Learner Work Assessment (LWA): General System FAQs

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Title	Learner Work Assessment (LWA): General System FAQs

URL Name	Learner-Work-Assessment-LWA-General-System-FAQs

Resolution

To view an answer/guide please click on the relevant question/topic within each section:

Logging In

Allocated Centres/Team Members

Administration Materials

Sample Requests

Examination/Moderation - Video guides

Examination/Moderation - Video guides

All LWA guidance videos for Assessment Associates are also located within Associate U.

Learner Work Assessment (LWA) Examination/Moderation: Logging in and navigating LWA

Learner Work Assessment (LWA) Examination/Moderation: Accessing & Viewing Learner Work

Learner Work Assessment (LWA) Examination/Moderation: Uploading Administration Material

Learner Work Assessment (LWA) Examination/Moderation: Returning a request to the centre

Learner Work Assessment (LWA) Examination/Moderation: Senior Associate View

Learner Work Assessment (LWA) Examination/Moderation: Senior Associate View

Logging In

1. Is signing into Gateway the only way I can access Learner Work Assessment?
A: No, please use the following URL to access this service. Please note if you are currently experiencing issues with your username/password for Gateway, this will also be true for Learner Work Assessment.

2. I am getting an ‘access denied’ error message on LWA.
A: All examiners should have access to LWA. Please check that you have selected the ‘Examination/Moderation’ option from the Learner Work Assessment menu on Gateway. Following this, if you are still unable to access the system, please contact our AA helpdesk here.

3. I have been logged out of Learner Work Assessment. I did not log myself out.
A: If you are logged into LWA but are inactive for 60 minutes the system will automatically log you out. If you are active in the system but are still being logged out, please contact AA Helpdesk here.

4. I am unable to open Learner Work Assessment with my current browser. What other browsers can I use?
A: LWA is compatible with the following browsers:

Chrome version 119 and above
Firefox version 121 and above
Edge version 119 and above
Safari version 17.4 and above

Allocated Centres/Team Members

1. My allocated centres are showing up as ‘pending’ even though they have uploaded work to LWT. 
A: Please advise the centre to check the following:

a) any absent learners have been marked as ‘absent’ using the attendance dropdown

b) all other learners have at least one file uploaded

c) all files in a ‘Rejected’ state have been removed d) any ‘shared’ files have been linked to the relevant learners, following the guidance here or shared file removed because it will not be linked to any learners

e) no materials have been uploaded to the Administration section when all learners are ‘Absent’ and/or flagged as ‘No Evidence’.

If the above is not true, the centre must be advised to make the necessary remedial corrections. If the above is true, the centre must press the ‘submit’ button. Once they have done so and the request is successfully submitted from LWT, you will be able to access the materials in LWA. If the request has been successfully submitted by the centre and you still cannot see the required evidence after 24 hours please, contact our AA helpdesk here.

2. I can only see some of my allocated centres/ I can see centres that aren’t in my allocation. 
A: If a centre has been reallocated from you to a different examiner you will no longer see this request in LWA. Or if you have agreed to assess evidence for additional centres you will see requests for these centres. Please note it will take up to 24 hours for any changes to display in LWA e.g. additional requests. If you are still experiencing issues, please contact our AA helpdesk here.

3. I can’t see expected team members in ‘Team View’. 
A: This might be because:

You are a Chair of Examiners
A team member has been moved to a different team
You have not been assigned the correct role to view team members via Team View

If you are a Chair of Examiners, you will not immediately see all team members. You must use the AA search functionality to find the team member you want to view.

One or more of your team members may have been moved to a different team. Or additional team members have been added to your team. Please note any change can take up to 24 hours to be reflected in LWA. If you are still experiencing issues, please contact AA Helpdesk for support here.

If you are one of two Principal Moderators leading a BTEC Tech Awards 2022 component, only the main Principal Moderator will have Team View privileges. If you are not the main Principal Moderator, you will need to be assigned the role of Assistant Principal and can then see team members. Please contact AA Helpdesk for support here.

4. I can see a team member, but I am unable to access some of their requests... 
A: If the request is associated with a centre you are forbidden from assessing, even if the centre is allocated to a team member, you cannot view the request or its content. If the centre in question is not forbidden to you, please contact AA Helpdesk here.

Administration Materials

1. What am I expected to upload to the Administration Material section? 
A: Please refer to your subject specific guidance. This will detail the expected material from examiners.

2. We need to upload folders of evidence to the Administration material section. Can we do this? 
A: Yes, you must upload the folder into a zip file and upload the zip file. If you upload the folder itself, only the files within the folder will be uploaded and the folder structure will not be maintained. Please ensure each file within the folder has a unique name. Files that share the same name may cause the upload to fail. If you continue to experience an issue uploading your file, please contact AA Helpdesk here.

