Manage Learner Validation Documents
Use the Learner module to:
Manually add a validation document
To validate a learner:
- Open the relevant learner record in the Learner module.
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Select 'Validation Documents' from the Go To drop-down on the Learner ribbon.
The Validation Documents window is displayed.
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Click the Add button.
You must have the Add Validation or Enrolment Superuser role to enable this button.
A record is added to the Documents grid.
- Enter the document details in the relevant fields.
The fields in the Documents grid are described in the following table.
| This field | Holds this information... |
|---|---|
| Reference | A user-defined document reference. |
| Document Type | The document type. Select from the drop-down list. This field is populated with Document Types reference data. |
| Validation Level | The validation level of the document. This is populated automatically based on the Document Type field selection. |
| Date | The date that the document was added. |
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Click Apply.
The Document Details section is also populated with the following details:
- The date the document was added
- The user that added the document
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The values the document has inserted for the individual validation fields and the validation level the document changed, if any
These changes are reflected in the Learner Details section of the window, and on the Learner Details screen.
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Click OK.
Automatically add a validation document
Validation documents records are added to the Validation Documents window when clicking the Update EBS button (on the NSN ribbon) to update a learner record in the NSI module.
The NSI Validation Document (Level 1) and NSI Validation Document (Level 2) institution settings (on the National Student Number (NSI) screen) must be populated.
No documents are auto-created if these settings are not populated.
Only learners that have been verified with a Level 1 or 2 validation document prior to columns being updated using ‘Update EBS’ from the NSI module will have new validation documents auto-created.
Delete a validation document
The deletion of validated documents does not nullify the verification or residential fields populated by the documents on the Learner Details screen. These values are retained against the now invalidated learner.
You need the Enrolments Super User role to delete a validation document.
To delete a validation document:
- Open the relevant learner record in the Learner module.
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Select 'Validation Documents' from the Go To drop-down on the Learner ribbon.
The Validation Documents window is displayed.
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Select the relevant record in the Documents grid, and then click the Delete button.
- Click OK or Apply to confirm the deletion.