A step-by-step guide to eportfolio for assessors. Sign in to eportfolio using your unique user ID & password. The link to eportfolio is: http://eportfolio.imiawards.org.uk/epa/ Notes: Candidates are allocated to an assessor by a centre champion. The timeout feature is set to 40 minutes. You will be logged out after this time so remember to save work if you are leaving your account Index (click links to move to that section) General overview of assessor home page Getting Started Define candidate groups Manage candidate groups Activate candidates Activating & Managing Assessments Group/Bulk activation Single activation View and manage Group activated assessments View and manage Candidate activated assessments Manage Workflow (Assessor Inbox) Marking practical assessments Marking written assessments Marking work based assessments Linking evidence Upload evidence Viewing linked assessor work Manage Candidates / Progress View progress by group View progress by candidate View candidate eportfolio IV Sampling and feedback Other features Resource Library elearning Communication My tasks Blocking candidates Reset candidate passwords Page 1
Assessor Home Page The status dashboard provides a quick view of outstanding tasks / actions. Note you will only see charts once you have activated groups and candidates Announcements: shows any announcements / messages Candidates Pending for Activation: shows the candidates who are pending activation List of Activated Candidates: shows the candidates who have already been activated New Assessments: shows the assessments that have been submitted by candidates Returned from Candidates: shows the candidates who have submitted more than one assessment Marking Started and Saved: shows the assessments that have been started and saved by candidates Reviewed and completed: shows the assessments that have been completed and evaluated Allocate Candidate Evidence: shows the evidences that have been submitted for assessor review Getting Started Note: Before you can activate candidates, you must first define qualification groups to assign them to. This is an important step and will require accurate set up. Menu: Manage Groups > Define Qualification Group Define Qualification Group Page 2
Define Candidate Groups This page allows you to update Group Names and Group Descriptions. Selecting a Qualification will display the group and unit information available for at your centre. Note: when creating a group, you need to ensure you give it a name that will be easily identifiable. For example use the qualification type, level and route, then a unique identifier VRQ L2 Heavy Class 2 Name Caution be sure to select the right qualification that corresponds to the Group Name In this next step you will select the required optional units, expand a Group for optional units and use the check boxes to select optional units for each candidate. Note: When you are selecting the optional units, the system will take a couple of seconds to register each one; this is due to the calculation for Rules of Combination (ROC) it is doing in the background. Please do not try to tick the next box until the first box is showing as the system will navigate away from the page. You will need to select the minimum units as per the ROC requirement. Once the Rules of Combination requirement is met, the Status as will appear as OK. Remember to click Save! Page 3
Clicking Save will take you to the next page, where you can activate candidate profiles and assign a candidate to a group. Modify Qualification Group This page allows you to modify an existing qualification group. Menu: Manage Groups > Modify Qualification Group Click Modify (see red arrow) to modify a qualification group. Page 4
Under modify you can add additional optional units and alter the group name. Note: You cannot remove units once they have been added and linked to candidates as they form part of the workflow. Page 5
Activate Candidates Menu: Manage Candidate > Activate Candidate To activate a candidate, the assessor is required to link them to a group (as defined above) and enter their email address (if not already provided). Clicking Activate Candidates takes you to this page. When you are ready to activate a candidate, click Activate. Note: Candidates studying multiple qualifications will have more than one record (see image below). Page 6
Clicking Activate will open a pop-up window: enter profile information, select candidate qualification group, update email ID and upload candidate photo. Remember to click Save Details! When you click save details, you will be taken back to the Activate Candidate screen. After a couple of seconds the candidate you have just activated will disappear, then repeat the above until the required candidates are activated. Note: Once you have activated a candidate, the automated system will send the candidate an email advising them that you have activated their eportfolio. In the email the candidate will have a link to the candidate site and a logon they can use to gain access. The next step in the process is to activate assessments for the candidates to view Page 7
Activating Assessments Menu: Activate Assessments > Bulk assessment activation Bulk Assessment Activation allows you to activate assessments for group of candidates. If a unit has not been activated, candidates will not be able to complete their assessment(s). Clicking Bulk Assessment Activation will take you to the page below. Select a group from the drop down menu and click search. This will bring up all the assessments that need to be activated for that qualification. Alternatively you can select the group and search for specific unit reference numbers or part search (i.e. LV will bring up all units in that qualification with LV in them). To activate the some or all units, enter a From Date and To Date, and click Activate. When selecting units, you can select all or use the check boxes to select individual units. Note: The dates entered are when the candidate will see the specific assessments in their inbox from and to. They can be changed under manage group activated assessments. Page 8
