T: E: W: smartassessor.com

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1 Completed Sessions Once you have completed a Session with a Learner, you will need to mark this as Attended, you do this from the Sessions Tab, select attended from the drop down box and press the save icon. Completing a session This then opens up the training and assessment plan for you to mark any actions that you need to as completed. If you click on the edit button next to the Action/Task you want to mark as competed, in progress or not started it will open up a pop up for you to change this and enter any time spent doing the Action/Task. Edit and action Page 50

2 Task Library An Admin or an Assessor can create tasks against courses; these tasks will then be available for every learner doing that course (But are not mandatory, the assessor has to choose to assign them to the learner). To create a task click on the Task Library Tab. Task Library button This will open up the task library where all of the tasks are created and stored against a course. Task Library Page 51

3 You then need to select a course to create a task for; you do this by selecting the course from the drop down list. Course Selection This will display all the tasks associated with the selected course. To add a new task click on the Add Task Button. Add new task Page 52

4 This will open up the Task creation page. On This Form you will See it has filled in the course for you, you can then pick the unit this Task is going to relate to 1, the Task name 2, a Task description 3 and a sequence number 4, which is the order of importance for this Task Task creation Once you have filled in the information click the submit button to save your task, this will now appear in the list. To Auto map PC s for this Task you need to click on the + icon next to the Task you created. This will display the PC s for the Unit you created the Task against. Add new task Page 53

5 This will show you the PC s for the unit this tasks relates to, if you want to view the To Know s and Range as well as the To Do s you need to show them by clicking on the Show to know and Show Range buttons. Mapping to PC s and showing criteria To allow auto mapping, you need to pre tick the PC s that once complete this Task will meet. To do this put ticks in the boxes under the PC numbers; you can hover over the PC s to find out what they are. Mapping to PC s and showing criteria Once you have done this, click the Save button to Store your work. This task is now created and ready to assign to the learner, this task will also be available to all other Learners doing this course. Page 54

6 The Skills Scan You can access the Skill Scan from the Skill Scan button when you login. This will take you to the choose Skills Scan units screen and enable you to provisionally select the units you think you want to do (different Levels will be displayed in different colours, see legend), and then complete a Skills Scan Questionnaire on those units to see whether you would be competent in these areas, this will easily show you any skill gaps you have. Once you have selected the provisional units press the save button. Provisional unit selection Page 55

7 The Skills Scan Questionnaire asks them how competent they feel at each Performance Criteria under the units they have chosen. The unit s names are down the left, click on these to see that units Questionnaire get the Learner to tick one of the boxes for each Not sure, never, sometimes or Always. Once this has been filled in click the Next button, this will take you automatically to the next unit page. Skills Scan Questionnaire Once the Learner has completed all the units, you will be taken to the Results page; this will display a graph showing an overview of for each unit. You can select different units from the drop down menu. Skills Scan Results Page 56

8 The Employer Tab You can search for and edit employer information by clicking on the employer tab. Employer screen This will display all the companies in the database; from this screen you can filter by company initial letter by clicking on one of the letters: Initial search Filter by Learner course from the drop down boxes: Drop down filter Or by manually typing in the name of the company you are looking for: Company search: Tesco Page 57

9 By clicking on the globe icon, you can jump straight to the company s website if they have one stored. Globe icon to go to company s website You can also add a new company from this screen by clicking on the add new button Add new company This will open a new screen where you input the company information, once you have filled in the details, simply press the save button and the company will be added to the employer list. Company information screen Once an employer has been created, you can then assign learners to them. You can also delete existing employers by clicking on the name of the employer Employer name Page 58

10 This will open the employer information screen, to delete the employer click the delete button Deleting an employer The Learner Tab From here you can search for and edit learner information by clicking on the Learner Tab. Learner button Page 59

11 This screen displays all of the Learners assigned to the assessor that is signed in, you can search and filter on a number of different criteria, by entering the name of the Learner you are looking for and pressing filter 1, by course 2, by status 3 or by employer Learner screen To Clear a Filter once you have simply click the clear filter button or make another search, this will automatically perform your most recent search for you without you having to clear the filter every time. Filter on search for Danny Clear filter button You can also jump straight to a learners portfolio using the course icon. Icon for Learners profile Page 60

