Any course that RPL is being uploaded to must have Manual Enrolment enabled under the Enrolment Types.
This will import historical completion records from a CSV file and enrol users into the specified courses.
All completions imported that relate to courses that currently exist on the system will be added as Record of Prior Learning (RPL Completions). This will be indicated in reports which include these imported completions.
Any courses that do not exist in the current system will be created as evidence.
When uploading a course completion record for a pre-existing course and where a user is not already enrolled, the system will create a manual enrolment for this user into the course.
Accessing the option to upload RPL
The Course Completion Import by accessing Site Administration > Courses > Upload Completions Records > Upload Completion Records
Preparing the CSV File
The CSV import file is created outside of LP LMS and imported. The date format, delimiter and encoding type will be selected before importing. The CSV file must contain the following columns in the first line of the file:
- username: The username from the learner’s profile.
- courseshortname: The course short name is found on the Course settings page.
- courseidnumber: The course id number is found on the Course settings page.
- completiondate: The date the learner completed the course. The date format can be specified in the upload settings.
- grade: The grade the learner received in the course.
Uploading the CSV File
You can drag and drop the file onto the page or click the Choose a file button to select the CSV file.
Default evidence type: Any courses or certificates which can't be found will be added as evidence in the record of learning. Please choose the default evidence type you wish to use.
- CSV Date format: Select the format dates will use.
- CSV Grade format: Select the grade format used (see more detail below).
- CSV Values separated by: Select the delimiter used in the file. Comma, semi-colon, colon or tabs can be used.
- CSV Text Delimited with: Select the delimiter used for text values. Single quote, double quote or no delimiter can be used.
- CSV file encoding: Select the type of encoding used for the file.
- Override current course completions: Check this if you want the uploaded course completions to replace the existing course completion records.
Important Note
- If the override current completion checkbox is ticked and providing a new date, the system will only overwrite the currently completion if the date you are uploading is more recent. If the date is older than you are adding compared to the current one, it will automatically archive this.
- The overridden completion is not added to history and is replaced by the newer date(a date in the future to the current completion).
- If the override current completion is not ticked all completions will be added as history within the users completion records.
- Case insensitive short names: When enabled, course short names will be matched case-insensitively.
How does a successful upload look?
RPL that has been uploaded successfully will show a screenshot as below:
How does an unsuccessful upload look?
RPL upload going in as Evidence
When doing an RPL upload if the course short name does not match exactly what is on the course page settings, the upload will go in as evidence. A message like the one below will be shown:
If an error is seen like the above, this means that the upload has had incorrect information placed onto the CSV file, this means that the completion will now appear under the user's evidence tab on their learner profile.
Errors found within the File
At times when an RPL upload is done, there may be errors on the files that need to be addressed. The LMS will flag the amount of errors on the results screen like the below:
Viewing the import report
On either of the above screenshots, clicking on the Course import report will allow the viewing of the errors that occurred during the import.
The course import report is also accessible under Site Administration > Courses > Upload Completions Records > Course Import report.
When in the Course Import report, there is a date filter that can be used to filter down to the date and time the upload was done:
Common Course Completion Upload Errors
When viewing the Course Import report, should there be errors the most common errors are listed below with a reason as to why this error may have occurred and how to resolve it on the CSV File.
| Error | Explanation | How to Fix |
| Invalid completion date | This error is due to the selection for the date format on the RPL upload not matching what is on the CSV file. | If the date format on the CSV file is dd/mm/yy then the date format on the mapping should also be dd/mm/yy |
| Invalid Username | This error is due to either a mistake made on the CSV file with the username meaning an invalid character has been used on the CSV file. | Ensure that the details are correct on the CSV file in accordance with what is held on the LMS. |
| Blank Grade | There is no grade entered under the column within the CSV sheet | Populate the column with grades and retry the CSV upload |
| Username not found | This error is due to either a mistake in the spelling of the username on the CSV sheet or the user does not exist on the LMS. | Ensure that the details are correct on the CSV file or ensure that the user has been created on the LMS. |
| Field 'completiondate' is too long. The maximum length is 10 | This error is due to additional wording or spacing being added to the Column header. | Ensure that no additional wording or spaces have been added. The Column header should be just 'completiondate' - no spaces. |
| Duplicate | This means that there is a duplicate of the same record on the CSV file. | Ensure that the duplicate is removed from the CSV and then retry. |
| Record completion date exists | There is already a completion date existing on the LMS for this course with the same date that is on the file. | Ensure that the correct information is on the CSV sheet and if completion has been awarded remove the user from the CSV. |
| Blank course shortname | The Course shortname has been left blank on the CSV. | Please ensure that this is populated with the correct information found on the course settings page. |
| Blank Course ID number | The Course ID has been left blank on the CSV. This will only apply if an ID has been provided on the CSV file that is being uploaded. |
Please ensure that the Course ID found within the course settings page is populated on the CSV file. |
RPL upload going in as Evidence
When doing an RPL upload if the course short name does not match exactly what is on the course page settings, the upload will go in as evidence. A message like the one below will be shown:
If an error is seen like the above, this means that the upload has had incorrect information placed onto the CSV file, this means that the completion will now appear under the user's evidence tab on their learner profile.