RECORDS OF ASSESSMENT IN LEARNING

For each individual learner:- Application and Enrolment Forms; Initial assessment Records; Learning Preference Results; Interview Notes; Action Plans; Formative and Summative Records; Assessment Tracking Sheet (to show progression through a qualification); Feedback Records; and Assessment Results.

Hard Copy of Qualification Handbook; Scheme of Work; Session Plans; Teaching and Learning Materials; Attendance Register; Agreed Ground rules; Risk Assessments.

These records could be kept in lever arch files, for e.g., kept confidential and located at the organisation, secured in a locked filing cabinet or electronic file, which should be password-protected, according to The Data Protection Act (1998).

It is necessary to keep Records of Assessments to give a checkable record of a learner's progress from commencement to completion of a course or programme. The assessments act as a back-up if a student loses their work to show what was assessed and what was achieved.

Full, accurate and factual records are required in case a student appeals against an assessment decision or in the case of plagiarism. Other reasons to keep records of assessment are for accidents, equal opportunities or funding purposes. In the case of your absence, a cover teacher with access to your records will be able to take over.

The new teacher is required to maintain accurate records, otherwise their students' achievements may not be recognised or documented.

An record of attendance is important for evacuation procedures, fire regulations, and to note attendance of students. If a student has poor attendance, you could find out why and see whether they may need individual support from yourself or a relevant point of referral.

Your organisation will have policies that govern a requirement for teachers to keep records of appeals; assessment policies; progression data; quality assurance information and achievement statistics.

Learners' progress and achievements would be required by OFSTED. Assessment records would also be required for Awarding Bodies for accredited qualifications. If a course does not lead to a formal qualification (it is non-accredited), you will still need to recognise and record progress and achievement (RARPA) for your students.

In addition to these progress, achievement and assessment records, there may be other internal quality assurance required, such as standardisation of teaching. These might all be inspected by External Quality Assurers (EQA); E.G. Consultant Inspectors from City and Guilds.

Legislative requirements include Data Protection Act (1998); Equality Act (2010); Freedom of Information Act (2000) and Health and Safety Act (1974). The Data Protection Act gives mandatory requirements to ensure that data are: obtained and used lawfully, for e.g.; kept securely (as mentioned above); processed with confidentiality regarding disclosure, according to the individual's rights; accurate, relevant and up-to-date; kept no longer than necessary. Most organisation's will keep records for 3 years, but some may keep them for several years.

Under the Health and Safety Act (1974), The Health and Safety Executive give guidance to teachers as to relevant risk assessments that may be required, and first aid records in the event of an accident, especially in the case of serious injury (see also your organisation's Health and Safety Policy).

The Freedom of Information Act (2000) gives students the opportunity to request to see the information that your organisation (and other public bodies) hold about them.