Activate Single Assessment Menu: Activate Assessments > Activate Single Assessments This section allows you to activate single assessments for all candidates who are registered on it. Clicking on Activate Single Assessment will take you to this page. Enter the required assessments and click Search Assessment. From the search you can select the required assessments. Candidates that are registered on that assessment are displayed here. To activate the unit(s), enter a From Date and To Date, and click Activate. Page 9
View Group Activated Assessments Menu: Activate Assessments > View Group Activated Assessments Clicking View Group Activated Assessments will take you to this page. You can amend the dates (for any assessment) remember to click Update to save the information. Page 10
View Candidate Activated Assessments Menu: Activate Assessments > View Candidate Activated Assessments Existing activated assessments will be displayed here. Clicking View Candidate Activated Assessments will take you to this page. Search for an assessment and click Show Report. Clicking Show Report will display all the assessments that are activated against the candidate. Page 11
Manage Workflow (Assessor Inbox) Menu: Assessor Inbox > Manage Candidate Workflow Manage Candidate Workflow/Assessor Inbox enables you to manage candidate assessments and link evidence. This can be accessed either via the drop down menu (as shown below) or via the Status box on the right. Click Manage Candidate Workflow to take you to this page. You will notice a series of 10 headings down the right hand side of the screen. The number of assessments against each heading are displayed like this (6) Page 12
Left hand navigation menus assessor inbox Each of these left hand navigation menus provides more detail in the centre screen. For example, by clicking New Assessments from Candidate for Marking, information will be displayed by type Practical, Written and Work based assessments in the centre screen. You can click the title column headings to re-order as required by: candidate name and number, qualification number, unit number, assessment reference, description, start and end dates, submission date and action. To evaluate the submitted assessment, click Review Assessment. The other assessment workflow folders are: Returned Assessments from Candidate for Marking When candidates resubmit assessments after further work, they will be displayed here so you can continue your assessment. Returned to Candidates for More Information If you are not satisfied with candidate evidences or if you require the candidate to add more information to an existing assessment they will be shown, but locked, in this section. Marking Started and Saved but not Sent If you begun evaluating an assessment, clicked save to continue with the assessment at a later time it will be located here. Reviewed and Completed Assessments Assessments that have been reviewed, evaluated and completed will be displayed here. You can preview the completed assessments by clicking preview. The numbers of assessments will increase over time, so you can also choose to show assessments by timeframe (1, 3, 6 and 12 months or all data). Page 13
Marking Assessments Practical Assessments you can review the assessment, if you are happy the candidate has met all the criteria, check all the assessment outcomes and click pass. You can provide feedback if you wish, but this is not mandatory. Put in your PIN and click the green submit button. Once this assessment is passed it will contribute to the candidates overall progress on My eportfolio. If you feel the candidate needs to provide more information and you want to refer them you will need to provide feedback, this is mandatory. Click the refer box and type in feedback for the candidate, you can also check any of the assessment outcomes if they have been met. Put in you PIN and click Submit, these will be returned to the candidate for them to provide more information. Page 14
Written Assessments For most level 2 written assignments, there is a minimum pass mark required which is provided at the top of the screen. If there is a sample answer marking scheme, these can also be accessed at the top of the page. To mark these assessments, simply enter the marks for the answer in the box provided and tab through the assessment providing feedback where required (not mandatory). When you reach the bottom, click calculate which will provide a pass or refer based on the minimum pass mark required. If the candidate achieves a pass enter your PIN and click the green Submit button. If the candidate does not achieve the min pass mark (as indicated below), you must provide them with feedback and click the resubmit button. You can also extend the date for candidates if required. Work Based Assessments (Competency) IMI Awards have provided flexibility in the way remote assessors gather evidence and reference these against a candidate s portfolio. In work based competency units, assessors can review candidate feedback and evidence Page 15
