Registering & Certifying Learners

OPITO Standards

May 2023
 Amendments

Reference no. Rev no./date

Original V1 April 2023

Version 2 V2 16 May 2023

May 2023
Contents

1.0 Glossary of Terms 02

2.0 Introduction 04
3.0 CSV File Upload Method 04
3.1 Completing the CSV File 04
3.1.1 Start Date and End Date 04
3.1.2 Centre Code, Product Code and Booking Ref Number 04
3.1.3 Learner Count, OPITO Learner Number and Vantage ID 05
3.1.4 First Name, Surname and Date of Birth 06
3.1.5 Forward Dating and Back Dating 06
3.2 Uploading the CSV File 09
3.3 Downloading Learner Certificates 10
3.4 Errors with File Uploads 11
4.0 Use of The HUB as a Booking System 13
4.1 Creating the Booking 13
4.1.1 The Booking Form 13
4.1.2 Inputting Course Details 13
4.2 Registering Learners 14
4.2.1 Learners Not Previously Registered at the Centre 14
4.2.2 Learners Previously Registered with Centre on OPITO Training 16
4.2.3 Forward and Back Dating 17
4.2.4 Removing Learners from Booking 18
4.3 Completion of Course Enrolment 19
4.4 Awarding Products and Units 19
4.5 Download and Issue of Certificates 20
4.6 Not Yet Competent – Return to Complete 21
4.7 Re-printing a Certificate 22
5.0 Setting Up an API 23

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1.0 Glossary of Terms

Product An OPITO Product is defined as OPITO Industry Standards, OPITO Global Qualifications,
Competence Management System (CMS) accreditation or any other OPITO programme requiring
OPITO Approval.

OPITO Standard An OPITO Industry Standard is defined as being a programme of learning that defines the
knowledge and/or practical outcomes which successful learners need to achieve to be certificated.
There are three OPITO Standard types: Training Standard, Competence Standard and Workplace
Competence Assessment Standard.

Unit/Component Within the Products there are Units (also known as Components) which must be achieved to
successfully achieve each Product.

Booking Form Each learner is enrolled onto a Booking Form within The HUB. This form is where all of the
information on their status of completion is stored.

Section The Booking Forms consist of sections which host learner details, inclusive of achievement
status’s, certificates, forward dating requirements and unique booking reference information.

Centre An OPITO approved organisation, or an organisation engaged in the OPITO Approval Process.

Learner For the purpose of this document and in relation to Approvals held for any OPITO Products,
those carrying out the training and/or assessment are referred to as learners.

API – Application A software intermediary which creates communication between two applications to allow them
Programming to share information through the use of sending requests and responses.
Interface

Sanction For the purpose of this document a sanction refers to the inability to register and/or certify
learners against a particular Product due to an inactive Approval. This includes instances where
a Centre is currently in the application and desktop stage(s) of the approval process.

OPITO Learner Every learner who has successfully completed an OPITO certification and/or qualification is
Number issued with a unique OPITO learner number. This number allows all records of their competence
to be tracked in one place, alongside the relevant certifications and qualifications.

Vantage ID A Vantage ID is assigned to any learners who are certified against an OPITO Approved
Standard. When these learners are registered with OPITO the information is shared with
Vantage and a unique Vantage ID created. Vantage refers to the shared system in which oil
and gas operators can track personnel and their certifications.

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Forward Dating All OPITO Standards which are subject to expiry have the potential to be forward dated,
upon completion and confirmation of competence of refresher training. Forward dating allows
the validity of certification to be extended on completion of refresher training.

Back Dating Back dating refers to instances when refresher training is carried out following expiry of an
applicable certificate. This is to only be carried out when a learner has received a successful
response to a request for dispensation, as per the OEUK guidelines.

NYC – Not NYC reflects the competence status of a learner who has not successfully achieved a Unit or
Yet Competent Units, and therefore has not been deemed competent against the Product in which they
were assessed.

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2.0 Introduction

The aim of this document is to explain each of the options available to Centres to register and certify
(where appropriate) with OPITO. There are three fundamental methods: upload of competent learners within
a CSV file; use of The HUB’s booking system; or through the set up of an API. This document will discuss each
of these options.

