User Guide Assessors - Weeblyredcarcollege.weebly.com/.../assessor-user-guide_pt_1.pdf · 2018-09-10 · If you are assigned to a learner as a 2nd assessor or lead assessor then you

Page | 1 T: 0845 460 4440 E: [email protected] W: smartassessor.com

User Guide – Assessors


Contents Logging In ................................................................................................................................................................ 3

Assessor Dashboard ................................................................................................................................................ 4

Viewing your learners portfolio from the assessor dashboard ............................................................................ 11

Overall Progress .................................................................................................................................................... 15

Picking the Learners Units .................................................................................................................................... 16

Booking a Session ................................................................................................................................................. 18

Booking a Smart Session ....................................................................................................................................... 19

Booking a Traditional Session ............................................................................................................................... 21

The Training and Assessment Plan ....................................................................................................................... 23

Task Allocation ...................................................................................................................................................... 29

Uploading and mapping evidence ........................................................................................................................ 35

Step 1: Uploading evidence into the evidence library .......................................................................................... 35

Step 2: mapping the piece of evidence into the learner’s qualification. .............................................................. 38

Evidence Feedback ............................................................................................................................................... 44

Evidence Referencing and PC Content ................................................................................................................. 46

Completed Sessions .............................................................................................................................................. 50

Task Library ........................................................................................................................................................... 51

The Skills Scan ....................................................................................................................................................... 55

The Learner Tab .................................................................................................................................................... 59

Adding a new Learner ........................................................................................................................................... 61

The Sessions Tab ................................................................................................................................................... 63

Adding Additional Learners to a Session .............................................................................................................. 64

Booking an assessor as unavailable ...................................................................................................................... 66

Emailing the Learner ............................................................................................................................................. 68

Timesheet – Recording guided learning hours ..................................................................................................... 69

Performance Criteria sign off................................................................................................................................ 75

Completing a Unit ................................................................................................................................................. 77

Joining a Smart Session......................................................................................................................................... 78

Using the Smart Session Client ............................................................................................................................. 80

Mapping prior learning evidence APEL ................................................................................................................. 84

Employer Login ..................................................................................................................................................... 86

The Reports Tab .................................................................................................................................................... 88

Gap Analysis .......................................................................................................................................................... 89

Additional Help and Support ................................................................................................................................ 91


Logging In

Go to www.smartassessor.com, then click the client log in button at the top right.

Then click on your client name which will take you into the login page where you can enter your

details.

Client Login Screen

Client Log in button

http://www.smartassessor.com/


You will then need to enter your assessor username and password and press the login button.

Assessor Dashboard

Once logged in this will take you directly to the Assessor Dashboard which gives you an overview of

all the learners assigned to the Assessor you just signed in as.

User Login Screen


As you can see this Assessor has two learners assigned to them, you can find out additional

information about your learners from this screen such as:

Their names

Their Course (To see course information hover over the course icon)

Course information

Learner Name

Assessor Dashboard


Their employer

The date they registered, and their course Registration Number

Registration date/Registration number

Employer


The units they have chosen (By hovering over the unit number, it will display the name of

the unit)

How far they have progressed through their course (shown in %) Orange is the % of PC’s that

have evidence attached and green is the amount of PC’s signed off as complete by the

assessor. Blue is there time progression how far through they are between there start and

end date.

Percentage complete/ percentage assessed

Units chosen by Learner


Any IQA Reports or Actions

When their next session is booked for (green highlight is a Smart Session no highlight is a

traditional session, for more info on these see page 18)

IQA Reports/Actions

Next booked session


Whether there are any outstanding actions associated with a learner (Action Bubble icon Shown in

red, if an action is outstanding)

Any evidence that you or the learner may have uploaded to assess (An orange box around

the icon shows there is new evidence that you have not yet viewed).

The 2 symbol in the system shows there is a second assessor assigned to that learner or unit.

The L symbol in the system shows there is a lead assessor assigned to the learner.

Evidence icon, both un-viewed and viewed

Actions icon, both outstanding and complete

2

nd Assessor Symbol

Lead Assessor Symbol


If you are assigned to a learner as a 2nd assessor or lead assessor then you will have a drop down at

the top of your dashboard to enable to view those learners.

This will enable you to view all those learners you are assigned to as a 2nd assessor; you can interact

with these learners just like you normally can.

You can email the primary assessor via the email icon next to their name.

2

nd assessor view

2

nd assessor view


You can navigate back to the Assessor Dashboard at any time by clicking the Home button.

Viewing your learners portfolio from the assessor dashboard

You can jump straight to a Learners portfolio from your dashboard by simply clicking on the course

icon next to the Learners name you want to view.

