22 — Declarations, Videos and Results

🔒 Pro feature — requires Dantian Training Hub Pro.

This guide covers the evidence and reporting side of the Rubric Grading Suite:

• authenticity declarations students confirm before submitting work;
• video feedback trainers record while grading, and where those videos are stored;
• the Subject Results Sheet PDF;
• bulk PDF reports and CSV grade exports for an entire assignment.

Everything here needs the Rubric Grading Suite module enabled, plus Tutor LMS Pro with its Assignments addon. See 21 — Rubric Grading and Feedback for setup, rubrics, grading and the main rubric settings. Without the module, these screens show a locked notice and the shortcodes show a neutral “not currently available” message.

Authenticity declarations

What they are

An authenticity declaration is a checklist the student must tick before submitting an assignment, confirming the work is their own. Each confirmation is stored as a record, so you can show an auditor exactly what a student declared and when. This suits RTO assessment practice, where you need evidence that submitted work is authentic.

Turning declarations on

1. Go to Training Hub → Settings → Rubric Grading Suite and scroll to Authenticity Checklist.

2. Tick Enable authenticity checklist (“Show authenticity checklist on the assignment submission page”). It is off by default.

3. Under Checklist items, review the statements. One item is included by default:

   I declare that this assessment is my own work. I have acknowledged any sources used, and I understand that plagiarism, collusion, self-plagiarism, cheating, or false declaration may result in reassessment, NYC, or other action under College policy.

   Add more items with the add button and delete them with the remove button. Items can contain links and bold or italic text.

4. Set Retention period (months) (default 84, which is 7 years; allowed 1–600).

5. Choose whether to Store IP address (“Record the student’s IP address and browser user agent with each declaration”, on by default).

6. Save the settings.

Setting	Default	Notes
Enable authenticity checklist	Off	Applies to every Tutor LMS assignment submission page
Checklist items	One standard declaration (above)	Students must tick every item
Retention period (months)	84	1–600. Under the field, a warning reminds you that VET compliance typically requires at least 5 years (60 months) for assessment records. Check your obligations before reducing it
Store IP address	On	Turning it off stops collecting IP and browser details for new declarations. Existing records keep theirs

What students see

On the assignment submission page, an Authenticity Declaration checklist appears with “You must confirm all items below before submitting.” The submit button stays unavailable until every item is ticked. Then the message changes to “All declaration items confirmed. You may now submit.”

The check is repeated when the work is submitted, so it cannot be bypassed. Possible messages:

• Declaration Incomplete: “You must confirm all authenticity declaration items before submitting your assignment.”
• Declaration Updated: the checklist was changed after the page loaded. The student reloads and completes the new version.
• Declaration Error: a security check failed. The student reloads the page and tries again.

What is stored: the student, assignment, course and submission; the exact wording of every item declared, plus a fingerprint of that wording; the date and time; and, if enabled, the IP address and browser user agent. IP addresses can be spoofed, so treat them as indicative only.

When a trainer records a submission on a student’s behalf (see document 21), a separate declaration is stored. It records the trainer and states that the work was received from the student through an authorised channel.

Declaration Records (admin)

Training Hub → Audits → Declaration Records (the page is headed Authenticity Declarations).

1. Filter by Course, or search Student by name or email, then click Filter. Click Reset to clear.
2. The table shows ID, Student, Assignment, Items, Declared and Actions.
3. Click PDF to download that declaration as a PDF.

Administrators and rubric managers see every declaration. Other trainers see declarations for the courses they teach. The tab only appears when the active LMS supports assignments.

A student’s declarations also show on their Student Report: on the Assignments tab, any assignment with a declaration has a link such as 1 declaration under its title, which expands to show the declaration details. (The old Assessment History tab has been merged into the Assignments tab.)

The declaration PDF

Each PDF is titled Authenticity Declaration and shows:

• the student, student number, course, units of competency and assignment;
• Declared At, the Items Declared, and the IP address and user agent (if collected);
• the Items Hash and Record ID.

PDFs are generated on request, saved to a private reports folder and only streamed to a logged-in user who is allowed to see that declaration. There is never a public link.

[dthub_declarations]

Place this shortcode on a page for trainers who work outside wp-admin. It shows the Authenticity Declarations table with filters for student search, course, assignment, date (Any date, Last 7 days, Last 30 days) and page size (20, 50 or 100 per page), plus a PDF action per row.

• It is for trainers and graders only. Students do not use it, and it is not where students make declarations.
• Trainers see declarations for the assignments they are allocated to, or the courses they teach. Administrators and rubric managers see all.
• If the checklist is turned off, administrators see a link to the setting. Other trainers see “The authenticity declaration checklist is not currently enabled on this site.”

You can also show it as the Declarations tab of [dthub_assignment_hub] with Show Declarations tab under Settings → Assignments → Assignment Hub Tabs.