3.0 CSV File Upload Method

Following confirmation of competent learners against a particular Product information can be uploaded into
The HUB via a CSV file. Upload of this file will act as notification that the learners have successfully achieved
all of the required outcomes and Units for the applicable Product. It is therefore important that only learners
deemed as competent against the entire Product are included and uploaded.

3.1 COMPLETING THE CSV FILE

A template CSV file can be found within the Document Library in The HUB. Image 1 is provided as an example.
An individual CSV file should be uploaded for each cohort, or class, of learners. Each of the fields for completion
are outlined within the following sections.

Image 1 – Example of completed CSV

3.1.1 Start Date and End Date

The start and end date fields are to be completed with the date the course commenced (start date)
and the date the course was completed (end date). This information is then used by the system to
generate an award date and an expiry date, where applicable. For example, for a BOSIET CA-EBS
course with an end date of 15-SEP-2022, a certificate will be generated with an expiry date of
14-SEP-2026. Similarly, the award date would reflect the date of 15-SEP 2022.

It should also be noted that the date format must reflect that detailed in Image 1:
DD-MON-YY e.g. 08-FEB-2022.

3.1.2 Centre Code, Product Code and Booking Ref Number

The ‘Centre Code’ field can be left blank when uploading files through a Centre login, as the system
will automatically use the Centre Code allocated to the login. An organisation’s Centre Code is allocated
upon confirmation of achieving Initial OPITO Approval. This code can be found within The HUB, in the
‘My Organisation’ tab, listed under ‘Centre Details.’

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The ‘Product Code’ field should be populated within the unique code for the Product against which the
learner has been deemed competent. The Product Code can be found within the Product Library as shown
in Image 2.

Image 2 – Product Code location in Product Library

Additionally, the Product Code can be found within the relevant Product Specification. Instructions on
how to download Product Specifications can be found within the Document Library in the video
‘Navigating Product and Unit Templates.’

The Booking Reference Number will always be OPITO105. This is a system reference number specific to
the registration of learners on to OPITO Standards. Differing reference numbers are available for Global
Qualifications and Open Learning registrations. When downloading the template CSV file from the
Document Library, this field will be pre-populated with the relevant Standard reference number.

3.1.3 Learner Count, OPITO Learner Number and Vantage ID

The learner count column simply tracks the number of learners on the course/booking. For this reason,
this will never be higher than the maximum number of learners detailed in the Product Specification,
unless otherwise agreed with OPITO.

If a learner has previously completed any OPITO certification or qualification (inclusive of Open Learning
and apprenticeships) they will already have been assigned a unique OPITO learner number. Learner
numbers can be found on all certificates issued after the launch of The HUB’s ‘Registration and
Certification’ module, allowing learners in receipt of those certificates to provide the learner number
when completing the OPITO Learner Registration Form.

There will however be instances, especially initially, where learners have identified that they have previously
achieved an OPITO Approved certificate or qualification, however, are unaware of their OPITO learner
number. In these circumstances, the Centre should carry out a search for the learner(s) within The HUB to
identify the OPITO learner number as follows:

1. When navigating to the ‘Learners’ tab within The HUB, the user will be taken to the ‘Search
Learners’ criteria.

2. Within this area, the user can enter the learner’s first name, surname and date of birth (reflective of
that provided on their government issued ID). If a Vantage ID has been provided, this can also be used
to increase the likelihood of locating the correct learner.

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3. Any existing learner records which are a potential match can be identified by clicking the ‘Search
Learners’ button. Where a matching learner record is identified, the existing OPITO learner number
will be displayed and can be entered into the CSV file for upload. An example is shown in Image 3.

Image 3 – search criteria to identify existing OPITO learner numbers

This process can also be followed to find existing records for learners who are unaware of their Vantage ID.

Clicking on the records for existing learners allows users to check previous achievements to ensure that
they are a match for the learner whose OPITO learner number or Vantage ID is being checked, as shown
in Image 4.

