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Guidance on new forms of acceptable Evidence Including: Personal Learning Record and Screenshots Certification Bodies 01/06/2013 The Federation for Industry Sector Skills and Standards

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 1

Contents

Purpose ............................................................................................................................................... 2

PLR and the Qualification Credit Framework (QCF) ............................................................................ 2

PLR access ........................................................................................................................................... 3

PLR limitations and issues ................................................................................................................... 3

Understanding PLR evidence .............................................................................................................. 3

Other systems and evidence ............................................................................................................... 4

Schools Information Management System (SIMS) ............................................................................. 4

Provisional statement of results ......................................................................................................... 4

Use of Awarding Organisation screenshots ........................................................................................ 4

Awarding bodies populating the PLR .................................................................................................. 4

Continuing developments ................................................................................................................... 6

Peer-to-Peer Transfer ..................................................................................................................... 6

Unique Learner Numbers ................................................................................................................ 6

A unique identifier .......................................................................................................................... 6

Examples of alternative forms of acceptable Evidence ...................................................................... 7

Summary ........................................................................................................................................... 21

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 2

Purpose

This document details information regarding acceptable evidence training providers may use when

submitting Apprenticeship Completion Certificates. Whilst we realise that the best evidence is copies

of certificates, there are occasions where this is not possible and other achievement confirmation is

submitted to evidence the completion of the components within a framework. This document

provides examples of acceptable evidence where the certificate is unavailable which utilises

technologies and systems that are available. Highlighted within the document are the fields that

should be provided by training providers and checked when alternative evidence is submitted such

as unique learner number (ULN).

Personal Learning Record (PLR) introduction

The PLR database is a free and important application that offers access to verified participation and

achievement records of individual learners. The records will detail the qualifications achieved from

either school, college or other further education training providers since its implementation in the

2007/08 academic year, however this does not typically record higher education qualifications

completed within universities.

The system allows the individual learners to access their current and past achievement records and

these records can then be shared with their training provider (this could be school, college, further

education training provider, university) or employer.

The PLR is designed to allow the learner access to their records but they can give their permission for

training providers or employers to gain access to the record, providing they are an approved

organisation, please see PLR access section to find out more on how to become and approved

organisation.

PLR and the Qualification Credit Framework (QCF)

QCF qualifications are made up of bite size units that can be completed individually. The PLR system

enables the learner or anyone given permission to identify the individual units achieved in order to

build up an overall qualification. Once you have established what the learner has achieved you are

able to plan progression routes and identify what units will need to be achieved to gain a

qualification.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 3

PLR access

Training providers need to be an approved organisation in order to gain access to the PLR via the UK

Register of Learning Providers website where they will be given an UK Provider Reference Number

(UKPRN). Once they have this number they will be able to go onto the Learning Records Service

where they will be able to access the PLR database. All queries in relation to the PLR and access

should be directed to the Learning Records Service:-

Email: lrssupport@learningrecordsservice.org.uk

Telephone: 0845 602 2589

PLR limitations and issues

The PLR evidence should only be used as alternative evidence to certificate evidence when

certificates are unavailable and may not be the best option for all apprentices.

There are some legacy data issues where the required information is not shown and the quality of

achievement was not robust. This is mainly due to fact that data loaded to the system was not

standardised or checked. If the PLR does not show the required information you will need to request

alternative evidence from the training provider.

If you do have any concerns over the validity of the PLR information that is presented to you please

contact the Federation as we will be able to verify the qualifications achieved.

Understanding PLR evidence

The PLR system is a straight forward process with clear information regarding achievement provided.

However there are some issues regarding old data. Therefore all PLR information should detail the

information below:

All learners should show; Name and ULN

GCSE – Provider Awarding Organisation, Qualification Type, Aim Description, Grade and

Award date.

Key Skills – May only show a Start and Achievement date. The grade is not applicable and so

will not be shown

BTEC – May only show and Award or Achievement date

If any of this information is not displayed then the use of the PLR is not acceptable and alternative

accepted evidence should be sought. If training providers are unable to provide alternative evidence

then please contact the Federation as we will be able to check the validity of the PLR information

provided.

The PLR examples found later in this document show the varying evidence that training providers

can submit to ACE.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 4

Other systems and evidence

Schools Information Management System (SIMS)

Due to the initial limitations of the PLR system, screen shots from SIMS will be accepted. However

this will change once the remaining legacy issues with the PLR have been resolved. The Federation

will notify you when SIMS is no longer accepted as evidence, however, if you are unsure as to

whether it is acceptable please do contact the Federation.

SIMS is directly populated by the awarding bodies and can only be accessed by a limited number of

users within individual schools.

If training providers use evidence from SIMS the following information must be clearly displayed:

Result date

Qualification

Board

Status i.e. certificate or unit

Grade/Result

This evidence will then need to be signed and dated by a teacher or exams officer within the school

and show the school stamp/logo.

