Work-based Learning Activities

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Work Placement Activities refer to the tasks that a student will undertake during their Placement. The list of available Activities should encompass everything a student may do at the Host Employer that is related to the course they are undertaking. When students 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.

Courses

 

Work-based Learning

 

Activities

Create a Work-based Learning Activity Type

Work-based Learning Activities can be grouped into Types to help Learners to find the correct Activity when creating a Logbook Entry. Types are also helpful for organising Types in the administration area as the primary list is grouped by Activity Type.

  1. Click New Type
  2. Enter the Activity Type Name
  3. Click Create Activity Type
 

Tip: An example of an Activity for a Carpentry Apprenticeship could be 'Apply varnish to a surface' with the Activity Type set as 'Woodworking'.

Create a Work-based Learning Activity

  1. Click on the Qualifications tab of the Work-based Learning area
  2. Select a Qualification
  3. Select a Unit within the Qualification
  4. Click New Activity
  5. Upload an image to be used for the Activity thumbnail
  6. Set the Activity Name
  7. Select an Activity Type
  8. Click Create Activity
 

Tip: Activities can be created from the Qualifications tab of the Work-based Learning area, or when viewing the Activities of a particular Placement.

 

Note: You can add a new Activity Type by typing in the name of a new type in the search area and then clicking 'Create as a new Type'.

Map a Work-based Learning Activity

Activities can be mapped to units within a Qualification to automatically assign them to Placements that are created for that Qualification. This also creates a relationship between the tasks the student completes and the appropriate units in their course while using student-friendly terminology for the Activities.

  1. Click on the Qualifications tab of the Work-based Learning area
  2. Select a Qualification
  3. Select a Unit within the Qualification
  4. Click Map Existing Activities
  5. Search for and select an existing Activity
 

Tip: You can also create a new Activity from this interface which will automatically map it to the selected unit.

 

Note: You can also assign an Activity as a General Activity for a Qualification to map the Activity to the Qualification, but not create a relationship with a specific unit.

Unmap a Mapped Work-based Learning Activity

Once an activity has been mapped to a unit & qualification it can be unmapped from the Mapping area by clicking on the mapped Activity.

  1. Click on the Qualifications tab of the Work-based Learning area
  2. Select a Qualification
  3. Select a Unit within the Qualification
  4. Click on a mapped Activity

Manage Placement Activities

When a Placement is created for a particular Qualification, any Work Placement Activities that are mapped to units in that Qualification will be assigned to the newly created Placement. After the creation of the Placement, Activities can be added or removed for that student as needed.

  1. View a Work Placement record
  2. Click on the Activities tab
  3. Search for an existing Activities or create a new Activity
 

Tip: Activities can be removed from a Placement by clicking the remove icon on the Activity when viewing the Activities for that Placement.

Deactivate Work-based Learning Activities

An inactive Work-based Learning Activity will not appear for Learners when they are creating Logbook Entries in the App. Deactivating an activity is useful for keeping historical data for Activities that have been recorded by students but are no longer relevant for future Placements. The Activity will still retain the Unit mapping relationship, but not appear to Learners and be hidden in most interfaces in the admin area. Inactive Activities can be reactivated from the additional actions menu when viewing the Activity.

  1. Select an Activity Type
  2. Select an Activity
  3. Click on the Additional Actions Menu (3 dots)
  4. Click Deactivate Activity
  5. Click Deactivate Activity
 

Tip: You can still change the Unit mapping of a deactivated unit from the Activities tab. By default, inactive Activities will not appear in the main list of Activities, but you can show inactive Activities by adjusting the filters.

 

Note: The name, Type and Unit mapping relationship of an Activity can be changed instead of deactivating it.

Enable Activity Evidence for Learners

System Settings

 

Learner Portal & Settings

When Activity Evidence is enabled, it allows Learners to record time and evidence against specific Activities that they have selected when creating a Logbook Entry in the Learner App. Learners will be able to click on individual Activities they have selected to view details about the Activity and provide details about their experience with that particular Activity.

