounts As a Super User You need to set up your organisation s procedures for authorising any changes in role and make this known to users This is important
44. 74 Report a problem details gt If the data challenge has not been previously resolved or withdrawn it can be withdrawn by clicking on the Withdraw enquiry button 74 gt Select the Return to enquiry list to go back to the first screen 74 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 84 of 135 Learning l Records Service ae www learningrecordsservice org uk 4 9 Key points from this section This section is for all users with ability to create ULNs The Unique Learner Number is unique number for each learner Manage and keep ULN details up to date Search thoroughly for a ULN before creating a new one View learner profiles to check information is correct Create and update ULNs using the batch file process Check the validation rules for the batch file Manage batch file exceptions and the action required to correct these Report a ULN Data Challenge if a learner has a duplicate ULN two people are sharing and so on LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 85 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 4 Personal Learning Record 4 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 Learner Registration Body Online Users or V
45. GRL 304 Greenland India Indonesia ran raq Ireland Isle of Man Israel Ivory Coast LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 129 of 135 Learning l Records Service ZA__ www learningrecordsservice org uk Codes Country Korea South Kuwait Kyrgyzstan LA LAO 418 Latvia Lebanon Lesotho LR LBR 430 LU LUX 442 Luxembourg LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 130 of 135 Learning l Records Service ZA__ www learningrecordsservice org uk Codes Country Niger Nigeria Niue NF NFK 574 Norfolk Island Northern Mariana Islands Norwa Oman PK PAK 586 PZ PCZ Panama Canal Zone Philippines Saint Kitts Nevis Anguilla LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 131 of 135 Learning l Records Service A_ www learningrecordsservice org uk Codes Country South Africa South Georgia South Vietnam RH RHO 716 Southern Rhodesia Spain Spanish Sahara Sri Lanka SD SDN 736 SE SWE 752 Tajikistan Vatican City State Virgin Islands British LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 132 of 135 Learning l Records Service A www learningrecordsservice org uk Codes Country Virgin Islands U S Wake Island Wallis and Futuna EH ESH 732 Western Sahara Yemen Yemen Yugoslavia ZR ZAR 180 Zaire LRB User Guide v 3 7 January 2013 LRUGO1 Uncontr
46. Learning Records Service Version 3 7 January 2013 tT Er pe oe LRB User Guide Learning l Records Service Bsa www learningrecordsservice org uk Contents GCONTCING i acs iencctntdecscnens rans idsasnttanaacnsdediacneianiandusessawesdasssnnaduuaaausdesssansiassauneaeanaceatedeaane 2 1 Purpose and structure Of this guide cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 4 2 Operational guidelines for super USES S ccccccesseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeees 5 2 1 High level view of the LRS and its uses eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 6 2 2 Operational arrangements and user administration for super users 7 2 3 Arrangements for data QOVErNANCE cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeees 10 2 4 Training and AWA ONS S act erties oma ntireninessaertuaubens eves iaedecausenuneesbemiaeentees 10 2 5 Naming conventions for multiple SiteS ceecceeeeeeeeeeeeeeeeeeeeneneees 10 2 6 Update WIS ONS asta dase seicatduteendacodnndobinwnegandeasbanbdenadabhbessdevehenndebhoesebasedenties 10 2 7 Access and password problems cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeennees 11 2 8 Change of Super USEL ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaeeeeeeeeeeeeeeeenaaeees 13 2 9 Contract staff or third party organisations using the LRS 00 13 2 10 Lost your only Super user account ceeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeeeenanees 13
47. Learning Records Service www learningrecordsservice org uk O 4 5 8 Processing your exceptions RC009 RC010 and RC011 LRB Batch submitted y y Process Process Process RC009 RC011 RC010 No ULN match Incorrect format Null values No ULN submitted ULN or no ULN submitted y Find by personal details amend details es k d Find learner Find learner Find learner results screen results screen results screen Exact match Possible match No match No ULN po Select and update Register new fere search Seecitbisteamel learner learner and process exception again or update batch and resubmit Find learner results screen Too many matches v y eons or oe RC002 added to RC004 added to e EO RNE output ere output file gt Select the Process hyperlink on the far right column of the individual record 52 You will see this screen 58 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 72 of 135 Learning Records fg Service www learningrecordsservice org uk Find a learner You can search for a learner by entering their personal details Provided details Find by personal details MIS Identifier 0022 Given name Susan ULN 1000006226 Family name Webb What does this mean Previous Family Name Dat
48. Learning Account for more information please visit the National Career Service NCS This is to ensure the security and protection of personal data Learning Records Service must be confident that the identity of an individual is checked before access can be given to their Personal Learning Record LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 15 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 2 12 2 2 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 Please see Section 1 12 2 1 for more information on how to update the learner s details when the Verification Type value is set to None Examples of trusted document types are Photographic security pass for current place of employment Armed Forces service ID Re enrolment of known student record as returning student Exam Certificates 2 13 Support For further information and support please contact the LRS Customer Helpdesk Open Monday to Saturday 8 00 am 8 00 pm Telephone 0845 602 2589 Email Irssupport learningrecordsservice org uk Website www learningrecordsservice org uk
49. N confirmed 5 Status s RC004 No match New ULN created 0 user LRBADL RC005 No match No ULN created 0 RC006 Insufficient data to create new ULN 0 File name LRB_10099407_110420111504 XML RC007 Possible match 1 Organisation s file SmokeTestFile name RC008 Too many matches 0 Start Date 16 Feb 2012 14 22 14 RC009 No ULN match Serious error 0 End Date 16 Feb 2012 14 22 15 RC010 Null values 0 Duration 00 00 01 RC011 Incorrect format 0 What does this mean and what do do next Delete job Back to job list Download output file View exceptions Screenshot 48 Batch job details This Job Details screen 48 shows all the file details from the previous screen and also provides details including gt Total number of records overall gt Total number of records with each return code Return codes are covered in detail in the next Section The processing details of the file are listed including date time and duration of processing 4 5 1 2 Batch output file exceptions only The button Download output file which is the same option as on the Batch Job List screen allows the file to be downloaded in the same format it was uploaded either CSV or XML LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 60 of 135 Learning l Records Service ae www learningrecordsservice org uk gt If are any Exceptions then the button View Exceptions which is again the same a
50. PLR in the qualification and the word Teach within the title gt From this screen we select the hyperlink for the qualification with reference number 500 3982 9 and the screen below is displayed LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 118 of 135 Learning Records Service www learningrecordsservice org uk Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create a report Find a QCF qualification Find a QCF qualification 500 3982 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 Defaulttoview Expand all The calculation is not working as expected Calculate 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 Opti
51. RS 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 criteria blank and select all of the roles and select Find User The Portal will generate a full list of users where you can review your user s roles 2 8 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 Helpdesk 2 9 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 If 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 At present contracted organisations are unlikely to pass the Learning Records Service registration checks to register directly as an LRB If you are an agency working for a
52. SERV CN acdsee ee tbrreetearanttantoevbonoeneuseantucuppeetanubiemsiuacantebnestinnnbeaees 33 4 3 Edit individual ULNs view learner profile eeeeeeeeeeeeeeeeeeeeeeeee 36 4 4 Find ULNs and register learners using the batch process 0 44 4 5 Batch returns and CXCeptions ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeenneeeeeeeeeeeeeees 58 4 6 Report a ULN problem cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeees 80 4 7 Report a ULN problem cccccceeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 81 4 8 View data challenge history report ULN or learning event problems 83 4 9 Key points from this section 0 cceccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 85 4 Personal Learning Record vccissesscsississcinescinsadassasetdenciecatnensensusasenniakeawnndunestanse 86 4 1 Access the personal learning record cccceeeeeeeeeeeeeceeeeeeeeeeeeeees 86 42 NViewa PLR spern EEA 88 4 3 Report a learning event problem ccceeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeees 93 4 4 Create POI csi ieceaccccitnenseinescgecendinchren ahd ncidneininchidiieadneduenemeiteaeanendet 106 4 5 Audit information on viewing a PLR cceeeeeeeeeeeeeeeneeeeeeeeeeeeeees 107 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 2 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 4 6 KEY points from this section vacsnacec
53. Super Users for the following areas and the following responsibilities in mind 1 Data protection responsibilities are separated from operational information processing management 2 The potential number of learners or users is substantial 3 The institution wishes to spread the risk share the knowledge provide staff cover 4 Your organisation structure and locations LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 7 of 135 Learning l Records Service www learningrecordsservice org uk 2 2 3 Set up user administration procedures It is important to consider e Internal processes including how additional users can be set up e How Super Users will deal with internal enquiries as your Super User must be the first point of contact in your organisation e Number of potential users in your organisation 2 2 4 Things to consider when creating users As a Super User creating other users you must consider e Who authorises the request Any application for a new user account must follow your own internal process for checking people who are given access to confidential student records 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 us
54. ace in the Postcode field Table 5 Return codes RC005 to RC011 exceptions LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 66 of 135 Learning Records Service www learningrecordsservice org uk O 4 5 5 Processing your exceptions RC006 RC007 and RC008 LRB Batch submitted Process Process RCO06 RC008 Insufficient data to Too many create new ULN matches Process RC007 Possible match i v Y 7 Find learner Find learner Find learner Find learner aU Gace results screen results screen results screen Exact match Possible match No match nets nein matches Vv y E Select and update Register new Refine search learner learner and process exception again or update batch and resubmit Select this learner SEE aaa y y ES EA RC002 added to RC004 added to p exceptions output exceptions output exceptions output file file file LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 67 of 135 Learning Records Service www learningrecordsservice org uk gt Select the Process hyperlink on the far right column of the individual record 52 For duplicate exceptions select the Process all or Process single hyperlink as appropriate Exception list LMAN10 RCOO7 Test Open filter options Given name Fami
55. ad Adobe Acrobat Reader to view your report The PLR may display duplicate instances of learning events as events may be reported from different sources Screenshot 72 Create a report PLR gt Selecting this option will give a display with all the qualifications and events listed in date order There are check boxes on the left hand side of each record initially all are ticked ready for reporting If there are any of the records that you do not wish to see in the report simply untick the relevant check boxes 95 gt The report will be displayed in PDF format 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 95 gt When this is completed simply select View my Report 95 The following screen is displayed LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 106 of 135 Learning Records Service www learningrecordsservice org uk O v 01 07 2009 AQA Level 3 Advanced Subsidiary GCE in Biology v 01 07 2009 OCR Level 3 Advanced Subsidiary GCE in English Language File Download amp 01 01 2010 Entry Level Do you want to open or save this file 13 04 2010 ys Name ckson_089_PLR_Report_03 48 48_07 04 2011 pdf 20 04 2010 hace Type Adobe Acrobat Document 1 67KB From miap gov uk 14 05 2010 P 01 07 2010 Save 01 07 2010 While files
56. age 126 of 135 Learning l Records Service www learningrecordsservice org uk Appendix B Nationality codes for learner detail fields Codes Country Not known AF AFG 004 Afghanistan AX ALA 248 Aland Islands AL ALB 008 Albania DZ DZA 012 AS ASM 016 American Samoa AD AND 020 AO AGO 024 Al AIA 660 AQ ATA 010 Antarctica AG ATG 028 AR ARG 032 AM ARM 051 AW ABW 533 AU AUS 036 Australia AT AUT 040 AZ AZE 031 BH BHR 048 Bahrain BE BEL 056 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 127 of 135 Learning l Records Service ZA__ www learningrecordsservice org uk Codes Country CT CTE 128 Canton and Enderbury Islands CV CPV 132 Cape Verde KY CYM 136 Cayman Islands CF CAF 140 Central African Republic Chad Chile China CX CXR 162 Christmas Island CG COG 178 Dominica Dominican Republic Dronning Maud Land East Timor Ecuador Egypt El Salvador Equatorial Guinea Eritrea Estonia Ethiopia Ethiopia Falkland Islands Faroe Islands Federal Republic of Germany Fiji Finland Finland France French Guiana French Polynesia French Southern Territories LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 128 of 135 Learning l Records Service ZA__ www learningrecordsservice org uk Codes Country French Territory of Afars and Issas Gabon Gambia The GE GEO 268 German Democratic Republic German Ghana GI GIB 292 Gibraltar GL