Image 4 – viewing a learner’s previous achievements

3.1.4 First Name, Surname and Date of Birth

These fields are self-explanatory, however it is important to note that the information included within the
CSV file must be a direct reflection of the learner’s government issued ID. This is important in maintaining
data integrity and ensuring that duplicate records are not created for learners who may have variations of
their first name.

3.1.5 Forward Dating and Back Dating

This final column is where any potential forward date for the certificate expiry date should be detailed.
In instances where a learner is deemed competent on any OPITO Standard Product within the three
months prior to their current certificate’s expiry date, the new certificate expiry date should be calculated
from the current expiry date. This provides flexibility around refresher training and avoids any time being
lost on existing certification. Certificate expiry dates are auto calculated by The HUB, using the course
end date, unless this is manipulated by the forward date field. To do this, calculate a new course end date
based on the expiry date of the previous certificate, and enter this in the ‘Forward Date’ column. More
information on this can be viewed in Table 1.

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This column should also be used in instances where back dating is required. Courses should only be back
dated when a valid successful request for dispensation can be presented. For more information on
dispensation please visit the Offshore Energies UK website at https://oeuk.org.uk/. For reference, the
principles of forward and back dating are outlined in Figure 1.

3-month window prior to expiry date, Current certificate 3-month dispensation period –
applicable for forward dating. expiry date. only with successful dispensation request.

2nd July 2022 1st October 2022 1st January 2023

Figure 1 – Principles of forward and back dating.

Table 1 provides example scenarios of how to calculate forward dates, based on the current certificate
expiry dates.

Forward Dating Scenarios

New Date Entered New Certificate
[based on a current expiry date of
in The HUB Expiry Date
1st October 2022]

A learner has a BOSIET CA-EBS 1st October 2022 [Reflective of the 30th September 2026
certificate. They complete the FOET with date on the existing certificate].
CA-EBS course on 12th September 2022.

A learner has a Basic H2S certificate. 12th November 2022 [End date of the 11th November 2024
The learner returns and completes course, as this is the initial course].
the Basic H2S Training course again on
12th November 2022.

A learner has an OERTM-F and returns The learner can complete the 14th June 2024
to complete another OERTM-F on OERTM-F however the certificate
15th June 2022. cannot be forward dated, as this is
greater than 3 months from the
current expiry date.

A learner has a BOSIET EBS certificate. 1st October 2022 [Reflective of the 30th September 2026
They return and complete the BOSIET date on the existing certificate].
EBS course again on 16th August 2022.

Table 1 – Forward Dating Scenarios

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Table 2 provides example scenarios of how to calculate back dates, based on the current certificate expiry
date and availability of a valid and successful request for dispensation.

Back Dating Scenarios

New Date Entered New Certificate
[based on a current expiry date of
in The HUB Expiry Date
1st October 2022]

A learner has a BOSIET CA-EBS BOSIET CA-EBS is to be completed 11th November 2026
certificate. They wish to complete a again and certificate is not back dated.
FOET CA-EBS course, upon incorrectly 12th November 2022.
receiving a request for dispensation on
12th November 2022.

A learner has an ‘Offshore Emergency 1st October 2022. 30th September 2026
Response Team Member Further’
certificate and a valid successful request
for dispensation from the OIM. They
successfully complete the OERTM-F again
on 12th December 2022.

A learner has a ‘Helideck Emergency Certificate cannot be back dated

Response Team Leader Further’ and ability to resit the HERTL-F will
certificate. They wish to complete the be based on meeting the other
HERTL-F course again on 16th November available pre-requisites.
2022, however they cannot present a
successful request for dispensation.

A learner has a FOET CA-EBS certificate. This is outwith the 3-month

They wish to complete a FOET CA-EBS window and the learner will be
course, upon receiving a request for required to complete the BOSIET
dispensation on 12th January 2023. with CA-EBS again.

Table 2 – Back Dating Scenarios

Table 3 provides examples for forward and back dating in various Not Yet Competent scenarios.

NYC Scenarios [based on a current expiry

What Rule is Applied
date of 1st October 2022]

A learner has a BOSIET with CA-EBS and returns Forward Dating, and the new end date would be
to complete a FOET with CA-EBS on 1st September 1st October 2022, as this remains within the three-month
2022 (applicable for forward dating). They allowance window.
however are deemed NYC against the HUET unit
and return and successfully achieve this on
15th September 2022.

