Alumni Management

Summary

Once learners complete a qualification, they become alumni — a community worth tracking for employment outcomes, ongoing engagement and credential verification. This guide covers the Alumni Network dashboard: the alumni directory, employment and engagement surveys, and the credential verification workflow that lets employers confirm a qualification is genuine.

Who This Guide Is For

• Provider staff managing post-completion engagement
• Administrators reporting on employment outcomes
• Staff handling credential verification requests

Prerequisites

Before you begin, ensure you have:

• An SDP or Admin login
• Learners who have reached completed status
• Email addresses for alumni you want to survey

Step 1: Open the Alumni Network Dashboard

Navigate to Alumni.

The dashboard shows key metrics at a glance:

• Total Alumni — registered profiles
• Employed — count and employment rate
• Active Surveys — surveys open for responses
• Verifications — credential checks this month

Tip: The employment rate is one of the strongest outcome indicators you can show funders and SETAs — keep alumni employment status up to date.

Step 2: Browse the Alumni Directory

Navigate to Alumni → Directory.

The directory lists your alumni profiles with their qualification and employment information. Use it to:

• Find and open an individual alumni profile
• Review and update employment history
• Maintain contact details for future engagement

Step 3: Run an Alumni Survey

Navigate to Alumni → Surveys (or click New Survey from the dashboard).

1. Create a survey to capture employment status, satisfaction or other outcomes.
2. Send it to your alumni audience.
3. Track responses and review the survey analytics as results come in.

Tip: Short, focused surveys get higher response rates. Run a brief employment check periodically rather than one long annual survey.

Step 4: Verify a Credential

Navigate to Alumni → Verification (or click Verify Credential from the dashboard).

Credential verification lets you confirm that a qualification claim is genuine — useful when an employer or third party asks you to validate an alumnus.

1. Create or look up a verification request.
2. Confirm the credential details against the alumni record.
3. Update the verification status; verifications are counted on the dashboard.

A token-based public verification link is also available so external parties can confirm a credential without a login.

Common Mistakes to Avoid

1. Stale employment data — outdated status distorts your employment rate.
2. Over-surveying — too many requests reduce response rates.
3. Skipping verification records — log verifications so the dashboard count stays accurate.
4. Forgetting POPIA — alumni data is still personal information; handle it lawfully.

Verification Checklist

Before moving on, verify:

• The Alumni dashboard shows your expected totals
• At least one alumni profile is complete with employment status
• A test survey was created and sent
• A credential verification request was logged
• Employment rate reflects current data

Next Steps

• Managing Learners — Move completed learners into the alumni view
• Certificates & Verification — Issue and verify certificates
• POPIA Data Handling — Handle alumni data lawfully