Original learner evidence must be kept current, safe, and secure for 12 weeks after learners have been certificated (unless specifically advised longer due to unforeseen circumstances). Please note that the 12 weeks starts once the certificates have been received by your centre.
Due to the nature of the evidence produced for Art & Design practical work, this can be good quality photos or videos rather than the original evidence. Current learner work must be made available to Pearson on request. On occasion, the Regulator may also request portfolios of learner work and assessment documents.
For learners undertaking a top-up qualification, the learner work must be retained for 12 weeks after receipt of certificates for the largest size qualification that the learner will be undertaking. This means that you must retain learner work throughout the second year of the qualification. Work that has been certificated will not be called for standards verification sampling.
It is a risk to allow learners to keep work long-term while on the programme. Evidence produced by learners still on the programme should be kept at the centre. Electronic archiving is acceptable, providing it is secure and accessible on request.
Retention of Assessment Documentation
Following learner certification, the following BTEC documentation should be retained for a minimum of three years for centre and awarding body scrutiny as required:
- assignment briefs
- assessment records (feedback sheets)
- the associated internal verification documentation
- achievement tracking at criteria and unit/component level
This will require:
- storing all assessment records securely and safely relating to both internally
- and externally set assessments (this may be electronic)
- maintaining records of learner achievements that are up to date, regularly reviewed and tracked accurately against national standards
- having all current learner evidence available for verification purposes. Once learners have received their BTEC certificates, you may return their work to them 12 weeks after the certification date
- retaining records of assessment decisions at criterion and unit/component level.
All assessment documentation should be made secure against hazards like theft and fire, etc. The records should be of sufficient detail to show exactly how assessment decisions were made. Data should only be accessible by relevant staff. It is essential records are kept securely for this for a Pearson audit if required and in case of learner appeals or certification issues, for example. |