they have uploaded within their task. It will also show evidence that has been linked by the assessor. Assessors can also either upload observation reports, or type directly into the boxes provided. Each element of evidence requirement has been broken up into a percentage, so when the assessor ticks achieved against one of those elements, the candidates progress will increase within that unit and their overall portfolio. Note: When clicking achieved, the system will take a few seconds to register and apply the date. This is due to the percentage progress being calculated in the background. The assessor will also be required to provide feedback on the learning outcomes for each unit. These will also show any linked evidence. Once all learning outcomes are met, the assessor clicks yes. They can also provide feedback which will show as a summary to the candidate in the assessor section of their template. Work based assessments will be passed back and fourth between the assessor and the candidate as they complete elements of their tasks over time. Page 16
Once all criteria are satisfied the assessor selects pass from the drop down menu and clicks submit. The system will advise via a pop up if all the criteria have not been met. Note: If you want the candidate to send you the task after a work place visit (you cannot edit /assess them if they are with the candidate), send them a communication via the system asking them to submit it back to you. Allocated /Link Candidate Evidence Evidence that has been submitted by individual candidates will be displayed in the Allocate Candidate Evidence box. You will need to link candidate evidence to one (or more) assessment(s). Evidences that have been submitted by candidates will have a green tick and a red cross next to it. You can view the image of the evidence by clicking on the blue hyperlink. If you choose to reject the evidence by clicking the red cross, the candidate will see this in the linked evidence section of their website. When you have viewed the evidence and are satisfied with its content, check the green tick mark. This pop-up window will appear and will ask you to select the type of template you require. Select the relevant template to start the linking of candidate evidence. Page 17
Note: you can link evidence to other units/tasks at a later date by using the show linked evidence and repeating the exercise. This is the competency template. You can select one or more assessments for this evidence to get allocated. Note: because some of the skills G units use competency templates, you can link evidence in this section. You can allocate the evidence at question level by using the icon on the right hand side of the screen to drill down to the individual questions. Note: You can link evidence to all sub sections by clicking the master question, however this will take a few seconds to auto fill. Show Linked Evidences Evidence that is already linked is displayed here for future reference. You can also allocate evidences for to other assessments, if required. Page 18
You can view all evidence for your candidates (by timeframe of 1, 3, 6 and 12 months or all data) via the drop down menu. Alternatively you can search for evidence linked to just one candidate by entering their name or number and clicking search data. Upload Evidence You can upload candidate evidence here; search for a candidate using the search and select tool, then upload multiple or single files using the upload tool (7mb limit per upload) Page 19
Once files are uploaded, type in an evidence description and click Save Evidence. the evidence in the Link Candidate Evidence section You will then need to link Online Assessments Status This section displays online assessment information but cannot be accessed. The following information is displayed: candidate name and number, assessment reference, description of the assessment and pass date. If the assessment is marked in the online assessment system, this will be reflected here. Page 20
Linked Assessor Workflow If, when submitting assessments, a candidate selects alternative assessor, those assessments will be displayed here (you have received them because you are the master assessor ). You can view the assessment by clicking the blue hyperlink in the status column, but you cannot access it for editing. Manage Candidates Progress View Progress by Group There are several ways to view and track progress but the screen below is showing how to access them via the assessor home page in the Charts section. These charts show progress of your various candidate groups. The screen below is showing a two step process; firstly find the group you want to track on the Group Progress chart and click the bar, all the candidates for that group will then show on the chart on the right. Page 21
Assessors can also check progress using Menu: Manage Candidate > View Progress by Group The assessor groups will be displayed, then using the blue hyperlinks, can drill down to candidate, qualification, unit and task levels. View Progress by Candidate You can access individual candidate progress in various ways, by using the charts from the home page, you can view individual candidates by selecting them on the bar in the right hand Candidate Progress chart. Clicking on the individual candidate will open a new page showing their qualification progress, you can drill down further into each unit, assessment and task by using the blue hyperlinks. Page 22
The page will look like this. Clicking on Task Progress will take you to assessment level View Candidate Portfolio Menu: Manage Candidates > View Portfolio This allows you to view the full portfolio of each candidate. Page 23
