Learner Work Transfer (LWT) FAQs: Uploading Materials, Submitting Evidence/Requests

This is the second of two LWT FAQ articles. Please use the links below to navigate to the other LWT articles:
Previous article: Learner Work Transfer (LWT) FAQs: Logging In, Learners, File Type/Format/Size

Back to Learner Work Transfer (LWT) FAQs Index page.

Uploading Materials:

1. How long will it take to upload my files?
A: The upload speed will be dependent on 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.

2. I’ve started uploading a file but when I’ve checked the file is no longer showing, but if I attempt to upload it again it states the file is already there. What can I do?
A: Rename the affected files e.g. add ‘1’ to the end of the file name and reupload.

3. What is the preferred way to provide Zip/compression files for a learner?
A: Please refer to the subject-specific guidance for exact requirements. However, it is preferable to split learner work into multiple separate Zip/compression folders and upload those rather than one large Zip/compression folder containing all the work. Smaller zip folders will usually upload faster than one large zip folder.

Users can upload a zipped folder but not drag and drop individual files from within a zipped folder - to upload an individual file from within a zipped folder, they would first need to unzip it on their machine.

4. We need to upload folders of learner evidence. 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.

5. How do I upload my centre work to LWT?
A: Training videos and guidance on how to navigate the LWT system can be found here.

6. I have uploaded my work but I can’t submit, why?
A: Please 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 any of the above is not true, please make the necessary remedial corrections. If all the above is true please contact Customer Support.

7. LWT says there are no requests when I try to upload candidate work.
A: Please check the following – a) you have gone into the ‘examination/moderation’ portal and not the ‘standards verification portal’ b) you have made entries on Edexcel Online c) your centre has been allocated to an examiner/moderator – you can check this by contacting Customer Support.

8. My examiner/moderator says they can’t view my work, even though I have uploaded it.
A: Please ensure that you have pressed the ‘submit’ button once you have uploaded your centre work and your request has been successfully submitted, otherwise your allocated examiner will not be able to view it.

9. I have submitted my request to my examiner, but I forgot to upload some required evidence for assessment. What can I do?
A: If the examiner is still able to, they can return the request to your centre, you can upload the evidence and resubmit the request. Otherwise, please contact Customer Support.

10. What are the reasons for a file to be rejected when it is uploaded to a learner, Administration material section or the Shared File functionality?
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 is a zip/compression file that contains a .MTS file	Remove the .MTS file from the zip/compression file and upload it directly
It is a zip/compression file that contains complex folder hierarchy e.g. multiple folders within a folder within a folder etc.	If it is not necessary for files to be in a folder e.g. files are on the accepted file list, please upload the files directly into LWT. If the files are in a zip/compression file because the files cannot be directly uploaded into LWT e.g. files are not on the accepted file list, or for other assessment purposes, please split the zip/compression file into multiple smaller zip/compression files, and upload these.
It is a zip/compression file that contains too much data	Split the zip/compression file into multiple smaller zip/compression files, and upload
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 multiple performances, if allowed, split the file into individual performances or use a zip/compression service like WinZip or WinRAR.

11. What about data protection and privacy?
A: Files must not be password protected – the system is secure, so encryption or password protection is not required.

Submitting Evidence/Request:

1. Where can I find my allocated examiner details in LWT?
A: Examiner details are not shown in LWT. You should continue to use your existing method of identifying your Examiner. If further help is needed, please contact Customer Support.

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 LWT. However, if you think you should still have access to the affected request(s), please contact Customer Support.

3. What do the different statuses associated with a request in LWT 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 LWT portal:

Request Status	Tab in LWT	Description
New	To Do	No files have been uploaded to the request.
In Progress	In Progress	At least one file is uploaded to the request. The request is not ready to submit for assessment.
In Progress (C)	In Progress	The previously submitted request has reverted to a state where files can be managed.
Submitting	In Progress	The request has been submitted and checks are taking place to ensure it can be sent Learner Work Assessment. No further changes can be made.
Not Submitted	In Progress	The request cannot be submitted due to an issue e.g. a rejected file must be removed.
Returned	In Progress	The previously submitted request has been returned for changes to be made e.g. provide more evidence.
Submitted	Completed	The request has been submitted and evidence is visible to the allocated Assessment Associate. No further changes can be made.

4. I have submitted my request to my examiner, but I forgot to upload some required evidence for assessment. What can I do?
A: If the examiner is still able to, they can return the request to your centre, you can upload the evidence and resubmit the request. Otherwise, please contact Customer Support.

5. I submitted our request for a subject/unit but have checked today and the request now shows as 'In Progress (C)', what does this mean?
A: A request will revert from 'Submitted' to 'In Progress (C) when the following scenario has occurred, a late entry was made after you submitted the request, and you are now required to provide evidence for this learner. You must make any necessary amendments and resubmit your request as soon as possible so that any change is updated for your allocated Assessment Associate.

6. I submitted our request for a subject/unit, but have checked today and the request now shows as 'Not Submitted'; what does this mean?
A: A request will show as 'Not Submitted' when one or more of the following scenarios has occurred:

A late entry was made after you submitted the request, and you are now required to provide evidence for this learner.
Submit Request was pressed while at least one file was in a 'Uploaded' state, and that file has been rejected. You must remove the rejected file.

In all instances you must make any necessary amendments and resubmit your request as soon as possible.

7. Why can I see multiple versions of the same subject/unit request for the current examination series?
A: In exceptional circumstances more than one examiner will be responsible for assessing the evidence provided by your centre. The request will contain the learners each examiner is responsible for assessing. You must upload the required evidence to each request as normal including any required administration material. If you still require support, please contact Customer Support.

8. My request does not show the expected learners within it, what should I do?
A: Please check you have made entries on Edexcel Online for these learners, if the entries have just been made, it will take up to 3 working days for the learner details to show within the request. However, if entries have been made past the deadline of entries being added to a request, the affected learner details will not appear within the request and you should contact Customer Support.

If the request is for a moderated subject please use the ‘Manage Learners’ button to add the required learners. If the required learner cannot be seen in the list of available learners, please see the above comment.

9. I need to submit my request, but it still shows learners whose entries have been withdrawn, what should I do?
A: If a learner's entry is withdrawn on EOL prior to 25/04/2023, LWT will not react to entry withdrawals and the learner's details will remain displayed within the request in LWT. For the impacted learner(s), please ensure that they are set to 'No evidence' within the request and then submit the request.

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 LWT. This will occur regardless of the status of the request in LWT. Please note it may take up to 24 hours for the request to be updated. If more than 24 hours have passed and the learner's details are still shown within the request, please contact Customer Support.

10. Can I submit pre assessment materials and then upload the rest of the learner’s evidence later?
A: No, LWT is designed for all evidence required for assessment to be sent at the same time. If you have submitted your request without providing all the necessary evidence, you will need to ask for the request to be returned to you. If it can, it will be.