Use the blank checklist to organize the context and evidence for on-the-job training. Decide which fields your program needs, then keep training and assessment information distinct. The download contains a header and one empty row, with no example identity or prefilled training event.
- Keep the task and procedure version with the training evidence.
- Record training and assessment as distinct events.
- Review missing context and follow-up before closing the record.
Download the blank record checklist
The CSV provides twelve column headings and a blank row to start from. Open it in a spreadsheet or another CSV reader and use it as a recording aid. The download is available here without an account.
Download the blank OJT record CSV
Recording aid, not a statutory form or a TrainGrid import file.
What each field records
These are editorial fields for organizing evidence. Confirm any specific record requirements for the work before using the checklist.
| Field | What to record |
|---|---|
| employee identifier | The identifier used to connect the entry to the correct employee record. |
| role | The role relevant to the task being recorded. |
| task | The work or activity covered by this training entry. |
| procedure version | The procedure reference and version used for the training. |
| training date | The date training took place, rather than the date the checklist was filled in. |
| trainer | The trainer associated with the training event. |
| assessment date | The date of any practical assessment, kept separate from the training date. |
| assessor | The assessor responsible for the assessment judgment. |
| outcome | The assessment result and the context needed to understand it. |
| conditions | Any conditions or limits that need further review. |
| follow-up due | The due date for any further action required by the program. |
| evidence reference | A stable reference for retrieving the supporting file or record. |
Keep training and assessment separate
Use the training fields to describe the event and the assessment fields to explain how ability was checked. The ISO/IAF APG guidance discussing ISO 9001:2015 distinguishes course participation from demonstrated competence. APG competence guidance, page 6. It is guidance, not a universal form.
HSE's UK guidance recommends checking training effectiveness and keeping records to help manage training. Health and safety training, page 5. Use the competency assessment record checklist to organize that separate evidence question. Neither source makes this CSV a statutory template.
Keep the supporting evidence with the record
Use an evidence reference that the responsible reviewer can follow to the correct file or record. Check the reference before closing the entry and keep the procedure version identifiable. Follow the organization's privacy and retention rules when deciding where the evidence belongs and who may access it.
Do not use an empty field to stand for a completed check. Leave unresolved information clear and record the follow-up needed to resolve it. This checklist organizes the evidence; it does not determine the applicable retention period.
Using TrainGrid for the completed record
A completed TrainGrid assignment has fields for completion date, grade, hours and instructor.
TrainGrid attachment types include Certificate, Attendance sheet, Competency evidence and Other.
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.
Employees and courses import by CSV; training history not imported. Set Repeat every (days) and Valid for (days) on the course before recording past training with its original completion date, or keep the old register as the historical record.
Review the record before closing the task
Check the task and version, the original training date, the evidence reference and any assessment or follow-up your program requires. Apply the organization's authorization rules separately. The twelve checklist headings are not a mapping to twelve product fields.
See toolbox talk records for the briefing context, the manufacturing training software guide for the broader program and audit-ready training records for the evidence review. Read the product guide and published plans for the documented product scope.