Onefile Centre Manager s Handbook

Transcription

1 Onefile Centre Manager s Handbook Version February 2018 Version 1.1

2 1. Introduction Advantages Of Onefile Important Notes About This Handbook What Is A Centre Manager? What Are The Other Types Of User? Requesting An Account Suggested Workflow Dashboard Tour Standard Approval Centre Requesting New Learning Aims Checking Learning Aims On The Approval Centre Requesting Amendments To A Learning Aim Requesting Learning Aims Be Place On Your Live Centre Review Centre Settings Creating Centre Manager Accounts Framework Templates Creating Framework Templates Editing And Deleting Framework Templates Assigning Framework Templates To Learners Assessment Methods Assessment Templates Creating Assessment Templates Promoting Assessor Templates To Centre Templates Assessment/Unit Plan Templates Creating Assessment/Unit Plan Templates Promoting Assessor Templates To Centre Templates Sampling Policies

3 12.1. Creating A Sampling Policy Assigning Sampling Policies Written Question Forms Creating A Set Of Written Questions Promoting Assessor Written Questions To Centre Level Assigning Written Question Forms Unit Rules And The Quality Menu Centre Resources Standard Appeals Process Uploading Must Read Documents And Restricting Access Deleting Documents And Locked Documents Creating Assessor Accounts Creating Internal Verifier (Iv) Accounts Creating Placements Creating Other Users Requesting External Verifier (Ev) Account Creation Classes Creating Classes Assigning Learners To A Class Creating Learner Accounts Bulk Importing Learners Creating Individual Learner Accounts Configuring Learner Account Settings Manually Resetting Passwords Contact And Further Help

4 1. Introduction Onefile is a commercial e-portfolio system designed specifically to support the delivery of SVQ awards within a Modern Apprenticeship. The learning platform brings training and assessment together - so you can access all of the training tools you need in one place. Instead of using paper portfolios, Learners can collect photos, audio and video recordings as evidence and sync it to their eportfolio using any device. Assessors can track Learner progress, send online feedback, assess portfolios remotely, map evidence to criteria, and generate real-time reports in just a few clicks. The College purchased Onefile as a replacement e-portfolio for the previous system Learning Assistant. We currently hold a two year contract that pays for up to 500 candidates per year to use the OneFile system. The Learning Technologies team provide training and support for those teams who deliver commercial training and will work with relevant teams to ensure that the system is deployed efficiently and cost effectively. Support includes: 1. Ensuring that the relevant framework is installed within Onefile with the academic team supplying and checking the framework pre delivery. 2. Training Centre Managers and Assessors in the operation of the system and providing training materials and information to be cascaded to Learners and employers. 3. Communicating, Monitoring operation and the deployment of the system - to ensure efficient use and license deployment. 4. Managing Contract with Onefile. 5. Maintaining support materials and training materials, an FAQ and establishing and supporting a College Onefile user-group The College also offers Mahara an open source e-portfolio system that can be customised to support programmes other than Modern Apprenticeships. This solution is hosted within the College. 4

5 1.1. Advantages of Onefile Onefile contains a wealth of features and many advantages to the end users, such as: Paperless: Onefile is designed to require no paperwork from either Learners or teaching staff. All evidence can be submitted in digital format and the system features an electronic signature system. Evidence Portfolios: Learners can work at their own pace and upload evidence for future learning outcomes to their portfolio. This evidence can then be attached to assessments when it is required. Remote Learning: Onefile s features are designed to be used without face-to-face meetings with Learners. The system also has Skype integration to allow fully remote learning. Interactive Feedback: Assessors can annotate Learners work to help them improve. Assessors can also see in-progress assessments and provide real-time feedback. Similarly, Learners can respond to feedback via Onefile s messaging system. Easy Access for Verifiers: Both Internal and External Verifiers can be given accounts to access the system for sampling purposes. Progress Monitoring: The system has a wealth of progress monitoring tools that allow Assessors to see if their Learners are on-target or falling behind. The gap analysis tool allows Assessors to easily spot any missing criteria and generate assessments to fulfil them. Mobile App: Onefile has a companion app that allows both Learners and Assessors to work on or set assessments when they do not have internet access. The app can then sync with Onefile once they regain access to the internet. 5

