ECORDIA SUPPORT FOR LEARNERS
How to Log onto Ecordia
1. Open your Internet browser and type [Link] in the address bar, then press 'Go’.
2. You will now be viewing the Ecordia web page.
Click the 'Login' button (top right of the page).
3. This will take you to the login screen where you can enter your username and password -
click 'Login' (Note: the Username is NOT case sensitive, but the password IS case sensitive).
‘Case sensitive’ means that if capital letters are used in the password then the password will not work
without them.
4. If this is the first time you have logged in you will need to accept the Terms and Conditions. If you
decline the Terms and Conditions you will not be able to proceed, therefore you will need to contact
your assessment centre.
5. Once the Terms and Conditions have been agreed, you will be asked to change your password.
Simply fill-in the boxes on the screen. Remember: the password is case sensitive, and spaces cannot be
used. For example: if 'Tom Thumb' were to be used as a password it should be entered as
'tomthumb', i.e. without the space between the two words.
6. A 'Show Help' button is available to use this gives further guides and video help (top of Ecordia page),
on the left-hand menu click “Candidate Guides” for access to video help and written guidance for
different sections and stages of working with the portfolio.
● Once logged-in the screen will be at full-size and you will be viewing your start page . Depending upon
your user-role, you will have tabs at the top of the page that give you access to different areas of the
system.
Candidates see :
Portfolio Front Page
Portfolio Tabs
There are tabs on the right-hand side, just like a paper-based portfolio: see these to: add, view or
modify plans, add, view or modify evidence, view feedback and check on progress
Select PORTFOLIO from the top tabs – Then select FRONT PAGE from the right hand tabs
This will take you to your front page, here you will find the following information -
Course: This is the course you are currently working on.
Workplace: This can be used by your centre to display your workplace etc.
Status: This is the course status. 'Live' means currently active.
Selected Units: All the units you need to complete for your course.
Overall Progress: This shows how many of the National Occupational Standards (NOS) for your course
have been covered at least once and judged competent. Your assessor will inform you when you have
sufficiently covered the NOS, at which point you will be asked to complete a Unit Summary Sheet.
Expected Progress: If displayed, this shows your expected progress based on your time in training.
Target Start Date: This is when you started your course.
Target Completion Date: This is when you should finish your course.
Completed Date: Once the course is completed, the finish date will be displayed.
Items for your attention: This is your "To Do" list. Just click on an item to work on.
Items for your attention
Any items for attention should be addressed first - this may be to accept a plan or to amend some
evidence for example.
(initially there will be a plan for your induction – continue from “adding evidence to a plan” section, next
page)
If there are "No Items For Your Attention" on your Portfolio Front Page, you can click on the green
"Evidence" tab on the right hand side of the screen.
This will then open a page showing all of the Evidence so far in your Portfolio.
In this list you can access any item of Evidence that you want to view or work on by selecting it.
You can select any item of Evidence by clicking anywhere along the relevant Evidence row.
Once selected, the Evidence item will appear on the screen.
For each item of Evidence, you can then use the buttons at the bottom of the screen to perform certain
tasks, e.g. for ‘Written Questions Evidence’ there is an ‘Answer Question’ button.
There is also a ‘Prepare Attachments’ button if you wish to attach files to your Evidence.
At the top of the screen there are also ‘Previous’ and ‘Next’ buttons which you can use to move onto
the next item of Evidence.
The yellow box within the evidence page shows the status of the Evidence (who is “holding” it) and
what actions you can perform at this point in time.
You can go back to your Evidence list at any time by clicking the green "Evidence" tab on the right.
Your assessor will set a plan of work for you, this needs to be “accepted” by you to enable you to
continue with the plan.
Accepting a Plan
When an assessment plan is proposed, you will have a 'Plan Proposed' task appear on your Portfolio
Front Page, click on the task to view the plan Click 'Accept' to begin adding evidence, or use 'Request
Guidance' to make a comment which will send the plan back to your assessor for a response.
