Evidence Upload - An overview
Evidence Upload allows learners to upload external evidence such as certificates or proof of learning that has been obtained outside the LXP. This evidence is then subject to sign-off by the relevant tutor.
This feature utilises the existing UGC activity to grant learners the ability to quickly and easily upload external evidence.
Enabling at Learning Experience Level
In order to use Evidence Upload, it will first need to be enabled on a Learning Experience that has at least one UGC object associated with it. The new settings can be found by editing this object and expanding the ‘Feedback and Sign-Off’ area. It is worth noting that 'Tutor' sign-off is only available at UGC level and cannot be enabled against other objects. Manager sign-off will still be available for these.
You’ll notice that you cannot enable these ‘Tutor’ based settings without enabling the ‘Modern Object Viewer UI’ setting first, so be sure to do this in order to proceed.
The two intended roles which can sign off submitted evidence are the 'Learning Experience Tutor' and the 'Group Tutor'. A user needs to be assigned this role at learning experience or group level in order to sign-off submitted evidence. If the need does arise, the Org Admin can also sign off submitted evidence instead of a Tutor.
New UGC Object
After enabling the appropriate settings against the Learning Experience, the Evidence Upload UGC object is now ready for use.
Once a learner is enrolled onto the Learning Experience and launches the object, they will be greeted by the familiar UGC uploader but with a few small changes. By default, all uploaded files will be made private between the learner and the Tutor. This means that the ‘Advanced’ option, along with the accompanying checkbox, is no longer visible when using Evidence Upload.
A learner can upload their evidence file, which can be in any of the formats already accepted by regular UGC. Once uploaded, their submission will appear in the centre of the page along with a new ‘Pending’ status. This status signifies that the submission is awaiting sign-off by the Tutor.
After a learner has successfully uploaded a submission, an in-platform notification will be sent to the Tutor who has the new permission to sign-off evidence. This can be a Group or Learning Experience Tutor, so long as they are assigned to the Learning Experience in question.
Tutor Sign-Off
Upon receiving the notification to sign-off on a piece of uploaded evidence, the Tutor can navigate directly to this submission by either clicking on the in-platform notification within the LXP.
The Tutor will be greeted with the object viewer which will display the evidence uploaded by the learner in question, to the left, the ‘Sign-off’ and ‘Reject’ options as well as the feedback section on the right-hand side.
At this point, the Tutor can review the uploaded evidence and decide whether to approve it. If the evidence is not correct or does not meet the necessary requirements, the Tutor can click the ‘Reject’ button to reject the evidence and also provide reasons as to why this was rejected. If evidence has been rejected, a learner will need to re-upload a new piece of evidence based on the feedback given by the Tutor.
If a piece of evidence is correct or does meet the necessary requirements, then the Tutor can still leave overall feedback for the learner if they wish, and they can click the ‘Sign-Off’ option. Clicking this option will award the learner with the XP for that object.
Learner's next steps
Once the Tutor has reviewed the evidence and made their decision (Sign-off or Reject), the learner will receive a corresponding in-platform notification on the verdict. If rejected, the notification will also include the rejection reasons from the Tutor. They will also receive a separate in-platform notification if the Tutor leaves feedback. These notifications can also be used alongside Automation when creating workflows.
If the learner then navigates back to the UGC object, they will see their submission with an updated status, either ‘Approved’ or ‘Rejected’. For the purposes of reporting, neither a learner nor an admin cannot delete a submission once it’s been uploaded (unlike regular UGC).
If a learner’s submission has been rejected, they will need to re-upload a new file with feedback taken into account. This new submission will then be subject to review once more.