Workplace-Based Learning Evidence: Collection Guide for SDPs

Workplace-based learning is the cornerstone of QCTO occupational qualifications. Unlike traditional classroom-focused training, occupational qualifications require learners to demonstrate competence in actual work environments. This guide helps SDPs and learners collect robust workplace evidence.

Understanding Workplace-Based Learning

The QCTO Approach

QCTO qualifications integrate three components:

1. Knowledge Component: Theory and understanding
2. Practical Skills Component: Ability to perform tasks
3. Work Experience Component: Application in real workplaces

Work experience isn’t just time spent at a workplace—it’s structured learning with documented evidence.

Why Workplace Evidence Matters

For Competence Assessment

• Proves real-world application
• Shows contextual adaptation
• Demonstrates professional behavior
• Validates integrated competence

For Qualification Integrity

• Ensures workplace relevance
• Meets employer expectations
• Maintains occupational standards
• Supports economic value

Types of Workplace Evidence

Direct Evidence

Evidence showing actual work performance:

Observation Records

• Supervisor observations
• Assessor workplace visits
• Peer observations
• Video recordings (where appropriate)

Work Products

• Documents created
• Projects completed
• Problems solved
• Outputs produced

Performance Records

• Quality metrics
• Productivity data
• Customer feedback
• Performance reviews

Indirect Evidence

Evidence supporting competence claims:

Testimonials

• Supervisor statements
• Colleague references
• Client feedback
• Stakeholder input

Documentation

• Job descriptions
• Responsibility statements
• Meeting minutes
• Email records

Credentials

• Internal certifications
• Performance awards
• Promotion records
• Recognition evidence

Reflective Evidence

Learner analysis of their learning:

Reflective Journals

• Daily learning logs
• Challenge documentation
• Growth observations
• Application reflections

Self-Assessments

• Competency mapping
• Skill development tracking
• Goal progress
• Area identification

Evidence Requirements by Competency Area

Technical Competencies

Evidence must show ability to:

• Perform job-specific tasks
• Use tools and equipment correctly
• Apply technical knowledge
• Produce quality outputs

Evidence Examples

• Task completion records
• Quality inspection reports
• Equipment usage logs
• Technical documentation produced

Process Competencies

Evidence must demonstrate:

• Following procedures correctly
• Adapting to variations
• Managing workflows
• Meeting deadlines

Evidence Examples

• Process checklists completed
• Timeline adherence records
• Procedure compliance evidence
• Variation handling documentation

Professional Competencies

Evidence should show:

• Communication effectiveness
• Team collaboration
• Problem-solving ability
• Professional conduct

Evidence Examples

• Communication samples
• Team project contributions
• Problem resolution documentation
• Professional behavior observations

The Evidence Collection Process

Step 1: Planning

Before workplace learning begins:

Map Requirements

• Review qualification outcomes
• Identify workplace evidence needs
• Create evidence collection plan
• Align with available opportunities

Prepare Stakeholders

• Brief workplace supervisors
• Train learners on requirements
• Provide collection tools
• Establish communication channels

Step 2: Orientation

At the workplace:

Learner Orientation

• Explain evidence requirements
• Demonstrate collection methods
• Provide templates and tools
• Set collection schedule

Supervisor Briefing

• Clarify observation expectations
• Explain documentation requirements
• Establish verification processes
• Agree on communication approach

Step 3: Ongoing Collection

During workplace learning:

Regular Documentation

• Daily/weekly evidence capture
• Supervisor observations scheduled
• Portfolio building continuous
• Quality checks ongoing

Progress Monitoring

• Evidence against requirements
• Gap identification
• Collection plan adjustment
• Support provision

Step 4: Compilation

Preparing for assessment:

Portfolio Organization

• Evidence sorted by outcome
• Clear labeling and referencing
• Verification documents attached
• Quality self-check completed

Completeness Review

• All outcomes evidenced
• Evidence quality verified
• Gaps addressed
• Ready for assessment

Workplace Supervisor Role

Key Responsibilities

Observation

• Regular learner observation
• Structured observation sessions
• Documentation of observations
• Feedback provision

Verification

• Confirm evidence authenticity
• Validate learner claims
• Sign verification forms
• Provide testimonials

Support

• Guide learning opportunities
• Facilitate evidence collection
• Enable portfolio building
• Communicate with SDP

Supervisor Documentation

Observation Forms Complete for each observed activity:

• Date, time, location
• Activity observed
• Performance description
• Competency demonstrated
• Supervisor signature

Verification Statements Confirm:

• Learner identity
• Evidence authenticity
• Work context accuracy
• Period of experience

Progress Reports Regular reports including:

• Learning activities completed
• Competencies demonstrated
• Areas for development
• Support provided

Evidence Quality Standards

Validity

Evidence must be relevant:

• Directly linked to outcomes
• Appropriate level demonstrated
• Context-appropriate
• Current practices shown

Quality Check: Does this evidence prove competence in the specific outcome?

