Submissions: Unable to access a learner's submission for grading

If you have received a notification that a learner has made a submission, but you're unable to access it, the most likely cause of this is that the apprentices have not been allocated into a group the coach has access to, or the learner is not enrolled on the course correctly. Please see the steps below to resolve this:

1. Check the enrolment of a student by navigating to the submissions course using the administration menu on the left-hand side. Click on 'users' followed by 'enrolled users'.

2. Once you have accessed the list of enrolled users use the search bar to find the apprentice you need.

3. Once you have found the apprentice, you are then looking for two pieces of information:

a. Is the apprentice enrolled correctly? A student needs to be showing as having a manual enrolment. If only a programme or audience sync enrolment shows then this indicates the apprentice has not be correctly booked onto the course. If this is the case please stop here and contact your operations teams in centre to get the apprentice booked onto the bulk apprenticeship courses.

When apprentices are signed up, they are booked on their apprentice courses (sometimes called extra courses), in ADM/accessplanit by the ops/admin team. These courses include exam results courses, EPAs and submissions courses. It's absolutely crucial this step happens. Going through the API (ie from ADM/accessplanit), ensures the course group is added which in turn gives the coach access to see learners' submissions.

b. If you have checked and your apprentice is enrolled correctly then the next thing to check is the groups. Your apprentice must be in a group and must be in a group that you are also in, to be visible. If you find an apprentice who is not grouped but is enrolled correctly you can add the group manually by clicking on the group icon (see below) and selecting your centre from the list. Please do not do this before checking with your operations teams first. 

This will all ensure you can access the submission.

Please note the following:

• A learner may be able to access a course because they are 'programme enrolled' - this is where the coach has added the course to their learning plan (under programmes), however, unless the booking has also been through the API, the coach will not be able to see their submissions.
• If an admin has manually enrolled a learner on to a course in FI Learn and forgotten to add a course group, the coach will not be able to see their submissions. In this instance, the admin needs to go to enrolled users within the course and add the course group (eg Cambridge, Reading, Bristol) manually. The API will not trigger if they are booked on in ADM/accessplanit if the learner is already enrolled on the FI Learn course.

Coaches must also remember to add the submissions course to the learner's learning plan under courses. Failure to do so will result in the coach not receiving submission notifications. If your learner has submitted work but you have not received a notification/it's not appearing in your task list on your MCL block, see our related article here.

Please see attached which explains the importance of course groups in further detail.