57. anagement gt On the grey tabs on the next screen select Submit Batch Registration You will see this screen 44 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 55 of 135 Learning Records Service www learningrecordsservice org uk yu are here LRB batch registration RB batch registration upload and submission Choose your submission type Verification only CHK Verification only CHK Screenshot 44 Uploading a batch file 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 LRB batch registration upload and submission Choose your submission type A Browse to find your batch file and upload Browse We recommend that you do not upload batch files with more than 5 000 records Upload file What happens if get an error Tip The Organisations file name field in your batch file can be populated with something meaningful or memorable like your centre name or a description This will enable you to sort or filter your batch files more effectively Support Should your file have any formatting errors or failed to upload for any other reason please try the Validator Tool which can be found on the LRS website under Resourc
58. as Table Styles D y 2 Clear Filter Select Clipboard Font g Alignment n Number m Styles Cells Editing AD1 X Se Notes A B G D E F G H 1 J K L M N o P Q R S mF U _ FileVersio FileName UKPRN Learn ULN MiSidentifie Title GivenNa Preferre MiddleOthe FamilyName Previou FamilyNi School LastKnov LastKne LastKno LastKnov LastKnownPo DateOfAdi DateOfBirth PI 2 2A LRB_12345678_030220091510 CSV 12345678 4 CTFOOOO1 JOHN WILLIAM PARKER LV21 50Z 09 07 1939 3 e cTF00002 JANICE TOWNSEND Lv21 5az 24 07 1943 4 CTFOOOO3 JAMES LUCK TS127HA 06 03 1947 5 e CTF00004 SUSAN BOURNE CT7 55SX 19 01 1966 6 T x Later we will scroll across to see the rest of the columns First let s look at this set This is what they contain Column Example Description Validation Rules Data LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 45 of 135 Learning l Records Service www learningrecordsservice org uk Column Example Description Validation Rules Data FileVersion Version of the file Mandatory being submitted Must show 2A Relates to the Must appear in first data Organisation Portal row only software version although the value is only changed when the file format changes UCL_Fil Your file reference for Mandatory e23 internal purposes Maximum 512 characters Must appear in first data row only Your UK Provider Mandatory Reference Number Must be 8 characters UKPRN as
59. aylor for example You will then see this screen 17 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 28 of 135 Learning l Records Service a www learningrecordsservice org uk Find User gt Find User Results gt Verify Identity gt Verify Identity Confirm tity y y Verify Identity Joseph Bloggs BLOGGJ5 The answer provided was correct Help with this screen Screenshot 17 Verify Identity successful In this case the answer supplied was correct and you can continue If the answer had been incorrect the message in the response box would be in red gt Select Ok 3 8 Reset password As a Super User you can also reset the passwords of your users Note Users can reset their own password as long as they have an email recorded against their account From the Find User results screen 12 above in order to find the user you will have to change the Status to suspended gt Access the user account and change the status to active to reinstate the account gt The account is now active again and the password will work You can tell the user how to receive an email prompt for their password from the LRS This removes the need for you to know a user s password gt Check the radio button of the user whose password you wish to reset gt Select Reset Password You will see this confirmation screen 18 Find User g
60. ct Select a subject 7 derived_Edexcel QL5 Aea 0 area Limited_qualification_4 Keyword Edexcel Reference code Size Select a size M derived_Edexcel QL6 Aea 0 Offered in Limited_qualification_5 derived Edexcel QL7 Aea 0 E Northern Ireland Limited _qualification_6 derived_Edexcel QLS Aea 0 Limited_qualification_7 More search options BE eee als js 0 More search options Search again Limited qualification 8 derived Edexcel QL10 Aea 0 Limited_qualification_9 EDEXCEL BTEC Level 1 Aea 13 1 Certificate in Land based Studies QCF EDEXCEL BTEC Level 1 Aea 13 1 Certificate in Sustainability Skills m England m Wales Show 10 results 1 2 Next gt gt Export To PDF Screenshot 100 Find a QCF qualification successful search LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 112 of 135 Learning l Records Service www learningrecordsservice org uk gt Each of the qualification titles appear as a hyperlink 100 Choosing this link will open a further screen with more details on the qualification section showing the qualification s structure Select one of the hyperlinks in the Qualification Title column to open the Find a QCF Qualification results screen to view available qualification options gt In this example take the qualification at the foot of the page gt The next screen is displayed with two separate sections 101 The first
61. ded 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 at least the minimum credits groups required Need more help Defaulttoview Expand all The calculation is not working as expected 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 7 501 5971 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 Fis Required R 501 5976 Mental health problems and the main interventions and Level 3 v 3 Achieved approaches that are used with older people J 501 5974 Promoting wellbeing and mental health with older people Level 3 Fis Required F 501 5987 The legal policy and service framework in relation to promoting Level 3 O4 Required wellbeing and mental health with older people J 501 5988 Communication and relationships to promote the wellbeing and Level 3 Fis 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 a
62. e of Birth 23 March vy 1990 Gender Female x Postcode Mandatory fields are marked with an asterisk Which fields should search on Screenshot 55 View exceptions Process an RC009 RC010 or RCO11 These exceptions may have an issue because some of the details are wrong or missing Refer to Table 5 Return codes RC005 to RCO11 for guidance on what actions to take Important the details provided in your batch are used to populate both the Provided details and the Find by Personal Details areas of this screen 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 gt This could be where the issue lies though the personal details shown could all be fine The problem could lie with fields it is not possible to update in this screen in other words Ability to Share so you may have to update your batch file and resubmit that record gt Look at the Find by Personal Details fields and enter any missing information or change anything that is incorrect In the example in 57 there is no postcode so the postcode should be entered gt Select Search whether or not you have made any changes or added new information The results screen that follows may show any of four possible results and what happens next will depend on which result is shown 1 No match
63. e org uk
64. e than the maximum number of learners permitted 60 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 74 of 135 Learning Records Service www learningrecordsservice org uk Find a learner You searched for Provided details MIS Identifier Original Rachel Sanders 02 07 1984 Female VR68 2BP Your search results You search returned more than the maximum number of learners permitted What should do now Continue How do use this screen Screenshot 60 View exceptions too many matches If available use extra information you may have in your organisation s database to distinguish the learner and try processing the exception again from screen 51 or update your batch and resubmit that record 4 Exact Match The LRS returns the message Your search has returned an Exact Match The LRS has selected this learner for you 61 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 75 of 135 Learning l Records Service www learningrecordsservice org uk Find a learner You searched for Provided details MIS Identifier 0093 Original Hilary Foley 15 01 1975 Female F42RR Your search results Hilary Foley 8685774259 15 01 1975 Female F4 2RR You search returned an Exact Match The system has selected this learner for you Why has the system selected this learner for me Continue How do l use this scree
65. e 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 working as expected gt The option Back to Lisf will return you to the list of selected qualifications LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 116 of 135 Learning Records Service www learningrecordsservice org uk 5 2 Find a QCF qualification learner s PLR details gt This is the Find a QCF Qualification for users with access to the PLR and 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 You will notice from the screen below 105 that the learners name ULN and Date of Birth are displayed at the top of the page and any Qualifications and Units are displayed on the right hand side of the page Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create a report Find a QCF qualification Find a QCF qualification Add in a keyword or to search for any subject leave the keyword field blank Only return qualifications that contain these units Keyword Contribute to the organisation and delivery of a Tag Rugby event for young people Reference code E Managing Sports Volunteers Level Select a level a Managing Yo
66. e will appear If you would like the enquiry to come back to another member of staff their details can be entered in here 77 Finally select the Finish button to submit your request 77 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 82 of 135 Learning Records Service www learningrecordsservice org uk We might need to contact you to help resolve the issue Please provide your name and a means of contacting you Either email address or telephone is mandatory Name Email address Telephone i ao gt Make a note of enquiry reference number 72 should you wish to contact the LRS Customer Helpdesk Report a ULN problem Enquiry submitted successfully Screenshot 71 Report a ULN problem contact information Thank you Your enquiry has been submitted successfully We will contact you when the issue has been resolved or for further information If you need to contact the LRS Customer Helpdesk please quote the following reference nn nn nnn nn en ne nn ne nn nn nn en nn nnn een nn nee ny View enquiries View profile Screenshot 72 Report a ULN problem reference number 4 8 View data challenge history report ULN or learning event problems gt A Learning Event is a qualification or achievement that appears on the learner s PLR gt A list of previously opened data challenges for a given learner can be viewed on the Organisation Portal gt From the View
67. earner accessed via the exception handling process Enhancement of password configuration so 8 characters are now required Screenshot 98 Find QCF qualification quick search welcome page gt The search allows you to enter a number of fields to help pinpoint relevant qualifications 98 If the LRS finds more than 100 records an error message is displayed and the search is re displayed to allow you to refine the search criteria LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 110 of 135 Learning l Records Service ae www learningrecordsservice org uk Find a QCF qualification Add in a keyword or to search for any subject leave the keyword field blank Only return qualifications that contain these units Keyword No units to display Reference code Level Select a level Size Select a size Sector subject area Select a subject x Offered in England Northern Ireland Wales Screenshot 99 Find a QCF qualification search gt Initially there are five search fields plus a number of country check boxes unless you selects More Search Options or the query returns the screen with the warning shown above More Search options would be used if you knew the Reference code of the qualification 99 The search fields include Keyword Search performs an exact match on the data entered with information within the title of the
68. earning Records Service y Username Password Forgotten Password This Portal is provided and managed by the Skills Funding Agency as part of the Learning Records Service LRS It is to be used only for purposes defined by the Skills Funding Agency and as set out in applicable User Agreement Information about the purpose of LRS and gaining access to this website can be found at http www learningrecordsservice org uk You should not access or use the services provided on this website without being authorised We will investigate any unauthorised access and may choose to impose penalties in accordance with applicable laws and regulations Screenshot 2 Logon screen On completion of registration you as the nominated Super User will have received two communications one by email and one by telephone one containing the username and one the password gt Enter your Username and Password and Select Login The first time you log in you will need to read through the User Agreement 3 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 18 of 135 Learning Records Service www learningrecordsservice org uk O Learning Records Service LRS User Agreement This Portal is provided and managed by the Skills Funding Agency as part of Learning Records Service LRS It is to be used only for purposes defined by the Skills Funding Agency Please ensure you read and accept
69. er e What details are recorded for each user e Are users aware of their responsibilities in using the LRS e How will training and awareness about the LRS including guidance on the use of the FileName field in respect of batches be implemented 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 8 of 135 2 2 5 Learning Records Service Ze www learningrecordsservice org uk 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 LRB Super User Description This 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 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
70. erred or nickname as the Given Name 5 Spelling Check appropriate spelling of the person s name and consider using phonetic spelling for example Czaja as Chiah 6 Recording when you are updating a Family Name copy the previous Family Name into the relevant field 7 Try including and excluding a hyphen if a double barrelled name Date of birth 8 Try swapping Month and Day around if less than or equal to 12 or try using the first of the month 01 MM YYYY 9 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 10 Try searching using a previous postcode for the person or their parent s postcode 11 Try searching using the default postcode ZZ99 9ZZ LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 33 of 135 Records Service www learningrecordsservice org uk 12 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 ULN with the correct postcode 13 If in doubt use Address matching tools such as http postcode royalmail com to produce a full address 4 2 1 Find unsuccessful register this learner 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
