How does a Training Provider assign a competency to a cardholder?

Registered Training Organisations can award a single competency to a cardholder direct in the RIW System.  For instructions on bulk awarding competencies to multiple cardholders, refer to our article How does a Training Provider assign competencies to multiple cardholders?

Competencies need to be assigned for awarding in the RIW System prior to awarding to a cardholder. Please refer to our article How does a Training Provider add, edit or delete from their list of assignable competencies?

This instruction applies to the following RIW System User Roles:

  • Training Provider User

Step 1: Log in to the RIW System

Go to and login using your credentials. 

Step 2: Search for People  

To start the award competencies process, click on the People tab on the top right side of the screen, then click on the Search for People shortcut.

Step 3: Searching for a cardholder

Enter the Surname, RIW number and Date of Birth of the cardholder.  Click Search.  The cardholders profile will now display.

Note: All three key pieces of information must be entered correctly to surface the cardholders profile.

Step 3: Cardholder profile

Highlight the cardholder by clicking on their profile and click Award

The next screen will display the selected cardholder’s profile. By default, the first tab on the left hand side menu, Core Details is selected, however, clicking through the tabs will display any existing entries for the selected menu, e.gNational Competencies tab will list all existing National competencies held by the cardholder selected etc.

Details of Job Roles, Employer Job Roles, Employment History and Medicals can only be viewed.

Note: Cardholder’s who have been blocked from working nationally or on a specific Network is clearly marked in red with Blocks exist for this person. Permissions to add or lift blocks is tightly controlled - only able to be placed by a Network Operator or by the National Rail Industry Cardholder Operations Committee (NRIWOC) via the RIW Service Desk. If you have a query about issuing a competency to a cardholder with a current block, please contact the relevant Network Operator or the RIW Service Desk.

Step 4: Award a competency to a cardholder

To award a competency to the selected cardholder, select the relevant menu, National Competencies, Employer Competencies or Network-Based Competencies. The Award Competency screen will be display displayed.  In the following example, a National competency will be awarded.

First, select the Category. There are two optionsHealth & Safety and Rail. If you do not know the category the competency falls under, leave this field to Show All. Next, start typing the name of the competency in the Competency field as shown above. The system will return matching competencies as you begin to type, allowing you to quickly find the correct one.

Select  the required competency from the list presented and add an Award Date from the calendar. If the chosen competency has been defined as having a variable Expiry Date, this will also need to be added.

If the competency being awarded has been defined as requiring evidence, an Evidence button will display. Click the Select Files button and when prompted.

Choose file to locate the appropriate evidence file on the computer for the cardholder.

Note: The maximum file size per piece of evidence is 10mb and only files with *.jpg *.jpeg *.pdf and *.png extensions are permissible.

To add a second piece of evidence and so on, click the Add Another Evidence File button and repeat the process described above.

Should the piece of evidence be incorrect, click the Remove Evidence File button to remove it, and the last piece of evidence uploaded will be removed.

Click OK when all relevant evidence files have been uploaded to attach the evidence file(s) to the cardholder record.

Step 5: Add the awarded competency

The Award Competency screen will appear.  Complete the awarding of the competency by clicking the Add button.

Step 6: Invalid competencies

If a competency could not be validated, e.g. the cardholder does not have the required medical level, it will not be displayed in the Valid Only list of competencies. Select the Show All radio button and any invalid competencies will also be displayed in red with a , specifying the reason why it is invalid in the Information column.

Competencies may be invalid for several reasons including:

  • The competency may have been manually suspended, (i.e. temporarily or permanently removed from the cardholder);
  • The competency has expired.
  • The cardholder may require a medical level that the cardholder does not currently meet.


Once the reason for the invalid status has been corrected, the competency will automatically become valid.

Where appropriate, the Expiry Date for each competency is also shown and will turn red once this date has been reached. It will appear in amber for the three months prior to its expiry.

Once a competency has expired it will remain visible for 12 months following the expiry in the Show All view.

Where a particular competency has been defined such that it can be recertified/renewed, both the initial award date when the competency was first awarded (First Award Date), and the date the competency was recertified (Award Date) will be shown.

Note: A competency can only be extended if the previously held competency is not past its original expiry date. Where a competency is defined as not re-certifiable, or where the existing competency held has already expired, a new record of the competency will be recorded, separate to the one originally awarded.

To view an uploaded evidence file, click on the appropriate   icon in the Evidence column and the select the file under the View column in the screen displayed.

RIW Knowledge Centre Article Link:

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