12 Adding a new Learner You can also add a new learner using this screen via the New Learner button this will open the add new learner screen, from here you can fill in the Learners details and press save. Once you have done this you will need to assign the Learner to a course, to do this click on the course tab. User details screen, course tab shown This will open the course screen, to assign a new course for the Learner pick from the drop box the course you want and press the add button, this will assign the course you have chosen to the Learner Assigning a course to a learner Page 61

13 You then have to assign the Learner to you or another assessor, by clicking on the pencil icon under the edit heading, this will allow you to edit the information shown. Edit icon Editing the course information You can set the date that the Learner will complete using the calendar icon and selecting a date of your choice 1, choose the assessors you want to assign to that learner and then also select if the 2 nd assessor is a lead assessor or not 2, enter the Registration number of the Learner 3, and enter the registration date using the calendar icon 4. Once you have entered this information press the save button 5 and the Learner will be assigned to the assessor or assessors you have chosen and be displayed on the Assessor Dashboard. Page 62

14 The Sessions Tab This tab allows you to book sessions with your learners, view all sessions booked in by date or between selected dates, filter on all attended or all cancelled, type of session, by learner and by assessor, mark sessions as attended or cancelled and leave comments on sessions, you can also enter Smart Sessions from here, view the Learners portfolio, view the Learners Logs and add session comments. Sessions Screen To view sessions between certain dates select the dates you want by selecting the dates from the calendar or by using the forward/backward 1 day buttons, you will then need to press the filter button (the default date will be today s). Calendar date selection/ Calendar button To filter by Learner, click the filter icon by their name in Name column, this will automatically show you all the sessions booked with that Learner. Filter icon Page 63

15 Adding Additional Learners to a Session At the point of booking a group session with more the one learner, you select the number of participants, if you select more than 2 then the add additional participants now button becomes active, and once you have filling in the session booking form, you can press this button and it will take you directly into the screen where you add additional participants. Additional participant s button From here you can select the new learner you want to add from the drop down box, to add the learner press the add button. It also shows you how many spaces you have left on the session. Add /Remove learner s page Page 64

16 Alternatively you can add new learners to an already booked session for more than 2 users, click the sessions tab, this will take you to the session s page, and then click the virtual room usage button there is also a the option to add additional participants available on the initial booking page which allows you to add learners at the time of booking taking you through to the same page as shown in this procedure. Sessions page This will take you to the daily room usage page, from here search for the session you want to add another learner to using the calendar button to select the date of the session. Daily room usage page Page 65

17 Once you have located the session you want to add the additional participant too, click on the number on the session. This will open the add/remove participant page. Add /Remove learner s page From here you can select the new learner you want to add from the drop down box, to add the learner press the add button. It also shows you how many spaces you have left on the session. Booking an assessor as unavailable To book an Assessor and unavailable you firstly need to click the New button; this will take you to the Add New Session page. Both you and the Assessor can book Unavailable slots. Add new button Page 66

18 You firstly need to set the session method as Traditional Session, to do this simply select which you want by checking the button next to each one. Session Method Next you need to select the assessor using the drop down box. Assessor Selection Then the date of the Session you want to book, you can enter in manually or use the calendar to input the date. Date Selection You then need to select a time for your meeting, you will notice that times already allocated are a different colour. Time Selection Once you have done this you need to select unavailable from the drop down box. Unavailable Selection Page 67

19 Then select the duration of the Session you want to book. Duration of session Once this has been done press the Add new session button to allocate that assessor as unavailable. ing the Learner You can actions to your Learner by clicking on icon; this will open the pop up. Icon Page 68

20 From here you can type your and press the submit button. learner Please note you cannot reply to s sent from the learner. You need to log into the system and click onto the Learners icon to reply to them. Time log Recording guided learning hours The built in time log can be found under the time log tab on the learner dashboard (to navigate to the learner dashboard see page 10). Time log button Page 69

21 This will take you to the built in E-timesheet; from here you can see how much time the learner spent on each activity/session. Timesheet The time sheet will automatically add and sessions that you schedule in for that learner and the amount of time spent on the session along with the date of that session, you or the learner can add additional activities to the time sheet such as home study, online study, using course materials etc. To do this select and activity type from the drop down list. Activity type Page 70

