Improve portfolio file viewing from class matrix.
Answered
When viewing the class matrix and selecting portfolio checklist, it would be great if we could have a way to:
- Preview the file that was uploadwithout having to navigate away from the clas matrix view
- Mark a portfolio item as Good/correct, or incorrect/need more info within the class matrix area (colour indicator similar to assessment outcomes and/or unit outcomes.
To ensure we meet state compliance requirements we need certain documents to confirm students eligibility to particpate, and it would be so helpful if we could see if something is uploaded and if the document meets requirments without having to constantly switch between the matrix view and individual student portfolios.
Happy to share a screenshot with you privately if needed.
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Official comment
Hi Team,
For the Portfolio "Statuses", what statuses do you think you would need for confirmation of an item?
In your mind, would this work similarly to the trainer evidence approval process?
Would you also, for compliance reasons, need something like expirys?
Thanks,
JackComment actions -
Good idea.
Particularly with point 2, being able to have some sort of checking/approval process on the Portfolio is something we have suggested as well! (https://support.axcelerate.com.au/hc/en-gb/community/posts/12402962899727-Portfolio-Checklists-approval-system)
Your use case (eligibility) is a good example of where it can be super important to know if the Portfolio item is 'correct' or not, and where it would be useful to see/action this from the class matrix as well. -
Probably more like the assessment marking approach, perhaps somthing similar to:
- Not submitted (Grey) - nothing supplied
- Submitted (Yellow) - needs to be reviewed by RTO
- Requires review (Red) - means student needs to review and provide updated information
- Approved (Green)
Not sure expiration is essential for us, however other RTOs may have expiration requirements so would be useful to include. Perhaps the red colour flags for this as well.
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I agree with James on those statuses, and the comparison to the assessment marking approach. We have modelled some documentation requirements to be assessment tasks instead of Portfolios items, just to be able to make use of a review process that communicates with the student - but these are items that would be better stored in Portfolio for universal reference across enrolments.
For us, there would be the need to track expiries in some cases - like documents that have an explicit expiry date associated, or for items we would ask for only periodically (e.g. once every 2 years).I would suppose the way statuses are handled on expiries would need to consider how the documents are gathered initially and the way it communicates requirements to students. E.g. if a document is expired, then from James' suggestions, perhaps use 'not submitted' as far as the student sees on an enrolment form, so it's clear something new is required - though I can see red working as well to imply something needs 'replacing' instead. Or perhaps there should be a dedicated status just for 'expired' documents, so it's clear at a glance in a matrix view what the specific situation is.
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This would be a great additional function - currently we have our learners load their official licenses etc into another system that is subject to workflows for approval, as we need to be able to trust the data for HR purposes. If we could submit these for review and then approve or reject once validated, it would make life much easier and reduce duplication across systems for our learners.
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This would be beneficial for our RTO too, as we're required to verify currency and pre-requisites as part of a short-course. We spend significant time reviewing portfolio documents and recording their status on paper checklists. I would love for a portfolio verification status on aXcelerate to also be considered in the auto certificate issuing processes.
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