6 1.2. Important Notes About This Handbook. This handbook has been designed to take a Centre Manager through the initial setup of a centre to completing regular tasks. It is not intended to be read cover-to-cover unless you are creating a centre from scratch. Even if you are not setting up a centre, it is recommended to read the Suggested Workflow section of this handbook as it guides you through the most efficient way of using Onefile. This handbook is also order to match the suggested workflow. Any text that you see in the following sections in bold represents buttons or text you will see on screen. Additional handbooks for Assessors and Learners, a glossary and a frequently asked questions document are available through the Learning Technologies team. Contact details can be found in the final section of this handbook What is a Centre Manager? Centre Managers are responsible for setting up and maintaining a centre. Centres are effectively a self-contained version of Onefile for one of the college s faculties or departments. One of the Centre Manager s most important roles is checking new qualifications that are to be added to the centre. Additionally, they can create any type of user except an enterprise user. They can also create templates to standardise assessments across the centre or reduce the workload of assessors What are the Other Types of User? Several type of user account can be created in Onefile. Each type of account has various responsibilities and limitations. The main types of account are listed below. 6

7 Learners can upload evidence for their qualifications and also start their own assessments. Assessors can assign assessments to Learners, mark their work and manage certain types of templates. Internal Verifiers are responsible for sampling assessments and signing off on unit reviews. There are also several other types of account available. For a full description see the User Roles document in Onefile s help system. This can be found by going to Users on the left-hand menu then clicking the help icon in the top-right of the screen. From this menu you should then be able to access the document. 2. Requesting an Account A new Centre Manager account can be requested in two ways, through a current Centre Manager in your faculty/department or through the Learning Technologies team. Your first point of contact should be the current Centre Managers within your faculty, who should be able to create an account for you. If this is not possible then you can contact the Learning Technologies team, contact details are included in the final section of this guide. You will need to provide your full name, address, name of the centre and the reason you require an account. Login details will then be ed to the address you provided. 3. Suggested Workflow We recommend you structure your workflow as shown in the diagram below. This is to make the process as efficient as possible. If you have done things in a different order, do not worry as everything can still be configured correctly, it may just take a few extra 7

8 steps. We highly recommend that creating Learner accounts should be the final part of your workflow. 4. Dashboard Tour When you first log into Onefile, it will give you a quick tour of the dashboard. However, it is worth highlighting some of the features shown in the screenshot below. On the left side of the screen you will see a menu, referred to in this guide as the lefthand menu. You can quickly jump between pages using this. It can also be customised using the wand icon at the bottom of the page. Most functions that can be accessed through the left-hand menu can also be accessed through the menu icons. Scroll down the page to see them all. Each menu icon section can be expanded and collapsed by the chevrons on the right. At the top right, you will see buttons to access your messages, tasks and the help menu. 8

9 5. Standard Approval Centre By default Onefile does not come with any SVQ learning aims installed as there are a vast number of possible qualifications. Instead, you must request specific learning aims to be added to your centre. To stop incorrect learning aims from being mistakenly used, new sets of learning aims are first uploaded to the Standard Approval Centre to be reviewed. Once you are happy that they are correct, a request can then be made to move them to your live centre Requesting New Learning Aims For this step you will need: Name of your centre. Full name of the qualification and details of its level, awarding body, qualification code, and number of units with the qualification. A digital copy of the qualification structure and Accredited Qualification Unit documents. To request new aims be added to the approval centre, you will first have to gather the information mentioned above. If you are unsure of the official name for your centre; 9

10 click on Centre on the left hand menu, your centre name will appear on the heading above the group of icons. See the image below for an example. If you do not already have them, digital copies of the qualification structure and Accredited Qualification Unit documents can be found on the SQA website. You should then send all this information to: Once Onefile have created the learning aims, they will be placed on the approval centre. Note that the creation process can take up to two weeks Checking Learning Aims on the Approval Centre You will need a separate Centre Manager account for the approval centre. If you have not received login details, follow the procedures listed in the Requesting Your Account section of this handbook. After you have logged into the approval centre follow this process to check your new learning aims: 1. Go to Centre then click Learning Aims. 2. Find the required learning aim on the list. Note that you can press Ctrl+F to use your browser s find function if the list is long. 10

11 3. Click on the learning aim s name to open it. 4. Review the units to make sure their names and codes are correct. 5. Click on a unit s name to inspect its learning outcomes and required knowledge. 6. Once checking is complete either request amendments or request the learning aims are moved to the live centre as detailed below Requesting Amendments to a Learning Aim If you find any errors in your new learning aims then you need to gather some information about them and then it to Onefile. Firstly take note of the unique identifier code in front of the course name. An example of this is shown below. Then find the full name of the relevant unit, include its code. If the error is in a specific outcome, take a note of its full name too. You should also write a clear description of what the error is and what change is required. Once you have all of this information, you should it to standards@onefile.co.uk Requesting Learning Aims be Place on Your Live Centre Once you are happy that all of the details of your new learning aims are correct, you can the Learning Technologies team to request it is moved to your live centre. To do this first take note of the learning aims name, including unique identification number, and the full name of your live centre. these details with any other necessary information to: learningtechnologies@cityofglasgowcollege.ac.uk 11