22 You then need to select a unit the activity was against or select the whole qualification from the unit drop down box. Unit selection You can select which assessor the activity was with, if the learner has more than one assessor assigned to them. Unit selection You then need to select the time spent on that activity against the unit you have chosen; you can select this from the time spent drop box. Time spent Page 71

23 Then you need to select the date that this activity happened by clicking on the calendar icon, this will open up a calendar for you to select the date from by clicking on the date you want. Date selection Then select if it was on the job or off the job and write some comments about what the learner did. Date selection Page 72

24 Once you have filled in this information to save your activity click the submit button. Submit button You will then see this has been added to the activities at the bottom of the screen, and has changed the amount of time you have spent on the Course has changed as well. Activity added Page 73

25 The time sheet also records who added the activity to it. Who added it to the time sheet You can delete activities by clicking delete under the activity column; this will remove that activity from the list and remove it from the time spent on the course. Delete action Page 74

26 Performance Criteria sign off You can sign a PC off as complete, when it has 1 or more pieces of evidence assigned to it. To do this you go to the learners portfolios who PC you want to sign off as complete by clicking on their course icon for more info on this see page 11. You then need to go to the unit of the PC you want to sign off; you do this by clicking on the Unit name on the Learners dashboard. Unit name This will then open the portfolio for this unit. From here you will be able to see all the evidence that has been assigned to that unit and what PC this evidence meets. Unit screen Page 75

27 You can then expand the to Knows and Range by clicking on the Show To Know/ Range buttons, this will then display all of the PC s for this unit for you to view. You will be able to see which PC s have been satisfied by the ticks in the boxes under the PC s against the tasks. To sign a PC off as complete you need to tick the box above the PC number you want to sign off. This will change the green bar on the Learner Dashboard. PC Sign off Once you have done this you can press the save button to store your updates. PC Sign off. Save button Page 76

28 Completing a Unit Once you have completed a unit you can either tick all of the PC s as signed off or tick the box to show Assessor I confirm that the learner has demonstrated competence by satisfying all the skills and knowledge for this unit, and has been assessed according to requirements of the qualification. This will mark the unit as complete and turn the orange progress bar green. Completing a unit. Progress bar changed to green Page 77

29 Joining a Smart Session What you and your Learner will need in order to have a Smart Session: A computer each with an internet connection A microphone and speakers A webcam (optional, needed if you intended to use video) The Smart Session Client installed (instructions on page 79) Once you have a Smart Session booked in, you will need to join it. You can join any current sessions you have booked in by clicking on the Join my Smart Session Button, this will take you into any live Sessions you have. Join my Smart Session Button Smart Session entrance page Page 78

30 Or by the Sessions screen by clicking on the Smart Session Icon. Smart Session icon entrance page Smart Session icon entrance If it is the first time you have entered a Smart Session on the current computer you are using then you may be asked to install the Smart Session Client, if this is the case you will prompted with an instruction screen, follow the instructions on this screen to proceed, The Learner will also need to do this, we suggest booking a longer session if this is the first time you have used a Smart Session (Please note the instruction screen may vary, depending on the web browser you are using. Firefox V depicted, the Smart Session Client is compatible with most web browsers including Internet Explorer, Google Chrome, and Safari. The Installation is only small and will not take longer than a few minutes). Smart Session Client Instructions If you have problems installing the smart session client this way, a direct link to download the software is below, simply download and install it from here instead: Page 79

31 Using the Smart Session Client Once you have the Client installed it should automatically open. Smart Session Client start screen As soon as you are both logged onto the Smart Session you will be able to have an audio conversation, if you want to have view each other s webcam, click the turn on everyone s video button. Smart Session Webcam Page 80

32 To view your Learner s desktop and see any files they have open, ask you Learner to click on the Share Desktop button, you can also share your desktop with your learner via the same button. Ask your learner to open a file you want to view in the normal way i.e. from your desktop or documents and not via the document button in the Smart Session client. (This is because you may need administrative rights to install the programme needed to use this button) Smart Session Client (Nefsis) start screen When this button is pressed it will open the shared desktop view. Screen Sharing view Page 81