71. ers The Learning Records Service recommends at least three Super Users per establishment Log on to https www ukirs miap gov uk secure Enter your Username and Password and select Logon Select Accept to accept the User terms and Conditions You have now logged in and should see the welcome screen Select User Management Tab and the following screen is displayed 8 on the bext page VV VV Y LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 22 of 135 Learning Records f Service www learningrecordsservice org uk O Help with this screer Find User Enter search criteria Username Given Name Family Name Role J Awarding Body User LRB Batch User ILRB Online User LRB View Learner Only LRB Super User Staff ID or Reference eMail Address Status Active Find User Screenshot 8 Create new user Find user 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 user match the selected criteria is displayed 9 Find User Results The users that matched your search criteria are Back to Find User Select Name Telephone Username Organisation Name Last Logged On No users matched the search criteria
72. ervice org uk 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 Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create a report Find a QCF qualification Find a QCF qualification 500 3982 9 City amp Guilds Level 3 Certificate in Promoting the Mental Health and Well being of Older People QCF 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 Defaulttoview Expand all The calculation is not working as expected Calculate Qualification credits Minimum credits at Level 3 26 26 Y Totalcredits 26 26 V va Group CGM 0 CompoundGroup Mandatory 0 Min credits 26 26 VY Group A Mandatory Min credits 19 19 Y Group B Optional Min credits 7 7 Qualification credits Minimum credits at Level 3 26 26 Y Total credits 26 26 V mi Defaultto view Expa
73. es 2 Too many possible matches 3 Exact match LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 73 of 135 Learning Records Service www learningrecordsservice org uk 4 Possible match 2 No Matches gt You have two possible options Cancel or Register New Learner In this screenshot 59 updating the learner s postcode has still not resulted in a match The message is The search has returned no results The only option is to Continue and return to the exception list Click the help What should do now for more information on possible next steps This screen was processed after the amending the learner s details in the Find a Learner screen 59 hence the Amended line being displayed You searched for Provided details MIS Identifier 0001 ULN 7207009789 Original Zachery Taylor 7207009789 01 01 1970 Male CV1 ILL Amended Zachery Taylor 7207009789 28 09 1997 Male M1 5TH Your search results The search has returned no results What should do now Cancel Screenshot 56 View exceptions no match The Register new learner button is not shown as a ULN has already been provided so the learner should already be registered If there was no ULN Register new learner would be offered as an option next to the Continue button 3 Too Many Possible Matches The LRS returns the message Your search returned mor
74. es Tools If you are still experiencing problems after using this please contact the LRS Customer Helpdesk by email at Irssupport learninagrecordsservice org uk or by telephone on 0845 602 2589 Batch files contain personal information and must not be sent to the LRS by email as this creates a potential security breach Sc Screenshot 45 Uploading a batch file browsing for file Use the Browse button to locate the batch file on your computer Then gt Select the Upload File button If your file has been correctly prepared you should see the success message 46 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 56 of 135 Learning Records Service www learningrecordsservice org uk You are here LRB batch registration Successful upload File uploaded successfully Your job id is 11863 Your batch registration submission file LRB_10099407_070220121000 XML has been uploaded successfully itis now in a Est of jobs awaiting processing if submited after 6 00pm please check he fofowing morning When processed your output file will De availad e in he same format thal was suDmeted in it can De found in Ihe jod list View Batch Registration in the menu Screenshot 46 Batch file upload successful 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
75. etail how to access and manage the Personal Learning Record PLR Section 5 describes how to find a QCF qualification This includes 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 If 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 Helpdesk LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 4 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 2 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 organ
76. g organisation Royal Society for Public Health Level Level 4 Sector subject area 1 3 Health and Social Care Grading structure Pass Total a Minimum credits atlevel 0 Minimum guided 28 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 Defaulttoview Expand all The calculation is not working as expected Calculate Qualification credits Minimum credits at Level 4 4 0 v Total credits 4 4 Y Group Health Emergency Planning Min units 2 2 YW Min credits 4 4 Qualification credits Minimum credits at Level 4 4 0 v Total credits 4 4 Y Defaulttoview Expandall Backtotop The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view your report Screenshot 104 Find a QCF qualification successful outcome gt The Rules of Combination can cause a huge 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 indicat
77. hat relate to organisations concerned with emergency planning working Detween diferem organisations involved in emergency planning 12 Describe the structure of three organisations that have a role in emergency planning to include two that are Category 1 and one that is Category 2 1 3 Explain one positive and one negative factor that may sect collaborative working between organisations 2 Understand the principles governing sharing of information 2 1 1 1 Span now legisiation procedures anc protocols control the sharing of information between organisations between organisations 2 2 State the benett for preparedness response and recovery of organisations sharing information Screenshot 103 Find a QCF qualification Ofqual link to reference number gt Returning to the expanded qualification credit screen select the relevant unit check boxes Some of the units may be required highlighted by a red circle 102 to achieve qualification for that unit while others are optional gt Once you have selected your options select Calculate highlighted by a red circle 102 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 115 of 135 Learning Records Service www learningrecordsservice org uk About this qualification Ownin
78. he learner that you are entering the problem for valid email address and or valid telephone number in order to progress Name and at least one other field must be completed 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 84 gt Once your enquiry has been successfully submitted you will see an enquiry reference number 85 make a note of this number in case you need to contact the LRS Customer Helpdesk LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 96 of 135 Learning Records Service www learningrecordsservice org uk View personal learning record Report a problem Thank you Your enquiry has been successfully submitted We will contact you when the issue has been resolved or for further information If you need to contact the LRS Customer Helpdesk please quote the following reference Continue Screenshot 85 Report a Learning Event problem qualification wrong successfully submitted gt Select Continue to return to Report a Problem step 1 85 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 97 of 135 Learning Records Service www learningrecordsservice org uk 4 3 2 A learning event does not belong to the learner gt If one of the qualifications listed within the PLR does not belong to the learner select One of the Qualificati
79. he 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 needing to match the database value on a fuzzy or synonym 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 field 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 O FPN Not Seen if the field was previously set to one of the FPN Seen values To create a batch file you need to have the LRS Batch File Toolkit LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 44 of 135 Learning l Records Service www learningrecordsservice org uk 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 file If updating the learner s details the minimum data co
80. hese exceptions RC009 No ULN Match The ULN supplied in your batch file has not been recognised Check that the ULN you entered has 10 digits and that the Given Name Family Name Date of Birth Gender and Postcode match this ULN See Section 3 4 6 on how to process these exceptions RC010 Null values One or more of the mandatory fields is blank apart from Given Name or Family Name Check the mandatory See Section 3 4 6 on how to process these exceptions LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 65 of 135 Learning l Records Service ae www learningrecordsservice org uk fields RCO11 The learner record submitted in the See Section 3 4 6 on Incorrect format batch file contains data which does how to process not meet LRS formats This could these exceptions be 1 Either the Family Name and or Given Name are incomplete or contain an invalid name 2 Prohibited text or postcode has been entered into any of the fields 3 ULN already exists and file is attempting to update Verification Type being updated to 999 Other and Verification Description field is blank 4 Date of birth value means learner is less than 11 years old or more than 110 years old 5 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 6 There is a double sp
81. hieved Grade Achieved Date and Credit Value Note Remember events will only be shown since summer 2008 gt After entering as much additional information as possible select Next 90 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 101 of 135 Learning Records Service www learningrecordsservice org uk View personal learning record Report a problem Step 3 of 3 Please tell us anything that might help us resolve the Missing qualification from Open University A problem History through the Ages What kind of information will help We might need to contact you to help resolve the issue Please provide your name and a means of contacting you Name Mr A Smith Email address a smith skillsauthority com Telephone 01418143700 Screenshot 91 Report a Learning Event Problem missing event step 3 gt You must provide a valid name your name rather than the name of the learner that you are entering the problem for valid email address and or valid telephone number in order to progress 91 At least two fields need to be completed 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 91 make a note of this number in case you need to contact the helpdesk or you are raising a number of problems View
82. his may be viewed LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 117 of 135 Learning Records Service www learningrecordsservice org uk downloaded or printed The PDF report will be compatible with the PDF file format Adobe Acrobat Reader v5 0 and above gt In this example 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 as shown in the screen below Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create areport Find a QCF qualification Find a QCF qualification These are the courses that match your search Click on the qualification you d like to see in more detail Reference W Qualification title wW Level Size w Totalcredits v i Refine your search 500 3982 9 City amp Guilds Level 3 Level 3 Certificate Certificate In Promoting Keyword the Mental Health and Well being of Older People QCF Reference code Export To PDF Size Download Adobe Acrobat Reader to view your report Sector subject area Offered in More search options Screenshot 106 Find a QCF qualification results of learner unit search Certificate v Select a subject v 0 England Northern Ireland Wales gt All of the above have the selected unit from the learners
83. iew Only Users can access the PLR if they are given the Learner Record role within the User Management facility and also the learner has agreed to share their PLR This section has been created for Learner Registration Bodies to begin using the PLR within their organisations It contains 1 Information about the Privacy Notice and its relevance and implications to learners 2 Instructions on how to view a learner s PLR 4 1 1 Information you can expect to find in 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 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 4 1 2 Privacy notice unable to share data The PLR allows learners to access their learning and training achievements online In order to allow learners to access their PLR providers must ensure that learners have read the Privacy Notice and if they have opted out of sharing that they are aware of the implications A learner must be given the o
84. iew exceptions Delete selected records gt 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 For duplicate exceptions this will contain one record for every duplicate gt This can be found by returning to the View exceptions screen gt Select the Export processed exceptions button which takes you to screenshot 66 Given name Family name Date of Gender Postcode Organisation s file name Return code Expiry date v v birth v v v O Zachery Taylor 01 01 1970 Male AB10 1UD LMAN10 RC007 Test RC007 13 04 2012 Process Select to mark exceptions for deletion Delete selected records Export processed exceptions Screenshot 60 View exceptions Export processed exceptions LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 79 of 135 Learning p www learningrecordsservice org uk Export my processed exceptions Select your preferred format for the exported file CSV file format 5 XML file format Cancel Which format should use Screenshot 61 View exceptions Downloading processed exceptions output file Please 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 high
85. ilyNi School Lastknov LastKne LastKno Lastknov LastKnownPo DateOfAdi DateOfBirth PlaceOfBirth EmailAddres Gender Nationality ScottishCandi AbilityToSt Verificatior OtherVerifica Notes 2 PARKER uv21 saz 09 07 1939 1 GBR r 5 3 TOWNSEND 1v2150Z 24 07 1943 2 GBR 1 5 4 Luck TS127HA 06 03 1947 1 GBR 1 5 5 BOURNE CT7 58x 19 01 1966 2 GBR 1 5 6 m Screenshot 32 Batch Excel template rest of file Starting at column U Column Name Example Data Description VEUC ELOT AE aul ec DateOfBirth 2008 12 20 Date Of Birth Optional if ULN present Otherwise Mandatory YYYY MM DD format Age must be between 11 and 110 years 35 characters maximum s Must be valid email format X Optional if ULN present Otherwise Mandatory Options 0 Not Known Gender not recorded 1 Male 2 Female 9 Not Specified Unable to be classified Nationality GBR or GB or Nationality Optional Two or three 826 characters or 3 digits CDD compliant code Maximum 3 characters See Appendix B ScottisnCand 123456789 Scottish Candidate Optional Maximum 9 idateNumber Number characters AA AbilityToShar Ability to share Optional Mandatory if e information creating a new ULN provided to the Must be 0 1 or 2 where Learning Records 0 FPN not seen Service 1 FPN Seen and able to share data 2 FPN Seen and unable to share data If this value is set to anything other than 0 it cannot be reset to