Adding Evidence to a Plan
Go to the yellow "Plans" tab
Click on a plan, which you can 'Accept' if available, then select an evidence item from the list if the
assessor has set one for you (ie click on the item listed, for example “induction”) or if there are no items
listed then click 'Add Evidence Type' to add your own evidence item, in which case, when the page
appears in the right hand box, select the Evidence Type you want to prepare, for example written
question or work product, and enter a short description in the left hand box (for example “induction”) -
Click 'Save'. This will then be added to the plan as an evidence type for you to access by selecting it.
On the evidence page you have just accessed (above) -
Click the Prepare Written Evidence / Prepare Attachment / Answer Questions button (the available
option will depend on the evidence type).
If you are writing evidence directly onto the evidence page select “prepare written evidence” and
directly type in the evidence box, click 'save and close' to save your work to come back to later. When
using copy and paste for adding Evidence directly onto the evidence page you should select 'Paste as
Plain Text', this way the system will wrap the text to match your browser rather than keeping the line
breaks from the original source.
Attaching Files to evidence: “PREPARE ATTACHMENTS”
To attach files to your evidence, (for example induction documents) click 'Prepare Attachments'.
Click 'choose files', to select the file(s) from your computer that you want to upload
Click 'Add' to upload the selected file(s), and the X against a file can be used to delete it.
Click 'Close' when finished.
Note: The maximum file size per attachment is 250mb, however, the number of attachments you can
upload is unlimited. When using copy and paste for adding Evidence into Ecordia select 'Paste as Plain
Text', this will wrap the text to match your browser rather than keeping the line breaks from the original
source.
You can use the 'Link Evidence' button to reference the Evidence to as many Units as required or you can
leave this for your assessor to do on assessment
Submitting Evidence
Your evidence can be submitted for assessment at any time, but once submitted and collected by your
assessor you are not able to make any changes to the evidence, unless some action is required following
the assessment.
Click the 'Submit now for assessment' button when the evidence has been completed.
A window will appear asking you to confirm the action. If you click 'OK', you will then be asked to record
any evidence sources and references which you may have used to prepare your evidence. You have
two options as follows:
• Tick the box if you have not used any sources or references in preparing this evidence:
• Add sources of reference into the box on the page.
Once you have completed one of the above options, scroll to the bottom of the page and click 'Submit'.
You will now return to the Viewing Evidence in Your Portfolio page and the evidence status will
be Presented.
Clicking the 'Undo evidence submission' button would return the evidence to you. However, this button
is only available to you until your assessor commences assessing this piece of evidence.
When your assessor has completed an Assessment, you will have a task titled “Feedback Given” on
your Portfolio Front Page.
Click on this task to navigate to the Assessment Feedback.
The Assessment Feedback will appear towards the bottom of the page.
Having read the Assessment Feedback, click the ‘Accept’ button.
You must accept the feedback for your% progress to increase on your portfolio
You can now leave a comment (this is optional)
If you do not agree with the Assessment Decision you can use the link provided to message your
Assessor.
If the Assessment Decision is positive ie. "Competent", when you click ‘Accept’ the Evidence status will
change from “Feedback Given” to “Assessment Complete”.
Once you have accepted the Feedback your progress will be updated and can be viewed on your
Portfolio Front Page .
If the Assessment Decision is negative ie. "Action Required", when you click ‘Accept’ the Evidence
status will change to “Action Required” to allow you to complete the actions set by your Assessor,
and re-submit the Evidence for assessment as follows:
Having clicked 'Accept' (as above), you can now click the ‘Prepare Written Evidence’ button to make
the necessary amendments/changes requested by the Assessor.
Once you are satisfied that you have completed the required actions, click ‘Save and Close’
If required, you can also click ‘Prepare Attachments’ to upload further attachments or delete
attachments.
Click the ‘Submit now for assessment’ button to send the revised Evidence to their Assessor.
The Assessor will then assess the Evidence again.