This will also mean that the Work-based Learning Activities interface in the admin area will have a settings tab that will be used to control the fields shown for each activity. The general evidence field will also not be shown in logbook entries, and instead require evidence to be recorded against specific Activities.

 

Tip: Allowing evidence to be recorded about particular Activities will help Learners to capture more granular information about their Work-Based Learning experience which will facilitate better reporting capabilities. This will also give you access to configure Activity Settings that let you customise the information displayed to Learners for each Activity.

 

Note: Activity Evidence is enabled by default and can be toggled from the Learner App settings on the Learner Portal & Settings tab of your System Settings.

 

Warning: When this setting is enabled, the general evidence field will be hidden in the Learner App Logbook interface to help ensure all of the data is consistently captured at the Activity-level.

‍Turning this setting off will give learners are simpler logbook experience and just require them to record time and evidence against the Logbook as opposed to each Activity. However, this will limit the granularity of the data that can be captured and prevents the use of Activity-related fields and settings.

Configure Work-based Learning Activity Settings

When Learners are allowed to record evidence against Activities when making Logbook entries, the fields and information that are displayed in the Learner App for each Activity are able to be customised by admins.

 

Note: Activity-related fields and settings will only be available when Activity Evidence is enabled.

These settings allow you to set an Activity Description to provide the Learner with information about the task such as when to record it and what evidence they should capture.

Activity Settings also allow you to select which fields are available for a Learner to fill out when recording logbook entries in their app. This helps admins to create a more tailored experience to the way their Learners record particular Activities.
‍
The following fields can be toggled on and off:

Duration/Time

This field determines the amount of time a Learner has spent participating in an Activity that they have recorded in their Logbook. When time is recorded against particular Activities, it means that you are able to track how much Learners engage in specific tasks during their training.

Evidence

This field controls whether Learners can upload files - such as photos, videos & documents - to their entry about a specific Activity. Keep in mind that if this field is disabled, learners will have no way of recording evidence for this activity (as general evidence is hidden when the Activity Evidence setting is enabled).

Repetitions

This field is shown to Learners as an increment counter to gauge the number of times a particular Activity was undertaken during the recorded period. This can be used as an alternative way of gauging the amount of experience a Learner has partaking in a particular Activity.

Comment/Note

This is a free text field for Learners to provide a description of their experience undertaking a specific task or any other relevant details.

Related Units (Display Only)

This will determine whether the units that have been mapped to Activities will be shown to Learners in the app. This field will not allow Learners to record any additional information, the units that display will be for viewing purposes only.

 

Tip: Enabling the option to 'Use the Activity Field settings provided by the Activity Type' will mean the options configured at the Activity Type will be used for the selected Activity. Using this option helps to give more consistency and make it easier to manage the settings for a group of Activities.

Set up Work-Based Learning Activity Conditions

Activity Conditions are used to capture additional information relating to the circumstances of a Learner's experience when they submit Logbook Entries via the Learner app. Conditions will appear as a set of checkboxes in the Learner App and display the selected values to Admins, Trainers and Supervisors.

This allows new types of information to be captured in relation to each Activity at the time it is recorded. Examples of this could include:

  • The level of assistance provided to a Learner
  • The equipment or types of materials used by the Learner
  • The type of environment the Learner worked in
  • Performance conditions from a specific unit

Conditions are grouped into Sets that can be configured for all Activities within an Activity Type or customised for each Activity. Condition Sets can also be re-used across multiple Activity Types and Activities.

Courses

 

Work-based Learning

 

Activities

  1. Select an Activity Type
  2. In the Activity Conditions section, click New
  3. Set the name of your Condition Set
  4. Add each of the relevant Conditions
  5. Click Create
 

Tip: You are able to re-use Condition Sets by searching for an existing Set rather than adding a new one. You can also edit the selected Set, by clicking Edit or update other Condition Sets by selecting Manage Condition Sets.

 

Note: By default, Activities will use the Condition Set linked to the Activity Type but you can set specific Condition Sets for each Activity as needed.

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