How should evidence be presented?

This section contains the forms you need to help you collect your evidence and gives you suggestions on how to layout and present your evidence. It is recommended that you use an electronic version of the Edexcel Diploma logbook for candidates where they are available, although there is also a paper-based Edexcel Diploma logbook for candidates.

All of the evidence which you collect and present for assessment must be relevant to your Diploma. Your assessor will help you choose which pieces of evidence you should include.

There are forms in this document and on a CD ROM that your centre should have, which you can use to help you record and present your evidence. We have also provided you with example forms that have been completed, these can be found in the Edexcel Diploma logbook for candidates, however, your centre may have their own recording documents which they would prefer you to use for your Diploma qualification. Some of these forms, e.g. observation records and the record of questions and answers will be completed by your assessor. Other forms, e.g. witness testimonies, will be used by people other than your assessor to testify that they have observed you at work. Explanations are given below about how and when these forms should be used.

Your portfolio/logbook

The Edexcel Diploma logbook for candidates gives you all the information you will need from the standards, including the evidence requirements for your Diploma qualification. It would be useful to look at this as you go through this guidance. A portfolio or logbook is a way of recording evidence of your achievements. It is a collection of different items of evidence which indicates that you have the required skills, knowledge and understanding to support your claim to a unit or a qualification. The production of a well-organised, clearly-labelled portfolio/logbook which relates each piece of evidence to the relevant outcomes and performance criteria requires a careful methodical approach. When your assessor looks through your portfolio, they will find the task of making judgements about your competence much easier if the information in it is presented in a logical way.

You will need to present your evidence in a format that is easy to read and in which materials can be added or taken away. This section gives suggestions on how to layout and present your evidence and includes worked examples.

You do not have to lay out your evidence in the way suggested but you may find it helpful to do so. You should include information about you (the candidate), the organisation where you are undertaking your qualification, assessor and so on.

Planning your portfolio

Start by reading carefully through the standards and, together with your assessor, decide which units you might like to work on first. You do not have to do the units in the order they appear in the logbook or national standards. There might be some units that relate to tasks which you carry out on a regular basis, therefore making it easier to collect evidence right away. Alternatively, there might be activities in other units which you only undertake now and again, these can be left until the opportunity arises for you to collect evidence.

Before you start looking for different kinds of evidence and deciding if they should be included in your portfolio, you will find it helpful to plan how you will carry out the tasks and how long they may take.

Starting your portfolio

Make sure that you label your portfolio clearly (or your CD ROM/disk if you are recording your evidence electronically) with your name, together with the title and the level of your Diploma. Your portfolio will need a title page and a contents page. You should also complete a personal profile, which records details about yourself and your job as well as providing information about your employer, training provider or college. Samples of these forms are in Section 4.

We recommend that you compile your portfolio in the following order:

Contents checklist

  • Element achievement record.
  • Knowledge evidence record.
  • Index of evidence.
  • Personal statement.
  • Personal profile.
  • Portfolio title page.
  • Unit assessment plan.
  • Unit progress and sign-off record.
  • Observation record.
  • Witness testimony.
  • Record of questions and candidate’s answers.
  • Expert witness evidence.
  • Portfolio/logbook recording forms – explanation.

All these forms are part of the Edexcel Diploma logbook for candidates.

1 — Portfolio/logbook title page.

The portfolio title page includes your details and the units you have included in your portfolio.

2 — Personal profile.

3 — Contents checklist.

This will include your personal and work environment details. You could use a current CV here instead.

You might also find it useful to complete the checklist, in Section 4, as you work your way through your portfolio/logbook. This will help you to see if you have included all the relevant items. Once you have completed your portfolio/logbook, you will be able to use this checklist again as a contents page, by inserting the relevant page or section numbers in the right-hand column.

4 — Index of evidence.

The index of evidence should be placed near the front of your portfolio. As you produce evidence, you should give each piece a unique number. You should then complete the index of evidence so the evidence can be located easily. Every piece of evidence should be numbered and referenced on the index, including evidence that is not located in the portfolio, such as confidential material which has been left in the workplace.

The final column of the sheet should be completed by the internal verifier if your evidence is sampled.

5 — Unit assessment plan.