A learner has a FOET with CA-EBS and returns Back Dating, and only if the learner has a valid approved
to complete another FOET with CA-EBS on request for dispensation, the certificate can be back
1st November 2022. They are deemed NYC against dated, as this is still within the three-month window.
the HUET unit, however return to complete and
successfully achieve this on 15th November 2022.

A learner has a FOET with CA-EBS and returns to Back Dating, however regardless of the status of
complete another FOET with CA-EBS on 20th January the request for dispensation this cannot be applied,
2023. They are deemed NYC against the HUET unit, as this is now out with the three month window.
however return to complete and successfully achieve The BOSIET CA-EBS will need to be carried out again.
this on 3rd February 2023.

Table 3 – NYC Forward and Back Dating Scenarios

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3.2 UPLOADING THE CSV FILE

Upon completion of the CSV file as outlined in section 3.1, the file should be uploaded to The HUB, using the
‘Learners’ tab. Once entering the ‘Learners’ area, a number of options appear. The option required for uploading
the CSV is found under the ‘More Learner Actions’ dropdown, as shown in Image 5. Select the option ‘Upload
Learner Data.’

Image 5 –Using the ‘Learner’ tab to upload learner data

Once within the learner data upload area, the user is presented with the screen shown in Image 6. There are
multiple data format options, however for the purpose of uploading competent learner data against OPITO
Training and/or Assessment Standards, ‘Opito Data’ should be selected. The description text box is a free text
field and whatever is used in here will act as the reference on screen for identifying the relevant booking form.
Lastly, users should attach the CSV file and click the ‘Upload Data File’ button as shown in Image 6.

Image 6 – Upload learner data screen

Following a successful upload the screen will display as shown in Image 7. Please note that the successful
message will not show instantly and will show as pending for a few minutes. The user may need to refresh the
page to confirm the upload was successful.

Image 7 – Successful file upload

Once the file has been successfully uploaded, a booking is automatically created within The HUB. The form
containing the uploaded information is hyperlinked under the heading ‘Booking.’ Clicking this hyperlink will take
the user to the Booking Form and allow for the certificates to be downloaded and issued to the learners.

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3.3 DOWNLOADING LEARNER CERTIFICATES

As mentioned in section 3.2, the autogenerated Booking Form can be accessed via the hyperlink next to the
successful file upload. Any previously uploaded files (and autogenerated booking links) can be found within the
‘Learners’ area, by selecting ‘Uploaded Files’ from the ‘More Learner Actions’ dropdown, detailed in image 5
in section 3.2.

All booking forms can also be found within the ‘Reg/Cert’ tab. Upon clicking into the relevant Booking Form,
the user will see two sections: ‘Cohort Details’ and ‘Learner Details’. The certificates are downloaded from within
the ‘Learner Details’ section, highlighted in Image 8.

Image 8 – Access to learner certificates from the ‘Learner Details’ section

Within the certificates area of the form, users should select the e-certs PDF option from the dropdown menu.
Certificates can then be downloaded for the full cohort of learners by using the ‘Select All’ option. If the user
wishes to print only one certificate, then only the relevant learner should be selected. Clicking the ‘Download
Selected’ button will download a zip folder containing certificates for the selected learner(s). Image 9 identifies
the relevant dropdown, ‘Select All’ option and button to download certification(s).

Image 9 – downloading certification

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The certificates should then be issued to learners. Where the learner’s employer has requested that certification
is issued to the employer, this should be issued in addition to the certificate issued directly to the learner.

3.4 ERRORS WITH FILE UPLOADS

If a file is uploaded and is rejected by The HUB, the relevant error message can viewed. Failed uploads will be
shown with red ‘Failed’ status message. The next column will contain a link to details of the specific error which
has occurred as shown in Image 10.

Image 10 – identifying errors in upload file

Clicking this link will open the file details page shown in Image 11. The log file is where the user can find the error
within their file.

