Education and Training Prep Course

45 videos, 3 hours and 16 minutes

Course Content

Record Keeping

Video 8 of 45
4 min 16 sec
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Good record keeping is vital when you are teaching and there are lots of different reasons for keeping good records. When you look at the types of records that you keep during your teaching, these may be different from another tutor but generally speaking, we keep records so that we know who is actually on the course, we know their name, contact details and their relevant history. We will also have records for all the lessons that they attended, these could be records of registrations, assignments, tests and also other information linked to the further education that they are likely to go through.

With record keeping, some will be in paper format and others will be digital, or indeed a mixture of both. The important thing to remember with any types of records that you keep is to ensure that they comply fully with the Data Protection Act and GDPR. If you are not sure of the requirements for data protection then ask within your establishment or company, and they will be able to tell you about all the rules that apply.

Other records that you may be required to keep could be legal records or records for the awarding Organsation. If you are issuing a certificate, then you may well be required to keep records to prove that you have completed the course correctly and maybe these could include sign off sheets or evaluations. All these records need to be kept for a period of time and as far as how long for, this will vary depending on where you are. If they are legal documents this may be 7 years, sometimes insurance companies specify particular records that need to be kept for 20-30 years. Other records may just need to be kept for the length of the qualification or for a shorter period of time, or it may just be until the work has been externally verified.

All records that you keep must be legible and readable, and people must be able to read what is actually being said about them. If you are keeping digital records then make sure these are scanned correctly, and make sure they are the right way up. Once you have stored the records electronically you must ensure they remain secure. It may be that you keep the records both digitally and in paper format.

When you are transferring records from a lesson to your company and you are travelling, then it’s your duty to make sure that the records are secure when they are in your vehicle. It is highly likely that when you are teaching you will have someone’s name, their date of birth and their full address, which is all personal information about that person that must be stored correctly.

What we are going to do now is show you some examples of the records that you are likely to keep within the teacher and learner cycle. The first part of the cycle is identifying needs. The sorts of things you are likely to see here are initial assessment forms, application forms, proof of I.D and any contracts or agreements that you have with your learners. Also, you may have to keep records of any funding data or the U.L.N, the unique learning number which is required in some establishments.

Under the planning and learning section, you will have records such as individual learning plans or action plans. It could also be risk assessments for the environment that you are teaching in, your session plans, your schemes of work and any other timetables.
In the enabling learning section of the teacher cycle you will have other things such as accident forms, maybe you keep records of ground rules, registers or disciplinary reports. You should also keep records of what is actually being taught.

In the assessing learning section, here we would look at assessment plans, at feedback received from your learners, any exams or assessments that have been done or any tracking sheets.

In the final part of the teaching and learning cycle we look at quality assurance and evaluation and it’s here where we would have any complaints, appeals, data on equal opportunities, and course evaluations. Also, we would keep records of any internal or external verification, remembering that if there are any other meetings that take place you need to make sure that these are all documented.

Go into the workplace or establishment that you are going to be training in and find out exactly what records are required, and remember that any records kept must be stored securely under the Data Protection Act and in line with GDPR.