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4.2 Summarise the requirements for keeping records of assessment in an…
4.2 Summarise the requirements for keeping records of assessment in an organisation
The following records must be kept by the assessor
Assessment tracking sheet showing learner progression
Needed as evidence to demonstrate the learner's progress, how they have met the assessment criteria
To enable the IQA to moderate the work that has been completed
Records of professional discussions or questions and responses
Useful for any issues that might arise in the future. I.e complaints, appeals etc.
Observation reports
To enable to the learner to gain feedback on their progress. Receiving feedback helps the learner to reflect on what they need to work on and what they are working well on . This is also good for any potential future appeals or complaints.
Witness statements
Formal reports of an observation of the learner completing an assessment, are necessary proof to the assessor that the learner carried out their task. They enable to assessor to mark the learner's work. They also enable the learner to carry out a different method of carrying out an assessment, a witness observing and overseeing the work completed, gives the learner another angle of their learning and helps them in their development.
Formative and summative records
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.The records form a trail which can be looked back on. This is useful for all parties involved in the assessment process.
Tutorial reviews
Progress reports and action plans
& Feedback on assessment
To begin with the assessor needs to keep records about the learners - including name, contact details and build a record file of the learner, including their learning needs, preferences, initial assessment results, enrolment/ registration forms
Any information and records kept about the learner must follow policies such as Data Protection and compliance with GDPR, Privacy, Record retention, Complaints, Appeals and Confidentiality
Information and records about the learner are classed as sensitive and confidential. Therefore they must be kept safe, in a locked cabinet and when away from the office or home and in a public place, the safety of these documents is very important. They mustn't be left out for anyone to read or access, they must be transported with care and not left anywhere. Information that is stored in a cloud or on a laptop, must be stored behind the protection of a password. These passwords must not be shared and careful logging in and out on the systems must be followed to ensure security of the learners details.
If these details were misplaced or lost, there would be a data breach and learner's information and progress would be ultimately lost. Threatening the success of the learning and the learner's personal details.
It is important to carefully record the learner's portfolio either online or hard copy.
Online must be a secure system, use passwords to protect and in the final submission process, a statement from the learner which must be checked by the assessor. With a hard copy, the portfolio must be sent and tracked so it can be traced if there are any problems.
Finally, sharing of any records and information must be on a 'needs to know basis' and within the policies set out in '2' . IQA would need to know and access the learning, assessment criteria and name of the learner, but not any personal details
To summarise, it is important to look after learners records of assessment of learning and personal details, in order to protect them, their learning and their progress