33 To exit screen sharing, click the stop sharing button. Stop sharing desktop To record your Session as evidence click the menu button and select record conference.. Record Session button Page 82

34 Once press you will be presented the options to name your Video of the session 1 start the recording 2 choose a location to save it 3. We also recommend selecting the record actual desktop option as well 4 as this is record your entire screen and not just the open window and setting the format to AVI which decreases the file size and plays on more devices 5 (for instructions on installing this see page 79), when you are ready click the record button to begin the recording Start the recording Once your recording has started you can pause and stop it at any time by clicking on the pause icon or the stop icon (stop will finish the recording, pause will just put the recording on hold, you can continue recording after). Pause and stop the recording Page 83

35 Once your session has ended be sure to exit the Smart session Client, as there may be other assessors or learners waiting to use it, you can also kick Learners out, if they haven t left from a previous assessor s session. Mapping prior learning evidence APEL To map across evidence that comes under APEL that is already in the system from a prior course you first need to go to the evidence library of the learner you want to upload the evidence too see page 34 for information on how to access the evidence library and uploading new evidence. Once in the Evidence library you can do one of two things, the first is you can browse previous completed units and map this across the unit by clicking the browse other completed units. Browsing completed units This will take evidence from previous completed units and let you map this to the current active units/course, click the use as evidence button you will then be asked to enter an evidence description. Browsing completed units Page 84

36 Enter Evidence Description This will then automatically create a file and add it you the evidence library that can be mapped across the current active units. Alternatively if you have a certificate to upload showing prior learning you can upload it to the evidence library the normal way and mark it as APEL manually see page 34 for instruction. Page 85

37 Employer Login We have an employer login into smart assessor to allow your employers to login to the system and view there learners progress. The managers login can be created at the point of setting up a learner or via the maintain users area in the admin lo gin. To set up a manager when creating a learner you need to click the add button next to the manager field, if you already have the manager set up you can select them from the drop down.. Learner Form Page 86

38 This will then open up a pop up where you can create the Login details for the manager of the learner and click save. Manager Creation Once you have finished filling in the learners details, click the save button and your learner will created and your manager assigned to them. Manager Assigned Page 87

39 When that manager logs in they only see learners they have been assigned to, they get a similar view to the assessor dashboard. They cannot go any further into the learner s portfolio then this dashboard. Manager Dashboard The Reports Tab The assessor has access to 2 main reports; they are located under the report tab, they are Performance monitoring and the Group SKILLS SCAN report, click on the report you want to view. Reports tab The Performance Monitoring report shows a more detailed view of the sessions booked, and breaks them down into Traditional Sessions and Smart Sessions and the Group Skills Scan lets you export into excel any Learners who have gaps in the Skills Scan. Page 88

40 Gap Analysis The Gap Analysis report enables you or the learner to identify at a glance which areas of the learner s qualification the learner has completed and is still working towards. To access the Gap Analysis report you have to go into the learner s dashboard (see page 11) and click on the Gap Analysis button. Learner Dashboard, Gap Analysis Button Once you are in the Gap Analysis report you can open and close units by clicking on the + and icons. Gap Analysis Screen Page 89

41 Once you have opened up a unit you will be able to see all of the assessment criteria that Is included in that unit. If a unit title has a green tick on the right hand side of it this means that the unit has been signed off as completed. Also on the right hand side of the assessment criteria there will be a green, orange or red square. The green square indicates that the assessment criteria has been signed off, the orange square indicates that the assessment criteria is in progress and for every 1 square there is against an assessment criteria there is 1 piece of evidence mapped to the criteria. Lastly if there is a red square next to the assessment criteria it indicates that the assessment criteria hasn t yet been started. Gap Analysis Screen with Open Unit Lastly it is worth noting that at the bottom of the Gap Analysis screen there is an option to print this page straight from your web browser. This is useful as this report is great to take out to learners to plan out what areas you are going to focus on next. Gap Analysis Screen, Print Button Page 90

42 Additional Help and Support Should you require any additional help and support please visit the help section on our website, you can access this by clicking the click here for help button when you log in to your system. Alternatively you can contact us by: T: E: W: smartassessor.com To download other User guides visit our website. User guides available for: Learner Internal Verifier External Verifier Assessor Admin Page 91