Image 11 – error log file

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There are a number of reasons why a file may fail to upload due to the content within the file. Table 4 outlines
potential errors that can be found within the CSV file.

Error in Log File Error in CSV Upload File

Too Late: Provided date is later then allowed for a This error message is in regard to the end date entered into
given field or with relation to a different date in the row the CSV file and may indicate one of two errors.
(e.g. expiration date is earlier then date of issue).
The first is that the new end date which has been entered is
Please correct it.
more than three months away from the course end date.
The second is that the CSV file has been uploaded too soon.
As the upload of the CSV file acts as confirmation of
competence for all included learners, it cannot be uploaded in
advance of course completion, as it is not possible to confirm
competence before this point.

Missing: Data specified as required is missing. Please fill This error message will display when a mandatory field has
in missing data. not been entered. Please refer to the previous sections of the
document for information on mandatory fields.

Not Date Format: Format of the data is not a valid date. If this error message is displayed it is likely that the date fields
Please correct the format of the data. have been entered in the incorrect format. Dates should be
entered as DD-MON-YY.

Too Long: Length of the data exceeds allowed number of This error message will display if greater than 35 characters
characters. Please reduce number of characters. are entered into any field. Please amend the relevant field to
contain less than 35 characters.

Not Allowed Character Used: One of the characters used Certain characters cannot be included for example, within
in the data is not allowed. Please check value and correct it the forename and surname. Please detail the learner’s name
as per their government issued ID.

MFT not Found: MFT with the provided reference has not Section 3.1.2 outlines the requirements of the Booking Ref
been found in the system. File processing has been stopped. Number field. This should always be OPITO105. This error
Please correct MFT type or configure new MFT. message will show if a different reference number has been
entered or if the field has been left blank.

Learners Not Matching To Existing Records: Details for Where an OPITO learner number has been entered, this error
the learner with the internal reference provided do not message may display in instances where the learner details
match details of learner in creatiogreen with the same held in The HUB against this number do not match those of the
internal reference at AO. Please correct it. details entered in the upload file. Please ensure that the OPITO
learner number and/or the learner details are correct.

Invalid Qualification Internal Reference: Product with the This error message is relating to the Product Code. If this error
provided internal reference has not been found or is not live. messages presents the Product Code which has been entered
Please check the data. is not a valid OPITO Product Code.

Not With The Centre: Product has not been linked with The Centre uploading the learner data is not approved for the
the centre. Please make sure that qualification is offered by Product for which the code has been detailed. This could be
the centre. due to the Product Code having been entered incorrectly.

Sanctioned: Internal Reference for product provided The Product Code included within the upload refers to a
has a sanction applied for the organisation internal Product in which the Approval is currently suspended for
reference provided. the Centre.

Invalid Centre Internal Reference: Centre with the This error message suggests that the incorrect Centre Code
internal reference provided does not exist in the system. has been detailed. Please refer to section 3.1.2 for more
Please correct. information on this.

Learner Internal Reference Not Found: Internal references This error will display where an OPITO learner number has
must exist in the system. Remove them from the file if you been entered, however there is no matching record within
want to create a new learner. System will generate a new The HUB. Please check that the correct OPITO learner number
reference for that learner. has been detailed.

Table 4 – error logs from CSV uploads

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4.0 Use of The HUB as a Booking System

The purpose of this section is to detail how to utilise The HUB as a booking system. This includes registration
of learners onto the booking/course, input of competent and not yet competent outcomes and generation
of certification.

4.1 CREATING THE BOOKING

4.1.1 The Booking Form

To begin registering learners onto a course for an OPITO Training and/or Assessment Standard, begin
within the ‘Reg/Cert’ tab in The HUB. In here, on the right-hand side the user will see the option to create
a booking. Following this, select the booking type of ‘OPITO Standards Booking Form’ and then when
prompted select the relevant Product from the list and finally use the ‘Create Booking’ button. A Booking
Form will then open as shown in Image 12.

Image 12 – example booking form

The form should be completed with the details of the course. More detail on this can be found in section
4.1.2 of this document.