Provisional statement of results

Provisional statements of results are not accepted as evidence of achievement. This is because they

are provisional and there is a period after being issued where the results are liable to change and

therefore the grade cannot be guaranteed. A final certificate is issued after a period of 3 months

which states the achieved grade or alternatively the evidence can be found from the PLR which will

be updated if an appeal is upheld.

Use of Awarding Organisation screenshots

There are currently 138 awarding bodies across England that have signed up to populate the PLR

system. As a result screenshots from these awarding bodies will be accepted as evidence providing

that all the relevant data is clearly visible and the web link is included on the screenshot.

Awarding bodies populating the PLR

With effect from 01 August 2013, only those Awarding organisations that have signed up to populate the PLR will have their qualifications funded by the Skills Funding Agency. The list below is a current list of those awarding organisations that are currently signed up to using the PLR, however please be aware that this is list is subject to change.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 5

1st

4Sport British Institute of Facilities Management

Engineering Construction Industry Training Board

Institute of the Motor Industry (IMI Awards Ltd)

Open College Network South West Region

ABC Awards British Safety Council English Speaking Board (International Ltd)

International Dance Teachers Association

Open College Network Yorkshire and Humber Region

Accrediting & Assessment Bureau for Post Secondary Schools Ltd

British Wheel of Yoga Qualifications Equestrian Qualifications Ltd IoL Educational Trust (formely Chartered Institute of Linguists)

Organisation for Tourism and Hospitality Management

Active IQ CABWI Awarding Body First Aid Awards Ltd ITC First Aid Ltd PAA/VQSET

Agored Cymru Cambridge International Examinations Food and Drink Qualifications (FDQ) ITEC (Education and Media Studies) Packaging Industry Awarding Body Company (PIABC)

AIM Awards (Previously Open College Network East Midlands)

Central Qualifications Future (Awards Qualifications)Ltd Kaplan Professional Awards Prince’s Trust

Amateur Swimming Association Central YMCA Qualifications Gemmological Association LAMDA Examinations Pro Qual Awarding Body

AoFA Qualifications Chartered Institute for Securities & Investment

GQA Qualifications Ltd Lantra Awards QUALIF Ltd

Ascentis Chartered Institute of Building Graded Qualifications Alliance GQA Laser (OCN South East Region) Qualifications Network

ASDAN Chartered Institute of Environmental Health

Highfield Awarding Body for Compliance Lifetime Awarding Qualsafe Awards

Assessment and Qualifications Alliance (AQA)

Chartered Institute of Housing I can Qualifications Ltd Logic Certification Ltd Rockschool

Associated Board of the Royal Schools of Music

Chartered Institute of Logistics and Transport in the UK

IAB (International Association of Book-Keepers)

London Centre of Marketing Royal Academy of Dance

Association of Accounting Technicians Chartered Institute of Personal Development

IFS School of Finance McDondalds Royal Horticultural Society

Association of Business Executives Chartered Institute of Purchasing and Supply

ILEX Chartered Institute of Legal Executives

Mineral Products Qualifications Council Royal Society for Public Health (RPSH)

Association of Business Managers and administrators

Chartered Management Institute CMI ILM (City and Guilds) (NALP) National Association of Licensed Paralegals

Scottish Qualifications Authority (SQA)

Association of Chartered Certified Accountants

CIBTAC Imperial Society of Teachers of Dancing National Federation of Property Professionals

SFEDI Enterprises/SFEDI Awards

Association of International Accountants

City & Guilds of London Institute Industry Qualifications NCFE Signature (CACDP)

ATHE Limited City College Norwich Qualifications Institute of Administrative Management NCTJ Training Skills for Justice (SFJ) Awards

Awarding Body for the Built Environment

Confederation of Tourism & Hospitality Institute of Animal Technology NOCN (National Open College Network) Skillsfirst Awards

BIIAB Counselling and Psychotherapy Central Awarding Body

Institute of British Sign Language OCN Eastern Region Sports Leaders UK

BPEC Certification Ltd Cskills (Construction Skills) Institute of Export OCN London Swimming Teachers Association Safety Training Awards)

British Ballet Organisation Defence Institute of Operations Management OCN West Midlands Region

British Driving Society Edexcel (Pearson) Institute of qualified lifeguards OCR

British Horseracing Education and Standards Trust

EDI Institute of Revenues Rating and Valuation

Open Awards (Previously OCN NWR/OCN North West Region)

British Institute of Cleaning Science EMTA Awards Limited (EAL) Institute of Sales and Marketing Management

Open College Network Northern Ireland

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 6

Continuing developments

Peer-to-Peer Transfer

Work is continuing with many Awarding Organisations to develop the possibility of direct data

transfer between management information systems and ACE (known as peer to peer transfer). This

work is currently being trialled with Pearsons (Edexcel) and if successful will be rolled out to other

awarding organisations.