12 6. Review Centre Settings Part of the Centre Manager s job is to configure the centre s settings to match your faculty s needs. Onefile contains a wealth of settings to choose from and describing each one is outside of the scope of this handbook. Guides on settings can be found in Onefile s built-in help functions, accessible through the blue question mark at the top-right of the screen. Note that any setting you change will affect all users on the centre. The settings page can be access by clicking on Centre in the left-hand menu, then selecting Settings. Even if you do not need to make any changes to the settings, it is worth checking the Terminology section. This section allows you to change terms used for many of Onefile s functions. This guide will assume that default terminology is being used, so take note of any changes that have been made. 7. Creating Centre Manager Accounts For this step you will need: New Centre Manager s first and last name. Their address. As Centre Manager you can create accounts for other Centre Managers. To do this, follow these steps: 1. Go to Users then the Centre Managers tab. 2. Check the user does not already have an account. If they do, follow the manual password reset procedure if needed. 3. Click the large green Create Centre Manager button. 4. Fill out all relevant information in the form. 5. Click the Create button. 6. A message will pop up with the login details for the new account. 12

13 7. Copy and paste the details into an and send it to the new manager s address. There is also an option to print out the login details in case you need a hard copy. 8. Framework Templates Framework templates package together a set of mandatory and selected optional units from a set of learning aims. For example if you had several Learners all doing the same optional units, you can assign them a framework template instead of having to manually select the optional units for each Learner. The framework template also contains expected durations for each unit Creating Framework Templates For this step you will need: The names of the learning aims to be included. Names of optional units to be included. Planned duration for the units. To create a framework template, follow these steps: 1. Go to Centre on the left-hand menu then to Framework Templates. 2. Click Create Framework Template near the top of the screen. 3. Choose default start and end dates, measured in months, for your units. This will set every unit in the template to these times; you can customise individual unit dates later on. Note that specific dates will be set when the template is assigned to a Learner. 4. Click Save. 5. You will now be taken to the learning aims menu. Click the Select Learning Aims button near the top of the screen. 6. Choose the learning aim(s) that you want to use. Then click Save. 13

14 7. You will then be taken back to the learning aims menu. Click Save at the bottom of the screen. 8. The unit selection screen will now appear. Select the units you require with the tick boxes on the left. Note that the credit value of your currently selected units and the required value are shown at the top of the screen. Click Save at the bottom of the screen when you are finished. 9. You will now be presented with the units menu. Here you can edit the start and end dates for individual units if required. There is also the option to change the weighting of each unit; this is an advanced feature and more can be found out about it from the help menu or by contact the learning technologies team. 10. Click the Save button at the bottom of the page. This will take you back to the framework templates menu, where your new template should now appear in the list Editing and Deleting Framework Templates If you need to change or delete an existing framework template follow these steps: 1. Go to Centre on the left-hand menu then to Framework Templates. 2. Find the required template in the list. You can press Ctrl+f to bring up your browsers find function if the list is long. 3. Either click the Edit button on the right-hand side to change the template or the Delete button to permanently remove it from the centre Assigning Framework Templates to Learners For this step you will need: The framework template s name. The names of the Learner(s) requiring the template. There are several ways to assign a template to a user. They can be assigned at Learner creation, bulk assigned to Learners or assigned to individual existing Learners. 14

15 8.4. Assigning Learners at Creation To do this, simply select the template from the relevant dropdown menu during creation, full details are in the Creating Learners section of this handbook Bulk Assigning Learners This method is useful for when you need to assign the template to multiple existing Learners. 1. Go to Centre on the left-hand menu then to Framework Templates. 2. Find the relevant template and click Assign on the right-hand side of the screen. 3. Select the required Learners with the checkboxes on the left. You can reduce the number of learners show in the list by using the search functions at the top of the screen. 4. Scroll to the bottom of the screen and click Assign to selected Learners. If you select Only update existing learning aims, it will not assign the Learner any new aims but will update any current aims with the relevant unit selections and start/end dates. 5. A small pop-up will appear at the top of the screen telling you the template has been assigned Assigning to an Individual Learner This method can be used when you only need to assign the template to a single Learner. 1. Click on Users on the left-hand menu, then on the Learners tab. 2. Find the relevant learner then click Episodes on the right-hand side. 3. Click Learning Aims on the right-hand side of the screen. 4. Click Assign Framework Template. 6. Select the relevant template from the dropdown menu. If you select the Only update existing learning aims, it will not assign the Learner any new aims but will update any current aims with the relevant unit selections and start/end dates. 15