86. ingrecordsservice org uk 5 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 new 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 LRS Users the opportunity to search and produce suitable combinations There are two versions of the Find a QCF Qualification a search that links to a learner s achieved units and a generic search that does not use any information within a learner s PLR 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 109 of 135 Learning Records Service www learningrecordsservice org uk 5 1 Find a QCF qualification generic anonymous This part of the guide concentrates on the generic opt
87. ion and is suitable for a one on one discussion or for group sessions when carrying out careers advice Latest information Find a learner by ULN Mandatory fields are marked with an asterisk Release 6 We are pleased to announce that Release 6 of the LRS was successfully deployed this weekend Take a look at the Release Note for more information ULN Given Name e r Top tips Reminder Improving your search for learners Family Name Date of birth Swapping the Month and Day around if less than or equal to 12 or using the first of the month 01 MM YYYY More search options Search Postcodes Searching using a previous postcode for the person or their parent s postcode Preferred name Searching using their preferred or nickname as the Given Name g Swap Given Name and Family Name Swapping the Given Name Find a QCF qualification and Family Names around or using their middle name as their Given Name Keyword Swap Previous Family Name Searching using the learner s previous family name Level Select a level Z twitter FOLLOW US Size Select a size x Sector Subject Area Select a subject X More search options Release 6 deployed on 14 January 2012 is the latest version of the Learning Records Service LRS Organisation Portal Improvements include The ability to print the Find a QCF qualification screens Improved error messages on the View learner profile edit screen and Register l
88. isation s Super User and will help to e Clearly define your managerial arrangements for running the LRS e Establish your data governance arrangements Assign additional Super User s and appropriate access for other users of the LRS LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 5 of 135 Learning Records Service www learningrecordsservice org uk 2 1 High level view of the LRS and its uses Learning Provider must register with the Learning Provider Register www ukrlp co uk me Once a UKPRN has been received your organisation must nominate Super User for the service and sign up to the Learner Register and complete an Organisation Registration Form Learning Provider Agreement A All users must agree to the terms of the User Agreement Details for learners who are 14 and over are gathered through the school census and sent through to the LRS using the S service Capture learner details Learners present at a FE Learners present at a FE and obtain U LNs Learning Providewith learning provider without knowledge of their ULN knowledge of their ULN Learning Provider Verify the Learner A A Identity to Tier 1 collect a an email Learning Provider gathers address for the learner and show the Learning Provider gathers the in avan Name and Privacy Notice to the learner in 5 Personal details to Family Mame required to readiness to update tbe Organisatio Register the
89. ister learner accessed via the exception handling process Enhancement of password configuration so 8 characters are now required Screenshot 5 Welcome page The Welcome Page displays various sections e Up to two online quick search forms may be displayed on the left hand side of the Welcome Page depending on the user type and role permissions o Find a Learner by ULN for all LRB roles apart from that of LRB Super User o Find a QCF Qualification for LRB Online Users and LRB View Only Users Other User Roles will see an image displayed in this section of the Welcome Page e On the right Latest Information gives news from the Learning Records Service LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 20 of 135 Learning Records f4 Service Z www learningrecordsservice org uk e What s New at the foot of the page gives latest information on the current release of software including details of new features and changes to functionality 3 3 Online help The Portal provides online help and assistance via the footer Help button circled below giving guidance on the particular function or page The LRS directs you to the Organisation Portal Help System 6 by opening a separate browser session Once in the Help System you can browse other Help topics before returning to the page LRS Help Learner Register Organisation Portal Help System
90. ld be raised when a Learner Registration Body LRB has identified one of the following data issues e Alearner has two ULNs e Two people are sharing the same ULN e A fictitious or fraudulent ULN has been identified ULN is incorrect as details have changed and therefore the learner using another ULN Some data issues can be corrected directly by an LRB e g incorrectly spelt name or incorrect Date of Birth These are not classed as a ULN problem Once you have selected an option from the drop down box please complete as much detail as possible This will help the LRS Customer Helpdesk to complete the investigation We will be in touch shortly with a response Mandatory fields are marked with an asterisk Which of these best describes the problem Select the problem hs Screenshot 63 Report a ULN problem problem type gt Use the text box to explain why you think it is a duplicate and you must also include the suspected duplicate ULN number 70 Please enter any additional information that you think may help us resolve this problem What kind of information will help Screenshot 70 Report a ULN problem additional information gt Please ensure you complete your name and at least one of the other fields email address and telephone number so that you can be contacted should any questions arise The request will not submit unless at least two of these fields have been completed an error messag
91. learner Screenshot 21 Find Learner Results gt In this case Screen 21 shows that the LRS has found no learners matching the description you entered LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 32 of 135 Learning l Records Service www learningrecordsservice org uk gt Check the details you entered as you can amend the details and Search again Take a look at Section 3 1 2 for more tips on searching for learners gt If you are unable to find a ULN select Register this learner to register the learner See Section 3 1 3 for more information 4 2 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 with the addition of over 1 million new learners a year so your learner is very likely be one of these Below is a one page summary of things to think about when searching for learners More information can be found on the LRS website Names 1 Swap previous name try searching using the person s previous family name 2 Swap Given Name and Family Name try swapping Given Name and Family Names around or use their middle name as their Given Name 3 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 MacDonald 4 Preferred name Try searching using their pref
92. led if printed Page 19 of 135 Learning Records Service www learningrecordsservice org uk Latest information Release 6 Find a learner by ULN Mandatory fields are marked with an asterisk We are pleased to announce that Release 6 of the LRS was successfully deployed this weekend Take a look at the Release Note for more information ULN Given Name k Top tips Reminder Improving your search for learners Family Name Date of birth Swapping the Month and Day around if less than or equal to 12 or using the first of the month 01 MM YYYY More search options Search Postcodes Searching using a previous postcode for the person or their parent s postcode Preferred name Searching using their preferred or nickname as the Given Name Swap Given Name and Family Name Swapping the Given Name Find a QCF qualification and Family Names around or using their middle name as their Given Name Keyword Swap Previous Family Name Searching using the leamer s previous family name Level Select a level EA twitter FOLLOW US Size Select a size z Sector Subject Area Select a subject More search options Release 6 deployed on 14 January 2012 is the latest version of the Learning Records Service LRS Organisation Portal Improvements include The ability to print the Find a QCF qualification screens Improved error messages on the View learner profile edit screen and Reg
93. lighted 4 6 Report a ULN problem Part of the quality control processes and procedures for the LRS allows you to Report a Problem also known as a Data Challenge It allows Learner Registration Bodies to identify a data issue with a learner s ULN A data issue could be one of the following Enquiry Identified Problem type Information required to Type Report a Problem ULN has Duplicate ULN for Both ULNs that you been example a learner has suspect the learner has incorrectly been given a second ULN Which ULN ts themaster ergata Fictitious or fraudulent ULN and which ULN is the duplicate If 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 ULN has e ULN de merge Both ULNs that need to been be de merged incorrectly merged The reason why they need de merging ULN has e Two people sharing the e Please give as much LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 80 of 135 Learning A Records Service Z www learningrecordsservice org uk other same ULN information as to what unspecified the issue is Deceased learner problem ULN incorrect as details have changed learner is therefore using another learner s ULN Other ULN problem Table 6 Reporting ULN problems The data issue is then reported as a problem to
94. ly name Date of Gender Postcode Organisation s file name Return code sf Y birth v v O zachen Taylor 01 01 1970 Male AB10 1UD LMAN10 RC007 Test RC007 20 04 2012 Expiry date v Select to mark exceptions for deletion Delete selected records Change organisation How do use this screen Screenshot 52 View exceptions Process an RC007 This is an exception because one or more possible match has been found Refer back to Table 5 Return codes RC005 to RCO11 for guidance on what actions to take Important the details provided in your batch are used to populate both the Provided details and the Find by Personal Details areas of this screen gt You will see this screen 53 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 68 of 135 Learning l Records Service www learningrecordsservice org uk Find a learner You searched for Provided details MIS Identifier 0001 Original Zachery Taylor 01 01 1970 Male AB10 1UD Your search results Check boxes 5624701631 01 01 1970 Male AB10 1UD Title Mr School at age 16 Washington Prep School Address Middle other name JO Place of birth Coventry AB10 1UD Preferred given name Nationality GBR Previous family Email George washington COM Family nameft age 16 h Zachery Taylor 6723561014 01 07 1928 Male AB10 1UD Zachery Taylor 7207009789 01 01 1970 Male CV11LL t this learne Select a at amer Return to exceptions
95. mation regarding the benefits of the PLR is available on the LRS website A Learning Event is a qualification or achievement that appears on the learner s PLR LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 87 of 135 Learning Records J 7 Service Z www learningrecordsservice org uk 4 2 ViewaPLR gt This function is available following a search for a learner This includes the personal details search following the Learning Records Service batch process when resolving exceptions gt To find alearner s PLR you will need to carry out a search either by Unique Learner Number ULN or by personal details gt This section shows the method for finding a Learner by ULN You are here Find a Learner You can search for a learner by ULN or by entering personal details Find a learner by ULN Find by personal details Mandatory fields are marked with an asterisk Mandatory fields are marked with an asterisk Learner ULN Given name Given Name Family name Family Name Previous Family Name ith Where can the learner find their ULN eae shee X X Why do need to provide so much information Gender Not known e Postcode Which fields should I search on search OR search by Scari Screenshot 64 Find a learner by ULN e To find a learner s PLR first carry out a search for the learner Select the Learner Management tab and then Find a
96. mbers optional but useful co for the person ntact details e Email address LRS recommends that you capture this as it is used email forgotten passwords e Preferred Language the language the LRS screens will be displayed in currently only English available e Verification provided confirmation of your internal authorisation procedure e Staff ID or Your reference optional field which can hold an internal staff reference to help with identification The e mail address will be validated to ensure it is in a correct form You may use this screen to update the roles allowed for your own S uper User account if you want to have access to Learner Verification and Achievement Management functions gt Select Update to commit the changes made You will this confirmation screen 14 gt Select OK to continue Find User gt Find User Results gt Update User gt Update User Confirm Update User Joseph Bloggs BLOGGJ5 Update completed successfully Help with this screen Screenshot 14 Update user account confirmation 3 6 Delete a user account From the Find User Results screen gt Check the radio button next to the user whose account you wish to delete gt Select Delete User You will now see this screen 15 LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 27 of 135 Learning l Records Service ae www learni
97. merged to make this ULN the Master ULN Here you can check the learner s details and add further details or update information 4 3 1 Add or update details gt Select Edit details at the bottom of the screen gt You will now see this screen 26 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 37 of 135 Learning Records Service www learningrecordsservice org uk Viewing learner Kenny Moore View learner profile edit Summary What can update Title Given name Kenny Middle other name Family name Moore Email Date of birth 1 s June S 1914 F Postcode G11GG Address line 1 Address line 2 Town County Mandatory fields are marked with an asterisk ULN 3838334956 Date of birth 11 Jun 1914 View learner profile Other details Previous family name Family name at age 16 Preferred given name Gender Male Ma Place of birth Nationality School at age 16 Scottish candidate number Verification type Relationship with school x Other verification type Ability to share FPN seen and able to share data v Created date 10 Apr 2012 20 04 Last updated date 10 Apr 2012 20 04 Linked ULNs None What do verification type and ability to share mean Mandatory fields are marked with an asterisk save Changes Screenshot 26 View learner profile edit gt Refer to Appendix B Create Update learner fields f
