The Statement of Results (SoR) is an official document issued by Skills Development Providers (SDPs) to learners who have successfully completed the knowledge and practical skill components of an occupational qualification. Understanding how to correctly issue, format, and manage Statements of Results is essential for QCTO compliance.

What is a Statement of Results?

A Statement of Results is a formal document that confirms a learner has achieved competence in the knowledge and practical skill modules of an occupational qualification. It is issued by the accredited SDP before the learner proceeds to the External Integrated Summative Assessment (EISA).

Key Points

Issued by: The accredited SDP (not QCTO)
Purpose: Confirms readiness for EISA
Validity: Required for EISA registration
Legal Standing: Official skills development document

Important: A Statement of Results is NOT a qualification certificate. The final certificate is only issued by QCTO after successful completion of the EISA.

Legal Requirements for Statement of Results

As per QCTO policies and the Skills Development Act, Statements of Results must meet specific requirements:

Mandatory Elements

Every Statement of Results must include:

Provider Details
- Full registered name of the SDP
- ETDP SETA provider number
- Physical address
- Contact information
Learner Information
- Full legal name (as per ID document)
- ID number or passport number
- Date of birth
Qualification Details
- Full qualification title
- SAQA qualification ID
- NQF level
- Total credits
Achievement Record
- List of modules/unit standards completed
- Date of achievement for each
- Competency status (Competent)
- Total credits achieved
Verification Information
- Unique document reference number
- Date of issue
- Authorized signatory
- Provider stamp/seal
- Verification mechanism (QR code recommended)

Statement of Results vs. Certificate

Many learners and employers confuse these documents. Here’s the distinction:

Aspect	Statement of Results	QCTO Certificate
Issued by	SDP	QCTO
When issued	After knowledge + practical completion	After EISA pass
What it confirms	Module completion	Full qualification
Required for	EISA registration	Employment, further study
Validity	Stepping stone	Final credential

Formatting Your Statement of Results

While QCTO doesn’t mandate a specific template, professional formatting builds credibility and aids verification.

Recommended Layout

Header Section

Provider logo and name
Document title: “Statement of Results”
Qualification name prominently displayed

Learner Section

Learner photo (optional but recommended)
Full name, ID number
Enrolment and completion dates

Achievement Section

Table of modules/unit standards
Individual dates and results
Assessor and moderator information
Total credits summary

Footer Section

Unique document number
Issue date
Authorized signatures
QR code for verification
Anti-fraud notice

Design Best Practices

Use Quality Paper: At least 100gsm for printed copies
Include Security Features: Watermarks, unique numbering
Professional Typography: Clear, readable fonts
Consistent Branding: Align with your organization
QR Verification: Link to online verification system

Record Keeping Requirements

SDPs must maintain comprehensive records for all issued Statements of Results:

What to Keep

Copy of the issued Statement of Results
Supporting evidence of achievement (PoE)
Assessment records for all modules
Moderation reports
Learner consent forms (POPIA)
Verification logs

Retention Period

Minimum: 5 years from date of issue
Recommended: 7 years for comprehensive compliance
Digital Backup: Required for disaster recovery

Audit Accessibility

Records must be:

Easily retrievable during QCTO verification
Cross-referenced to learner files
Protected from unauthorized access
Backed up regularly

Verification and Anti-Fraud Measures

Statement of Results fraud undermines the entire skills development system. Implement these safeguards:

QR Code Verification

Include a QR code that links to an online verification page showing:

Document authenticity status
Learner name (partially masked)
Qualification achieved
Issue date
Provider confirmation

Unique Document Numbers

Implement a numbering system that is:

Sequential and traceable
Includes date encoding
Provider-specific prefix
Impossible to guess or duplicate

Example Format: SDP12345-SOR-2024-00123

Physical Security Features

For printed documents:

Embossed provider seal
Watermarked paper
Unique serial numbers
Tamper-evident elements

Common Mistakes to Avoid

1. Issuing Before Completion

Never issue a Statement of Results before all knowledge and practical assessments are completed and moderated.

2. Incorrect Learner Details

Verify all learner information matches their ID document exactly. Errors cause problems during EISA registration and certification.

3. Missing Moderation Records

Ensure all assessments listed on the SoR have been properly moderated. Unmoderated results are invalid.

4. Poor Record Keeping

If you can’t prove you issued a legitimate SoR, it may as well not exist. Keep comprehensive records.

5. Incorrect Qualification Information

Use the exact qualification title and SAQA ID as registered. Variations cause verification failures.

Digital Statement of Results

Modern SDPs are moving to digital SoR issuance for several benefits:

Advantages

Instant Delivery: Email to learner immediately
Always Accessible: Learner can access anytime
Easy Verification: QR codes link to live verification
Cost Savings: No printing, posting, or storage costs
Fraud Prevention: Digital signatures, blockchain options
Environmental: Reduced paper usage

Requirements for Digital SoR

Secure PDF format
Digital signature or certificate
Online verification system
POPIA-compliant data handling
Backup and recovery systems

How skillSYMS Handles Statement of Results

skillSYMS provides a complete Statement of Results management system:

Automated Generation

Pull learner data automatically
Include all completed modules
Apply professional templates
Generate unique document numbers
Create QR verification codes

Built-in Verification

Public verification portal
QR code scanning
Fraud detection alerts
Verification logging

Complete Audit Trail

Full issuance history
Amendment tracking
Access logs
POPIA compliance

Frequently Asked Questions

Who can issue a Statement of Results?

Only QCTO-accredited Skills Development Providers (SDPs) can issue Statements of Results for the qualifications they are accredited to deliver.

Is a Statement of Results the same as a certificate?

No. A Statement of Results is issued by the SDP and confirms completion of knowledge and practical components. The QCTO issues the final certificate after EISA and all requirements are met.

How long must Statement of Results records be kept?

SDPs must retain all SoR records and supporting evidence for a minimum of 5 years as per QCTO requirements.

Can a Statement of Results be amended?

Yes, errors can be corrected by issuing an amended SoR with a new document number and clear indication it supersedes the original. Keep records of both.

What if a learner loses their Statement of Results?

The SDP can issue a certified copy. This should be marked as a duplicate/copy and linked to the original record.

Need to streamline your Statement of Results process? skillSYMS generates professional, verifiable SoRs with complete audit trails. Request a demo to see it in action.

Statement of Results (SoR) for Occupational Qualifications: Complete South African Guide