Learner dashboard icon

Home Button


This screen will give you a more detailed view of an individual learner, it will show you:

The Course that the Learner is doing, who the assessors are, their contact details, the date started,

the next session you have booked with the Learner if there is one, any actions that are outstanding

(shown in red if there are any), the Awarding body for the course the Learner is doing, the Learners

Registration Number, the Registration date, the estimated completion date and the learner can see

your contact details.

The Percentage of the course the Learner has completed, the orange, shows the amount of evidence

that has been mapped to the assessment criteria; the green shows the amount of PC’s that have

been signed off and the blue bar shows the amount of time progression.

Percentage complete/ percentage assessed

Information on the learner

Learner Dashboard


The units the Learner has chosen①, any evidence that has been mapped or assigned to a unit②, how

far through each unit they are③, the date a unit was completed④, assessed⑤, internally verified⑥,

its claimable status⑦ and a link to any downloadable material that may have been assigned to a

unit⑧.

You can also upload files for the Learner whose portfolio you are viewing to use, by browsing for the

file you want and pressing the upload button.

Browsing for a file

Learner units and other information

①

②

③

④

⑤

⑥

⑦

⑧


You can also access the evidence library where all the evidence you upload is stored,

view the Learners CV and view their Training and Assessment Plan

from the Learner Dashboard.

You can also view more detail on each unit that learner is doing by clicking on the name of the unit

you want to view.

This will then open the unit screen; from here you can see any evidence attached to that unit, what

PC’s have been ticked and a list of what the PC’s are for that unit, along with the different levels of

sign off.

Unit name

Unit screen


Overall Progress

If the learner is doing more than one course or the entire apprenticeship I.E. The Tech cert, main

qualification and Functional Skills, then you can view your overall progress across all of these on the

overall progress screen; this can be accessed by clicking the Overall progress button on your

Dashboard.

This will show you not only the individual progress of each course but an overall progress too, as well

as allow you to jump into each part of the qualification by clicking the go to dashboard buttons.

Overall progress button

Overall Progress Screen


Picking the Learners Units

To chose the units click choose units button, then if you have not completed the Skills Scan yet you

will be asked whether or not you want to do the Skills Scan or just go straight to picking units, click

Ignore and choose units

This will take you to the choose units screen, from here tick the units you want to do, and press the

submit button, the mandatory units are already marked for you. It will also automatically calculate

the amount of credits you have chosen, show you the rules of combination and the groups, guided

learners, the Different levels and the amount of credits each unit is worth.

Choose Units Button

Choosing the units

Submit button


If the learner has more than one assessor you can choose which units the 2nd assessor will be dealing

with by ticking the allocate to 2nd assessor box.

Once you have chosen the Units they will now be visible on the Learner Dashboard. Alternatively the

Learner can log in and pick their units in the same way.

Units visible on Learner Dashboard

Allocate units to 2

nd assessor


Booking a Session

To book a session you will need to click the calendar icon next to the learner you want your session

with, this will take you to the Add New Session page; from here you can book both a Smart and

Traditional Session (A Smart Session is a Session using our integrated virtual training room over the

internet, a Traditional Session is a normal face to face meeting).

Booking a session

Sessions booking screen


Booking a Smart Session

(Please note the notes below are for booking a Smart Session, for a Traditional Session please see page 21)

You firstly need to set the session method as Smart Session, to do this chose which session you want

by checking either button next to each one.

Next you need to select the assessor and learner you want the session to be between using the drop

down boxes under the heading Learner/Assessor.

Then the date of the Session you want to book, you can enter in manually or use the calendar to

input the date.

You the need to select a time for your meeting, you will notice that times already allocated to you or

other assessors also wanting a smart session are highlighted (Green by another assessor, purple by

you red if it is unavailable and grey for times outside of traditional working hours 9.00am – 5.00pm,

you can however still book sessions outside of these times, for more details on how smart sessions

booking and licensing works please see Admin User Guide).

Session Method

Learner Selection

Date Selection

Time Selection

Date selection


Then you will need to select the number of participants you want, typically a Session will consist of 2

participants, an assessor and a learner, however you may want to do a session with more than one

learner, if so change the number of participants accordingly (See page 64 for adding new learners to

the session once it’s booked).

Once you have done this you need to select course you want to do the session on

Then if you want to book an induction, a review or a general session, you need to tick the relevant

box under the course.

Then select the duration of the Session you want to book.

Number of participants

Duration of session

Course Selection

Session Type


Then once you have filled in this form, click the add new session button, this will take you through to

the training and assessment plan where you can add in what you want to cover on the session and

set tasks and actions for yourself and the learner.

