Supporting trainee assessors

Terminology guide

Assessor

Found in Profiler
An individual responsible for supporting a student in completing their apprenticeship. A key part of this role is to ensure evidence is provided (normally by the learner) to demonstrate that a learner has met all their learning requirements.


Verifier

Found in Profiler and Learning Assistant
Sometimes referred to as an IV (Internal Verifier), these staff members check (via sampling) that the evidence sign off judgements made by assessors are accurate and adhere to the necessary standards.


Learning aim

Found in Profiler
The individual components that make up the learning programme of an apprentice. These are likely to include Functional Skills, an NVQ, a Certificate (under the Qualifications and Credit Framework), Reviews and Introduction.

In Learning Assistant the individual components are called “Courses” and in Profiler they can also be referred to as “Qualifications”.


Course

Found in Learning Assistant
See "Learning Aim".

Learning programme

Found in Profiler
A term given to the collection of Learning Aims (see above) that a learner must complete to achieve success in their Apprenticeship. The Learning Programme is what learners are enrolled onto. In Profiler this is also referred to as a “Programme Template”.

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How do I support trainee (non-qualified) assessors?

Before you need to do anything yourself in Learning Assistant, the trainee (non-qualified) assessor and you will be set up with the required permissions.

The trainee assessor will be set up as the main assessor for the learner, and you will be set up as a secondary assessor. This allows the trainee assessor to actually trigger the action relevant for the learner’s submission, but with your support and confirmation in the audit trail.

The process between the key parties is as follows:

  1. Learner – Submit evidence in the learner portal (Totara). The entry is added into the Learning Assistant contact diary automatically
  2. Trainee assessor – Check the submission
  3. Trainee assessor – Add judgement diary entry
  4. Qualified assessor – View judgement and evidence
  5. Qualified assessor – Add diary entry
  6. Trainee assessor – Follow action in diary entry
    1. Trainee accepts or returns submission. The entry in the Learning Assistant contact diary is automatically added into the Message Centre for the learner

There isn’t currently an automatic notification in the system to inform you that the trainee assessor’s entry has been added, so he/she will need to let you know when the review has been carried out and the judgement entry has been added.

As the notification will not show on your dashboard you will need to find the learner to enter their task in order to carry out step 4.Then you will need to inform the trainee assessor outside of PIVOT that you have added your judgement.

Step 5 involves you adding a contact diary entry, adding to the audit trail that you give the go ahead for the trainee assessor to accept/return the task. See the Using the message centre and contact diary guide for details on how to do this.

How do I get support from qualified assessors while I’m training to be an assessor?

As a trainee assessor you will be given the authority within the system to react to the learner’s submission, but will need to follow a particular process whereby the assessor who is supporting you can review your judgement and give a written confirmation for you to go ahead with an action.

Before you need to do anything yourself in Learning Assistant, the qualified supporting assessor and you will be set up with the required permissions.

You will be set up as the main assessor for the learner, and the qualified assessor will be set up as a secondary assessor. This allows you to actually trigger the action relevant for the learner’s submission, but with the qualified assessor’s support and confirmation in the audit trail.

The process between the key parties is as follows:

  1. Learner – Submit evidence in the learner portal (Totara). The entry is added into the Learning Assistant contact diary automatically
  2. Trainee assessor – Check the submission
  3. Trainee assessor – Add judgement diary entry
  4. Qualified assessor – View judgement and evidence
  5. Qualified assessor – Add diary entry
  6. Trainee assessor – Follow action in diary entry
    1. Trainee accepts or returns submission. The entry in the Learning Assistant contact diary is automatically added into the Message Centre for the learner

As you are the primary assessor you will see a notification of the learner’s submission on your dashboard and can launch the task from here to review.

Once you have reviewed the submission you can add a contact diary entry with your judgement and opinion on whether you think the submission is ok to be accepted, or should be returned.

You will need to inform your supporting assessor outside of PIVOT that you have added your entry, as the notification is not currently automatic.

The qualified assessor will then add their judgment and similarly will need to let you know outside of PIVOT that their comment is ready for you to review.

You can then Accept/Return the submission as applicable, leaving a helpful comment for the learner as it will be visible in their message centre, as well as showing in the Learning Assistant contact diary.