Before you begin to collect any evidence it will be helpful for you to compile, with your assessor’s help, an assessment plan. The plan should identify normal work routines, defining the tasks to be carried out, how long the tasks will take and the evidence that will be generated. The tasks should be ‘normal working activities’ and part of your day-to-day job role, or ‘activities needing to be performed’, which means that you need opportunities to carry out the tasks.

Producing an assessment plan will help to identify:

  • Suitable opportunities for integrating assessment of different units.
  • Any activities/tasks which may need to be undertaken through simulation.
  • Any competences that may require specific assessment opportunities.

6 — Unit progress and sign-off record.

This form enables you and your assessor to see at a glance what stage you are at in this qualification. Each time you achieve a unit of the Diploma, you should put your signature and the date next to the relevant unit title ensuring that your evidence can be easily located. Before signing next to a unit title, you will need to make sure that your assessor has completed the recording documents.

7 — Element achievement record.

This lists the performance criteria and scope in an element you need to prove competence for. Each time you meet the requirements of an outcome, you should write the date in the relevant box. The standards will normally indicate how many times you will need to perform activities, if in doubt discuss this with your assessor. When you have completed each element, your assessor will give you feedback about your performance, telling you if you have been successful in achieving the required level of competence for individual outcomes. There is space on the back of the element achievement form for your assessor to make comments and/or notes from the feedback session. Make sure that you are clear about the assessment decision and fully understand what has been said. You and your assessor should then sign and date the form before filing it in the relevant section of your portfolio.

8 — Knowledge evidence record.

This lists all the knowledge and understanding requirements for a unit. It is important that you understand the knowledge requirements relating to the expectations and requirements of your job role.

While working through individual elements, you should tick the appropriate boxes on the form to show which type(s) of evidence you have collected to prove that you have the required level of knowledge and understanding.

Once you are satisfied that you have achieved the knowledge and understanding requirements for the whole unit, your assessor should, as with the element achievement record, note their comments from the feedback session on the form.

You and your assessor should then sign and date the form before filing it in the portfolio. Remember that when you have completed your unit your assessor should complete your unit progress record.

9 — Personal statement.

You should use a personal statement to record your experience of something, such as how you handled a specific situation. You should describe what you did, how you did it and why you did it. You can refer to other people who were present. This might provide you with a ‘witness testimony’ which you should note in the ‘links to other evidence’ column on the statement form.

You might also use the personal statement to put a piece of evidence into context for your assessor so that they can help you decide if it is relevant to your Diploma. For example, you might refer to paperwork that is used in the organisation to pass information to a colleague. It might not be clear to your assessor why you are communicating in this way and you might need to give a brief explanation of its relevance.

10 — Observation record.

Your assessor should record their observations of you as you work, and:

  • Describe the skills you use.
  • Describe the activities you perform.
  • Specify the units or parts of the units that are covered by the observation.
  • Provide details of the knowledge and understanding apparent from your performance and any questions asked during or after performance.
  • List the other units/elements to which the evidence may contribute (integration of assessment).
  • Your assessor should keep a note of their comments and feedback to you. Once completed, the record of the observation should be referenced as evidence and included in your portfolio.

11 — Witness testimony.

Occasionally your assessor might not able to observe you carrying out certain aspects of your job. If this happens, it might be appropriate for another person to comment on your performance by completing a statement called a ‘witness testimony’.

Witness testimony should be used only to support other forms of evidence such as a product. It should:

  • Be provided by a person who is not related to you and is in a position to make a valid comment about your performance, e.g. a supervisor, line manager, a client or customer.
  • Contain comments that relate specifically your performance to the Diploma standards. Be authenticated by the inclusion of the witness’s signature, role, address, telephone number and the date.

12 — Expert witness evidence.

The use of expert witnesses is encouraged as a contribution to the assessment of evidence of your competence, where there is not an appropriately qualified assessor for very specialised Diploma units.

Expert witnesses are expected to have:

  • A working knowledge of the national standards for the units on which their expertise is based. Current expertise and occupational competence, normally within the last two years, either as practitioner or manager, for the units on which their expertise is based.

13 — Record of questions and candidate’s answers.

This form is used to record any questions your assessor asks you to establish whether you have the underpinning knowledge and evidence required by a unit. Your answers, or a précis and/or bullet points regarding the issues discussed should also be noted. Both you and your assessor should sign and date the form.

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