Retention schedule

While declarations are enabled, a scheduled job runs monthly and permanently deletes declaration records older than your Retention period (months). When the checklist is off, the job does nothing.

Declarations are covered by WordPress’s privacy tools. Tools → Export Personal Data includes them as “Authenticity Declaration Records”, and Tools → Erase Personal Data deletes them for that person.

Video feedback

Recording video while grading

On the grading form, the camera button records video feedback in the browser (Record new video (replaces existing)). Recording a new video replaces the old one, and Remove this video deletes it. Students see the video under Video Feedback on their assignment page.

• Videos must be WebM or MP4 and no larger than 50 MB. Larger files are rejected with “Video file is too large. Maximum size is 50MB”.
• With Require overall feedback on, a video counts as overall feedback, so you can submit without typed feedback.

Where videos are stored

Choose the provider under Training Hub → Settings → Files & Storage → Assignment file security & video storage, in Video storage provider:

Provider	What it means
Local secure storage (on this server)	The default. Files are kept privately on your server and need no setup
Bunny.net	Off-server storage and playback through Bunny’s network. Needs the Bunny Storage Zone, Access Key, CDN Hostname, Storage Hostname and Token Secret
Google Drive	Off-server storage, kept private. Playback still streams through your site. Uses the Google Drive connection in the Connections section

If the chosen provider is not set up, new videos are saved to local storage instead and the trainer is told so. Videos already stored with another provider keep playing.

Moving existing videos

There are two tools on the same Files & Storage tab, and both can be safely re-run or resumed:

• Move existing videos to local storage copies videos from Bunny.net or Google Drive to your server. Each copy is checked byte-for-byte, and the feedback is pointed at the local copy. After migrating to local decides what happens to the remote copy: Keep the remote copy (recommended) or Delete the remote copy after the local copy is verified. Save that setting first. Choose Move from:, type MIGRATE to confirm, then click Migrate to local storage.
• Move existing videos to off-server storage uploads local videos to Bunny.net or Google Drive. Each upload is verified before the local copy is deleted. Choose Move to:, type MIGRATE, then click Move to off-server storage.

Video Management and cleanup

Training Hub → Audits → Video Management shows:

• a Storage Overview: Total Videos, Current Retention Period and Videos Eligible for Cleanup;
• All Videos: Student, Course, Assignment, Uploaded, Age (days) and Status (Active or Eligible for cleanup), with Delete for a single video;
• Manual Cleanup: enter a number of days in Delete videos older than, type DELETE in Confirm, then click Run Cleanup Now. This cannot be undone;
• Automated Cleanup: shows the Next scheduled cleanup. The text in this panel and its Open Media & Storage Settings button still point to the Rubric Grading Suite tab. The provider and retention settings are actually on the Files & Storage tab.

Every day at about 3 AM (site time), a scheduled job deletes videos older than Video Retention (days). That setting is on the Files & Storage tab (allowed 1–3650). Videos are deleted in batches of 50, with further batches following straight away if needed. A deleted video is removed from its storage provider and from the feedback.

Check your retention value. The field shows 180 days until you first save it, but until it is saved the cleanup job uses 365 days. Save the Files & Storage tab once so the two match. Before shortening retention, make sure your record-keeping obligations do not require you to keep video evidence longer.

Subject Results Sheet

The Subject Results Sheet is a one-page document for one student in one subject (course). It lists every assessment task in the course and marks each one’s result, followed by the overall subject result. It is the document many colleges file as the student’s subject outcome.

Generating one

There is no menu item for a Subject Results Sheet. Use one of these buttons instead:

• One student, one course: in Training Hub → Student Report, choose the student, expand the course row and click Subject Results. The document opens straight away for that student and course. On the Free plugin this is a print page (use your browser’s Save as PDF); with Pro it downloads as a PDF.
• Every student in a course: in Training Hub → Course Report, choose the course and click Download All Subject Results (Pro). You get one combined PDF with one page per enrolled student.

The per-student Subject Results button is always shown on the course row. The Download All Subject Results button only appears when the course’s LMS provides lessons, quizzes or assignments. Without Pro the task list is empty (the sheet says “No assessment tasks found for this course.”), because the assessment results come from Pro.

About the older generator screen. Earlier versions opened a separate Subject Results Sheet generator (with Year, Course / Subject and Student pickers, an Export Subject Results Sheet button and a Download PDF link) from an Assessment History tab on the Student Report. That tab has been merged into the Assignments tab and no longer links to the generator, so use the Subject Results and Download All Subject Results buttons above.

What the PDF contains

• A heading Assessment Feedback — student name (with the student number in brackets when one is recorded), under the title Subject Results and the course name, with your organisation name and logo from Settings → Pages & Reports → PDF Reports as the letterhead.
• A TASKS table listing each assessment task (assignments and assessment quizzes) with an X in one of four columns: Satisfactory, Not Yet Satisfactory, Not Submitted or Pending.
• Overall Subject Result: Not Yet Satisfactory if any task is Not Yet Satisfactory; Satisfactory only when every task is Satisfactory; otherwise Pending.
• The footer “Confidential — For educational use only”.

