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intermediate ⏱️ 15 min read

Evidence Pack Structure (PoE) – Best Practices

How to organize and structure digital portfolios of evidence for QCTO compliance.

For: Training Providers Assessors Administrators

Summary

A well-organized Portfolio of Evidence (PoE) is essential for QCTO compliance, audit readiness, and efficient assessment. This guide covers best practices for structuring digital evidence in skillSYMS.

Who This Guide Is For

  • Training coordinators managing learner portfolios
  • Assessors reviewing evidence
  • Quality assurance staff
  • Anyone responsible for PoE organization

Understanding PoE Structure

QCTO PoE Requirements

A compliant PoE must demonstrate:

  1. Achievement of all learning outcomes
  2. Competence in all unit standards/modules
  3. Workplace application (where applicable)
  4. Continuous development over the programme period

Evidence Categories

CategoryExamplesPurpose
FoundationalID copy, signed agreements, prior learningVerify learner identity and enrollment
KnowledgeWritten tests, assignments, case studiesDemonstrate theoretical understanding
PracticalTask evidence, demonstrations, simulationsShow applied competence
WorkplaceLogbooks, supervisor reports, workplace projectsVerify on-the-job application
AssessmentAssessment sheets, feedback, resultsRecord formal assessment outcomes
ModerationModeration reports, appealsQuality assurance documentation

Setting Up Evidence Structure in skillSYMS

Step 1: Configure Evidence Types

Navigate to Settings → Evidence Types and create categories:

  1. Administrative Documents

    • Learner agreement
    • ID copy
    • Employment contract (if applicable)

  2. Learning Evidence by Module

    • Create evidence types for each module
    • Specify what constitutes valid evidence
    • Set mandatory vs. optional items

  3. Assessment Records

    • Formative assessments
    • Summative assessments
    • Practical assessments

Step 2: Create Evidence Checklists

For each module, create a checklist showing:

  • Required evidence items
  • Acceptable file formats
  • Quality criteria
  • Submission deadlines

In skillSYMS: Navigate to Programmes → [Programme] → Evidence Requirements

Step 3: Set Naming Conventions

Establish clear naming conventions:

[ModuleCode]_[EvidenceType]_[LearnerSurname]_[Date].[ext]

Example: MOD101_Assignment1_Mokoena_20241201.pdf

This makes evidence searchable and audit-friendly.

Organizing Evidence Per Learner

Learner Portfolio
├── 1. Administrative
│   ├── Learner Agreement (signed)
│   ├── ID Document (certified)
│   └── Enrolment Form
│
├── 2. Module Evidence
│   ├── Module 1: [Name]
│   │   ├── Knowledge Evidence
│   │   ├── Practical Evidence
│   │   └── Assessment Records
│   ├── Module 2: [Name]
│   │   └── ...
│   └── ...
│
├── 3. Workplace Evidence
│   ├── Logbooks
│   ├── Supervisor Reports
│   └── Workplace Projects
│
├── 4. Assessment Summary
│   ├── Assessment Schedule
│   ├── Results Record
│   └── Moderation Records
│
└── 5. Certification
    ├── Statement of Results
    └── Certificate (when issued)

In skillSYMS

This structure is automatically created when you configure your programme. Each learner’s portfolio follows the same organization.

Evidence Quality Standards

Document Quality

  • Legible: Text must be readable
  • Complete: No missing pages or sections
  • Authentic: Original or certified copies
  • Dated: Include dates on all evidence
  • Signed: Where signatures are required

File Standards

TypeFormatMax SizeQuality
DocumentsPDF25MB150+ DPI for scans
ImagesJPG, PNG10MBClear, well-lit
VideoMP4100MBStable, audible
AudioMP3, WAV25MBClear speech

Metadata Requirements

Each evidence item should capture:

  • Upload date and time
  • Uploader identity
  • Module/unit standard reference
  • Evidence type classification
  • Version (if revised)

In skillSYMS: Metadata is automatically captured. Use the description field to add context.

Common PoE Issues and Solutions

Issue: Missing Evidence

Problem: Learner portfolio has gaps

Solution:

  1. Run Reports → Evidence Completeness
  2. Identify missing items per learner
  3. Send reminders via skillSYMS notifications
  4. Set clear deadlines

Issue: Poor Quality Uploads

Problem: Scans are unreadable or files are corrupted

Solution:

  1. Provide clear upload guidelines to learners
  2. Review uploads promptly
  3. Reject and request re-upload with specific feedback
  4. Consider providing scanning equipment/guidance

Issue: Duplicate Evidence

Problem: Same evidence submitted multiple times

Solution:

  1. Use version control in skillSYMS
  2. Archive old versions rather than deleting
  3. Mark the current/final version clearly

Issue: Evidence Not Aligned to Outcomes

Problem: Evidence doesn’t match assessment criteria

Solution:

  1. Create clear evidence guides per module
  2. Provide exemplars where possible
  3. Review alignment during assessment
  4. Coach learners on requirements

Maintaining Evidence Integrity

Audit Trail

skillSYMS automatically logs:

  • Who uploaded evidence
  • When it was uploaded
  • Who reviewed it
  • Any modifications
  • Assessment decisions

Version Control

When evidence is updated:

  1. Original version is preserved
  2. New version is linked
  3. Reason for update is recorded
  4. Both versions available for audit

Access Control

Limit evidence access appropriately:

  • Learners: Own evidence only
  • Assessors: Assigned learners
  • Moderators: Sample for moderation
  • Admins: All evidence

Pre-Assessment Checklist

Before assessing a learner:

  • All mandatory evidence uploaded
  • Evidence quality meets standards
  • Evidence dates are within programme period
  • Evidence aligns with assessment criteria
  • No plagiarism concerns
  • Workplace evidence verified (if applicable)

Next Steps

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