4.1.2 Inputting Course Details

On the form overview there is an option to change the start date and change the end date. These should
be updated to reflect the actual dates on which the course will commence and be completed.

To identify the different courses easily from the ‘Reg/Cert Bookings’ page, the user should input detail as
to which cohort the booking is in reference to, as shown in Image 13. This could for example, detail the
dates in which the course is running and any unique identifier for the course e.g. A/B or C, where multiple
of the same course are taking place on the same dates.

If the course is taking place as on-location training, the site can be selected from a dropdown menu.

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Image 13 – Cohort Details

Once the cohort details section of the form has been completed and saved, the form title will be updated
and the ‘Search Bookings’ page which is shown when entering the ‘Reg/Cert’ area will be updated to
reflect the specific course details, as shown in Image 14.

Image 14 – ‘Search Bookings’ page

4.2 REGISTERING LEARNERS

4.2.1 Learners Not Previously Registered at the Centre

When a learner enquires about booking on to an OPITO course, specific information is required to register
them within The HUB. This information can be obtained by sending out the OPITO Learner Registration
Form. The remainder of this will still need to be completed during the course induction. The Learner
Registration Form can be found within The HUB in the Document Library.

Learners are registered onto the course within the ‘Learner Details’ section of the relevant Booking Form.
Within this section there is the option to ‘Add a New Learner’ as shown in Image 15. Upon clicking this,
users will see the screen shown in Image 16.

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Image 15 – Adding a learner

Image 16 – Adding learner details

First name, surname and date of birth are mandatory fields and it is important that these match details
shown on learners’ government issued ID. Where a Vantage number is available, this can be entered also.
Where a learner has identified that they have an existing Vantage ID, however are unaware of the number,
this can be found by searching for the learner using the other details available. This process is outlined in
section 3.1.3 of this document. After selecting ‘Create Learner and Add to Booking’ the page should show
as below, in Image 17.

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Image 17 – learners added on booking

Learners can be added in this method as and when they are enrolled on to the course.

4.2.2 Learners Previously Registered with Centre on OPITO Training

When a learner enquires about booking on to an OPITO course, specific information is required to register
them within The HUB. This information can be obtained by sending out the OPITO Learner Registration
Form. The remainder of this will still need to be completed during the course induction. The Learner
Registration Form can be found within The HUB in the Document Library.

If the learner has identified that they have completed OPITO training with the Centre previously, then they
an be added to the booking using the ‘Add Existing Learners’ option, which can be seen in Image 18.
By searching the learner’s information, the existing record can be attached to the booking by selecting the
learner from the available option(s) and clicking ‘Add These Learners.’

Image 18 – add existing learner

If information is entered using the ‘Add New Learner’ feature explained in section 4.2.1 which appears to
match an already existing learner enrolled with the Centre, then this learner record will be displayed as a
possible learner to use.

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4.2.3 Forward and Back Dating

Following adding a learner, it is important to update any potential forward or back dating dates. For more
information on the principles of forward and back dating, please see section 3.1.5.

The expiry dates are calculated from the course end date which was entered when the booking was
created. Where this is to be overridden to apply forward/back dating, this is done within the ‘Learner
Details’ section. By clicking on ‘Manage Learner Details’, the screen shown in Image 19 will be presented.

Image 19 – ‘Manage Learner Dates’ view

Records for the relevant learner(s) which are to receive a forward or back date should be selected from
the ‘Select/deselect Learner(s)’ dropdown menu. Additionally, the Product should be selected from the
‘Select/deselect Component(s)’ dropdown.

Image 20 – Inputting the forward/back date

The date which is to override the course end date for the purpose of generating a course expiry date
should be entered into the ‘End Date’ field. From the specified value dropdown ‘Forward Dated’
should be selected and then ‘Save Dates.’ Please see Image 20 above.

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It is important that applicable forward or back dates are entered prior to awarding any Product
or its Units. As certificates are automatically generated upon confirmation of award, the expiry
date will be calculated using the course end date, where the forward/back date has not yet
been entered.

