PwC's Academy - Standard operating procedures

5. Training Development

5.3. Certification Creation, Approval and Issuance

Exit SOPs

Policy ID 3.2.1
5.3.1 Certificate creation on LMS

Who: The Training Coordinator is the role responsible for the certificate creation on the LMS course page.
When: During the course design, and submitted with the application.
Step 1 | Go on the specific course page on LMS and turn editing on from the gear icon.
Step 2 | If a Certificate Topic (section) is not yet created, click on “Add Topic” from the very bottom of the page.
Step 3 | Once a Certificate Topic is created, go to “Add Activity or Resource”, then select “Custom Certificate” and “ADD”.
Step 4 | The fields that need to be edited are:
  • “Name”: Title of the certification within that course;
  • “Description”: Can be added explaining how a certificate is obtained (e.g. assuming conditions are met);
  • “Restrict Access”: Use the appropriate ones based on the restrictions decided during the course design (please refer to the Course Design SOPs).
Step 5 |
Click “Save and Return to Course”.

5.3.2 Editing the content of Certificate

Who: Training Coordinator 
When: During the course design.
Step 1 | Click “Edit Certificate” from the gear menu to be prompted with the actual design.
Step 2 | Scroll down to the section “Load Template” and select the applicable version for the course you are creating.
Step 3 | Confirm that this template is overwriting the previous elements.
Step 4 | Elements in the certificates will be populated. 
Some are static and do not need to be changed as they get automatically populated from the data within the LMS. The data (elements) that need to be included manually are: 

  • “Course Name”: if it is a long name you might need to do it in 2 lines therefore the next instance needs to be used also, otherwise delete the 2nd line.
  • “Course date”
  • “Duration”
  • “CPE competency”: Professional or Core.
Step 5 | To edit an element, click on the gear icon, edit the section of “Text”, then click on “Save Changes”.
Step 6 | To add a new element, at the bottom of the list, choose the new element from the drop-down list, then click on “Add element”.
Step 7 | Once all fields are updated, click “Save Changes & Preview”. This will prompt a window to download the certificate which is to be sent to MFHEA for approval at the application stage.

5.3.3 Certificate approval

Who:  Quality Manager 
When: During the course design.
Step 1 | Download the course certificate previously developed for a specific certification (“Editing the content of Certificate” procedure). 
Step 2 | Send the course certificate to MFHEA by email.
Step 3 | Await for MFHEA approval.
Step 4 | If not approved and issues are highlighted, it needs to go back to SOP 5.2.2 of the “Editing the content of Certificate” procedure and readjust the certificate.

5.3.4 Proactive Management of Certificate Templates

Who: Quality Manager and Learning Technology Specialist
When: Twice a year, every May and November
Step 1 | Go to the templates section 15 on QMS and access Certificate Template. 
Step 2 | Through the Managed Templates function review the certificate elements for their applicability and determine if any need to be updated. 
Step 3 | If there is a need for a template update, the Learning Technology Specialist applies the updates to the template.
Step 4 | Communicate the new templates to the Training Coordinators via the Announcements function within the QMS page.

5.3.5 Management of Certificate Template Issues
Who: Quality Manager and Learning Technology Specialist
When: Correction triggered by an individual
Step 1 | The individual from the Academy team that identifies or is notified about a certificate issue, informs the Quality Manager and Learning Technology Specialist.
Step 2 | Follow steps in SOP 5.2.4

Important: When there is a need for a change on the template by MFHEA request or due to a major change on the course/program that might need MFHEA approval, the Training Coordinator must inform the Quality Manager.

5.3.6 Supplementary document/transcript creation

For specific courses, on successful completion of training, trainees/students receive a transcript detailing the context of training, MQF level, the number of learning credit achieved as well as the status of the qualification gained, in accordance with MFHEA regulations.

Check the template here. > (to be developed with TC's help)

5.3.7 Certificate issuance

The certificate will be made available to the learner after s/he meets the necessary criteria (such as attendance, assessment and feedback) earmarked as necessary in terms of course completion and coded by the Training coordinator.

Step 1 | Training Coordinator is to ensure that the Certificate Issuance is based on the correct conditions relevant to the certification.
Step 2 | In the case of specific groups of trainees, the Training Coordinator needs to confirm that the Certificates are issued in line with relevant organisational criteria.

The certificate is automatically made available digitally for download by each trainee through the LMS.