16 5. Click Save. 9. Assessment Methods Onefile comes with several default assessment methods that should cover most forms of assessment used by assessors. However, if your centre requires additional methods, they can be added in the following way: 1. Go to Quality on the left-hand menu, then click on Assessment Methods. 2. Click Create new method near the top of the screen. 3. Give the method a three letter reference code and a name. 4. Edit the other options as suits, a full guide to these options can be found in Onefile s help system by clicking the blue question mark in the top-right of the screen. 5. Click Save on the right-hand side of the screen. 6. You will now need to assign this method to any existing classes that require it. Click Assign methods to Class at the top of the screen. 7. Click on a relevant class name. 8. Select the new method with the check box on the left then click Save. 9. Go back to step 7 above and repeat until all relevant classes have been assigned the method. 10. Assessment Templates Assessment templates can be used to store a commonly used type of assessment or standardise assessments across a centre. They do not have the flexibility of assessment plans, but are useful for when only a single assessment needs to be assigned to a Learner or an Assessor has already gathered some evidence and they want to upload it to the system. Assessment templates come in two forms, Assessor templates that are only available to that individual Assessor; and centre templates that are available to all assessors in a centre. Note that only Assessors can assign assessment templates to learners. 16

17 10.1. Creating Assessment Templates Centre templates are created in the following way: 1. Go to Quality in the left-hand menu then Assessment Templates. 2. Click Create New Centre Template about half way down the screen. 3. Give the template a name; this will only appear to Centre Managers and Assessors when they browse the template library. 4. Give the template an Assessment Name; this is the name that will appear to the Learners when it is assigned to them. 5. In Task Details, give the Learner all the information they will require to complete the assessment. 6. Pick a method from the Primary Assessment Method dropdown menu. Add any secondary methods with the checkboxes. 7. Optional: Use the lock down options to restrict the templates availability to certain learning aims or framework templates. When using these options be sure to double check your selection as errors will result in the template being unavailable to the required Learners. 8. Criteria Evidence Provision: Holistically will provide one evidence box for all evidence to be uploaded to. Per-criteria will provide boxes to upload evidence for each individual criterion. It is recommended to use holistically. 9. Click the green plus sign under Criteria: a. Note that a warning message will appear at the top of the screen giving some information about who can be assigned the template. b. Select the correct learning aims from section (1). c. Select the relevant units in section (2). You can select multiple units with Ctrl+left-click. Then press the Add selected button. d. Use section (3) to select the appropriate criteria. You can expand/collapse units with the plus/minus buttons. You can select all/none of the criteria in a unit or outcome by using the small [All] and [None] buttons. 17

18 e. Once you are happy with your selections, press Save at the bottom of the screen. 10. The Evidence box should usually be left blank unless you wish the assessment to come with some already existing evidence. 11. Similarly, the Assessor Comments box is usually left blank. This can be used if there are standard comments for learners that you do not want be part of the Task Details. 12. Click Save at the bottom of the screen Promoting Assessor Templates to Centre Templates For this step you will need: The name of the Assessor who created the template. The name of the assessment template. Templates created by assessors can be promoted to centre templates to allow them to be shared with other Assessors. To do this, follow these steps: 1. Go to Quality on the left-hand menu, then click on Assessment Templates. 2. Near the top of the screen, click on the View Centre/Assessor Templates dropdown menu and select the relevant assessor s name. 3. Find the relevant template in the list and click Edit on the right-hand side of the screen. 4. Check the template s details then click Promote at the bottom of the screen. 5. A pop-up warning will appear at the top of the screen, click Ok. Note that this will remove the template from the Assessor so that they will no longer be able to edit it. 18

19 11. Assessment/Unit Plan Templates Assessment plans, called unit plans in some centres, are used to assign Learners tasks and package multiple assessments together. A plan must be agreed upon by both the Assessor and the Learner. Once it has been signed off, any tasks within the plan will be moved into the Learner upcoming tasks menu. Note that assessment plans are different from assessments; as the latter does not allow Assessors to attach outcomes or documents to a Learner started assessments, nor does it allow negotiation of assessment start/end dates. Thus it is recommended that assessment plans are the primary method of generating assessments for students. Assessment/unit plan templates can be used to store regularly used plans as a template or to standardise plans across a centre. Templates come in two types, Assessor templates that are only available to that individual Assessor; and centre templates that are available to all Assessors in a centre Creating Assessment/Unit Plan Templates For this step you will need: Name of outcomes that will be assessed in the plan. Details of any tasks or assessments. Digital copies of any documents to be attached to the template. To create a centre template, follow these steps: 1. Go to Quality on the left-hand menu, and then click on Assessment/Unit Plan Templates. 2. Click Create new template near the top of the screen. 3. Give the template a name; this will appear to centre managers and assessors in the assessment plan templates menu. 19