Clicking View Portfolio will take you this page. You can search for a candidate by entering all, or part of, their name into the search box. eportfolio allows you to search by first name, surname or candidate number. Clicking search will bring up any matching candidates details in a pop-up window (see below). Select a candidate by clicking on their unique candidate number. When you have selected a candidate, their progress will be displayed like this: Clicking on the green VRQ bar graph (or any of the qualification types) will take you to the page below. Another bar graph will be displayed and may have more than one VRQ if the candidate is registered (and activated) for more than one. Click on a qualification bar to go to the next, more detailed level Clicking a qualification will display the unit progress details for that qualification. Page 24
Note: Where units are linked to an online assessment, they will only show as partially passed until the online assessment is complete, it will then go to 100% for that unit (24 hours after the online assessment passed). Clicking on a unit bar will show the detailed assessment level information of that specific unit. Clicking View Assessment will open the candidate filled assessment. Page 25
Internal Verifier Sampling Menu: Assessor Inbox > IV Sampling (Assessor Sampling activity Vs. IV Sampling activity). Note: The IV process is still undergoing some development so the screens you see below may change. Clicking IV Sampling will take you to this page. Notice the menu on the left hand side of the screen. IV Sampling Feedback Received If an IV sent you a Form 26 or Form 27, it will be listed like this. You will need to enter the comments against Form 26 & Form 27 (as submitted by an IV) Page 26
IV Sampling Feedback Sent Feedback that you have submitted against Form 26 & Form 27 will appear like this: View IV Sampling Plans All your IV sampled plans will appear like this: IV Reviewed Assessments When an IV is satisfied with your comments, they will be marked as completed and displayed like this: Page 27
Resource Library Clicking Resource Library will take you to the page below (general tab selected). To look for a resource you can search by qualification, unit, assessment or general. IMI Awards will upload resources for all centres to use, some are teaching materials supplied by various elearning suppliers, but you can also upload your own resources. Page 28
When you have searched for something from the resource library, it will be displayed in a pop-up window, like this. If you click on the link you will be asked if you would like open/run or save the document to the local disk. You can also add a new resource to the existing library. You can add a resource under a qualification, unit or assessment (click the corresponding tab). To add a resource: enter a name and description tick Show to Candidates or Show to Assessors (checkbox) so all candidates / assessors who are allowed to view the resource. upload document(s). Use the browse button to search for and upload the file. If you are uploading more than one document per resource, click add. For each document you upload will need to include the URL as a reference. Once all the resource details have been entered, and document(s) have been uploaded click save. You can edit and delete resources you have uploaded by clicking on the buttons (see image). Resources can only be edited or deleted by the person who uploaded the resource to the library. Page 29
elearning IMI Awards have agreements with various elearning suppliers to provide free materials for centres to use. These will be added to in the coming weeks, but the current ones can be accessed via the button at the top of the page. Note: The candidate has complete access to these materials from their own site. You can search for topics using the drop down menu or the search facility. Once you have found something you wish to view, click the icon. The screen will open as you see below. You can also expand the screen to full view by clicking on the icon below as indicated. Communication On the homepage, the second tab Communication. The search tool enables you to select individual candidates from a drop-down list and send a message to an individual or a group of candidates. Page 30
On the homepage, the third tab is Sent Items. You can view your sent messages here. You can view (1) the type of message (candidate or Internal Verifier) (2) who the message was sent to (3) the content of the message (4) the date the message was sent Note: You cannot respond to messages. The communication system is intend to provide information to groups or individuals who are using the system. Events On the homepage, the fifth tab is Events. You can click here to create an event. You will need to enter what the event is, when it s going to be, where it s going to be, and a brief description of the event. Remember to click Save! Page 31
My Tasks On the homepage, the sixth tab is My Tasks. This enables you to create your own task list. To create a task, you will need to enter the name of the task, a brief description of the task and a task completion date. Remember to click Save! When the task date is reached, a message will appear on the homepage. Once the task has been completed, click Completed. Block / Unblock Candidates Menu: Manage Candidate > Block / Unblock This allows you to block or unblock a candidate, they will not be able to access their eportfolio account. For example, this will block a candidate from accessing the system if they are misusing it. Page 32
Reset Candidate Password Menu: Manage Candidates > Reset Candidate Password This allows you to easily reset a candidate(s) password To reset a candidate s password, simply use the search tool to find a candidate, enter and confirm the new password and press Reset Password. If you need more help with eportfolio, contact eportfolio@imiawards.org.uk. www.imiawards.org.uk Page 33