Booking a Traditional Session (Please note the notes below are for booking a Traditional Session, for a Smart Session please see page 19)

You firstly need to set the session method as Traditional Session, to do this simply select which you

want by checking the button next to each one.

Next you need to select the assessor and learner you want the meeting to be between using the

drop down boxes under the heading Learner/Trainer, this will be filled in for you if you have used the

calendar icon.

Then you can enter a location for the session e.g. at college, room 3A.

Then the date of the Session you want to book, you can enter in manually or use the calendar to

input the date.

Session Method

Learner Selection

Date Selection

Location


You then need to select a time for your meeting, you will notice that times already allocated to you

are highlighted (purple by you and grey for times outside of traditional working hours 9.00am –

5.00pm, you can however still book sessions outside of these times.)

Then you will need to select the number of free places you want leave this at 0 if it is just between

an assessor and a learner, however you may want to do a session with more than one learner, if so

change the number of participants accordingly.

Once you have done this you need to select course you want to do the session on

Then if you want to book an induction or a review you need to tick the induction box under the

course, else leave blank if neither.

Time Selection

Number of participants

Course Selection

Course Selection


Then select the duration of the Session you want to book.

Then once you have filled in this form, click the add new session button, this will take you through to

the training and assessment plan where you can add in what you want to cover on the session and

set tasks and actions for yourself and the learner.

The Training and Assessment Plan

The Training and Assessment plan is where all the Sessions that are booked against a learner are

stored, and where any tasks or actions for these sessions can be added or viewed for that learner;

providing a full audit trail of interventions between learner and assessor. This can be found via the

Training and Assessment plan button on any Learner Dashboard.

Duration of session

Training and Assessment plan button


At the top of the Training and Assessment plan you can open the Learner information bar from their

dashboard by clicking on the plus icon. Below this is the progression bars, showing individual units

progress as well as overall and time progress.

The Training and Assessment Plan, Plus icon to open up course info

The Training and Assessment Plan when plus icon is opened for course info


Below this are the sessions for that learner, with the latest session on top and the earliest at the

bottom. You can add session planning notes and feedback notes to each session that has been

booked in. you can also add actions or tasks to each session for the learner and yourself and mark

each session as attended or cancelled by assessor, by learner or by employer. Also from this screen

you can edit the session’s dates, times and duration as well as the session type by clicking on the

calendar icon.

To add an Action to a Session locate the session you want to add the action too and click on the Add

Action button. An Action can be anything you want you or the Learner to do.

The Training and Assessment Plan sessions

Action Creation


This will open the create action pop up, where you can enter the Action name①, description②,

target date③, who the Action is for④ and assign the action to a unit⑤ if it is for something specific.

Once you have filled in this information click the submit button to add this action to the session.

To Leave some planning notes (a note before the session has taken place) locate the session you

want to add the note to and click on the add note icon on the formative session box.

①

②

③

④ ⑤

Planning notes icon


This will open a pop up where you can add the planning notes, once you have done this click the

submit button to save your notes.

To add Feedback to a session (a note after the session has taken place) locate the session you want

to add the note to and click on the add note icon on the summative session box.

Planning notes

Planning Notes

Feedback icon


This will open a pop up where you can add the feedback, once you have done this click the submit

button to save your notes.

You can upload documents to any session, things like review documents or workbooks for the

learners or any other documentation relating to that session that isn’t evidence.

Feedback

Feedback

Files button


By clicking the file button it opens up a pop up that allows you to upload your document, by

browsing for the file and clicking the upload button. You can also give a description to your

document; click save and this will then appear against that session.

Task Allocation

Once you have created your library of tasks against a course, you need to assign them to

learners. To do this, navigate to the learner’s portfolio by clicking on the course icon next to

their name. From the learners dashboard, click on the training and assessment plan button.

Training and Assessment plan button

File upload


This will open up the training and Assessment plan, this is a store of all the sessions and

actions or tasks that have been booked into the system with that learner, and this is also

where you allocate Tasks to a leaner. The difference between an Action and a Task, is

something that can be assigned to more than one learner and a Task could require evidence

to be produced for it, and can be mapped to PC’s, where as an action is something that the

learner has to do, but might not have evidence produced as a result of it. Actions can also be

left for Assessors as well as Learners and are only available for that learner.

To assign a pre-created Task to a Learner, from the Training and Assessment plan, locate the

session that you want to add this Task too (or the session you want to set this Task for the

Learner) and click the Add task button.

Training and Assessment plan


This will open a pop up containing all the tasks for this course.