98. n Screenshot 61 View exceptions exact match You will notice that when an Exact Match is returned the LRS automatically completes the check box allowing you to proceed using Continue Selecting Continue returns the View learner profile screen so you can update the record should you need to or view the learners Personal Learning Record At the same time the ULN and associate learner s details are added to the Exceptions batch output file Note this will appear in the new output file as either a Return Code of RC003 ULN Confirmed or RC001 Linked master ULN returned depending on the match that has been made For details on how to download the Exceptions batch output file 5 Possible Matches An example of the results when possible matches are found is shown below 62 This screen was processed after the amending the learner s details in the Finda Learner screen 57 hence the Amended line being displayed 62 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 76 of 135 Learning l Records Service www learningrecordsservice org uk You searched for Provided details MIS Identifier 0073 Original Davis Calhoun 04 06 1953 Male E7V6KJ Amended Davis Calhoun 04 06 1953 Male CV1 27T Your search results heck box Davis Calhoun 8174035205 04 06 1953 Male E7V6KJ Title Dr School at age 16 Bournemouth School Address Add Line 1
99. n can be selected to return to the first screen Selecting LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 114 of 135 Learning Records f Service www learningrecordsservice org uk a Export to PDF will export the results to a PDF file that will reflect the state of the screen as it was when it was last calculated Screen changes after the last calculation are not reflected in the report More information can be retrieved from the Ofqual portal on the Units displayed including the Learning Outcome and Assessment Criteria of the units gt Select a hyperlinked Unit Code highlighted by a red circle 107 will open up a link to the Ofqual record f 7 p EEN e ister of Regulated Quali cations s seseosss Rewarding Learning The Register Search Organisations Search Qualifications Search Units Search Diplomas The Register of Regulated Qualifications Reference Number J 502 7588 Qualification Framework QCF Tt Collaborative working in Emergency Planning Unitlevel Level 4 Unit Sub Level None Guided Leaming Hours 14 Unit Credit Value 2 Date of Withdrawal SS 1 3 Health and Social Care Unit Grading Structure Pass Assessment Guidance None Learning Outcomes and Assessment Criteria Learning Outcome The learner will Assessment Criterion The learner can 1 Understand the requirements relating to collaborative 1 1 State the legisiative and governance requirements t
100. n will help We might need to contact you to help resolve the issue Please provide your name and a means of contacting you Name Mr A Smith Email address a smith skillsauthority com Telephone 01418143700 Screenshot 71 Report a Learning Event Problem qualification not learners step 4 gt You must provide a valid name your name rather than the name of the learner that you are entering the problem for valid email address and or valid LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 99 of 135 Learning i Records Service www learningrecordsservice org uk telephone number in order to progress At least two fields need to be completed Note If you would like the enquiry to come back to another member of staff their details can be entered in here 88 gt Select the Finish button to complete the process and receive your reference number make a note of this number in case you need to contact the LRS Customer Helpdesk 88 View personal learning record Report a problem Thank you Your enquiry has been successfully submitted We will contact you when the issue has been resolved or for further information If you need to contact the LRS Customer Helpdesk please quote the following reference PEPPE T EEPE EREE ens cn cana E sean steananesanncsaseseesaen Screenshot 88 Report a Learning Event Problem qualification not learners successfully submitted 15 Select
101. nagement This Section of the Guide tells you how to obtain and manage Unique Learner Numbers ULNs Because many User Roles not just that of the Super User involve working with ULNs this section is designed for all relevant users The Organisation Portal is a very powerful tool It is can be used to create a ULN for an individual or small group of learners amend learner details and to rectify exceptions when batch processing Before you can begin to register or update Unique Learner Numbers ULNs you will need to login to the LRS Organisation Portal See Section 2 Subsections 2 1 2 3 for instructions on how to do this 4 1 Work with individual ULNs 4 1 1 Find individual ULNs by personal details At the top of the Welcome Page as is the case throughout the Organisation Portal you will see row of tabs From these tabs gt Select Learner Management gt Select Find a learner You can see the Find a Learner screen 20 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 this would be the names used on their ID 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
102. nality to record the type of identification used to verify a learner s identity Where possible a learner s identity should be verified at enrolment although a lack of proof of identity should not prevent enrolment Where a learner s identity cannot be verified at enrolment it must be verified at a later date The LRS also recommends verifying each learner s identity before accepting them for credit or award based examinations 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 2 12 2 1 Verification type Select from the following verification type e None provided Relationship with school Passport Driving licence ID Card or other form of national ID National Insurance Card Certificate of Entitlement to Funding Bank Credit Debit Card Other 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 Tier 1 ID verification type Learners are required to be ID verified to Tier 1 before they can access their Personal Learning Record online through the Learner Portal or via the Lifelong
103. nd a means of contacting you Name Mr A Smith Email address a smith skillsauthority com Telephone 01418143700 Screenshot 93 Report a Learning Event Problem duplicate event step 3 gt The rest of the process is similar to the incorrect Learning Event Any additional information is useful especially the establishment where the learner was studying for the qualification and the data feed the event had been loaded from 94 gt You must provide a valid name your name rather than the name of the learner that you are entering the problem for valid email address and or valid telephone number in order to progress 93 At least two fields need to be completed Note If you would like the enquiry to come back to another member of staff their details can be entered in here gt Select the Finish button to complete the process and receive your reference number make a note of this number in case you need to contact the LRS Customer Helpdesk 93 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 104 of 135 Learning Records Service www learningrecordsservice org uk View personal learning record Report a problem Thank you Your enquiry has been successfully submitted We will contact you when the issue has been resolved or for further information If you need to contact the LRS Customer Helpdesk please quote the following reference Screenshot 94 Report a Learning Event P
104. nd anxiety Level 3 O4 Optional L 501 5989 Working with carers families and significant others to promote Level 3 O4 Optional the wellbeing and mental health of older people F 501 5990 Supporting participation in meaningful activity and engagement Level 3 Firs Optional with life to promote the wellbeing and mental health of older people J 501 5991 Supporting older people with dementia Level 3 O4 Optional Qualification credits Minimum credits at Level 3 0 26 Total credits 0 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 ra mvuvi SereeosaGioided Find a QCF qualification Learner s achievements Page 120 of 135 Learning Records Service www learningrecordsservice org uk O 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 A 500 8956 Principles and Practice of Assessment Level 3 1 3 Required M 500 4418 Preparing to Teach in the Lifelong Learning Sector Level 3 6 Achieved Screenshot 108 Find a QCF qualification Learner achieved unit gt All the other units are available for selection whether optional or required LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 121 of 135 Viewing learner Andrew Jackson View learner profile View personal lear
105. ndall Back to top The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view vour report Screenshot 110 Find a QCF qualification learner successful outcome gt The above shows a successful outcome for the Rules of Combination displaying in green and ticks 110 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 123 of 135 Learning l Records Service ae www learningrecordsservice org uk 5 3 Key points from this section Users can search for and browse the Qualifications and Credit Framework QCF units awarded to learners The generic Find a QCF qualification option does not use learners PLR data The Find a QCF qualification learners PLR details will display users with PLR access and those who have agreed to share their PLR information The Rules of Combination RoC query refers to regulatory rules for how QCF qualifications are designed These rules determine the credits a learner must achieve to attain for a qualification LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 124 of 135 Learning l Records Service B www learningreco
106. ne of address Optional ddressLine2 50 characters maximum LastKnownA B Town Optional ddress Town 50 characters maximum LastKnownA ad County of City Optional ddressCount hire 50 characters maximum yorCity LastKnown N17 6EE Last Known PostCode Optional if ULN present PostCode Otherwise Mandatory Please refer to Appendix D for Valid Postcode Rules DateOfAddre ii 12 Date Of Address Capture Optional ssCapture YYYY MM DD format If not provided will default to the system date gt Now scroll across to the right of the page and you will see the rest of the file LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 47 of 135 Learning l Records Service www learningrecordsservice org uk oa 9 B CTF templatexls Compatibility Mode Microsoft Excel Sea Ae Home Insert Page Layout Formulas Data Review View Developer c x a at z H m J Som AS E Autosum gt rE Calibri 7 8 gt Area gt E Wrap Text General 7 P He id r d aa S w A a Fin Ag Paste B Zz U Oe 22 aj Merge amp Center 9 38 398 Conditional Format Cell Insert Delete Format Sort amp Find amp F uE A E Jor 20 gt 80 Formatting as Table Styles 7 2 Clear Filter Select Clipboard Font g Alignment g Number g Styles Cells Editing AT CA i i l l l i N K a RF a a Naak s T u v w x Y z AA AB ac i j 1 FamilyName Previou Fam
107. ngrecordsservice org uk Find User gt Find User Results gt Delete User Confirm Delete User Joseph Bloggs BLOGGJ5 Help with this screen You have chosen to delete Are you sure you wish to continue Last Logged On Screenshot 15 Delete user account gt Select Delete to go ahead with the deletion of the account or Cancel to return without deleting the account You should ensure you delete a user s account as soon as it is no longer required 3 7 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 On the Find User results screen 12 above gt Check the radio button next to the user whose identity you wish to verify gt Select Verify Identity You will see this screen 16 Find User gt Find User Results gt Verify Identity Verify Identity Joseph Bloggs BLOGGJ5 Help with this screen Ask the user for the answer to their secret question Secret Question Name of first pet Answer Screenshot 16 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 gt Select Verify Note the answer is not case sensitive so taylor will match against T
108. ning record Find a QCF qualification ULN 2011201089 Create areport Learning Records Service www learningrecordsservice org uk Date of birth 07 Oct 1992 Find a QCF qualification 500 3982 9 City amp Guilds Level 3 Certificate in Promoting the Mental Health and Well being of Older People QCF About this qualification Owning organisation City and Guilds of London Institute Level Level 3 Sector subject area 1 3 Health and Social Care Total 26 credits Minimum credits at level 26 Grading structure Pass Minimum guided 180 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 Defaulttoview Expand all 0 26 Minimum credits at Level 3 Qualification credits The calculation is not working as expected Calculate Total credits 0 26 Group CGM 0 CompoundGroup Mandatory 0 Min credits 0 26 Group A Mandatory Min credits 3 19 1 501 5971 The principles and values that underpin the promotion of wellbeing and mental health with older people A 501 5972 Wellbeing mental health and older people R 501 5976 Mental health problems and the main interventions and approaches that are used with older people J 501 5974 Promoting wellbeing and mental health with older people F 501 5987 The legal polic
109. ntent 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 The batch file can either be a Comma Separated Value CSV or XML file 4 4 2 Prepare a CSV file using MS Excel Read this section only if you are preparing a CSV file using MS Excel These notes use are for reference only and are intended as a quick guide View the full Batch Interface Specification Guide This is for reference only and is intended as quick guide For full details of the batch processing specification please refer to the full Interface Specification Step 1 gt Download the template file LRB_template xls and open it in MS Excel The template will be blank However as you go through the steps below you will eventually see a similar layout to this learner data will be different 31 oa RA Home Insert Page Layout Formulas Data Review View Developer 4 te a See FSFh E Autosum A Calibri of ad a Wrap Text General X E te ld ee A S E wep 5 W J zi E ru av Paste B zr uel gt o gt A E SS Bl EH a Merge amp Center 8 398 Conditional Format Cell Insert Delete Format X Sort amp Find amp SF pa ad at E Bo 00 9 Formatting
110. number of different LRBs you will have to use separate user logons for each organisation you are working for 2 10 Lost your only super user account In the unfortunate event that 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 13 of 135 Learning l Records Service ae www learningrecordsservice org uk To request a new Super User please complete in the Change of Super User Form and send it to the LRS The form must be signed by a Senior Manager from your organisation preferably the same person who originally signed your Organisation Agreement 2 11 Access to the developer s team site If you would like your Management Information System MIS developer to develop the web services to the LRS Organisation Portal they will need to sign up to the Developer s Team site Information on how they register is available on the LRS website 2 12 Preparation privacy notice and verify learner s identity Plan how your organisation will inform learners of their ULN 2 You will need to make learners aware of the way their data can be used by ensuring they have read or have access to a Privacy Notice previously known as the Fair Processing Notice FPN LRS has provided an example of a Privacy Notice that
