Build the assessment record around the decision it needs to explain. Make it possible to identify the task, understand how performance was checked and find the evidence behind the result. The following fields are a practical filing checklist, not a mandatory universal form or permission to operate equipment.
- Record the method and evidence behind the assessment outcome.
- Keep attendance separate from the judgment about competence.
- Identify conditions and follow-up before closing the review.
Make the assessment decision traceable
| Field | What to record |
|---|---|
| Task or requirement | The work and requirement that define the scope of the assessment. |
| Method | How performance was checked against that requirement. |
| Evidence reference | A reference that lets a reviewer retrieve the supporting evidence. |
| Assessor | The assessor responsible for the recorded judgment. |
| Assessment date | When the assessment took place, separate from any training date. |
| Outcome | The result and enough context to understand the decision. |
| Conditions | Any limits or conditions that need to remain visible with the result. |
| Follow-up | The further action, review responsibility and due date, where needed. |
Read the record as a whole before closing it. A result without its scope can leave the reader unsure what was assessed. A file reference without a retrievable file can leave the supporting evidence unresolved. Use your review to identify those gaps rather than filling them with assumptions.
Keep attendance and assessment distinct
The ISO/IAF APG competence guidance explains that attending a course alone may not show that competence has been demonstrated. APG competence guidance, page 6. The document discusses ISO 9001:2015; it is guidance, not the standard text or a new edition. It does not prescribe this article's field list.
Keep the training event available, then record how the relevant ability was checked. If the assessment is still outstanding, leave that question open rather than using attendance as a substitute for the judgment.
Write down the outcome and follow-up
Use a clear result and explain any conditions that require review. Record who will follow up and what evidence will resolve the remaining question. Keep the review date distinct from the original training and assessment dates.
HSE's UK guidance recommends checking whether training worked and whether further information or training is needed. Health and safety training, page 5. That supports reviewing effectiveness; it does not make the fields above an HSE form or a global requirement.
What TrainGrid records about an assessment
For a course requiring competency, TrainGrid offers assessment recording to a user with assessment permission when the assignment is completed and is not marked as failed.
TrainGrid records six competency outcomes: Competent, Competent with conditions, Needs improvement, Not competent, Not assessed and Exempt.
TrainGrid displays the assessor, assessment date and an optional reassessment due date with the assessment.
TrainGrid derives qualification status from training status and competency results.
Keep the work-authorization decision separate
For an aerospace recordkeeping context, see AS9100 training records.
Apply the organization's applicable requirements for authorizing work separately from completing the record. Keep any conditions that affect that decision available to the responsible reviewer. An assessment record should explain the evidence and outcome without implying that every outcome grants permission to perform the task.
For the standards context, see ISO 9001 training records and ISO 45001 training records. The audit-ready training records guide covers the wider evidence record. Read the product guide and published plans when evaluating the documented product workflow.