Authenticity

Evidence must be genuine:

• Learner’s own work
• From actual workplace
• Verified by appropriate parties
• Not fabricated or borrowed

Quality Check: Can we verify this is the learner’s authentic work?

Currency

Evidence must be recent:

• From current workplace period
• Reflects current practices
• Recent enough to be relevant
• Not outdated methods

Quality Check: Does this evidence reflect current competence?

Sufficiency

Evidence must be adequate:

• Covers all requirements
• Multiple instances where needed
• Various contexts demonstrated
• Consistent performance shown

Quality Check: Is there enough evidence to make a confident assessment decision?

Common Evidence Challenges

Challenge 1: Confidential Information

Problem: Work products contain sensitive data Solutions:

• Redact confidential elements
• Use sanitized samples
• Get written permission
• Create representative examples

Challenge 2: Team-Based Work

Problem: Individual contribution unclear Solutions:

• Role descriptions documented
• Supervisor verification of contribution
• Individual reflection on team work
• Separate individual components

Challenge 3: Limited Opportunities

Problem: Workplace doesn’t offer all experiences Solutions:

• Rotate across areas
• Supplementary experiences
• Simulation where permitted
• Extended workplace periods

Challenge 4: Supervisor Non-Compliance

Problem: Supervisors don’t complete documentation Solutions:

• Clear expectations upfront
• Simple, quick forms
• Regular follow-up
• SDP support visits

Challenge 5: Evidence Quality

Problem: Poor quality evidence submitted Solutions:

• Clear guidance provided
• Examples shared
• Regular portfolio reviews
• Feedback and improvement

Digital Evidence Collection

Benefits of Digital Systems

• Convenience: Easy upload from workplace
• Organization: Automatic sorting and tagging
• Security: Protected storage and backup
• Accessibility: Available anywhere
• Efficiency: Streamlined workflows

Digital Evidence Types

Documents

• Scanned certificates
• Digital reports
• Email evidence
• Electronic forms

Media

• Photos of work products
• Video demonstrations
• Audio recordings
• Screenshots

Records

• System-generated reports
• Database entries
• Digital signatures
• Timestamped submissions

Digital Verification

Metadata

• Date/time stamps
• Location data
• Device information
• User identification

Signatures

• Digital signatures
• Electronic verification
• Supervisor approvals
• Assessment confirmations

Evidence Templates

Daily Learning Log

Date: _______________
Tasks Performed:
- 
- 
- 

Skills Applied:
- 
- 

Challenges Encountered:
- 

Learning Gained:
- 

Evidence Collected:
- 

Supervisor Initial: ______

Observation Record

Learner: _______________
Observer: _______________
Date: _________ Time: _______
Location: _______________

Activity Observed:


Competencies Demonstrated:


Performance Level:
[ ] Exceeds  [ ] Meets  [ ] Developing  [ ] Not Yet

Comments:


Observer Signature: _______________

Verification Statement

I, _________________ (name), _________________ (position)
at _________________ (organization), confirm that:

1. [Learner name] has been employed/placed at our workplace
   from _______ to _______.

2. The evidence in their portfolio accurately represents 
   work performed at this workplace.

3. To the best of my knowledge, all evidence is authentic
   and their own work.

Signature: _______________
Date: _______________
Contact: _______________

skillSYMS for Evidence Management

skillSYMS streamlines workplace evidence collection:

Digital Portfolio

• Mobile-friendly evidence upload
• Multiple format support
• Automatic organization
• Secure cloud storage

Verification Workflow

• Supervisor notification system
• Digital verification forms
• Electronic signatures
• Audit trail generation

Progress Tracking

• Evidence against outcomes
• Gap identification
• Completion dashboards
• Assessment readiness

Quality Assurance

• Evidence quality indicators
• Completeness checking
• Moderation integration
• Compliance reporting

Frequently Asked Questions

How much workplace evidence is required?

Evidence requirements vary by qualification. Generally, you need sufficient evidence across all workplace-based learning outcomes specified in the curriculum, demonstrating competence in real work contexts.

Who is responsible for collecting workplace evidence?

It’s a shared responsibility. Learners compile their portfolios, workplace supervisors verify and observe, and SDPs provide guidance and quality assurance.

Can simulated evidence replace workplace evidence?

Only where specifically permitted by the qualification. QCTO emphasizes authentic workplace exposure, though some qualifications allow limited simulation for specific components.

What if the learner changes workplaces?

Evidence from multiple workplaces is acceptable. Ensure verification from each workplace and maintain clear documentation of the different contexts.

How long must workplace evidence be kept?

Evidence should be retained for at least 5 years after qualification award, consistent with general QCTO record-keeping requirements.

---

Need better workplace evidence management? skillSYMS provides digital portfolio tools designed for QCTO compliance. Request a demo to see how it simplifies evidence collection.