111. ob Id Organisational File Name Type Status User Date and Time LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 58 of 135 You are here View LRB batch jobs View LRB batch jobs LRS batch registration submitted job list for Learner Plan and PLR LRB 7 10099407 Learning Records Service www learningrecordsservice org uk Close filter options Type All x Organisation s filename Al E Status All User All Jobs from All What filters should use All LRS batch registration jobs currently held in the system are displayed below wish ik coi le Tenane ud ies am lt to Z 11569 SmoketTestFile Successful LRBADL 30 Jan 2012 14 29 View job details 11568 SmokeTestFile CHK Successful LRBADL 30 Jan 2012 14 24 View job details 11567 SmokeTestFile CHK Successful LRBADL 30 Jan 2012 14 19 View job details 11566 TheSmokeTestFile CHK Cancelled LRBADL 30 Jan 2012 14 02 11928 LMAN10 18 12 DoB change FUL Failed LRBADL 24 Feb 2012 14 05 11927 LRB_10099407_070220121511 XML CHK Waiting LRBADL 24 Feb 2012 10 59 Remove job 11925 LRB_10099407_070220121511 XML CHK Waiting LRBADL 23 Feb 2012 16 34 Remove job 11924 LRB_10099407_070220121511 XML CHK Waiting LRBADL 23 Feb 2012 16 17 Remove job 11923 LRB_10099407_070220121511 XML FUL Waiting LRBADL 23 Feb 2012 14 09 Remove job 11922 LRB_10099407_070220121511 XML FUL Waiting LRBADL 23 Feb 2012 11 23 Remove job Job list last refreshed at
112. olled if printed Page 133 of 135 Learning l Records Service ae www learningrecordsservice org uk Appendix C Glossary Abbreviation Explanation Term AO 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 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 ICO Information Commissioners Office ILR Individualised Learner Record LAD Learning Aims Database LR Learner Register LRB s Learner Registration Body bodies LRS Learning Records Service previously MIAP MIAP Managing Information Across Partners MIS Management Information System NPD National Pupil Database NQF National Qualifications Framework Ofqual Office of Qualifications and Examinations Regulation PLR Personal Learning Record QCF Qualification and Credit Framework RoC Rules of Combination RtA Routes to Achievement Super User Responsible for Managing Users in an Organisation UKPRN UK Provider Reference Number UKRLP UK Register of Learning Providers ULN Unique Learner Number LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 134 of 135 Learning Records Service www learningrecordsservic
113. on including the mandatory fields will allow the full registration of a new learner and will return a Unique Learner Number which is added to your exceptions output file LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 78 of 135 Learning Records Service www learningrecordsservice org uk as an RC004 No match new ULN created 4 5 8 1 Completed processing exceptions what next gt Although exceptions are deleted automatically when any of the Select this learner Select and update this learner or the Register new learner buttons are chosen some management may still be required gt From the Exception list or Process duplicate exceptions screen simply select the check boxes of exceptions to be deleted and take the Delete selected records button 65 Mary Sue Kline 19 05 1995 Female FZ4 8RL CALRB_QCFSYS_1001 RC010 12 07 2011 Process 2011161043 XML Susan Webb 23 03 1990 Female W8600K CALRB_QCFSYS_1001 RCO11 12 07 2011 Process 2011161043 XML Rose Galloway 18 08 1987 Female E55VZ C LRB_QCFSYS_1001 RC005 12 07 2011 2011161043 XML O Rachel Sanders 02 07 1984 Female VR68 2BP CALRB_QCFSYS_1001 RC008 12 07 2011 Process 2011161043 XML Wi Layla Morgan 19 01 1944 Female H5 7EA CALRB_QCFSYS_1001 RC008 12 07 2011 Process 2011161043 XML Select to mark exceptions for deletion Delete selected records Change organisation How do I use this screen Screenshot 59 V
114. onal Min credits 4 7 Qualification credits Minimum credits at Level 3 0 26 Total credits 0 26 Defaulttoview Expandall Backtotop The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view your report Screenshot 107 Find a QCF qualification learner credits Note that in Group 1 Mandatory Units the Minimum Credits achieved are initially totalling 6 out of 18 This is a reflection of the credits for the unit that the learner has already achieved The Qualification Credits line does not include credits until a whole group is achieved We have the option to expand each group one ata time or to Expand all Expand all reveals units as in the screen shown below LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 119 of 135 Viewing learner Andrew Jackson ULN 2011201089 Learning Records Service www learningrecordsservice org uk Date of birth 07 Oct 1992 View learner profile View personal learning record Create a report Find a QCF qualification Find a QCF qualification 500 3982 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 gui
115. ons does not belong to this learner from the drop down list The following screen is displayed 86 View personal learning record Report a problem Step 2 of 4 Select the qualification or unit that you d like to report age i minie p Key Skills in Application of Number level 2 Level 2 OCR Level 3 Advanced Subsidiary GCE in English O Language Level 3 1st4sport Entry Level Award In Preparation for Event Volunteering Entry 3 QCF Entry Level O 1st4sport Level 1 Award In Coaching Basketball QCF Level 1 Contribute to the organisation and delivery of a Tag Rugby O event for young people Level 2 O Managing Sports Volunteers Level 3 O Managing Your Role as a Sports Volunteer Manager Level 3 4st4sport Entry Level Award In Preparation for Event O Volunteering Entry 3 QCF Entry Level O 4st4sport Level 1 Award In Coaching Basketball QCF Level 1 O Managing Your Role as a Sports Volunteer Manager Level 3 Cancel Show 28 02 2009 0 12 01 04 2009 7 01 01 2011 3 5 3 12 01 04 2009 7 01 01 2011 3 14 05 2010 01 07 2009 02 02 2011 02 02 2011 01 03 2011 01 03 2011 27 02 2011 28 02 2011 01 02 2011 01 03 2011 10 results 1 atsara Previous Screenshot 86 Report a Learning Event Problem qualification not learners step 2 gt You are requested to choose the qualification that you are reporting by selecting the appropriate radio button in the Selec column and then select
116. or deletion Screenshot 49 Exceptions list The screen shows all the exceptions that match the current filter and gives totals for Male Male Male Male Male Male Male Male G4 4AB G4 4AB G4 4AB G4 4AB G4 4AB G4 4AB G4 4AB G4 4AB LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML LRB_10099407_05032 0110905 XML RC007 RC007 RC007 RC007 RC007 RC007 RC007 RC007 24 03 2012 24 03 2012 24 03 2012 24 03 2012 24 03 2012 24 03 2012 24 03 2012 24 03 2012 Show 10 results Process Process duplicates Process Process Process Process Process Process 1 2 Next gt gt Delete selected records Change organisation the number of exceptions that match the filter followed by the 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 LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 62 of 135 Learning l Records Service www learningrecordsservice org uk The filter button allows you to apply your own filtering criteria to files To do this gt Select Open filter options Yo
117. or more information on field requirements gt Once all the fields have been updated select Save changes to update the learner s ULN LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 38 of 135 Records Service www learningrecordsservice org uk 4 3 2 Register individual ULNs If you are confident that the learner does not already have a ULN a new learner can be registered through the Organisation Portal using the Register Learner fast track option gt Select Learner Management and then Register Learner You are here Register a learner Register a learner Enter personal details Mandatory fields are marked with an asterisk Given name j Family name Please note that the system will perform a search to ensure the learner you are registering does not already exist Previous family name Date of birth X X X Gender Please select kd Postcode Why should include a previous family name Register Screenshot 27 Register learner fast track gt Fill in the Given Name Family Name Previous Family Name optional 27 but may enhance your search results Enter the date of birth using the drop down menus gt 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 gt Select the Register
118. ord This allows the user to choose a more user friendly password 3 5 Update an existing user account From the find user results screen 12 above gt Select the radio button next to the user whose account details you wish to change gt Select Update User Find User gt Find User Results gt Updste User Update User Joseph Bloggs BLOGGJ5 Help with this screen Please enter the following details Username BLOGGJ5 Organisation Edexcel Limited Last Access Date Password Expiry 08 02 2011 Status Active H Title Mr Given Name Joseph Family Name Bloggs Telephone Number Mobile Number Staff ID or Reference e Mail Address Preferred Language English gt User Agreement N Accepted Verification Provided passport seen Role I LRB Batch User F LRB Online User F LRB View Learner Only I LRB Super User Creation Date 09 11 2010 Last Updated Date 09 11 2010 Update Count 0 Mandatory fields are marked with an asterisk Updste Cancel Sdfeenshg 13 Update user account Update the details of the user account as required LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 26 of 135 Learning Records Service UN o _ www learningrecordsservice org uk e Title Given name and Family name the LRS automatically produces a user account name out of the given name and family names e Telephone landline and mobile nu
119. ord Wrap in Notepad if it is checked this should be turned off LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 52 of 135 Learning Records Service www learningrecordsservice org uk Now use the Search and Replace function in Notepad to add speech marks around commas gt Select Edit and a drop down menu will appear Move down to Replace gt Select the left mouse button or press Ctrl H In the Find what field enter a comma like this LRB_44123456_180220091525 CSV Notepad File Edit Format View Help Fileversion Fi leName UKPRN LearnerRecordcount ULN M 2A LRB_12345678_030220091510 CSV 12345678 4 CTFOOO CtrFOO0002 JANICE TOWNSEND LW21 5QZ 2 53 CTFOOOOS JAMES LUCK 1512 7HA 06 03 ye es ty a ee aA Screenshot 39 Notepad using find and replace gt Inthe Replace with field enter soeech marks comma speech marks gt Select Replace All Your Notepad file should now look like this 40 LRB_44123456_180220091525 CSV Notepad e sl File Edit Format View Help lFileversion 24 LRB_123456 FamilyName 4 MiddleotherName e LV21 5Qz 1939 07 09 hg Screenshot 40 Notepad file view gt Now in the same way replace the with speech marks 41 LRB User Guide v 3 7 January 2013 LRUGO1 Uncon
120. our certificate from the Awarding Body This enquiry service does not process grade appeals Mandatory fields are marked with an asterisk Screenshot 83 Report a Learning Event problem qualification wrong step 3 gt The 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 Nex 83 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 95 of 135 Learning Records Service www learningrecordsservice org uk gt More details should be entered to help provide more information to help resolve the issue with the qualification details View personal learning record Report a problem Step 4 of 4 Please tell us anything that might help us resolve the The Qualification Title and details are correct except the grade problem The grade should be A instead of D What kind of information will help We might need to contact you to help resolve the issue Please provide your name and a means of contacting you Name Mr A Smith Email address a smith skillsauthority com Telephone 01418143700 C prevous rast Dy Screenshot 70 Report a Learning Event problem qualification wrong step 4 gt You must provide a valid name your name rather than the name of t
121. p identity this learner in future searches gt Complete all mandatory fields Verification Type and Ability to Share see Table 2 below for values Refer to Section 1 12 for more information on Verification Type and the Privacy Notice Ability to Share Hopefully you will be able to enter FPN seen and able to share so that PLR data can be shared Verification Type None provided Relationship with school should be used by schools Bank Credit Debit Card Certificate of Entitlement to Funding 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 Tier 1 Verification Ability to Share FPN not seen FPN Seen and able to share FPN Seen and unable to share Table 2 Register learner details dropdown options e Tier 1 ID verification type Learners are required to be ID verified to Tier 1 before they can access their Personal Learning Record online through the Learner Portal This is to ensure the security and protection of personal data Learning Records Service must be confident that the identity of an individual is checked before access can be given to their Personal Learning Record gt Select Register learner You will now see this confirmation screen 23 showing the ULN you have created LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page
122. pand all How do I report a ULN problem Given name Date of birth Gender Postcode Master Family name 11 Jun 1914 Male Cant find the learner you re looking for Register this learner Screenshot 24 Find results screen displayed LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 36 of 135 Learning Records Service www learningrecordsservice org uk You will now see the View Learner Profile screen 25 Viewing learner Kenny Moore ULN 3838334956 Date of birth 11 Jun 1914 View learner profile View learner profile Why report a ULN problem Report a ULN problem Summary Previous family name Title Family name at age 16 Given name Kenny Preferred given name Middle other name Place of birth Family name Moore Nationality Email School at age 16 Gender Male Scottish candidate number Date of birth 11 Jun 1914 Verification type Relationship with school Address Ability to share FPN seen and able to share data G11GG Created date 10 Apr 2012 20 04 Date of address capture Last updated date 10 Apr 2012 20 04 Linked ULNs None What do verification type and ability to share mean Edit details creenshot 25 View learner profile This 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
123. part of the screen displays more information About this Qualification This first section displays information from the selection process and further associated details including the name of the owning organisation the Level of the qualification 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 Find a QCF Qualification EDEXCEL BTEC Level 3 Certificate in Using IT QCF About this qualification Owning organisation Edexcel Limited Level Level 3 Sector subject area 6 2 ICT for Users Grading structure P M DID Total 30 Minimum credits atlevel 1 Minimum guided 185 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 Defaulttoview Expand all The calculation is not working as expected Qualification credits Minimum credits at Level 3 0 1 Total credits 0 30 Group CGM 0 CompoundGroup Mandatory 0 Min credits 0 30 Group A Mandatory Units Min credits 0 5 Group B Optional Units Min credits 0 25 Qualification credits Minimum credits at Level 3 0 1 Total credits 0 30 Defaulttoview Expandall Backtotop The calculation is not working as expected Export To PDF Download Adobe Acroba