From this screen you can view all the Tasks that have been created for this course, create

new Tasks and assign existing Tasks to a Learner. To assign a Task or multiple Tasks to a

Learner tick the boxes next to each of the tasks you want to assign to this Session. Once you

have done this click the Add selected tasks to Training and Assessment plan button.

Task Allocation


This will add the selected tasks to the session and will be available for you to upload

evidence too. To create a new task from this page, click on the Add Task Button, this will

open the task Creation form.

On This Form you will See it has filled in the course for you, you can then pick the unit this

Task is going to relate to①, the Task name②, a Task description③ and a sequence

number④, which is the order of importance for this Task.

Task Creation form

Task creation

①

②

③

④


Once you have filled in the information click the submit button to save your task, this will

now appear in the list. To Auto map PC’s for this Task you need to click on the + icon next to

the Task you created. This will display the PC’s for the Unit you created the Task against.

This will show you the PC’s for the unit this tasks relates to, if you want to view the To

Know’s and Range as well as the To Do’s you need to show them by clicking on the Show to

know and Show Range buttons.

Mapping to PC’s and showing criteria

Mapping PC’s


To allow auto mapping, you need to pre tick the PC’s that once complete this Task will meet.

To do this put ticks in the boxes under the PC numbers; you can hover over the PC’s to find

out what they are.

Once you have done this, click the Save button to Store your work. This task is now created

and ready to assign to the learner, this task will also be available to all other Learners doing

this course.

Mapping to PC’s and showing criteria


Uploading and mapping evidence

Uploading and mapping evidence is a critical part of using an e-portfolio because it moves the

learner’s progression through their framework.

Smart Assessor has a ‘central’ evidence library which means that any evidence uploaded to the

library can be used across any course within the e-portfolio.

There are 2 steps to evidence mapping:-

Step 1: uploading the evidence into the evidence library.

Step 2: mapping the piece of evidence into the learner’s qualification.

Please note that learners also have the option of uploading and mapping evidence into their e-

portfolio, however the assessor will be notified when the learner does so and gets the option to

“approve” or “remove” any mappings done by the learner. It is worth noting that learners cannot

change mappings done by their assessor.

Step 1: Uploading evidence into the evidence library To upload evidence into the learners evidence library we have to start from the assessor dashboard,

then click into the learners portfolio by clicking on the learners course icon.

Assessor Dashboard, Learners course icon


You will then see the Learner’s ‘dashboard’ for the specific course that you have selected. From the

learner dashboard select the EVIDENCE LIBRARY button.

You will then be in the evidence library screen. The evidence library is where you or the learner can

upload evidence against the learner’s qualification.

Evidence Library Screen

Learner Dashboard, Evidence Library button


To upload a file, simply click on the “upload file” option. uploading a file means any type of

electronic evidence such as a photo, scanned in document, audio recording, video, PDF, word

document etc.

To input a link into the evidence library you will need to click on the “link using URL” option, copy

and paste the link that you want to add into the evidence library into the text box below. This

enables you to link to a website where some of the learner’s evidence may be stored, for example

Moodle or any other VLE systems that the learner may be using.

To reference to a paper based piece of evidence you will need to click on the “Paper Hardcopy”

option. Then you will need to name the piece of evidence and allocate where this piece of evidence

is located.

Once you have clicked “Upload”, “Add Link” or “Add Paper Evidence” the system will take you to the

evidence description page. Before you can map the piece of evidence across units, you need to

firstly give it a name① description ② leave any feedback you want to③ select the assessment

method that is relevant to the piece of evidence④ lastly you can now upload a signature against a

piece of evidence⑤ , then press the save button. ]

Inputting a link

Uploading a file

Referencing to a paper based piece of evidence


Step 2: mapping the piece of evidence into the learner’s qualification.

You then need to map the evidence across the units it relates too, to do this tick the box under the

unit heading, by hovering over the unit it will show you what unit it is. Once you have selected the

unit/units it relates to press the save button.

Uploading a file

①

②

③

④

⑤ Evidence Description Screen

Mapping the evidence across units


You will notice that once you press the save button the tick icon will go green; this is where you map

the evidence to the assessment criteria. You can also edit the name, description, add in an evidence

signature or assessment method again by clicking on the edit icon (pencil) under the action heading,

to map the evidence to the PC’s click the green tick.

To map the evidence across the assessment criteria click the green tick, this will open a new window

where you can map your evidence to PC’s. Firstly select the assessment criteria this evidence relates

to by ticking in the Map box. Select as many of these as is relevant then press the save and continue

button at the bottom of the screen. You can also open up any other units that have been selected to

map to by clicking on the plus icon next to the unit title.

