Recording Competency Decisions

Summary

This guide walks assessors and SDP staff through recording assessment outcomes in skillSYMS: capturing a Competent or Not Yet Competent decision, scoring against the criteria, attaching feedback, and moving the result through the moderation pipeline. Accurate, well-evidenced decisions are the foundation of every QCTO submission.

Who This Guide Is For

• Assessors recording formative and summative outcomes
• SDP staff capturing results on an assessor’s behalf
• Quality officers checking that decisions are complete and defensible

Prerequisites

• An assessment plan and event already set up (see Assessment Instruments, Plans & Events)
• The learner enrolled in the relevant programme and unit standard
• Evidence reviewed and ready to reference

Step 1: Open the Results Workspace

Navigate to Assessments → Results.

The Results tab shows every recorded outcome with the learner, programme, unit standard, assessor, date, result, and pipeline status. The stat cards summarise Total Results plus the Competent, Not Yet Competent, and RPL counts.

Tip: Filter and sort the table before you start. Working through one programme or one event at a time keeps your decisions consistent.

Step 2: Record an Assessment

Click Record Assessment and complete the form:

1. Learner and Enrolment — select the candidate and the enrolment being assessed
2. Unit Standard ID, Unit Title, and Credits
3. Assessment Type — Formative, Summative, Practical, Written, Oral, or Project
4. Assessment Date
5. Assessor Name and Assessor Registration #

Step 3: Capture the Outcome and Scores

In the same form, set the result:

• Competent (C) — the learner meets all criteria
• Not Yet Competent (NYC) — further development is needed
• RPL — competence recognised through prior learning
• Absent (A) — did not attend or submit

Then record:

• Marks Achieved and Total Marks for scored instruments
• Comments (Internal) — notes for moderators and the audit trail
• Feedback to Learner — specific, actionable guidance

Tip: For every NYC, name the exact criteria not yet met in the learner feedback. This makes re-assessment targeted and gives moderators a clear rationale.

Step 4: Move the Result Through the Pipeline

Each result follows the pipeline: Draft → Submitted → Moderated → Final. Use the bulk actions on the Results table to Mark as Moderated or Request Revision, and Export CSV when you need a snapshot for reporting.

Expand any row to see the full breakdown — criteria scores, evidence referenced, and moderation notes — before it advances.

Step 5: Handle Re-Assessment for NYC

For a Not Yet Competent outcome, agree the gaps with the learner, schedule a re-assessment event (see Assessment Instruments, Plans & Events), and record the new attempt as a fresh result so both attempts remain on file.

Common Mistakes to Avoid

1. Leaving feedback blank — unevidenced decisions fail moderation
2. Recording marks without an outcome — always set Competent / NYC / RPL / Absent
3. Overwriting a failed attempt — record re-assessments as new results to preserve history
4. Forgetting the assessor registration number — it is required for QCTO traceability

Verification Checklist

• Every result has an outcome and an assessment date
• Marks are entered where the instrument is scored
• Learner feedback is specific, especially for NYC
• Results have advanced from Draft to at least Submitted
• Re-assessments are recorded as separate results

Next Steps

• Moderation Sampling — quality-assure these decisions
• Assessment Instruments, Plans & Events — the instruments behind each decision
• Statement of Results — turn final results into an SoR
• Assessor & Moderator Workflow — the full workflow