20 4. Give the template a title; this name will appear to the student when it is assigned to them. 5. Add any tasks required, see below for a detailed description of tasks. 6. Attach any files you would like the Learners to have access to. Note that files can be attached to individual tasks as well. 7. Add any required information to the comments and issues arising boxes. These comments will be shown to every student assigned the template. Comments for specific Learners can be attached by the Assessor when the plan is assigned. 8. Click Save at the bottom of the page. There are several options when creating a task, these include: Activity and Assessment tabs: You will see two tabs at the top of the Edit Task screen. Activity is any kind of task that does not require an assessment and evidence. For example this could be asking the Learner to book a room for your next meeting. Assessment is a task that will cover specific learning outcomes and will require evidence towards these outcomes. Assessment Method: This is the method used to judge completion of the learning outcomes. You can use any relevant assessment templates for the method you chose via the Use Template dropdown menu. Start By: If this is set to Assessor, then the Assessor will have to select specific learning outcomes and upload evidence, it will also generate a task for the Assessor to complete. This is used if the Assessor will be gathering the evidence, such as in the case of an observation. If set to Learner, then the Learner will be given a task to complete the assessment. They will be able to select the learning criteria covered in the assessment and uploaded evidence towards these criteria. Map Evidence: Holistically will provide one evidence box for all evidence to be uploaded to. Per-criteria will provide boxes to upload evidence for each individual criterion. It is recommended to use holistically. Learner Instructions: Enter instructions on how the learning outcomes will be assessed. Any other pertinent information can also be entered here. As only learning outcomes 20

21 can be attached to an assessment at this stage, it can be useful to mention the criteria that will be assessed here. Select Outcomes: Click this button to be taken to the outcome selection screen. Firstly select the learning aims that the learning is working towards from the dropdown menu. Then select any learning outcomes or criteria that will be covered by the assessment. Finally click Continue at the bottom of the screen. Learning Resources: Any files the Learner needs, or would find useful, can be attached here Promoting Assessor Templates to Centre Templates For this step you will need: The name of the Assessor who created the template. The name of the assessment plan template. Templates created by Assessors can be promoted to centre templates to allow them to be shared with other Assessors. To do this, follow these steps: 1. Go to Quality on the left-hand menu, and then click on Assessment/Unit Plan Templates. 2. Near the top of the screen, click on the View Centre/Assessor Templates dropdown menu and select the relevant Assessor s name. 3. Find the relevant template in the list and click Edit Template on the right-hand side of the screen. 4. Check the template s details then click Promote at the bottom of the screen. 5. Edit any details if required, then press Save at the bottom of the screen. Note that this will remove the template from the Assessor so that they will no longer be able to edit it. 21

22 12. Sampling Policies Centre Managers can create sampling policies that allow you to standardise sampling across a centre or group of IVs. The policy will determine what percentage of an Assessor s Learners must be sampled; and how many of the Learner s units must be sampled Creating a Sampling Policy To create a policy follow these steps: 1. Go to Quality on the left-hand menu, and then click on Manage Sampling Policies. 2. Click the blue Manage sampling policies button, if present, then the Create new sampling policy button near the top of the screen. 3. Enter a name for your policy. Then specify the percentage of Learners and units to be sampled. 4. Select the balance of Summative to Interim sampling. This can be applied to the Overall sample or to each Learner s sample. 5. Under the Assessment method weighting section you can decide which assessment methods should be sampled. When choosing to sample a method you can also set it to Weighted Sample (x2), this will mean the method has to be sampled twice as much as other methods. 6. Select whether the assessment method weighting should apply to the Overall sample or to each learner s sample. 7. Click Save Assigning Sampling Policies Centre Managers can assign sampling policies to any Assessor on the centre. Individual IVs are able to assign policies to Assessor(s) in their caseload. To assign a policy follow these steps: 22

23 1. Go to Quality on the left-hand menu the click on Sampling Policies. 2. The default display will show you a table of all Assessors on the centre. You can filter this to the Assessors assigned to an individual IV via the dropdown box on the top-left. 3. Use the tick-boxes on the left to select the assessor you wish to assign the policy. 4. Select the relevant policy from the Apply sampling policy to selected assessors dropdown menu. 5. Click the blue Assign button. Below the table of Assessors you will see a dropdown menu label Apply action to selected Assessors. This menu contains some very useful features: Wipe existing planned sampling: This will clear any planned sampling from the relevant IVs unit sampling table. This will also clear tasks created by the Resolve compliance function described below. Remove existing policy: This will clear any sampling policy from the Assessor and leave them unassigned. Resolve compliance: When you apply this to an Assessor, Onefile will attempt to make the sampling compliant by creating planned sampling and reminder tasks for the IV. This function is particularly useful for automating sampling as the IV will not have to create a manual sampling plan. 13. Written Question Forms Written question forms allow Assessors to assign a bank of questions with associated criteria to be answered by a Learner. They are particularly useful for assessing knowledge criteria. 23

