Assessor & Moderator Workflow

Summary

This guide covers the complete assessment and moderation workflow in skillSYMS, from reviewing evidence to recording results and handling appeals. Learn how to maintain audit-compliant records and ensure quality assurance.

Who This Guide Is For

• Registered assessors conducting learner assessments
• Moderators reviewing assessment quality
• Quality assurance managers
• Training provider administrators

Prerequisites

• Active assessor/moderator account in skillSYMS
• Valid ETDP SETA or relevant body registration
• Understanding of the qualification being assessed

Understanding Roles

Assessors

• Review learner evidence
• Conduct assessments (formative and summative)
• Record assessment outcomes
• Provide feedback to learners

Moderators

• Review assessment quality and consistency
• Verify assessor decisions
• Identify training needs for assessors
• Ensure QCTO compliance

Part 1: Assessment Workflow

Step 1: Access Your Assessments

1. Log in to skillSYMS
2. Navigate to Assessments → My Queue
3. View learners assigned to you
4. Filter by status: Pending, In Progress, Completed

Step 2: Review Learner Evidence

Before assessing, review all submitted evidence:

1. Click on a learner’s name
2. Navigate to Evidence tab
3. Review each piece of evidence against requirements
4. Check for:
   • Completeness
   • Authenticity indicators
   • Date alignment with enrolment
   • Quality and relevance

Tip: Use the checklist view to track which evidence items you’ve reviewed.

Step 3: Conduct the Assessment

For each assessment event:

1. Navigate to Assessments → Record Assessment

2. Select the learner and module

3. Choose assessment type:

   • Formative: Ongoing, developmental
   • Summative: Final competency judgement

4. Enter assessment details:

   • Date and location
   • Assessment methods used
   • Evidence reviewed

Step 4: Record the Outcome

Mark the learner as:

• Competent (C): Meets all criteria
• Not Yet Competent (NYC): Requires further development
• Absent/Incomplete: Did not attend or submit

For each outcome, provide:

• Specific feedback
• Areas of strength
• Areas for development (if NYC)
• Recommendations for re-assessment (if applicable)

Step 5: Request Re-Assessment (If NYC)

For Not Yet Competent outcomes:

1. Specify gaps identified
2. Set a re-assessment date
3. Outline what the learner must demonstrate
4. Notify the learner automatically

Part 2: Moderation Workflow

Step 1: Access Moderation Queue

1. Navigate to Moderation → My Queue
2. View assessments pending moderation
3. Filter by assessor, programme, or date

Step 2: Review Assessment Records

For each assessment:

1. Review the assessor’s judgement
2. Check evidence alignment
3. Verify feedback quality
4. Assess consistency with other learners

Step 3: Record Moderation Decision

Select one of:

• Confirmed: Assessment is accurate and fair
• Adjusted: Outcome changed (with justification)
• Referred: Requires discussion with assessor

If adjusting:

1. Provide clear justification
2. Reference specific evidence
3. Notify assessor and learner
4. Document for audit trail

Step 4: Complete Moderation Report

After batch moderation:

1. Navigate to Moderation → Reports
2. Generate moderation report
3. Include:
   • Sample size and selection criteria
   • Findings and patterns
   • Recommendations for assessors
   • Areas of concern

Digital Signatures

Both assessors and moderators must digitally sign their records:

1. Review the record summary
2. Click Sign & Submit
3. Enter your PIN or use biometric verification
4. Record is timestamped and locked

Handling Appeals

If a learner appeals an assessment:

1. Appeal appears in Appeals → Pending
2. Review original assessment and evidence
3. Consider learner’s grounds for appeal
4. Consult with moderator if needed
5. Record appeal outcome with justification

Common Mistakes to Avoid

1. Incomplete Feedback: Always provide specific, actionable feedback
2. Missing Signatures: Unsigned assessments are not audit-compliant
3. Batch Processing Without Review: Review each case individually
4. Delayed Recording: Record assessments within 48 hours

Compliance Requirements

For QCTO audits, ensure:

• All assessments are recorded within required timeframes
• Evidence review is documented
• Moderation samples meet minimum requirements (usually 10-20%)
• Appeals are handled within policy timeframes
• All records are digitally signed

Next Steps

• Audit Readiness Checklist — Prepare for external audits
• Evidence Pack Structure — PoE organization standards
• POPIA-Safe Data Handling — Protect learner information