End Portfolio / End Learning

A candidate can continue to access their portfolio until you end their portfolio, at which point the system will automatically disable their account. Although, you can then manually enable to account again (via ‘View Candidate/Modify’ and tick the ‘enabled’ box) if you want the candidate to access their portfolio even when ended/archived.

Whether you can 'manage learning status' or not is dependent on the portfolio status.

We recommend the candidate always exports a copy of their portfolio to store on static media or on their own PC before ending their account.


Q. How can I change the status of a Portfolio to archive or suspend a Candidate's account ? 

1. To remove / end a candidate:

1.1    Go to the portfolio front page and click 'Individual Learning Plan', then ''Manage Learning Status'
1.2    Select the 'Status change to'
1.3    Select the 'Reason'
1.4    Enter the 'Effective from date'
1.5    (Optional) Enter 'change details', use this box to provide an explanation as to why the change is taking place
1.6    Click 'Change Status'

Note: You can still view and download the Portfolio of a Candidate that has been ended, but to locate the Candidate you will need to tick the 'Include Inactive Candidates' option on the Search Candidates page. The same procedure would apply to EVs/EQAs, so we would advise only remove/end a Candidate once the EV/EQA has visited.

To add to the available Reason see Centre Defined Fields

Q. Can a candidate still access their portfolio when ended, suspended or archived?

Yes, but you will need to manually enable the account again (via ‘View Candidate/Modify’ and tick the ‘enabled’ box) if you want the candidate to access their portfolio even when ended/archived.

Q. How do I archive a portfolio?

a) You will require one or more of the following roles to archive a portfolio:

Learning Support Administrator
Quality Assurer

b) The portfolio status needs to be 'Ended' or 'Suspended'.

Once both of the above conditions are met an 'Archive Portfolio' button will be available on the Portfolio Front Page.  On clicking this button the portfolio status will change to Archived.

Ending more than one candidate at a time:

Create a work template, then click ‘Set-up’ then ‘Manage Events’ and create the following event:

Trigger = Date trigger
Trigger Details = Date: select a future date i.e. tomorrow
Action = Change Learning Status
Action Details = Status: Ended; Reason: Select from available options

Click ‘Add’.

Next you can apply the work template to the candidates you would like to end/suspend.

Ending all candidates on a course:

Go to the Course, and click 'Course Events', and create the following event subscription:
Trigger = Date trigger
Trigger Details = Date: select a future date i.e. tomorrow
Action = Change Learning Status
Action Details = Status: Ended; Reason: Select from available options

Click ‘Add’.

Note: if you intend on adding new candidates to the course again, this event will need to be deleted once triggered, or it will continue to end/suspend candidates.



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