24 13.1. Creating a Set of Written Questions Similarly to other templates or forms, written question forms can be created by a Centre Manager for use by all Assessors or by an individual Assessor for personal use. To create a new set of written questions, do the following: 1. Click Quality on the left-hand menu then Written Question Forms. 2. Click the blue Create new assessment button at the top of the screen. 3. Give your question set a name and select any Lock down options if required. 4. Under the Questions section click Create new question. 5. Use the Numerical order box to choose where the question should sit within your question set. 6. Entre the question text into the Question box. 7. Click Set Criteria: a. Note that a warning message will appear at the top of the screen giving some information about who can be assigned the question. b. Select the correct learning aims from section (1). c. Select the relevant units in section (2). You can select multiple units with Ctrl+left-click. Then press the Add selected button. d. Use section (3) to select the appropriate criteria. You can expand/collapse units with the plus/minus buttons. You can select all/none of the criteria in a unit or outcome by using the small [All] and [None] buttons. e. Once you are happy with your selections, press Save at the bottom of the screen. 8. Click Save. Then repeat steps 4 to 8 until you have entered every question. 9. When the questions are ready to be assigned to learners, check the box in the Publish section and click Save at the bottom of the screen. 24

25 13.2. Promoting Assessor Written Questions to Centre Level For this step you will need: The name of the Assessor who created the questions. The name of the written question form. Question forms created by Assessors can be promoted to centre level to allow them to be shared with other Assessors. To do this, follow these steps: 1. Go to Quality on the left-hand menu, and then click on Written Question Froms. 2. Near the top of the screen, click on the Select owner dropdown menu and select the relevant Assessor s name. 3. Find the relevant form in the list and click on its name. 4. Check the forms details then click Take Ownership at the bottom of the screen. 5. Edit any details if required, then press Save at the bottom of the screen. Note that this will remove the questions from the Assessor so that they will no longer be able to edit them Assigning Written Question Forms Written question form can only be assigned by including them as a task in an assessment/unit plan. This can be done by Assessors on an individual Learner basis or by creating a plan template. For details on creating an assessment/unit plan template see the relevant section of this handbook. 14. Unit Rules and the Quality Menu Unit rules can be used to prevent a qualification from being completed unless certain rules have been met e.g. a certain unit must be assessed with observation or expert witness testimony. If your centre requires this functionality, it can be found in the 25

26 Quality section from the left-hand menu. Full guides on how to use this function can be found in the help menu in the top-right corner of the screen. The Quality section also contains several other functions that could be of use to your centre. Consistency Rules allow you to specify the number of assessments that are required to pass a unit. Sampling Policies allows you to automate some of the IVs sampling. IV Assessment Actions allow you to create more actions IVs can add to their feedback. Full details of all of these functions can be found in the help menu. 15. Centre Resources You can upload various resources to your centre so they can be easily accessed by all users. In addition you can set up documents so that certain users must read them and sign a declaration of having seen them Standard Appeals Process For this step you will need: Your faculty s standard appeals procedure document. It is recommended to set up an appeals process documents as soon as possible. This document will be presented to Learners when they first login in, or the next time they log in for existing Learner, and they will have to check a box to acknowledge having read it. 1. Go to Centre then Resources. 2. Switch the resource page to edit mode by clicking the radial in the top right hand corner. 3. Click the green upload arrow. 4. Select your file and add a description. The description will appear as the file name in Onefile. 26

27 5. Click Learner under the Who must sign menu. 6. Click This is the appeals procedure at the bottom of the form. 7. Finally click the upload button. Note that once an appeals file has been created, it cannot be deleted from the system unless another file is selected for the appeals process Uploading Must Read Documents and Restricting Access If you have any other document you want user to acknowledge as having read, you can upload them in the same fashion as above without checking the This is the appeals procedure box. However, these documents will be visible to all users. Documents can be restricted so they are only viable to certain users. However, if they are restricted you cannot make them must read documents. To restrict access to a document, follow these steps: 1. Switch the resource page to edit mode by clicking the radial in the top right hand corner. 2. Click on the New Folder button. 3. Name your folder. 4. Select the group of users you want to be able to see the folder under Restrict access to following groups. 5. [Optional] If you have selected Learners from the list, you can then further restrict it to Learners who are following certain learning aims. 6. Click save. 7. Upload new documents to the folder or cut and paste old documents into the folder. 27

