Short answer
Keep five things up to date for every learner and every assessor: the assessment plan, referenced evidence, recorded feedback, a tracking sheet and the assessor’s own CPD and qualifications. If all five are current, you are audit-ready.
For every learner
- Registration details and learner number.
- Initial assessment and assessment plan.
- Evidence, referenced to the criteria.
- Feedback for each assessment.
- Tracking sheet showing progress unit by unit.
- Signed and dated declarations of authenticity.
For every assessor
- Copy of their assessor qualification certificate.
- Up-to-date CV showing occupational competence.
- CPD record for the last 12 months.
- Records of standardisation meetings they attended.
- IQA feedback they have received, with actions closed.
For the centre
- IQA sampling plan and completed samples.
- Standardisation minutes.
- Policies: appeals, complaints, malpractice and equality.
- Records of any appeals and how they were resolved.
Tip
Date everything. An undated record is almost as unhelpful as a missing one.
Make it a weekly habit
Records fall behind a little at a time. Ten minutes at the end of each week to update tracking and close any IQA actions saves days before a visit.
Audit-ready is a weekly habit, not a week of panic.
Where to keep it
Keep records where the IQA and EQA can reach them, on a shared drive or an e-portfolio. Keep learner, assessment and quality assurance records for at least three years after the learner completes the qualification. Your awarding organisation’s centre handbook may set a longer period, so check it as well.
Questions people ask
What does an EQA look at?
The IQA’s sampling plans and records, standardisation, assessors’ qualifications and CPD and a sample of learners’ work.
How much CPD does an assessor need?
As a general rule, teachers, assessors and IQAs should be able to show around 60 hours of CPD a year, covering both their occupational area and their assessment practice. Keep a current CPD record, because the EQA will ask to see it.
Can records be digital?
Yes, as long as the IQA and EQA can access them.