Explain the Need for Keeping Records and Describe the Types of Records You Would Maintain.

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Q 6. Explain the need for keeping records and describe the types of records you would maintain.

There are a number of reasons to keep records, but ultimately they all serve one simple purpose ‘accountability’; records provide evidence to support the achievement of a set of criteria.

Within a learning context there are normally three reasons to keep records:

1) To meet Health & Safety and/or other legal requirements 2) To meet the educational requirements of a course
3) To meet external organisation compliance

Before a learner embarks on a course it is essential that the learner meets any health related criteria and is physically fit and able enough to take part. The Health & Safety requirement will continue throughout the learner journey and will include: * Taking enrolment data, including: next of kin, doctors’ details and details of medical issues such as allergies and medication etc * The completion of a register of attendance

* Filling in an accident book as and when required
* Behavioural/time keeping records

Learners must complete an initial assessment before they begin a specific course. This assessment usually involves some form of interview, where the candidate will answer questions related to the course of their choosing. The aim of this initial assessment is to: * Ensure the course meets the learners’ individual learner aims/goals * Ensure the learner has the necessary skills, knowledge and experience to participate fully

Once a learner has started a course it is necessary to assess where the learner is with regards to their respective journey. At this point a diagnostic assessment may be used to assess their individual skills, prior knowledge and/or previous experience related to the course in question. With this information the tutor is then able to create an Individual Learning Plan (ILP) and agree a course of action and objective with the learner.

During the course formative...
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