Updating and validating a module for a single member

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Roles: Training Managers, Training Administrators, Training Advisers (excluding validating the module).

Process overview: This process allows users with the correct access rights to search for a member and update a training module that is part of an existing Personal Learning Plan (PLP) for a role they hold. It also allows the user to assign a Training Adviser to the learner for the module being updated, although this is not mandatory to complete the process.

This process allows you to update the details of the learning or validation for a module, including:

  • Whether it was agreed that the learning was required, and if so what learning has been completed and when.
  • The agreed validation criteria and method for completing them.
  • The date of validation and who it was validated by.

For this process you will need the details, including the membership number if available, of the learner. If you are validating the module or assigning a Training Adviser for it, you will also need the relevant Training Adviser’s details. To add the Training Adviser, you can search using either their membership number or first or second name.

Please Note: In this process, the available modules are displayed under a heading for each role the member holds, so the same module may appear more than once if it is required for one or more roles. If the same module is listed under more than one role, updating it for one role will automatically update it for all other roles. The only exception to this is if a module requires re-validation for a different role, for example a change of section. You should bear this in mind when you select the module to be updated.

Process: Updating and validating a module for a single member

  1. Ensure you have selected the correct role from the ‘My roles’ dropdown menu at the top of the homepage. (This will be the role that gives you the appropriate access rights to complete this process.)
  2. Search for the member whose record you want to update. (See user guides for ‘Basic search’ or ‘Advanced search’ for guidance on how to do this.)
  3. Once you have found the correct record, the member’s profile page will appear. Here you will see a row of headings going across the page, underneath the member’s name and membership number. Click on the ‘Training’ heading.

  4. The ‘Training’ page is split into two sections, the first being ‘Personal Learning Plans’. The Personal Learning Plan (PLP) section will display all roles linked to the member. When a member is assigned a role, a PLP detailing the training requirements for that role should automatically have been added.
    Click on the ‘Show PLP’ button on the right hand side of the page for the role you wish to view.

  5. Clicking ‘Show PLP’ for a role will open the PLP for that role.

    Once you have opened the PLP for a specific role, the list of modules that are part of that PLP will be shown under the ‘Training module’ heading.

    At the right hand side of each module there will be an ‘Update’ button. Click the ‘Update’ button by the module you want to update.

  6. A popup window will appear titled ‘Edit PLP training module’, with the Member’s name and membership number underneath. The first section is ‘PLP training details’. The ‘Module’ box will show the name of the module you are updating.

    Please note: The information in this box does not have to be completed all at the same time. At any stage you can click the ‘Save’ button at the bottom right of the box to exit and return at a later date to continue.

  7. Before a module can be validated, key information needs to be entered. This information is under two headings: ‘PLP training details’ and ‘Validation methods’.

  8. The ‘PLP training details’ section has four parts to complete:

    • Training Adviser – This field allows you to assign a Training Adviser to the learner for this module. If you know the Training Adviser’s membership number, enter this into the ‘Training Adviser’ box and press the enter key. If you don’t know the Training Adviser’s Membership number, click the magnifying glass to the right of the text box. This will bring up a new popup window where you can search using their name.

    • Learning required – If it has been agreed that learning is required for this module, you will need to check the ‘Learning required’ tick box. If no learning is required, leave the box unchecked.

    • Learning method – If learning is required, use the drop down window under ‘Learning method’ to select the agreed learning method for this module. You can select more than one learning method if required.

      Planned completion – Once you have selected the learning method(s), you need to enter the planned completion date that has been agreed into the ‘Planned completion’ box. The date can be entered manually or selected using the calendar icon to the right of the text box.
      Actual completion – If the learning method has already been completed, you can then enter this date into the ‘Actual completion’ box. If it has not yet been completed, you will be able to update this information on the member’s training record at a later date.

    • Validation criteria – If there are any mandatory validation criteria for this module, these will automatically have appeared. You can then use the drop down menu to add any additional validation criteria that have been agreed for this module.

    Planned completion – Once the agreed validation criteria have been selected, you will be able to enter the agreed completion date for each validation criterion into the ‘Planned completion’ box. The date can be entered manually or selected using the calendar icon to right of the text box.

    Actual completion – Once a planned validation criterion has been completed, you will be able to enter the completion date into the ‘Actual completion’ box. If it has not yet been completed, you will be able to update this information on the member’s training record at a later date.

  9.  The following section is titled ‘Validation methods’. Only Validation methods available for that module will be displayed. You may need to scroll the window down to see the whole section. Each validation method will have a corresponding check box.

  10. If you need to validate the module, continue to step 11 (Training Managers and Training Administrators only).
    OR If you have filled in all the information you can, click the ‘Save’ button at the bottom right corner of the screen.
  11.  The ‘Validation completed’ section has two fields to complete.
    • ‘Validated by’ – Enter the membership number of the member who validated the criteria into the ‘Validated by’ box, or search for them by name by clicking on the magnifying glass next to the box.
    • ‘Validated on’ – The ‘Validated on’ box will be automatically populated with the current date when you enter the validator’s membership number. If you wish to amend this, please do so by using the calendar icon or manually entering the date.
      Please note: This is only for Training Managers and Training Administrators. This section will not appear for Training Advisers.You will only be able to do this if all listed learning and validation methods have an actual completion date.
  12. When you are ready to save the module, click the ‘Save’ button at the bottom right of the window

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