Green tick once saved, and edit icon

Mapping evidence to assessment criteria and clicking save and continue


Notice that when you have selected your mappings and pressed the SAVE AND CONTINUE button

the + symbol in the comment column becomes available. The comments column provides you with

an opportunity to explain to the quality assurer of where in this evidence file they can find the

relevance to these assessment criteria. This can be really helpful for the IQA’s and external awarding

body moderators. Once you have saved your comments the + in the mapping screen turns bold to

show that there are further comments available.

The green, amber and red squares in the Gaps column indicate the status of the assessment criteria.

Green means that the assessor has signed it off as completed, red means that it has yet to have any

evidence mapped to it and orange shows that it is in progress and that there is evidence mapped to

it, for every piece of evidence that has been mapped there will be one square. You can also sign off

the criteria to say that it is completed by ticking down the right hand side in the sign off column

Comments Column


.

Once you have done this press save and return at the bottom of the screen which takes you back

into the learner’s evidence library.

You have now completed the evidence mapping stage. By mapping the piece of evidence against the

assessment criteria in the “map” column you are moving the orange progress bars on the learner

dashboard. By ticking in the “sign off” column you are moving the learners green progress bar

If you go back to the Learners portfolio (see page 11), you will see the overall percentage completed

has changed① and also the unit percentage② you will also see there is now evidence mapped

against the units③.

Learner Dashboard with updated percentage completed

①

②

③

Gaps and Sign off columns


You can click on the unit name at any time to show you a more detailed view of the unit, see any

evidence that is mapped to it, and map existing evidence across more performance criteria if you

need to.

You can also map evidence from this screen, you firstly need to upload the new piece of evidence

(see page 34 for information on how to do this) once this has been done you will need to click the

add new task button.

Add new task button


This will generate a blank set of PC’s for you to mark the new evidence against.

You then need to click the add evidence button.

This will open up the evidence mapping screen where you can pick the piece of new evidence you

want to map across, tick the piece or pieces of evidence you want to assign to the new task you

created then press the save button.

Adding new task

Adding new task

Assigning evidence to new task


This has now added this piece of evidence to the new task. You then need to add a task description

and mark the PC’s the task relates to and press the Save Button to finish.

Evidence Feedback

When a learner uploads a piece of evidence, you will automatically get an email alert informing you

of this, to leave the learner some feedback about that piece of evidence navigate to that learners

portfolio via the course icon and then into the learners evidence library. From here click on the edit

icon next to the piece of evidence the learner uploaded.

Description and PC marking

Edit icon


This will open up the evidence description screen

You can enter feedback on evidence in the Assessor feedback comments box; any evidence feedback

you leave will automatically generate an email to that learner informing them that you have left

them some feedback.

Evidence description form

Assessor Feedback box


You can also see any feedback that has been left by hovering over the assessor feedback icon.

Evidence Referencing and PC Content

To use our built in evidence referencing/Content tool, you first need to navigate to the learner

dashboard (see page 10 on how to do this) from here you can reference any piece of evidence you

have already mapped across by clicking on the unit name that the piece of evidence is attached to.

Learner dashboard

AFB icon


This will open the unit screen, showing you any evidence that has been mapped to the PC’s in that

unit.

In order to reference where individual PC’s are in the uploaded evidence documents, you need to

click on the cross icon under the PC you want to reference.

This will open a text box which you can then input any text regarding the location of this PC in the

evidence documents uploaded; you can also add content that is only for this learner if there is no

content in here already.

Learner dashboard

Reference icon

Reference text


To Add content you need to click the add content button, Content can be used as a sort of check list

below PC level to ensure standardisation or correct delivery. These can be preset by admin (see

admin user guide) or added to individual learners by assessors. Once you click the add new content

button it will add a new row of content for you.

You can then enter the name of your content, mark it as satisfied and attach any evidence files

specifically to that criteria you can also leave notes.

Once you have entered the reference text or content click the submit button to save it. You can then

see that it will have changed the cross icon to black, to show that there is some referencing text in

there to view.

Cross icon


If you hover over this cross it will display the text in there, so you can quickly view the reference

point should you need to.

Should you wish to edit or clear any reference points, you need to click on the cross under the PC

you want to change. This will bring up the comment box for you to edit.

You can then press the submit button to confirm your changes, or should you wish to completely

clear the comment, press the clear comment button.

All of this can also be done from the evidence mapping tool in the evidence library (For more info on

this see page 34).

Reference point

Reference text

Clear button

Documents

User Guide Assessors - Weeblyredcarcollege.weebly.com/.../assessor-user-guide_pt_1.pdf · 2018-09-10 · If you are assigned to a learner as a 2nd assessor or lead assessor then you