The course-wide download repeats this page for every enrolled student, one student per page.

Anyone who can open the Student Report or Course Report for a course can produce its sheets. Trainers can only export courses they teach.

Bulk PDF Reports

Use Bulk PDF Reports to download every evaluated submission for an assignment in one go, for example to hand a full cohort’s results to a moderator or auditor.

In wp-admin: Training Hub → Assignments → Bulk PDF Reports.

1. Choose Year, Course and Assignment. The page confirms how many evaluations are ready, for example “Ready to export 18 evaluations for Case Study 2.”
2. Click Download all evaluations for this assignment.
3. The export runs in the background: “Processing 5 of 18 reports…”. You can leave the page open while it works.
4. When “Export ready — download the bundle below.” appears, click Download evaluations.

[dthub_assessment_export]

[dthub_assessment_export assignment_id="123"] puts the same tool on a front-end page for one assignment. Trainers tick submissions (Select All or Select None), click Export Selected and download the result when it shows Export complete!.

How background processing works

• Each export is a batch of the submissions you are allowed to see. Each one is turned into an Assessment Result PDF, the same document as Download PDF on a single evaluation.
• Batches run through WordPress’s background task system. If your site’s scheduled tasks are delayed, exports take longer to start.
• Several PDFs are combined into one ZIP file. If your server cannot create ZIP files, you get the first PDF instead.
• Progress for a batch is kept for one hour. After that, its status can no longer be checked, so start a new export.

Where the files go

Every generated PDF and ZIP (results sheets, declaration PDFs, bulk exports) is saved in a private reports folder in the plugin’s secure file store. Where your server allows, that store sits outside the public website folder. Files are only ever delivered through a download link checked against the logged-in user’s permissions, so they cannot be opened by a public URL. The files are not deleted automatically.

CSV grade export

On Bulk PDF Reports, after choosing an assignment, click Export CSV to download a spreadsheet of the latest result for every graded submission. The file starts with a byte-order mark so Excel opens it correctly. Columns:

Course, Assignment, Student Name, Student Email, Score (%), Actual Mark, Result (your pass/fail labels), Attempt, Graded At, Assessor, Submission Date, Overall Note.

The CSV file is temporary. A scheduled clean-up deletes it from the server one hour after it is created, so download it straight away. If the assignment has nothing graded yet, you will see “No graded submissions found for this assignment.”

Permissions summary

Action	Who
Turn on declarations, set retention and video storage	Administrators
View Declaration Records, Video Management and Bulk PDF Reports in wp-admin	Administrators and roles in Roles allowed backend access (other staff only see their own courses)
Download Subject Results sheets	Anyone who can open that course’s Student Report or Course Report (trainers: courses they teach)
Use [dthub_declarations]	Trainers and graders (scoped to their assignments or courses)
Use [dthub_assessment_export]	Staff who can grade, for assignments in courses they teach
Run manual video cleanup or delete a video	Administrators and roles in Roles allowed backend access

Troubleshooting

Students do not see the declaration checklist. Enable authenticity checklist is off, or there are no checklist items. Turn it on under Settings → Rubric Grading Suite → Authenticity Checklist.

“This video was saved to secure local storage instead.” The chosen provider (Bunny.net or Google Drive) is not set up. Complete the credentials or connect Google Drive on the Files & Storage tab. The video works as normal from local storage, and you can move it later.

The bulk export never finishes. Exports run as background tasks. If WordPress’s scheduled tasks are not running on your site (for example, because the site gets very little traffic or a server cron is not set up), the batch waits. Check your site’s scheduled tasks. After an hour, start a new export.

[dthub_assessment_export] shows “Add the required assignment_id attribute…”. Edit the page and add the assignment’s ID, for example [dthub_assessment_export assignment_id="123"].

The Subject Results Sheet says “Pending” for the overall result. At least one task is still Pending or Not Submitted. The overall result only becomes Satisfactory when every task is marked Satisfactory. Grade the outstanding work (or check that the student has submitted it), then download the sheet again.

Worked example

A Diploma cohort finishes “Clinical Practice 1”.

1. Before term, the assessment lead turned on the authenticity checklist and set retention to 84 months. Every submission therefore carries a declaration.
2. Trainers graded each case study with a short video. Video storage is set to Google Drive, so the files are kept off-server but stay private.
3. At the end of the subject, the coordinator uses Bulk PDF Reports to download a ZIP of all 22 Assessment Result PDFs for the moderation meeting, and Export CSV for the student management system.
4. The coordinator opens Course Report, chooses “Clinical Practice 1” and clicks Download All Subject Results to get every student’s results sheet in one PDF. For a single student who needs a reissued sheet, they use Student Report → (expand the course row) → Subject Results. The sheets are filed with the declaration PDFs from Audits → Declaration Records.