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Emma, why would the portfolio not be available to auditors? What do you do with EQA's? We provide logins for such purposes and for transparency, I'd say that's probably the best course of action. On our old system (Onefile) learners complete a log which is verified each month by the tutor.
Our new system manages the process, learners complete remote modules which logs hours and attend workshops via zoom, also with hours logged. Coaching/mentoring is captured and learning plans created for other OTJ activities.
Sue
Hi Sue
Our portfolios are not online (due to the type of training we do this woudl be very difficult) so we pull a selection of portfolios into our central office when requested for EQA, as well as holding some back after completion for this purpose.
Auditors are able to see portfolios if we have any meetings on the day of their visit (though this is often unlikely as we are a national provider).
At present all the relevant signed off the job sheets are copied into evidence packs that are held centrally but we're trying to cut down on the burden of having to constantly scan these over. A full online solution is not really availble for us at the moment with the type of work our Apprentices do, although I do appreciate how much easier this would be for auditing purposes!
We're trying to work out what the exact evidence requirements are in order for us to fulfill this in the best possible way without the need to create too much of a "paperwork" burden on the Apprentice & Trainers.
They do a lot of naturally occuring OTJT, but recording and evidencing is labourous at the moment. We would like to imporve that if we can.
Emma - I can tell you from first hand knowledge (having been audited by ESFA only last week) that your proposed approach would be acceptable and in fact expected (i.e. learner keeps OtJ Log up to date regularly, is reviewed by their Coach/Assessor/Trainer (whatever your staff are referred to), signed by the learner and approved by the Line Manager)
Important thing to remember is that the OtJ entries themselves are very clearly linked to both the KSBs of the Standard AND the learner's planned OtJ contained within the learners Commitment Statement (ie if you have listed out modules/units for example)
Also ensure that the entries themselves are very clearly OFF the job learning and not ON the job - this is something they are very hot on!
As Sue states, many SaaS Apprenticeship systems (OneFile, Aptem, BUD etc) have this functionality now built to minimise risk and support your operating processes
Hope this helps
Yeah I tried tagging people in using '@' but didn't work!
Jessica - it was a very supportive audit. My opinion is the ESFA team involved were cognisant and, where they were able to be, sympathetic of the issues that providers have faced in light of Covid.
They were equally supportive in highlighting our good practice and providing feedback on areas for improvement that we as a new provider will definitely be taking forward to enhance our short and longer terms delivery plans
Hope this helps
Emma Orr
Evidencing 20% Off The Job Training
Created
Hi All
We're taking a look at the way we record off the job training and how this is evidenced in our evidence pack for each Apprentice.
I'd be really interested to know how others are evidencing that this has been completed if anyone would mind sharing?
It's been suggested that we have each learner hold a ongoing signed record within their portfolio of work that would be checked by our Trainers to ensure it's constantly up to date and supported by authorised witness signatures (usually a manager or supervisor in their company).
This portfolio would not be accessible to any auditor, however the Trainer would then input the confirmed hours onto our meeting reports.
Is it enough that our trainers have confirmed that these are authentic and we can see the ongoing hours adding up on our meeting reports or will auditors expect to see more?
We would be really grateful to hear how others are tracking these!
Many thanks.