The peer to peer transfer works on the principal that the awarding organisation will send the

completion data for NVQs, Diploma’s, and Functional Skills etc. straight to the ACE system where the

fields will be auto populated. This is will allow you to see the data required and be sure of its origin.

Unique Learner Numbers

A Unique Learner Number (ULN) is a 10 digit reference number which is used both alongside and to

provide access the PLR of anyone over the age of 14 involved in UK education or training.

Learners will retain the same number for accessing their Personal Learning Record throughout their lives, whatever their level of learning and wherever they choose to participate in education, training and learning. Each ULN is issued and held by the LRS Organisation Portal. The LRS Organisation Portal uses the number to index each learner’s identity details, education and training qualifications within the PLR.

A unique identifier The 10-digit ULN has been designed to ensure that no additional meaning can be inferred from its structure, for example, geographical location or level of learning. Its purpose is purely to provide a unique identifier for each individual's Personal Learning Record.

The ULN is growing in significance as for the first time this identifier will be used for all qualifications

from the age of 14 upwards. Currently a separate identifier has been used for schools (UCI) and then

a separate ULN was issued at FE/HE level. This caused confusion and through the use of a single

identifier there will be greater interaction and easier access to learning records and reports.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 7

Examples of alternative forms of acceptable Evidence This section gives examples of screenshots accepted as alternative evidence when the completion certificates are unavailable. Exclusion from this list does not imply that the awarding organisation screenshots are unacceptable but if you are unsure with a screen shot that you receive then please contact the Federation for further guidance. Each screenshot includes information on the requirements that makes the evidence acceptable. If any of the information is missing on what has been submitted to you and the training provider cannot access any other form of evidence please contact the Federation as we will work to verify the validity of the qualification. For data protection there is some data that has been blacked out for the purposes of this document. However this data will need to be clear if using any of these to evidence achievement.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 8

This is a report created from the Personal

Learning Record. This report shows the:

Apprentices Name

Unique Learner Number

Provider

Awarding Body

Qualification Type

Qualification Level

Grade

Date Achieved

Therefore is acceptable evidence for ACE.

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 9

This is a screen shot from the Learning Records

Service detailing information for a specific

qualification and shows:

Apprentices Name

ULN

Qualification Type

Grade

Date Achieved

Provider

Web link for the screenshot

Learning Record Service Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 10

This is a screen shot from the Learning Records

Service showing an apprentice’s Personal Learning

Record and shows:

Apprentices Name

ULN

Qualification Type

Grade

Date Achieved

Provider

Web link for the screenshot

Learning Record Service Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 11

This is a screen shot from the City and Guilds

data base Walled Garden and shows:

• Apprentices Name

• ULN

• Date

• Qualification Type (Description)

• Result (Pass or Conferred is accepted)

• Centre name (Provider)

• Web address for the screenshot

• City and Guilds Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 12

This is a candidate history report from the City

and Guilds data base Walled Garden and shows:

• Apprentices Name

• ULN

• Date

• Qualification Type (Description)

• Result (Pass or Conferred is accepted)

• Web address for the report

• City and Guilds Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 13

This is a candidate detail example from the

Edexcel data base and shows:

Apprentices Name

Centre Name

Award Issue Date

Programme Description, Level and Title

Result – detailing the level and grade of

the unit/award

Edexcel Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 14

This is a candidate detail example from the

Edexcel data base and shows:

Apprentices Name

Centre Name

Programme Title and Level

Qualification Type

Award Date

Edexcel Logo

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 15

This is a candidate detail example from the OCR

data base and shows:

Apprentices Name

OCR candidate number

Scheme Title

Unit/Key Skills Level

Result

Result Date

Web address

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 16

This is a candidate detail example from the OCR

data base and shows:

Apprentices Name

OCR candidate number

Scheme Title

Unit/Key Skills Level

Grade (where applicable)

Date Awarded

Web address

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 17

This is a screenshot example from the AQA data

base and shows:

Apprentices Name

AQA candidate number

Date

Title

Result

AQA logo

Web address

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 18

This is a candidate detail example from the IMI

portal data base and shows:

Centre Name

Apprentices Name

Qualification details: QAN number, title,

date achieved, status

IMI logo

Web address

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 19

This is student examination results information

from the SIMS data base and shows:

Apprentices Name

Date

Level

Awarding Organisation

Status

Result

SIMS logo

Signature and date of a the person who

accessed the results (examinations

officer)

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 20

This is student examination results information

from the SIMS data base and shows:

Apprentices Name

Date

Level

Awarding Organisation

Status

Result

SIMS logo

Signature and date of a representative of

the school (examinations officer)

Guidance on acceptable evidence for certification bodies June 2013 © FISSS 21

Summary

As of the 1st of June 2013 the examples within this document will be accepted as alternative

evidence when claiming for an Apprenticeship Completion Certificate on ACE.

However these will not replace the use of actual certificates, these will still be the preferred option

and be used to evidence achievement wherever possible.

If you have any questions as to whether the evidence you receive is acceptable or not please contact

the Federation.