124. personal learning record Report a problem Thank you Your enquiry has been successfully submitted We will contact you when the issue has been resolved or for further information If you need to contact the LRS Customer Helpdesk please quote the following reference Continue Screenshot 92 Report a Learning Event Problem missing event successfully submitted gt Select Continue to return to Report a Problem step 1 92 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 102 of 135 4 3 4 A Duplicate learning event gt If one of the qualifications is duplicated select One of the qualifications appears more than once A similar screen to the one shown below will be displayed View personal learning record Learning Records Service www learningrecordsservice org uk Report a problem Step 2 of 3 Select the qualification s or unit s that you d like to report ieee ees sede Key Skills in Application of Number level 2 OCR Level 3 Advanced Subsidiary GCE in English Language 1st4sport Entry Level Award In Preparation for Event Volunteering Entry 3 QCF 1st4sport Level 1 Award In Coaching Basketball QCF Contribute to the organisation and delivery of a Tag Rugby event for young people Managing Sports Volunteers Managing Your Role as a Sports Volunteer Manager 1st4sport Entry Level Award In Preparation for Event Volunteering Entry 3 QCF 1st4
125. play Return to exceptions lisf will return LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 77 of 135 Learning Records Service www learningrecordsservice org uk you to exception list The option to Register new learner will only be displayed if no checkbox is selected and no ULN was provided in the Learner Registration Batch file If a ULN was provided in the batch file for a learner the Register new learner button does not appear If the Register this learner option is selected the following screen is shown to complete a new registration 64 Register a learner Please enter learner s details What information should provide Title Given name Davis Preferred given Name Davis Middle other name Family name Calhoun Previous family name Family name at age 16 Gender Male z Date of birth 4 v June j 1953 Place of birth Nationality GBR Other learner verification is required for full learner privileges Verification type Passport Mandatory fields are marked with an asterisk Email School at age 16 Scottish candidate number Address line 1 Add Line 1 Address line 2 Town Add Line 3 County Postcode CV1 21T Date of address capture Ability to share FPN seen and able to share data Register Learner Screenshot 58 View exceptions Register a learner gt Completing and or updating the informati
126. pportunity to opt out of sharing their data This is usually provided on the registration form for a learning provider as part of the Privacy Notice This provides a short summary of the way in which the learner s data may be shared with different organisations A learner can only opt out of sharing their qualification and participation data They cannot opt out of sharing their Unique Learner Number LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 86 of 135 Learning l Records Service Bsa www learningrecordsservice org uk When a learner registers with the Learning Records Service as part of the process of opening their PLR they then take control of the ability to share flag and can switch this off The effect of this would be to prevent a learning provider viewing any of the learner s Learning Events and a message would subsequently be displayed No Learning Events to display Only the learner would be able to view their Learning Events One of the consequences of not sharing learning data is that with the introduction of qualifications such as the 14 19 Diploma and the Qualifications Credit Framework QCF awards learning data has to be shared with Awarding Organisations to accumulate and award the final qualification It is important that a positive message is conveyed regarding sharing data and learners understand the consequences of opting out of sharing their information Infor
127. qualification If more than one word is entered then these words must appear exactly in the order as entered on the screen Reference Code the reference code is in the form 999 9999 9 must be entered with the slashes and needs to match exactly with a code held within the LRS 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 learning 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 again the valid options come from a drop down selection list and are used to find qualifications within sectors which correspond to relevant subjects 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 enter one of Keyword Reference Code or Subject Sector Area entering more than one field narrows down the search Select Search LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 111 of 135 gt Learning Records J 7 Service Z www learningrecordsservice org uk The search results screen shows all of the matching qualifications Each of the qualifications displays with a Reference Number the Qualification Title
128. 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 92 of 135 Learning A Records Service www learningrecordsservice org uk 4 3 Report a learning event problem You can report a problem also known as Data Challenge for any of the PLR Learning Events Selecting the Report a Problem button from the PLR display will present Step 1 within the process which will give a drop down box with a number of options e Information on one of the qualifications is wrong see 4 3 1 e One of the qualifications does not belong to this learner see 4 3 2 e A qualification is missing see 4 3 3 e One of the qualifications appear more than once see 4 3 4 View Personal Learning Record Report a problem Step 1 A Learning Event is a qualification or achievement that appears on the learner s Personal Learning Record PLR and a problem should be raised when a Learner Registration Body LRB has identified one of the following data issues e Some or all information on a qualification is wrong A qualification does not belong to a particular learner e
129. raphics 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 Helpdesk 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 Ensure 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 http postcode 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
130. rdsservice org uk Appendix A Create update learner fields Format drop down choice Title Free Text Given Name Free Text Preferred Given Free Text Name Middle Other Name Free Text Family Name Free Text Previous Family Free Text Name Family Name at 16 Free Text Gender Drop down Female Male Not Known Not Specified Date of Birth Date field Drop down Place of Birth Free Text Nationality Drop down Please see Appendix B Last Known Address Free Text Last Known Address Free Text 2 Last Known Town Free Text Last Known Free Text County City Last Known Postcode Free Text Date of Address Date field Drop down Capture Email Address Free Text Verification Type Drop down Bank Credit Debit Card Tier 1 verification 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 Free Text Description School at Age 16 Free Text LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 125 of 135 Learning l Records Service ae www learningrecordsservice org uk Scottish Candidate Free Text Number Ability to Share Drop down FPN not seen FPN Seen and able to share data FPN Seen and unable to share data LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed P
131. roblem duplicate event successfully submitted gt Select Continue to return to Report a Problem step 1 94 To view the enquiries raised please refer to Section 3 7 View Data Challenge history Report ULN or Learning Event problems LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 105 of 135 Learning Records Service www learningrecordsservice org uk 4 4 Create a report gt A report can be created for one or more records from the Personal Learning Record This is accessed via the Create a Report tab on the PLR screen 95 You are here View Personal Learning Record gt Create Report Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View Personal Learning Record View learner profile Create areport Find a QCF qualification Create a report Select the qualification s and or unit s below for your report Include in Award date w Subject Level w Grade v report OCR Advanced Level Free Standing Mathematics Qualification Additional 01 07 2008 Mathematics v 01 07 2009 AQA Level 3 Advanced Subsidiary GCE in Biology D v 01 07 2009 OCR Level 3 Advanced Subsidiary GCE in English Language A Ascentis Entry Level Award In An Introduction to the Hair and Beauty Sector 01 01 2010 Entry 3 QCF Entry Level O 13 04 2010 Certificate in Business and Administration Organisations and People View my report Downlo
132. rvice www learningrecordsservice org uk You are here Find a Learner gt Find learner by personal details results gt Register new learner warning gt Register learner details Register learner details Please enter learner s details What information should provide 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 G11GG Date of birth 11 Jun 1911 Date of address capture X X X Place 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 Why are verification type and ability to share important Register learner Screenshot 29 Register learner details fast track Refer to Appendix B Create Update learner fields for more information on field requirements gt Note that the mandatory information has been transferred from the search screen add in as much more information as you can Refer to Section 3 2 3 regarding personal details that should be updated gt Select Verification Type from the drop down Pre 16 schools should use the Relationship with School entry gt Select Ability to Share
133. s Funding Agency as part of the Learning Records Service LRS It is to be used only for purposes defined by the Skills Funding Agency and as set out in applicable User Agreement Information about the purpose of LRS and gaining access to this website can be found at http www learningrecordsservice org uk You should not access or use the services provided on this website without being authorised We will investigate any unauthorised access and may choose to impose penalties in accordance with applicable laws and regulations Screenshot 1 Logon screen 2 7 3 Remove users 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 on a role that no longer needs access to the Organisation Portal e Ceased being sub contracted to your organisation LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 12 of 135 Learning l Records Service www learningrecordsservice org uk 2 7 4 Monitor users activity The LRS recommends that you audit your user community annually to check whether all your users are still using the L
134. s on the Batch Job List screen lets you view and then process the exceptions for a single file 4 5 1 3 Return codes RC001 RC004 what they mean 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 RC001 to RC004 are not classed as exceptions although some action from you may be needed Code ampersand Explanation Action Required Description RCOO1 Successfully found Update your records to reflect the Linked Master ULN an exact ULN match right ULN to be used Returned found but this is a merged ULN Master ULN RC002 Successfully updated No action required ULN Confirmed and an exact ULN match Updated found and fields updated RC003 Successfully matched No action required ULN Confirmed ULN match has been made RC004 Successfully created Update your records with ULN No Match New LRS has created a ULN Created new ULN Table 4 Return codes RC001 to RC004 4 5 2 Return codes RC005 RCO11 the exceptions These return codes all represent exceptions which you will need to address Viewing exceptions You can view all the exceptions in your organisation s files together or view the exceptions for a single batch file The actions
135. see that status of your file gt The file is processed at regular intervals throughout the day LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 57 of 135 Learning l Records Service www learningrecordsservice org uk 4 5 Batch returns and exceptions The LRS Batch process returns details on the success of the entered learners details Learners that the LRS cannot register because their details match existing learners or for any other reason are called Exceptions 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 Once a batch file has been processed an output file is available which contains a list of return codes 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 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 4 5 1 1 Batch job list gt Select Learner Management from the main tabs on any screen gt Select View Batch Registration The following screen 47 is displayed showing the J
136. service org uk 4 5 4 Return codes RC005 RCO11 what they mean Exceptions need to be resolved so that the learners ULN can be obtained or updated This usually means checking that the learners details are correct The different Return Codes relate issues with the data in your batch file and need further action to resolve This is what the Exceptions Return Codes mean and what action is required Code ampersand Description Explanation and possible resolution Action Required RC005 No Match No ULN Created Successfully verified The batch file was submitted in verification mode and has been verified No action needs to be taken RC006 Insufficient Data to Create a ULN Failed to create a ULN one or more of the mandatory fields have not been supplied particularly Verification Type and or Ability to Share not supplied Check batch file You may need to re submit your batch file with the amended details See Section 3 4 5 on how to process these exceptions RC007 Possible Match Failed to find create a ULN the LRS found up to 10 possible matches for the learner See Section 3 4 5 on how to process these exceptions RC008 Too Many Matches Failed to find create a ULN the LRS found more than 10 possible matches Try refining your search do you have any other details you can use Refer to the tips in Section 5 1 3 See Section 3 4 8 on how to process t
137. sport Level 1 Award In Coaching Basketball QCF EJE EL EEE pel el E E Managing Your Role as a Sports Volunteer Manager Cancel Level 2 Level 3 Entry Level Level 1 Level 2 Level 3 Level 3 Entry Level Level 1 Level 3 10 results 28 02 2009 01 04 2009 01 01 2011 01 04 2009 01 01 2011 123 4 14 05 2010 01 07 2009 02 02 2011 02 02 2011 01 03 2011 01 03 2011 27 02 2011 28 02 2011 01 02 2011 01 03 2011 5 6 7 8 Next gt gt Screenshot 92 Report a Learning Event Problem duplicate event step 2 gt 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 92 There are some circumstances where the same qualification has been provided by two different sources and it may not be possible to delete one of these events at this time gt Select Nex 92 LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 103 of 135 Records Service www learningrecordsservice org uk View personal learning record Report a problem Step 3 of 3 Please tell us anything that might help us resolve the Two of the learning events are the same with two records for the same qualification problem AGA Level 3 in Biology What kind of information will help We might need to contact you to help resolve the issue Please provide your name a
