Move learners from one learning aim to another

Overview

Moving a learner from one learning aim to another is straightforward if the learner has not yet started any assessments—you can simply remove the incorrect learning aim and apply the correct one. However, if assessments have already been started, criteria selected, or evidence added, you must follow the steps in this guide to ensure progress is re-mapped correctly and no evidence is accidentally hidden. No evidence will be deleted during this process.

Who Can Use This Feature?

This feature can be used by the following user roles:

• Centre Manager
• User Manager
• Assessor (with permission)
• Internal Quality Assurer (with permission)

Permissions

• Can manage learner accounts

Centre Setting

• Deny assessors access to setting learners’ details (including learning aims)

When Do You Need to Follow This Guide?

You only need to follow the detailed steps below if the learner has started assessments connected to the incorrect learning aim. If no assessments have been started, you can change the learning aim directly from the learner’s portfolio without further action.

How to Move a Learner to a New Learning Aim

Step 1 – Save Per-Criteria and Written Question Typed Evidence

1. Open all Per-criteria and Written question assessments linked to the incorrect learning aim.
2. Copy all criteria/questions and the typed learner responses into a separate document.
3. Make a note of any attached evidence files.
4. Record which criteria the assessment was originally mapped to.

Step 2 – Record Learning Aim and Unit Information

From the learner’s portfolio, note the following details if they need to be retained:

Learning Aims Tab

• Start and end dates
• Weightings (if used)
• Registration numbers

Units Tab

• Selected units
• Planned, Actual, and Anticipated completion dates
• Weightings (if used)

IVs/EVs Tab

• The IV/EV assigned to the learning aim

Step 3 – Change the Learning Aims

1. Open the learner’s Learning Aims tab (Assessors: use the Learning Aims icon in the Manage tab).
2. Click Select Learning Aims.
3. Untick the incorrect learning aim.
4. Tick the correct learning aim.
5. Click Save.

Step 4 – Re-enter the Data from Step 2

1. Re-enter the learning aim data you recorded.
2. Re-select and save units on the Unit Selection tab.
3. Re-enter unit-level details.
4. Select the correct IV/EV.

Step 5 – Unlock and Re-map the Criteria

1. Unlock each affected assessment.
   Note: The assessment must be unlocked to the person it is set to be started by.
2. Add the criteria from the correct learning aim.
3. Paste the copied responses back into the per-criteria and written question fields.
4. Holistic evidence and attachments will remain in place.
5. Re-attach any files previously linked to specific criteria or questions.

Step 6 – Re-sign the Assessments

Once all evidence is re-mapped, the Assessor and Learner must re-sign the assessments so that progress counts toward the new learning aim.

Top Tip

Centre Managers should check the consistency rules to ensure that new rules exist for the correct learning aim if required.

Terminology

Terminology used in this article may vary depending on your Centre.

Need Help?

If you encounter any issues or have questions, please contact OneFile Support or your internal support channels.