INFORMATION SHEET 3.2-2

Monitoring Tools for Work-based Training

Training design always involves gathering of data, planning, implementation, monitoring and evaluation. In the previous lessons you learned how to gather training needs, develop the training plan and prepare facilities for training.

In this lesson, you will be introduced to various monitoring tools that will be helpful during work-based training.

Monitoring

Monitoring is the routine assessment of ongoing activities  and progress. It is the  systematic and continuous assessment of the  progress of a piece of work over time. It is a basic and universal management tool for identifying strengths and weaknesses in a program. Its purpose is to help  all the people involved make appropriate and timely decisions that will improve the quality of the work.

It is the primary role of the trainer to monitor the training. This is to ensure that trainees would attain the required competency at the end of the training program for them to be ready for the assessment.

At this context, trainer must be able to prepare materials that can be used to closely monitor the type of training program conducted.

Here are the two most commonly used monitoring tools:

1. Training Plan

The training plan is the basis of the training of individual trainee. The industry supervisor should have a copy of this plan which shall serve as a reminder of individual trainee activities in the industry.

Always remember that work-based training should also be  self-paced and individualized. Each trainee may have a different training plan from each other as a result of your activity in determining training  needs. Work-based training should always be based on the training needs of individual trainee.

2. Trainee’s Record Book (TRB)

The objective of the Training Record Book is to record the achievement of competencies agreed within the training plan while in the industry.

This record is an important document that must be kept by the trainee throughout the training and given to the trainer/industry trainer or supervisor, when requested, for inspection and to have entries updated, on a regular basis.

This is a record of all training activities undergone by the individual trainee based on the training plan. The TRB should contain the activities in the Training Plan. Each trainee should keep his own TRB and lets the supervisor affix his signature everyday so that all activities are monitored by the supervisor and are recorded in the TRB.

The TRB may also be used to:

  • Show to employers the training you have completed
  • Gain credits or exemptions in other training courses
  • Serves as reference in preparing for future job applications
  • Determine your competency level thereby supporting eligibility for wage progression
  • Confirm completion of the training program and your eligibility for the issuance of training certificate; and

Assess your skill levels should competency be the subject of dispute between you and your employer

In preparing the TRB, it may be more difficult to  be preparing different TRB per trainee. It is therefore recommended that you prepare one TRB for your qualification then copy the activities required of individual trainees from the training plan of each trainee.

Instructions:

This Trainees’ Record Book (TRB) is intended to serve as record of all accomplishment/task/activities while undergoing training in the industry. It will eventually become evidence that can be submitted for portfolio assessment and for whatever purpose it will serve you. It is therefore important that all its contents are viably entered  by both the trainees and instructor.

The Trainees’ Record Book contains all the required competencies in your chosen qualification. All you have to do is to fill in the column “Task Required” and “Date Accomplished” with all the activities in accordance with the training program and to be taken up in the school and with the guidance of the instructor. The instructor will likewise indicate his/her remarks on the “Instructors Remarks”  column regarding the outcome of the task accomplished by the trainees.

Be sure that the trainee will personally accomplish the task and confirmed by the instructor.

It is of great importance that the content should be written legibly on ink. Avoid any corrections or erasures and maintain the cleanliness of this record.

This will be collected by your trainer and submit the same to the Vocational Instruction Supervisor (VIS) and shall form part of the permanent trainee’s document on file.

THANK YOU.

NOTES:

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  • Trainee’s Progress Sheet

Progress chart can be for a) an individual trainee or b) for a group of trainees. For individual trainees, use Trainee  Progress  Sheet.  For  a  class,  use the Class progress Chart.

The Class progress chart is more appropriately used in a workshop where all trainees train. This is a record and monitor of the learning outcomes accomplished by the trainees.

In work-based training, the trainees progress sheet is more appropriately used. This is a monitor of individuals accomplishments as per training plan. This is accomplished by the training supervisor and is monitored by the trainer or the industry coordinator of the training institution. Data on the progress sheet should summarize the data in the Trainees Record Book.

Here are the steps in preparing and accomplishing the Trainees Progress Monitoring Chart:

  1. From the Training Plan, identify the training activities per unit of competency or learning module;
  2. Prepare a summary of competencies that the trainee has to attain/master; (These are the series of competencies that the trainee has to perform/do to be able to master the required competency. If the competency have to be mastered in sequence, the listing should also be listed in sequence)
  3. From the list, check from time to time the development of the trainees.
  4. Indicate the nominal duration for  each  unit  of  competency/learning outcome
  5. Indicate also the date when the training started  and  when  it finished per activity.