138. t Find User Results gt Reset Password Confirm Reset Password Joseph Bloggs BLOGGJ5 Are you sure you want to reset the users password Help with this screen amp Screenshot 18 Reset password confirmation gt Confirm if you wish to proceed with resetting the password or Cancel to exit You will now see this screen 19 LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 29 of 135 Learning l Records Service ae www learningrecordsservice org uk Find User gt Find User Results gt Reset Password Confirm gt Reset Password Success Reset Password Joseph Bloggs BLOGGJ5 Help with this screen amp Password has been reset Password nS3GdxZGtw Screenshot 19 New password created The LRS displays the new one time password for the selected user You need to send this to the user They will then be asked to change the password when they next log on 3 9 Key points from this section This section is for Super Users Login to the LRS Organisation Portal read through and accept the User Agreement Set up account and an additional two Super Users Carry out regular administration of user accounts so details are up to date LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 30 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 4 Unique Learner Number ULN ma
139. t Reader to view your report Screenshot 101 Find a QCF qualification credits gt The lower part of the screen displays the structure of the qualification 102 It shows the grouping of the units and also group which can also LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 113 of 135 Learning Records Service 2 www learningrecordsservice org uk be compound groups The qualification information has a header and a footer called the Qualification Credits line which is initially dark grey and changes to green when the Rules of Combination are calculated and equal to or greater than the Minimum Credits and Minimum Credits at Level gt 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 levels of credit gt You have the choice to either open up a single group or all the displayed groups Selecting shown alongside a group will open display all the details of that group whereas selecting Expand alf will expand all groups within the qualification gt 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 amo
140. the LRS Customer Helpdesk Information sent should include what the data issue is and what the LRB believes the required corrective action is Please ensure that you include as much information as you can when reporting a problem If the LRS Customer Helpdesk does not have enough information they will need to get in contact with you for further information which will delay the issue being resolved This 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 Section 3 2 4 7 Report a ULN problem gt Select the Report a ULN Problem button 68 Note the help link Why report a ULN problem for more information View learner profile Why report a ULN problem CEEA eE NOEN eE eee eee Other details Summary Screenshot 62 Report a ULN problem gt Now select the type of enquiry if it is a duplicate ULN for a learner then select ULN has been incorrectly created from the list of options 69 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 81 of 135 Learning Records Service www learningrecordsservice org uk Report a ULN problem A Unique Learner Number ULN problem shou
141. the Level of the Qualification and the Total Credits required to achieve the qualification You can sort the results by selecting on the column title once for ascending order with a second select giving descending order There may be a number of pages of information and you can select View Alf from the Show dropdown box to display all selections found or choose a page number or Nexf to move to the following page of information Selecting Export to PDF 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 You will notice that the Viewing learner details ULN and Date of birth are all blank throughout this function as this is a generic search it makes no reference to any learner record information Find a QCF qualification These are the courses that match your search Click on the qualification you d like to see in more detail Qualification title w Total credits w Refine your search QL2 Aea 0 501 0011 9 501 0020 9 501 0012 9 501 0013 9 501 0014 9 501 0015 9 501 0016 9 501 0017 9 501 0018 9 501 0019 9 500 6593 2 500 9385 X derived_Edexcel Limited_qualification_1 derived_Edexcel QL1 Aea 0 Limited_qualification_10 derived_Edexcel QL3 Aea 0 Limited_qualification_2 derived_Edexcel QL4 Aea 0 Limited_qualification_3 Sector subje
142. they must be able to LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 107 of 135 Learning l Records Service ae www learningrecordsservice org uk e Provide their ULN Family Name and Given Name exactly as entered in the LRS or e Ifthe 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 If the learner cannot provide this information the LRS Customer Helpdesk will not be authorised to disclose the information 4 6 Key points from this section This section is for Learner Registration Bodies only The Personal Learning Record holds learners awards learning achievements and qualifications Data for the PLR is obtained from the National Pupil Database NPD Periodic Individualised Learner Record ILR QCF qualifications and National Qualification Framework NQF qualifications Learners must read the Privacy Notice and can choose to opt out of sharing their data A Learning Event Problem is where information on one of the qualifications is wrong qualification does not belong to a learner a qualification is missing or a qualification appears more than once Create a report of a learner s qualifications and events LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 108 of 135 Learning l Records Service Bsa www learn
143. ticexeneninexssaneensnertonnaresivens seudvecmnenmensae 108 5 Find a QCF qualifications isvciseniiiseceneewcsicinewernseenwecewcevenenevenerewaversvenesenecanewes 109 5 1 Find a QCF qualification generic anONnyMOUS ceeeeeeee eee 110 5 2 Find a QCF qualification learners PLR details seeeeeee 117 5 3 Key points from this section ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 124 Appendix A Create update learner fieldS ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 125 Appendix B Nationality codes for learner detail fieldS ssssssssseseeeees 127 Appendix C GIOSSAN GY pisssve tice tinndawaneadevutixcnanidenndeweaduvndvindiauanalawawivendnexawauiuaniveehies 134 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 3 of 135 Learning l Records Service Bsa www learningrecordsservice org uk 1 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 introduces you to the Organisation Portal Section 3 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 4 describes in d
144. tion to Register new learner will only be displayed if no checkbox is selected 4 5 6 Processing your exceptions RC006 gt Select the Process hyperlink on the far right column of the individual record 55 Open filter options Given name Family name Date of Gender Postcode Organisation s file name Return code Expiry date v v birth v v v O Zoe Williams 01 01 1974 Female WV97TT LMAN10 RCO11 Test RC006 22 04 2012 Process Select to mark exceptions for deletion Screenshot 55 View exceptions Process RC006 gt Refer to Table 5 Return codes RC005 to RCO11 for guidance on what actions to take Important the details provided in your batch are used to populate both the Provided details and the Find by Personal Details areas of this screen gt You have two possible options Cancel or Register New Learner 56 Find a learner You searched for Provided details MIS Identifier 0001 Original Zoe Williams 01 01 1974 Female WV9 7TT Your search results The search has returned no results What should do now Cancel Register new learner How do use this screen Screenshot 56 View exceptions process RCO006 results gt If the Cancel option is selected you return to View exceptions step 1 gt If the Register this learner option is selected the following screen is shown 57 to complete a new registration LRB User Guide v 3 7 January 2
145. to share data CT91TJ Created date 21 Feb 2011 13 49 Date of address 19 Apr 2012 capture Last updated date 49 Apr 2012 14 23 Linked ULNs None What do verification type and ability to share mean Screenshot 66 View learner s details LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 89 of 135 Learning l Records Service www learningrecordsservice org uk Select the View Personal Learning Record hyperlink to view the learner s PLR 77 Viewing learner Andrew Jackson ULN 2011201089 Date of birth 07 Oct 1992 View learner profile View personal learning record Create areport Find a QCF qualification View personal learning record Why report a problem Report a problem QCF credits and units AQA Level 3 Advanced Subsidiary GCE in Level 3 NPD 01 07 2010 History OCR Level 3 Advanced GCE in English Level 3 A NPD 01 07 2010 Language AQA Level 3 Advanced Subsidiary GCE in Level 3 D NPD 01 07 2009 Biology OCR Level 3 Advanced Subsidiary GCE Level 3 A NPD 01 07 2009 in English Language OCR Advanced Level Free Standing Level 3 A NPD 01 07 2008 Mathematics Qualification Additional Mathematics Screenshot 67 View Personal Learning Record All tab Each of the records display with up to eight fields of data not all of the fields are populated including 78 e Subject displaying the title of each record Hyperinks to View Qualification Detail
146. trolled if printed Page 53 of 135 Learning Records Service www learningrecordsservice org uk LRB_44123456_180220091525 CSV Notepad File Edit Format View Help Fileversion FileName UKPRN LearnerRecordcount 2A LRB_12345678_030220091510 CSV 12345678 4 ete otter ete i LLEIS i vote CTFOO002 7 LLEIS JANICE LLEIS i ete TOWNSEN ve CTF00003 wi JAMES ee LUCK etre CTF00004 LLEIS SUSAN wet rte BOURNE 5 9 weer nm nm mm s Replace w lt frit E Peace wh gt Replace All Ne zs Baad Screenshot 41 Notepad Finding and replacing with gt When you have finished Select Cancel To close this window Your notepad file should look like this Jj LRB_44123456_180220091525 CSV Notepad S File Edit inms aver z ier Title GivenName PreferredGivenName widdieocher nang FamilyName a ae KER v21 5Qz 1939 07 09 Fileversion File RN 2A 2345678 030226091510 vue lt CTI 00002 CTF00003 JAM 7 CTF00004 SUSAN WIL LLIAM PAI Screenshot 42 Notepad final layout This file now conforms to the Batch Interface Specification V2A and can be uploaded into the Organisation Portal for processing Step 10 optional Recommended In order to ensure that the CSV File is in the correct format you can run it through the Validation Tool
147. u will see this screen 50 Close filter options Organisation file name All X Given name All X Return code z Family name Al z Submitted within All X Has ULN All X Clear filter Apply filter Screenshot 50 View exceptions filter options gt Select one or two options from the available drop downs gt Select Apply Filter to redisplay the Exception List screen with only those exceptions matching the selected criteria showing gt 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 LRB User Guide v 3 7 January 2013 LRUGO1 Uncontrolled if printed Page 63 of 135 Learning Records Service www learningrecordsservice org uk 4 5 3 Duplicate exceptions If 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 the Process Duplicates screen 51 You are here View LRB batch jobs gt Exception list gt Process duplicate exceptions Process duplicate exceptions Duplicate exception summary Bel ede Recs fea lee eed ae aa birth adrian pritchard 10 10 1992 Male G4 4AB RC007 HTa
148. unt of credit for that unit gt 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 Ata minimum this will be 51 of the total credit but may be more 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 Defaulttoview Expand all The calculation is not working as expected gt Qualification credits Minimum credits at Level 4 0 0 Y Total credits 0 4 Group Health Emergency Planning Min units 0 2 Min credits 0 4 r Collaborative working in Emergency Planning Level 4 2 Required L 502 7589 Introduction to Integrated Emergency Management Level 4 2 Required Qualification credits Minimum credits at Level 4 0 0 Y Total credits 0 4 Defaulttoview Expandall Backtotop The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view your report Screenshot 102 Find a QCF qualification calculate gt Selecting Default to View will return the display to the default view and has the opposite effect of Expand All Some qualifications can have many group and units For qualifications that may be displayed over several screens the back to top optio
149. ur Role as a Sports Volunteer Manager C Conclude and review Physical Education and School Sport activities Size Certificate as Read predictable Mandarin Chinese text in familiar work situations Sector subject area Select a subject Advanced mathematics and science Offered in England E Metal Door And Frame Systems In Fire Resistant Glazing Mental health problems and the main interventions and approaches that are used with older people m Northern Ireland o Wales E Introduction to Construction Work Entry 3 Introduction to Retail Level 1 v Assessment care and support planning and risk management to promote the wellbeing and mental health of older people Speaking Confidently at Work Working in Business Administration How to Assemble Equipment to Aid Nuclear Decommissioning Housing Policy and Affordable Housing Screenshot 105 Find a QCF qualification search using learner units gt 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 As per the generic version you may Export to PDF which will generate a PDF report detailing the search results and search criteria T
150. y and service framework in relation to promoting wellbeing and mental health with older people J 501 5988 Communication and relationships to promote the wellbeing and mental health of older people Group B Optional Min credits 4 7 R 501 5993 Assessment care and support planning and risk management to promote the wellbeing and mental health of older people L 501 5992 Supporting older people with depression and anxiety L 501 5989 Working with carers families and significant others to promote the wellbeing and mental health of older people F 501 5990 Supporting participation in meaningful activity and engagement with life to promote the wellbeing and mental health of older people J 501 5991 Supporting older people with dementia Qualification credits Minimum credits at Level 3 0 26 Level 3 3 Required Level 3 M3 Required Level 3 3 Achieved Level 3 M 3 Required Level 3 M4 Required Level 3 3 Required Level 3 4 Achieved Level 3 O4 Optional Level 3 O 4 Optional Level 3 Fi 3 Optional Level 3 O4 Optional Total credits 0 26 Defaulttoview Expandall Back to top The calculation is not working as expected Calculate Export To PDF Download Adobe Acrobat Reader to view your report Screenshot 109 Find a QCF qualification learner expanded groups LRB User Guide v 3 7 January 2013 Uncontrolled if printed LRUGO1 Page 122 of 135 Learning Records Service www learningrecordss

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