The Work-based Learning feature allows you to create and manage enrolments for Learners taking part in work experience at a Host Employer Organisation. Once a Placement has been created for a Learner, they will be able to use the aXcelerate Learner App to view information about their Placement and submit Logbook Entries. Host Employer Supervisors will then be able to mark attendance and review Logbook Entries for the placements they are responsible for from the desktop or the aXcelerate App.
Features and Benefits of the aXcelerate Work-based Learning System:
- Allow Learners to record Work-based Learning evidence in a digital Logbook and view their Placement details and schedule via the Learner App
- Let Host Employer Supervisors review Logbook Entries and mark attendance from the desktop and the aXcelerate App
- Monitor the time and activities Learners participate in during Work-based Learning
- Manage the Schedules and Attendance of Learners visiting Host Employers
- Map Work-based Learning Activities to Qualifications and Units of Competency
- Provide oversight of Work-based Learning being conducted throughout your business
- Automation triggered by Work-based Learning events
- Generate and send Work-based Learning Documents
Planned Improvements to the Work-based Learning System
- Bulk creating and updating Placements from a dedicated Class-view
- Further enhancements to reporting & analytics
- Generating Observation Assessments linked to Logbook evidence
Tip: You can change the terminology of Work-based Learning Placements, Activities, and Visits in your account from the Core tab of your System Settings. Just keep in mind that these will be the terms used for those objects throughout the help documentation.
Note: If you have any feedback you would like to share with us about Work-Based Learning, please let us know by using this form.
Work-based Learning Overview
The purpose of this article is to give you a high-level summary of the system setup that will need to be completed to successfully manage Work-based Learning within your system. Follow through this article in order and follow the links to each of the Work-based Learning help articles to set up Placements in your system correctly.
Below is a high-level diagram of how each of the main system objects relates to one another to help you get started:
Add Host Employer Information
A Host Employer is an Organisation that Learners will be assigned to when undertaking Work-based Learning. Each Placement must be assigned to a Host Employer, so the Employer must be set up before a Placement can be created.
Click here for more information.
Create Host Employer Supervisors
Supervisors are typically employees of the Host Employer that will oversee the Learner while they are participating in Work-based Learning. Supervisors need to be set up as Contacts in the system and assigned to a Host Employer Organisation to be created as a Supervisor. Supervisors are responsible for marking attendance and approving Logbook entries, but this can also be done by Administrators and Trainers with Work Placements permissions.
Click here for more information.
Tip: When a Supervisor is created they will be created as the default Supervisor User role assigned in the Additional Options tab of your System Settings if they are not already a user.
Create Class Enrolments for Work Placements
To create a Placement, it must be linked to a Class enrolment. This means that the Learner must exist in your account and be enrolled in a Class before the Placement can be created.
Click here for more information.
Configure Work-based Learning Activities
Work Placement Activities refer to the tasks that a Learner will undertake during their Placement. When Learners create Logbook Entries using the aXcelerate Learner App, they will be able to select the Activities they took part in during that visit from the list of available Activities.
Once created, activities can then be mapped to units within a Qualification to automatically assign them to Placements that are created for that Qualification.
Click here for more information.
Set up a Work Placement
Once the Activities have been created and mapped, the Host Employer has been set up and the Class enrolment exists the Placement can be created. After the Placement record has been generated you can set the Schedule for when the Learner should be visiting their Host Employer.
Click here for more information.
Tip: If you have set up Work-based Learning Presets, you can apply a Preset when creating a Placement to pre-populate some of the information.
Create Learner Users for Work Placements
Learners will need to be created as Users and given aXcelerate login information to be able to record Logbook Entries and view Placement information via the aXcelerate Learner App. It is also useful to send the Learners some information about downloading the App prior to their Placement commencing. The app can be found by searching for 'aXcelerate Learner' on the user's mobile device App store.
Click here for more information.
Tip: When the Placement is created you will be given the option to create the Learner as a user if they are not one already.
Create Supervisor Users
Supervisors will need to be created as Users and given aXcelerate login information to be able to mark attendance and approve Logbook Entries via the desktop or aXcelerate aXcelerate App. The app can be found by searching for 'aXcelerate' on the user's mobile device App store.
Click here for more information.
Tip: The Supervisor user role can be used to create a user who is only able to view Learner information, mark attendance and approve Logbook Entries via a limited version of the main aXcelerate interface or the aXcelerate App. Administrator and Trainer users can also be assigned as Supervisors and log in through the aXcelerate App as well as log in to the whole aXcelerate interface.
Set up Work-based Learning Presets
Presets are used as a template for the creation of Placements to help reduce the input of information that will be shared across multiple Learners. Presets can have a Host Employer, a Qualification, Dates, Duration, a Schedule, and Activities or any sub-set of those details.
Click here for more information.
Tip: While setting up Presets is not mandatory, they will help to make the creation of Placements more efficient. For example, if many Learners are going to be visiting their Host Employer on the same day and time each week, setting up a Preset that contains that Schedule will mean that you wouldn't need to enter it for each Placement you create.
Test the Apps in the Staging Environment
When you first begin implementing the aXcelerate Work-based Learning system, we recommend that you try using the apps yourself to give you a better understanding of what your Learners and Supervisors will be doing. To do this without affecting your live data, you can change the Apps to instead point to our staging environment. Then set up some testing data in your Staging account to view and test it in the Apps.
- Download and Open the aXcelerate Learner App or aXcelerate App
- Click the Cog Icon in the bottom-right corner of the login screen
- Select the Staging Environment
- Log in to the App
Tip: The data in the staging environment will be refreshed with the information in the live environment at the beginning of each month. For more information please refer to our Staging Environment help article.
Note: When you are logged into the Staging or Testing environment a notification bar will appear at the top of the screen to show that you are not using live data. To change the environment back to live, log out and select the Production Environment.
Warning: The Testing Environment is primarily for use by the aXcelerate team. This environment is much less stable than Production and Staging and has infrequent refresh periods.