Portfolio Status

For assessors, IQAs, LSAs and Quality Assurance Coordinators.

Every portfolio has a status that shows where the candidate is in their course. This guide explains each status, and how to move a portfolio forward to the next status or back to the previous one.

At a glance

Click a status to read more about it.

All the buttons mentioned below are on the Portfolio Front Page, unless the guide says otherwise.

Set Up

The portfolio has been created, but the skills scan and unit selection aren't complete yet.

• Move forward: complete the skills scan and unit selection. See Set Up Portfolio.
• Move back: n/a. If the candidate has never logged in, you can delete the candidate instead.

Live

Units have been selected. Plans and evidence can be added, and units can be confirmed complete when they're ready.

Live also covers these statuses: Gateway, In EPA, Onboarding and On-programme. Users have the same access rights in these as in Live, and you can filter by them on the Candidate Search page.

• Move forward: the assessor and candidate confirm all units complete. See Final IQA Workflow.
• Move back: return the portfolio to Set Up. See Changing a candidate's course.

Finalising

The assessor has confirmed all units complete, and the portfolio is ready to submit for final verification.

• Move forward: click Submit for Final Verification. Available to assessors, IQAs and QACs.
• Move back: click Undo Finalising. Available to LSAs and QACs.

Final Verification

The portfolio has been submitted for final verification.

• Move forward: click Approve Final Verification. Available to IQAs (if they hold the portfolio) and QACs.
• Move back: click Not Yet Approved. Available to IQAs and QACs.

If final verification can't be approved

Check the following:

1. Have all units reached 100%?
2. Have the assessor and candidate both confirmed every Unit Completion Declaration?
3. Has the IQA clicked Finish Verification on all the evidence they're verifying?
4. Is there any negative IQA feedback that hasn't been followed by positive feedback confirming it's complete?
5. Is the IQA the holder of the portfolio? If not, a QAC can move the portfolio back a status and then forward again, which updates the holder.

Certification

Final verification has been approved. All plans and evidence in the portfolio are now read-only.

• Move forward: click Portfolio Certified. Available to IQAs and QACs.
• Move back: click Undo Final Verification. Available to IQAs and QACs.

Note: Undoing final verification doesn't clear the completion date. It's overwritten the next time someone clicks Approve Final Verification.

Complete

The certificate has been claimed.

Tip: We recommend that the candidate and the centre both export a copy of the portfolio to keep.

• Move forward: use Manage Learning Status to end the learning. See End Portfolio / End Learning / Break in Learning.
• Move back: click Undo Certification. Available to QACs only.

Ended

The candidate is no longer working on the course. Ended also covers achievement statuses (such as pass or merit) and Withdrawn, and you can filter by these on the Candidate Search page. If the centre restarts the portfolio, it goes back to its previous status.

• Move forward: click Archive Portfolio. Available to LSAs and QACs. See Archive Portfolio.
• Move back: use Manage Learning Status. See End Portfolio / End Learning / Break in Learning.

Suspended

The candidate has stopped working on the course for now, but plans to return. If the centre restarts the portfolio, it goes back to its previous status.

• Move forward: click Archive Portfolio. Available to LSAs and QACs.
• Move back: use Manage Learning Status. See End Portfolio / End Learning / Break in Learning.

Archived

The candidate is no longer working on the course, and the portfolio has been archived.

• Move forward: n/a.
• Move back: click Re-activate Portfolio. Available to LSAs and QACs. See Re-activate a Candidate.

Related articles

• Set Up Portfolio
• Final IQA Workflow
• End Portfolio / End Learning / Break in Learning
• Archive Portfolio
• Re-activate a Candidate