Updated user guides for awarding bodies and learning providers in using the Qualifications and Credit Framework (QCF) system are now available from the right hand side of this page.

This section of the QCA website details the process for setting up QCF learner achievement records (LARs). It takes providers through a step-by-step process also explains some of the functions of the QCF IT infrastructure.

What is a learner achievement record?

One of the key features of the new QCF framework is the introduction of an IT infrastructure that can record and track achievements. The LAR is a web-based individual transcript that holds a record of the credit a learner is awarded when they complete QCF units and qualifications. Learners can access their learner achievement records to:

• Track their progress towards completing a qualification
• Discover progression opportunities and new routes to achievement
• Give permission to third parties (employers and learning providers) to view certain sections of their record.

Step-by-step process to getting access to the LAR system

Please note. These guidelines are designed to support the QCF test and trial programme and do not replace the 'business as usual' processes and transactions between the centre and the awarding bodies for registration and award of achievements.

1. Getting access to the QCF LAR System

If you want to access the LAR system you will need a user name and password. To get access please provide the following details via email to QCFAdmin@qca.org.uk

• Full name of proposed user(s)
• E-mail address for new account contact
• Centre code (as used with awarding bodies e.g. UKRLP (or NCN number)
• Centre name and address
• Contact phone number

An account will be set up and you will be emailed a User ID, and then a system generated password along with and the http://www.qcf.qca.org.uk/Centres/Home.aspx

Once you log-on to the website you will have you access to the functions listed below.

2. Add new learners

If you want to enable your learners to see their achievements you will need to provide them with their unique learner number (ULN) and request the LAR system to issue them with a password. (If you are not set up to get ULNs please go to http://www.miap.gov.uk for details or see instructions for getting ULNs below).

To request access you need to set up the learner's details in a .csv file and submit it to the system. To do this:

• Download and save the sample file from the website is available online.
• Type the details of your learners into the file and save it.
• Select the function 'Add New Learners' and use the 'Browse' function to locate your .csv file and upload.
• Once you have done this you will receive an email confirming what the LAR system has done.
• All your learners should have been processed successfully but if not the email should tell you what has gone wrong.
• Each learner should receive an email with their own password and the URL for learner access: http://www.qcf.qca.org.uk/Learners/Home.aspx

3. Identifying possible achievement claims

In the QCF qualifications are built up from units and have particular rules (rules of combination) that set out the units and credits a learner must achieve in order to be awarded a qualification. The learner achievement record in able to track unit achievement and then alert centres as to when a learner has met the unit and credit requirements for a particular qualification. If there are any possible claims for your learners you will receive an email notification. Log on and use the 'Possible Claims List' function to see the qualifications your learners may be eligible to claim.

4. Accessing a learner's LAR

Providers or other third parties can only access a learner's LAR if the learner gives them permission.
Once you have permission follow the steps below to access a learners' LARs:

• Use the 'Select LAR function'
• Enter the learner's ULN and your password
• Providing your organisation has permission you will be able to view the learners units, qualifications and their routes to achievement.

5. Manage your centre/provider profile

Your profile contains a minimal amount of information needed to allow you to securely access the system and receive information e.g. possible claims notifications and updated passwords. You can change your password, email address and memorable information at any time.

6. Further support and any problems

If you need support please address your query or problem as follows:

• General questions and issues about the QCF test and trial or learner achievement record system should be directed by email to:- QCFAdmin@qca.org.uk
• Technical assistance or intervention to resolve problems associated with the LAR system should be directed by email to:- QCFServicedesk@qca.org.uk

7. Unique learner numbers

To enable the recording and tracking of credit via the LAR each learner needs a unique learner number (ULN). In order to obtain ULNs for your learners you need to register with the learner registration service (LRS). For an overview of the LRS go to http://www.miap.gov.uk The process for obtaining ULNs is a simple one:

1. To register download the Organisation Agreement and Application Form from http://www.miap.gov.uk/earlyadopters

2. Complete the form and agreement and send to:

MIAP Business Team
LSC
Cheylesmore House
Quinton Road
Coventry
CV1 2WT

3. Once you have registered with the LRS you will be provided with a user name and password to access the service.

4. The LRS service provides two ways of getting ULNs, via a web page or via an upgrade to your MIS system which automates the process. Which method you choose will depend on a number of factors, including the number of your learners involved. You will need to contact your MIS provider to find out how they are supporting the introduction of the ULN.

Standard letter

Awarding bodies can download a standard letter from the QCA website to send to centres involved in their QCF test and trial. The letter can be adapted to the relevant project and takes centres through the process for obtaining ULNs and setting up individual learners with LARs from this page.