4.2.4 Removing Learners from Booking

Where a learner has been added to a booking but will not be attending the course for any reason, they can
be removed from the booking. Beside the learner name there is a hyperlink for ‘Registration Details’ which
can be seen in Image 17 – learners added to booking. To remove a learner, click the hyperlink next to their
name. This will open the page shown in Image 21.

Image 21 – Removing a learner

From here, the learner can be removed by clicking ‘remove from booking.’

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4.3 COMPLETION OF COURSE ENROLMENT

Once the course has commenced, the Centre should confirm which learners are in attendance. This is done on
the form overview by clicking ‘Submit Registrations’ at the bottom of the screen.

Image 22 – confirming learners in attendance

Following this, the booking will be locked and no new learners can be added or removed.

4.4 AWARDING PRODUCTS AND UNITS

Once the learners have been registered onto the course and following the course enrolment, the learners can
be awarded for the applicable Products and Units.

If any learners are to have forward or back dating applied, these dates must be entered prior to awarding
Products and Units.

Inputting competent and not yet competent outcomes is completed within the ‘Learner Details’ section of
the form, by selecting ‘Grading View’, highlighted in Image 23.

Image 23 – grading view

Upon entering the grading view area, the user can mark each of the Units as ‘Achieved’ or ‘Not Yet Achieved’
as applicable. Similarly, the option for ‘Apply Passing Grade to All’ can be used.

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Image 24 – selecting grades

After selecting the relevant grading options, users should hit the ‘Save Changes’ button. This will then
automatically certify all of the applicable learners, generate certification(s) and send the records down to
Vantage. It is therefore important to ensure that all grades have been selected appropriately prior to
saving at the specific Centre, as shown in Image 28.

4.5 DOWNLOAD AND ISSUE OF CERTIFICATES

To download the certificate(s), enter the ‘Learner Details’ section and select ‘Certificates.’ This will present the
screen shown in Image 25.

Image 25 – generating certification(s)

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Within the ‘Certificates to be Printed’ area, select ‘e-certs PDF zip’ from the dropdown menu. To download
certificates for all learners in the class, click the ‘Select All’ option and then ‘Download Selected’. All certificates
will be downloaded into a zip folder for issue to the learners as appropriate.

Once all learners have been awarded and certificates downloaded and issued, use the ‘Close Booking’ button
in the form overview shown in Image 26.

Image 26 – Close booking

4.6 NOT YET COMPETENT – RETURN TO COMPLETE

If a learner who was deemed not yet competent against a Unit in a Product which allows for the three month
return to complete window returns to be re-assessed against the relevant Unit, a new Booking Form should be
created and completed, as per the instructions outlined in section 4.1. The start date should be updated to reflect
the date in which the original course commenced, and the end date should reflect that of the date they are due to
complete the NYC Unit.

The process for adding an existing learner should be followed as outlined in 4.2.2. When entering the grading
window, the already achieved Units will show as previously awarded and the outstanding Unit will be available to
update, as shown in Image 27.

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Image 27 – Back to complete outcomes

Save the changes and then, if applicable, the certification will be generated. Once all learners have been awarded
and certificates downloaded and issued, use the ‘Close Booking’ button in the form overview as detailed in
section 4.5.

4.7 RE-PRINTING A CERTIFICATE

If a learner’s certificate is required to be downloaded again, for example, if it has become lost, the certificate can
be downloaded by searching for the learner as detailed in section 3.1.3 of this document. Once the learner has
been found, the relevant Booking Form can be located within the ‘Bookings’ tab on their record. This will only be
available to view for bookings created at the specific Centre, as shown in Image 28.

Image 28 – Locating a closed booking

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Clicking the hyperlink to the relevant booking will open the closed form and the certificate can be downloaded
again, within the ‘Learner Details’ section.

If a new certificate is required and re-generated, for example due to an error in the learner’s name, please contact
OPITO to have these amendments made.

5.0 Setting Up an API

The final method of uploading competent learner data to The HUB is through the set up of an API from your
internal booking system to The HUB. By aligning the relevant data fields from the internal booking system to
those required within The HUB, the data can be populated automatically. This also allows the certificates to be
generated within The HUB and sent down to the internal booking system for issue.

For more information on setting up an API, please contact OPITO directly.

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