Once the Assessor has re-assessed the Evidence and given positive feedback, you will again receive a
task on your Portfolio Front Page titled “Feedback Given”.
You will then need to click ‘Accept’ on the positive feedback, and your Portfolio progress will update.
GUIDE TO ACCESSING RESOURCES
FINDING THE CORRECT COURSE
METHOD 1 (This is the best method to ensure the correct resources are found)
On the front page of your portfolio copy the course title from the course details
(in this example we will use L3DAC - FAQ Level 3 Diploma in Adult Care)
Course: L3DAC - FAQ Level 3 Diploma in Adult Care
Workplace: Tutorcare
Status: Live (Holder: xxxxxxxx)
Overall Progress: 61%
Expected Progress: 50%
THEN On the Ecordia tabs at the top of the page use the dropdown selection from tab “MORE”
SELECT “RESOURCES”
Under the “search” banner paste the copied course title into the “search resources by” box, click
“search” and you will see the resources available for this course
METHOD 2
On the Ecordia tabs at the top of the page use the dropdown selection from tab “MORE”
SELECT “RESOURCES”
Under the RESOURSES banner all of the resources for all qualifications will be shown and also the
available handbooks / guides / documents etc.
Go through the list of available resources to find the level of the course you are undertaking and other
information such as adult or childcare, (the list is spread over a number of pages)
You can find which course you are on from the front page of your portfolio for example – Course: L3DAC - FAQ
Level 3 Diploma in Adult Care this is level 3 Diploma in Adult Care (DAC) and the awarding body is Future Quals.
Your assessor can tell you which course resource to access if you are not sure.
LOCATING THE RESOURCES
Having found the correct course you are undertaking click on the file icon on the right
This will bring up the box with the items and resources applicable to this course listed as files
The above image will be seen when the course is operated by more than one awarding body and you should be
aware of which awarding body you are registered with.
If there is more than one awarding body then select the file under the base directory for the one you are
registered with (in this example you will use Futures)
You will see that you now have a list of all of the units that have resources available. The file with the long number
contains resources for the assessor to use. Select the “resource” file for the unit that you wish to look at resources
for
Select the unit number you wish to access resources for, you will see the resources file is
within the main unit – (for example unit 12 below has the resources as a sub-file)
Click on the resources file icon for the unit to see all of the resources available
Select the specific resource that you wish to view / use. You will have the option to open
the document to view it or you can save the document
If you wish to make use of the document while for example answering some written questions
then you will need to save the document so that you can have it open at the same time as
working in the portfolio or to access it later. If you just need to read something then you can
open the document to read it
When you close the box with the list of resources the resource page you had open will also close
which is why you will need to save the document if you wish to use it while working within the
portfolio or to use it later
OTHER GUIDANCE / RESOURCES AVAILABLE
There is a set of resources available given as “RESOURCES LISTED AS TOPICS” (resource
number 26 for general topics, resource number 233 for management at level 5 topics)
This is so any new resources can be added to Ecordia without the need to identify every unit
this relates to. Individual qualifications and units may not have the new resource attached to
them so it may be worth visiting this file for the latest information.
You may be working on a unit for which there is no specific resource file allocated but the TOPIC
of the unit may have some resources in this file.
For example, you may have a specific unit concerning Dementia for which the unit has
no resources in the awarding body / unit listing, HOWEVER in the RESOURCES LISTED
AS TOPICS section you WILL find resources for Dementia which may be useful
You can access these by using the resource number (26 or 233) in the link box if using
method 1 or search the list to page 3 for method 2 search.
The option to “open” – i.e. just read, or “save” – i.e. retain a copy to use while completing
work is the same as before.
GUIDES
The first 3 items in the resources contain guides which you may wish to access.
1 - induction guides and documents
2 – documents and general guidance for all courses at all levels
3 – Qualification handbooks and standards from the awarding body
These can be accessed by searching for number 1, 2 or 3 if method 1 is used or if method 2 is
used they will be the first 3 items in the resource list and will be visible on the first page.