28 15.3. Deleting Documents and Locked Documents You can delete documents by selecting the check box under them then pressing the delete icon. However, if the document has a padlock next to it, you will be unable to delete or cut the document. To solve this problem follow these steps: 1. Select the Edit radial button in the top-right corner then select the check box under the document. 2. Press the edit button. 3. Deselect all options under Who must sign. 4. Uncheck the appeals process checkbox. Before doing this you should designate another document as the appeals process. 5. Click save. 6. The padlock icon should now have disappeared from the document. 16. Creating Assessor Accounts For this step you will need: New Assessor s first and last name. Their address. Only Centre Managers (or user managers if your centre has one) can create Assessor accounts. Follows these steps: 1. Go to Users then the Assessors tab. 2. Check the user does not already have an account. If they do, follow the manual password reset procedure if needed. 3. Click the large green Create Assessor button. 4. Fill out all relevant information in the form. 5. Click the Create button. 6. A message will pop up with the login details for the new account. 7. Copy and paste the details into an and send it to the assessor s address. 28

29 17. Creating Internal Verifier (IV) Accounts For this step you will need: New IV s first and last name. Their address. [Optional] Name of countersigner. Only Centre Managers (or user managers if your centre has one) can create IV accounts. Follows these steps: 1. Go to Users then the IVs tab. 2. Check the user does not already have an account. If they do, follow the manual password reset procedure if needed. 3. Click the large green Create Internal Verifier button. 4. Fill out all relevant information in the form. 5. Select a countersigner if required. (Note that if this is the first IV account to be created on the centre, no countersigners will be available. As a Centre Manager, you can assign a countersigner to an IV at any time by going to the Linked Accounts tab from the IV s account.) 6. Click the Create button. 7. A message will pop up with the login details for the new account. 8. Copy and paste the details into an and send it to the IV s address. There is also an option to print out the login details in case you need a hard copy. 18. Creating Placements For this step you will need: Name of the workplace/company. Address of the workplace/company. Any other relevant information such as contact name, telephone number, etc. 29

30 Placements are used to store information about the workplaces of Learners. They allow you to store basic information, such as address, telephone number, etc.; and attach relevant documents, such as health and safety records. To create a placement, follows these steps: 1. Go to Centre then Placements. 2. Click Create Placement. 3. Fill out the relevant information the click Save. 4. You will then be taken to the Placement Details screen. Here you can fill in any other information your centre requires. 5. [Optional] Attach any documents you need in the Placement Documents section toward the bottom of the screen. 6. Finally click Save at the bottom of the screen. 19. Creating Other Users There are several other user account types that your centre may or may not use. To find out more about these roles, consult the User Role Overview document within Onefile s help system. All of these users are created in a similar way with the exception of the EV. 1. Got to the Users menu then select the relevant tab. 2. Check the user does not already have an account. If they do, follow the manual password reset procedure if needed. 3. Click the large green Create button. 4. Fill out relevant information in the form. 5. Click the Create button. 6. A message will pop up with the login details for the new account. 7. Copy and paste the details into an and send it to the user s address. 30

31 20. Requesting External Verifier (EV) Account Creation For this step you will need: New EV s first and last name. Their address. The name of your centre. EVs are one of the few account types that Centre Managers cannot create. Onefile staff will have to create this account for you. Send an to support@onefile.co.uk containing: the first and last name of the EV; their address; and the name of your centre. If you are unsure of the official name for your centre; click on Centre on the left hand menu, your centre name will appear on the heading above the group of icons. See the image below for an example. 31

32 21. Classes Classes allow Learners to be grouped together and automatically assigned a framework template. Additionally, classes can restrict what assessment methods will be used and assign IVs a task to sign off on Learners completed portfolios. It is highly recommended that classes are set up before creating Learner accounts Creating Classes For this step you will need: A start date for your class. The name of the framework template to be assigned to the class. To create a class do the following: 1. Go to Quality on the left hand menu then Classes. 2. Click Create new class at the top of the page. 3. Name your class and select their start date. 4. Select a framework template to assign to new members of the class. 5. Select any further options, see below for details. 6. Click the Save button and you will be taken back to the classes overview page. There are several options when creating a class: IV must sign off eportfolio on completion: When a Learner s portfolio is completed, this will give the assigned IV a task to review their portfolio, provide feedback and sign it off. Send a completion task to the Learner when the eportfolio has been completed: This will send the Learner a task when their portfolio is complete. The task is customisable and could be in the form of a congratulations message or some additional forms to complete. Assessment Methods: This allows you to allow or disallow certain forms of assessment for the class. For example, you can disallow them from submitting reflective accounts by unchecking the box next to it. 32