3. What are the reasons for a file to be rejected when it is uploaded to the Administration material section? 
A: These are the scenarios and remedial action that must be taken:

The file is rejected because	Remedial action
It is infected with a virus	Remove the file and upload a version that is not infected with a virus
It is password protected	Remove the file and upload a version that is not password protected
It is in a format not accepted by the system	Remove the file and upload it within a zip/compression file
It or files within it e.g. a zip/compression file, are infected with a virus	Remove the zip/compression file and the infected files, and re-upload the zip/compression file with a version of the file that is not infected with a virus
It or files within it e.g. a zip/compression file are password protected	Remove the zip/compression file and the password protected files, and re-upload the zip/compression file with a version of the file that is not password protected
It has the same name as a file that has already been uploaded	Rename the file and upload or remove the duplicate file
It is larger than 8GB	If a single file contains e.g. multiple mark sheets for different learners, if allowed, split the file into an individual learner’s mark sheet or use a zip/compression service like WinZip or WinRAR.

4. How long will it take to upload each file to the administration section? 
A: The upload time is dependent on the speed of your internet connection. You can check your internet speed here and based on your speed check how long it will take to upload a file here.

5. LWA won’t let me upload a file bigger than 8GB to the Administration Section. What should I do? 
A: Please use a compression service e.g. like Winzip or Rar to compress the file and then upload to LWA. Please refer to any subject specific guidance about the submission of files to the administration section e.g. a separate file for each learner. If you continue to experience an issue uploading your file, please contact AA Helpdesk here.

6. LWA says I cannot upload a file to the Administration Section. What should I do? 
A: If a file with the same name has already been uploaded, please rename the file you are trying to upload. If the file is in a format not accepted by LWA please upload the file into a zip file, and then upload the zip file.
If the message indicates that your file or zip file is in an unsupported format, is password protected or has a virus, please remove it and take appropriate remedial action. If the message advises that an unexpected error has occurred, please contact AA Helpdesk here.

7. If I upload files to the administration section of LWA, can centres view this? 
A: No, any files uploaded to the Administration Section in LWA can only be seen/accessed by Pearson colleagues or other Examiners with access to the request.

Sample Requests

1. I have received a moderated request but the centre has not included the highest/lowest scoring learner above ‘0’, what can I do? 
A: Per the guidance given for your subject, you may be asked to return the request to the centre for the missing learners to be added to the request via the manage learner functionality and their evidence uploaded. If you are still experiencing issues please contact our AA helpdesk here.

2. I can’t see my requests anymore, what’s happened? 
A: If the deadline for viewing and accessing the request for a specific subject has passed the request will no longer be displayed in LWA. However, if you think you should still have access to the affected request(s), please contact AA Helpdesk here.

3. What do the different statuses associated with a request in LWA mean? 
A: Please see below for the definition of the different statuses. Certain statuses will mean the request is shown in a different tab within the LWA portal.

Tab in LWA	Request Status	Description
To Do	Pending	The request is with the Learning Provider/Centre. Evidence has not been submitted yet. Nothing for the allocated Assessment Associate to do within LWA.
In Progress	Received	The request has been submitted by the Learning Provider/Centre and contains evidence for assessment
In Progress	Received (C)	A change has been made to the request e.g., additional learners, after it has been submitted by the Learning Provider/Centre
Completed	Completed	The request has been submitted by the Learning Provider/Centre without any evidence. All learners are either Absent and/or flagged as not providing evidence

4. The status of a received request has changed from 'Received' to 'Received (C); what does that mean?
A: In limited circumstances, a centre can amend a request after it has been submitted to you. In these circumstances, the request is unlocked for the centre to make changes, and they have since resubmitted the request. Currently, this will occur if a late entry was made after you received the request and the centre has provided evidence for this learner. If this has occurred, within the affected learner's card on the view learner screen, you will see the date/time their entry was added to the request after the original submission.

5. A request for a centre is no longer showing in LWA - I cannot see it in any of the tabs. Where has it gone?
A: A request will be removed from LWA when one or more of the following scenarios has occurred:

Evidence for the unit should now be provided outside of LWA. In this situation, you should have been provided with guidance about how you will receive the evidence.
The examination series is finished, and there is no longer a need to display the request.

6. I received a request from a centre, but they have just informed me they have made additional entries and submitted more evidence; how do I know which learners have been added since the original submission?
A: If the additional entries were made after you received the request, the status of the request will change from 'Received' to 'Received (C), and the learner card will show the date this learner was added to the request after the original submission.

7. How long will it take to download each file for each learner? 
A: If you are unable to view the file within the media player in LWA, the download time is dependent on the speed of your internet connection. You can check your internet speed here and based on your speed check how long it will take to download a file here.

8. Why can’t I download all files for a learner at the same time? 
A: The ability to do this is not yet available in LWA. Please continue to download the evidence one file at a time.

9. I can't see the expected learner(s) within the request

This might be because:

the learner's entry has been withdrawn
if the request is for a moderated unit, the centre has not added the learner to the request
the learner has been reallocated from you to another Assessment Associate

If a learner's entry is withdrawn on EOL from 25/04/2023 their details, and any uploaded evidence, will be removed from the corresponding request in LWA. This will occur regardless of the status of the request in LWA.

If you are sure the learner is available for assessment for a moderated unit, please follow your subject specific guidance for returning a request to centre for the learner to be added to the request.

If a learner is reallocated from you, you should be contacted by Pearson.

If you still require support please contact AA Helpdesk here.

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