Trainer's academic record to transition into their trainer evidence log

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Tracey McKay

Where a trainer / assesor does internal upskilling / refreshing, their academic record and/or certificates / SoA reports into their trainer evidence log to eliminate the need to download certificates and then re-upload.

Some other SMS do this, a time saving process

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  • Pip Austin

    Anything that saves time sounds good to me!

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  • Mark Gilmore

    Hi Everyone

    I'm doing some research into this topic and would like to get some input from you on my proposed solution.

    Under my proposed solution, we would add a new option to the Trainer record, whereby Competent Unit outcomes for that Trainer would be automatically linked with the Trainer Competency Matrix.
    Any new Competent Units would automatically be granted as a Trainer Competency.
    It would also be automatically removed if that competent outcome is removed.
    The evidence log will also link back to the class enrolment.
     
    My questions are as follows:
    1. How should we handle units that have an expiry date?
    2. We will allow you to select a Competency level (eg Train Only) at the Trainer level. Let's say that my configuration is such that I am automatically granted Train Only Competency for units that I complete. Are there cases where I need to have a different competency for some units? If so, how would this be changed?
    3. Should we allow you to unlink Units/Endorsements? It would be impossible to re-link.
    4. Should it only be Competent unit outcomes that create the link?
    5. Are there any situations in other RTOs that you're aware of where any of these answers might change?

    Thanks in advance for any additional insights you can provide.

    Thanks
    Mark

     
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  • Tracey McKay

    great news that this is being looking into 

    1 - can this link to Renewal / Expiry section of Upload evidence?

    2 - caution may be needed here - eg trainer who doesn't hold TAE  ( trainer for non accredited courses). Personally would prefer this approval to be a manual process, but linking the evidence from the upskilling

    3 - not sure

    4 - yes

    5 - not sure

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  • Mark Gilmore

    Thanks for your response Tracey.

    1. Yes that is the intention - that it will link. Apologies, I should have worded my question better. What should happen to the trainer competency if the linked unit that is being used as evidence, has expired? Should the Trainer competency be rescinded?
    2. Thanks for this clarification. Would you want to prevent the trainer competency from being issued without evidence (either a Competent unit within aXcelerate, or an uploaded document)? Or are there still instances you would want to grant trainer competencies without any evidence (eg non-accredited courses)?
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  • Pip Austin

    I thought Tracey was asking for the PDF copy of the certificate to be added to the evidence log uploads.

    This feels like a whole new idea unless I completely misunderstood the original request.

     

    Here are my thoughts on the proposal.

    1. There should be notifications in the system to warn the admin and the trainer that the expiry date is coming up and then warnings that the competency is out of date. 
    2. It sounds problematic to prevent RTOs from updating competencies without having linked units or a document, we currently do not use the trainer's evidence log in axcelerate and this change would force us to start using it.
    3. If it is impossible to relink and it is accidentally unlinked, this sounds like a nightmare.
    4. Competent, RPL-G or CT would be ok, but depending on the unit CT might not be a valid reflection of current competency.
    5. We are all different and so I feel that this automation could be too complex to fit everyone's operating situation. I'd suggest just looking at copying across the documents so we don't have to re-upload and shelf the automatic updates. It is usually recommended that a trainer doesn't gain all their qualifications from their own RTO anyway, it is better to go out and gain experience with another provider so this automation seems like it is promoting the opposite.

    Hope this helps Mark, although it might not be the answers you were hoping for.

     

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  • Mark Gilmore

    Hi Pip

    Thanks for your response. I have re-evaluated our proposed approach. Please see below and let me know your thoughts.

    1. The Trainer Competency will not be added automatically
    2. [Optional - controlled by a system setting] The user will be blocked from adding a new competency unless a) evidence is uploaded or b) the trainer has a competent outcome in that unit
    3. If a competency is added where a competent unit is detected, it will automatically be linked and added as evidence to the evidence log
    4. If the unit expires, the evidence will be marked as expired but the trainer competency will remain

    Does the above align more with what you're looking for?

    You said above that RPL-G or CT would be 'ok' - we're thinking of sticking with just C for now. Do you foresee any issues with this approach? Keep in mind that using those outcomes as evidence would still be possible, but the current manual process.

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  • Ange Harragon

    Hi Mark

    The re-evaluated approach sounds like a better approach. 

    It would be good to test this in staging to provide further feedback.

    Is there any update on this idea Mark?

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  • Mark Gilmore

    Hi Ange

    We've done our initial research and have a planned approach.

    We have not commenced any development yet, as we've been focusing on higher-priority areas. If we do commence, we'll be sure to reach out to you during the development phase to get your feedback.

    Thanks
    Mark

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  • Tracey McKay

    Is there any update on this. We are spending hours each week downloading trainer evidence and then re-uploading it against competency approvals. It seems totally counterproductive. 

     

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  • Rod Staines

    Hi Tracey,

    Yes, we are still working towards this feature. We are hoping to have a solution before the end of this financial year.

    Cheers,
    Rod.

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