33 [Only available after class creation] Assign Class Form Delegate: This option is only available after the class has been created by clicking the Edit button on the right-hand side of the classes page. Leave this option on Select a monitor, as form delegates are only used for some of the advanced user functionality in Onefile Assigning Learners to a Class Learners can be assigned to a class in two ways; through assignment during Learner account creation or through manual assignment. Assigning the Learner when they are created is the simplest method and why it is recommended to create classes first. To do this, simply select the relevant class from the dropdown menu during creation, full details are in the Creating Learners section of this handbook. To manually assign a Learner to a class, do the following: 1. Go to Users on the left-hand menu then the Learners tab. 2. Find the relevant learner then click the Episodes button on the right-hand side of the screen. 3. From this next menu, click Episode on the right-hand side. 4. Near the top of the page there should be a box labelled Class. Select the relevant class from the dropdown menu. 5. Scroll to the bottom of the page and click Save. 22. Creating Learner Accounts Learner accounts can be created by both Centre Managers and Assessors. It is highly recommended that Learner accounts should be created after all previous steps have been completed, i.e. after creating framework templates, classes, placements, etc. This is due to the fact that all of these can be quickly assigned to Learner(s) when they are created, whereas assigning them to existing Learners can be a lengthy process. 33

34 Learners can be created in two ways, bulk import or individual creation Bulk Importing Learners For this step you will need: A correctly formatted.csv file. Names of the Assessors they are to be assigned to. Names of the classes they are to be assigned to. Names of their work placements. Names of the framework templates they are to be assigned. This method allows multiple Learner account to be created at the same time. To import the information correctly onto the system, it must be stored in a spreadsheet saved as a comma separated values (.csv) file. Additionally the spreadsheet must be formatted in a specific way. A guide to formatting the file and an example file is located within Onefile s help system. It can be found by going to Users, then Learners and clicking on the blue help icon near the top-right of the page. Once you have formatted your file correctly, it can be uploaded as follows: 1. Go to Users then click the Learners tab. 2. Click the blue Bulk Import Learners button near the top of the page. 3. Click the Choose file button and select your.csv file. 4. If you have included labels at the top of the columns in your spread sheet, check the Tick here if box. 5. Click Continue. 6. Use the dropdown menus near the top of the screen to match the data in the columns to the type of data you entered into the spreadsheet. Then click Continue. 7. On the next screen you can assign assessors, placements, classes and framework templates to the Learners. This can be done on a per-learner basis or to groups of selected Learners via the dropdowns at the top of the page. 8. Select the Learners from the list you wish to create accounts for then click the Import Selected Learners button. 34

35 22.2. Creating Individual Learner Accounts For this step you will need: Learner s First and Last name. Their primary address. Name of the Assessor they are to be assigned to. Name of the class they are to be assigned to. Name of their work placement. Name of the framework template they are to be assigned. This method is simpler to use than the bulk import but will take longer if large numbers of learners are to be created. 1. Go to Users then click the Learners tab. 2. Click the green Create Learner button near the top of the page. 3. Fill in the Learner s details in the New Portfolio Account section. A minimum of first name, last name and is required. 4. Select the Learner s assessor, class, placement and appropriate framework template from the dropdown menus in the Episode Details section. 5. Once you have checked all details are correct, click Create at the bottom of the screen. 6. A message will pop up with the login details for the new account. 7. Keep a copy of the account details then follow the procedure set by your department for handling new Learner accounts. 8. Finally click Continue Configuring Learner Account Settings Once a Learner s account has been created, Onefile will automatically take you to the Account page for that Learner. You can either finish configuring the account now or find the account later via the Users menu. The Learner s settings are spread across several pages which can be move between using the tabs at the top of the screen. Clicking Save at the bottom of the screen will save any changes you have made on that page and 35

36 move you onto the next page in order. Each page contains a variety of settings, which will be summarised in the following section. For more details on the options available on each page, consult the blue help icon near the top-right of the page Account On this page you can alter the account information such as name, date of birth and address. It also contains the buttons for manually resetting passwords Episode This page allows you to change a Learner s class and work placement. It also allows you to store information about special requirements and diversity Learning Aims A new set of learning aims or a new framework template can be assign to a Learner via this page. This page also allows you to input information about their course start date, registration number and anticipated completion date. When a Learner has completed all their learning aims and had their portfolio signed off by the relevant people, the Centre Manager can use this page to record details of when their certificate was applied for and when it arrives. Additionally, Learner can be archived from this page when they complete their qualification or leave the college Unit Selection This is where a Learner s optional units can be selected. If the Learner has been assigned a framework template, you will see some optional units have already been selected. Even if a template is being used, units can be selected and deselected via the check boxes on the left. The require number of units or credits is displayed near the top of the screen along with how many units or credits you currently have selected. 36