Record Learner Credentials

Some courses need a learner to already hold a certificate or licence. A security course may need a current first aid certificate, and a specialist security course may need a current NSW security licence. The Credentials tab on a student keeps these records, with their numbers, issue dates and expiry dates.

RTObase records these credential types:

• First aid (HLTAID011 Provide First Aid)
• Advanced first aid (HLTAID014 Provide Advanced First Aid)
• NSW security licence, with its licence classes (1A to 1F, 2A to 2D)
• Other credential, for any other certificate or licence you want on file. Give it a name, such as a working with children check. It is for your records only: a course cannot require it, and it never raises the enrolment flag or fills the SLED notification.

Only staff and admins can see or change credentials. Trainers and learners cannot see them.

Add a credential

A credential counts as current from its issue date to its expiry date, including both days. With no expiry date, it counts as current from its issue date onward.

Renewals and corrections

When a learner renews a certificate or licence, add the renewal as a new credential. The earlier one stays on record, and RTObase uses the latest one that is current on the date it checks.

Use Edit only to correct a mistake, such as a mistyped number. The organisation's Audit Log keeps the values from before the correction.

To stop a credential counting, open it with Edit and click Archive. Credentials are never deleted.

Require credentials for a course

An admin sets these on the course.

1. Open the course and select the Entry and completion stage.
2. Under Entry requirements, find Learner credentials.
3. Tick each credential a learner should hold. For a security licence, tick the classes that count. A licence holding any one of the ticked classes meets the requirement. Tick none to accept any class.
4. Click Save credential requirements.

You can change these on a published course. They are a check for staff, not part of the training design, so they do not need a replacement course.

RTObase checks each requirement on the class start date. For an enrolment without a class, it uses the activity start date, and then today's date.

Learner credentials and previous-certification evidence

These are two different settings:

• Learner credentials are records staff keep about certificates and licences a learner holds. They flag an enrolment and fill the SLED notification. Learners do not upload anything for them.
• Previous-certification evidence names documents a learner uploads before starting the course. It appears only when Previous certification is turned on under Entry requirements, and a learner cannot start until the documents are provided.

Record a credential when you approve previous certification

When an uploaded document is a certificate or licence you want on file, record it as you approve:

1. Open the enrolment and select the Certifications tab.
2. Click Approve and record credential.
3. Choose the credential and enter the number, issue date and, if printed, the expiry date and issuer. For a security licence, tick every class printed on it. With more than one upload, choose the one it came from.
4. Click Approve and record.

The approval and the credential are saved together, and the credential links to the approved upload. Approve on its own still approves without recording anything, and a rejection never records a credential. Approved uploads are kept as student-record evidence; rejected uploads are deleted.

Earlier approvals are not turned into credentials, because those reviews recorded no numbers or dates. Add those on the Credentials tab.

NSW Police SLED courses

For a course reported to NSW Police SLED, Use SLED defaults fills in the credentials SLED expects for the course's SLC type:

SLED also accepts a completed CPP20218 in place of the Class 1 licence. RTObase does not check that alternative. When a learner qualifies that way, the enrolment still shows the flag, and staff confirm it themselves. RTObase also does not record any first aid restriction for 1C courses. Add a first aid requirement to a 1C course if you need one.

The SLED enrolment notification draft (Enrolment notification CSV on the class Students tab) fills these columns from the learner's credentials current on the class start date:

• First aid certificate number and First aid certificate issue date (DD/MM/YYYY), for the first aid the course requires, or the default for its SLC type.
• Security licence number, for 1B, 1C, 1D and 1F courses only.

The driver licence on the student record is never used as a security licence.

Planned

Reminders when a credential is about to expire, for example a renewal campaign for first aid certificates, are planned for a later release.

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