Course Attendance

Procedure

A course attendance sheet will be generated for each day of the course. Participants will sign to acknowledge their attendance and the trainer will authorised each day sheet.

Where the course administration documentation contain confidential information and must be treated as a confidential document and must be stored securely No unauthorised person may access the information.

Office administration will check the course administration has been returned, participants have signed all relevant sections and verified the accuracy of their names, the trainer has signed and dated it.

Participant Information

23.2.1 Procedure

RR+R has installed VETtrak training management system. The system will store the following information:

• Biographical data:
  - Name
  - Contact details
  - Date of Birth or other recognised proof of identity
  - Results
• Attendance (available from roll)
• Assessment outcomes
• Competencies achieved
• RR+R Certificates or Statements of Attainment issued
• Course, module, unit of competency track – see database
• All documents to be signed and dated
• Recorded RR+R Certificate number

The Statement of Attainment and RR+R Certificates are produced in a Microsoft Word document, which is controlled by the director.

Staff Information

Procedure

A file will be kept for each member of staff and will include the following:

• CV
• Professional development attended
• Biographical details
• Signed induction documentation
• Progress review reports
• Duty statements
• Roles & responsibilities statement
• Taxation details
• Employment application
• Interview results if appropriate
• Reason for leaving employment
• Child protection documentation if appropriate

Note: Some of this data may be stored electronically. Any evidence must be witnessed by a JP.

Electronic records

Procedure

RR+R maintains a password protected electronic document system. All appropriate records associated with AQTF requirements will be entered into VETtrak.

All controlled documents (except externally produced documents) are electronically produced and stored. They are the current copies and are available to staff.

Confidentiality

Procedure

The records of staff and participants are confidential and no unauthorised person may access them. Clients/participants may access hard copies of their own records during office hours.

Backup

Procedure

All relevant electronic records will be backed up daily and a tape stored locally. Each week a full back up of the entire system will be saved to a removable drive and stored offsite on a 3 weekly rotation.

Storage

Procedure

Records will be stored in locked filing cabinets with access restricted to authorised staff. Staff records will be kept in alphabetical order by family name. The records of staff are confidential and no unauthorised person may access them.

Storage period

Participant records will be stored for 30 years

Archives

Procedure

Documents that are controlled documents and are to be replaced and/or withdrawn are to be archived. Documents are withdrawn or replaced only by the Managing Director. Documents withdrawn and/or replaced are to placed in boxes in the compactus. The movement of such
documents is noted in the Controlled Document Register.

Training & Assessment Timetables

The nature of Risk, Response and Rescue services may mean that short course details are available only on the day of the course. All relevant staff and Participants will be given advanced notice of course content, assessment details, date and time of course/training.